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WSWS Operating Guide - Chapter 2

Revised March, 2008

DUTIES OF COMMITTEES and EDITORS

Table of Contents:

Program Committee
Site Selection Committee
Local Arrangements Committee
Finance Committee
Nominating Committee
Fellows and Honorary Members Committee
Awards Committee
Public Relations Committee
Necrology Committee
Student Paper Judging Committee
Poster Committee
Sustaining Membership Committee
Legislative Committee
Herbicide Resistant Plants Committee
Publications Committee

Ad-Hoc Committees
Proceedings Editor
Progress Report Editor
Newsletter Editor
Website Editor

PROGRAM COMMITTEE

The Program Committee shall develop the program for the Society Meetings. The Committee shall be composed of the President-Elect (Chair), Chair of the Research Section, and Chair of the Education-Regulatory Section. The Program Chair may delegate duties to members as he/she deems advisable (Refer to Duties of the President-Elect). The President-Elect is the Board of Directors contact for this committee.

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SITE SELECTION COMMITTEE

The Site Selection Committee is comprised of three members, and the second-year member serves as the Chairperson. At least one member will be a former Local Arrangements Committee Chairperson or a former member of the Local Arrangements Committee that has been approved by the President. The Immediate Past-President is the Board of Directors contact for this committee.

The Society annual meeting shall be held during the second full week of March each year.

The Site Selection Committee shall:

1. Select two (2) to four (4) suggested meeting sites [city(ies) and hotel(s)] four (4) years in advance to be presented for approval by the Board of Directors at the summer business meeting.

a. Society members may recommend hotel sites based on their own experience or contact with local convention bureaus or chambers of commerce.

2. Advise and direct the Treasurer-Business Manager to coordinate and solicit requests for proposal from potential host hotels.

3. Review and compare submitted proposals from potential host hotels.

4. Advise and direct the Treasurer-Business Manager to negotiate a contract with the selected host hotel.

5. Together with the President, review the contract to their satisfaction in consideration of items outlined below. If necessary, direct the Treasurer-Business Manager to renegotiate an acceptable contract that addresses all listed deficiencies.

6. Recommend that the President sign the acceptable contract and return it to the Treasurer-Business Manager.

7. Finalize the contract two (2) to three (3) years in advance of the scheduled meeting.

8. Consider the following items before recommending a site:

a. Previous meeting sites. If sites have been found to be adequate in the past, it often bodes well for the future. Review meeting attendance at past conference cities. If a past location enjoyed high attendance, it will likely be repeated in the future. The opposite is also probably true. In recent years, the annual meeting has been held at a Hawaiian location every 5-7 years. This should not be construed as a requirement, but should be a strong consideration since historical attendance increases substantially each time we meet there.

b. Location in relationship to membership.

c. Convenience of location: near airport with good transportation from airport to hotel; parking facilities for those who drive; overflow accommodations nearby; restaurant capacities within the hotel and alternate dining facilities nearby.

d. No other conflicting conventions or major events should be scheduled in the hotel at the same time unless they demonstrate that they can handle all groups adequately.

e. Convention Rates for Rooms and Suites.

i) 150-250 rooms: 2/3 doubles and 1/3 singles. Include 20 rooms for Saturday and 40-50 for Sunday prior to the meeting. Room blocks should be adjusted based on prior 5-year history.

Sample room distribution scenario:

ROOM BLOCK - Year 2xxx

Day: Sat. Sun. Mon. Tue. Wed. Thu.

Date: 03/x 03/x 03/x 03/x 03/x 03/x

Rooms: 20 50 200 200 200 30

The Site Selection committee shall maintain a 'rolling' history of room take for 10 consecutive WSWS meetings. Hotels will generally give WSWS this information since it is generally shared with other hotels. These numbers will provide an excellent starting point for negotiations with the prospective hotels.

ii) Negotiate rates for rooms. If possible, request a block of rooms (50-100) at the government rate, which is generally discounted substantially.

iii) Hospitality suites if necessary. Industry will make arrangements with hotel.

iv) Investigate special arrangements for graduate students. Can three (3) students share for the price of a double?

v) Investigate menu prices. Hotels with excessive catering costs may impact industry support for activities (breaks, receptions, meals).

vi) Many contract items are negotiable. You will not know unless you ask. When a hotel discovers that they are in the running for our upcoming meeting, but are not competitive with another property, they will sometimes make significant concessions in sleeping room rates or services to win our business.

f. Policy on Complimentary Rooms.

i) Hotel should provide complimentary sleeping and meeting rooms for the summer board meeting.

ii) Usual hotel policy is one complimentary room for each 40 registered guests.

iii) Society provides complimentary rooms for guest speakers at the general session and luncheon, Treasurer-Business Manager, and the President (President gets an executive suite). Ask for upgrades for vice president, past president and business manager.

g. Meeting Room Facilities must be complimentary. If extra fees are requested, consider another hotel. Best arrangement is to have all rooms on one floor and close to each other. It is desirable that the primary or main meeting rooms be committed to the Society. No other conflicting conventions should be scheduled in the hotel at the same time.

i) Meeting room for the Board of Directors meetings, usually held the day before the Society meeting starts (Monday) and Thursday noon lunch meeting -30 people.

ii) General Session - 350 capacity (Tuesday morning).

iii) Luncheon – 350 capacity (Wednesday).

iv) Poster Session - 150 to 200 capacity (Monday afternoon through Thursday). Locate it near the registration desk.

v) Breakout Sessions-Three (3) rooms 150-200 capacity (Tuesday afternoon through Thursday morning).

vi) New Member/ Retiree Reception for general membership (Monday evening).

vii) Spouses - 30 capacity (Tuesday through Thursday morning) Continental breakfast on Tuesday only.

viii) Students Breakfasts - 30 capacity (Tuesday and Wednesday mornings). Industry sponsored.

ix) WSWS Breakfast and Business Meeting - 300 capacity (Thursday morning).

x) Presentation loading and preview room (Monday afternoon through Thursday morning)

xi) Extra meeting room(s) for committee meetings, to be scheduled through the Local Arrangements Chairperson.

xii) Storage room for registration desk materials and equipment

xiii) Optional rooms for industry functions as per their special request.

h. The following restrictive policies should be checked:

i) Extra fees for other services.

ii) In addition to the standard boilerplate conditions, the following verbiage should be included in the hotel contract:

iii) Walk Clause:

No guaranteed reservations will be walked. Any and all attendees walked are understood to be walked as a result of Hotel error and expressly not as a result of the presence of another Group. If the Hotel fails to provide a sleeping room to an attendee holding a guaranteed reservation, the Hotel shall provide to each such attendee the following, as liquidated damages and not as a penalty, for each night that the attendee is not accommodated by the Hotel:

a. A complimentary sleeping room at a comparable property

b. Free transportation to and from the substitute hotel, as needed

c. Upon return to the Hotel, upgraded accommodations at the Group Rate

"Any rooms walked will be included in the Hotel's counts for complimentary room credits and will be honored by the Hotel should relocation of any attendee be inevitable. In the event of an overbook or walk situation, the Hotel will waive any and all penalties tied to this agreement, including, but not limited to attrition on sleeping and/or meeting rooms."

i) Reverse Cancellation Clause:

"In the unlikely event that The Hotel voluntarily cancels the Group Meeting, The Hotel will pay The Group the same cancellation fees as it has required of the client in the event that the client cancels. The Hotel may not cancel this meeting to accommodate another group."

i. Revise the operating guide, if needed, and forward changes to Constitution and Operating Guide Representative before the annual meeting so the board can vote on changes.

j. Report to the membership at the Society Business Meeting the site approved by the Board of Directors.

k. Forward records, including the Operating Guide, to the new chair within six weeks after annual meeting.

Revised March 2009

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LOCAL ARRANGEMENTS COMMITTEE

The Local Arrangements Committee Chair for each meeting will be appointed three years prior to the meeting for which he/she is responsible. All matters pertaining to arrangements will be handled only by or through the Local Arrangements Committee. The Chair will consult with the previous year's chair for advice and insight into the duties and responsibilities of the Local Arrangements Committee. The Chair will appoint sufficient Committee members as soon as possible to facilitate arrangements for the meeting. The Local Arrangements Committee Chair for the next year's meeting will also be a member of the current year's Committee. The President-Elect is the Board of Directors contact for this committee.
The Local Arrangements Committee shall:
(1) Obtain a copy of contract from Site Selection Chair or Business Manager and, one year prior to the meeting, visit the hotel selected and review the following areas:
            (a) Parking facilities for those who drive.
            (b) Alternate accommodations nearby. Include cost and distance from meeting site.
            (c) Alternate dining facilities nearby.
            (d) Airport transportation arrangements.
(2) Make arrangements for Summer Board of Directors Meeting in the summer prior to the Society meeting at the date determined by the Committee.
(3) Review convention rates for rooms and suites (see specific requirements under Site Selection 2(d)).
            (a) Reserve four to six suites for industry use.(It is up to the companies to schedule their own rooms)
            (b) Confirm room rates in writing if possible.(The contract specifies the room rate in writing when the site selection committee does their work)
            c) Investigate special arrangement of graduate student rooms.
(4 Review meeting room facilities (see specific requirements under Site Selection 2(f)).
(5) Determine Policy on Complimentary Rooms -- usual hotel policy is one complimentary room for each 40 to 50 registered guests.(usually specified in the contract)
(6) THE FOLLOWING RESTRICTIVE POLICIES SHOULD BE CHECKED:
            (a) Limitations on our bringing in our own LCD projectors and laptops for use in the general session, project sessions, or symposia.
            (b) Extra fees for meeting rooms or other services.
(7) Provide the hotel toll-free number and web site information to members for making room reservations.
(8) Make arrangements with Convention Bureau or Chamber of Commerce.
            (a) Descriptive information about city and area (usually free).
(9) Develop Spouse's Program as directed by Board of Directors.
(10) Make Luncheon Arrangements.
            (a) Select menu and price. Selection and price should be presented to summer Board of Directors Meeting.
            (b) Determine if the hotel will collect tickets and how.
            (c) Arrange for head table to include those individuals named by the President, generally the awards chairs, recipients, and spouses.
(10) Make arrangement for coffee breaks and billing procedures.
(11) Make specific Committee member appointments to compete the following tasks:
            (a) Room arrangements.
                        1) Signs and easels to indicate meeting in session.
                        2) Proper arrangement of speakers and podium.
                        3) Water at speaker's table.
                        4) Microphones adequate for nature of meetings.
                        5) Have extra microphones readily available in case of malfunction.
                        6) PA system volume control.
                        7) Heat and ventilation control.
                        8) Lighting.
                        9) Know hotel contact person in case of problems.
                        10) Be sure section chair knows who you are and where you can be reached if problems occur.
            (b) Visual Aids.
                        1) work with Research Project Chair and individual project chairs to make sure sufficient computers and LCD projectors are available for all the sessions. Project chairs are to provide a laptop computer and LCD projector for their sessions; contact them to determine whether they are able to meet this requirement.. Be sure projectors are in rooms when needed and secured after use. Have backup equipment available (two or three LCD projectors and laptops should be sufficient).

2) Extension cords and projector tables in each room: Hotel employees will normally do this if arrangements are made in advance.
3) Spare projector bulbs.
4) Screens-insure that screens are large enough for slides to be easily seen by audience members. The General Session will normally require two screens and two LCD projectors connected to a single laptop computer. Room size will dictate other needs.
6) Laser pointers with extra batteries
7) Other possible needs.

(a) Overhead projector, slide projector and carousel

(b) TV/VCR/Projection equipment

(12) Ensure that an adequate area is available for registration.
(a) The Treasurer-Business Manager will provide the following: name badges; registration forms; luncheon tickets; cash box and change; receipt books; and will assist with registration and handle all cash.
(b) Locate and set up registration desk in well-lighted, easily accessible area. Have adequate table (16' length) and assistants (6).
(c) Blackboard, chalk and eraser for messages.
(d) Provide personnel to assist:
            1) Two persons at peak times (first night and first morning).
            2) One person at all times.
           (e) Local area literature: restaurants; scenic attractions; city maps

(13) Revise the Operating Guide, if needed, and forward changes to the Constitution and Operating Guide Representative before the annual meeting.

(14) Forward records, including the Operating Guide, to the new chair within six weeks after annual meeting.

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FINANCE COMMITTEE

The Finance Committee is comprised of three members and the second-year member will be Chairperson. Board of Directors contact is the Member-at-Large, Public Sector.

The Finance Committee shall:

1. Audit the financial records and records of property of the Society each year.

2. Act in an advisory capacity to the Board of Directors on matters of unusual expenditure.

3. Analyze the financial situation of the Society and develop a long-range financial plan. A professional financial advisor service may be consulted to develop and implement such a financial plan.

4. Oversee the Society’s investment portfolio.

5. The WSWS investment policy guidelines allow the investment portfolio to be as much as 100% in bonds/cash and no more than 65% in stocks (July 2008). The Finance Committee shall regularly consult with the financial advisor and seek recommendations to protect the Society's investment portfolio. The Finance Committee shall justify and may approve to facilitate necessary adjustments to protect the Society's investment portfolio.

6. The WSWS should maintain a financial reserve equal to two years of operating costs of the Society. This will be based upon the average of the two previous years. The operating costs of the Society will be calculated by adding the expenses incurred for the business manager salary, WSSA Director of Science Policy, CAST membership dues, and expenses for running the annual meeting.

7. Report to the membership the results of the audit and financial status of the Society at the annual business meeting and provide a written report for the annual meeting proceedings.

8. Revise the operating guide, if needed, and forward changes to Constitution and Operating Guide Representative before the annual meeting so the board can vote on changes.

9. Forward all records, including the Operating Guide, to the new chairperson within six weeks after the annual meeting.

Revised March 2009

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NOMINATING COMMITTEE

The Nominating Committee is comprised of three members and the second-year member will be the Chairperson. The Past-President serves as an ad-hoc member of the committee and is the Board of Directors contact for this committee.

The Nominating Committee shall:

1. Prepare a list of nominees from the active membership of the Society for the offices of President-Elect, Chairperson-Elect of the Research Section, Chairperson-Elect of the Education-Regulatory Section, and the Secretary (in appropriate years).

2. Committee Chairperson shall contact nominees regarding their willingness to serve

3. Present a slate of nominees to the Board of Directors for their approval at the summer business meeting.

4. Committee Chairperson will obtain from each nominee a written resume of the candidate's employment, title, activities, and awards.

5. Compile the list of nominees in ballot form with resumes and forward to the Website Editor for posting to the WSWS website. A paper ballot will be mailed by the Treasurer-Business Manager to members without electronic accessibility or when electronic balloting is not possible. The election site will be available for member voting on October 15 and paper ballots will be issued by October 15. Completed paper ballots will be returned to the Committee Chairperson. All voting (online and paper ballots) will close on December 1. Paper submissions postmarked after that day will not be accepted.

6. The Committee Chairperson will tabulate the electronic and paper ballots and present the results to the President after the ballots are due. A copy of the electronic results, the mailed results, and validated totals will be sent to the Treasurer-Business Manager for archiving after informing the President of the results.

7. Report the successful nominees to the membership at the Society annual business meeting and include a brief written report for the Society proceedings.

8. Revise the operating guide, if needed, and forward changes to Constitution and Operating Guide Representative before the annual meeting so the board can vote on changes

9. Forward records, including the Operating Guide, to the new Chairperson within six weeks after the annual meeting.

Revised March 2009

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FELLOWS AND HONORARY MEMBERS COMMITTEE

The Fellows and Honorary Members Committee is comprised of three previous Fellows and the Immediate Past-President. The second-year member serves as Chairperson. The Immediate Past-President is the Board of Directors contact for this committee.

The Fellows and Honorary Members Committee shall:

1. Prepare a Call for Nominations of Fellows and Honorary Members and send it to the Society Newsletter Editor for printing in the spring, summer and fall newsletters. Also send Call for Nominations to the Treasurer-Business Manager to be sent with the Call for Papers and for posting on the Society website.

2. Accept submission of nominees for Fellows and Honorary Member. Packets of the nominees' biographical data and write-ups will remain in the active file for three (3) years even if the packets are not updated annually by the nominator. The committee must encourage nominators to update nominees’ packets annually. Packets should be submitted by December 1.

3. Review submissions and compile a slate of nominees.

4. Consider Honorary Member nominees who are largely from outside of the Society and have contributed significantly to the field of Weed Science as outlined in the Constitution, Article III, Section 3.

5. Consider Fellows nominees who are members of the Society and have contributed significantly to the field of Weed Science, regardless of age or length of membership, in accordance with the Society By-Laws, Article XI, Sections 1 and 3.

6. Select deserving recipients and report the selection(s) before December 15 to the President and Board of Directors for approval (a two-thirds majority) as outlined in the Society By-Laws, Article XI, Section 1. Not more than two (2) Fellows shall be selected each year in accordance with Society By-Laws. The selection of Fellows is not restricted to nor designated as being from public or private sectors and both recipients may be from a single sector.

7. Inform the Treasurer-Business Manager of the successful recipients in advance of the annual meeting so that plaques can be obtained to be presented at the awards luncheon. Inform the nominators of the status of their nomination(s) and, if their nominee was not selected, encourage the nominator to update the packet for the next year.

8. Provide a brief written report regarding the recipients for presentation at the awards luncheon, the Society annual business meeting, and for inclusion in the Society Proceedings.

9. Revise the operating guide, if needed, and forward changes to Constitution and Operating Guide Representative before the annual meeting so the Board of Directors can vote on changes.

10. Forward records, including the Operating Guide, to the next chairperson immediately after the annual meeting.

Revised March 2009

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AWARDS COMMITTEE

The Awards Committee is comprised of three members representing the private and public sectors who have previously received Distinguished Achievement Awards. The second-year member will serve as Chairperson. In the event that this Committee cannot be comprised entirely of award recipients, the President may appoint another member of the Society to serve on this Committee. The member will not be eligible for any of the Distinguished Achievement Awards while serving on the committee. The President is the Board of Directors contact for the Awards committee.

The Awards Committee shall:

1. Promote the value of Distinguished Achievement Awards to members of the Society to ensure that qualified individuals are nominated each year.

a. Outstanding Weed Scientist – Presented to those in each of either the public or private sectors. Those “In-Career” with at least 10 years of service from completion of the terminal degree and those “Early Career” with less than 10 years from the terminal degree. Nominees must be members of WSWS. It is not required that four (4) awards be presented in any given year.

i. Outstanding Weed Scientist – Public Sector (1 recipient)

ii. Outstanding Weed Scientist – Private Sector (1 recipient)

iii. Outstanding Weed Scientist Early Career – Public Sector (1 recipient)

iv. Outstanding Weed Scientist Early Career – Private Sector (1 recipient)

b. Professional Staff – Recognizes those who have demonstrated and provided outstanding and sustained contributions in support of weed science activities under the direction of a professional involved in weed science. Recipient will be selected from those who have been involved in WSWS for at least 5 years at the time of nomination. (1 recipient)

c. Weed Manager – Recognizes those paid by taxpayers and who are working in the public sector. The recipient has been working in weed science and has been a member of WSWS for at least 5 years. (1 recipient)

2. Prepare a Call for Nominations report for the Board of Directors summer business meeting. This can include creative and innovative ideas that the Awards Committee would like to propose to the Board of Directors.

3. Issue a Call for Nominations for Distinguished Achievement Awards in the Society newsletter in September.

4. Accept and review nominees for the Distinguished Achievement Awards. Supporting documents should be submitted to the Chairperson. The due date for nominations is December 1. Electronic or hardcopies of documents are acceptable. Unsuccessful nominations will remain active for three years, even if the documentation is not updated annually by the nominator. However, the committee encourages nominators to update the nominees’ documents annually.

5. Select a deserving recipient for the Outstanding Weed Scientist Award from both of the public and private sectors, Outstanding Weed Scientist – Early Career Award from both of the public and private sectors, Weed Manager Award, and Professional Staff Award.

6. Provide the Board of Directors with recipients' names in a punctual manner so that sufficient time is allowed for the procurement of awards.

7. Inform the Treasurer-Business Manager of the successful recipients so that plaques can be obtained for presentation at the awards luncheon. Inform the nominators of the status of their nomination and, if their nominee was not selected, encourage the nominator to update the package for the next year.

8. Announce Distinguished Achievement Awards recipients to the membership at the Society luncheon.

9. Provide a brief written report announcing the recipients for presentation at the Society business meeting at the annual meeting and for inclusion in the Society proceedings.

10. Revise the operating guide, if needed, and forward changes to Constitution and Operating Guide Representative before the annual meeting so the board can vote on changes.

11. Forward records, including the operating guide, to the next chairperson immediately after the annual meeting.

Revised February 2008

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PUBLIC RELATIONS COMMITTEE

The Public Relations Committee consists of a Chairperson and others as needed. The Education and Regulatory Section Chairperson is the Board of Directors contact for this committee.

The Public Relations Committee shall:

1. Disseminate WSWS news when and where possible, by working through established news channels such as trade magazines, society and organization newsletters, radio, television, and university information services, and internet listserves and websites.

2. Maintain close liaison and communicate with public relations personnel associated with organizations with similar objectives and purposes as the Society (e.g. WSSA and regional societies).

3. Prepare and disseminate press releases to promote the annual meetings and functions of the Society and arrange news coverage during the Society meetings.

a. When available, send the complete program to editors, directors, and writers for agriculture and natural resources at radio and television stations, newspapers in cities hosting the annual meeting, trade magazines and journals, and other pertinent personnel in the immediate area of the annual Society meeting.

b. Maintain close liaison with state and local weed organizations within the Society's region.

c. Send information and invitations to federal, state, and local highway departments, USDA, Fish and Wildlife Service, Forest Service, Interior Department, BLM, NRCS, Cooperative Extension Agents, state and local weed and pest organizations, commercial licensed aerial and ground applicators, and other agencies.

4. Designate an individual to take pictures of the Society's activities. Pictures of award recipients (Fellows and Honorary Members, Distinguished Achievement, and student competitions) and Board of Directors should be forwarded to the Newsletter and Proceedings Editor.

5. Perform such public relations activities that will promote a desirable image of the discipline of Weed Science. Take every feasible opportunity to inform the scientific community and the general public of the activities and benefits of the Society and of Weed Science in general.

6. Apply and provide for continuing education (CE) credit from the member states requiring continuing education for licensed pest control advisors, pesticide applicators, consultants, other credential holders; and for the national Certified Crop Advisor program. Arrange for and monitor sign-up sheets at the annual meeting and follow-up on correspondence with the appropriate state to confirm CE credits.

Contact the Local Arrangements Chairperson to secure a site with tables for the sign-up sheets at the annual meeting.

7. Work closely and communicate with the Program Committee, Website Editor, and Newsletter Editor to effectively disseminate WSWS news in a timely manner.

8. Forward records, including the Operating Guide, to the next chair immediately after the annual meeting.

9. Revise operating guide if necessary and forward revisions to the Constitution and Operating Guide Representative before the annual meeting so changes can be approved by the Board of Directors.

Revised March 2009.

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NECROLOGY COMMITTEE

The Necrology Committee is comprised of three members and the second-year member will be chair. The Secretary is the Board of Directors contact for this committee.
The Necrology Committee shall:
(1) Confer with the membership regarding any WSWS member or individuals within the weed science profession who passed away during the year.
(2) Obtain a biography or obituary of the individuals deceased.
(3) Prepare a written report to be presented at the Society Business Meeting. Forward the report to the Proceedings Editor for inclusion in the Proceedings.
(4) Forward records, including the Operating Guide, to the new chair within six weeks after annual meeting.
(5) Revise operating guide if necessary and forward revisions to the Constitution and Operating Guide Representative before the annual meeting so changes can be approved by the board of directors.

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STUDENT PAPER JUDGING COMMITTEE

The Student Paper Judging Committee is comprised of three members and the second year committee member serves as chair. The President-Elect is the Board of Directors contact for this committee.

The Student Paper Judging Committee shall:
(1) Provide criteria and guidelines for the judging of student papers and posters. These criteria and guidelines shall be reviewed at the meeting of the committee during the annual meeting of the WSWS. Revisions to the criteria and guidelines will require a majority vote of the committee. The President-Elect shall be notified of any revisions to the criteria and guidelines for presentation to the Board of Directors.
(2) Provide advance notice to students concerning paper and poster judging criteria and guidelines. This notice shall be included in the annual Call for Papers.
(3) Provide further information by January 15 to those who submitted abstracts concerning guidelines, date and time of presentation, and set-up and removal of posters.
(4) Select a panel of judges for each contest. At least three, more if possible, judges will rate all papers in a contest. Anyone whose name is on a paper entered in the contest shall not be a judge. [The individual may judge posters if the only papers they are co-authoring are in the oral contest and vice versa.] Committee members shall serve as judges of both the poster and oral paper contests, if they are eligible.
(5) Encourage participation in the Student Paper Contest.
(a) Undergraduate students are welcome to enter the poster contest and will be judged in a separate section from graduate students.
(b) Students who are enrolled at the time of the annual meeting may enter one paper and/or one poster in the contest.
(c) Students attending institutions in states that are not WSWS members may enter and receive evaluation but will not be considered for awards.
(d) Information presented in the contest must be original and unique. If a topic has been used by the author in a previous presentation, additional data must be included to constitute a unique presentation.
(6) Assure that the following requirements of the contest are met:
(a) The oral paper contest may be split into two separate sections if more than fourteen students enter. Poster entries also may be split into sections if more than fourteen graduate or undergraduate students enter.
(b) In each section, first, second, and third places will be awarded $100, $75, and $50, respectively, and a plaque. Only first and second place will be awarded if five to eight students compete in a section. Only first place will be awarded if one to four students compete.
(c) First place winners in the oral paper contest are ineligible for future oral paper contests, but they may enter the poster contest. The same rule is applied to the poster contest.
(7) Provide a brief summary report to the membership at the Society business meeting at the conclusion of the annual meeting.
(8) Provide the President with the names of participants in the Student Paper Contest. The president shall write a letter of congratulations and/or thanks for participation to those students who participated.
(9) Send a written report of the results of the Student Paper Contest and Committee activities to the Proceedings Editor of inclusion in the Society Proceedings.
(10) Forward records, including the Operating Guide, to the new chair within six weeks after annual meeting.
(11) Revise operating guide if necessary and forward revisions to the Constitution and Operating Guide Representative before the annual meeting so changes can be approved by the board of directors.

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POSTER COMMITTEE

The Poster Committee is comprised of three members and the second-year member will be chair. The President-Elect is the Board of Directors contact for the poster committee.

The Poster Committee shall:

1. Be notified of the Call for Posters that is included in the annual Call for Papers (coordinate with Society newsletter editor and webmaster). Included in the Call for Posters will be the dates for submission of abstracts, poster criteria, and guidelines for presenting posters at the annual meeting.

2. Communicate and coordinate with the Local Arrangements Committee and the Program Committee concerning the number of posters to be presented, room size needed, and the number of easels and poster backboards needed.

3. Ensure shipping/transportation of easels and poster backboards to the meeting site. (Coordinate with drivers and for storage between annual meeting sites.) Obtain additional easels and poster backboards from WSSA or other source (hotel or other regional societies) as necessary. Notify Board of Directors when purchasing new posterboards or easels.

4. Provide reminder information by January 15 to those who submitted abstracts, concerning poster guidelines, set-up time, date and time of poster session, and removal of posters. (coordinate with Program Chairperson, Society newsletter editor, and webmaster.)

5. Coordinate with the Local Arrangements Committee to set up easels and posterboards in the poster display room at the annual meeting. Number the posterboards for the presenters. Provide assistance as needed to the presenters during setup time prior to the poster session.

6. Make arrangements with incoming chairperson to ship/transport the easel boxes and posterboards to the next Society annual meeting site. (three easel boxes, 16 easels per box for a total of 48 easels) Check on condition of boards and equipment at the conclusion of the conference and report to the Board of Directors when replacements are warranted.

7. Provide a brief summary report to the membership at the Society annual business meeting, Board of Directors meetings, and a written report for inclusion in the annual meeting proceedings.

8. Forward records, including the Operating Guide, to the new chairperson within six (6) weeks after annual meeting.

9. Revise operating guide if necessary and forward revisions to the Constitution and Operating Guide Representative before the annual meeting so changes can be approved by the Board of Directors.

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SUSTAINING MEMBERSHIP COMMITTEE

The Sustaining Membership Committee is comprised of three members appointed by the President and the second-year member will be the Chair. The Immediate Past-President is the Board of Directors contact for the Sustaining Members committee.
The Sustaining Membership Committee shall:
(1) Make recommendations to the Executive Board through the Finance Committee for improving sustaining membership support.
(2) Solicit the current year Sustaining Membership contributions.
(3) Provide booth space (approximately 2.5' by 5') for educational exhibits by sustaining members, in cooperation with the Local Arrangement Committee.
(4) Prepare a written report to be presented at the Society Business Meeting and be included in the Proceedings.
(5) Forward records, including the Operating Guide, to the new chair within six weeks after annual meeting.
TIME SCHEDULE - SUSTAINING MEMBERSHIP COMMITTEE
August:
(1) Mail a letter to current sustaining members requesting continued support for the WSWS and the payment of dues, including an invoice.
(2) Solicit new members by letter, including an application for sustaining membership.
October:
Send a follow-up letter to those unpaid.
December 1:
Send the Program Chair an alphabetical list of paid sustaining members for publication in
the Program.
March:
Send the Proceedings Editor a current list of paid sustaining members for publication in the
Proceedings. Revise operating guide if necessary and forward revisions to the Constitution and Operating Guide Representative before the annual meeting so changes can be approved by the board of directors.
April 1:
Transfer the Operating Guide, committee files and records to the new Chair.

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LEGISLATIVE COMMITTEE

The Legislative Committee is comprised of three members and the second-year member will be the Chairperson. The Chairperson shall serve as a member of the Weed Science Society of America (WSSA) Science Policy Committee (E2). Consultants may be appointed by the President. The WSSA Representative is the Board of Directors contact for the Legislative Committee.

The Legislative Committee shall:

1. Report new information from WSSA Committee assignments to the WSWS President in a timely manner.

2. Keep the Board of Directors informed about the activities of the Director of Science Policy in Washington, DC and organize the Society membership on legislative issues when action is necessary.

3. Forward records, including the Operating Guide, to the new chair within six weeks after annual meeting.

4. Revise operating guide if necessary and forward revisions to the Constitution and Operating Guide Representative before the annual meeting so changes can be approved by the Board of Directors.

Revised March 2009

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HERBICIDE RESISTANT PLANTS COMMITTEE

The Herbicide Resistant Plants Committee is comprised of six members appointed by the President. The chair shall be elected by the committee and will serve one year. The term of office of the committee shall be three years, established to expire alternately so that at least four members will continue over each year. One of the Members-at-Large is the Board of Directors contact for the Herbicide Resistance Plants committee.
The Herbicide Resistant Plants Committee shall:
(1) Focus on all areas of herbicide resistance including herbicide resistant crops.
(2) Provide a forum to discuss herbicide resistance research and foster cooperation among people conducting herbicide resistance studies.
(3) Coordinate production of information concerning herbicide resistance.
(4) The chair shall solicit a representative to the North American Herbicide Resistance Action Committee (NAHRAC) meeting (often held at the WSSA annual meeting) to provide a report of WSWS activities and information. The WSWS representative is a non-voting member of NAHRAC. Selection of representative should follow certain guidelines:
a. Preference should be given to continuity of representation
b. The individual should hold a position in the public sector
(5) Forward records, including the Operating Guide, to the new chair within six weeks after annual meeting.

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PUBLICATIONS COMMITTEE

The Publications Committee is comprised of six members appointed by the President. The chair shall be elected by the committee and will serve one year. The term of office of each committee member shall be three years; established to expire alternately so that at least four members will continue over each year. The President-elect is the Board of Directors contact for the Publications committee.
The Publications Committee shall:
(1) Meet at least once annually to discuss activities of the committee.
(2) Review current WSWS publication activities and consider any newly proposed publications for their relevance to the mission of WSWS, excluding the Research Progress Report and Proceedings.
(3) Serve as an avenue for the WSWS membership to present publication needs or desires.
(4) Coordinate activities of the ad hoc publication subcommittees involved in any newly proposed publications and determining their market potential.
(5) Provide appropriate recommendations to the Board of Directors regarding existing and potential publications.
(6) Prepare a written report to be presented at the Society Business Meeting and be included in the Society Proceedings.
(7) Forward records, including the Operating Guide, to the new chair within six weeks after annual meeting.
(8) Revise operating guide if necessary and forward revisions to the Constitution and Operating Guide Representative before the annual meeting so changes can be approved by the board of directors.

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AD-HOC COMMITTEES

The Ad-Hoc Committees are appointed by the President when, in the opinion of the President or the Board of Directors, such committees are deemed necessary to provide a function for the betterment of the Society. The President will appoint the Board of Directors contact for each ad hoc committee.
The Ad Hoc Committees shall:
(1) Function for one year or as long as subsequent Presidents feel the committee(s) are providing a necessary service.
(2) Restrict activities to objectives and charges outlined by the President.
(3) Report findings and activities to the Board of Directors at the annual Society meetings.
(4) Prepare a brief summary to be presented to the membership at the Society Business Meeting and to be included in the Society Proceedings.

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PROCEEDINGS EDITOR

The Proceedings Editor receives abstracts and papers from the Website Editor and compiles them, with minutes from the three Board of Directors meetings, the yearly Society annual meeting, and other information deemed important by the Board of Directors, into the Society Proceedings. He/she has the Proceedings printed in a timely manner and provides copies to the Business Manager for mailing.

TIMELINE FOR SPECIFIC DUTIES - PROCEEDINGS EDITOR

July 10: Prepare a report for the Summer Business Meeting to include cost of the annual Proceedings, number of copies printed, and an estimate of revenue based on pre-publication sales and past number of copies sold. Estimate a budget for the fiscal year to include publication, shipping, and secretarial costs.

February 15: Receive from the Website Editor the index outline and all abstracts submitted online. Also, the Website Editor should send an electronic copy of the program presentation order so titles and authors can be put into the Table of Content without retyping. Select secretarial help.

March 1: Send letters to remind selected committee chairpersons to mail their reports for the Proceedings. These should include the Program Chair (General Session and Committee assignments); Research Section Chair (Project Discussion sections); Necrology Committee Chair; Education and Regulatory Chair; Symposium Chair (if any); Secretary (All minutes from Board of Directors meetings); and Chairs of all committees to include accurate reports that can be published in the Proceedings.

Prepare a progress report for Board of Directors and General Business meeting. The Board of Directors will determine at the annual meeting if the Proceedings will be dedicated to a member.

April 1: All submitted papers should be edited for format and be in final form.

April 10: General Session presentations, all business meeting minutes, photos of award winners, project discussion section reports, financial statement and registration list (from Business Manager) are due. An estimate of the number of pages and number of copies needed can now be made and a bid sheet sent to selected printers. Also, the cover photo and color should be determined. An 8-inch x 10-inch black and white of the cover photo must be made. The cover is made using a "full-bleed" technique.

April 20: Submit the Proceedings to the selected printer. Allow 10 to 14 days to prep photos, print copies, collate, and bind. Proof-read blue-line copy prior to final printing. Ensure that all photos and figures are on the correct pages with the correct captions.

May 7: Inspect printed Proceedings copies and ship to the Business Manager for distribution.

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RESEARCH PROGRESS REPORT EDITOR

The Research Progress Report Editor receives progress reports and compiles them, with indices on authors, weeds, crops, and herbicides, into a yearly Society Research Progress Report. He/she has the Report printed in a timely manner and provides copies to the Business Manager for distribution at the annual meeting and for mailing.
TIME SCHEDULE - RESEARCH PROGRESS REPORT EDITOR
Prior to January 1: Contact a printer and make arrangements to have the Research Progress Report published. Receive compiled reports and indices .
January: Make final editorial corrections, prepare indexes and cover for Report, and deliver to publisher by January 15. Allow about one month for printing. Make sure WSWS identification number ISSN 0090-8142 appears on the title page of the Research Progress Report.
February: Provide for delivery of the Research Progress Report to the society meeting. Consult with the Treasurer-Business Manager regarding the number of Research Progress Reports required for the meeting and make arrangements for the remainder of the copies to be sent for storage.

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NEWSLETTER EDITOR

NEWSLETTER EDITOR
The Newsletter Editor compiles and distributes all pertinent Society news for the membership. The Newsletter
Editor works closely with the President and Board of Directors to solicit relevant weed science information and
news, announcements, and calendar of events from the Society members. An e-mail request to the membership
listserve should be sent two weeks before the submission deadline. The newsletter is compiled and then sent as
a PDF file to the membership listserve, the Website Editor for inclusion on the WSWS website, and the
Business Manager for sending the newsletter to members who want to receive it by U.S. mail.

WSWS NEWSLETTER TIME SCHEDULE

Spring issue: Deadline for submission is April 1 and includes:

• President - report on annual meeting.
• Awards Committee Chairperson - announce award winners.
• Business Manager - announce new officers.
• Student Paper Judging Committee Chairperson – announce winning student papers and posters.
• Fellows and Honorary Members Committee Chairperson – announce Fellows & Honorary members.
• Student Liaison Report
• WSSA Director of Science Policy - legislative report
• Calendar of events

Summer issue: Deadline for submission is one(1) week after summer Board meeting and includes:

• President - report on summer board meeting.
• Call for Papers
• President-Elect (Program Chairperson) - preliminary annual meeting information (specific)
• Research Section Chairperson - Call for Research Progress Reports
• Awards Committee Chairperson - Call for Distinguished Service Award nominations - Outstanding Weed
Scientists, Professional Staff, Weed Manager
• Student Liaison Report
• WSSA Director of Science Policy - legislative report
• Calendar of events
• any publications available (extra Proceedings, etc.)

Fall issue: Deadline for submission is November 1 and includes:

• Website Editor – announce preregistration for annual meeting.
• Announce deadlines for Title and Abstracts
• Local Arrangements Committee Chairperson - local arrangements report for annual meeting; hotel
registration information/Business office
• President-Elect (Program Chairperson) - program information - provide information about program
speakers/topics; provide members with information that will help in making travel arrangements.
• President-Elect (Program Chairperson) - notice of any special symposium.
• Student Paper Judging Committee Chairperson - student paper/poster contest reminder and information
(including points).
• Student Liaison Report
• Calendar of events

Winter issue: Deadline for submission is January 1 and includes:

• Website Editor - reminder of preregistration deadline.
• Local Arrangements Committee Chairperson - hotel information for annual meeting.
• President-Elect (Program Chairperson) – announce program highlights.
• Constitution and Operating Guide Representative – reminder for Constitution and By-Laws changes.
• President - announce time & location of Board meeting.
• Student Liaison Report
• WSSA Director of Science Policy - legislative report.
• Calendar of events

Revised March 2010

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WEBSITE EDITOR

The Website Editor is responsible for the content, layout, and proper functioning of the WSWS website (www.wsweedscience.org). This individual works closely with the Executive Board, committee chairs, and individual Society members to manage online meeting registration, title and abstract submission, member database, and other interactive aspects of the website.

TIME SCHEDULE
WEEKLY: Update website with current content. Delete old information and integrate new components of the website as necessary.

January-February: Manage the online submission of abstracts for paper and posters to be presented at the annual meeting. Submit abstracts and other necessary information to the Proceedings Editor for timely development of the Society Proceedings. Post the newsletter.

March: Update the online meeting registration list to include members who were not pre-registered.

April-September: Monitor membership database and integrate new content. Post the newsletter.

October: Setup and monitor the website for annual meeting pre-registration, title submission, and abstract uploads. Work closely with the Business Manager and Program Chair to ensure proper meeting information is posted.

November: Post the newsletter and continue monitoring all website activity for the annual meeting.

December: Stop online title submission activity. Prepare a list of paper and poster titles and send to the Program Chair for development of the annual meeting program booklet. Continue to manage abstract submission.

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