Policies and Procedures Manual
Approved April 18, 1998. Amended April 15, 2000; April 28, 2001, April 27, 2002, and October 6, 2012.
CHAPTER CONTACTS
The President and the Co-President of the Chapter shall be the contacts between the national organization of the American Society for Indexing and the Heartland Chapter. They shall be listed as such in Key Words and on the Heartland Chapter’s website. The term of service as Chapter Contact shall be concurrent with the term of service as President or Co-President of the Heartland Chapter.
Responsibilities:
1. sending information about Chapter meetings and activities to Key Words;
2. answering or referring questions received about ASI, the Heartland Chapter or indexing in general;
3. providing names of potential members to Membership Committee for follow-up;
4. making periodic reports on their activities in the Chapter newsletter, or at any meeting.
CHAPTER MEETINGS
At the, Annual (Spring) Meeting a tentative calendar for the year shall be set. Announcements of regular meetings shall be sent out by the President or the Co-President at least six (6) weeks prior to meetings.
A written agenda for each meeting shall be prepared and copies made available for everyone attending the meeting. Any member may place items on the agenda by contacting the President at least one (1) week in advance of the meeting. Time shall be reserved for new business at every meeting and any member may introduce business not on the written agenda at that time.
The minutes of the previous meeting and the agenda for the upcoming meeting (as far as it is known) shall be sent out with the meeting announcements. As an alternative, they may be sent out with the newsletter if the publication schedule of the newsletter coincides with the timing of the announcement.
Officers and committee chairs who cannot attend a regular meeting shall prepare a report of activities and arrange for it to be presented.
COMMITTEES
Standing Committees
1. Membership Committee
2. Program Committee
3. Publicity Committee
Special Committees
1. Website Committee
EXECUTIVE COMMITTEE MEETINGS
Executive Committee meetings acting on anything other than "special matters" (Bylaws: Article XIII, Section 2) shall be open to any Chapter member wishing to attend.
E-MAIL POLICY FOR EXECUTIVE COMMITTEE
For general discussion of issues among the executive committee (i.e., President, Co-President, Secretary, and Treasurer) or among the executive board (those above plus committee chair people): Any person who posts an item for discussion should allow five (5) business days for comments, in order to provide ample time for others to consider and respond in a thoughtful manner.
For Chapter business requiring a vote (that absolutely can’t wait until the next Chapter meeting) by the executive committee, the procedure should follow the same format as Robert’s Rules of Order, with the following time periods: Person A posts a motion; allow three (3) business days for someone to second the motion. Following the second, there should be five (5) business days allowed for discussion after which time the president can call for a vote on the motion, which should be restated in the call for vote. Allow another five (5) business days for the votes to be cast. The secretary should record the vote, and it will need to be read into the minutes of the next Chapter meeting.
The executive committee can act via e-mail on Chapter business that requires an urgent response. Such urgency should be noted in the e-mail subject line (e.g., Urgent Heartland business). If all officers do not respond quickly enough, then the president should attempt to contact them by telephone.
FALL MEETING
The Fall Meeting shall be the responsibility of the Program Committee. The Meeting shall consist of a full day of programming, including luncheon and breaks. A price structure for admission to the Meeting should be designed to cover all reasonable expenses for the Meeting, plus a reasonable profit for the Chapter treasury. Program Committee may designate a Meeting Planner for this event, but the Planner will be responsible to the Committee for his/her decisions. A brief Executive Committee and/or General Business Meeting may be scheduled following the Meeting, and will be publicized. The Publicity Committee will prepare flyers to advertise the Meeting; flyers must be sent out six (6) weeks prior to the date of the Meeting.
MEETING PLANNING FINANCIAL PROCEDURES
Presenters and Panel Members
The Co-President/Meeting Planner makes arrangements with the presenter(s) and sends a letter (to each) which states the agreement regarding services to be provided and reimbursement for services. The agreement should include the statement “reimbursement of expenses, to include travel, meals, and room, up to$__”. A dollar limit is placed on reimbursement to encourage the presenter(s) to make the most economical travel arrangements.
Reimbursement
Reimbursement may include the following:
Honorarium
Expenses
The Co-President/Meeting Planner will review all bills for accuracy before turning them over to the Treasurer for payment.
Corporate Members
Corporate members may register as many employees as they wish for conferences at the member rate.
FISCAL RESPONSIBILITY
The Chapter President must approve, in writing, all disbursement of funds (Bylaws: Article XI, Section 1[e]). These approvals should be made available to the auditors for the annual review of the books.
In the event of extraordinary expenditures, the President shall consult with the Executive Committee before approving the disbursement of funds.
All checks received by the Treasurer shall be deposited into the Chapter account within ten (10) days of receipt.
Requests for reimbursement of expenses shall be accompanied by copies of receipts for each expenditure. Reimbursements must be submitted within 90 days of the event or by the end of the fiscal year, whichever occurs first. Officers who live more than 30 miles away from the meeting site may receive mileage reimbursement at the current government rate per mile. Receipts are not required for mileage requests.
FUND RAISING PROJECTS
Ideas for projects must be approved by majority vote at a regular business meeting of the Chapter.
NEWSLETTER
Editor's responsibilities: The editor shall produce and deliver a minimum of two issues of Indexing in the Heartland per year and shall disseminate information of interest to Chapter members in addition to that which is available in KEY WORDS. Editor's expenses for the minimum two issues will be fully reimbursed by the Chapter. Expenses for additional issues, as needed, will be fully reimbursed upon prior approval by the Executive Committee. The newsletter and other information may be delivered via the Internet and/or posted on the Chapter website.
Statement of purpose: Indexing in the Heartland is the newsletter of the Heartland Chapter of the American Society For Indexing (ASI). Its purposes are to inform Chapter members of upcoming events in the Chapter; to make sure that all Chapter members are informed about the programs and business conducted at Chapter meetings; to promote inter-member contact and exchange of information; and to be of as much service as possible to members seeking professional advancement.
Copyright Statement: Unless otherwise specified by the contributor of an article, all articles published in Indexing in the Heartland may be reprinted by any other ASI Chapter Newsletter, with permission and appropriate credit given to Author and Source.
NOMINATIONS AND ELECTIONS
Committee Selection: At the last meeting of the calendar year, the President shall appoint a Nominating Committee (Bylaws: Article X, Section 3). This committee shall also function as the Election Committee. No officers of the Chapter may be appointed to this Committee, nor should the appointees stand for election during their service on the Nominating/Elections Committee.
Ballots: The Committee shall present a slate of nominees in the form of a ballot to the membership within three (3) months of its appointment. It is strongly recommended that at least two (2) candidates for each position be provided on the ballots. The ballots shall include space for write-in candidates for each office. Ballots may be mailed (via the Internet or by USPS) by the Secretary with the mailing of the Annual (Spring) Meeting announcement, six (6) weeks prior to the Annual (Spring) Meeting.
Voting Procedure: If balloting is to be conducted by paper, the procedure is: each ballot shall be returned to the Committee in two sealed envelopes. An inner envelope must include a completed ballot with the signature of the Chapter member written in the upper left corner, and be enclosed within an outer envelope that is addressed and mailed to the Committee Chair. At the Annual (Spring) Meeting, ballots may be cast by those Chapter members present at the meeting who have not already voted. These ballots, like the mail ballots, must be in sealed, signed envelopes. Ballots presented in unsigned envelopes will not be counted.
If balloting is to be conducted via the Internet, it must be by secret ballot where only Heartland Chapter members may cast votes.
Voting tally: At the Annual (Spring) Meeting, the Nominating/Election Committee will verify that all the ballots are valid and have been cast by Chapter members. If balloting is conducted by paper ballots, the Committee will unseal and count the ballots and announce the results of the election. If balloting is conducted via the Internet, the results are compiled by ASI headquarters and are e-mailed to the current President for announcement at the Annual (Spring) Meeting.
Newly elected officers assume their duties at the conclusion of the first meeting of the fiscal year (Bylaws: Article IX, Section 3).
OFFICERS
The officers of the Chapter shall be called President, Co-President, Secretary, and Treasurer.
The Chapter will pay the basic conference rate up to $200 for the Co-President to attend the Annual Conference of ASI, if the Chapter treasury has the funds, as determined by the President, the Treasurer, and the Secretary of the Chapter.
RULES OF ORDER
Robert's Rules of Order shall govern the conduct of the meetings of the ASI Heartland Chapter.
POLICIES AND PROCEDURES MANUAL
The policies and procedures of the Heartland Chapter as contained in this manual, together with the Chapter Bylaws, provide the operating framework for the Chapter. Each policy or procedure shall be voted on separately and adopted by a majority of those attending the meeting at which the policy or procedure is discussed and brought to a vote. Policies or procedures may be proposed by any member in good standing of the Chapter.
The Secretary is responsible for updating this manual whenever policies or procedures are changed.
posted 12/28/12
The President and the Co-President of the Chapter shall be the contacts between the national organization of the American Society for Indexing and the Heartland Chapter. They shall be listed as such in Key Words and on the Heartland Chapter’s website. The term of service as Chapter Contact shall be concurrent with the term of service as President or Co-President of the Heartland Chapter.
Responsibilities:
1. sending information about Chapter meetings and activities to Key Words;
2. answering or referring questions received about ASI, the Heartland Chapter or indexing in general;
3. providing names of potential members to Membership Committee for follow-up;
4. making periodic reports on their activities in the Chapter newsletter, or at any meeting.
CHAPTER MEETINGS
At the, Annual (Spring) Meeting a tentative calendar for the year shall be set. Announcements of regular meetings shall be sent out by the President or the Co-President at least six (6) weeks prior to meetings.
A written agenda for each meeting shall be prepared and copies made available for everyone attending the meeting. Any member may place items on the agenda by contacting the President at least one (1) week in advance of the meeting. Time shall be reserved for new business at every meeting and any member may introduce business not on the written agenda at that time.
The minutes of the previous meeting and the agenda for the upcoming meeting (as far as it is known) shall be sent out with the meeting announcements. As an alternative, they may be sent out with the newsletter if the publication schedule of the newsletter coincides with the timing of the announcement.
Officers and committee chairs who cannot attend a regular meeting shall prepare a report of activities and arrange for it to be presented.
COMMITTEES
Standing Committees
1. Membership Committee
- Composition: Two members in good standing of the Heartland Chapter
- Responsibilities: To encourage potential members to join ASI; to provide new members with Chapter information including ASI and Heartland brochures, a recent list of Chapter members, and a recent issue of the newsletter; to assist new members in becoming active in the Chapter; to promote retention of current members; and to facilitate inter-member contact and networking.
2. Program Committee
- Composition: Co-President and two members in good standing of the Heartland Chapter.
- Responsibilities: To procure speakers and a meeting place for the Annual (Spring) Meeting and Fall Meeting each year. Programming may also be planned for the summer picnic, if appropriate. The Program Committee will provide full information on these meetings to the Publicity Committee so that meeting notices may be sent out six (6) weeks before the meeting. The Committee will oversee expenses for the above meetings, operating in a fiscally conservative manner. Major expenditures which are not expected to be reimbursed by fees charged for attending said meetings must be approved by the Executive Committee. The Program Chairperson (Co-President) may designate a Meeting Organizer to plan and execute the actual meetings, but will retain supervisory responsibility.
3. Publicity Committee
- Composition: Two members in good standing of the Heartland Chapter.
- Responsibilities: To promote public knowledge about ASI and the Heartland Chapter of ASI by disseminating news releases about Chapter activities and about the profession of indexing to the public press. Committee shall also prepare flyers for the Annual (Spring) Meeting and program, summer picnic, and Fall Meeting and any other meeting/program which may be scheduled by the Chapter.
Special Committees
1. Website Committee
- Composition: Two members in good standing of the Heartland Chapter
- Term of Office: Two years
- Responsibilities: The Website Committee shall be responsible for designing the content and visual layout of the Chapter's website and for continued timely maintenance of it, including updating links on the website and posting new information such as minutes and meeting announcements.
EXECUTIVE COMMITTEE MEETINGS
Executive Committee meetings acting on anything other than "special matters" (Bylaws: Article XIII, Section 2) shall be open to any Chapter member wishing to attend.
E-MAIL POLICY FOR EXECUTIVE COMMITTEE
For general discussion of issues among the executive committee (i.e., President, Co-President, Secretary, and Treasurer) or among the executive board (those above plus committee chair people): Any person who posts an item for discussion should allow five (5) business days for comments, in order to provide ample time for others to consider and respond in a thoughtful manner.
For Chapter business requiring a vote (that absolutely can’t wait until the next Chapter meeting) by the executive committee, the procedure should follow the same format as Robert’s Rules of Order, with the following time periods: Person A posts a motion; allow three (3) business days for someone to second the motion. Following the second, there should be five (5) business days allowed for discussion after which time the president can call for a vote on the motion, which should be restated in the call for vote. Allow another five (5) business days for the votes to be cast. The secretary should record the vote, and it will need to be read into the minutes of the next Chapter meeting.
The executive committee can act via e-mail on Chapter business that requires an urgent response. Such urgency should be noted in the e-mail subject line (e.g., Urgent Heartland business). If all officers do not respond quickly enough, then the president should attempt to contact them by telephone.
FALL MEETING
The Fall Meeting shall be the responsibility of the Program Committee. The Meeting shall consist of a full day of programming, including luncheon and breaks. A price structure for admission to the Meeting should be designed to cover all reasonable expenses for the Meeting, plus a reasonable profit for the Chapter treasury. Program Committee may designate a Meeting Planner for this event, but the Planner will be responsible to the Committee for his/her decisions. A brief Executive Committee and/or General Business Meeting may be scheduled following the Meeting, and will be publicized. The Publicity Committee will prepare flyers to advertise the Meeting; flyers must be sent out six (6) weeks prior to the date of the Meeting.
MEETING PLANNING FINANCIAL PROCEDURES
Presenters and Panel Members
The Co-President/Meeting Planner makes arrangements with the presenter(s) and sends a letter (to each) which states the agreement regarding services to be provided and reimbursement for services. The agreement should include the statement “reimbursement of expenses, to include travel, meals, and room, up to$__”. A dollar limit is placed on reimbursement to encourage the presenter(s) to make the most economical travel arrangements.
Reimbursement
Reimbursement may include the following:
Honorarium
- panel member: registration for the Meeting and mileage reimbursement if distance traveled is greater than 50 miles
- presenter(s): whole day--$200 to $300 total plus expenses; half-day--$50 to $199 total plus expenses
Expenses
- travel: mileage or airfare (to be arranged by presenter) up to specified limit
- meals: specify evening before, breakfast, lunch and/or evening after
- room: the planner should make the room reservations and inform the presenter of them. Typically, the room will be available at a meeting rate for a limited period of time.
- photocopying: the presenter(s) may be reimbursed for expenses of copying handouts, or send the material ahead to the planner to make copies
- registration: if a half-day presenter wants to stay for the entire Meeting, registration may be offered as part of the reimbursement.
The Co-President/Meeting Planner will review all bills for accuracy before turning them over to the Treasurer for payment.
Corporate Members
Corporate members may register as many employees as they wish for conferences at the member rate.
FISCAL RESPONSIBILITY
The Chapter President must approve, in writing, all disbursement of funds (Bylaws: Article XI, Section 1[e]). These approvals should be made available to the auditors for the annual review of the books.
In the event of extraordinary expenditures, the President shall consult with the Executive Committee before approving the disbursement of funds.
All checks received by the Treasurer shall be deposited into the Chapter account within ten (10) days of receipt.
Requests for reimbursement of expenses shall be accompanied by copies of receipts for each expenditure. Reimbursements must be submitted within 90 days of the event or by the end of the fiscal year, whichever occurs first. Officers who live more than 30 miles away from the meeting site may receive mileage reimbursement at the current government rate per mile. Receipts are not required for mileage requests.
FUND RAISING PROJECTS
Ideas for projects must be approved by majority vote at a regular business meeting of the Chapter.
NEWSLETTER
Editor's responsibilities: The editor shall produce and deliver a minimum of two issues of Indexing in the Heartland per year and shall disseminate information of interest to Chapter members in addition to that which is available in KEY WORDS. Editor's expenses for the minimum two issues will be fully reimbursed by the Chapter. Expenses for additional issues, as needed, will be fully reimbursed upon prior approval by the Executive Committee. The newsletter and other information may be delivered via the Internet and/or posted on the Chapter website.
Statement of purpose: Indexing in the Heartland is the newsletter of the Heartland Chapter of the American Society For Indexing (ASI). Its purposes are to inform Chapter members of upcoming events in the Chapter; to make sure that all Chapter members are informed about the programs and business conducted at Chapter meetings; to promote inter-member contact and exchange of information; and to be of as much service as possible to members seeking professional advancement.
Copyright Statement: Unless otherwise specified by the contributor of an article, all articles published in Indexing in the Heartland may be reprinted by any other ASI Chapter Newsletter, with permission and appropriate credit given to Author and Source.
NOMINATIONS AND ELECTIONS
Committee Selection: At the last meeting of the calendar year, the President shall appoint a Nominating Committee (Bylaws: Article X, Section 3). This committee shall also function as the Election Committee. No officers of the Chapter may be appointed to this Committee, nor should the appointees stand for election during their service on the Nominating/Elections Committee.
Ballots: The Committee shall present a slate of nominees in the form of a ballot to the membership within three (3) months of its appointment. It is strongly recommended that at least two (2) candidates for each position be provided on the ballots. The ballots shall include space for write-in candidates for each office. Ballots may be mailed (via the Internet or by USPS) by the Secretary with the mailing of the Annual (Spring) Meeting announcement, six (6) weeks prior to the Annual (Spring) Meeting.
Voting Procedure: If balloting is to be conducted by paper, the procedure is: each ballot shall be returned to the Committee in two sealed envelopes. An inner envelope must include a completed ballot with the signature of the Chapter member written in the upper left corner, and be enclosed within an outer envelope that is addressed and mailed to the Committee Chair. At the Annual (Spring) Meeting, ballots may be cast by those Chapter members present at the meeting who have not already voted. These ballots, like the mail ballots, must be in sealed, signed envelopes. Ballots presented in unsigned envelopes will not be counted.
If balloting is to be conducted via the Internet, it must be by secret ballot where only Heartland Chapter members may cast votes.
Voting tally: At the Annual (Spring) Meeting, the Nominating/Election Committee will verify that all the ballots are valid and have been cast by Chapter members. If balloting is conducted by paper ballots, the Committee will unseal and count the ballots and announce the results of the election. If balloting is conducted via the Internet, the results are compiled by ASI headquarters and are e-mailed to the current President for announcement at the Annual (Spring) Meeting.
Newly elected officers assume their duties at the conclusion of the first meeting of the fiscal year (Bylaws: Article IX, Section 3).
OFFICERS
The officers of the Chapter shall be called President, Co-President, Secretary, and Treasurer.
The Chapter will pay the basic conference rate up to $200 for the Co-President to attend the Annual Conference of ASI, if the Chapter treasury has the funds, as determined by the President, the Treasurer, and the Secretary of the Chapter.
RULES OF ORDER
Robert's Rules of Order shall govern the conduct of the meetings of the ASI Heartland Chapter.
POLICIES AND PROCEDURES MANUAL
The policies and procedures of the Heartland Chapter as contained in this manual, together with the Chapter Bylaws, provide the operating framework for the Chapter. Each policy or procedure shall be voted on separately and adopted by a majority of those attending the meeting at which the policy or procedure is discussed and brought to a vote. Policies or procedures may be proposed by any member in good standing of the Chapter.
The Secretary is responsible for updating this manual whenever policies or procedures are changed.
posted 12/28/12
