Officer Position Descriptions

Position Description: President

The President shall serve for a term of one year. He/she shall be the chief executive officer of the Society, shall conduct the general and active management and direction of the business and affairs of the Society, and the supervision of the Council. He/she shall preside at all business meetings of the members and at all meetings of the Council and Executive Board. He/she is empowered to nominate committee membership as herein provided and shall, ex officio, be a member of all such committees other than the Nominating Committee. The President may sign, execute and deliver in the name of the Society all deeds, mortgages, bonds, contracts and other instruments, except in cases where the signing, execution or delivery thereof shall be expressly otherwise delegated by the Council, by the Bylaws, or by law, and, in general, he/she shall perform all duties incident to the office of President and such other duties as may from time to time be assigned to him/her by the Bylaws or the Council.

Responsibilities

  1. Assume the Role of President at the Annual Business Meeting
    1. Receive the gavel and thank out-going President (present plaque)
  2. Annual Election
    1. Work with staff and Parliamentarian on the preparation of ballots, including the drafting of issues subject to member voting (issues must have been announced at previous Business Meeting)
    2. Receive notification of election results and deal with any contingencies (tied elections, etc.)
    3. Notify candidates
    4. Ensure results are communicated to membership and Newsletter editors
  3. Monthly Executive Board Teleconferences
    1. Schedule the Monthly Executive Board Teleconferences at the beginning of the year
    2. Establish a tentative agenda, scheduling participation of each of the Committee Chairs, SIG Leaders and Council once or twice during the year
    3. Set the agenda for each Teleconference 1–2 weeks in advance
    4. Issue an invitation to the scheduled participants and request reports to be covered during the conference
    5. Chair each Teleconference
  4. Mid-year Executive Board meeting
    1. Work with staff on logistical arrangements (date/room/food/amenities)
    2. Fix date
    3. Request committee reports (8 weeks in advance; deadline 4 weeks in advance)
    4. Prepare agenda (integrate committee reports, Newsletters, meeting minutes)
    5. Preside over meeting
    6. Tour facilities, provide advice to Program Chair (when at meeting site)
    7. Institute/delegate appropriate actions
  5. Prior to the Annual Meeting
    1. Prepare for Council Meeting
    2. Notify Council of meeting date 6 and 3 months in advance
    3. Committee Reports: request 8 weeks in advance; deadline 4 weeks in advance; distribute to Council 3 weeks before meeting
    4. Prepare draft Agenda, Email to Council 4 weeks in advance, accept input, finalize
    5. Read committee reports, adjust agenda for action items, etc.
    6. Review Committee Charges (touch base with Vice President)
    7. Prepare for Business Meeting
    8. Draft Agenda with careful attention to timing; send to other officers/participants
    9. Prepare for Awards Ceremony
    10. Receive award notifications from Awards Chair (June)
    11. Contact major awardees (generally phone call followed by formal letter) (June)
    12. Charge Awards Chair with preparation of biographies to be read during ceremony
    13. Ensure appropriate plaques and certificates are prepared; prepare/proofread award statements
    14. Prepare Agenda for Awards Ceremony; notify awardees of the time allocation for their speech
    15. Prepare for President's Reception
    16. Determine guest list (see prior list of default invitees, e.g. past and present officers; plus Committee Chairs, Session Chairs, invited speakers, etc.
    17. Distribute invitation 2 months in advance
  6. Administration
    1. Review committee structure and make appointments as needed
    2. Keep in contact with society operations, webmaster, committees, other officers
    3. Maintain contact with Program Chair to ensure that program organization is proceeding smoothly
    4. Newsletter: prepare President's Corner, ensure that appropriate items are in Newsletter
    5. website: approve all content (except program info)
    6. EMGS-wide Email: approve all content (except program info); ensure that important info is relayed to members
  7. At the Annual Meeting
    1. Chair the first Council meeting (Saturday afternoon)
    2. Preside over meeting, deal with ongoing issues
    3. Afterward, discuss issues for Business Meeting and for 2nd Council with Vice President; correct Committee Charges as necessary
    4. Preside over the Awards Ceremony
    5. Host the President's Reception
    6. Keep an eye on meeting functioning and logistics, along with Program Chair
    7. Preside over the Business Meeting
    8. Meet with officers for breakfast to discuss Agenda (Monday or Tuesday morning)
    9. Chair the second Council meeting
    10. Work with newly instated President on agenda to ensure that issues will move forward in the upcoming year
    11. Prepare agenda
    12. Preside over meeting
    13. Institute/delegate appropriate actions

Relationships

  • Maintains regular contact with EMGS business office and Executive Board.
  • Serves as host/hostess for the Annual Meeting ensuring attendees are pleased.
  • Attends Annual Meeting and the respective Executive Board and Council meetings held during the week of the meeting.

Time Commitment

The amount of time varies based upon the initiatives for the year and frequency of teleconferences. For management and oversight of Society affairs, typically less than 2 hours per month is required. To organize and oversee the Monthly Executive Board Teleconferences requries 4–5 hours per month. If new initiatives are undertaken or if the President works close with the Vice President in aspects of developing the current annual meeting then more time is required.

Position Description: Vice President

The Vice President shall be elected for a term of one year. He/she shall automatically succeed to the Presidency upon the expiration of the term of office of the President. In the event of the absence, disability or resignation of the President, the Vice President shall perform all of the duties of the President. At all other times, the Vice President shall perform such duties and exercise such powers as from time to time may be assigned to him/her by the Bylaws, the Council or the President.

Functions

The Vice President shall serve as the Chairperson of the Program Committee for the Annual Meeting during their term as Vice President. Guidelines have been established regarding composition of this Committee, but the Vice President has the ultimate responsibility for assembling the Committee. It is also useful to form a Fund-raising Subcommittee to aid in obtaining support for the annual meeting. Communication with these Committees through periodic Conference Calls can be arranged and can prove useful to ensure steady progress.

Responsibilities

The Vice President is the chair of the Program Committee. In planning the Annual Meeting the following should be considered:

  1. The Program Committee members should be identified and invited to participate in the first planning meetings held on Sunday and Wednesday during the Annual Meeting preceding the meeting being planned.
  2. The space for the meeting was contracted several years in advance based upon an approved template for the meeting. This template should be referenced when determining the number of sessions for the meeting and which sessions/events should be included/considered during the planning process.
  3. In conjunction with the EMGS business office, send solicitations for all funding to support the Annual meeting. This includes advertisers, exhibitors and sponsors. The meeting should be profitable and financial controls/policies are in place to help maintain consistency from one year to the next.
  4. Guidelines have been established for your reference during the planning process.
  5. The chairs of the special interest groups should be members of the committee and participate in planning sessions applicable to those groups.
  6. Inform session chairs that they will be requested to submit a review for the EMGS Newsletter. For Chairs that are unable to do this, and for Plenary and Special Sessions, designate someone to provide this summary.
  7. In conjunction with the Education, Student, and New Investigator Affairs Committee, plan student receptions.
  8. In conjunction with the Public Relations and Communications Committee determine outreach activities.
  9. Due to grant deadlines, the Preliminary Program agenda should be formed in a near completed state by January.
  10. Due to publishing schedules of EMM which includes the abstracts, the Preliminary Program must be printed and distributed no later than April 1.
  11. Responsible for reviewing, accepting/rejecting, and assigning abstracts to sessions.
  12. Work with EMGS business office to maintain agenda, ensuring all changes are recorded and the appropriate communications delivered.
  13. Responsible for many decisions throughout the planning process which shape the feel and outcome of the meeting.
  14. Will deliver a report on the status of the Annual Meeting at the mid-year Executive Board meeting held in the spring before the Annual Meeting.

Relationships

  • Maintains regular contact with EMGS business office and Executive Board.
  • Serves as co-host/hostess for the Annual Meeting ensuring attendees are pleased.
  • Attends Annual Meeting and the respective Executive Board and Council meetings held during the week of the meeting.
  • Attends mid-year Executive Board meetings upon the conclusion of the election. Typically in the spring when official term has not started.
  • Also attends mid-year Executive Board meetings during the year your Annual Meeting is being planned.
  • Participates in monthly Executive Board Teleconferences

Time Commitment

The Vice President needs to form his/her Program Committee shortly after being elected and begin developing the overall structure of the meeting. A tentative Program should be developed before the Annual Meeting preceding the meeting he/she will organize. The preparation of the program requires a great deal of time and attention during the months of November-March and again in May/June during the Abstract review. Finally the 6 weeks before the meeting require a considerable amount of time to prepare the Program Booklet, finalize the Banquet agenda and handle numerous last minute issues and changes to the program that inevitably arise.

Position Description: Vice President-Elect

The Vice President-Elect shall be elected for a term not to exceed one year and beginning after election to the office. He/she shall automatically succeed to the Vice Presidency upon expiration of the term of office of the Vice President. A member of Council in the last year of their term of office may serve in this position.

Functions

Gain greater understanding of the leadership role and tasks of the Vice President.

Relationships

  • Maintains regular contact with Executive Board.
  • Attends Annual Meeting and the respective Executive Board and Council meetings held during the week of the meeting.
  • Attends mid-year Executive Board meeting.
  • Participates in monthly Executive Board Teleconferences.

Time Commitment

The amount varies based on the level of involvement in the current initiatives being undertaken by the Executive Board. A minimum of 4 hours per month is required for participation in the Executive Board Teleconferences. An average of two-four hours per month is needed to prepare records and to communicate with EMGS leaders.

Position Description: Past-President

The immediate Past-President shall serve on the Council for a one-year term. The immediate Past-President also serves on the Executive Board for a one-year term.

Responsibilities

  1. Provide President with list of carry-over issues
  2. Attend Council and Executive Board meetings
  3. Prepare and present critique of past year's highlights and problem areas
  4. Recommend action plan to President in advance, if appropriate
  5. Function as liaison to committees and report to President
  6. Provide advice to President and serve on Executive Board
  7. Serve a 3 year term on the Nominations Committee
  8. Chair Nominating Committee during second year as a past president
  9. Make recommendations on site selection for meeting 4 years hence (following recommendations from Council on region of the country, cost limitations, etc.)

Relationships

Maintains contact with Executive Board.

Time Commitment

The amount varies based on the level of involvement in the current initiatives being undertaken by the Executive Board. A minimum of 4 hours per month is required for participation in the Executive Board Teleconferences. More time is required during the months of March-May in preparing the slate of Candidates for preparation of the ballot.

Position Description: Treasurer

The Treasurer shall be elected for a term of three years (amended 2005, effective with 2007 election) to coincide with the fiscal year of the Society (July 1). He/she shall be authorized to collect all moneys payable to the Society, shall be charged with the care and custody of the funds of the Society, and from such funds shall make such disbursement, duly authorized, as may be necessary or appropriate. He/she shall keep the Society's financial and bank accounts, shall enter in detail all receipts and disbursements and shall report thereon at the request of the Council or the President. These accounts shall be open at all times to the inspection of any member of the Society. In general, the Treasurer shall perform all the duties incident to the office of Treasurer and such other duties as may from time to time be assigned to him/her by the Bylaws, the Council or the President.

Functions

The Treasurer shall report to the members on the financial status of EMGS.

Responsibilities

Aside from attending all Board meetings, other duties of the Treasurer are:

  1. Oversee Society's finances including a monthly review of financial statements and inform Council of any concerns
  2. Report to Council any items for which you are responsible, including activities for which you serve as Liaison
  3. Ensure tasks associated with liaison activities are completed and the transition of related chairpersons occurs
  4. Act as the Society's "money conscience".
  5. Work with EMGS business office to prepare the EMGS annual budget.
  6. Monitor expenditures and income, usually through the monthly statements.
  7. Help monitor the EMGS long-term investments.
  8. Stay abreast of EMGS activities and be prepared to offer practical and philosophical suggestions and advice.
  9. Consult with EMGS business office on programs and services (new and old) which impact on the budget.
  10. Serve on the Finance Committee.
  11. Submit annual Finance Committee report and present Treasurer's report to the membership at the Annual Business Meeting during Annual Meeting.

Relationships

  • Maintains regular contact with the Executive Director and Executive Board.
  • Attends Annual Meeting and the respective Executive Board and Council meetings held during the week of the meeting.
  • Attends mid-year Executive Board meeting.
  • Participates in monthly Executive Board Teleconference.

Time Commitment

The amount varies based on the level of involvement in the current initiatives being undertaken by the Executive Board. A minimum of 4 hours per month is required for participation in the Executive Board Teleconferences. An average of two-four hours per month is needed to read monthly financial statements, prepare reports and to communicate with EMGS leaders. More time is required when EMGS is the host Society for the ICEM.

Position Description: Secretary

The Secretary shall be elected for a term of three years. He/she shall attend all business meetings of the members, and all meetings and teleconferences of the Executive Board and Council, shall record all of the proceedings of such meetings, shall be the custodian of the records of the Society and shall affix the seal to all such documents as may be required. He/she shall give or cause to be given notice of all meetings of the members and of the Council in accordance with the provisions of the Bylaws, and he/she shall keep copies of the Bylaws available for inspection by the members of the Society. In general, he/she shall perform all duties incident to the office of Secretary and such other duties as may from time to time be assigned to him/her by the Bylaws, the Council or the President.

Functions

Your duty is to keep the official records of EMGS. The minutes of each business, Executive Board, Council meeting and teleconference must be an accurate and concise record of all actions taken.

Responsibilities

Aside from attending all Executive Board and Council meetings and participating in the monthly Executive Board Teleconferences, other duties of the Secretary are:

  1. Record and draft minutes for Executive Board and Council meetings and the Executive Board Teleconferences. Your minutes should always include the following:
    1. Type of meeting;
    2. Date and location of meeting;
    3. Time it was called to order;
    4. Name of presiding officer;
    5. Names of those in attendance;
    6. Approval of minutes of previous meeting (as read or printed, or corrected);
    7. Verbatim statement of any motions with name of maker of motion;
    8. Passage or failure of motion;
    9. Time of adjournment;
    10. Your signature and title.
  2. Please note that discussions can be summarized in your minutes. A summary committee report may be included or you may state that committee reports were given. You may state the names of committees and the chairs or members giving the committee reports.
  3. Transcribe and type your minutes as soon as possible after the meeting. Send the Executive Director and/or the President a copy so that he/she can review any motions and any actions that must be taken at the next meeting.
  4. Work with Executive Director to distribute and obtain approval for the minutes.
  5. Approved minutes should be made available to any member who requests them.
  6. The Secretary should have the following on hand at all times: the current year's minutes, organization bylaws together with policies.
  7. Before each meeting, be sure that you receive a copy of the agenda from the President.
  8. Work with EMGS business office to distribute the agenda prior to the meeting.
  9. Work with EMGS business office to schedule and announce Council and Executive Board meetings.
  10. Meetings are conducted according to Robert's Rules of Order, Revised.
  11. At the business meeting, you should be seated next to the President so that you can see and hear all participants.
  12. Report to Council any items for which you are responsible, including activities for which you serve as Liaison
  13. Ensure tasks associated with liaison activities are completed and the transition of related chairpersons occurs
  14. Maintain a list of action items from each meeting and verify that they are completed.
  15. Update annually the Officer position descriptions and present to Executive Board during mid-year meeting.
  16. Request annual updates of the Committee SOPs and Charges.

Relationships

  • Maintains regular contact with the Executive Director and Executive Board.
  • Attends Annual Meeting and the respective Executive Board and Council meetings held during the week of the meeting.
  • Attends mid-year Executive Board meeting.
  • Participates in monthly Executive Board Teleconferences.

Time Commitment

The amount varies based on the level of involvement in the current initiatives being undertaken by the Executive Board. A minimum of 4 hours per month is required for participation in the Executive Board Teleconferences. An average of two-four hours per month is needed to prepare records and to communicate with EMGS leaders.

Position Description: Councilor

The Council shall consist of 23 persons. Five members are the elected officers of the Society and serve for their terms of office. These are: President, Vice President, Vice President-Elect, Secretary, and Treasurer. The immediate Past-President shall serve on the Council for a one-year term. The Editor-in-Chief of the Society's journal, Environmental and Molecular Mutagenesis, shall also be a member and serve for the duration of the appointment. Fifteen additional Council members shall be elected for terms of three years each in the manner provided in Article IX of the Bylaws. No Council member shall serve for two consecutive terms, except as Officer or Editor-in-Chief.

Functions

Councilors represent the different areas from within the Society.

Responsibilities

  1. Ensure Committee(s) for which you serve as liaison complete their tasks and help with the transition of chairperson
  2. Councilor shall act in the best interest of the Society as a whole. His/her decisions shall be based on an objective analysis of the need or opinions of all members of the Society.

Relationships

  • Maintains regular contact with the Executive Board.
  • Attends Annual Meeting and the respective Council meetings held during the week of the meeting.
  • Participates in monthly Executive Board Teleconference when requested:
    • 3–4 times/year as a Body
    • 1–3 times/year as a Committee Liaison

Time Commitment

An average of one hour per month is needed to communicate with EMGS Committees and Executive Board. Additional time will be required to work with Committees to establish and help complete their annual initiatives. Approximately 3 hours per month is required to participate in Executive Board Teleconferences.