Article II
Section 3. The Secretary shall arrange and announce all meetings of the Executive Committee; prepare and submit in printing and framing the L. O. Howard Distinguished Achievement Award and other special awards; coordinate, at the Branch President's discretion, standing committee activities; assemble, print, and mail to the members, meeting announcements, programs, ballots, and related materials; serve as ex-officio member on the Meeting Site Selection Committee; and serve as custodian of the banner, L. O. Howard and Presidential plaques and other related properties of the Branch. The Secretary shall attend all Executive Committee and general business meetings and may receive remuneration for services provided subject to approval of the Executive Committee. The Secretary shall be eligible for re-election.
Guidelines
I. First Business for the New Secretary
A. Set up Branch files. Most-used file items: Constitution & Bylaws, proceedings of past meetings, minutes of Executive Committee meetings, correspondence for the past 2-3 years, hotel files, collection of past programs, and the Committee Guidelines.
B. Purchase bulk rate mailing permit and establish bulk rate mailing account at a local post office. See sections on mailing for further information.
C. Obtain stationary and envelopes printed with your address. Best done at local printer.
D. Review correspondence from the previous year and become acquainted with the general conduct of Branch business.
II. Duties of Secretary by Month of the Year
A. Nine months before annual meeting (June) - This should be a busy month requiring preparation of materials for the planning meeting.
1. If not completed earlier, prepare minutes of the previous two Executive Committee and Committee Chairs meetings and the Annual Business Meeting. Mail copies to all persons who attended the meeting plus all new committee chairs. Incorporate changes as suggested. (Circulating these minutes will eliminate the need of reading them at the next meeting.)
2. Contact the hotel and double check on the planning meeting arrangements. Arrange for coffee and Danish for the Program Committee (Day 1) and the Executive Committee and committee chairs (Day 2). Have available about 1/2 hour before meeting.
3. With the help of the President, prepare the agenda for the planning meeting. See file copy.
4. Mail letter to notify the Executive Committee and committee chairs of the planning meeting. See sample letter. Ask for reports of planned activities for each committee. (This will help you follow the committee activities more closely during the year.)
5. Working with the President, compile a list of committee chairs and committee members. This list may be given out at the planning meeting and mailed to all others on the list.
6. Prepare a list of important Dates and Deadlines for the Branch. Hand out and discuss at the planning meeting. See file copy. Set up a master calendar for all Branch activities for yourself.
7. Contact Convention Bureau representative or hotel personnel to appear at planning meeting (Day 2). Also arrange for tour of hotel facilities by the group on each day of the meeting. Check with Program Chair and Executive Committee to determine best time for the tour each day.
B. Eight months before annual meeting (July)
1. Arrive early for winter planning meeting. Meet with officers to iron out final meeting details.
2. Attend Program Committee meeting on Day 1.
3. Meet with hotel sales personnel. Discuss contract, book meeting rooms, obtain menus, etc. Provide the names that will appear on the Master Billing Account at the hotel. The Secretary and Treasurer are the only persons authorized to make charges on the account.
4. Set another meeting date for four months before Annual Meeting (November) at the hotel or wherever the President may select. This meeting is to finalize the program. All officers, Program Chair, Program Editor, Local Arrangements Chair, Registration and Hospitality Chair, and any others that may be necessary (5K Fun Run Chair) should be invited.
5. Materials to bring to planning meeting: minutes book, proceedings book, Constitution and Bylaws, correspondence book, hotel file, etc.
6. Obtain (or at least request) hotel reservation forms (if printed) and hotel brochures at the planning meeting. These are needed for the mailing 3 months before the Annual Meeting (December) and could be hand carried back if available (2,200 brochures, 2,200 registration cards).
7. Prepare minutes of the planning meeting and distribute to members, asking for additions and corrections. File in minutes book.
C. Seven months before Annual Meeting (August)
1. Select local printer for printing materials for the first mailing.
2. Work with President to compose a general letter to the membership.
3. Work with the Program Chair to write the Program Highlights, Call for Papers, and Display Presentation Information.
4. Work with President-Elect to devise a Volunteer Form.
5. Work with Nominating Committee Chair to devise a Nomination Form.
6. Obtain necessary Bulk Rate stickers and rubber bands for mailing.
7. Have 5,000 envelopes printed showing return address and the Bulk Rate permit. These will be used for the first and second mailings. An oversized envelope may be necessary depending on the bulk of items to be mailed. (The above action will not be necessary if the National Office is providing envelopes. Check several weeks ahead of time to be sure sufficient envelopes are available.)
8. Obtain mailing labels from Kaye Meckley at the ESA headquarters. Request these early in the month because it may take three weeks to get the labels. Have labels arranged by zip code. Also request a current printout of the Eastern Branch list in case someone, who may let their membership lapse, questions why they did not receive a mailing.
9. Summary of items to be printed for the first mailing: President & Secretary letter, Program Highlights, Call for Papers, Display Presentation Information, Spouse (Guest) Program Information, Volunteer Form, and Nomination Form. Print about 200 more than membership total of all forms except the Program Highlights, for which 500 extra copies should be printed.
10. Prepare and distribute minutes of planning meeting if not already completed.
D. Six months before Annual Meeting (September)
1. Complete the first mailing to the membership. Also send mailing to ESA Governing Board and to Branch Presidents and Secretaries. Assemble all materials for the mailing and stuff and seal the envelopes. Usually four persons can stuff and seal all envelopes in a normal work day. Another half day is necessary for Third Class bundling, labeling, weighing, and completing paper work required by the Post Office. If near ESA headquarters this can be handled by Direct mailing company that will pick up materials at College Park (see file).
2. Information on Third Class Mailings
* No Third Class mail can be sent to Canada. All Canadian pieces must go First Class. Affix postage over Third Class Permit. Usually there are 125-200 pieces of Canadian mail. Also send this mailing and all other mailings First Class to the Executive Committee and Committee Chairs and to the ESA office. If the mailing is well past the targeted deadline, then First Class mailing of all pieces may be justified.
* Third Class bundles should have at least ten pieces each but should be no more than 4- 5" thick (can be gripped in one hand). Use rubber bands in both directions to secure each bundle.
* Affix code sticker on bundle. Select sticker that will give the most direct routing (see file).
* Calculate average weight per piece and count the total number of pieces. Complete mailing form in triplicate (one will be returned to you). Estimate total cost. Deposit sufficient amount of money in bulk rate account at Post Office.
* Ask colleagues in various states to call you when they receive their Third Class mailings as your check on delivery time.
3. Send remaining copies of Program Highlights to Public Information Committee Chair.
4. Work on menu for the banquet (luncheon or dinner) and business-breakfast (if other than coffee and Danish). Set price of these meal functions to go on the Branch Pre-registration Form.
E. Five months before Annual Meeting (October) - Usually a light work load at this time. Maintain contact with Executive Committee members. Assist Committee Chairs where possible.
1. Discuss layout of Ballot with Nominating Committee Chair where possible.
2. Contact the hotel early in the month and ask for the pre-printed hotel reservation forms and brochures, if not picked up during the February meeting. These are needed for the second mailing.
3. Work with the Registration and Hospitality Chair to devise the Branch Pre-registration Card.
4. Print registration receipts and name tags for Registration & Hospitality Chair if the supply is low.
5. Send letter of congratulations to recipient of the L. O. Howard Award. Receives complimentary registration, room and meals (also for spouse if attending) (see file).
F. Four months before Annual Meeting (November)
1. All materials need to be printed this month for the second mailing. This includes: a pep letter from the President (2,200), Ballot for Officers (2,200), Ballot envelopes (if not printed before), hotel registration form (2,200), hotel brochures (2,200) and Branch Pre-registration Form (2,200). May also want to print spouse's program announcement, letter from Awards Committee, 5K Fun Run letter, etc. Check with these committee chairs. (see file.)
2. Gather items for the program. Be sure that write-up for President, L. O. Howard, Asa Fitch, and J. Henry Comstock Awardees, Plenary Speakers, etc., are ready. Be sure list of nominees for National Awards is complete. Compile list of Committee members, meeting sites, etc., in cooperation with Program Committee Chair. Review miscellaneous program notes.
3. Attend mini-executive meeting. Finalize program. Finalize room assignments and equipment needs with Local Arrangements Chair. Select food for banquet, etc. Remember to find a suitable place to hang large Branch banner. Discuss these items with hotel personnel.
4. Obtain hotel reservation forms (if printed) and hotel brochures at the mini executive meeting. These are needed for the second mailing and could be hand carried back.
5. Work with Program Chair as necessary to assist in program planning. All abstracts are in early in the month and program copy should be sent to the printer three months before Annual Meeting (December). Verify room assignments in program copy.
6. Set another meeting date one month before Annual Meeting with Hotel personnel, Local Arrangements Chair, Program Chair, and President to go over final details, usually a 2-3 hour meeting will suffice.
7. Mail extra copies of Branch Pre-registration Forms to Registration & Hospitality Chair.
8. Write congratulatory letters to Asa Fitch Award recipient and ESA Outstanding Graduate Student (Comstock Award). Both receive complimentary registration and banquet ticket. (see file.)
9. Write letter of notification and/or congratulations to nominees of ESA Achievement awards. All receive complimentary registration and banquet ticket.
10. Request new membership list and printout of mailing labels early in the month from Kaye Meckley. Send copy of membership list to Registration and Hospitality and Program Committee Chairs.
G. Three months before Annual Meeting (December)
1. Complete second mailing (see notes under 2A 6 months before meeting (September)).
2. Check with each Committee Chair to assess progress towards their objectives for the year. Encourage and assist where possible; prod where necessary.
3. Obtain set of mailing labels for the program mailing next month.
4. Maintain contact with Program Chair, Program Editor, and Program Printer (usually not the same printer as yours). Print 2,200 programs. Arrange for speedy transfer of the printed programs for mailing. DO NOT use motor freight (takes over one week); best done by personal pick up.
5. Working with Program Chair mail information on the meeting to all non-members participating in the program. (Program Chair may elect to do this with a special letter, otherwise just send materials from July mailing.)
H. Two months before Annual Meeting (January)
1. Mail program. Local zip codes can go Third Class, others by First Class. If the program is very late, then consider using First Class for all mailings. Mail several copies of program to hotel personnel.
2. Print certificates for the L. O. Howard, Asa Fitch, J. Henry Comstock and ESA Recognition Awards, student paper competition, Linnaean winner and any special Certificates of Appreciation. Use examples in file. Make arrangements for all but student paper competition certificates to be framed. Must be able to open frame from back to sign certificate at time of meeting. Complete this award work later, if more convenient.
3. Continue work with all committee chairs as necessary.
4. Double check with hotel on final planning meeting scheduled one month before annual meeting. Adjust date as necessary.
5. Send meeting information to various non-Branch persons as requests come in. Supply list of these names for the membership chairman.
6. Make room arrangements for the VIP's scheduled to attend the annual meeting: i.e., National ESA President, L. O. Howard Award Recipient, and speakers for the Awards Banquet and Plenary Session. ESA President receives complimentary room, registration and banquet ticket; Plenary and Banquet speakers receive complimentary room, registration and banquet ticket. ESA Executive Director makes own room arrangements and pays own way (see file.)
I. One month before Annual Meeting (February)
1. Print tickets for banquet and business-breakfast, if these are to be used. These can be mimeo tickets to save money if desired.
2. Print menu for banquet (luncheon or dinner). One side of this menu can be taken for the program (awardees); the other side has the food items. 500 copies of menu and tickets should be sufficient.
3. Attend final pre-meeting planning session with hotel personnel, Branch President, Program Chair, Local Arrangements Chair, and others as necessary. Select final menus for meal functions, if not already selected. Select hors d'oeuvres (hot and cold) for Presidential Reception and flower/fruit baskets for VIP's.
4. Have name plates on the L. O. Howard and Presidential Plaques engraved with the appropriate names and dates. Try to use same type style and letter size as on other name plates.
5. Work with the President to formulate agenda for the Executive Committee and Committee Chairs' meeting on Day 1 of the Annual Meeting. Also formulate agendas for the Plenary session, Awards Banquet (luncheon), and Final Business meeting. Consult with President-Elect on agenda for Executive Committee and Committee Chairs' meeting on final day of annual meeting. (see file.)
6. Write to all committee chairs and Executive Committee members to remind them of the two meetings to be held during the Annual Meeting (first day and last day). Request that committee reports be submitted early at least at the time of the first meeting. Mail out copies of the first day meeting agenda.
7. Obtain list of invited speakers to receive honoraria. Send list to Treasurer who will write honoraria checks and mail to Registration & Hospitality Chair for inclusion with registration material.
8. Working with President, develop a complimentary list. See file copy. Mail copy to the Registration & Hospitality Chair.
9. Check to insure that all non-Branch program speakers have received information about the meeting and have been informed of any complimentary considerations.
10. Work with the President to lay out the head table for the banquet and the special VIP table(s) in front of the dais. Prepare name place cards for these persons. Inform them (by note included with registration materials) that they have a special seat for the meal.
11. Obtain latest membership list for possible use at the annual meeting. Provide a copy for the Registration & Hospitality Chair.
12. Check with Public Information Chair to determine need for back-up photographer.
J. ANNUAL MEETING
1. What to bring:
* Copies of agenda for all necessary meetings (distribute copies of agenda for Executive Committee and Committee Chairs' meeting on Day 1, minutes of planning meeting), plus the same file items mentioned under item 1 for 8 months before Annual Meeting (July).
* Menus, tickets, framed awards, plaques, banners (large and small), miscellaneous supplies (staples, markers, paper, etc.), and calculator.
2. Watch for arrival of VIP's and greet them personally on behalf of the Branch. Assist them in any way possible.
3. Assist Program Chair, Local Arrangements Chair and Registration & Hospitality Chair as needed.
4. Post final committee reports on bulletin board near registration desk. Get larger banner hung.
5. Assist President with final details for reception.
6. Record minutes of meeting on Day 1, any special meetings of the Executive Committee, final business meeting, and final wrap-up meeting on the last afternoon.
7. Assist President with Plenary Session and Awards Banquet whenever possible.
8. Display awards and plaques at the banquet. Use easels from Local Arrangements Committee.
K. One month after Annual Meeting (March)
1. Prepare minutes of Executive Committee and Committee Chairs' meetings held during the Annual Meeting. Mail to participants for comment. File in minutes book.
2. Prepare formal Proceedings, including final business meeting, for publication in the BULLETIN.
3. Prepare brief meeting summary for NEWSLETTER. Include photographs provided by Public Information Committee.
4. Write appropriate thank you letters.
5. Write necessary letters as stipulated in newly adopted resolutions.
6. Carefully review the final bill from the hotel. Make sure all charges were authorized. If not, locate the person responsible for the charge and ask them to make payment to the hotel. Make sure credit for complimentary room is given and that coffee charges were for the coffee lounge, not for some unauthorized special interest group. If VIP room charges include bar charges, then ask the person to pay those amounts. Policy: The Eastern Branch does not purchase alcoholic beverages. Forward bills to the Treasurer.
7. Establish contact with the new President and set game plan for the new year. Work to prepare suggestions and agenda items for the Council of Branch Officers at the National ESA meeting.
8. Contact the hotel for the next year's meeting and set up dates for the planning meeting.
9. Arrange to have banners dry cleaned.
10. Complete filing of correspondence books.
11. Remind all outgoing committee chairs to submit bills to the Treasurer.
L. Two months after Annual Meeting (April) - a light work month.
1. Complete unfinished items from October and make sure final bills from Annual Meeting are forwarded to Treasurer. Ensure that copies of every photograph taken at Annual Meeting are forwarded to Archivist-Historian.
M. Three months after meeting (May)
1. Try to attend meeting of Council of Branch Presidents during the National Meeting (if one is held).
2. Assist the President where possible in selecting committee chairs and committee members.
III. On-Going Duties of Secretary
A. Circulate mailings from other ESA Branches to Executive Committee members and appropriate committee chairs.
B. Update Secretary guidelines as needed.
C. Send sympathy letters to families of deceased Eastern Branch members (ESA headquarters sends you notifications of any deaths.) Send copy of your letter to Resolutions Committee.
D. Maintain regular contact with the President. Monthly telephone calls are a minimum, weekly calls are necessary before meetings and various deadlines.
E. Occasionally mail informational letters to the Executive Committee and Committee Chairs concerning Branch business and notes of interest, e.g., names of awardees.
F. Serve as a clearing house for all news releases to the NEWSLETTER and BULLETIN. Work with Public Information on news releases whenever possible.
G. Maintain list of items tabled for discussion at previous meetings. Place these items on the agenda for the next meeting.
IV. Policies and other Information
A. The Secretary receives an honorarium of $750 (Executive Committee minutes, October 1987).
B. The Secretary customarily gives his/her personal secretary a $50-75 honorarium after the annual meeting. At the end of his/her term, he gives her a $100 honorarium (Executive Committee minutes, 6 October 1981). This information should be provided to Treasurer who will write check.
C. The President receives a payment from Discretionary Fund honorarium for purchase of refreshments at the annual meeting (Executive Committee minutes, October 1986).
D. Non-member invited speakers and ESA members from other Branches invited to speak at the annual meeting receive complimentary registration (Executive Committee minutes, 10 February 1981). If banquet ticket is included in registration fee determine whether this will be part of complimentary package.
E. The Asa Fitch Award recipient receives a $100 honorarium, complimentary registration, awards banquet ticket and the framed certificate (Executive Committee minutes, 12 February 1980 and 10 February 1981).
F. The Eastern Branch ESA John H. Comstock Award recipient receives complimentary registration and an awards banquet ticket (Executive Committee minutes, 12 February 1980), and framed certificate from the Branch (Comstock Award).
G. Nominees for the National ESA Achievement Awards receive complimentary registration (including banquet ticket), may sit at the VIP table during the Awards banquet and are duly recognized with a certificate.
H. Expenses for the Secretary to all meetings are provided by the Branch. Customarily he/she will charge a portion of these expenses to the home institution.
I. If committee chairs need ESA stationary during the year, ask them to contact ESA Headquarters with their request. Have them instruct ESA to send the bill to the Treasurer. Ask the committee chairs to pass along extra stationary to next year's chair.
J. Send all appropriate documents to the Branch Archivist-Historian.
Last modified on June 14, 2006