Committee chairs are responsible to the President and required to keep the President aware of committee activities. They will provide the President with copies of relevant reports and communications. At the end of each fiscal year, each committee chair shall forward copies of significant documents to the Archivist for retention.
The structure of each committee will determine the number of members to be appointed, as needed.
Archivist
The CTSC Archives are housed in the Science and Technology Department of the Cleveland Public Library. To access the Archives, it is advisable to email the Department prior to visiting, for the collection is in a non-public area. The Addendum contains a copy of the “Guide to the Cleveland Technical Societies Council Archives.”
Each officer and committee chair is responsible for sending material to the Archivist.
The President should constantly remind those persons to do so.
Structure:
Chair appoints additional members, as needed.
Responsibilities:
- Maintain a file containing the actions of the Council.
- Prepare an annual report at the end of the current year.
- Obtain, label, and file all pertinent documents.
- Maintain and retrieve all records of the Council in an orderly, consistent fashion.
- Use acid-free folders for permanent records.
- Write annual report by September for entering in the web site.
- Complete record filing by October of each year.
- Report names of CTSC officers to the Science and Technology Department of the Cleveland Public Library at the start of the fiscal year.
- Refer to the “Guide to the Cleveland Technical Societies Council Archives” for further details.
Audit Committee
The Audit Committee examines all financial records and prepares a written report to the Board of Governors. A sample Audit report appears in the Addendum.
Structure:
- Committee consists of three members.
- Chair assigns two members to the Committee.
Responsibilities:
Present an annual audit report at the first official Board of Governors meeting of the fiscal year.
Awards Committee
The Awards Committee selects the recipients of the annual Technical Achievement Award, the Technical Educator Award, and the Robert B. Cummings Distinguished Service/Leadership Award, and any other awards of the Council so designated by the Board of Governors. Professional awards description appear in Addendum.
Structure:
Chair selects additional committee members who shall remain anonymous.
Responsibilities:
- Select award recipients for an annual awards event.
- Maintain and update application form (see addendum).
- Issue nominating forms to all Council member societies at least four months prior to the awards event.
- Notify recipients and prepare plaques for presentation.
- Write a press release draft to be distributed by the Executive Director.
Budget Committee
The Budget Committee develops a written financial operating plan that guides expenses and income for the fiscal year. Samples of the Proposed Operating Budget and the Operating Budget are included in the Addendum.
Structure:
- The Chair is the Vice President of the Council.
- The Treasurer serves on this Committee.
- The Chair selects an additional committee member.
- Review past expenses and budget of the previous two years and consider the coming year financial requirements.
- Present written budget for approval at the first official Board of Governors meeting of the fiscal year.
Responsibilities:
Bylaws Committee
The Bylaws Committee maintains the Bylaws and Procedure Manual.
Structure:
The Chair recommends two committee members, subject to approval by the Board of Governors.
Responsibilities:
- Serve as parliamentarian of the Council and the Board of Governors.
- Review the Bylaws for needed additions, deletions, or amendments, as required.
- Prepare and submit recommendations to the Board of Governors for all proposals for amendments to the Bylaws, where deemed advisable.
- Review the Procedure Manual for additions, deletions, or corrections.
Membership Committee
The Membership Committee works toward increasing the number of societies in CTSC. A sample membership recruitment letter is in the Addendum. The Membership Committee coordinates the annual collaboration meeting.
Structure:
The Chair may appoint members.
Responsibilities:
Seek out and invite new societies to join the Council.
Promote collaborative efforts among member societies as well as outside groups or organizations.
Nominating Committee
Structure:
The Chair appoints two additional members.
Responsibilities:
- Prepare a list of possible officers by February 1st.
- Prepare a slate of officers to be nominated at the March meeting to provide for balloting by the April meeting.
- Consider the desirability of continuing officers in the line succession consisting of treasurer, secretary, vice president.
- Contact each nominee who must be a member of any CTSC member society, to obtain acceptance of possible nomination.
Scholarship Committee
The Scholarship Committee manages the Scholarship program, including administrative and reporting procedures. The “Scholarship Policy Statement” is included in the Addendum.
Structure:
The chair can appoint a maximum of six members, some of whom may be nominated by the scholarship donors. Persons with children who are scholarship applicants are ineligible to serve on the committee.
Responsibilities:
- Determine the appropriate number of scholarships to be awarded to eligible students at the annual awards event.
- Work with the Executive Director as needed to solicit applications for Honor Juniors and scholarship applicants.
- Select the winners of the available number of scholarships.
- Inform the recipient of the selection and the event schedule.
Web Site Committee
The Web site Committee manages the Web site. The Web site serves as the link among the Council, member societies, and the community. Its address is www.ctsc.org.
Structure:
Chair selects additional members, as needed.
Responsibilities:
- Act as webmaster for the Council.
- Contact host when necessary.
- Post information to the web site in a timely fashion.
- Delete outdated information in a timely fashion.
- Inform the Executive Director of copyright renewal dates and costs.
- Control the passwords and their distribution.
- Work on design improvements and functionality of the site.
- Promote a positive, current corporate image of CTSC on the Internet.
- Investigate trends in technology and apply them to develop the online identity of CTSC.
- Notify successor of all pertinent information to access the site.
