Duties of Section Officers

(posted on Saturday, January 1, 2005)


Governance in the ACS Akron Section is entrusted to the officers elected by the membership during the annual fall election. The Chair, as chief executive officer, has overall responsibility in promoting the will of the section's membership within the confines of the by-laws. Aiding the Chair is the Executive Committee, which is comprised of Officers, Councilors, and committee Chairs. Past Officers help and mentor the present Officers if called upon.

Pam Lane developed expanded descriptions of the job responsibilities for each of the officials of the section. The descriptions follow.


The supervision, coordination, and overall direction of section activities are the primary and on-going functions of the section Chair. The Chair provides leadership for the section's officers and committee chairs, while encouraging these persons to participate actively in both the decision-making process and in the day-to-day operation of the section.


  1. Presides at all section general meetings.
  2. Presides at all Executive Committee meetings.
  3. Convenes Executive Committee meetings frequently to monitor and assess the progress of section activities.
  4. Ensures that the section's annual report for his/her term is filed timely to receive its annual monetary allotment.
  5. Appoints committee chairs for the section approval at first Executive Committee meeting of his/her term.
  6. Guides, supervises, and assists committee chairs to carry out their committee assignments.
  7. Serves as host for invited speakers, including giving assistance in travel and hotel arrangements if needed.
  8. Coordinates speaker visits with the Speaker Tour Service, including providing necessary information and feedback on the tour speakers.
  9. Writes thank-you letters to invited speakers following the visit.



The Chair-Elect has the principal responsibility for arranging the program for the following year.


  1. Serves as chair for the Program committee.
  2. Selects speakers for section meetings, keeping in mind the varied interest of the section members, as well as the appeal of the speaker for other science professionals and for the general public.
  3. Provides a calendar of section meetings to the Executive Committee at the first Executive Committee meeting of his/her term.
  4. Prepares a meeting schedule for the next year.
  5. Attends regularly Executive Committee meetings and section general meetings.
  6. Updates the officers handbook.
  7. Selects committee chairs for his/her term as Chair.
  8. Prepares, in December, a budget for the next year.



The Secretary has a broad range of responsibilities, among the most essential being those of recording and maintaining a complete file of minutes of all general membership and Executive Committee meetings, and writing regular section correspondence.


  1. Receives on a bimonthly basis a complete alphabetical list of members names and addresses, and separate agenda pages detailing address changes, new members, and other section roster amendments to the previous list. Upon receipt, a copy of the complete alphabetical list should be sen t to the chair of the Newsletter committee and a copy of both the alphabetical listing and the addenda should be sent to the chair of the Membership committee.
  2. Records minutes of the Executive Committee meetings and issues copies to the Executive Committee members.
  3. Writes regular section correspondence.
  4. Certifies to the ACS Executive Director on or before December 1 the names and terms of office of all section Councilors and Alternate Councilors, both newly elected and continuing term.
  5. Submits biographies for re-elected and newly elected Councilors to the ACS national office along with the certification forms.
  6. Certifies the credentials of Alternate Councilors and/or temporary substitute Councilors chosen to represent the section at ACS council meetings in the absence of the elected Councilors. Detailed instructions on the procedures for this certification are sent with the council agenda to the Secretary approximately six weeks prior to each council meeting.
  7. Notifies the ACS Executive Director of newly elected local section officers and committee chair appointments as soon as possible. Reports the names and addresses of these individuals to ensure that all official correspondence and other communications from the national office staff are directed to the proper local section personnel.
  8. Attends regularly Executive Committee meetings and section general meetings.



First and foremost, the Treasurer receives and disburses the section's operating funds and is responsible for accounting for all section monies, including annual ACS allotments, local membership dues, and other revenues and expenses.


  1. Maintains the accounting for all section money.
  2. Maintains accurate financial records for the section.
  3. Prepares monthly and annual reports on the sections fiscal condition.
  4. Files the Internal Revenue Service Form 990EZ and 990 Schedule A.
  5. Maintains the annual allocation of funds provided by ACS from members national dues for the operation of the section.
  6. Makes of formal request, as required by ACS bylaws, to ACS national for the payment of funds.
  7. Obtains the formal request form (usually sent to the Treasurer in early November) indicating the allotment amount for the succeeding year, and signs and returns it to the national office by December 1.
  8. Arranges to have the books audited.
  9. Prepares the annual financial report and returns it and the audit approval to the Chair by February 1.
  10. Prepares in December a budget for the next year with the help of the current Chair-Elect.
  11. Attends regularly Executive Committee meetings and section general meetings.


Councilor and Alternate Councilor

The Councilor serves as a liaison between ACS national and the local section. The Councilor should give guidance to the local Executive Committee to follow national guidelines. The Alternate Councilor fills in for the Councilor if the Councilor is unable to attend various meetings or activities. Both Councilor and Alternate Councilor are positions that have three-year terms.


  1. Attends the national ACS meetings.
  2. Represents the views of the local section.
  3. Has the opportunity to serve on the national ACS committees.
  4. Reports on activities of national ACS meetings at a local section Executive Committee meeting, typically done at the first such meeting immediately following the national meeting.
  5. Ensures that the local section follows national ACS guidelines.
  6. Gives guidance to the local section Chair and Executive Committee.
  7. Attends regularly Executive Committee meetings and section general meetings.
  8. Serves a three-year term in this position.

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