RESPONSIBILITIES OF SWACJ OFFICERS  &  SITE COMMITTEE

PRESIDENT

     1.   Conferences

       a.     Annual

Be present at the Past President's Reception on Thursday night.

Typically gets room free (check with committee and secretariat). Run first part of business meeting until the new Second Vice-President is elected and the Vice-President takes over. 

(1) Solicit sponsors

(2) Solicit participation by programs

(3) Coordinate student paper competition.
     Select two other judges.
    Select entries.
    Read and select winners for competition in conjunction with other     
    judges.
    Present awards at annual conference.
    Act as contract consultant.

b.        Mid-Year

Run business meeting

          2.   Newsletter

Write column for the two newsletters

 

FIRST VICE-PRESIDENT 

      1.   Annual Conference

a) Run second half of the business meeting once new second Vice-President has been   elected.

b) Get gift for President to be given at annual conference. This usually runs $30-40 and is tied somehow to the conference site.

c) Coordinate with the Secretary/Treasurer.

    2.    Newsletter

a) Select columns for the newsletter. Coordinate with Secretariat. Edit and format if possible.
  
b) Coordinate with Secretary who will be printing and mailing

      3.  Upcoming Meeting
                               
                                       a) Negotiate contract for his/her meeting.

                                       b) Program chair.

                                       c) Designate site committee.

                                       d) Program sponsors.

                                       e) Give aways, etc.

                                       f) Oversee registration, etc.  

 

SECOND VICE-PRESIDENT

           1.   News Letter

a) Write column for the two newsletters

   2.   Annual Conference

a) Determine theme for next conference.
b) Compile and format preliminary program.  Send to Secretariat in May for printing and mailing. 
c) Compile and format final program.  
d) Send to Secretariat in early September for printing. Work with site committee on room requirements.

3.   Current Conference

a) Help with current registration
b) Solicit sponsors.

 

 SECRETARY

  1.   Give this list of responsibilities to all SWACJ officers & Site Committee each annual meeting!

  2.   Membership & their payment of dues is in the file MAIN_MAL.XL.    

          3.   Keep a list of brand new members to welcome them in the next newsletter.  

4.   For new members, send new member welcome letter.

5.   SWACJ  Letterhead.

a.    Update the letterhead and disperse to all SWACJ officers.

          6.   ACJS

a) SWACJ pages in the ACJS membership directory include a Call for Papers for the next conference.

b) Send all Newsletters and flyers to the  ACJS office.

           7.   Mailing

a) You will be printing and mailing the preliminary program in May in addition to a newsletter.

b) The second newsletter should be printed and mailed in November. 

          8.   Newsletter

a) Working with First VP produce spring newsletter, send out in May (with the call for Papers).

b) Write column including minutes from the last meeting and a treasurer’s report.

c) Have a “New Members” column. 

          9.   Conferences

                   a)   Annual

                   1.   Take to conference:

  • Name tags & pins. 

  • Ribbons for officers.

  • Money bag.

  • Receipt book.

  • Membership forms.

  • List of responsibilities for each officer.

  • Both check books.

  • Breakdown of costs for registration table.

  • Minutes from last year’s meeting and the mid-year meeting & the trustee report.

  • President’s plaque.

  • President’s gift (coordinate with First Vice-President). 

       2.   At conference

  • Collect money from publishers and sponsoring schools/agencies.
  • Oversee (with site committee) registration.
  • Keep money (lock up with hotel at night).
  • Pay hotel bills.  
  • Take minutes at business meeting.
  • Give minutes & treasurer’s report at business meeting

         b)   Mid-Year

  • Take minutes from annual meeting and treasurer’s report.
  • Take minutes during the business meeting. 

TREASURER

Assumes the following responsibilities from the former Secretary/Treasurer position:

         1.   The Association has a Federal Tax Exemption number for setting up the   accounts.   

         2.   Take reports to the annual and mid-year meetings.

            3.   Conferences.

                   a)   Annual

                   1.   Take to conference:

  • Money bag.
  • Receipt book.
  • Both check books.
  • Breakdown of costs for registration table.

                   
                   2.   At conference:

  • Collect money from publishers and sponsoring schools/agencies.
  • Oversee (with site committee) registration.
  • Keep money (lock up with hotel at night).
  • Pay hotel bills. 
  • Give treasurer's report at business meeting.

                   b)   Mid-Year

Give treasurer's report.

TRUSTEE

       1.     Annual business meeting Trustee report.

       2.     Mid-Year business meeting Trustee report.

 

SITE COMMITTEE

       1.     Registration

Students to work registration.

       2.    Luncheon.

Head  table for all officers, ACJS president, site committee, and guest speakers.

       3.    Publishing Companies

Display tables near the registration table, have them available early for set-up.

 

WEB MASTER

       1.   Update the site for the Annual conference

             2.  Report web related issues at the annual conference

Revised October 2004