Chapter officers and committee chairs should keep in mind that there is no  better way to assure the success of a chapter than to have each member feel  a definite sense of responsibility. To accomplish this, participation is important and every person should be a member of at least one committee.

 

President

 

The President shall be responsible for the conduct and supervision of all activities of the chapter during his/her term of office, all in accord with the bylaws of the Society and the chapter. The President will be expected to preside over all meetings of the chapter and of the chapter's Board of Governors. The President should develop a calendar of events for the chapter-operating year and distribute it to all officers and committee chairs. It is the responsibility of the President to prepare agendas and assure that all meetings start and end on time and that the scheduled events are accomplished. The President also serves as CRC delegate for the next fiscal year.

 

Vice President

 

The Vice President will assume the presidency in the event it becomes temporarily or permanently vacant. In addition, the Vice President is a member of the chapter's Board of Governors. The Vice President will also assume whatever duties are assigned to him or her by the chapter President or the Board of Governors. Prior to taking office as President, the Vice President will appoint those committee chairs who will be serving during his/her year as President. These appointments should be made in consultation with the current President and currently serving committee chairs. The Vice President also serves as CRC alternate for the next fiscal year and is responsible for upgrading and implementation of the Chapter's Strategic Long Term Plan.

 

Treasurer

 

The Treasurer is responsible for the receipt, safekeeping and disbursement of chapter funds; for keeping adequate records of finances; for keeping chapter expenditures in line with income. The Treasurer will keep the Board of Governors informed of the financial condition of the chapter and submit a financial report monthly to the Board of Governors, with a copy to the Director and Regional Chair. The Treasurer functions as a member of the chapter's Board of Governors. The Treasurer is responsible for coordinating the preparation of the annual budget, for coordinating the collection of local dues or funds, and disbursing funds as authorized by the Board of Governors.

 

Secretary

 

The secretary takes part in all activities of the chapter, particularly as a record-keeper. Specific tasks which are the secretary's responsibility are:

 

A.    Act as a recording secretary for the business part of each chapter meeting and for meetings of the Board of Governors. Submit the minutes of each meeting for review and approval the following month.

B.     Function as a member of the Board of Governors; keep all chapter records; act as liaison between the chapter and Society Headquarters.

C.     Be familiar with "Roberts Rules of Order" for conducting business sessions.

D.    Maintain a record of each member's attendance and chapter activities for use of the Nominating Committee.

E.     Act for the Board of Governors in taking charge of all property of the chapter, such as the charter, bylaws, banners, projectors, etc.

 

Board of Governors

 

The Board of Governors consists of the chapter's elected officers, the most recent past President and other members elected by the membership in accordance with the chapter's bylaws. The Board of Governors manages and conducts the affairs of the chapter in accordance with the bylaws of the chapter and has supervision and care of all property of the chapter. It presents to the members at the annual meeting a general statement on the work of the year and the condition of the chapter. The Board of Governors must meet once each month, at a designated time that does not conflict with other chapter activities.

 

Membership Promotion

 

The duties of the Membership Promotion committee are as follows:

A.      Attract qualified new members and encourage them to take an active part in the activities of the Chapter.

B.       Furnish new members with a list of committees, committee members, and phone numbers.

C.       If possible, personally access their interests insofar as committees are concerned and point them in that direction.

D.      Provide names and phone numbers of new members to committee chairs.

E.       Encourage new members to attend their first meeting and assign someone to introduce them around.

F.       Broaden the recruitment of potential new members to include all grades of eligible members from all segments of industry which are concerned or connected with heating, refrigeration, air conditioning and ventilating.

G.      Encourage advancement to higher grades of membership when candidates' qualifications meet the specified requirements.

H.      Reduce the number of membership resignations.

I.        Advise the President, the Attendance and Reception Committee when new members are elected or when members advance in membership grade, to ensure proper recognition at the chapter meetings and in the chapter publications. Recognize new members in attendance at Chapter meetings.

J.        Organize and execute membership drives.

K.       Obtain and maintain an adequate supply of membership application forms and see that there is a supply at chapter meetings.

L.       Encourage upgrade of student members.

M.      Attend the Membership Promotion Workshop at the CRC.

 

Student Activities

 

A.      The chair of the Student Activities Committee is expected to attend the Student Activities Committee Workshop at the CRC. The committee should be responsible for performing the following functions as directed by the chapter:

B.       Act as liaison between the chapter and area educational institutions.

C.       Develop and coordinate scholarships and other student incentive awards.

D.      Encourage the formation and continuing operation of student engineering organizations such as ASHRAE Student Branches and recruit new students.

E.       Promote credit courses in the fields of heating, ventilating, air conditioning and refrigerating at universities, colleges, technical institutes and junior colleges.

F.       Provide speakers to college and high school groups. Provide individual counseling to promote HVAC&R fields of interest to college students.

G.      Plan use of visual aid presentation for junior and senior high schools and trade school groups.

H.      Cooperate with and seek advice from the Regional Vice-Chair for Student Activities.

I.        Subsidize student handbook purchases and meals at meetings.

J.        Conduct student tour of consulting engineers, mechanical contractors, and of mechanical systems in building.

K.       Participate in Engineers Week and Discover E programs.

L.       Works with GEF on scholarships.

 

Chapter Programs

 

The duties of the Chapter Programs committee are as follows:

A.      Hold the first meeting as soon as possible after appointment to plan the overall program and to discuss subjects and speakers. Use the Distinguished Lecturer Program developed by the Society. Programs should be in place by September.

B.       Contact and make arrangements for speakers for programs and technical sessions at chapter meetings.

C.       Determine any special requirements of the speaker-projector, screen, P.A. systems, chalk, blackboard, pointer, lectern, etc., and coordinate with Attendance/Reception to have these requirements met. Obtain a brief outline of the talk to be presented and a thumbnail sketch of the speaker's background for introduction purposes at the meeting. Make arrangements for the speaker's arrival at the meeting and his/her introduction to officers before the meeting and act as his/her host throughout the meeting. Assist the speaker with hotel and travel accommodations and travel arrangements.

D.      Coordinate with Attendance and Reception Committees to provide a room for the Tech Forum attendees suitable for at least 40 occupants. Equip room with all necessary A/V equipment, writing surfaces for the attendees, lectern, overhead projector and screen, and water pitchers with glasses and napkins. Room shall be separate from that used for education.

E.       Give the Secretary and Publicity Committee a brief description of the talks to be presented for use in preparing the announcement of that meeting.

F.       Write a letter to the speaker after the meeting, expressing appreciation for his/her time and effort.

G.      Keep a record of Tech Forum attendance for future planning.

H.      Communicate with the Regional Vice Chair of Chapter Programs on best speakers for other Chapters.

I.        Distribute PDH certificates to those attendees who wish to receive them.

J.        The chair of the committee is expected to attend the Chapter Programs Committee Workshop at the CRC meeting.

 

Honors & Awards

 

The Honors and Awards committee should include at least one past chapter President. The duties of this committee are as follows:

A.      Promote the recognition of outstanding chapter members within the chapter, the region, Society, associated societies and the community.

B.       Submit the names of chapter members to ASHRAE and other organizations for honors and awards given by ASHRAE and other organizations.

C.       Consider chapter, regional and Society-level awards, including ASHRAE Fellow and Honorary Member Membership grades.

D.      Prepare nominees for Regional offices.

E.       Prepare Chapters Engineer of the Year awards.

 

Research Promotion

 

The Research Promotion Committee chair should appoint a vice chair and a committee of 4-6 people. The duties of this committee are as follows:

A.      Increase the annual income for Society-sponsored research through chapter solicitation of members and businesses that directly or indirectly benefit from ASHRAE research.

B.       Provide leadership for various fund raising events such as the golf tournament.

C.       Develop a plan and set a total goal for funds to be collected. This goal shall be set with the input and commitment of chapter officers.

D.      Develop a prospect list of businesses in the area, especially those represented in the Society membership and those in an ASHRAE-related field for contributions to ASHRAE research.

E.       Assign each prospect to a committee member and prepare a detailed program with targeted dates for activities and reports.

F.       Keep good records. A chronological log of events will be useful to committee members in following years. Maintain a written record of each activity.

G.      Attend the research promotion Workshop at the CRC.

H.      Work with the President-Elect to select the research promotion Chair one year prior to appointment and involve this person in the current Research Promotion campaign.

I.        Coordinate with chapter officers one meeting per year with "Research" as the only theme.

 

Technical Energy & Government Activities

 

The chair of the Technical Energy & Government Activities committee is expected to attend the Technical, Energy, and Government Activities Workshop at the CRC meeting. The duties of the committee are as follows:

A.      Coordinate dissemination of technical information in the chapter's geographical area.

B.       Promote and administer Technology and Government Affairs Awards program at the chapter level and encourage entries in the regional competition.

C.       Conduct presentations to professional/business groups on HVAC & R related topics.

D.      Provide input to, and maintain liaisons with local, provincial and state governments on technical issues.

E.       Keep the chapter informed on governmental activities on technical issues related to heating, ventilating, refrigeration, and air conditioning.

F.       Coordinate, promote, and administer the annual product show.

G.      Assist the Regional Vice Chair for Technical, Energy, and Government Activities to achieve the goals of the Society at the chapter level.

 

Refrigeration

 

The chair of the Refrigeration committee should be refrigeration-oriented. The duties of the committee are as follows:

A.      Promote the interests and activities of those ASHRAE members whose primary concern is refrigeration.

B.       Coordinate the efforts of the chapter regarding continuing education by assisting the chapter Programs Committee with chapter-sponsored seminars, by assisting the Student Activities Committee in making arrangements with area educational institutions for continuing education courses and by other available means.

C.       Provide or arrange for technical talks to the chapter membership at regular chapter meetings through the Chapter Programs Committee.

D.      Attend the Refrigeration Committee Workshop at the CRC.

 

Historian

 

Duties of the Chapter Historian and the Historical Committee shall include the following:  

A.      Request long-time members to write their versions of the industry history and its progress. These could be in the Historian's file and shown at CRC.

B.       Take pictures of chapter functions and, if possible, of old air conditioning and refrigeration installations in the chapter area, for inclusion in records and for programs.

C.       Maintain library and a space for artifacts and historical material for chapter use.

D.      Maintain list of Regional and Society award winners.

E.       Attend each CRC with Chapter display and report progress to the regional Historian for comparison with other chapters.

F.       Publish the articles in the Newsletter each month with trivia questions.

G.      Prepare chapter history starting with the chapter historical questionnaire furnished by headquarters.

H.      One leadership recall interview each year.

I.        Update historical records yearly.

J.        Provide the chapter newsletter editor something about chapter history and progress to include in the newsletter when appropriate.

K.       Prepare a display for a chapter meeting at least once a year.

 

Newsletter, Publications, & Publicity

 

The duties of the Newsletter, Publications and Publicity Committee shall include the following:

A.      Publish a monthly newsletter to promote the activities of the chapter. At least ten issues a year should be published.

B.       Communicate with the chapter president, program chair and all other chapter chairs to obtain information to include in each month's newsletter.

C.       Organize and edit the information into the appropriate format.

D.      Arrange for the printing and mailing of the newsletter so that it is received by the member's one week prior to the upcoming meeting date.

a.       Items to consider for newsletter content:

                                                               i.      Announce the who, what, when, where (and why and how, when necessary) of the  upcoming monthly meeting.

                                                              ii.      Photograph(s) or art work to create interest.

                                                             iii.      A message from the chapter president.

                                                            iv.      A message from each of the grassroots committees - Student Activities, Technical, Energy and Government Activities, Membership Promotion, Refrigeration, Research Promotion and Chapter Programs.

                                                             v.      Listing of chapter officers and committee chairs. This could be a part of the newsletter organization such as in a sidebar.

                                                            vi.      Human-interest items - short bio of a new member or a retired member. Other news of individual members.

                                                           vii.      Listing Help Wanted notices.

                                                          viii.      What happens next month.

E.       Obtain publicity in the local press, radio and TV stations and to all area assigned members on activities of the chapter, and publicize important meetings and other Chapter events in the Society newspaper, Insights.

F.       Prepare suitable copy pertaining to chapter speakers and meetings. Photographs should be obtained when possible.

 

Attendance & Reception

 

It is the duty of the Attendance and Reception committee to foster increased member participation in chapter affairs, particularly at chapter meetings. This committee should also make an effort to determine why members are not attending meetings and if the reasons are related to particular chapter activities. Such information should be related to particular chapter activities, such information should be brought to the attention of the chapter officers. This committee also sees that proper records of members' attendance are maintained. The duties of this committee are as follows:

A.      Make arrangements for Chapter and Board meetings, locations and times. Coordinate with Education Committee and programs Committee for room requirements.

B.       Arrive at chapter meeting at least fifteen minutes prior to starting time and set up the registration table.

C.       Greet all members and visitors and introduce them to other members. Board members are requested to greet all guests and students.

D.      Name badges - Provide name tags for all members and specific tags to identify all Chapter Officers, life members, Board members, Committee chairs, and past Presidents.

E.       Request all visitors to fill out a registration card designating name, home and business addresses, telephone number, FAX and e-mail address and name of member who has invited them to the meeting. These cards are to be turned over to the Membership Promotion Committee for follow-up.

F.       Provide sign in sheets at greeting table. Keep a record of all members and all guests attending the meeting and submit reports to the Secretary and to the Membership Promotion Committee Chair.

G.      Publicly introduce visitors at all membership meetings.

H.      Provide incentive for regular meeting attendance with door prizes.

I.        Assist in publicity of each event with the newsletter, special mailings, and phone-a-thons or fax blasts.

 

Golf Outing

 

The Golf Outing Committee is responsible for organizing our annual spring and summer golf outings.

A.      Find at least two golf courses and submit prospects to the Board.

B.       Reserve venues and organize events.

C.       Publicize outings with publicity committee.

D.      Collect fees.

 

Ways and Means Committee

 

The duties of this committee are as follows:

A.      Work with each committee chair on formulating their MBO and annual budget.

B.       Help chairs be creative and to find the help they need including their Board liaison.

C.       Use the past objectives and budgets from past committees to help new chairs.

D.      Solicit information from past chairs on their recommended "do's and don'ts". Pass on to new chair.

E.       Assist presidents & BOG's when necessary to shore up the efforts of a committee chair who is not meeting their goals.

F.       Foster and encourage committee chairs' communication and ongoing relationship with their region's vice chair for maximizing PAOE points and regional awards as well as building our relationships with regional people.