AIChE NORCAL Executive Committee Job Descriptions

							     NorCal AIChE Executive Committee Job Descriptions


Executive Committee Chair: The local section chair is responsible for the overall direction of
the local section’s activities. The chair should provide leadership for the local section officers
and committee chairs and delegate responsibilities and authority as much as possible to
committees such as Membership, Young Professionals, Communications, Awards, etc. Specific
duties of the chair include calling and conducting local section meetings, maintaining good
communications between the local section and AIChE, staying on top of local section changes
and updates, submitting an annual report to local section members and to AIChE, receiving and
reviewing the quarterly membership updates from staff, planning and implementing local section
programs and services, and recognizing new members and rewarding local section volunteers.
 Call and preside at summer planning meeting in July or August
    - Develop a calendar of events for the year (and update at monthly meetings)
    - Set and drive the fiscal year goals and agenda for the section
 Update job descriptions and get agreement from Executive Committee members
 Call and preside at monthly Executive Committee meetings (except December and summer)
    - Reserve location for ExCom meetings
    - Distribute agenda one week before each ExCom meeting
    - Distribute revised calendar of events at each meeting
    - Approve condensed version of the minutes for Web page and forward to web master
 Preside at North Bay dinner meetings
    - Introduce Executive Committee- Thank executive committee and committee chairs
    - Introduce new members
    - Make announcement for members with job openings / looking for jobs
    - Introduce committee chair announcements
    - Present awards
            o Luncheon announcements at Symposium
                - Thank Symposium volunteers:
                  * Organizing committee; Registration; Brochure; Student assistants
                - Present an overview of NorCal and what we do:
                  * We hold monthly dinner meetings
                  * We are the third largest AIChE section with approximately xxx local members
                  * We have a strong government interaction committee to support the interests of
                CA Ch E’s
                - Introduce Executive Committee and working committees

 Coordinate Awards meeting (June) with Vice Chair
   * Each year we identify outstanding individuals in Chemical Engineering and related fields
  and present them with awards for recognition during Awards Dinner Meeting.
   * Outstanding High School Seniors, Professional Progress Award (at May or June meeting)
   * Chemical Engineering Excellence, Outstanding Chemical Engineering College Senior,
  and Ray Mugele awards are presented



Revised: 08/27/2008            b14ca95b-2118-4a6f-904d-ca8b15419170.doc                 Page 1 of 8
 Write official NorCal letters
  - Thank you letter for Symposium
 Contact recipients of the 50-year awards, invite to June meeting, arrange for certificates and
  frames, and present the awards
 Obtain officer appreciation gifts and certificates and distribute at the June ExCom meeting
 Inform National AIChE of changes to the Board after the June elections
 Report local section dues changes to National AIChE in May
 Submit Annual Report to National AIChE in May

Vice Chair: The Vice Chair or chair-elect should be an extension of the chair office. The person
who fills this position often serves as the program chair (if one is not otherwise assigned) and has
the responsibility for planning local section meetings and activities. The chair-elect should assist
the chair in key leadership duties, lead meetings, host speakers, and fill in for the chair as needed.
 Attend executive committee meetings
 Arrange monthly dinner meeting schedule and speakers for North Bay meetings
    - Obtain gifts for the speakers
    - Solicit and arrange for dinner meeting speakers
    - Reserve restaurant meeting room in advance of meetings
    - Provide timely dinner announcements to FlowSheet editor and web master
    - Coordinate e-mail blast communication with Publicity Chair
    - Collect RSVPs and prepare name tags and list of who has paid and who needs to pay.
    - Photograph speakers and guests for web site and FlowSheet
    - Write up description after each meeting for the web site and the FlowSheet

Secretary: The local section secretary’s duties are essentially those of record keeper and
correspondent. The secretary’s responsibilities usually include keeping meeting minutes,
following up on action items from meetings, maintenance of membership lists and local section
files, working with other local section officers to prepare meeting agendas, correspondence with
AIChE on local section business, including information changes, as they occur, and at the term’s
end, training the new secretary and turning over all records and local section materials. In smaller
local sections, the secretary may also be responsible for mailing meeting notices, preparing and
distributing local section news, and compiling the local section’s annual report.
 Attend Executive committee meetings
 Maintain Action register with responsible person and goal completion date.
 Record minutes at all Executive Committee meetings
    - Distribute the information to Executive Committee members
    - Distribute revised Action Items List within a week after the Executive Committee meeting
    - Distribute meeting minutes, attachments, and address list two weeks after ExCom meeting
    - E-mail abbreviated version of the minutes for the web site to the chair for approval
 Submit approved abbreviated minutes to Flowsheet editor and Web master for publication
 Send in roster reports to National when requested
 Route roster to Executive Committee monthly for update, revise as necessary and distribute.
 Read action items at the beginning of each executive committee meeting and revise as
    needed.




Revised: 08/27/2008             b14ca95b-2118-4a6f-904d-ca8b15419170.doc                   Page 2 of 8
Treasurer: The treasurer handles the local section finances and accounting for all local section
money received and spent, including membership dues, reimbursements from AIChE, and
program revenues and expenses. This involves keeping accurate records, and reporting the local
section’s financial status according to the manner and schedule prescribed in the bylaws. The
local section officers should clearly establish guidelines and procedures for authorizing
expenditures, paying bills, signing checks, and any other financial related actions, with the
treasurer responsible for keeping copies and records of all transactions. The treasurer reports on
all requests to the Executive Committee or other officers, including status of bank balances, dues
collections, expenses relating to specific projects, and any abnormal account activity. The
treasurer is also responsible for preparing an annual budget in the beginning of the term, and
should prepare an annual report on the local section’s fiscal condition at the years-end, and
submit to AIChE with the annual report.
 Communicate budget versus actual information to Executive Committee members monthly
     and solicit proposed budget from them. Present proposed budget at summer planning meeting
 Attend Executive Committee meetings
     - Present treasurer’s report of financial status at each Executive Committee meeting
     - Alert Executive Committee to any significant deviations from proposed budget and trends
     observed in the NorCal financial status throughout the year
 Collect payments from members attending North Bay meetings
 Balance bank accounts from monthly / quarterly statements
     - Bank of America, Vanguard
 Keep track of Sheeline Award Certificate of Deposit (Manesh Shah currently does this)
 Reimburse committee members for NorCal expenses
 Send in income tax by April 15
 Send in CA nonprofit statement by corporation founding date, Feb. 24
 Coordinate change of signatory authority for all accounts at end of term
 Send the annual report to the FlowSheet editor by September (or as soon as possible). It
     includes columns by category under Income or Expense with the previous year’s budget
     allocation, actual expenditure for each category, and the upcoming year’s budget allocation
     for each.




Revised: 08/27/2008            b14ca95b-2118-4a6f-904d-ca8b15419170.doc                Page 3 of 8
South Bay Sub-Section Chair:
 Attend Executive Committee meetings
 Arrange schedule and speakers for South Bay meetings. Expectation is to have 2 or more
   meetings per year.
   - Obtain speakers’ gifts
   - Solicit dinner meeting speakers
   - Reserve restaurant meeting room in advance of meetings
   - Provide speakers’ abstracts to FlowSheet editor and web master in time
   - Make sure an e-mail announcement is distributed to the membership
   - Collect the RSVPs for the meetings
   - Photograph speakers and guests for the web site and the FlowSheet
   - Write up description after each meeting for the web site and the FlowSheet

Sierra Sub-Section Chair:
 Send reports for Executive Committee meetings, or attend
 Arrange schedule and speakers for Sacramento / “Sierra” area meetings. Expectation is to
    have 2 or more meetings per year.
    - Obtain speakers’ gifts
    - Solicit dinner meeting speakers
    - Reserve restaurant meeting room in advance of meetings
    - Provide speakers’ abstracts to FlowSheet editor and web master in time
    - Make sure an e-mail announcement is distributed to the local membership
    - Collect the RSVPs for the meetings
    - Photograph speakers and guests for the web site and the FlowSheet
    - Write up description after each meeting for the web site and the FlowSheet
 Work with members and leaders in Reno area and Sacramento area

Director at Large:
 Attend monthly executive committee meetings. This is a requirement as decisions by the
   executive committee need a quorum to pass.
 Assume Chair of one of the committees
 Encourage participation and engagement with membership

Membership Committee Chair:
 Maintain current list of members and their e-mail addresses
  - Collect e-mail updates from webmaster and members
  - Send e-mail updates to National so they can update their list
  - Obtain list of new NorCal members from National
  - Maintain list of local-only members, keep track of when their dues are due
  - Be sure new members are on FlowSheet mailing and e-mail list
 Distribute other communications by mail
 Develop a committee to greet new members, prospective members and guests at North Bay
  meetings
 Recruit new members from large corporations
 Provide membership information and applications



Revised: 08/27/2008           b14ca95b-2118-4a6f-904d-ca8b15419170.doc              Page 4 of 8
   Promote advantages of membership on the AIChE NorCal web site
   Contact new members, invite them to the dinner meeting and let them know about NorCal
   Send out dues statement to local-only members – coordinate with Treasurer
   Report status of e-mail list and other information to Executive Committee

FlowSheet Editor:
 Solicit articles from the membership and executive committee
 Format FlowSheet and have it reviewed by Chair before distribution
 Format ads from the Advertising Committee
 Publish Flowsheet on the web site by the first of each month except December, July, and
   August.
 Send out email blast on constant contact with a link to the Flowsheet pdf file

Symposium Committee Chair:
 Propose a Symposium topic and date
 Obtain speakers’ gifts from National AIChE
 Organize a Symposium Committee
 Reserve a location for the Symposium
 Line up and get commitment from speakers, provide abstract from speakers in time for
   advanced publicity (~3 months prior to the Symposium date)
 Line up a keynote speaker and a backup keynote speaker
 Arrange for publicity
   - Announcements in FlowSheet starting in November
   - Separate Symposium Flyer
   - E-mail to membership
   - Post on web site
 Solicit vendor booths
 Solicit donations from sponsors to support High School scholarships, College Awards and
   Chemical Engineering Excellence awards
 Arrangements:
   - Photographing of awards presentation at the luncheon
   - Registration for attendees
   - Student helpers (usually through Dr. Mike Jennings, San Jose State University, ChE Dept.)

College Awards Committee Chair:
 Send letters to department heads in January asking for three nominations that meet the
   criteria of the NorCal AIChE Award (San Jose State University, Stanford, UC Berkeley, UC
   Davis and UN Reno)
 Solicit volunteers to interview the students in March
   - Provide interviewers the written criteria and basis to evaluate the interviewees
   - Interviewers meet with students for lunch or dinner, paid for by NorCal
   - Interviewers select one student winner from the three candidates for each school
 Obtain certificates and gifts for the awardees
 Notify the awardees that they should attend the Symposium award luncheon
 Present the awards at the Awards Meeting in May or June



Revised: 08/27/2008           b14ca95b-2118-4a6f-904d-ca8b15419170.doc               Page 5 of 8
 Send the list of awardees to the FlowSheet editor

Chemical Engineering Excellence Awards Committee Chair:
 Form a selection committee
 Provide the committee the written criteria and basis to evaluate the candidates
 Announce award categories and call for nominations in the FlowSheet and on the web site
 Select the awardees
 Obtain the award plaques
 Notify the awardees that they should attend the Awards Dinner Meeting
 Present the awards at the dinner meeting or symposium
 Send the list of awardees to the FlowSheet editor

High School Scholarships Committee Chair:
 Organize a committee to canvas regional High Schools for potential candidates that are
   pursuing chemical engineering as a major in October. Provide the committee the written
   criteria and basis to evaluate candidates.
 - Review the applications to select the ones that should be encouraged to pursue a career in
   Chemical Engineering by receiving a NorCal award
   - Select the best of the awardees to receive an additional Sheeline award
 Contact the awardees in April to invite them to receive their award at the May NorCal North
   Bay dinner meeting
   - Provide directions to the meeting location
 Arrange for the award certificates to be ready for presentation at the May meeting
 Determine the award amount and confirm that the treasurer will have the award checks ready
   at the May meeting
 Present the awards at the May North Bay dinner meeting
 Send the list of awardees to the FlowSheet editor

Professional Progress Award Committee Chair (previous years' awardee):
 Form a selection committee (from previous awardees)
 Provide the committee the written criteria and basis to evaluate the candidates
 Announce award and call for nominations in the FlowSheet and on the web site
 Select the awardee
 Obtain the award plaque
 Notify the awardee that they will be awarded and should speak at the June North Bay dinner
   meeting
 Present the award at the June North Bay dinner meeting
 Send the list of awardees to the FlowSheet editor

Advertising Committee Chair:
 Coordinate with advertisers and potential advertisers to let them know full scope of
  advertising opportunities (FlowSheet, web site, dinner meetings, etc.)
 Determine appropriate advertising rates and coordinate billing with Treasurer. Keep system
  as simple as possible
 Ensure advertising meets client’s expectations.



Revised: 08/27/2008           b14ca95b-2118-4a6f-904d-ca8b15419170.doc              Page 6 of 8
 Maintain records of invoices and coordinate with treasurer for billing and follow-up on
  payments due

Publicity Committee Chair:
 Arrange for timely announcement of events by using the e-mail blast system
 Contact Vice Chair and the chairs of Symposium, High School and College awards and
   Professional Progress and Chemical Engineering Excellence awards to get information they
   want on the relevant e-mail blast
 Determine synergistic publicity opportunities, such as coordination with ACS, ISPE, AIChE
   National, etc.

Fundraising Committee Chair:
 Develop a fundraising theme for the year
 Draft a fundraising letter to be sent out
 Determine potential list of contributors
 Send the fundraising letter in early November
 Follow up calls in mid-January

SVEC Representative:
 Attend SVEC meetings
 Report on SVEC meetings to the Executive Committee
 Provide SVEC with names and contact information of current NorCal officers
 Provide SVEC with announcements of NorCal events, or be sure SVEC is getting the
  FlowSheet


Web Site Committee Chair (Webmaster):
 Ensure that the NorCal home page is present on a server
 Update the web page with information that is submitted on dinner meetings, symposium,
  workshops, and fundraisers, employment, and government interaction
 Remove outdated information from the web site
 Send e-mail updates to membership chair
 On the web page, list volunteer opportunities and committee chairs with e-mail link so
  volunteers can contact committee chairs.

Employment Committee Chair:
 Locate companies with job openings
 Post the openings on the web site
 Advise the webmaster to remove the posting from the web site when the position has been
  filled
 Maintain the employment section of the web site current
 Provide support for members requesting job search assistance

CLCPE Delegate and Alternate Delegate from NorCal AIChE:
 Must be a California Chemical Engineering PE



Revised: 08/27/2008          b14ca95b-2118-4a6f-904d-ca8b15419170.doc             Page 7 of 8
 To be effective, this person needs to learn how the State Legislature works. Therefore, this
  person must serve a minimum of 5 years
 Be willing to travel to attend CLCPE meetings in Sacramento and in Southern California
 Report on CLCPE meetings to the Executive Committee
 Provide CLCPE with number of NorCal members to determine the amount of our annual
  CLCPE membership fee
 Submit articles to the FlowSheet on key issues impacting NorCal membership

AIChE’s California Government Relations Committee Chair—(Not necessarily a NorCal
AIChE member):
 Represent the three local California sections of AIChE
 Attend meetings and hearings in Sacramento
 Report to Statewide California membership and Executive Committees of the three local
   sections
 Ensure someone is tracking Civil and Geotechnical TAC, CELSOC, BORPELS, and other
   groups relevant to the interests of NorCal membership
 Submit articles to the FlowSheet on key issues impacting NorCal membership


Immediate Past Executive Committee Chair:
 Ask the current Vice Chair (Chair-Elect) who they can work with and would like to serve
  them as Executive Committee Members
 Arrange for the Vice Chair’s preferred candidates to develop candidate statements
 Provide consistent format and “wordsmith” candidate statements for the May FlowSheet
 Present award plaque to the outgoing chair at the June North Bay dinner meeting

Outreach Chair
 Form a committee to perform outreach work with
      o High Schools – Participate in Career Day
      o Community Colleges – Participate in Career Day
 Coordinate with Membership Chair to do outreach to corporations

Young Engineer Council Chair
 Represent NorCal on the AIChE Young Professionals Advisory Board
 Coordinate with Membership Chair to identify members that meet the criteria of “young
   professional”
 Organize regular functions ( Friday TGIF, etc) for “young professionals”
 Encourage AIChE membership and participation in Norcal section




Revised: 08/27/2008           b14ca95b-2118-4a6f-904d-ca8b15419170.doc                Page 8 of 8