OM SPES Secretary Treasurer

Title

SPES Secretary/Treasurer Chair

Purpose

The Secretary/Treasurer is one of seven Executive Council Members of the Section (together with the Chair Elect, Past-Chair, Chair, Program Chair, Program Chair-Elect, and Representitive(s) to the Council of Sections). The Secretary is responsible for documenting Section meetings and Section activities. The Treasurer's primary purpose is to handle the finances of the Section.

Term of Office

The Secretary/Treasurer is elected during odd numbered years to a two-year term which begins January 1 of the year following the election.

Responsibilities of Secretary/Treasurer

• Attend the Section Executive Council meetings at the ASA Joint Statistical Meetings in August of each year and at the Fall Technical Conference in October of each year. Attend the Section Business Meeting/Mixer and Section Treasurer's Meeting at the Joint Session Meeting in August of each year. Attend the Strategic Planning Session at the FTC in October of each year.
• Accept temporary assignments from Section Chair.
• At the end of the term of office, improve this job description and submit to incoming Chair Elect.
• Copy the Chair, and Chair-Elect on all Section correspondence.

Responsibilities Particular to Secretary

• Work with the Section Chair and Chair Elect to develop agendas for Section Executive Council, Business, and Strategic Planning Meetings.
• Prepare and distribute Section meeting minutes to all elected and appointed office holders.
• Maintain copies of all correspondence, documents, papers, and records of the Section.

Responsibilities Particular to Treasurer

• Request ASA Financial Group to reimburse budgeted or approved expenses as required.
• Prepare financial reports for past year and year to date for JSM and year-to-date for FTC, with assistance from ASA Financial Manager.
• Prepare annual budget using input received from SPES Office holders at JSM. Present to and gain concensus from the Executive Committee. Submit final version to ASA by September 30.

Qualifications

• Must be member of the ASA Section on Physical and Engineering Sciences.
• Must be able to commit to stated responsibilities; in particular, must have the time and resources needed to attend the Section meetings at the Joint Sessions Meeting and Fall Technical Conference each year.

Resources Available

• ASA Section Officers Handbook
• SPES Section Operating Manual.
• Charter of the Section on Physical and Engineering Sciences
• Past SPES Secretary/Treasurer.

Checklist/Timetable

• February - Organize Current Year's Activities
  • Review Past Years Records
  • Review Current Years Budget
  • Determine Disbursement Requirements
  • Prepare Current Years Notebook
• June/July - Work with ASA to Summarize Finances
  • Past Year
  • Current Year
• July - Work with Chair and Chair-Elect to Prepare JSM Agenda
• August - Attend Annual Joint Session Meeting
  • Attend Exec Council Meeting
  • Approve FTC Minutes
  • Record Minutes
  • Present Financil Report
  • Request and Gather Budget Items
  • Attend Section Treasurer's Meeting
  • Attend Business Meeting/Mixer
  • Record Minutes, if appropriate
• September - Prepare and Distribute JSM Meeting Minutes
• September - Prepare Budget for next year
  • Gain approval from Executive Council
  • Submit to Chair for Signature
  • Submit to ASA Financial Manager
• September - Work with Chair and Chair-Elect to Prepare FTC Agenda
• September - Work with ASA to Summarize Finances
  • Past Year, if required
  • Current Year
• October - Attend Fall Technical Conference
  • Attend Exec. Council Meeting
    • Approve JSM Minutes
    • Record Minutes
    • Present Financial Report
  • Attend Strategic Planning Session
    • Record Minutes
• November - Prepare and Distribute FTC Meeting Minutes
• December/January - Year end Activities
  • Work with ASA to Summarize Finances
  • Forward Library to Incoming Secretary, Treasurer
• December - Improve job description and submit to Chair Elect.

Election/Appointment Mechanism

The current Executive Committee is generally polled to suggest names for the Nominating Committee to consider. This committee (Chair, Chair-Elect, and Chair-Elect-Elect) prioritizes the list of candidates for open election positions to identify two willing nominees for the Secretary/Treasurer position at or around the JSM. The ASA will hold an election the following year, at which time the Section members have the opportunity to vote for either of these two candidates.