STANDARD OPERATING PROCEDURES

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DATE: 7/15/03 EXECUTIVE COUNCIL DUTIES

I. PURPOSE

This procedure describes the duties of the Southeastern Biological Safety Association (SEBSA) Executive Council. These duties are necessary for establishing and implementing an effective method to handle the issues that impact the SEBSA membership or biological safety.

II. SCOPE

This procedure shall apply to the Executive Council of SEBSA and is subject to approval and change by the Executive Council of SEBSA as per the SEBSA By-Laws.

III. DUTIES OF THE EXECUTIVE COUNCIL

A. President:

1. Acts as Chair of the Executive Council at all Executive Council meetings;
   
2. Participates in the Executive Council Meetings held prior to the General Membership Session;
   
3. Participates in voting motions offered during the Executive Council Meetings;
   
4. Designates and empowers special sub-committees of the Executive Council to focus on special issues, as deemed necessary;
   
5. Coordinates the activities of the Executive Council by establishing an agenda for each Executive Council meeting;
   
6. Calls the General Membership Session to order and introduces the President-Elect, who will in turn introduce the speaker for the General Session;
   
7. Acts as Chair of the General Membership Session meeting after the speaker finishes and runs the General Session meeting and approves the minutes from the last session;
   
8. Calls upon the various Executive Council Members to present reports in their areas;
   
9. Reports on any events/issues that might be of interest to the Membership;
   
10. Closes the General Membership Session;
    
11. Presides over the networking hour and dinner as host;
    
12. Reviews all reports prior to going to the Membership;
    
13. Serves as SEBSA liaison to ABSA and reports to the ABSA Membership about SEBSA activities at the annual ABSA meeting;
    
14. Communicates with outside agencies regarding SEBSA activities;
    
15. Has final approval over any SEBSA related activity;
    
16. Acts in behalf of the Executive Council for SEBSA related activities, until the Executive Council can be polled for their votes;

B. President-Elect:

1. Be prepared to take over the responsibilities of President if for some reason the President cannot fulfill his/her obligations;
   
2. Acts in the stead of the President if the President cannot attend Executive Council meetings or General Membership Sessions;
   
3. Participates in the Executive Council Meetings held prior to the General Membership Session;
   
4. Participates in voting motions offered during the Executive Council Meetings;
   
5. Acts as the Program Chair for all SEBSA General Membership Sessions and for the annual Biosafety Symposium. This consists of the following:
   
   a. Obtaining speakers for the General Membership Sessions;
   
   b. Ensuring that audio/visual equipment is obtained for the speaker at the General Session;
   
   c. Ensuring that the speaker is set up prior to the General Membership Session;
   
   d. Assisting the Biosafety Symposium Committee in obtaining speakers and coordinating the Symposium with the Executive Council;
   
   e. Giving brief updates to the Executive Council about the progress of the Biosafety Symposium and coordinating the agenda with the executive Council;
   
6. Works with Biosafety Symposium host in coordination with the speakers to develop handout materials for the Biosafety Symposium registrants;
   
7. Participates in any special sub-committees set up by the President (e.g., By-Laws Committee);
   
8. Sends note of appreciation to speakers after General Membership Session and after annual Biosafety Symposium;
   
9. Provides outgoing President memento on behalf of membership at last Biosafety Symposium chaired by President.

C. Past-President:

1. Acts in the stead of the President if the President and President-Elect cannot attend Executive Council meetings or General membership Sessions;
   
2. Participates in the Executive Council Meetings held prior to the General Membership Session;
   
3. Participates in voting motions offered during the Executive Council Meetings;
   
4. Participates in and chairs special sub-committees of the Executive Council to focus on special issues, as deemed necessary;
   
5. Acts as special advisor to the President on SEBSA related issues;
   
6. Provides guidance to the newly elected Executive Council on procedural matters, especially during the transition period;
   
7. Counts the ballots both for election of officers and for ballots on special issues and reports to the General Membership;
   
8. Solicits sponsorship for annual Biosafety Symposium. Sends confirmation and note of appreciation to Biosafety Symposium sponsors;
   
9. Sends notes, cards, gifts of congratulations, condolences, get well, etc. on behalf of the SEBSA membership.

D. Secretary:

1. Participates in the Executive Council Meetings held prior to the General Membership Session;
   
2. Participates in voting motions offered during the Executive Council Meetings;
   
3. Maintains the SEBSA Directory of paid members;
   
4. Issues the Directory to the membership on an annual basis;
   
5. Maintains an up-to-date mailing list of all members;
   
6. Prepares a flyer for all meetings at least a month prior to the meeting and mail along with registration materials for the meeting to the Membership. Notifies members electronically via Biosafty mailserver and SEBSA homepage;
   
7. Communicates with the President prior to the mailings to review the registration materials;
   
8. Takes minutes of Executive Council and General Membership Meetings;
   
9. Prepares write-up of meeting minutes and distribute Executive Council Meeting minutes to the Executive Council and General Membership Meeting minutes to the general membership;
   
10. Sends special correspondence to the General Membership as required;
    
11. Assists the Past-President with sending General Membership notice of election of officers and ballots;
    
12. Assists the Past-President with counting the ballots both for election of officers and for ballots on special issues and reporting to the General Membership;
    
13. Sends Biosafety Symposium announcements to the membership and designated others as is required by the Symposium host;
    
14. Sends welcome letter, Directory and membership pin to new members;
    
15. Sends General Membership notice of election of officers and ballots;
    
16. Sends out Call-for-Nominations with November meeting announcement;
    
17. Sends out first Dues Notification sixty (60) days prior to end of fiscal year. Sends second Dues Notification thirty (30) days prior to end of fiscal year.

E. Treasurer:

1. Participates in the Executive Council Meetings held prior to the General Membership Session;
   
2. Participates in voting motions offered during the Executive Council Meetings;
   
3. Collects dues and receipts from dinner meetings and symposium;
   
4. Maintains the SEBSA checking account, balance the account and pay any bills generated by SEBSA from this account and deposit any checks received into this account;
   
5. Keeps records of General membership status. Sends copies of completed membership renewals and new applications (via FAX or mail) to the Secretary for update of Membership Directory. Conveys the changes in Membership Directory (names, titles, addresses) to the Secretary;
   
6. Maintains financial ledger for SEBSA, hard copy and computer files;
   
7. Participates in an audit of the SEBSA financial ledger as required by the SEBSA By-Laws;
   
8. Prepares receipts to give to membership for dues and dinner meetings;
   
9. Prepares list of attendees prior to each meeting stating food preferences and payment status for use by Councillor at the General membership Session;
   
10. Calls in dinner count and food preferences to Ramada Inn (732-828-6900) several days in advance of each dinner meeting;
    
11. Works with Biosafety Symposium host to develop registration documents and mailing materials for the Biosafety Symposium registrants;
    
12. Other financial responsibilities as designated by the President.

F. Councillor-at-Large:

1. Participates in the Executive Council Meetings held prior to the General Membership Session;
   
2. Participates in voting motions offered during the Executive Council Meetings;
   
3. Participates as a member of select sub-committees established by the President;
   
4. Acts as the Sergeant-at-Arms during the General Membership Session;
   
5. Conducts pre-meeting registration functions as follows:
   a. Receives attendance list from the Treasurer prior to meeting indicating “paid” and “not paid” registrants. If “paid” the attendee’s name is checked on attendance list and a dinner selection is checked and meal selection indicator handed out. If “not paid”, cash or check is collected from the attendee and their dinner preference is taken and meal selection indicator handed out. “Not paid” late registrants’ dinner selections are communicated to the Treasurer at end of registration;
   
6. Provides markers and name tags for individuals to sign for identification at meeting;
   
7. Ensures the following forms are available:
   
   a. SEBSA Membership Application Form;
   
   b. SEBSA Membership Renewal Forms;
   
   c. Registration and Meal Receipt Forms;
   
8. Participates in an audit of the SEBSA financial ledger as required by the SEBSA By-Laws.

G. Alternates to the Executive Council:

1. When Executive Council Member cannot attend an Executive Council meeting, a designated alternate will attend as a general member of the Executive Council;
   
2. The designated alternate has full voting rights for the meeting that they are in attendance for;
   
3. Designated alternates to the Executive Council may be called upon to participate in special sub-committees at the request of the President;
   
4. If the Executive Council Member cannot fulfill their obligation the designated alternate will fill in as a general member of the Executive Council for that executive Council member until a permanent replacement is named.