Chapter President and President Elect Training

Duties of the 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 at all meetings of the chapter and of the chapter's Board of Governors As soon as possible after being elected, and prior to the first chapter meeting of the year, the president should call a meeting of the Board of Governors and invite members of the previous Board and committee chairs. 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 at all meetings of the chapter and of the chapter's Board of Governors As soon as possible after being elected, and prior to the first chapter meeting of the year, the president should call a meeting of the Board of Governors and invite members of the previous Board and committee chairs.

Duties of the President At this first meeting, review the Manual for Chapter Operations (MCO) to ensure that all officers and committee chairs are familiar with their duties and explain any special assignments The MCO is your bible, use it: groups/ chapters Appendices RR1 & RR2 provide guidance roles and responsibilities of your chapter officers and committee chairs Develop a chapter calendar for your year At this first meeting, review the Manual for Chapter Operations (MCO) to ensure that all officers and committee chairs are familiar with their duties and explain any special assignments The MCO is your bible, use it: groups/ chapters Appendices RR1 & RR2 provide guidance roles and responsibilities of your chapter officers and committee chairs Develop a chapter calendar for your year

Appendix A – MCO: Suggested Chapter Operations Calendar

Chapter Information Questionnaire (CIQ) Review your current CIQ to make sure it is up to date and correct. You are also responsible for completing the CIQ for the following year 30 days prior to CRC for spring CRC’s June 1 for fall CRC’s Review your current CIQ to make sure it is up to date and correct. You are also responsible for completing the CIQ for the following year 30 days prior to CRC for spring CRC’s June 1 for fall CRC’s

Chapter Meetings The hub of chapter activities is the monthly meeting. It is the obligation of the officers and the committee members in charge to make the meetings interesting and instructive to all areas of membership interest, and to make prospects, guests and members feel welcome and "at home."

Meeting Minutes Formal minutes of each chapter's regular and Board of Governors meetings are to be sent monthly by the secretary to the Regional Chair and the Regional Vice Chair of Chapter Technology Transfer within three weeks of the meeting (for chapters reporting to a Region). –See Section 8 of the MCO Formal minutes of each chapter's regular and Board of Governors meetings are to be sent monthly by the secretary to the Regional Chair and the Regional Vice Chair of Chapter Technology Transfer within three weeks of the meeting (for chapters reporting to a Region). –See Section 8 of the MCO

Chapter Elections Duties of Nominating Committee: The Nominating Committee shall select from the members eligible to hold office one candidate for each office except President, and for each member to be elected to the Board of Governors and shall obtain from each candidate a written statement that the candidate is a member in good standing in the Society and consents to stand for election. Not less than thirty (30) days before the April meeting the Nominating Committee shall present to the Secretary the names of the candidates selected, together with their statements. –Appendix DD1 of MCO Duties of Nominating Committee: The Nominating Committee shall select from the members eligible to hold office one candidate for each office except President, and for each member to be elected to the Board of Governors and shall obtain from each candidate a written statement that the candidate is a member in good standing in the Society and consents to stand for election. Not less than thirty (30) days before the April meeting the Nominating Committee shall present to the Secretary the names of the candidates selected, together with their statements. –Appendix DD1 of MCO

Chapter Elections Duties of Secretary: Upon receipt of these names from the Nominating Committee, the Secretary shall prepare a list of the candidates and shall forward such list to all members with voting rights at least ten (10) days prior to such meeting. Nominations may be taken from the floor If there is more than one candidate nominated for an office, a ballot shall be prepared Duties of Secretary: Upon receipt of these names from the Nominating Committee, the Secretary shall prepare a list of the candidates and shall forward such list to all members with voting rights at least ten (10) days prior to such meeting. Nominations may be taken from the floor If there is more than one candidate nominated for an office, a ballot shall be prepared

Chapter Elections For offices with multiple nominations, a simple majority shall determine the winner If there are no opposition candidates for any office, a vote by the eligible voting members at the meeting to accept the slate of officers will deem them duly elected For offices with multiple nominations, a simple majority shall determine the winner If there are no opposition candidates for any office, a vote by the eligible voting members at the meeting to accept the slate of officers will deem them duly elected

Installation of Chapter Officers and Board of Governors Installation should take place at the last meeting, prior to the start of the new society year (July 1) –Installation guidelines may be found in Appendix T of the MCO Installation should take place at the last meeting, prior to the start of the new society year (July 1) –Installation guidelines may be found in Appendix T of the MCO

Liability Insurance & Special Events ASHRAE provides Comprehensive General liability insurance for chapters in the U.S. and Canada only. It is not necessary for these chapters to obtain their own general liability insurance. This policy has, as additional insured, all members of the chapters, but only with respect to their liability for activities of the ASHRAE chapter. Special Events are covered by an additional policy provided by ASHRAE and paid for by the Chapter Contact Vickie Grant at Society Headquarters prior to any special event to see if your chapter needs additional coverage ASHRAE provides Comprehensive General liability insurance for chapters in the U.S. and Canada only. It is not necessary for these chapters to obtain their own general liability insurance. This policy has, as additional insured, all members of the chapters, but only with respect to their liability for activities of the ASHRAE chapter. Special Events are covered by an additional policy provided by ASHRAE and paid for by the Chapter Contact Vickie Grant at Society Headquarters prior to any special event to see if your chapter needs additional coverage

IRS Reports Chapters annual tax returns are due by November 15 Generally form 990 or 990 EZ –Guidance in Appendix LL of MCO Chapters annual tax returns are due by November 15 Generally form 990 or 990 EZ –Guidance in Appendix LL of MCO

State Registration as a Fund Raising Organization THIS IS MANDATORY TO MAINTAIN OUR NON-PROFIT STATUS MAKE SURE YOURS IS COMPLETED Coordinated by Patricia Adelmann at Society Headquarters THIS IS MANDATORY TO MAINTAIN OUR NON-PROFIT STATUS MAKE SURE YOURS IS COMPLETED Coordinated by Patricia Adelmann at Society Headquarters

ASHRAE Commercialism Policy Make sure your chapter programs chair is familiar with this policy If you have a speaker that is new to ASHRAE and represents a company doing business with our members make sure they are aware of this policy before the meeting! –Defined in Section 5.7 of MCO Make sure your chapter programs chair is familiar with this policy If you have a speaker that is new to ASHRAE and represents a company doing business with our members make sure they are aware of this policy before the meeting! –Defined in Section 5.7 of MCO

ASHRAE Commercialism Policy Usage of the ASHRAE logo is defined in Appendix PP of the MCO: “ASHRAE shall not grant or signify approval of any specific engineering project, commercial project or system or allow its imprint, logo or name to be used in any commercial context except where the name is used to certify that the product has been tested in accordance with an ASHRAE approved standard, and including the standard number, nor shall ASHRAE engage in testing or rating of any product.”

Presidential Award of Excellence (PAOE) A new (usually slightly revised) PAOE is sent each year by the incoming society President The PAOE is changed slightly each year to reflect the President of ASHRAE’s theme The purpose is to clearly define activities that promote successful chapter activities that benefit your members. It is not meant as a score keeping system but a tool for chapters to use in defining what is important for chapters to accomplish. you have overall responsibility for entering PAOE points for your chapter, however some are entered by committee chairs, some by the DRC, and some by ASHRAE staff (Research Promotion) A new (usually slightly revised) PAOE is sent each year by the incoming society President The PAOE is changed slightly each year to reflect the President of ASHRAE’s theme The purpose is to clearly define activities that promote successful chapter activities that benefit your members. It is not meant as a score keeping system but a tool for chapters to use in defining what is important for chapters to accomplish. you have overall responsibility for entering PAOE points for your chapter, however some are entered by committee chairs, some by the DRC, and some by ASHRAE staff (Research Promotion)

Director and Regional Chair (DRC) The DRC is your immediate “boss” in the ASHRAE hierarchy. You are directly responsible to him for the operations of your chapter The DRC is who you turn to for advice and information. The DRC will maintain a close relationship with you and will help you plan your year, set your objectives, make sure you stay focused on your plans and will offer correction as necessary. The DRC is your chapters voice to the governing body of ASHRAE, the society Board of Directors (BOD). The DRC is your immediate “boss” in the ASHRAE hierarchy. You are directly responsible to him for the operations of your chapter The DRC is who you turn to for advice and information. The DRC will maintain a close relationship with you and will help you plan your year, set your objectives, make sure you stay focused on your plans and will offer correction as necessary. The DRC is your chapters voice to the governing body of ASHRAE, the society Board of Directors (BOD).

Region Members Council Representative (RMCR) New position for with a 3 year phase in for all regions The RMCR will represent your region on the Members Council Each Region will over time define the relationship between the DRC, RMCR and the chapter presidents New position for with a 3 year phase in for all regions The RMCR will represent your region on the Members Council Each Region will over time define the relationship between the DRC, RMCR and the chapter presidents

Chapters Regional Conference (CRC) A CRC is held annually in each region and on some occasions two regions will have a joint CRC. Each chapter is represented by a delegate who is an elected chapter officer, usually the immediate past president (or current president for Spring CRC’s), and an Alternate who is the incoming president (fall CRC’s) or president elect All the regional officers and regional RVC’s will attend and their will be an Officers(s) of Society attending and in most cases a member of the ASHRAE staff. The DRC will be the chair of all business meetings Attendance is mandatory!!! A CRC is held annually in each region and on some occasions two regions will have a joint CRC. Each chapter is represented by a delegate who is an elected chapter officer, usually the immediate past president (or current president for Spring CRC’s), and an Alternate who is the incoming president (fall CRC’s) or president elect All the regional officers and regional RVC’s will attend and their will be an Officers(s) of Society attending and in most cases a member of the ASHRAE staff. The DRC will be the chair of all business meetings Attendance is mandatory!!!

Chapters Regional Conference (CRC) Chapters to report their activities for the previous year and establish goals for the coming year. Regional officers to report their activities and plans Chapter delegates to submit motions for proper review Society officers to inform the region of Society plans, review chapter activities within the region and participate in workshops. Chapter delegates to present nominees for Society and regional offices and candidates for honors and awards Chapters to report their activities for the previous year and establish goals for the coming year. Regional officers to report their activities and plans Chapter delegates to submit motions for proper review Society officers to inform the region of Society plans, review chapter activities within the region and participate in workshops. Chapter delegates to present nominees for Society and regional offices and candidates for honors and awards

Chapters Regional Conference (CRC) Conducting chapter workshops that will educate and prepare officers and committee members to fulfill their responsibilities Conducting technical sessions on subjects that will educate as well as increase attendance Recognizing and presenting awards to chapter and regional members. Organizing social activities that will increase attendance and promote camaraderie. HAVE FUN!! Conducting chapter workshops that will educate and prepare officers and committee members to fulfill their responsibilities Conducting technical sessions on subjects that will educate as well as increase attendance Recognizing and presenting awards to chapter and regional members. Organizing social activities that will increase attendance and promote camaraderie. HAVE FUN!!