Standing Committee

The standing committees shall be: program (conference), publicity, membership and organization, nominations/elections, publications, legislative, and financial/budget. The number of standing committees may be increased or decreased upon the recommendation of the board.

The number of members on each standing committee shall be determined by the Board, provided that each committee shall not have fewer than three (3) members.

The members of the standing committee shall be members of the State Council and except as provided otherwise in these bylaws, shall be appointed by the President with the approval of the Board.

The chair of each standing committee shall become members of the Board and, except as provided otherwise in these bylaws, shall be appointed by the President with the approval of the Board.

Chairs of standing committees and members shall serve for the term of the President unless otherwise specified in the charge to a committee.

Constitution and Bylaws (3-24-01)

(Duties of the chairs of the Membership and Development Committee, the Legislative Committee and the Publications Committee are included with the Executive Committee Officers and Duties since they are members of the Executive Committee.)

 

CONFERENCE COMMITTEE

The committee shall make plans for all conferences and other such meetings as may be authorized by the Board. The president-elect will serve as the chair for this committee. –Constitution and Bylaws (3-24-01)

Duties:

In addition to the responsibilities as outlined in the Constitution and Bylaws, the committee is requested to:

Review and revise any existing publicity plan (goals, time lines and job descriptions) so that implementation is facilitated year after year.

Submit an article for the MSC/IRA On-Line Newsletter by August outlining publicity plans for the year, soliciting information from local councils, etc.

Provide news releases concerning Missouri State Council activities to professional publications, newspapers, radio and television stations.

Work with the state director of membership development-promotion and other appropriate committee chairs to target specific groups for receiving publicity about the Missouri State Council.

Send press releases following each state Board meeting and following special local council projects.

Coordinate publicity with the Annual Fall Conference committee.

Work with the Missouri Reading Week Committee to publicize Missouri Reading Week.

Prepare a written report summarizing the committee’s work for the spring State Board meeting.

Prepare a notebook/disk of procedures for future committees to follow. (See p. I-1 of Yearbook for notebook/disk format.)

 

NOMINATING COMMITTEE

The nominating committee shall have three (3) members; the chair shall be appointed by the President and the other two (2) members shall be elected by the Board. The nominating committee shall prepare a slate of nominees for the offices of vice president, recording secretary and corresponding secretary, treasurer (every two years), assistant treasurer and historian. Recommendations for nominees should be notified by the membership at large. The local councils shall be notified by the corresponding secretary at least two (2) weeks before the Spring Assembly of the names of the nominees for each office and with information concerning each nominee. – Constitution and Bylaws (3-24-01)

Duties:

In addition to the responsibilities as outlined in the Constitution and Bylaws, the committee is requested to:

Outline the qualifications for each office and the nomination procedures at the Fall and Winter Board meetings.

Submit an article for the MSC/IRA On-Line Newsletter by August 1 outlining the qualifications for each office, the nomination procedures, and a nomination form with a follow-up article by December 1.

Distribute to all local council presidents, presidents-elect, and vice presidents at the Winter Board meeting information for submitting nominations for the State offices.

Meet with the State Coordinator and President at the Winter Board meeting to determine the procedures to be followed for the delegate verification and for the election procedures that will be followed at the Delegates’ Assembly at the Spring Board meeting.

Screen the nominations, select candidates for each office, and submit the candidates’ names and vita materials to the Corresponding Secretary thirty (30) days prior to the Delegates’ Assembly.

Prepare a display of candidates’ names, pictures, and vita materials for use during the Spring Board meeting.

Introduce the candidates at the Delegates’ Assembly which will be held in conjunction with the Spring Board meeting..

Be available to assist the director of membership development and the election chair at the annual election.

Prepare a notebook/disk of procedures for future committees to follow. (See p. I-1 of Yearbook for notebook/disk format.)

 

ELECTION COMMITTEE

The election committee, appointed by the president, with the approval of the Board, shall distribute the ballots, count the votes cast, and submit the written results of the election to the president at the Delegates’ Assembly. – Constitution and Bylaws (3-24-01)

Duties:

In addition to the responsibilities as outlined in the Constitution and Bylaws, the committee is requested to:

Submit an article for the MSC/IRA On-Line Newsletter by December 1 describing the election procedures, persons eligible to vote, and the credentials procedure that will be followed at the election held at the Delegates’ Assembly during the Spring Board meeting.

Obtain the names of the candidates for each office from the chair of the Nominating Committee to prepare the election ballots.

Determine and assure at the Delegates’ Assembly election that only those persons with proper credentials vote in the election.

Distribute the ballots at the Delegates’ Assembly, count the votes cast, and submit in writing the results of the election to the President during the meeting of the Delegates’ Assembly.

Work closely with the nominating chair and the director of membership-promotion prior to and during the election.

Prepare a notebook/disk of procedures for future committees to follow. (See p. I-1 of Yearbook for notebook/disk format.)

 

FINANCE/BUDGET COMMITTEE

The financial/budget committee shall consist of the treasurer (who will serve as chair), the assistant treasurer, the president-elect, and two (2) members from the council at large. The financial/budget committee shall examine the incoming expenditures of the council and shall be responsible for preparing the annual budget for approval by the Board at the first meeting following July 1. – Constitution and Bylaws (3-24-01)

Duties:

Recommend sites for three successive annual fall conferences beyond the current year.

Secure conference proposals or letters of intent to sponsor the conference from local councils for each of the three (3) future years.

Develop a standard conference proposal form which can be used by local councils submitting the proposals.

Bring the conference proposals to the Spring Board meeting for a motion of approval.

Maintain a conference file which should include all correspondence between the Site Selection committee and the sponsoring councils, especially the council’s statements that they will assume on-site responsibility for conferences, and all correspondence with hotels and convention centers.

Provide advice as well as information from past conference committees regarding site selection procedures.