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MAINE CHAPTER CSI |
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Table of Contents |
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| Introduction | Policy Material and Other Information |
| Annual Operating Calendar (updated August 10, 2005) | Officers & Directors Responsibilities |
| Strategic Plan (Approved Oct. 1, 2002) |
Chapter Committee Responsibilities |
| Bylaws of the Maine Chapter | |
Administrative References – Introduction
Organization
The Maine Chapter of CSI "Administrative References" is organized into sections to facilitate its use. These sections are:
Introduction – This section provides general information.
Policy Material and Other Information – This section includes specific information about the Maine Chapter organization and operations including some historical information. This section also provides a way of recording Chapter Board actions that have implications for future years.
Annual Operating Calendar - This section is organized based on the Chapter’s fiscal year and identifies the deadlines and responsibilities for many of the ongoing Chapter activities.
Officers & Directors – This section lists the major duties assigned to each specific office.
Chapter Committees – This section identifies the responsibilities and expected membership in each of the Chapter’s Committees
Chapter Bylaws – This section contains the current approved set of Maine Chapter Bylaws adopted Sept. 4, 2001.
Maine Chapter Strategic Plan – This section contains the current Chapter Strategic Plan adopted Oct. 1, 2002.
Purpose and Use
This document is intended to serve as a tool for the officers, directors, and committee chairs of the Maine Chapter. These individuals should study the guide to obtain a full understanding of the chapter organization. Portions of the material in this document has been extracted from the CSI Administrative References or from the Chapter bylaws but organized so as to facilitate better and easier use.
Chapter Organization
General
The Chapter is a local association chartered by the Institute Board of CSI to further the purposes to which the Institute is dedicated.
The Chapter is an entity functioning with the rules and regulations of the Institute, including the Institute’s Certificate of Incorporation and its Bylaws.
Officers and Directors are elected to lead and represent the members of the Chapter in the local affairs of the Institute. As representatives of the Chapter, they have accepted the responsibility to study all aspects of chapter activity, to promote the chapter’s effectiveness, and to increase its influence.
Similarly, Chapter Committee Chairs are selected for their particular knowledge and leadership. The Committee Chairs should strive to carry out their duties sincerely and conscientiously to the best of their abilities with assistance from committee members.
Membership
Institute Membership is a prerequisite to chapter membership. Only individuals, not firms and corporations, are eligible for membership. Article X of the Institute Bylaws defines "Membership Classifications".
All Chapter members should be encouraged to attend and participate in Chapter Meetings, NE Region activities such as the Region Conference and Institute activities such as the CSI Show or the CSI University. Each Chapter member is encouraged to serve on a Chapter Committee.
Any member whose dues remain unpaid on the last day of his/her "anniversary month" shall be deemed to have terminated his/her membership.
Policy Material and Other Information
Updated 7/28/03
Chapter Status
The Maine Chapter was created by act of the Construction Specifications Institute as a Chapter of the Institute. As such, it’s activities and organization must comply with the requirement of the Institute Certificate of Incorporation, Institute Bylaws and Institute Policy even though the Chapter is separately incorporated. It is also expected to comply, to the extent possible, with the procedures described in the "CSI Administrative References".
Chapter Chartering
The Chapter was officially chartered on March 31, 1967.
Incorporation Status
The Maine Chapter is incorporated as a nonprofit corporation in the state of Maine. The name of the corporation is listed as "Maine Chapter of the Construction Specifications Institute, Inc.". The corporation is listed as: DCN Number 2020428004065 and Charter Number 19700122 ND. The "Registered Agent" for the corporation is listed as Floyd A. Lawrence.
IRS Tax Status
The Maine Chapter does not have an IRS Tax Status letter but the Institute and Region are both 501(c)6 organizations and advice from the Institute suggests that attempting to gain approval for a different Tax Status would be difficult because the Chapter is created as a part of CSI.
Chapter Fiscal Year
The Fiscal Year for the Maine Chapter is July 1st to June 30th. Accounting is done on a "cash basis".
Legislative Activity
The Maine Chapter or Chapter Members acting as agents or representatives of the Chapter shall not engage in legislative activity at any level of government. Legislative activity is defined as an attempt to secure legislation or to influence legislative activities in any way and to take a position or make a statement in favor or in opposition to matters under consideration by a legislative body. Chapters and members acting on behalf of the Chapter may conduct informational, technical, and professional liaison with non-legislative regulatory units of municipal, county and state government. (per Institute Policy)
Region Director
The Chapter Board appoints the Region Director for a 2-year term with the term beginning on July 1st of even-numbered years. Those eligible to be considered for the appointed are Past-president that are still Chapter Members. Region bylaws do not permit a Region Director to serve two consecutive terms.
Retired Member Dues
The Maine Chapter will reimburse the individual member (or pay) the Institute and Chapter annual dues for those "Retired" members who have been active in the Chapter and claim the Maine Chapter as "Home Chapter". "Active in the Chapter" is defined as serving on the Chapter Board or serving as a Chapter Committee Chair.
Scholarships
The Maine Chapter provides a one-year Student Membership to students who receive the CSI Scholarships at the University of Maine System and Central Maine Community College (formerly Central Maine Technical College). These scholarships have been endowed by the Chapter with the Chapter establishing the criteria for the award. The scholarships are administered by the "Student Aid" offices of the academic institutions. The number of scholarships awarded each year is dependent upon the income generated by the endowments.
Continuing Education
The Maine Chapter is an approved provider of AIA Learning Unit Hours (LUH). The Chapter’s provider number for AIA units is "S091".
Institute Directors
The following members of the Maine Chapter have served as NE Region Institute Director:
Robert E. Armitage, FCSI, CCS July 1973 – June 1976
Richard A. Eustis, PE, FCSI, CCCA July 1983 – June 1986
Dennis M. Pelletier, FCSI, CCPR July 1990 - June 1993
Maine Chapter
Annual Operating Calendar
Updated: 10/7/06
| Date Date listed is the deadline for action |
Activity | Responsibility |
| July | Summer Planning Meeting (July or early August) | |
| 30 | Approve Budget for the year | Board |
| 30 | Finalize Monthly Meeting Programs topics and Speakers for the coming year. | 2nd Vice President and Board |
| 30 | Finalize Monthly Meeting locations for the coming year | 1st Vice President and Board |
| August | ||
10 |
All material for September Newsletter to Editor and Webmaster | |
| September | ||
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10 |
Identify any firm, organization, team, or individual Chapter Member who should be nominated for Institute Award and begin nomination process | Board |
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15 |
All material for October Newsletter to Editor and Webmaster | |
| 20 | Mail Fellowship Nominations to Institute | Fellowship Chair |
| October | ||
| 10 | Determine if Chapter will hold Certification Program "Study Courses", if so, identify instructors and course locations | Certification Chair |
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15 |
All material for November Newsletter to Editor and Webmaster | |
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20 |
Mail Institute Award Nominations to Institute | Awards Chair |
| 25 | Appoint Chair and Secretary of Ralph Knowlton Memorial Award Committee | President |
| November | ||
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15 |
All material for December Newsletter to Editor and Webmaster | |
| December | ||
| 10 | Appoint Delegates to CSI Annual Meeting | Board |
| 10 | Contact all appropriate organizations and request each organization nominate a member for the Knowlton Memorial Award | Knowlton Award Committee Secretary |
| 15 | Advise Institute Directors of any Chapter Member who wishes to be recommended to serve on Institute Committee or Task Team | President |
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15 |
All material for January Newsletter to Editor and Webmaster | |
| 20 | Appoint Chapter Nominating Committee | Board |
| 31 | Notify Institute of names of members to serve as Delegates to CSI Annual Meeting | Secretary |
| January | ||
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2 |
Mail Institute Award Nominations to Institute | Awards Chair |
| 5 | Notify Institute of location of Certification Exams and the names of Exam Proctors | Certification Chair & Proctors |
| 10 | Contact ACM and Maine Safety Council to secure names of two representatives of each organization to serve as judges for the Ralph Knowlton Memorial Award. | Knowlton Award Committee Chair |
| 15 | Identify Chapter Member who should be nominated for Region Distinguished Service Award, select member to Chair Committee to prepare nomination and start nomination process | Board & RDS Award Nominating Committee |
| 15 | Identify Chapter Members, activities, firms, or organizations that should be nominated for Region Award and start nomination process | Board & Awards Committee |
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15 |
All material for February Newsletter to Editor and Webmaster | |
| February | ||
| 10 | Appoint Tellers Committee to receive and count Chapter election ballots | Board |
| 10 | Nominating Committee report slate of Officers at Chapter Meeting and requests nominations "from the floor" | Nominating Committee |
| 15 | Chapter nominates Chapter Member for Ralph Knowlton Memorial Award and submits nomination to Knowlton Memorial Awards Committee | Board & President |
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15 |
All material for March Newsletter to Editor and Webmaster | |
| 20 | Distribute Chapter election ballots to all Chapter Members eligible to vote | Tellers Committee |
| March | ||
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15 |
All material for April Newsletter to Editor and Webmaster | |
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15 |
Send Ballot for Knowlton Award to Judging Committee | Knowlton Award Committee Chair |
| April | ||
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1 |
Submit Chapter Non-profit Corporation papers to State | Registered Agent |
| 10 | Request recommendations for Chapter Awards from Chapter Membership | Awards Chair |
| 10 | Report Chapter election results to Chapter Membership | Tellers Committee |
| 15 | Appoint Chapter Committee Chairs for coming year | Board-elect |
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15 |
All material for May Newsletter to Editor and Webmaster | |
| 30 | Notify Institute Office and Institute Directors of coming years Officers & Committee Chairs | Secretary |
| May | ||
| 10 | Assure that recipient of Ralph Knowlton Memorial Award will attend Chapter Awards Night | President |
| 10 | Invite Barbara Knowlton to Awards Night activities as a guest of the Chapter to present the Ralph Knowlton Memorial Award | President |
| 10 | Order Ralph Knowlton Award Plaque | Knowlton Award Committee Chair |
| 10 | Identify any Chapter Member who should be nominated for Institute Fellowship, Appoint Committee to prepare nomination and begin nominating process | Board & Fellowship Nominating Committee |
| 15 | Committee Chairs submit budget request for coming year to Chapter Treasurer | Committee Chairs & any Appropriate Board Members |
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15 |
All material for June Newsletter to Editor and Webmaster | |
| 20 | Identify Chapter Award Recipients and prepare Award Certificates | Board & Awards Chair |
| 20 | Send Region Distinguished Service Award Nomination to Region Awards Chair | RDS Award Nominating Committee |
| 20 | Send Region Awards Nominations to Region Awards Chair | Awards Committee |
| 30 | Chapter Committee Chairs submit Annual Committee Report | Committee Chairs |
| June | ||
| 7 | Draft Budget for following year submitted to Board | Treasurer & Finance Committee |
Officers
& Directors
Responsibilities
Updated 7/30/03
Index - Click on position for speedy access
President 1st Vice President 2nd Vice President Secretary Treasurer Chapter Directors Immediate Past-president Region Director Chapter President
Responsibilities
Prepare Agendas for Board and Membership Meetings
Preside over Board and Membership Meetings
Serve as Chair of Chapter Delegation to Region Conferences
Appoint Chairs of Chapter Standing and Special Committees
Serve as Official Spokesperson for Chapter
Arrange with Institute Directors for Chapter visitations.
Sign "Official Documents" on behalf of the Chapter.
Send "Welcome Letter" to all new Chapter members.
Prepare "letters of appreciation" and "special invitations to Chapter events"
Maintain liaison with Institute Directors
Prepare monthly column for Chapter Newsletter
Verify that members responsible for specific activities and reports have met their obligations.
Chapter 1st Vice President/President-elect
Responsibilities
Attend Board Meetings
Perform the appropriate duties of the President in the absence of the President
Serve as Chair of the Chapter "Programs Committee"
Become familiar with the duties of the President
Assist in the identification of Members to serve as Committee Chairs.
Perform additional duties as assigned by the President or Chapter Board
Chapter 2nd Vice President
Responsibilities
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Attend Board Meetings |
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Serve as Vice-chair of the Chapter "Programs Committee" |
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Solicit "Member Profiles" for publication in
Chapter Newsletter and submit them to the Editor |
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Assist in the identification of Members to serve as Committee Chairs. |
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Perform additional duties as assigned by the President or Chapter Board |
Chapter Secretary
Responsibilities
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Attend Board Meetings |
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Prepare minutes of Board Meetings for publication in Chapter newsletter. |
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Receive and distribute or answer all correspondence addressed to Chapter. |
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Punctually submit Reports or Forms required by the Institute Office. |
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Co-sign "Official Documents" on behalf of the Chapter. |
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Assure that Board members are notified of Board Meetings at least 7 days prior to meeting. |
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Perform additional duties as assigned by the President or Chapter Board. |
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Prepare Annual report of activities that includes
identifying any Board actions that should be recorded |
Chapter Treasurer
Responsibilities
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Attend Board Meetings |
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Collect and receipt for monies and securities. |
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Deposit Chapter funds in appropriate accounts |
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Pay all appropriate invoices on behalf of Chapter. |
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Maintain accurate records of income and expenses. |
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Provide periodic and Annual Report of Chapter finances. |
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In cooperation with Chapter Finance Committee, prepare Annual Chapter Budget. |
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Submit "Tax Reports" as required by governmental agencies. |
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Perform additional duties as assigned by the President or Chapter Board. |
Responsibilities
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Attend Board Meetings. |
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Assume an active role in the governance of the Chapter. |
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Assist in identifying Chapter Members to serve on Chapter Committees. |
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Keep abreast of Chapter, Region and Institute activities. |
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Promote Chapter Membership and participation in Chapter, Region, and Institute activities. |
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Serve as "Greeters" at Chapter Meetings. |
Chapter Immediate Past-president
Responsibilities
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Attend Board Meetings |
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Serve as "Advisor to the Board" |
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Assist in the identification of Members to serve on the Chapter Board or as Committee Chairs. |
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Perform additional duties as assigned by the President or Chapter Board |
Chapter "Region Director"
Responsibilities
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Attend Board Meetings |
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Represent Chapter at Region Board Meetings |
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Transmit Chapter concerns to Region Board |
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Prepare report for Chapter Newsletter covering Region
activities and events as well as Region |
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Promote Chapter involvement in Region activities and events. |
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Recommend Chapter Members for Region Committee Chair positions. |
Chapter Committee
Responsibilities
Updated: 7/30/03
Index - Click on Committee for speedy access
Academic Affairs Awards Certification Editor Education Electronic Communications Finance Historian Membership Newsletter Ads & Billing Committee Nominating Program Ralph G. Knowlton Memorial Awards Scholarship Social Tabletop Technical Tellers Academic Affairs Program Committee
(NOTE: Name of Committee revised to agree with Institute)
Responsibilities
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Serve as Chapter’s primary contact with higher education institutions |
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Publicize, implement and administer the Institute’s Academic Affairs Program at the Chapter level. |
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Encourage higher education institutions to offer courses in construction communications. |
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Assist faculty members in securing Chapter members to serve
as guest lecturers in existing |
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Encourage faculty members to expose students to CSI
documents such as the "Project Resource Manual - Manual of Practice" |
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Assist Chapter Membership Chair in promoting CSI Student Membership to higher education students. |
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Promote the creation of "Student Affiliates". |
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Promote application for Maine CSI Scholarships by eligible students. |
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Promote nominations for the Dale C. Moll Student Activity Fund Award. |
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Organize at least one Chapter program each year devoted to "Student Mentoring". |
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During year, prepare two articles for Chapter Newsletter
promoting "the Chapter, Region or Institute |
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Prior to May 30th, prepare "Annual
Report" of Committee activities showing major activities,
problems |
Membership
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Chair and at least two members (one of which may be designated as co-chair) as permanent members. |
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Members should represent geographical localities of appropriate higher education institution |
Awards Committee
Responsibilities
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Recommend recipients of Chapter Awards to Chapter Board. |
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Prepare Chapter Award Certificates. |
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Identify "Pin Chevron" recipients and arrange for presentation of Chevrons at Awards Banquet. |
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Following Awards Banquet, prepare listing of Chapter
Awards for publication in Newsletter and on Web |
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Recommend Region and Institute Award nominees to Chapter Board. |
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Identify and recommend individuals to serve as primary
author for preparation of Region and Institute |
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Prepare nomination submissions for Region and Institute Awards after Chapter Board has approved nomination. |
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During year, prepare two article for Chapter Newsletter promoting "Awards Program" |
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Participate in Institute teleconferences dealing with "Awards Program issues". |
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Prior to May 30th, prepare "Annual
Report" of Committee activities showing major activities, problems |
Membership
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Chair and at least two members (one of which may be designated as co-chair) as permanent members |
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Individuals serving as primary authors of Region or
Institute Award Nominations serve as "temporary |
Certification Committee
Responsibilities
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Serve as source of information to Chapter members on Institute Certification Programs. |
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Promote value of CSI Certification to firms purchasing construction products or design/construction services. |
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Promote CSI Certification to members and non-members. |
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Arrange for Certification Study Courses as appropriate for interest and expected participation. |
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Arrange for Certification Exam sites. |
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Select and arrange for Certification Exam Proctors. |
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Notify Institute of Exam site locations and Names of Proctors. |
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During year, prepare two articles for publication in Chapter Newsletter promoting or explaining CSI Certification. |
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Participate in Institute teleconferences dealing with "Certification" issues. |
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Prior to May 30th, prepare "Annual
Report" of Committee activities showing major activities, problems
that were encountered, and activities that were not successful. A copy
of the report should be provided to all |
Membership
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Chair – Chapter member holding CCS, CCPR or CCCA Certification. |
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A minimum of two members (one of which may be
designated co-chair), each representing a different |
Responsibilities
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Prepare and distribute 10 issues each year of the
Chapter hardcopy newsletter. Newsletter to be |
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Obtain material from Officers, Committee Chairs or members for inclusion in newsletter. |
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Promote members writing articles for newsletter. |
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Assist in promoting Chapter activities through material contained in newsletter. |
Assistance
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Assistant Editor who should assist Editor in the
collection of materials to be published or in |
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Photographer |
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Reporters |
Education Committee
Responsibilities
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Serve as source of information to Chapter Members
on "Continuing Education Requirements" for |
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Identify subject areas, secure speakers and
organize one or two educational seminars (depending |
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Arrange for facilities and food service for
seminars (may be done in co-operation with Program |
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Prepare and distribute material to promote Seminars. |
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Collect payments for seminars and deliver funds to Chapter Treasurer. |
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Prepare "Attendance Certificates" for
members who requested then, for Membership Meetings |
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During year, prepare two articles covering "Education Issues" for publication in Chapter Newsletter. |
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Participate in Institute Teleconferences dealing with "Education" issues. |
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Prior to May 30th, prepare "Annual
Report" of Committee activities showing major |
Membership
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Chair |
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Sufficient number of members to handle committee responsibilities. |
Electronic Communications Committee
Responsibilities
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Maintains the Chapter Web Site |
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Arranges for Chapter web site domain and Service Provider for Chapter web site. |
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Expands Chapter web site as appropriate |
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Contacts other Maine design/construction related
organizations for organization’s meeting |
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Maintains a file of e-mail addresses for Chapter Members |
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Distributes notifications of publishing of Chapter
Electronic Newsletter and other issues of importance |
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Obtains from Institute and maintains archive of Chapter’s "month-end" Membership reports. |
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Provide Editor with mailing labels or listing of Members for distribution of hardcopy newsletter |
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Responsible for forwarding to Chapter Officers,
Directors, or other Committee Chairs, e-mail |
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Maintain Maine Chapter information on Region Web Site. |
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Maintains archive of Chapter Electronic
Newsletters and makes copies of individual newsletters |
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Prior to May 30th, prepare "Annual
Report" of Committee activities showing major |
Membership
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Chair |
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Co-chair |
Finance Committee
Responsibilities
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With the assistance of the Chapter Treasurer,
prepare Chapter Budget for the next fiscal year |
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Periodically review with Chapter Treasurer, the
status of the current budget and recommend any |
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Periodically review with Chapter Treasurer, the status of all current Chapter accounts. |
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Participate in Institute Teleconferences dealing with "Finance" issues. |
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Prior to May 30th, prepare "Annual
Report" of Committee activities showing major activities,
problems |
Membership
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Chair |
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At least two members in addition to Chair. |
Responsibilities
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Maintain archive of hard copy Chapter Newsletters |
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Collect and maintain archive of newspaper or
magazine clippings dealing with the Maine Chapter |
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Maintain archive of correspondence addresses to Chapter that should be retained. |
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Maintain archive of "Annual Reports"
submitted by Chapter Officers and Committee Chairs, and |
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Maintain archive of Awards presented to Chapter and provide them for display at appropriate occasions. |
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When new "Historian" appointed, assure
that all appropriate records, files, and archives are |
Assistance
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Assistant Historian who should assist Historian in the collection of materials to be archived. |
Membership Committee
Responsibilities
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Develop programs to promote Chapter Membership. |
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Recruit new members |
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Assist Academic Liaison Chair in recruiting "Student Members" |
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Promote membership renewal. |
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Arrange for "New Member Orientation". |
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Recommend members for change in membership status and
prepare appropriate forms for submission |
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Contact appropriate retired members relative to Chapter payment of Institute dues. |
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Assure that all new members receive membership pins. |
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Assure that at least one member of Committee attends each Chapter membership meeting. |
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At first meeting attended by "new member" introduce new member at appropriate time during meeting. |
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During year, prepare two articles for Chapter Newsletter covering "Membership Issues". |