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Policies & Procedures

GUIDELINES FOR CHAPTER EXPENDITURES

• To help committees establish working budgets, the Policy and Procedures Committee has organized this information:
• Committees requiring an annual budget report are marked with a "$" on the Committee list. The Chair of each of these committees is responsible for presenting a budget for the coming year,each January, to the President. A revised budget may be presented at the March meeting.
• Other committees or members requesting funds for their activities may submit a budget to the Executive Committee for approval on an individual basis. When Chapter members are required to travel, budgets will be based on the lowest fares available. This means planning the trip at least 30 days ahead of time. Travel budgets should be based on these low fares.

AUTHORIZED CHAPTER EXPENSES

PRESIDENT

The Chapter will pay all necessary expenses for the President to attend the Annual ISA meeting, Chapter Executive Committee meetings and functions, and necessary expenses to the Annual Penn-Del Chapter Shade Tree Symposium. If the President attends the Annual Leadership Conference, the Chapter will pay all necessary expenses.

PRESIDENT ELECT

When the President Elect is acting in place of the President, expenses will be paid in the same capacity as for the President.

VICE-PRESIDENT

When the Vice-President is acting in place of the President, expenses will be paid in the same capacity as the President. As Penn-Del Chapter Shade Tree Symposium chairman, all necessary expenses will be paid by the Chapter.

SECRETARY and TREASURER

No expenses are covered unless otherwise authorized.

EXECUTIVE SECRETARY

Chapter will pay all expenses incurred while performing duties, including ISA membership.

CHAPTER REPRESENTATIVE TO THE ISA BOARD OF DIRECTORS

The Chapter will pay all necessary expenses incurred while attending 2 ISA meetings per year (January and August) including travel, food, lodging and registration.

RESEARCH TRUST LIAISON

This is an appointed position. The liaison is required to attend 2 ISA meetings per year. The Research Trust out of the ISA office covers expenses for all but the August meeting. The Chapter will pay travel and 2 nights lodging for the August meeting.

CHAPTER LIAISON TO THE ISA CERTIFIED ARBORIST BOARD

The Chapter will pay transportation and one night's lodging to the ISA Annual meeting in August. The Chapter will pay transportation and lodging to the yearly ISA Certified Arborist meeting in Savoy, Illinois. The Chapter will not cover registration to the Annual Shade Tree Symposium.

CERTIFIED ARBORIST BOARD MEMBER

The Board member is required to attend two meetings per year. The Certification program out of the ISA office covers the expenses for the January meeting. The Chapter will pay transportation and lodging to the August meeting.

CERTIFIED ARBORIST TEST COMMITTEE MEMBER

The Certification Program of the ISA office covers costs for all meetings.

NATIONAL TCC CONTESTANT

The Chapter will sponsor one chapter Jamboree winner each year to attend the National Tree Climbing Championship in August. The Chapter will pay travel and 2 days lodging and the required entrance fee. Registration is not required for contestants.

ANNUAL LEADERSHIP CONFERENCE

The President should attend this annual event, or the President Elect if so delegated. The Chapter has the option to send 2 people, the Executive Secretary to be among the possible choices as decided by the Executive Committee. The Chapter will pay all necessary expenses for the one or two people who attend.

EMERGENCY EXPENDITURES

In the event that money must be spent above and beyond the budgeted and expected amounts, the President, the President-Elect, and the Treasurer will serve as an emergency funding committee to review such requests.

PAST PRESIDENTS ADVISORY COMMITTEE

The Chapter will sponsor a luncheon at the annual Symposium, complimentary registration for those over 65, and an annual dinner for members of this committee.

SYMPOSIUM EXHIBITOR CHAIRMAN

The Chapter will pay 2 nights lodging at the Symposium.

CHAPTER REPRESENTATIVE

from western PA: appointed by the President. The Chapter will pay transportation and 1 nights lodging to each Chapter executive committee meeting, including the meeting held at the annual Symposium.

• The Chapter will pay lodging and registration and will provide a welcome note and gift for the Representative from the ISA attending the Annual Penn-Del Chapter Shade Tree Symposium.

POLICY AND PROCEDURE FOR OFFICERS

PRESIDENT

• The President of the Penn-Del Chapter of ISA shall serve a term of one year. He/she may be elected to a consecutive term if desired and must present the decision for review at an Executive Committee meeting 6 months before installation of a new president. The President cannot serve more than two consecutive years.
• The President is authorized to appoint all committee chairmen, to be reviewed on an annual basis. He/she shall serve as an ex-officio member of all committees.
• The President should keep informed regarding goals, activities, and action of committees. At the beginning of the year, the President will communicate by meeting or otherwise notifying all chairmen to review responsibilities, definition of duties, goals for the year, and to review and establish a budget for the coming year. After the election of officers following our annual meeting, the new president shall meet with the executive board to review responsibilities and policy and procedures for officers.
• The President will be responsible for formulating an agenda for each meeting.
• Each committee chairman shall present to the President a budget for the coming calendar year. A revised budget may be presented at the March meeting. The President, working with the Treasurer will establish budget criteria and guidelines for committees.
• The President shall give an evaluation report on the Executive Secretary at the November Executive Committee meeting and ask for a vote of confidence.
• New members shall be welcomed by a letter from the President.
• Presidential personal ISA expenses are budgeted. The President must keep his/her expenses within the constraints of the budget.
• The President shall attend the ISA convention and the Chapter Presidents meeting at this convention. If he/she cannot attend, the responsibility will go to the President Elect. The Chapter will pay his/her expenses (travel, room, meals, and registration) for attending this meeting within the constraints of the budget as prepared yearly previous to anticipate expected expenses.

PRESIDENT ELECT

• The President Elect shall be elected for the term of one year. He/she may be elected to a consecutive term if desired according to the procedure described for President, and also with a 2-consecutive term limit.
• The President Elect shall work closely with and take all directives from the President.
• The President Elect shall assist the President and , in the event of the President's absence or disability, shall perform the duties of the President.
• The President Elect shall serve as chair of the long range planning committee, assist the President regarding all committee heads, and oversee the Vice President regarding general committee responsibilities.
• The President Elect shall serve as chairman of the Symposium Education Committee, obtain the speakers and establish the agenda for the two day conference. This includes keeping within the budgetary guidelines established by the Executive committee heads regarding speaker expenses, honorariums, etc.
• The President Elect shall serve as chairman of the Membership Committee.
• The President Elect shall serve on Policy and Procedures committee and attend meetings.

VICE PRESIDENT

• The Vice-President shall be elected for the term of one year. He/she may be elected to a consecutive term if desired according to the procedure described for President and also with a two consecutive year limit.
• The Vice President will serve as the Education chairman for the chapter and a member of the Symposium committee. In addition to assisting the President Elect and Executive Secretary in carrying out their duties, he will assist committee heads in planning and supervising all programs for the year.
• The Vice-President shall serve on the Policy and Procedures Committee and attend their meetings.

  General Committee Responsibilities of the Vice President:

  • Assist in scheduling all Penn-Del Chapter programs for the year, including Arbor Day, Tree Jamborees, Fall and Spring meetings, Symposium, Scholarship Fund raiser and any other programs of interest throughout the year.
  • Notify Executive Secretary of all programs throughout the year to monitor closely the membership progress.
  • Assist in developing the yearly chapter budget, and monitor through the year.

IMMEDIATE PAST PRESIDENT

• The Immediate Past-President shall be responsible for submitting candidates for chapter awards to the ISA by the deadline date of April 15th. The Immediate Past President is also responsible for meeting the deadline of May 15 for submission of entries for banner awards from ISA. Each committee shall write reports and turn them in to the Immediate Past President. He/she shall chair the nominating committee for officers and submit the list of candidates at the November Executive Committee meeting. Nominations for Vice President will be opened in the summer newsletter, ballots will be distributed in the fall to voting (regular) members only.

SECRETARY

• The Secretary is a member of the Executive Committee. He/she shall be elected for a term of one-year; the term is renewable.
• The Secretary shall take the minutes of the meetings of the Executive Committee and all meetings of the general membership.
• It is the responsibility of the Secretary to see that a copy of the Executive Committee meetings and the Annual Meeting minutes are sent to the Executive Secretary for mailing to all Executive Committee members and representative to the Board of Directors of ISA and to the ISA office.

TREASURER

• The Treasurer is a member of the Executive Committee, elected for a term of one year. The term is renewable.
• The Treasurer shall record projected budgets as presented to him/her by each committee head.
• The Treasurer shall assist the President in preparing a budget for the year to be submitted to the Executive Committee prior to the beginning of each new year for presentation at the Annual Symposium.
• The Treasurer shall prepare a report on finances for presentation at each executive committee meeting as well as any general membership meetings. A year end financial report shall be submitted to the President and the Executive Committee, to be presented at the general membership meeting.
• All receipts as well as an expense report shall accompany the written request for reimbursement before reimbursements are made.
• The Treasurer, the President, and the Executive Secretary are authorized to sign or deposit any checks written as part of the normal operations of the corporation.

EXECUTIVE SECRETARY

• The Executive Secretary shall be appointed for one calendar year, and must be renewed at the November Executive Committee meeting each year. The fee for this position will be determined and paid at the discretion of the Executive Committee. The Executive Secretary is a non-voting member of the Penn-Del Chapter executive Committee.
• The duties of the Executive Secretary shall include:
  • assisting the Chapter President in coordinating all main functions of the Penn-Del Chapter through the course of the year including the budget and finance process.
  • serving as permanent coordinator to assist the Vice-President as Chair of the Annual Symposium committee and to keep detailed records of plans and facilities for each year.
  • serving as Editor for the quarterly newsletter (under guidance of Chapter President).
  • developing all membership materials, communicate with delinquent and non-members to encourage Penn-Del membership. Maintain up-to-date membership rolls. Mail dues reminders.
  • corresponding (phone/mail) with all committee chair-persons and officers on, at least, a quarterly basis.
  • assisting chair-persons and officers in the mailing of notices, examination and activity dates.
  • representing the Penn-Del Chapter at official functions when necessary, and attend functions in the absence of the officers of the Executive Committee. Expenses will be paid.
  • preparing memorandums and distributing correspondence to Executive Committee, membership, and International offices, to include Chapter Newsletter, Executive Committee meeting minutes, and reports of Chapter activities.
  • involvement in public relations for chapter events and activities.
  • preparing an annual report for the President on November 1 each year, to include hours spent by task, accomplishments, and expenses.
  • assuming responsibilities once held by Sunshine Committee.
  • assisting the Treasurer in maintaining financial records.
  • maintain current records of Certified Arborists in the Penn-Del area and publish the annual directory.
• The Penn-Del Chapter will underwrite a membership in ISA for the Executive Secretary.