Policies & Procedures
Revised Jan/2006 (With Updated Committes & Reps. To ISA as of Sept./2008)
COMMITTEE DESCRIPTIONS
($ demotes a committee for which an annual budget is required)
ARBOR DAY COMMITTEE $
General Committee Responsibilities:
1. Coordinate Arbor Day proceedings with Program Committee.
2. Coordinate with Publicity Committee.
3. Promote Arbor Day to general membership via newsletter.
4. Assist in determining recipients of Gold Leaf Award and coordinate with Awards Committee.
AWARDS COMMITTEE $
General Committee Responsibilities:
1. Determine recipients for all annual awards, to include award of merit, nominating candidates for annual ISA special awards and banner awards, and other award as deemed appropriate.
2. Submit nominations for ISA awards prior to the designated deadlines.
BASIC ARBORICULTURE SCHOOL COMMITTEE
General Committee Responsibilities:
The chairman of this committee shall be a Penn-Del Chapter member and will coordinate activity between the Penn State Extension liaison and the committee.
1. Plan and organize: instructors, speakers, certificates, facilities and registration.
2. Coordinate dates with Newsletter Committee and other publicity.
3. Coordinate graduation with Publicity Committee. Obtain group picture and names of all graduates.
4. The President of the Penn-Del Chapter or another officer should be present at graduation ceremony to address the gathering.
ISA DIRECTOR $
The Chapter Representative to the Board of Directors of the International Society of Arboriculture shall represent all members of ISA in matters coming before the Board, as well as interests of the Chapter. The ISA Director shall attend meetings as scheduled by ISA.
BUDGET AND FINANCE COMMITTEE $
General Committee Responsibilities:
1. Develop and monitor total budget for the Penn-Del ISA Chapter.
2. Coordinate with committee chairs to establish working budgets
3. Determine sources and amounts of revenues.
4. Monitor and adjust income fees as necessary.
CERTIFIED ARBORIST LIAISON TO THE ISA $
The Certified Arborist liaison shall attend 2 Certified Arborist Board meetings per year as scheduled by the ISA.
General Responsibilities:
1. Serve as liaison with ISA for Penn-Del Chapter. Disseminate information from ISA to Chapter Certified Arborists.
2. Work with ISA concerning continuing education credits and provide forms for CEU's at meetings.
3. Set up dates, locations, proctors for exams to be given at least twice each year. Collect exams, CEU forms and other forms and send to ISA .
CHAPLAIN
The chaplain shall open all executive meetings, general meetings, and others as appropriate with a non–denominational prayer.
EDUCATION COMMITTEE $
Chaired by the vice president
General Committee Responsibilities:
1. Schedule all Penn-Del Chapter educational programs for the year .
2. Work with Symposium committee to obtain speakers and establish agenda for the annual conference.
3. Notify Newsletter Editor and Publicity Committee of all programs through-out the year. Suggest extra mailings for specific programs to increase attendance. Possibly locate in other parts of the state.
HISTORIAN COMMITTEE
General Committee Responsibilities:
1. Maintain a permanent record of chapter activities, events and participants, including officers, awards, and other notable details.
2. Coordinate articles on Chapter history with Newsletter Committee.
3. Compile and keep updated a scrapbook including available pictures.
MEMBERSHIP COMMITTEE $
Chaired by the president elect.
General Committee Responsibilities:
1. The chair shall form a committee to focus on the following responsibilities. A report shall be prepared for each Chapter Board meeting.
2. Coordinate membership drives with Newsletter editor.
3. Prepare budget, monitor expenses and report to Budget and Finance Committee.
4. Provide follow-up to retain lapsed members.
5. Determine goals and follow through to increase new membership.
6. Approach colleges and universities.
7. Provide membership updates to ISA.
NOMINATING COMMITTEE
Chaired by president elect
Three past presidents comprise this committee and one non-board member shall be appointed. They shall solicit nominations for Chapter elected and appointed positions as provided in the by-laws. Nominations shall be brought before the Chapter Board for approval.
PAST PRESIDENTS ADVISORY COMMITTEE $
General Committee Responsibilities
1. This committee shall consist of all Past Presidents of the Penn-Del Chapter. The committee shall elect its chairman annually.
2. The committee shall serve in an advisory or consulting capacity to the Chapter Board. It shall promote and preserve the objectives, traditions, and professionalism of ISA and the Penn-Del Chapter of ISA.
3. Special efforts should be directed to supporting the work of the TREE Fund.
4. The Chapter will sponsor a luncheon for all Past Presidents at the annual Symposium. Symposium registration will be paid for all past presidents over age 65.
5. During the year the Chapter will sponsor an annual dinner for Past Presidents Advisory Committee. Spouses or guests are invited at their own expense.
6. The committee shall appoint one past president to serve on the Chapter Board.
POLICY AND PROCEDURES COMMITTEE
General Committee Responsibilities:
1. To review and revise constitution and by-laws as needed at the request of the Chapter Board.
2. Review and maintain the Polices and Procedures documents.
3. This committee shall hold at least one meeting per year, announced in advance for input from the Board.
PROPERTIES COMMITTEE
General Committee Responsibilities:
1. Inventory and publish Chapter property.
2. Arrange storage for all property and list locations.
3. Assist in staging exhibits for various programs.
4. Report summary of cost for new items to Budget Committee.
5. Monitor and detail projected budget as needed.
SYMPOSIUM COMMITTEE $
Chaired by president elect
The Committee will include the Vice President and the current President. Other appointees are to be made by the chairman and at the discretion of the committee. The executive secretary will serve as coordinator of the Symposium.
At the first Board meeting after the annual Symposium, the Chair of the Symposium Committee shall present a preliminary program for the following year. A set of guidelines for planning the Symposium, including deadlines for completion, shall be compiled.
SCHOLARSHIP COMMITTEE
General Committee Responsibilities:
Organize and plan an annual fund raising event, with proceeds to the scholarship fund. The committee will award the scholarship to a deserving student to study arboriculture. The committee will promote and publicize the scholarship to high schools, colleges, agencies and scholarship organizations to seek
TREE CLIMBING CHAMPIONSHIP STEERING COMMITTEE $
General Committee Responsibilities: The primary responsibility of the Tree Climbing Championship Committee is to oversee all Tree Climbing Championships held by the Penn-Del Chapter and to ensure that they are conducted according to all rules of the ISA TCC. The committee shall consist of one chairman appointed by the President, and 4 appointed members from throughout the geographical area of the Penn-Del Chapter.
1. Organize all TCC activities, to include publicity, registration, horticulture booth, judging, set-up, insurance, prizes and miscellaneous activities
2. Arrange for host site.
3. Provide Awards for contestants.
4. Prepare budget, monitor expenses and report to Budget and Finance Committee.
5. Chapter Board will determine the winning Chapter contestant to attend the International Jamboree. The ISA office is to be notified by the Executive Secretary.
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 description list. The Chair of each of these committees is responsible for presenting a budget for the coming year, each November for the following fiscal year, to the President and treasurer. A revised budget may be presented at the March meeting.
Other committees or members requesting funds for their activities shall submit a budget to the Chapter Board for approval on an individual basis. When Chapter members are required to travel, budgets will be based on the lowest fares and expenses available.
Unexpected expenses should be requested before the expense is incurred. Requests for immediate funding should be directed to the President or Treasurer, and approval by the Executive Committee is necessary prior to disbursements being made.
AUTHORIZED CHAPTER EXPENSES
PRESIDENT: The Chapter will pay all necessary expenses for the President to attend the Annual ISA meeting, Chapter Board meetings and functions, and lodging 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 as described for the President. As Shade Tree Symposium chairman, Symposium lodging, will be paid by the Chapter.
VICE-PRESIDENT: When the Vice-President is acting in place of the President, expenses will be paid as described for the President. As a member of the Symposium Committee, Symposium lodging will be paid by the Chapter.
EXECUTIVE SECRETARY: Chapter will pay all necessary expenses incurred while performing duties, including ISA membership, subject to approval by the Chapter Board.
ISA DIRECTOR: The Chapter will pay all necessary expenses incurred while attending ISA Board of Directors meetings, including travel, food, lodging and registration to the annual conference.
TREE FUND LIAISON: This is an appointed position. The liaison is required to attend ISA meetings as designated by ISA. The Chapter will pay for travel, meals and 2 nights lodging for meetings not covered by ISA or the TREE Fund.
ISA CERTIFIED ARBORIST LIAISON COMMITTEE: The Chapter will pay transportation, meals and one night's lodging to the ISA Annual meeting in August. The Chapter will pay transportation, meals and lodging to the yearly ISA Certified Arborist meeting. The Chapter will not cover registration to the Annual Shade Tree Symposium .
INTERNATIONAL TREE CLIMBING CHAMPIONSHIP CONTESTANT: The Chapter will sponsor one chapter Jamboree winner each year to attend the National Tree Climbing Championship at the ISA annual conference. The Chapter will pay travel, meals and 2 days lodging and the required entrance fee. Registration to the ISA conference 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 Chapter Board. The Chapter will pay all necessary expenses for the one or two people who attend, including travel, meals and lodging.
CONTINGENCY EXPENDITURES: In the event that money must be spent above and beyond the budgeted and expected amounts, the Chapter Board will review such requests prior to expenses being incurred.
PAST PRESIDENTS ADVISORY COMMITTEE: The Chapter will sponsor a luncheon at the annual Symposium, complimentary registration for those over 65 years and retired from active employment, and an annual dinner for Past Chapter Presidents.
SYMPOSIUM EXHIBITOR CHAIR: The Chapter will pay 2 nights lodging and registration for the Symposium.
ISA Guests: The Chapter will provide lodging, meals and registration, and will provide a welcome note and gift for the official representative from the ISA attending the Annual Penn-Del Chapter Shade Tree Symposium.
POLICY AND PROCEDURE FOR OFFICERS
PRESIDENT
The President is authorized to appoint all committee chairmen unless otherwise noted in the Chapter Bylaws, 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 actions of committees, task forces and liasons. 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 announcement of officers following the annual Symposium, the president shall meet with the Chapter Board to review responsibilities and Policy and Procedures.
The President will be responsible for formulating an agenda for each Board meeting.
The President, working with the Treasurer will establish budget criteria and guidelines for committees. Before the beginning of the fiscal year each committee chair shall present to the President a budget for the coming calendar year. A revised budget may be presented at the March meeting.
The President shall conduct an annual performance review of the Executive Secretary, using standardized review guidelines. The Executive Secretary shall be a part of this review. In closed session, the Board shall decide the terms of the contract for the Executive Secretary for the following fiscal year.
New members to the Chapter 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 Conference and the Chapter Presidents meeting at this conference. If he/she cannot attend, the responsibility will go to the President Elect. The Chapter will pay his/her expenses (travel, lodging, meals, and registration) for attending this meeting within the constraints of the budget.
PRESIDENT ELECT
The President Elect shall work closely with and take 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 chairman of the Symposium Committee, and work with the Education committee to obtain speakers, and establish the agenda for the two day conference. This includes keeping within the budgetary guidelines established by the Board for speaker expenses, honorariums etc. The President Elect shall appoint a person responsible for ensuring that deadlines for symposium planning are met. The appointed person will communicate with the Symposium Committee and the Executive Secretary during the planning process.
The President Elect shall serve as chairman of the Nominations Committee.
The President Elect shall serve as chairman of the Membership Committee.
The President Elect shall serve on the 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, the Vice President will assist committee chairs in planning and supervising 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 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 scheduled throughout the year.
SECRETARY
The Secretary is a director–at–large on the Chapter Board.
The Secretary shall take the minutes of the meetings of the Chapter Board and all meetings of the general membership.
It is the responsibility of the Secretary to see that a copy of all Chapter Board meeting minutes and the annual business meeting minutes are sent to the Executive Secretary for mailing to all Board, and to the ISA office, as required.
TREASURER
The Treasurer is a director–at–large on the Chapter Board.
The Treasurer shall work with budgeted committees to establish annual budgets, and record projected budgets as presented by each committee chair.
The Treasurer shall assist the President in preparing a budget for the year to be submitted to the Chapter Board prior to the beginning of each fiscal year.
The Treasurer shall prepare a report on finances for presentation at each Chapter Board meeting as well as any general membership meetings. A year–end financial report shall be submitted to the President and the Chapter Board prior to the first Board meeting of the fiscal year.
An expense report and all original receipts shall accompany any written request for reimbursement to any chapter member, officer, director or other individual 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 Chapter. Checks for amounts greater than $2,000.00 shall require two approved signatures.
EXECUTIVE SECRETARY
The Executive Secretary shall be an independent contractor to the Chapter, hired by the Chapter Board of Directors on an annual basis. The contract may be renewed or terminated at the discretion of the Chapter Board following a performance review conducted by the President. The fee for this position will be determined and paid at the discretion of the Chapter Board. The Executive Secretary is a non-voting member of the Penn-Del Chapter Board.
The Executive Sectary shall serve as the chief staff executive and supervise the activities of other staff hired to assist the Chapter.
The Penn-Del Chapter will underwrite a membership in ISA for the Executive Secretary.
The duties of the Executive Secretary shall include, but not be limited to,
- assisting the Chapter President in coordinating all functions of the Penn-Del Chapter through the course of the year, including the budget and finance processes.
- serving as permanent coordinator to assist the Symposium committee and to keep detailed records of plans and facilities for each year.
- serving as Editor for the quarterly newsletter.
- developing membership materials, and communicate with delinquent and lapsed members to encourage Penn-Del membership.
- maintaining up-to-date membership rolls, and coordinating member lists with ISA. Mail dues notices to all Chapter members as necessary.
- corresponding with officers and committee chairs on, at least quarterly.
- assisting chair-persons and officers in the mailing of notices to the membership, Certified Arborist examination schedules, and other Chapter event dates.
- representing the Penn-Del Chapter at official functions when necessary, and attending functions in the absence of the officers of the Chapter Board. Expenses will be paid according to these policies.
- preparing memoranda and distributing correspondence to the Chapter Board, membership, and ISA offices, including Chapter Newsletter, Chapter Board meeting minutes, etc.
- reports of Chapter activities to the Board, ISA and the membership.
- 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.
- welcoming of guests and dignitaries at Chapter events.
- welcoming of new Chapter members.
- notifying the Board and membership of personal events affecting individual members.
- maintaining financial records and assisting the Treasurer in managing the Chapter’s funds.
- maintaining current records of Certified Arborists in the Penn-Del area and publish the annual directory.
- other duties and activities as directed by the Chapter Board or the President
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