Chair

It is important for the Chair to read the PAM Division Governing Document as well as all the other pages of this manual, including (but not only) PAM Financial Policies.

See also SLA's Training Manual, Division Recommended Practices, and the Tax and Legal Handbook.

The Chair's duties are as follows:

1. Appointment Duties
2. Meeting Attendance
3. General Duties
4. Conference Planning Duties
5. Communications
6. Reporting Duties
7. Calendar

1. Appointment Duties

• To appoint chairs for all committees except the Nominating Committee, as well as any other positions as specified in the Practices Manual. Appointments should be made by the Chair-Elect before assuming the office of Chair, if possible. Appointments should be made for a specific term of office, and written acceptance should be obtained from each appointee. Committees and appointed positions are identified in Section III of the PAM Practices Manual. The Chair works with committee chairs to recruit committee members, if more than one person is required to fulfill the mandate of the committee.
  • Sometimes a PAM member wants to be on a particular committee and goes to the committee chair. Other times, the member may come to the PAM Chair. In any case the PAM Chair should be the central clearinghouse for volunteers and be aware of all committee members.
  • The PAM Chair also appoints roundtable moderators, who are also responsible for providing the subject column for four issues of the PAM Bulletin: for the May issue preceding the conference (in which roundtable topics may be solicited) and for the 3 issues following the conference; be sure to make this clear when recruiting.
  • The task of appointing staff is best started somewhat before the June meeting at which the Chair-Elect becomes chair. However, keep in mind that the June meeting is a good time to meet potential recruits and solicit volunteers, especially those PAM members unfamiliar to the Chair. The SLA deadline for submitting staff information comes soon after the conference. The deadline for submitting a list of staff for the PAM Directory is also after the conference.
  • When making such appointments try to recruit new and previously inactive members.
  • The Award Committee works on a 3 year rotating basis. Each year the chair resigns from the committee, a member from the previous year becomes chair and a new member is appointed. This way the chair has experience and there is some continuity. It is also a good idea to have some member(s) on the strategic planning committee carry over from year to year.
  • Note that the Nominating Committee is NOT appointed by the Chair. The Past-Chair, the Secretary and the Treasurer each appoint one member.
  • The Bulletin Editors are a special case. One is appointed each year, alternating between them. Because of the equipment and skill requirements of the position, this appointment is made by the incoming Chair at the end of the year, for the year following. That is, advertising for the position should start in February and an appointment made before the June meeting.
  • The Practices Manual Editor will forward copies of relevant pages of this manual to committee chairs and other staff as necessary. Make sure to keep that person in the communications loop so that the Manual always reflects PAM policies.
• To appoint an auditor by the end of December to audit the financial statement prepared by the Division Treasurer. The auditor may be neither an elected or incoming Division officer nor a current or incoming member of the SLA Board of Directors. The Treasurer usually suggests appropriate candidate(s) from his/her institution for the Chair's approval.

2. Meeting Attendance

• To plan and preside at Division board meetings. These meetings can be very useful for problem solving and usually include the entire Advisory Board.
• To plan and preside at the Division's annual business meeting and any other Division meetings. As specified in the PAM Division Governing Document, the annual business meeting shall normally be held during the Association annual conference; however in unusual circumstances (e.g., the unlikely event that there is no conference), the Chair may choose to convene a meeting, following the usual rules about providing adequate notice to members. Robert's Rules of Order Newly Revised (latest edition) shall govern all deliberations.
• To attend the SLA Winter Meeting and the Annual Meeting and, while there, to attend the Division Cabinet meetings and any joint meetings of the Division and Chapter Cabinets. If either the Chair or Chair-Elect is unable to attend a meeting, the Chair should appoint another PAM member, preferably an officer, to represent the Division. All Division Chairs and Chairs-Elect constitute the Association's Division Cabinet. Attendance at the meetings of the Cabinets is one of the most important responsibilities of Division officers. The Division Cabinet can be truly effective only if all representatives participate. The Association Office issues a "Call to Meeting" approximately two months before each Board of Directors and Cabinet meeting. This document includes detailed instructions on the preparation of documents for information or action at the Board and Cabinet meetings. The deadline for receipt of documents for placement on the Cabinet's agenda is usually about one month before the meeting. If the Chair has last-minute business to bring to a Division Cabinet meeting, the nature of the business should be brought to the attention of the Division Cabinet Chair a minimum of 24 hours before the start of the meeting. All motions, petitions, resolutions, etc., should be written (typed, if possible) in advance.
• To attend the Association's Leadership meetings and any orientation and meetings for Division officers moderated by the Division Cabinet Chair and Chair-Elect.
• To attend the open sessions of the Board of Directors at the Leadership Summit and Annual Conference as an observer.

3. General Duties

• Serves as Chair of the Executive Board and Advisory Board.
• Reads the PAM Division Governing Document and Practices Manual thoroughly to determine the responsibilities of each PAM officer.
• On assuming office, acquires from the Past-Chair all current records. Those records not needed should be forwarded to the PAM Archivist. (If current records are not received within 20-25 days, contact the Past-Chair to request their transfer.)
• Makes sure all other officers have received their files from previous office-holders.
• Reads all the information sent by the Association office and the Division Cabinet Chair via the Leadership Discussion List and Division Cabinet Community of Practice (both Chair and Chair-Elect should maintain current email listings in their SLA member records).
• Prepares the budget in consort with the Treasurer and other leaders (see also PAM Financial Policies ). The Chair or the Treasurer shall sign for expenditures, with the Chair having general oversight.
• Makes decisions on PAM policy and refers questions to the appropriate officer or the entire Executive and/or Advisory Boards.
• Serves as ex-officio member of all committees except the Nominating Committee.
• Recommends to the Board any measures that will further the objectives and improve the effectiveness of PAM.
• Informs the Leadership Department at the Association Office at once if PAM appoints a representative to another professional society.
• Informs the Leadership Department at the Association Office of appointment/changes throughout the year of elected and appointed offices.
• Sends copies of all reports, publicity, etc., to the Archivist and copies of current correspondence to the Chair-Elect.
• At the conclusion of term as Chair, reviews with the Chair-Elect the responsibilities of the position and any ongoing projects, sends appropriate changes in the Chair section of the Practices Manual to the Manual Editor, forwards all current records to the incoming Chair within 20 days of stepping down from office, and continues responsibilities as Past-Chair.

4. Conference Planning Duties

• Conference planning, begun during the year as Chair-Elect, continues. SLA meeting staff will commmunicate deadlines and reports due via the planners' list. It is important for the Chair to communicate often and early with the roundtable moderators and other members who are assisting with specific programs (see the Roundtable Moderators' Guidelines) and with the Treasurer and Chair-Elect regarding budget and sponsorships.
• It's a good idea for the Chair to share the schedule for PAM programs as early as possible, such as in the November PAM Bulletin.
• The Chair requests the hospitality suite through SLA meeting staff as early as possible (sometimes this is a first-come, first-served situation); however, PAM will pay the hotel for the suite directly upon checking out. Likewise, SLA meeting staff will provide contact information for the hotel catering manager; then PAM's Hospitality Chair will arrange with that person for refreshments at suite events, which will also be paid directly to the hotel. It is recommended that the Chair, the Treasurer, and the hospitality chair review the itemized hotel bill before checking out. Other expenses are billed from SLA HQ (e.g., AV for programs, food for the annual business meeting, CE course and/or tour income and expenses); usually this involves paying a deposit of half the estimated amount before the conference, and the remainder in August.
• If the suite includes a bedroom, the Chair may use it. If an attached bedroom is optional, the Chair may choose to include it in the reservation but is responsible for the expense subject to the regular reimbursement guidelines. (See PAM Financial Policies.)
• Late-breaking agenda items should be incorporated into the roundtables as appropriate.
• The Chair arranges complimentary conference registration (1-day) for speakers.
• After the conference, the outgoing Chair (now Past-Chair) encourages moderators/speakers to provide their notes/presentations for PAM's website and/or the Bulletin, and possibly writes thank-you notes to speakers.

5. Communications

• The Chair keeps the membership updated regarding PAM business, working with the Bulletin Editor, list owner, and webmaster as needed. A specific responsibility is to submit four quarterly "Messages from the Chair" to the Bulletin Editor. It is a good practice to distribute monthly summaries of Division business to the membership via PAMnet.
• To assure that the Chair-Elect is fully informed on all business of PAM and the Division Cabinet, it is important for the Chair to share copies of all PAM and Association-related correspondence with the Chair-Elect, even if the subject matter seems inconsequential. This keeps the Chair-Elect both informed and prepared to substitute for the Chair, in case of an emergency.
• During the year discussions will take place amongst the Executive Board via email. These are effectively electronic executive meetings, and decisions made should be noted by the Secretary with a brief summary of rationale, arguments etc., and included in the minutes to be read at the next "physical" Executive Board meeting.
• Face-to-face interaction at the Leadership Summit and Annual Conference is the best means of establishing a productive rapport with other Division Cabinet members. Between meetings, the telephone, fax, electronic mail, discussion lists and the post office assist the functioning of the informal communications network.
• The Chair may be asked to speak or act officially on matters that are within their areas of official responsibility and on which they are fully informed. When the Association's official position is known, particularly when it has appeared in writing, it should be quoted to ensure consistency of response. Advice from Association leadership should be sought when the official position is not known. Without exception, new or controversial matters should be referred to the Association President and Executive Director. This is particularly important when drafting a statement that will reflect the Association's position.

6. Reporting Duties

• All SLA unit officers (and committee chairs) must sign the SLA Leadership Code of Responsibility. The Chair distributes these forms at the beginning of each term of office and ensures that relevant PAM staff submit them.
• The Chair must submit several specific reports that are due at predetermined times during the Association's business year. These reports must be submitted on or before the stated deadlines. Regardless of which PAM officer or committee chair has the responsibility for preparation and distribution of a report, the Chair is responsible for seeing that all deadlines are met. Refer to Section H. (??) for the Association Action Deadline Chart. See also, SLA Unit Reporting Requirements Policy. Timely submission of the division annual report is required in order to receive the dues allotment the following year.

7. Calendar

June (immediately after taking office)

• Plan for and chair the second Executive Board meeting held during the conference.
• Review the minutes of the first board meeting in order to update incoming officers. Get these minutes from the Secretary before the meeting, especially if a new Secretary is coming in.
• Notify SLA of all staff appointments (form will be provided) by June 30. Also notify the PAM Practices Manual Editor too so that she/he can send manual sections to new staff as well as update the list in the Manual.
• Provide staff list, introductory message and any other required material to the membership chair for the upcoming edition of the PAM Directory. The Directory should then be ready by the middle of August.
• Along with the Secretary and the rest of Executive Board, approve the minutes of the Business Meeting and the second executive meeting. (According to Robert's Rules, it is perfectly ok for the Board to do this rather than the whole membership.)
• Set goals and circulate them to Executive Board. Include them in your first "Message from the Chair".

July

• Submit "Message from the Chair" to the Bulletin Editor by July 15.
• Submit by July 31 any requests for funds in addition to regular allotment.

August

• Make sure Professional Development Committee submits proposal (if any) for Conference CE Course by early August deadline.
• Make sure all elected Division officers return signed copy of Leadership Code of Responsibility by August 15.
• Write letter to president of American Mathematical Society thanking him/her for continuing to produce the PAM Directory.

September

• Submit request for action, if any, by SLA Board of Directors for October meeting, by Sept. 15 (approx.).

October

• "Message from the Chair" due to Bulletin Editor by Oct. 15.
• Make sure Nominating Committee solicits nominations for officers in this issue of the Bulletin.

November

• Check progress with committee chairs.

December

• By Dec. 1, submit request for action, if any, by SLA Board of Directors for Leadership Summit, or agenda items for Division Cabinet Meeting at Leadership Summit (send to Division Cabinet Chair, with copy to the Association's Leadership Department).
• Work with Awards Committee on nominations (if any) of PAM members for SLA Awards. Send to the Chair of the SLA Awards Committee by Jan. 1 (approx.).

January

• Attend SLA Winter Meeting.
• Submit Message to Bulletin Editor by January 15. Include PAM conference schedule (this serves as notice of the annual business meeting) and division suite hotel.
• Make sure Nominating Committee has the slate of officers proposed and ready for this issue of the Bulletin. As soon as this is known, welcome prospective new officers and alert them to training sessions in the upcoming June Meeting. Begin copying them on e-mail discussion of the Executive Board, so they will be informed of the issues before taking office. Encourage the chair-elect-elect to sit in on the Division Cabinet and Board meetings in order to gain experience (i.e., informally).

February

• Write letter supporting visa application of IMA winner. Get copies of previous letters from Past-Chair to use as models, since this letter can be critical in the visa approval process. See other necessary steps at International Relations Committee--Practices.
• Check progress with committee chairs.

April

• Work with Chair-Elect and Publications Committee Chair to prepare suite donor sign.
• Submit Division Annual Report to SLA headquarters and to Division Cabinet Chair as directed. The report could include any or all of the following topics:
  • current hot topics
  • activities, meetings, speakers etc.
  • award
  • staff
  • publications
  • membership summary
  • financial summary
  • plans for future activities
• Submit a summary of the annual report and the "Message from the Chair" to Bulletin Editor by April 15.
• Remind committee chairs to submit an annual report, along with any revisions of the relevant Practices Manual page. The reports should probably go into the Bulletin as well.

May

• By May 1 (approx.), submit requests for action, if any, by SLA Board of Directors for Annual Conference Board meeting.
• Ask Executive Board members if they have any agenda items for the Board or Business meetings. Draw up agendas. Invite any committee chairs or other officers you feel necessary (sometimes no committee chairs come to the Board meetings, sometimes those with agenda items come and sometimes all are invited).
• Ask moderators for roundtables and other sessions to remind people to come to the Business Meeting.
• Work with Publications Committee Chair to produce sponsor signs, copies of PAM schedule of events (dance cards), etc.

June (at conference)

• Check for any room number changes, etc.
• Chair first board meeting and the annual business meeting. (See Robert's Rules of Order if you wish.)
• Attend second board meeting.
• Pass along relevant papers to incoming Chair. Give others as appropriate to Archivist.
• Keep track of the banner made for PAM by Peggy Dominy, as well as the gavel pin and PAM stickers; pass them on to the next Chair.
• Send changes or suggestions for this page to the Practices Manual Editor.

PAM Practices Manual Editor: Kristine Fowler, fowler@math.umn.edu

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Page last updated: October 8, 2004