AEG-officers training webinar Oct 2019 CAS edit.pptx

AEG Chapter Officer
Duties and Responsibilities
Association of Environmental &
Engineering Geologists
Connecting Professionals, Practice and the Public
Chapter Support Committee
Training Webinar

“Volunteers do not necessarily have the
time; they just have the heart.”
-Elizabeth Andrew

Resources Used
• Chapter Officers Handbook
• Communications Manual
• AEG Website Resources
(www.aegweb.org)

Chapter Officer Positions
Chair
Vice Chair
Treasurer
Secretary
Membership Chair
Licensure Chair

Chapter Chair
Exhibit Leadership
Build team through
mentorship
Keep Chapter
team involved
Lead/Moderate
Chapter meetings
Use meetings to
brainstorm/solicit ideas
Generate camaraderie

Build
Team
–
Mentorship Provide team with
guidance
Conduct yearly
planning meeting
Plan & goals
Involve past Chairs
Welcome New
Ideas!
What works well
for YOUR chapter?
What does not
work well?
Lessons from other
chapters & CSC

Build
Team
–
Mentorship
(continued…)
Describe ways you can
keep your leadership
team involved
Delegate
Responsibilities
Check In
Recognize volunteers
Opportunities to
Identify New Leaders

Administrative
Functions
Annual Meeting, Corporate
Luncheon, and Banquet
Relay information to your RD
to deliver to the BOD
Annual Treasurer’s Report is
sent to the AEG Headquarters
by February 15
Submit Chapter Annual Report
30 days before the Annual
Corporate Board meeting
Bring information back to your
Chapter
Do you hold Chapter
Board Meetings to
review and plan
Chapter activities-
Include Chapter
Chairpersons?
Do you write a monthly
“Message from the
Chair” for the
newsletters/meeting
announcements?

Meeting Set-up
• Vice Chair arranges for
speakers
• Treasurer or Vice-Chair
sets location
• Secretary takes RSVP’s
• What works for YOUR
Chapter
At the Meeting
• Lead & encourage
mingling
• Introduce yourself to
new
attendees/members?
• Introduce students to
professionals?
• stick to
agenda/schedule?

What are the merits of maintaining consistent dates and locations?
List future meetings in newsletter—schedule as far out as possible?
Do you keep prices as low as possible?
What is the better draw - good speakers or hot topics?
Maintain email list of attendees, good for recruitment
Follow up with non-members to join
Do you hold joint meetings with other organizations?
Use special venues, i.e. Zoos, Museums, Campuses, field trips?
Meetings (continued…)

Vice Chair
Duties
Lead meetings in the absence of
the Chair
Preside over Program
Committee
Prepare thank-you
letters for speakers
and sponsors
Prepare PDH certificates, if
applicable

Example Certificates
16
PROFESSIONAL DEVELOPMENT HOURS ARE AWARDED TO
Cynthia Palomares
for attendance at the following 2009 AEG Texas Section meetings:
Winter Meeting "The Daisetta Sinkhole" (6)
Spring Meeting “Meet the Texas Section Officers” (6)
Summer Meeting “Capital Aggregates and Innerspace Caverns” (6)
Fall Meeting “Canyon Lake Spillway” (4)
PaulaJoLe
m
o
nds
ASSOCIATION OF
ENVIRONMENTAL AND
ENGINEERING GEOLOGISTS
AEG- Texas Section Chair

Duties
(continued…)
Through AEG HQ, ensure that the
Chapter webpage is maintained
(webeditor@aegweb.org)
Post notices of meetings, field trips,
short courses, and other planned
activities
Maintain a list of sponsors and their
contact information, if no
sponsorship committee chair
Post Chapter Constitution & Bylaws
and their important Chapter
documents (Bylaws template
available)!

What information does
your Chapter routinely
post on its AEG
webpage?

Duties
of
Chapter
Treasurer
Solicit sponsors for meetings, if no
sponsorship committee
Reserve locations for meetings and
pay deposit, if necessary
Determine appropriate costs for
members, non-members, and
students to attend various Chapter
activities
Receive reservations and bring
nametags and markers to meetings

Duties
of
Chapter
Treasurer
(continued…)
Collect money and issue receipts at
meetings and other activities
Deposit meeting revenue, money
from sponsors, and other income
into the Chapter’s checking account
Receive bank statements and
balance the checkbook
Prepare the annual Chapter
financial report

How much does your
Chapter usually charge
for members, non-
members, and students
to attend meetings?

Duties
of
Chapter
Secretary
Maintain the Chapter e-mail
distribution list
Work with AEG HQ to contact
Chapter members whose
membership has lapsed
E-mail and/or mail election
ballots to those members
whose membership is current
E-mail and/or mail any official
Chapter business

Duties of Chapter Secretary
(continued…)
Prepare notices of meetings, field trips, short courses,
or other activities and send to the Vice-Chair to have
posted on the Chapter webpage (also email to
members).
Presenter/field trip
leader/instructor
information
Sponsor information

Duties of Chapter
Secretary (continued…)
Presentation
abstract or
description of
field trip or
short course
Meeting
details such as
location, cost,
and
reservation
deadline
Map and
directions to
location

Chapter Membership Chair
Duties
Identify members that have not
renewed and provide a reminder to
renew (AEG Headquarters maintains list
of renewed members)
Identify non-members attending
meetings and approach regarding
membership
Let non-members know benefits of
membership and have applications
available at meeting

How do you identify
non-members at your
meetings (i.e. sign-in list,
group introductions)?

Chapter Membership
Chair Duties (continued…)
Help coordinate/promote
student attendance at
Chapter meetings (e.g.
sponsored student dinner)
Available resources for
meetings and recruitment:
AEG Special Publications and
EG&G Journal, Powerpoint
presentation available to
recruit membership chair

How do you target
potential student
members and support
student attendance at
meetings?

Chapter Professional
Licensure and Registration
Committee Chair
Attend Board
of Licensure
or
Registration
meetings
Track Board
of Licensure
or
Registration
activities
Report on
Board
activities at
Chapter
meetings
Represent
AEG Chapter
member
interests at
Board of
Licensure or
Registration
meetings

Chapter Professional Licensure
and Registration Committee
Chair (continued…)
Volunteer to write test
questions and become
active on technical
advisory boards
If no state licensure is
available, track Board
of Licensure or
Registration activities
in adjacent state, if
applicable

Contact Ken Neal, the
Licensure Committee chair
for more info
(KenGNeal@aol.com).
Provide Ken with Chapter
Licensure chair contact info

Other Positions
Sponsorship Chair
Newsletter Editor
Post at Chapter webpage: webeditor@aegweb.org
K-12 Education Committee Chair
Student Outreach chair
Visiting Professionals Program (VPP) Liaison

Meetings & Field Trips

AEG Communications Plan
Value of AEG members to the
professional community and the
community at large:
Dedication to public
safety and welfare
Awareness of
personal and
professional
leadership
development
opportunities
Advocacy for the
profession
Relationship
between the
education
community and
environmental and
engineering
geologists

Name
Say it and
write it
correctly!!
“Association of
Environmental
& Engineering
Geologists.”
Then “Chapter
Name”
Use logo!

Tactics
Designate a Spokesperson
Develop a PR Plans Public Outreach
Develop/maintain Website
Homepage, contacts, events,
newsletter, member directory
(webeditor@aegweb.org)

Tactics
(continued...)
Develop multi-tier
communication
pieces, such as
email blasts,
website postings
and AEG NEWS
articles
Promote
continuous
program
improvements by
creating feedback
opportunities for
AEG members
Solicit
endorsements

What is your Chapter’s
most effective way of
communicating?

How did you get
involved?

Resources for Officers
• AEG Communications Manual
• AEG Chapter Officer’s Handbook
• AEG Chapter support web page
• Chapter officers
• Social Media

Thank You!
Questions?
Feedback – cynthiapalomarescon@gmail.com

Thank You
Feedback – cynthiapalomarescon@gmail.com
or schmidtcas@gmail.com

AEG-officers training webinar Oct 2019 CAS edit.pptx

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