two basic types of committees: standing and ad hoc. Standing committees
are formed for matters that demand constant attention and are of
continuing vital concern to the Chapter. Ad hoc committees are formed
for handling one-time special projects. Once the special project
is complete, the committee is disbanded. According to most Chapter
constitutions, a Chapter will have an Executive Committee, Membership
Committee, and Program Committee.
Other standing committees may be formed depending on Chapter needs.
For example, a Publications Committee might be responsible for the
Chapter newsletter and other publications. Examples of ad hoc committees
are the Nominating Committee and the Local Arrangements Committee
for a national or regional meeting. Ad hoc committees might be used
for revising Chapter constitutions and bylaws. The number of Chapter
members to be placed on each committee is determined by the Chapter.
Committee members will be selected by either the President or the
committee chair with the approval of the President. In most cases,
a small committee of three to five members will find it easier to
assemble and achieve agreement than a larger committee.
Exectutive Committee is the administrative and policy-recommending
body for the Chapter. Its membership consists of the Chapter officers
and the Chairs of the Standing Committees. Ad hoc committee chairs
may also be members. Shortly after the election of Chapter officers
and the naming of the chairs of the standing committees, the Executive
Committee should meet to discuss Chapter plans for the coming
year, to establish a strong working relationship within the committee,
and to delegate responsibilities. The Executive Committee should
meet as often as deemed necessary; quarterly is appropriate for
some Chapters, but many meet more often. Meetings will usually
be called by the President but might be requested by a majority
of the committee members.
specifically, it is the role of the Executive Commitee to:
Set the Chapter goals for the coming year.
Provide broadly based direction on matters brought before
it by the various committees, especially as regards membership
growth and the annual program.
Establish Chapter policy for providing professional input
into statistical problems in the local area.
Determine annually the fiscal soundness of the Chapter and
take steps to provide the necessary funds for carrying out
Chapter programs, either through the annual membership fee
or other means.
Support national and regional ASA activities. For example,
if the annual joint meetings or ASA winter conference are
to be held in the Chapter area, the Executive Committee will
take the lead to name the members of the Local Arrangements
and implementation of the annual Chapter program is so vital to
a Chapter that it should be handled by a standing Program Committee.
The members of this committee should be representative of the employment
and geographic characteristics of the entire Chapter membership.
This will facilitate the planning of programs which appeal to the
diverse interests present in the Chapter.
At the beginning of each
Chapter Year, the Program Committee should meet to explore program
possibilities consistent with the Chapter's financial status and
make program recommendations to the Executive Committee. Once the
annual program has been approved, various members of the Program
Committee assume the responsibility of making the program arrangements
(contacting speakers, reserving a location, selecting menus, coordinating
publicity, etc.). It is appropriate for the chair of the Program
Committee to report to the Executive Committee regarding the success
of each program event and to the general membership at the annual
business meeting at the end of the Chapter Year.
The Program Committee
should also consider taking surveys to determine the speakers and
topics, types of programs, and meeting times and sites of interest
to the Chapter membership. In particular, if one segment of the
membership fails to attend Chapter programs or meetings, that segment
should be contacted to determine a satisfactory program arrangement
that would gain their attendance.
The tenure of the Program
Committee will generally coincide with the Chapter year, but provision
should be made for some continuity of leadership. Effective program
planning will usually require planning beyond the tenure of the
committee. Many Chapters are now using rotating assignments to be
sure that some program planning expertise is always present.
to each Chapter must be the maintenance of its present membership
and the attraction of new members. Consequently, it is recommended
that each Chapter establish a standing Membership Committee to maintain
the current Chapter membership list, if not handled by the ASA office,
and to formulate and carry out an annual action plan for attracting
new members (see Section 2). The number of members on the Membership
Committee and length of term is determined by each Chapter. At the
beginning of each Chapter year, the Membership Committee should
meet to discuss current membership status and make recommendations
for Chapter growth to the Executive Committee. Other activities
in which the Membership Committee may wish to engage are:
a letter of welcome to new Chapter members and determining their
reasons why former members decided to drop Chapter membership
and summarizing those for possible use.
follow-up (telephone, letter) contact with members who have
not renewed as a Chapter member but have not dropped their ASA
a brochure describing Chapter activities and the benefits of
Chapter membership for distribution to prospective members.
available ASA and Chapter membership information at all Chapter
in career days in the local area.
appropriate for the chair of the Membership Committee to report
to the Executive Committee at the end of the Chapter year regarding
Chapter growth and to the general membership at the annual business
The Membership Committee
should meet as often as deemed necessary. The time of service of
this committee will generally coincide with the Chapter year but
some continuity across years may be advisable.
Committee is an ad hoc committee charged with providing candidates
for the election of Chapter officers at the annual business meeting.
The manner in which this is done will depend on each Chapter s constitution
and bylaws. The Nominating Committee chair and its members are generally
selected by the President but some Chapter constitutions designate
the Past President or some other officer to chair the committee.
The number of members on the Nominating Committee will be determined
by the Chapter, but three is generally sufficient.
Approximately two months
before the scheduled election of officers, the Nominating Committee
should meet to discuss potential candidates. Preference should be
given to candidates with strong leadership ability, interest in
Chapter affairs, and sufficient time available to devote to the
office. The Nominating Committee must provide at least one candidate
for each available office.
Generally, the chair
of the Nominating Committee will conduct the election of officers
at the annual meeting or by mail. Once the elections are over and
notes and suggestions for the next year s committee are prepared,
the duties of this committee cease.