David Ragsdale
University of Minnesota
Department of Entomology
1980 Folwell
St. Paul, MN 55108
612-624-6771
ragsd001@tc.umn.edu

Guidelines

Term of Office -- The Constitution (Article III, Section 3) states that "The term of office of the Secretary-Treasurer shall be three years."

Duties -- The By-Laws (Article II, Section 3) states: "The Secretary-Treasurer shall serve as business officer, keeping the accounts and records of the Branch; distribute to the membership program suggestion forms and print and distribute the programs; be in charge of registration at the annual meeting; report annually to the Branch, having the accounts audited prior to the Branch meeting by a committee selected by the President; furnish a suitable fidelity bond, the premium to be paid by the Branch; receive remuneration for personal expenses incurred in attending Branch meetings, subject to approval of the President; and be eligible for re-election to a second term. The election of the Secretary-Treasurer shall take place one year in advance of taking office."

1. Pay bills and maintain financial records.
2. Send sympathy letters to families of deceased NCB members. Send copies of these letters to the NCB Resolutions Committee Chair.
3. Serve as a "clearing house" for all NCB news releases. Prepare items of interest for ESA Newsletter whenever possible.
4. Maintain list of "Items to Discuss" for next Annual Meeting, plus list of tabled items from previous Annual Meeting.
5. Route routine mail to the appropriate NCB Officers or committee chairs.
6. Maintain files of hotel correspondence and contracts. Be knowledgeable about hotel changes that, may affect upcoming NCB Annual Meetings.
7. Watch for key dates regarding membership mailings. Prod frequently whenever deadlines get close. Do not let Program Chair get behind. Proper anticipation of problems insures adequate safety in meeting printing and mailing deadlines.

NCB Mailings:

1. NCB mailings are sent to the membership in June, August, and January.
2. Each mailing will require ca. 2,000 pieces (as of January '92).
3. Approximately one month prior to each mailing request NCB mailing labels from the ESA.
4. Obtain camera-ready copies of designated material from the NCB President, Program Chair, committee chairs or other appropriate individuals approximately one month prior to the mailing date.
5. Insure that you have enough time for printing, preparation, and collating.
6. After the mailing has been printed and collated, take a sample piece to the Post Office to determine if it should be bundled and sacked on the number of pieces (125) or weight (15 lbs).
7. Obtain bundle stickers, sack labels, and mailing sacks from the Post Office.
8. Bundle and sack each mailing according to current postal regulations for 3rd class bulk mail.
9. Foreign mail cannot be mailed at the 3rd class bulk rate. All foreign mail must be stamped. Mail Canadian pieces 1st class, all other foreign pieces the least expensive route.
10. Check on delivery times by asking for times of receipt of the mailings from your colleagues.

New Secretary-Treasurer Initial Activities:

1. Establish checking account and some type of savings account upon receipt of funds from Local Arrangements Chair, ESA (subvention check), and/or previous Secretary-Treasurer. A balance of $25,000 (ca. two years' operating expenses) should be maintained to cover Branch expenses in the event of unanticipated revenue losses.
2. Become familiar with financial records and account book procedures.
3. Contact Alexander & Alexander, Inc., Cornhusker Plaza, Suite 500, 301 South 13th Street, P. O. Box 82515, Lincoln, NE 68501-2515 for continuation of Fidelity Bond insurance coverage.
4. Review the file system and become familiar with the most frequently used files:
   
   1. Constitution and By-Laws
   2. Proceedings of last meeting
   3. Mailings and mailing procedures
   4. Minutes of Executive Committee Meetings and Business Meetings
   5. Hotel contracts
   6. Past programs, NCB and others
   7. Treasurer's books
5. Purchase a bulk mail permit at the Post Office. This permit will need to be renewed annually.
6. Pay outstanding bills from previous meeting.
7. Obtain latest NCB Committee List from NCB President.
8. Have NCB stationery and envelopes printed at a local printer.
   
   1. Stationery: ca, 1,000 sheets should be sufficient for the three year term of office.
   2. Envelopes: ca. 2,000 envelopes (#10) will be needed for each Branch mailing; have envelopes printed with the bulk mail, nonprofit designation and your return address.
   3. Send 50 sheets of stationery to the NCB President; send 10 sheets of stationery to each Executive Committee member and committee chair.
9. If needed or required, establish tax exempt, nonprofit organization status with your respective State Department of Revenue. The Branch is already recognized as such by the Federal Internal Revenue Service.

Monthly Guidelines:April

1. Write appropriate "thank you" letters as per Resolutions Report
2. Write letters to families of deceased NCB members as per Resolutions Report.
3. Pay any outstanding bills resulting from the Annual Meeting.
4. Establish contact with new NCB President.
5. Deposit any outstanding checks (ESA subvention, registrations, etc.) resulting from the Annual Meeting.
6. Routine filing and correspondence.

May

1. Obtain mailing labels from the ESA for the June NCB mailing.
2. Obtain camera-ready copies of the following for the June NCB mailing:
   
   1. NCB President's letter (from NCB President)
   2. Updated Committee list (from NCB President)
   3. NCB Award of Merit announcement (from NCB Award of Merit Committee Chair)
   4. C. V. Riley Award announcement (from NCB C. V. Riley Award Committee Chair)
   5. J. H. Comstock Award announcement (from NCB Student Awards Committee Chair)
3. Maintain contact with NCB President.
4. Routine filing and correspondence.

June

1. Prepare, print, collate, and mail June NCB mailing (by mid-June
2. Contact past Local Arrangements Chair regarding completion of the Final Report.
3. Maintain contact with NCB President and develop plans for the Program Planning Meeting.
4. Routine filing and correspondence.

July

1. Obtain mailing list from the ESA for the August NCB mailing.
2. Obtain camera-ready copies of the following for the August NCB mailing:
   
   1. NCB President's letter (from NCB President)
   2. NCB election nomination form (from NCB Nominations Committee Chair)
   3. National ESA Awards announcement (from NCB National ESA Awards Committee Chair)
   4. Graduate Scholarship announcement (from NCB Student Awards Committee Chair)
   5. Graduate Student Awards Competition announcement (from NCB Student Awards Committee Chair)
   6. Call for Papers/Posters (from NCB Program Chair
3. Maintain contact with NCB President.
4. Routine filing and correspondence.

August

1. Prepare, print, collate, and mail August NCB mailing (by mid-August).
2. Send a notice to the ESA Newsletter announcing the dates and contact person for the upcoming NCB Annual Meeting.
3. Maintain contact with NCB President.
4. Routine filing and correspondence.

September

1. Contact NCB Nominations Committee Chair to insure that the nomination process is underway.
2. Maintain contact with NCB President.
3. Routine filing and correspondence.

October

1. Prepare Proceedings (Minutes) of the NCB Annual Meeting and send to the Executive Committee for their comment and approval. Send a copy of the approved Proceedings to the ESA for publication in the March or April Newsletter.
2. Maintain Contact with NCB President.
3. Routine filing and correspondence.

November

1. Maintain close contact with the NCB Program Chair and NCB Local Arrangements Chair regarding developments for the upcoming NCB Annual Meeting.
2. Contact the NCB Nominations Committee for an update.Request 2,000 hotel registration cards (from the hotel or Local Arrangements Chair) to include in the January NCB mailing.
3. Maintain contact with NCB President.
4. Routine filing and correspondence.

December

1. Obtain mailing labels from the ESA for the January NCB mailing.
2. Obtain camera-ready copies of the following for the January NCB mailing:
   
   1. NCB President's letter (from the NCB President)
   2. Letter of invitation (from NCB Local Arrangements Chair)
   3. Annual Meeting preregistration form (from NCB Local Arrangements Chair)
   4. Synopsis of paper/poster titles from the NCB Program Committee Chair
   5. Meeting Highlights /Items of Interest (from NCB Local Arrangements Chair)
   6. Student Activities (from NCB Student Affairs Committee Chair)
   7. Nominee biodata sheet (from NCB Nominations Committee Chair)
   8. Ballot (from NCB Nominations Committee Chair)
   9. Ballot envelope
   10. Hotel reservation card (see November)
3. Maintain contact with NCB President, NCB Program Chair, and NCB Local Arrangements Chair.
4. Routine filing and correspondence.

January

1. Prepare, print, collate, and mail January NCB mailing (by midJanuary)
2. Obtain a camera-ready copy of the Program from the NCB Program Chair. Obtain a black and white photo of the NCB President for use on the cover of the Program. Have 600 copies of the Program printed.
3. Close books (December 31) and prepare Treasurer's Report.
4. File tax returns if required.
5. Maintain close contact with NCB Local Arrangements Chair. If requested, send the Local Arrangements Chair a $1,000 check as working capital.
6. Maintain contact with NCB President and NCB Program Chair.
7. Obtain the names of the various award recipients from the respective award committee chairs.
8. Obtain 10" x 12" black and white photos of the NCB Award of Merit and C. V. Riley Award recipients to be displayed at the upcoming NCB Annual Meeting.
9. Prepare the following award plaques:
   
   1. NCB Award of Merit engraved as follows:
      

      North Central Branch
      Entomological Society of America
      AWARD OF MERIT
      (Name of award recipient)
      (Year of award)
      "For outstanding and significant contributions
      to the North Central Branch"

   2. C. V. Riley Award engraved as follows:
      

      North Central Branch
      Entomological Society of America
      C. V. RILEY AWARD
      (Name of award recipient)
      (Year of award)
      "For outstanding and significant contributions
      to the science of Entomology"

   3. NCB Graduate Scholarship Award engraved as follows:
      

      North Central Branch
      Entomological Society of America
      GRADUATE SCHOLARSHIP AWARD
      (Name of award recipient)
      (Year of award)

10. Prepare a plaque for the outgoing NCB President engraved as follows:
    

    (Name of President)
    PRESIDENT
    North Central Branch
    Entomological Society of America
    (Dates of Service as President)

11. Prepare a plaque for the outgoing NCB Secretary-Treasurer engraved as follows:
    

    (Name of Secretary-Treasurer)
    SECRETARY-TREASURER
    North Central Branch
    Entomological Society of America
    (Dates of Service as Secretary-Treasurer

12. Prepare framed certificates for the Graduate Student Competition Award recipients.
13. Prepare certificates for the various NCB nominees for ESA National Awards.
14. Routine filing and correspondence.

February

1. Prepare the Audit Report and send copies to the NCB Audit Committee members. Set a time and place to meet the Audit Committee at the Annual Meeting.
2. Prepare the Budget Report.
3. Work with the NCB President to develop an Agenda for the Annual Meeting.
4. Send 50 extra Programs to the NCB Local Arrangements Committee Chair for "PR" purposes.
5. Work with the NCB Local Arrangements Committee Chair to develop complimentary hotel reservations and meeting registrations for the ESA President, NCB President, NCB President-Elect, NCB Secretary-Treasurer, ESA Executive Director and other guests.
6. Routine filing and correspondence.

March

1. Maintain close contact with the NCB President, NCB Program Committee Chair, and NCB Local Arrangements Committee Chair.
2. Attend the NCB Annual Meeting:
   
   1. Items to bring:
      
      1. Programs
      2. Constitution and By-Laws
      3. Operations Manual
      4. Minutes of previous Annual Meeting
      5. Agenda
      6. List of tabled items and items to discuss
      7. Hotel contract
      8. Treasurer's Report (20 copies)
      9. Budget Report (20 copies)
      10. Audit Report
      11. Award plaques and certificates
      12. NCB Banner
      13. Checkbook
   2. Things to do:
      
      1. Work with the NCB Program Chair regarding reimbursement of invited speaker expenses. Reimbursement may be issued as an honorarium at the Annual Meeting or based on actual expenses submitted after the Annual Meeting.
      2. Write checks to Graduate Scholarship and Graduate Student Competition award recipients.
      3. Greet honored guests such as the ESA President, ESA Executive Director, invited speakers, etc.
      4. Record minutes at the Opening Session, First and Second Executive Committee Meetings, and First and Second Business Meetings.
      5. Present the Treasurer's Report at the First Executive Committee Meeting and the Budget Report at the Second Executive Committee Meeting.
      6. Present brief synopses of the Executive Committee Meetings to the membership at the First and Second Business Meetings.
      7. Post copies of NCB Standing Committee Reports for membership viewing.
      8. Assist the NCB President, NCB Program Chair, and NCB Local Arrangements Chair as needed.
   3. Routine filing and correspondence.