Section 8.1

COUNCIL ON REGION AFFAIRS OPERATING PROCEDURES

 

I. INTRODUCTION

These operating procedures provide definition and guidance to the Council on Region Affairs (CoRA), the Board of Directors, staff, and ASSE Regions, Areas, Chapters, Sections and members. These procedures are required under Society Bylaws, and are not intended to replace those Bylaws. Where conflicts arise, ASSE Bylaws take precedence.

 

II. PURPOSE AND RESPONSIBILITIES

The Council on Region Affairs here in after referred to as the Council, is one of four Councils created under the Society Bylaws. Councils have permanent and continuing functions in the management and administration of Society programs, and operate under the Society's Board of Directors with assistance from the Society staff.The Council shall assist in developing and support the Society's strategic plan and develop and define resources to accomplish the mission, purposes, goals and objectives of the Society, within its area of responsibility.

The Council shall assist in developing and support the Society's strategic plan and develop and define resources to accomplish the mission, purposes, goals and objectives of the Society, within its area of responsibility. The Council is responsible for planning, organizing and managing Society resources to provide programs, procedures and operational support for healthy and effective Regions, Areas, Chapters and Sections. Specific responsibilities include:

  • Develop and maintain programs to enhance membership recruitment, retention and growth in Chapters and sections, including member development and member benefits.
  • Develop and oversee policies and operating procedures for Regions, Areas, Chapters and Sections, and the means to evaluate the effectiveness of such units.
  • Provide oversight for Governmental Affairs within the State and Regional levels. Establish and administer recognition programs for members in Regions, Areas, Chapters and Sections.
  • Promote and enhance relations with associations, governmental agencies, standards organizations, public groups and professional societies, in Regions, Areas, Chapters and Sections.
  • Mediate and resolve conflicts between Chapters involving more than one Region.
  • Approve and maintain Regional Operating Procedures as referenced in SOG 8.3.
  • Maintain the Model Chapter Bylaws, Model Section Bylaws, Model Student Section Bylaws and Model Society Section Bylaws. Recommend revisions to these bylaws to the Council and Board of Directors.
  • Consider for approval, petitions for the formation of new Chapters and motions from Regional Operating Committees (ROC) to dissolve and rescind Chapter charters, following approval by a ROC.
  • Assist and coordinate in the development of student membership and Student Sections.
  • Oversee programs, procedures and benefits for students and encourage student participation and activities.

 

III. COUNCIL MEMBERSHIP

  • The Vice President, Region Affairs will serve as the Chair of the Council.
  • Council members are the Regional Vice Presidents (RVP).
  • The Council shall elect a Vice Chair from among its RVP members.
  • Council members may serve on committees and task forces of the Council, as approved by the Vice President, Region Affairs.
  • Staff liaison is the Director of Member/Region Affairs, assisted by the Manager of Chapter/Student Services and other department staff, as required.
  • The President, President-Elect, Senior Vice President shall be ex-officio members of this Council.
  • Terms of office:
    • The Vice President, Region Affairs/Council Chair serves a two-year term and may be elected to a second two-year term
    • Regional Vice Presidents each serve a two-year term and may be elected to a second two-year term.
    • The Council Vice Chair serves a one-year term and may be re-elected for one additional term.

IV. CONSTITUENT UNITS, SUMMARY

A. Regions

The territory is divided amongst geographical subdivisions designated as Regions. The Regions' primary purpose is to assist the Society in administering programs Chapters and Sections, communicating between the Board, staff and Chapters and conducting other activities which will further the Society's mission.

The number of Regions and their boundaries are determined by the Board of Directors.

B. Areas

Where formed, Areas are groups of Chapters within a Region, defined by the boundaries of those Chapters, organized for the purpose of assisting in Chapter administration, mentoring Chapter officers and providing guidance and oversight for Chapter operations. The Areas' primary role is to assist their Regions in administering programs through Chapters and Sections, communicating between the Chapters/Sections and Regions and conducting other activities which will further the Society's mission.

The assignment of Chapters to Areas within Regions is determined by each ROC and subject to approval of this Council.

C. Chapters

Chapters are geographically defined entities within a designated Region. Chapters must be approved by this Council and chartered by the Board of Directors, for the purpose of conducting programs which will carry out the purposes and objectives of the Society and serve members at the local level.

D. Sections
  • Sections: A group of members whose geographical location made it inconvenient to participate in Chapter affairs or a group of members who would like to organize ongoing activities/meetings focused on a specific industry or topic organized separately from the main Chapter. Requires Chapter and Area Operating Committees (AOC)/ROC approval under rules established by this Council.
  • Society Sections: A group of members outside of the United States who are in a territory not served by any chapter. Society Section approval shall be determined by the Council on Member and Region Affairs and the Board of Directors. Society Sections report to their designated Regional Vice President.
  • Student Sections: A group of Student Members organized separately from the main Chapter to allow emphasis on activities pertinent to students. Approval for formation and operations is required by the sponsoring Chapter and the AOC/ROC, under rules established by this Council.

V. COUNCIL COMMITTEES and TASK FORCES

Standing Committees operate under procedures set by the Council. Council committee/task force Chairs and members are appointed by the Vice President, Region Affairs for terms set by the Council committee operating procedures. The following is a listing of Council functions with a brief description. Subcommittees and task forces are impaneled as needed.

  • Regional Operating Committees (ROC): Each ROC operates as a Standing Committee of the Council, representing the interests of the Region and its Areas (where formed) to the Council, through the RVP. The committee make-up, term limits, and additional committees are outlined in the Regional Operating Procedures.

The following committees will be composed of five to nine committee members, appointed by June 30th each year. Committee members are appointed by the Vice President, Region Affairs who will be in office for that committee year. Committee member terms are two years. Member terms are renewable as deemed appropriate by the Vice President, Region Affairs to a maximum of two consecutive terms. Committee appointments will be structured to allow for staggered terms. Chairs for each Committee will be appointed by the Vice President, Region Affairs. Committee Chairs will serve one year terms, with a maximum of two consecutive terms. Every effort will be made to minimize committee chair turnover from occurring at the same time a new Vice President, Region Affairs takes office.

  • Education and Training Committee: Develop a detailed curriculum for chapter officers and committee chairs, and deliver training and education throughout the year including the annual Leadership Conference. The committee will work to design and provide training and education that will better prepare the chapter leaders to be able to function with success in their role. The training will consider the knowledge, skills and abilities needed to be successful, various methods of delivery, peer involvement and timing so new leaders will be trained prior to taking office July 1st.
  • Chapter Operations Committee: Facilitate the creation by each chapter/section of a positive, welcoming, involving, educational environment needed to enhance the member experience. The primary focus is to support the development and dissemination of tools and resources that complement the education and training of chapter /section officers and committee chairs in support of the members.
  • Membership Development Committee: Foster the development of a welcome environment into the Society, Chapters and Sections through maintaining a membership entry process that takes into consideration factors such as diversity, level of membership (student, associate, member/international member, professional and emeritus) and practice specialty affiliation. Member resources, such as the Members Only web content and the Job Board, will be established to support the needs of the members and to assist in the creation of a positive, involving member experience.

The following committees will be composed of five to nine committee members, appointed by January 1st of each year. Committee members are appointed by the Vice President, Region Affairs. Committee member terms are two years. Member terms are renewable as deemed appropriate by the Vice President, Region Affairs to a maximum of three consecutive terms. Committee appointments will be structured to allow for staggered terms. Chairs for each Committee will be appointed by the Vice President, Region Affairs. Committee Chairs will serve one year terms, with a maximum of three consecutive terms.

  • Leadership Conference Committee: Develop , plan, and implement the annual Leadership Conference. The conference is designed for Chapter Officers, Practice Specialty leaders, Society Committee Chairs, Region/Area Leadership personnel and active committee members. The conference is intended to develop leadership skills and to train volunteers to be effective leaders in their respective Society positions. The Leadership Conference Committee will have representation from the three standing CoRA Committee.
  • Future Safety Leaders Conference Committee: Develop, plan, and implement the annual Future Safety Leaders Conference. This conference brings together students, OSH Professionals, and faculty members with the purpose of preparing future leaders for the transition from student life to employment in the Safety profession.
  • Outstanding Student Section Award Committee: Assess student section petitions and select the winner for the Outstanding Student Section Award. This committee is also responsible for evaluating and continually improving the Outstanding Student Section Award process and program.
Committee Member/Staff Liaison Roles:

Committee and task force members are expected to participate in meetings and work on projects/initiatives and assignments between meetings.

Committee/task force staff liaisons will provide support for meeting agendas, meeting planning, minutes, correspondence and directional needs for the group.

VI. COUNCIL OPERATIONS

A. Meetings

Frequency: The Council will primarily meet by teleconference/web conference methods. The Council shall also have a minimum of two face to face Council meetings each year.

Schedule: The schedule of meetings shall be drawn up by the Vice President, Region Affairs and agreed to by the Council members.

Quorum: A quorum exists when at least one-half of the members of the Council are present at a meeting, one of whom must be the Vice President, Region Affairs, or Vice Chair who will be the presiding officer. A majority vote of members present shall be decisive when a vote is taken, except as otherwise specified by these rules.

Motions and Action Items: Business is placed on the Council agenda in one of eight ways:

  • By the Vice President, Region Affairs
  • By Regional Vice Presidents
  • By majority vote of ROCs - written recommendations or action items for the RVP to bring to the Council.
  • By AOCs - written recommendations for the RVP to bring to the Council.
  • By Council committees and task forces, in written reports
  • By a petition signed by 100 Members or Professional Members, with no more than 50 from any one region
  • Referrals from the Congress of Councils
  • Referrals from the Board of Directors

The Council is authorized and required to act on business items that do not require Board action. The Council will regularly report to the Board of Directors.

Parliamentary Procedure: Procedures are governed by the Society Bylaws and the latest edition of Robert's Rules of Order (Newly Revised).

Business of the Council: Official business of the Council may be transacted at meetings, conference calls and by ballots. Mail, fax, or e-mail ballots require a simple majority vote of ballots received within a deadline not to exceed 20 days from the date of the mailing, fax or e-mail.

Minutes: Minutes will be prepared for each Council meeting.

B. Reports
Reports for Council meetings will be requested from Council members, committees, task forces and staff liaison as needed or required.

C. Staff Liaison
The Council staff liaison is the Director, Member/Region Affairs.

D. Vice Chair
The Vice Chair serves the Council in the absence of the Chair at meetings or events of the Council. The Vice Chair is responsible for ensuring the coordination of committee and task force activities within the Council. The Vice Chair will communicate with committee/task force chairs, CoRA liaisons, and staff liaisons in regards to their committee/task force work to ensure they are working on appropriate tasks and making significant progress.

E. Budgeting and Finance
The Council operates within the Society budget, including travel, meeting and staff support expenses. Committees and Task Forces are funded through specific budget actions of the Council or Board of Directors. Committees and task forces will meet by conference call or other electronic means except where a specific need for an in-person meeting is warranted and approved by the Vice President, Region Affairs and Council. In addition, funding must be available for the in-person meeting to be held and it will be held at Society headquarters or with other Society events approved by the Vice President, Region Affairs and the Director, Member/Region Affairs.

The Council participates in the Society Strategic Planning process in the areas for which it is responsible.

F. Strategic Planning
The Council participates in the Society Strategic Planning process

VII. AMENDMENTS

Amendments to these operating procedures require a majority vote of the Council and shall become effective after approval by the Board of Directors.


Approved By/Date: Board of Directors 2/15

Replaces Edition Dated: 6/11

Next Revision Due: 2/18

 
 

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