Administrative Committees

Director of Administration

Melantha Norton
 

Department of Administration

Organization

Administrative committees report to the Director of Administration.  Prior to each monthly Section Board meeting, each committee chair should submit a summary of activities to the Director of Administration so a report can be made to the Board of Direction.  Committee chairs are encouraged to attend Board Meetings to give a personal report, and can request to give their report at the beginning of the meeting.

Annual Dinner Coordinator

Purpose and Goals

The Annual Dinner Coordinator is responsible for arranging the Annual Dinner held in mid-September on a Friday or Saturday evening.

Committee Composition

The Annual Dinner Coordinator should identify an assistant to assist in organizing the event.  A full committee is not typically necessary.  However, the Coordinator will need assistance and support of the Attendance Committee and the Executive Committee to make this a successful event.

Duties and Responsibilities

The Annual Dinner Coordinator is responsible for all arrangements associated with this event, including:

 

  • Submitting a committee budget request to the Director of Administration in September to aid the budget committee with budgeting.
  • Selection of the date, meeting place and menu. 
  • Determining the number of free guests, based on input from the Awards and Scholarship Committees.
  • Determining all expenses and setting the event price in order to “break even” (with the exception of meal costs for awards recipients and other exceptions as granted by the Board of Direction).  If at all possible the solicitation of financial support from members’ engineering firms should be avoided.  The cost of meals for Award recipients and their guest is included in the budget for the Awards Committee. 
  • Complimentary meals are generally extended to: Awards recipients (2 per awardee) and scholarship recipients (2 per awardee).  Project of the Year award recipients may have two complimentary meals for each the owner, engineer, and contractor for a total of six potential complimentary meals.
  • Generally, speeches by recipients are to be avoided or kept as a brief acknowledgement.  The Project of the Year recipient should not make a full presentation, rather should supply approximately three slides and talking points to the Awards chair.  The individual presenting the award will use these slides and talking points as a brief introduction to the project prior to awarding the award to the recipient.
  • Ensuring all guests have been notified and event properly advertises in Newsletter, Website and broadcast email. 
  • Establishing the agenda and prepare and print program.
  • Handle RSVPs, collect money, and track attendance.
  • Coordinating with Past-President (scholarship chair), Awards Chair, Treasurer, and President to ensure all details are covered.
  • Notify the Public Information Coordinator in advance of the event for external notices/visibility.
  • The Dinner chair should coordinate contracts, however contracts should only be signed by the President of the Section who should check any questionable contract terms with the Society.

Reports

The Coordinator should keep Executive Committee informed about the progress of the meeting arrangements and proposed event budget.  Following the event, the Coordinator should prepare a report summarizing the arrangements, attendance, expenses and income of the dinner.  A copy of this report should be submitted to the Secretary at an Executive Committee meeting.  It is recommended that the Activity Report Form in Section 5 be used for this purpose.  Remarks and comments about the venue as well as possible changes in the program format should be noted for the information of future coordinators. 

The Request for Payment/Reimbursement Form and Activity Report Form in Section 5 must be completed for all invoices and reimbursable expenses and submitted with receipts to the Treasurer for payment.  The treasurer will not issue reimbursements until completed forms have been submitted.

The Coordinator should maintain a listing of past venues with a rating as to the acceptability of the place and service for future reference. 

Golf Tournament Committee

Purpose and Goals

The purpose of this committee is to raise funds through a golf tournament for use by the Section for the Student Scholarships and Career Guidance Activities.

Committee Composition

The committee should consist of three to five members who are knowledgeable about golf and golf tournaments. 

Duties and Responsibilities

  • Select a tentative date for the event.
  • Select a golf course for the tournament that will provide the best value for the event and which is in an attractive location.  Selection of the course should be made by February.  Co-sponsorship with another organization, such as the American Society of Landscape Architects, can save costs, increase participation, and is encouraged.
  • Develop the event budget and set sponsorship and tournament participation fees so as to meet the goal set by the Executive Committee as part of the Section Budget.
  • Send letters of solicitation for event sponsorships to member engineering firms, and other companies who have an interest in civil engineering who may be willing to participate (contractors, material suppliers and other vendors).  These letters should be sent in mid-March.
  • Share sponsor information with the Newsletter Editor and Membership Register Editor so that sponsors may be included in these publications and recognized year-round by the section.
  • Make follow-up phone calls in early April to the firms solicited to verify receipt of the letter and to determine the level of support.
  • Advertise the event in the April and May Newsletter with follow-up broadcast emails and inclusion on the Website.
  • Acquire attendance and winning tournament prizes.
  • Following the event, thank you letters should be sent to the supporting firms.
  • Notify the Public Information Coordinator in advance of the event for external notices/visibility.
  • Verify the necessity of additional insurance waivers as our insurance may not cover sporting activities.

Reports

The Chair should keep Executive Committee informed about the progress of the tournament arrangements and proposed event budget.  Following the event, the Coordinator should prepare a report summarizing the arrangements, list of participants, expenses and income, list of sponsors and the level of sponsorship, and attendance prize donors. A copy of this report should be submitted to the Secretary at an Executive Committee meeting.    Remarks and comments about the venue as well as possible changes in the tournament format should be noted for the information of future chairs.

The Request for Payment/Reimbursement Form and Activity Report Form in Section 5 should be completed for all invoices and reimbursable expenses and submitted with receipts to the Treasurer for payment.  The treasurer will not issue reimbursements until completed forms have been submitted.

 

History and Heritage Committee

Purpose and Goals

        This committee is charged with the duty of recording and disseminating historical information on American Civil Engineering and the St. Louis Section  of ASCE. 

        Its aim is:

 

  • To bring to the public an increased understanding of the civil engineering profession and its significant contributions to the advancement of civilization.
  • To stimulate professional pride among civil engineers
  • To provide orientation to students with respect to the idealism and tradition of the civil engineering profession.
  • To maintain a historical record of events or activities of note of the Section, including but not limited to a record of all award recipients.

        The committee should assist the Membership Chair in the preparation of biographical information for use when awarding the Life Membership Certificates and for reports to headquarters after the death of a member.

        Committee Composition

        This committee may be composed of some of the "elder statesmen” of the local section who are most familiar with local civil engineering history and who exemplify the pride and idealism of the profession.  The size of the committee will be governed by local interest in its activities.

        Duties

        The ASCE Board of Direction encourages the formation of local section committees to support the national ASCE committee on History and Heritage of American Civil Engineering.  The first duty of the local committee is the maintenance of contact with the national committee.  The national committee will offer guidance and advice.  Guidance material is immediately available from headquarters in publications LS-122, "Suggestions for Local Section Committee on the History and Heritage of American Civil Engineering."

        The Chair will be responsible for coordinating and assisting the Member Register Chair in the preparation of the “Brief History” of the Section for inclusion in the Member Register.

        Recommended activities include:

  • Discovery any publication of local civil engineering history.
  • Identification of civil engineering landmarks and collection and preservation of photographs, drawings, and descriptions of them.
  • Cooperation with other historical organizations and providing them with information.
  • Presentation of lectures on local or national civil engineering history. 
  • Assembly of brief biographical information on each recipient of a Life Membership Certificate.  Certificates are issued from headquarters and their presentation is enhanced by the delivery of a narrative biographical sketch at the meeting when the certificate is presented.
  • Obtaining memoirs of each deceased member and forwarding abstracts to headquarters.  Standard instructions for preparing such abstracts may be obtained from headquarters.
  • Compile records and periodically publish the history of the Section.
  • Notify the Public Information Coordinator in advance of any events for external visibility.

Reports

The Chair should provide a written report of activities at the monthly Executive Committee meeting.  An annual summary report should also be prepared for inclusion in the Section’s records.  The Request for Payment/Reimbursement Form and Activity Report Form in Section 5 should be completed for all invoices and reimbursable expenses and submitted with receipts to the Treasurer for payment.  The treasurer will not issue reimbursements until completed forms have been submitted.

 

Communications Committee

Purpose and Goals

The Communications Committee (Newsletter Editor) is responsible for the preparation and issuance of a regular newsletter informing members of the activities of the Section and furnishing news, both professional and personal, of special interest to the members.  The Committee's primary goal is to communicate to all local members news of past, present, and future activities and programs for the purpose of stimulating greater interest and participation in section affairs.

Duties and Responsibility

The Communications Commitee should work closely with the president and chairmen of other committees to obtain information of vital interest to the membership.  Correct and timely information should be obtained from the program committee regarding forthcoming meetings.  Valuable news will also be found in the Section Leader, a regular publication issued from ASCE headquarters.  An informal but regular system of contacts or reporters is an essential ingredient to the collection of interesting news.

The following items will constitute a checklist of newsletter contents:

  • Forthcoming meeting date, time, location, speaker and subject.
  • Reports on past meetings.
  • Acknowledgment of services to the section by its members and guests.
  • Accomplishments of committees on legislation, registration, employment and professional activities.
  • Information on legislation affecting the profession and the public.
  • Personals, including listing new members in the area as well as special activities of members.
  • Society ASCE activities of notable concern to members.
  • Educational opportunities.
  • Awards, prizes, elections and appointments involving local members.
  • Student Chapter programs and activities.
  • Editorials.
  • "President's column".
  • Papers by members.

A section of the newsletter may be dedicated to recognizing the golf tournament sponsors, with logos and information available from the Golf Tournament Chair.

Distribution

The Newsletter will be electronically sent by e-mail to all assigned ASCE members of the Section in October of each year using an email distribution service.

All newsletter items are due to the newsletter editor by the 20th of each month.  Within 5 days, the newsletter editor will provide a draft of the newsletter to the President, Director of Administration, and Public Information Coordinator for Review.  After a 5-day review period, the President and Director of Administration should provide the newsletter editor with any edits and any new material that has become available so that the newsletter can then be published before the 1st of the next month.

Within this newsletter, in a prominent place, the Editor should notify all members that in order to continue receiving the Section Newsletter, payment of the Section dues is required. Newsletters will only be sent to members with valid e-mail addresses in the section database, obtained from the Society  Hard-copy newsletters can be sent upon request by a current section member. 

Reports

A monthly accounting of the cost to publish and distribute the newsletter should be submitted to the Treasurer, along with any costs for photos taken for inclusion in the newsletter. The Request for Payment/Reimbursement and Activity Report Form in Section 5 should be completed for all invoices and reimbursable expenses and submitted with receipts to the Treasurer for payment. The treasurer will not issue reimbursements until completed forms have been submitted.

 

Website Manager

Purpose and Goals

Develop and maintain a website for the Section to serve as a resource regarding Section purpose, activities and contact information for membership, students considering civil engineering careers as well as the general public.  Site shall also provide current, topical information on civil engineering and its impact on society.

Duties and Responsibilities

  • Develop, maintain and update as necessary the Section Website.
  • Coordinate with page- site managers of Institutes and Younger Member Group
  • As a minimum the Site should include:
    • General Information on ASCE (i.e. purpose, mission, vision, etc.)
    • Names and contact information of all officers, directors and committee chairs
    • Details on upcoming programs and technical committee events
    • Listings of upcoming events for partner organizations (as appropriate)
    • Links to current and past newsletters
    • Update Google calendar
    • Develop online Section surveys as requested by Section Board
    • Links to National ASCE, State Board of Registration and other appropriate organizations
    • Information on joining the Society 

Reports

The Request for Payment/Reimbursement Form in Section 5 should be completed for all invoices and reimbursable expenses and submitted with receipts to the Treasurer for payment.