Executive Committee Duties

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 The Texas Council for the Social Studies

Executive Committee of TCSS: Duties, Responsibilities, and Timelines

 

See: Constitution and Bylaws

Article V

Approved October 31, 2009

Revised by Members of the 2010

TCSS Executive Committee

Fall, 2010

 Presidents of TCSS

 

1947 Mamie Vielock San Antonio
1948 Mrs. Harry Chinn Uvalde
1949 Dorothy Gerlach Dallas
1950 AlbertaBaines Houston
1951 Bennie Crowther San Antonio
1952 DeAlva Roberts Holmes Lubbock
1953 Anna Maria de Perier Beaumont
1954 Ernestine Shelp Houston
1955 Laura Roberts Amarillo
1956 Helen Weinberg Houston
1957 Agnes Kantz Perdue Midland
1958 Mary Katherine Baxter Beaumont
1959 Julia Darnall Dallas
1960 Lola Campbell Amarillo
1961 Hazel Rose Houston
1962 Roy Smith Dallas
1963 Roy Smith Dallas
1964 Gladys Williams Dallas
ClarkGill Austin
1965 Martha Gray Port Arthur
1966 Alvin Bean Dallas
1967 Mrs. Fred B. Norris Corpus Christi
1968 Mrs. Fred B. Norris Corpus Christi
1969 Robert Carter Midland
1970 Kathryn Eilers San Angelo
1971 Billy Sills Fort Worth
1972 Watt Black Denton
1973 ClintonHartmann El Paso
1974 Bertha Mae Starkes Midland
1975 Jack Risher Austin
1976 Richard Simms Denton
1977 Carl Schomburg Houston
1978 Lenna Hall Fort Worth
1979 Jean Lantz Houston
1980 Lola LeBlanc Corpus Christi
1981 Ann Cotton Fort Worth
1982 Caroline Penn Houston
1983 David Depew Midland
1984 Stephanie Hirsh Richardson
1985 Judy Bristol Houston
1986 Gail Riley Euless
1987 Carolyn Goebel Lubbock
1988 Jeanne Slaydon Spring Branch
1989 Margaret Hamilton Fort Worth
1990 Dorcas Helms Richardson
1991 Sharon Daugherty Abilene
1992 Pam Wells Cypress-Fairbanks
1993 Stephen Johnson Lubbock
1994 Linda Black Cypress-Fairbanks
1995 George Rislov Dallas
1996 Jo Beth Oestreich New Braunfels
1997 Betty Barringer Dallas
1998 Polly Schlosser Plano
1999 Bonnie Northcutt Cypress-Fairbanks
2000 Margaret Sanford Hallsville
2001 Rosemary Morrow Austin
2002 Sue Blanchette Dallas
2003 Laura Ewing Pearland
2004 Linda Massey Dallas
2005 Sharon Pope Spring Branch
2006 Ned Moss Houston
2007 Terry Cherry Garland
2008 Amy Thibaut Spring Branch
2009 Judy Brodigan Lewisville
2010 Nancy Hester Georgetown
2011 Kathy Uhlich Lewisville
2012 Susan Locklear Pasadena


President

 

Description:

 

The President shall preside at all meetings of the Executive Committee, the Executive Board, and the business meetings of TCSS. The President shall appoint the committee chairpersons. He/she shall collaborate with committee chairpersons in the selection of committee members representing the five geographic areas and levels of social studies instruction. The President shall be an ex officio member of all committees, with the exception of the Nominations and Elections Committee. The President shall perform all other duties proper to the office.

 

Responsibilities:

 

  1. Preside at all meetings of the Executive Board, Executive Committee, and general membership of the organization.
  2. Organize and preside over Executive Committee Retreats.
  3. Notify Executive Board and committee members of fall and spring meetings.
  4. Oversee all committee and officer responsibilities.
  5. Coordinate TCSS participation in Textbook/Instructional Materials review process.
  6. Serve as official liaison to the Texas Education Agency, NCSS, and other professional organizations and governmental agencies.
  7. Communicate with officers, Executive Board, Executive Committee, and general membership.
  8. Determine that all arrangements are made for fall and spring meetings. Clarify spring meeting arrangements with TSSSA’s chairperson for meetings.
  9. CoordinateTexasinvolvement in NCSS meetings, including making arrangements for the NCSS/Texas Breakfast and TCSS responsibilities at the House of Delegates.
  10. Confirm with Director of Member Services that all official affiliations are filed, including Texas/NCSS affiliation and all local councils.
  11. Confer with and provide necessary support for the editor of The Social Studies Texan prior to publication of each issue of the magazine.
  12. Work with the Past President to oversee the election process. Notify all candidates of election results.
  13. Arrange for audit of financial records as requested by the Executive Committee.
  14. Implement official actions taken by the Executive Board.
  15. Confer with the Director of Member Services on a regular basis to be sure that all officers, committee chairs, and local council presidents receive lists of affiliated councils, committee lists, and other pertinent information as well as timely updates of changes in these listings.
  16. Plan and preside over an information meeting for new officers.
  17. Perform all other duties appropriate to the office.
  18. Prepare and forward timeline of activities as requested to the Recording Secretary prior to the fall and spring meetings.

 


Timeline for President

January/February/March:

1.   Prepare for and preside over the Executive Committee Winter Retreat

2.   Arrange for TCSS representation at SBOE meetings for year.

  1. Name committee chairpersons and appoint member to committees, following guidelines in TCSS constitution regarding committee membership requirements.
  2. Prepare for the annual spring meeting. Communicate with TCSS officers, committee chairpersons, and local council board representatives, directing all to prepare and submit a written activity report. Remind all of the time and place of the spring meeting. Send out tentative schedules and previous minutes if available to members of the Executive Board well in advance of the spring meeting.
  3. Consult with President-Elect regarding budget, committee appointments, and plans for the following year.
  4. Request all officers and committee chairpersons to review the duties and timelines of their positions and, if needed, make written recommendations regarding additions, deletions, or rewording of the descriptions of their duties and responsibilities.
  5. Follow timelines outlined in Conference Committee chairperson’s responsibilities regarding communication with Conference Committee chairperson and local councils that have bid for or have already been approved as future conference hosts.

 

April/May, June/July:

1.   Prepare agenda and preside over Executive Committee Summer Retreat.

2.   If term of office as President occurs during Textbook/Instructional Materials Process, follow these procedures. (Much of the process is started by the President-Elect.)

A.  Meet with the review committee to formulate a consensus evaluation.

i.    Review the purpose and provide opportunity to establish a joint focus (consensus) of opinion on how the group will employ the criteria of evaluation.

ii.   Establish evaluation reporting formats for Bills of Particular or other TEA/SBOE requirements and the Instructional Materials Evaluation Summaries.

iii.  Have each committee member sign a statement indicating the finished Bills of Particular and /or TCSS Evaluation Summaries are the result of consensus or near consensus decision-making by the total committee. In addition have each committee member sign a statement that he/she has not worked for or received payment from a publisher in the previous three-year period.

B.  Be responsible for final editing, typing, proofing, printing, and distribution of reviews. They should be mailed to State Instructional Materials Committee members, bidding publishers, TCSS officers, and review committee members. Make certain that the reviews are distributed before or after the no contact period. Also as a courtesy, mail copies of the reviews to the NCSS Executive Director and the NCSS President. Announce the availability of reviews to members via The Social Studies Texan, the TCSS website, and/or make them available at the TCSS fall conference.

i.    Request permission to testify before the State Instructional Materials Committee during any open hearing.

ii.   Be responsible for testifying or delegating someone from the review committee to testify on behalf of TCSS at open hearings in support of all or selected Instructional Materials bid.

C.  Arrange for review committee members’ expenses to be reimbursed in a timely manner.

D.  Attend meeting (s) of the State Instructional Materials Committee and State Board of Education (as well as open hearing) concerned with Instructional Materials adoption. If the President cannot attend, he/she should be responsible for delegating someone from the review committee to attend as the TCSS representative.

3.   Stay in contact With NCSS

A.  Confirm with Director of Member Services that NCSS is informed of new officers and Executive Board members. Send written roster to NCSS Director of Member Services and ask that it be distributed to appropriate persons.

B.  Complete or work with the Executive Secretary/Director of Member Services to complete the NCSS Local Council Affiliation Form to insure thatTexasis duly affiliated.

C.  Forward information to be included in NCSS’s newsletter, The Social Studies Professional; this includes information of upcoming TCSS conferences, any news about instructional materials review process, and any other items of timely importance.

D.  Remind the President-Elect to insure that the Texas Breakfast is scheduled for the upcoming NCSS Annual Meeting and that tickets will be available on regular program/pre-registration form. This is handled by the NCSS Meetings/Advertising Manager. Complete and return the planning form sent by NCSS.

4.   Communicate with Officers, Executive Board, and General Membership

A.  Keep Executive Board and local council presidents informed of items of statewide interest. Try to send some communication on at least a monthly basis, using the TCSS website and The Social Studies Texan.

B.  Work with Director of Member Services and Executive Secretary to insure that local councils inTexascomplete and mail in their local council affiliation forms.

5.   Prepare for TCSS Annual Fall Meeting/Conference

A.  Communicate with conference coordinator regarding last minute details of conference arrangements; program: publicity; introduction of major speakers; provision of governance activities; seating of guests and officers at meal functions; expenses and records of income/expense; audio-visual requirements for meetings and functions; other details as required.

B.  Make sure that the Executive Secretary has prepared the plaque of appreciation for TCSS Immediate Past President to be presented during the fall conference.

C.  Arrange for time and place for annual spring meeting. Work with TSSSA’s meeting chairperson on the facilities and arrangements.  Work with hotel regarding facilities and meals.

 

August/September, October/November:

1.   Textbook/Instructional Materials Review Process (if occurring during year to serve as President):

  1. Arrange to have a TCSS representative testify before the State Board of Education hearing prior to their vote on Instructional Materials.
  2. Attend or arrange for TCSS representation at the voting meeting of the State Board of Education
  3. Continue to make available TCSS information regarding Instructional Materials placed on the list by the SBOE.

2.   TCSS Annual Fall Conference

A.  Develop and distribute a tentative schedule, plus previous minutes if available, to all Executive Board members approximately one month prior to the Fall Conference. This is their official notification of the time and place of the meeting.

B.  Attend Curriculum Committee meeting.

C.  Preside over Executive Committee meeting.

D.  Preside during annual TCSS business meeting; work.

E.  Appoint delegates to NCSS House of Delegates; arrange for alternates; work with TCSS Treasurer and Executive Board to handle expenses/allocations for persons serving as Texas delegates; discuss any resolutions which Texas may want to sponsor; discuss any leadership roles/positions in NCSS governance for which Texas is eligible to sponsor candidates.

F.   Check with President Elect regarding NCSS/Texas Breakfast program speaker.

3.   NCSS Fall Meeting

A.  Serve as leader of theTexasdelegation during the NCSS House of Delegates. Hold pre-meeting caucus of allTexasdelegates to coordinate efforts and to prepare new delegates for House of Delegates meetings. Remind delegates that they are responsible for serving the entire session and are not to be excused to attend other meetings. Absent delegates are not to be reimbursed for expenses or receive financial help from TCSS.

B.  Attend local council governance sessions sponsored by NCSS staff. Meet with NCSS staff formally and informally to discuss state-national communication and coordinate efforts.

C.  Preside duringTexasBreakfast

4.   Communicate with Executive Board, Local Councils, and Full Membership

A.  Prepare and distribute some type of communication to local council presidents and Executive Board members.

5.   In December, finalize reports from TCSS annual fall conference. Insure that adequate records and funds are transmitted from local conference committee to TCSS Treasurer. Make certain that seed money has been made available to conference chairperson for the forthcoming fall conference.

6.   Work with President-Elect to facilitate a smooth transition to the next year’s transfer of responsibilities to new officers.

 


President-Elect

 

Description:

 

The President-Elect shall preside in the absence of the President and shall assist the President with special duties as assigned. In case of a vacancy in the office of the President, the President-Elect shall serve as acting President and also fulfill the obligations of his/her own term thereafter.

 

The President-Elect shall, at the annual Fall Conference of TCSS, distribute and collect committee request forms for the year during which the individual shall be President.

 

Responsibilities:

 

  1. As incoming President-Elect, meet with the outgoing President-Elect prior to the time that both assume their new roles on January 1st in order to familiarize incoming President-Elect with responsibilities of office.
  2. Attend all official meetings of the Texas Council for the Social Studies.
  3. During a year in which there is an adoption of social studies instructional materials, participate in the materials review process.
  4. Actively participate in the planning and organization of annual convention for the year of presidency.
  5. As requested by the President, assist in plans for spring meeting and fall conference.
  6. Maintain communication with and assist the TCSS President as requested.
  7. Respond to all appropriate inquiries.
  8. Appoint the Recording Secretary, committee chairpersons, and committee members for the year of presidency.
  9. Serve on the Curriculum Committee.

10. Invite the NCSS President-Elect to speak at the Texas Breakfast at the NCSS Conference and purchase and present an appropriate gift.

11. Periodically inform NCSS of TCSS activities as directed by the President.

12. Perform all other duties appropriate to the office.

13. Prepare and forward reports of activities as requested by the President prior to the fall and spring meetings.

 

Timeline for President-Elect

 

January:

  1. Work with President regarding spring meeting, as requested.
  2. If an adoption of instructional materials is scheduled for the year in office, coordinate development of the criteria for reviewing the instructional materials submitted for adoption. Secure hotel and rooms for Instructional Materials Review Committee.
  3. Attend Executive Committee Winter Retreat.

 

February:

  1. Work with President, as requested.

 

March/April:

  1. During an adoption year, send review committee members copies of criteria, specific descriptions for evaluating the instructional materials, and review committee’s responsibilities.
  2. Contact all publishers who have indicated they will submit instructional materials for the adoption requesting that they send their materials to the committee members for review.
  3. Attend TCSS Spring Meeting and assist President, as requested. If appropriate, contact TEA and secure instructional materials proclamation, rules, procedures, and timelines for participating in instructional materials adoption hearings.

 

May:

  1. During an adoption year, appoint Instructional Materials Review Chairman and together review carefully the TEA rules and procedures for participating in the instructional materials adoption process.
  2. Select Recording Secretary to serve during presidential term of office.

 

June/July:

  1. Attend Executive Committee Summer Retreat.
  2. Meet with Steering Committee for fall conference to be held during year of Presidency.
  3. During an adoption year:
  • attend instructional materials review conference.
  • establish timelines for TCSS involvement in the instructional materials review process.

 

August:

  1. Invite NCSS President-Elect to speak at the Texas Breakfast at NCSS convention and purchase an appropriate gift.
  2. If appropriate, request volunteers through The Social Studies Texan to serve on Instructional Materials Review Committee for year of presidency.

 

September/October:

  1. Prepare report for fall Executive Board meeting.
  2. See that Committee Request Form is printed and available at TCSS Conference.
  3. Attend TCSS fall conference; perform assigned duties, speeches, and introductions. Solicit prospective members for TCSS committees.
  4. See that the conference presenter proposal forms and facilitator forms are available for the following year’s TCSS conference.
  5. Send committee preference form to local council presidents to distribute to their members.

 

November:

  1. Attend NCSS as delegate to House of Delegates.
  2. Introduce speaker at Texas Breakfast.
  3. Perform assigned tasks.

 

December:

  1. In preparation for assuming office in January, begin selecting committees and committee chairpersons.
  2. Meet with newly elected President-Elect to plan for presidency year.
  1. Begin to set goals for presidency year.


Vice President

 

Description:

 

The Vice President shall preside in the absence of the President and the President-Elect, shall serve as Chairperson of the Membership Committee, shall encourage attendance at all meetings, and shall keep the membership records upon notification by the Director of Member Services.

 

Responsibilities:

 

  1. Attend all official meetings of the Texas Council for the Social Studies.
  2. Work closely with the Director of Member Services to monitor membership functions.
  3. Insure that up-to-date membership forms are available in hard copy and on the TCSS website.
  4. Work with the local arrangements committee to staff the registration booth at the fall conference.
  5. Work with the Director of Member Services to provide staff for membership tables at meetings of other professional organizations.
  6. Organize special campaigns to increase membership.
  7. Monitor inquiries regarding status of membership.
  8. Chair the TCSS Membership Committee.
  9. Propose membership policy changes to the Executive Committee and facilitate the implementation of directives from the Executive Committee regarding membership issues.

10. Work with the Director of Member Services to contact members who have not renewed membership.

  1. Coordinate contacting previous first-time conference participants so that they can register for future professional opportunities offered by TCSS.

12. Perform all other duties as appropriate to the office.

13. Prepare and forward timeline of activities as requested to the President prior to the fall and spring meetings.

 

Timeline for Vice President

 

January:

  1. Contact Director of Member Services to establish procedures and identify services you can provide.
  2. Attend TCSS Winter Retreat.
  3. Answer inquiries regarding membership.

 

February:

1.  Answer inquiries regarding membership.

2.  Work with Director of Member Services to host a membership table at TSSSA Spring Conference.

 

March/April:

  1. Attend TCSS spring meeting.

2.   Prepare agenda for Membership Committee meeting at TCSS spring meeting.

3.   Prepare officer report to submit to TCSS President for activities from January to March.

  1. Gather suggestions for membership campaign from Membership Committee members.

 

May:

  1. Insure that up-to-date membership forms are available in hard copy and are updated on the TCSS website. Decide on membership campaign strategy.
  2. Prepare recruiting posters to promote TCSS membership
  3. Obtain a roster of previous fall conference first-time attendees from the Director of Member Services.
  4. Contact other professional organizations to develop a calendar of meetings which are attended by persons who also teach social studies. Make arrangements with members who plan to attend these meetings to get their cooperation in maintaining a membership table at one or more of these meetings. These include, but are not limited to, geography, history, Texas High School Coaches Association, economics meetings, and Texas Middle School Association.

 

June/July:

  1. Attend TCSS Summer Retreat.
  2. Prepare officer report for April and May to submit to TCSS President for presentation at Summer Retreat.
  3. Request membership printout of local councils from TCSS Director of Member Services.
  4. Make available membership forms when requested.
  5. Divide first-timers roster among Membership Committee and contact previous first-timers to remind them to attend TCSS fall conference.
  6. Make sure someone will host a TCSS table at other professional organizational meetings

 

August:

  1. Contact presidents of local councils to encourage membership. Mail final reminders and membership posters to local councils.
  2. Work with Director of Member Services regarding registration at annual TCSS fall conference.
  3. Make sure someone will host a TCSS table at other professional organizational meetings

 

September:

  1. Contact TCSS Membership Committee members reminding them to attend committee meeting during the TCSS fall conference
  2. Plan agenda for Membership Committee meeting.
  3. Make sure someone will host a TCSS table at other professional organizational meetings.

 

October:

  1. Prepare report of activities for Executive Board meeting at TCSS fall conference.
  2. Attend all Executive Board meetings at TCSS fall conference.
  3. Prepare agendas for Membership Committee meeting.
  4. Use the TEA calendar to determine which meetings TCSS membership committee members should attend to promote council membership.
  5. Meet with new Vice President to explain role and responsibilities during the Sunday “Passing of the Torch” session at the TCSS fall conference.
  6. Write letters of appreciation to people who worked at membership booth and/or attended membership meeting.

 

November/December:

1.   Attend NCSS annual meeting asTexasdelegate and attend all appropriate House of Delegates meetings.

  1. Make sure someone will host a TCSS table at other professional organizational meetings.

 

Past President

Description:

 

The immediate Past President shall serve as chairperson of the Nominations and Elections Committee, shall be responsible for the update of the Leadership Handbook, and assist the current President in other duties as assigned.

 

Responsibilities of Immediate Past President:

 

  1. Attend all meetings of the Texas Council for the Social Studies.
  2. Update both the TCSS Leadership Handbook and the Local Council President’s Handbook in cooperation with the Executive Secretary.
  3. Provide updated materials or revised copies of the TCSS Leadership Handbook to each of the Local Council Executive Board Representatives and to each TCSS Officer.
  4. Provide counsel to other officers as requested.
  5. Accept special assignments from the President.
  6. Prepare and forward reports of activities as requested by the Recording Secretary prior to fall and spring meetings.
  7. Serve as TCSS Delegate to the House of Delegates.
  8. Serve as Chairman of Nominations and Elections Committee.  Prepare the ballot for the Election of Officers at the Fall Conference.
  1. Attend Winter and Summer Executive Retreats

10. Report the results of the Election of Officers at the Fall Conference.


Timeline for Past President

January/February:

1.   Attend Executive Committee Winter Retreat.

2.   Post Officer Nomination forms on TCSS website and in The Social Studies Texan.

3.   Update Leadership Handbook

 

March/April/May:

1.   Attend TCSS Spring Meeting

2.   Submit slate of candidates for all offices to President at the Spring Meeting.

3.   Announce schedule of voting times for Fall Conference.

4.   Coordinate with Conference Committee the location of voting booth for Election of Officers.

5.   Remind candidates for office to submit biographical information to editor of The Social Studies Texan for inclusion in summer issue of the magazine.

 

June/July/August:

  1. Attend Executive Committee Summer Retreat.

 

September:

  1. Prepare ballot for use in fall election and for early /absentee voting.
  2. Have all early/absentee ballots verified by Director of Member Services to be certain that voters are members in good standing.

3.   Prepare schedule of staff for voting booth.

4.   Secure voting booth materials including pictures of candidates and candidate information.

 

October:

1.   Attend TCSS Fall Conference

2.   Coordinate election of officers. Decorate voting area with information about candidates and photographs. Post reminders of voting times and location in prominent places during conference. Have President introduce candidates at meal functions.

3.   Supervise election process, securing voting materials at all times.

4.   Arrange to have at least three “tellers” to help you count votes after election is concluded. Notify President of election results so that the candidates can be notified and results announced before end of conference.

 

November:

1.   Attend NCSS Conference.

2.   Serve as TCSS Delegate to House of Delegate.

 

December:

  1. Meet with outgoing President to share information needed to carry out responsibilities of Past President.


Recording Secretary

 

Description:

 

The Recording Secretary shall be appointed by the President with the approval of the Executive Board. The Recording Secretary shall keep all minutes of the proceedings of all business meetings of the Council and of the Executive Board and Executive Committee meetings. The Recording Secretary shall transmit all records to the Executive Secretary for permanent filing. The Recording Secretary shall support communication efforts of the President to the membership.

 

Responsibilities:

 

  1. Attend all business meetings of the Texas Council for the Social Studies.
  2. Provide minutes of all meetings to the President and Executive Secretary within one month after each meeting.
  3. Send the Executive Secretary a copy of all motions passed by the Executive Board within one month after the spring and fall meetings.
  4. Compile reports from officers, committee chairpersons, and local council representatives prior to business meetings for dissemination at the appropriate meeting.
  5. Transmit all records for permanent filing with the Executive Secretary.
  6. Support communication efforts of the President to the membership.
  7. Prepare and forward reports of activities as requested by the President prior to the fall and spring meetings.
  8. Complete all other duties assigned by the President.

 

 

Timeline for Recording Secretary

 

January:

  1. Attend Winter Retreat and distribute copies of minutes of meetings held during the fall annual meeting.
  2. Confer with President assisting with correspondence if necessary.

 

February:

  1. Send memo requesting necessary reports.
  2. Confer with President concerning agenda for spring meeting.

 

March/April:

  1. Attend TCSS spring conference.
  2. Confer with President regarding his/her expectations.
  3. Prepare minutes of spring meeting and send Executive Secretary all motions passed by the Executive Board at the spring meeting.

 

May/June/July:

  1. Confer with President.
  2. Attend summer TCSS Executive Committee Summer Retreat and distribute copies of minutes of meetings held during annual spring meeting.
  3. Send notices to officers, committee chairpersons, local council presidents and board representatives requesting reports of activities, April-September/October, for distribution at the annual fall meeting; establish date when these reports will be needed.

 

August/September/October:

  1. Request local council officers list from Director of Member Services. Send follow-up memo requesting reports from officers, committee chairpersons, and local council presidents.
  2. Attend annual meeting and distribute copies of minutes of meetings held during the annual summer meeting.
  3. Thoroughly debrief incoming Recording Secretary at fall conference.
  4. Send Executive Secretary all motions passed by the Executive Board at the fall meeting.
  5. Prepare minutes of annual meeting; send to President for approval.

 

November:

  1. Be prepared to attend NCSS if necessary.
  2. Help President with correspondence.

December:

  1. Transfer official notebook/flash drive of minutes and leadership notebook to incoming Recording Secretary.
  2. Write thank you notes to officers, committee chairpersons, and local council for their cooperation during term of office.

 

Treasurer

 

Description:

 

The Treasurer shall have responsibility of accounting for all monies. The Treasurer shall prepare a budget and maintain all official records. He/she is responsible for dispersing funds for all authorized expenses.

 

Responsibilities:

 

  1. Attend all meetings of the Texas Council for the Social Studies.
  2. Collect and deposit all monies in TCSS accounts.
  3. Disperse funds as authorized for TCSS.
  4. Maintain all financial records.
  5. Maintain Chase accounts with Director of Member Services’s local branch.
  6. Conduct monthly reconciliation of banking and investment accounts.
  7. Open account with “seed loan” of $2,000 at Chase Bank accounts for local councils responsible for hosting future conference.
  8. Invest cash/check deposits in checking accounts, savings accounts, and other financial investments deemed appropriate.
  9. Attend to IRS reporting as necessary (i.e., Form 990).

10. Instruct accountant to prepare a Review of the Books each year at the close of the fiscal year for submission to the Executive Committee.

11. Prepare an annual budget.

12. Prepare and present a current Treasurer’s Report to the Executive Committee and/or Executive Board at officer retreats, spring meetings, and fall conferences, including status of all accounts.

13. Participate in Scholarship Committee responsibilities as specified.

14. Perform final accounting of all conference, membership, and host council expenses and incomes related to TCSS annual conferences and provide summary to Executive Committee.

15. Prepare check for hosting council for 25% of net profit of fall conference as approved by the TCSS Executive Committee.

  1. Release to an official successor within thirty days of vacating the office all books, records, and papers, and receive a listed receipt from the incoming Treasurer.

17. Perform other duties as appropriate.

18. Prepare and forward timeline of activities as requested to the President prior to fall and spring meetings.

 

TCSS Treasurer Timeline

 

January

  1. Finalize plans with hotel for Winter Retreat
  2. Participate in Winter Retreat of Executive Committee
  3. Pay accountant for work on books and preparation of IRS Form 990
  4. Pay any additional bills related to conference
  5. Reimburse officers and others for transportation
  6. Balance books for banking and payments
  7. Enter all payments made and investment/banking deposits & charges

 

February

  1. Meet with investment brokers for status or for money to pay bills
  2. Pay hotel for Winter Retreat: rooms and meals
  3. Send IRS Form 1099’s for contracted work
  4. Receive Conference Host Council check; closeout their Chase account and their detailed accounting for expenses and income
  5. Receive registration information NCSS memberships from Membership Director.
  6. Balance books for banking and payments
  7. Enter all payments made and investment/banking deposits & charges

 

March:

  1. Pay printer for printing and mailing Summer Texan and invoice for graphic artist
  2. Prepare TCSS next fiscal year budget to present at March meeting
  3. Prepare Reports for TCSS March meetings
  4. Calculate total conference profits and present figures to Executive Committee
  5. Arrange to have sufficient funds and checks available to pay reimbursements and hotel at TCSS spring meeting
  6. Attend TCSS spring meeting
  7. Pay TCSS ½ amount contracted services
  8. PayAustinhotel: TCSS March meeting
  9. Pay Host CSS for their 25% share of net profit for fall conference

10. Arrange for contract with hotel for Summer Retreat in June

11. Pay other outstanding bills and close books for fiscal year by March 31

12. Balance books for banking and payments

13. Enter all payments made and investment/banking deposits & charges

 

April:

  1. Contact accountant (if necessary) and provide investment year-end data/documents and Quicken/Quickbooks accounting records (Category Detail Report) to begin preparation of 990 for IRS
  2. Balance books for banking and payments
  3. Enter all payments made and investment/banking deposits & charges

 

May:

  1. Balance books for banking and payments
  2. Enter all payments made and investment/banking deposits & charges
  3. Mail IRS Form 990, unless necessary to request extension.
  4. Finalize plans with hotel for Summer Retreat
  5. Pay printer for printing and mailing Summer Texan; pay invoice for graphic artist

 

June:

  1. Attend TCSS Summer Retreat
  2. Reimburse officers and others for transportation
  3. Pay hotel for Summer Retreat: rooms and meals
  4. Enter all payments made and investment/banking deposits & charges
  5. Balance books for banking and payments

 

July:

  1. Meet with investment brokers for status or for money to pay bills
  2. Enter all payments made and investment/banking deposits & charges
  3. Balance books for banking and payments

 

August/September:

  1. Enter all payments made and investment/banking deposits & charges
  2. Balance books for banking and payments

 

October:

  1. Attend TCSS fall conference
  2. Pay awards winners
  3. Reimburse Executive Committee members and committee chairs for transportation and/or lodging
  4. Pay contracted Executive Committee Members ½ of annual amounts of contracts: Webmaster, Texan Editor, & Membership Director
  5. Meet with accountant for IRS Form 990 preparation if extension filed previously
  6. Enter all payments made and investment/banking deposits & charges.
  7. Balance books for banking and payments

 

November:

  1. Arrange for contract with hotel for Winter Retreat in January
  2. Meet with accountant on preparation of IRS Form 990
  3. Mail completed 990 to IRS (if extended)
  4. Pay conference exhibitor arrangements company for exhibitor set-up and take-down at conference (bill to be checked and forwarded by Executive Secretary)
  5. Attend NCSS conference as a TCSS delegate to the NCSS House of
  6. Delegates (HOD)
  7. Reimburse TCSS HOD delegates transportation & lodging
  8. Order new checks from bank
  9. Set up bank account at a local Chase Bank for council to future TCSS fall conference

10. Pay P. O. box rental

11. Enter all payments made and investment/banking deposits & charges.

12. Balance books for banking and payments

 

December:

  1. Reimburse officers and others for transportation and/or lodging
  2. Pay for printing and mailing Winter Texan; pay invoice for graphic artist
  3. Enter all payments made and investment/banking deposits & charges.
  4. Balance books for banking and payments

 

Executive Secretary

 

Description:

 

The Executive Secretary shall be responsible for the maintenance of an accurate file which lists the names and addresses of the Council officers and membership and will provide for a membership office that will handle routine membership processing; maintain a supply of official publications of the Council; complete all legal and governmental reports required of the Council; serve as custodian of the archives; assist and advise the President in all elections of officers. Additional duties may be assigned by the Executive Board.

 

Responsibilities:

 

  1. Attend all official meetings for the Texas Council for the Social Studies.
  2. Serve as chairperson of the Conference Committee.
  3. Assist and counsel with officers, board members, and general assembly.
  4. Respond to all appropriate inquiries.
  5. Serve as custodian of the archives.
  6. Serve as TCSS liaison to the Membership Office.
  7. Complete any official governmental stipulations addressed to the Council.
  8. Work with the membership office to develop and maintain a suitable membership form with necessary data for computerizing membership files.
  9. Review and make recommendations with advice and consent of the president for revision of the TCSS Leadership Handbook.

10. Assist as a liaison between the President and local conference coordinators.

11. Assist the conference coordinators of future conferences and local conference steering committees with tasks such as signing hotel contracts, liaison with publishers, and other such advice and actions as are needed.

12. Order and purchase plaque and pen and pencil set for Past President.

13. Perform all other duties appropriate to the office.

14. Prepare and forward time line of activities as requested to President prior to fall and spring meetings.

 

Timeline for Executive Secretary

 

January:

  1. Attend Executive Committee’s Winter Retreat
  2. Search for future conference sites
  3. Stay in contact with current TCSS President

 

February:

  1. Contact Conference Committee members before Spring Meeting
  2. Order the Past President’s gift
  3. Continue to search for conference sites with local councils
  4. Submit report for Spring Meeting to Recording Secretary

 

March:

  1. Attend Spring Meeting and chair meeting of Conference Committee
  2. Keep materials for Archives
  3. Work with Conference & Nominations Committees
  4. Continue to search for conference sites with local councils
  5. Keep updates on Conferences and officer selections

 

April:

  1. Stay in contact with hosting council for current year’s fall conference
  2. Continue to search for conference sites with local councils

 

May/June:

  1. Verify with Director of Member Services that NCSS affiliation papers are completed and sent to NCSS before June 30th deadline
  2. Attend a meeting with hosting council for fall conference
  3. Contact Past President to see how Nominations are proceeding

 

July:

  1. Check with Director of Member Services on sending out renewal notices
  2. Follow up to see if conference materials are ready for mail

 

August:

  1. Stay in contact with President and local council hosting annual conference
  2. Make sure insurance papers are in order for fall conference

 

September:

  1. Stay in contact with President and local council hosting annual conference
  2. Order the plaque for previous year’s President
  3. Prepare report of activities for Recording Secretary

 

October:

  1. Attend annual fall conference
  2. Collect materials for Archives

 

November/December:

  1. Plan to attend NCSS Conference and help President in House of Delegates
  2. Try to meet with TCSS officers attending NCSS to discuss any issues that might have arisen since fall conference in anticipation of the next year’s activities and transfer of responsibilities to new officers.


Director of Member Services

 

Description:

 

The Director of Member Services shall be responsible for the maintenance of an accurate database of Organization members. The Director shall complete documents required for Organization affiliations with local and national organizations. He/she shall perform other duties as required by the Executive Committee.

 

Responsibilities:

 

  1. Send membership information when requested to all local councils prior to annual membership drives.
  2. Answer inquiries regarding status of membership of individuals.
  3. Maintain list of TCSS members showing affiliation.
  4. Provide mailing lists when requested to President and local council presidents.
  5. Work with the Executive Secretary to develop and maintain a suitable membership form with necessary data for computerizing membership lists.
  6. Receive, make copies, and forward to President the completed local council affiliation forms. Provide a master list of affiliated councils and contact persons to President.
  7. Perform other duties as requested.

 

On-Going Responsibilities of the Director of Member Services (Membership only):

 

  1. Work with the Executive Secretary and Vice President to carry out the goals and objectives of the membership office.
  2. Maintain the computer and copier/fax owned by TCSS. TCSS will pay for repairs when the warranty expires.
  3. Maintain computer list of all members of TCSS.
  4. Send renewal notices to entire membership at least one month prior to the expiration of their membership.
  5. Remove persons from the active membership list 60 days after the membership expires.
  6. When memberships are received:
  7. Enter membership information into the computer database.
  8. Deposit checks in TCSS bank account
    1. Work with local councils to encourage continual contact with persons who have not renewed memberships.
    2. Provide a master list of affiliated councils and contact persons to the President, other officers, and committee chairs as requested.
    3. On request, prepare mailing lists for the editor of the The Social Studies Texan, local councils, and TCSS officers.

10. Prepare mail lists for sale to associated businesses when authorized by the President.

11. Send membership packet and procedures for forming new local councils upon request.

11. Prepare, print, and distribute TCSS membership forms as needed.

12. Handle correspondence as needed.

13. Submit expenses to Treasurer as needed.

14. Perform other duties as requested.

 

 

On-Going Responsibilities of Director of Member Services (Conference Registration)

 

  1. Process all conference registrations.
  2. Receive all monies for registration, meals, and tours.
  3. Create spreadsheet to record attendees, meals, and tours.
  4. Invoice all districts that pay registration with purchase orders.
  5. Check current membership as registration is received.
  6. Email registration attendees after processing their registration.
  7. Copy all registration paperwork for both TCSS and attendees’ records.
  8. Process registration envelopes for attendees.
  9. Create spreadsheets of all checks received before depositing.

10. Deposit all monies received for conference registration.

11. Handle correspondence as needed.

12. Submit expenses to treasurer as needed.

13. Perform other duties as requested.

 


Timeline for Director of Member Services

 

January:

1.   Continue to update membership list on computer spreadsheet.

2.   Make any bank deposits to TCSS account.

3.   Attend TCSS winter retreat.

4.   Prepare officer report for President to be presented at TCSS Winter Retreat.

 

February:

  1. Continue to update membership list on computer spreadsheet.
  2. Make any bank deposits to TCSS account.

 

March:

1.   Continue to update membership list on computer spreadsheet.

2.   Make any bank deposits to TCSS account.

3.   Work at the registration table for the TSSSA spring conference.

4.   Prepare officer report for activities in October-March for the TCSS President to be presented at the TCSS spring meeting.

5.   Prepare receipts and deposit slips to be given to the Treasurer for accountability.

6.   Attend the TCSS spring meeting.

7.   Prepare mailing list for the Director of Publications to use in sending the spring issue of The Social Studies Texan.

 

April:

  1. Make available in hard copy and on the website local council affiliation forms to local council presidents.
  2. Email local council presidents and board representatives a reminder to send local council affiliation forms to Member Services.
  3. Provide mail list for renewal notices to the publication printer.

 

May:

  1. Order alpha of list ofTexasmembers of NCSS.
  2. Check accuracy of TCSS-NCSS joint members in computer roster using the NCSS list. Complete TCSS-NCSS affiliation form.
  3. Send Executive Secretary a copy of the NCSS affiliation form.
  4. Prepare mail list for mailing of renewal notices.

.

June:

1    Prepare mailing list for the Director of Publications to use in sending the summer issue of The Social Studies Texan.

2.   Continue to update membership roster.

3.   Make deposits to the TCSS account.

4.   Attend the TCSS summer retreat.

 

July:

1.    Continue to check the TCSS mailbox for membership renewals.

2.    Add all renewals.to the database

3.    Make membership deposits to the bank account.

4.    Send notices to local council presidents and board representatives regarding local council affiliation.

 

August:

1.   Continue to check the TCSS mailbox for membership renewals.

2.   Add all renewals to the database.

3.   Make membership deposits to the bank account.

4. Continue to notify local councils to send affiliation form.

 

September:

1.   Check memberships as conference registrations begin to arrive.

2.   Continue to check the TCSS mailbox for membership renewals.

3.   Make membership deposits to the bank account.

4.   Continue to notify local councils to send affiliation form.

5.   Prepare membership materials for fall conference.

 

October:

  1. Continue to check memberships as conference registrations continue.
  2. Continue to check the TCSS mailbox for membership renewals.
  3. Make membership deposits to the bank account.
  4. Attend the annual fall conference.
  5. Maintain a membership table near registration for membership information and questions.
  6. Obtain local council affiliation forms from council presidents and board representatives in attendance at the conference.

 

November:

1.   Enter all new memberships from fall conference into the database.

2.   Continue to check the TCSS mailbox for renewals.

3.   Deposit membership monies into the account.

4.   Prepare mailing list for the Director of Publications to use in sending the Fall/Winter issue of The Social Studies Texan.

December:

  1. Enter all new memberships into the database.
  2. Continue to check the TCSS mailbox for renewals.
  3. Deposit membership monies into the account.
  4. Attend NCSS annual conference.

 

 

Director of Member Services’s Timeline for Conference Registration

January:

1.   Continue to process checks from conference.

2.   Invoice districts/individuals that have yet paid.

3.   Deposit checks into account.

4.   Create report from conference information to be reported at TCSS Executive Committee Winter Retreat.

 

February:

  1. File remaining paperwork from conference.
  2. Collect all paperwork to be stored in container for archives.
  3. Continue to process any remaining monies from conference.

 

March:

  1. Work with new Conference host(s) on anything they need.
  2. Proof conference registration form and make any suggestions.
  3. Prepare receipts and deposit slips to be given to the Treasurer for accountability.

 

April:

  1. Create new spreadsheet for conference registration once form is approved.
  2. Take inventory of supplies.
  3. Proof conference registration flyer when ready.

 

May:

  1. Prepare mail list for conference flyer.

 

June:

  1. Organize materials to be ready for beginning of registration.
  2. Take inventory of conference ribbons.
  3. Order conference ribbons if needed.
  4. Order conference envelopes.
  5. Process registrations as they arrive.
  6. Attend TCSS Executive Committee Summer Retreat.

 

July:

  1. Continue to process registrations.
  2. Make deposits of conference monies.
  3. Create and have printed tickets for ticketed events.
  4. Create nametag template.

 

August:

  1. Continue to process registrations.
  2. Make deposits of conference monies.
  3. File processed paperwork.

 

September:

  1. Begin checking the mailbox regularly.
  2. Continue to process registrations.
  3. Make deposits of conference monies.
  4. File processed paperwork.
  5. Prepare registered participants’ envelopes.
  6. File envelopes in registration boxes.
  7. Prepare checklist of items needed to take to conference.

 

October

  1. Check mailbox everyday until leave for conference.
  2. Continue to process registrations.
  3. Make deposits of conference monies.
  4. File processed paperwork.
  5. Prepare registered participants’ envelopes.
  6. File envelopes in registration boxes.
  7. Have onsite registration form and membership forms printed.
  8. Write check for cash for change in money bag.
  9. Prepare instruction sheet for workers at registration.

10. Pack office supplies and conference materials.

11. Refer to checklist for items going to conference.

12. Take conference participant list to printer for nametags.

13. Check mail one last time before leaving for conference.

14. Pick up nametags from printer.

15. Troubleshoot all registration problems at conference.

16. Maintain money bags throughout conference.

17. Observe if extra supplies and paperwork is needed at registration.

18. Collect all supplies and remaining paperwork when conference is completed.

19. Enter all onsite registrations in both membership data base and conference spreadsheet.

20. Prepare and make deposit of all monies collected at conference.

21. File all remaining paperwork.

22. Invoice districts and individuals who did not pay at conference.

23. Check mailbox for remaining registrations.

 

November:

  1. Continue to process checks from conference.
  2. Deposit conference money into account.
  3. File any paperwork.
  4. Check conference spreadsheet to acquire accurate accounting.
  5. Attend NCSS annual conference.

 

December:

  1. Continue to process checks from conference.
  2. Deposit conference money into account.
  3. File any paperwork.
  4. Invoice any outstanding payments.


Director of Publications

 

Description:

 

The Director of Publications shall serve as Editor of The Social Studies Texan and shall be responsible for its preparation, publication, and distribution. The Director of Publications shall serve as co-chair of the Publications Committee and shall collaborate with the Director of Media and Technology on electronic dissemination of information. As requested, the Director of Publications shall facilitate preparation and mailing of communications for the organization.

 

 

Responsibilities:

 

  1. Serve as Editor of The Social Studies Texan.
  2. Attend all official meetings of the Texas Council for the Social Studies.
  3. Work with the Publications Committee to develop policies and themes for future issues of the magazine; suggest needs, concerns, or improvements to the committee; keep committee informed on all matters related to publication of The Social Studies Texan.
  4. Solicit and collect articles for each issue of The Texan.
  5. Establish procedures by which non-juried articles submitted for possible publication will be handled, i.e., if selected for inclusion in next or future issue, how will author be informed; if not selected, how will author be told and be encouraged to resubmit with changes as suggested. Editor may solicit input from co-editor and other members of Publications Committee to determine if specific articles should be included.
  6. Work with the Editorial Board Chairperson to see that juried manuscripts are published in a timely manner and in accordance with posted guideline on TCSS website and included in each issue of the magazine.
  7. As articles are received and accepted for future publication, format each and edit with one or two other members of the editorial team, using proofing tools and electronic transfer from one person to another. When Editor is satisfied with edited copy and accepts all changes, save the finished article for future uploading.
  8. For each issue, maintain a listing of proposed and finished articles, images, and features to assist with planning for page-count needs.
  9. Use available online resources to identify potential images for each issue. If available, request photographs or images from each author to illustrate his/her article in order to reduce costs of each issue.
  10. Editor should be in contact with regular columnists and authors who have agreed to submit pieces for each issue to remind them of deadlines and other issues relevant to each submitter’s commitment to the issue.
  11. Select printer/mailing service to use for printing and mailing of each issue of the magazine.
  12. Secure a bulk mailing permit at a local post office and renew each year. Work with TCSS Treasurer to complete paperwork (application) as necessary.
  13. Select and develop working relationship with graphic designer who will do page layouts, design, preparation, and uploading of finalized proof files for each completed issue.
  14. Work with the printer to select the type of paper for cover and inside pages. Request a quote for printing the issue, for preparing printed copies for mailing, and for postage charges for mailing issue.
  15. Solicit advertisers, invoice for running ads, and collect payment for ads placed in The Social Studies Texan.
  16. Contribute ideas and work with graphic designer to create four pages of cover for each issue.
  17. Reply to requests for permission to copy or reproduce articles and/or manuscripts.
  18. Work with graphic designer to plan publication layout and page layout; maintain chart of anticipated and completed articles and images to facilitate this work with designer.
  19.  Secure photos and/or select appropriate images to accompany selected articles.
  20. Determine with Director of Member Services the number of copies of each issue to be printed. Create a list of names and addresses of individuals and institutions to receive copies of issue and provide this list to Director of Member Services. Combine number of members in database at time of printing with number of additional recipients to plan for total number of copies to be printed.
  21. Forward number of copies to be printed to printer for quote.
  22. When quote is received, ask Treasurer to provide check for quote amount to printer and send total mailing label spreadsheet to printer.
  23. Communicate with the printer as necessary to finalize proof, authorize printing, and provide exact amount of prepayment for postage through check requested of Treasurer.
  24. Upon completion of the printing of each issue, pick up bulk/extra copies to review. As requested, ship or deliver extra copies to President, Vice President, and Director of Member Services. Maintain small inventory of extra copies for each issue.
  25. Reply to all inquiries about the publication and conduct correspondence as necessary.
  26. Complete any tasks requested by President or Executive Committee related to publication and printing of materials on behalf of the organization, in particular those items related to mailings for membership renewal and annual fall conference communications.
  27. Represent The Texan at various functions and/or serve on panels upon request. Work with Editorial Board Chair to conduct workshops at TCSS conferences for potential authors.
  28. As co-chair of the Publications Committee, attend meetings of the TCSS Executive Board. Provide input as requested.
  29. In a continuous and ongoing manner, refine and improve The Texan and the service provided its readers and/or subscribers.
  30. Coordinate with Director of Media and Technology to post materials on the TCSS website as requested, including selected items from issues of The Texan.
  31. Perform all other duties appropriate to the office.
  32. Prepare and forward reports of activities as requested by the President prior to the fall and spring meetings.


Timeline for Director of Publications

 

January:

  1. Communicate with all members of Publications Committee to share plans and expectations for three issues of The Social Studies Texan for the year; remind all of February 1st deadline for spring issue and of specific assignments for that issue.
  2. Attend Winter Retreat of TCSS Executive Committee.
  3. Create chart for spring issue to keep track of submissions as they are received, formatted, edited, and completed for uploading to graphic designer.
  4. Solicit articles and lesson plans for spring issue and remind authors of regular columns to submit articles well before deadline.
  5. Assist Chair of Editorial Board in reviews of articles submitted for professional literature.
  6. Complete initial formatting and first rounds of editing for all submitted articles; circulate for additional input; if not provided by author(s), identify appropriate art/images for articles for spring issue as they are completed.
  7. Communicate with potential advertisers for spring issue to remind of February 1st deadline.

 

February:

  1. Complete formatting and edits of all articles; when accepted for printing, upload to graphic designer along with appropriate art or suggestions for illustrative images.
  2. Write “In This Issue” article for spring issue and information about summer issue’s theme to include with guidelines for submitting articles for the next issue.
  3. Work with Director of Member Services to determine exact number of copies to be printed for spring issue; submit request for quotation to printer for printing and mailing preparation.
  4. Request prepayment by TCSS Treasurer of printing/mail preparation costs; send database to printer for mailing.
  5. Work with graphic designer on layout of inside pages of magazine; provide additional articles if more pages are needed or approve cuts if too much material has been uploaded.
  6. Work with graphic designer to plan four cover pages, focusing on front cover and theme.
  7. Have final proofing done by at least five proofreaders; give final approval of inside pages and cover pages before graphic designer uploads to printer.
  8. Have TCSS Treasurer send check for postage to printer.
  9. Give final approval of copy to printer.

10. Pick up extra copies of issue from printer to distribute to President, Vice President, Director of Member Services, and advertisers; maintain inventory of extra copies to provide as requested.

11. Provide invoices to collect payment from advertisers in spring issue; arrange for graphic designer’s payment with Treasurer.

 

March:

  1. Plan to attend spring meeting to participate in session with full membership of Publications Committee; communicate with committee members about expectations for spring meeting work.
  2. At spring meeting, solicit observations about most recent fall/winter issue and latest spring issue in terms of what can be learned for future issues.
  3. At meeting and in subsequent email communications, plan summer issue with Chair of Editorial Board and Publications Committee members.
  4. Make assignments for summer issue and preliminary plans for fall/winter issue.
  5. Follow-up with authors of articles in spring issue to provide pdf copies of their submissions along with email notes of appreciation for their contributions and support.
  6. Stay in touch with spring advertisers and others for future advertising opportunities.

 

April/May:

  1. Solicit articles for summer issue of The Social Studies Texan.
  2. Create chart for summer issue to keep track of submissions as they are received, formatted, edited, and completed for uploading to designer.
  3. As requested, assist Chair of Editorial Board in initial reviews of articles submitted for professional literature.
  4. Complete initial formatting and first rounds of editing for all submitted articles; circulate for additional input; if not provided by author(s), identify appropriate art/images for articles for spring issue as they are completed.
  5. Communicate with potential advertisers for summer issue to remind of June 1st deadline.
  6. Stay in touch with regular contributors of articles and with those who have promised to submit items for summer issue in advance of June 1st deadline.
  7. Work with chair of Nominations and Elections Committee to secure candidate information and photographs for election profile articles that will run in summer issue.
  8. Respond as required to all inquiries related to publications of TCSS.
  9. Work with Director Member Services to create, print, and mail membership renewal form in mid-May.

 

June:

  1. Attend Summer Retreat of TCSS Executive Committee.
  2. Complete formatting and edits of all articles submitted for summer issue; when accepted for printing, upload to graphic designer along with appropriate art or suggestions for illustrative images.
  3. Write “In This Issue” article for summer issue and information about fall/winter issue’s theme to include with guidelines for submitting articles for the next issue.
  4. Work with Director of Member Services to determine exact number of copies to be printed for spring issue; submit request for print and mailing preparation to printer.
  5. Request prepayment by TCSS Treasurer of printing/mail preparation costs; send database to printer for mailing.
  6. Work with graphic designer on layout of inside pages of magazine; provide additional articles if more pages are needed or approve cuts if too much material has been uploaded.
  7. Work with graphic designer to plan four cover pages, focusing on front cover and theme.
  8. Have final proofing done by at least five proofreaders; give final approval of inside pages and cover pages before graphic designer uploads to printer.
  9. Have TCSS Treasurer send check for postage to printer.

10. Give final approval of copy to printer.

11. Pick up extra copies of issue from printer to distribute to President, Vice President, Director of Member Services, and advertisers; maintain inventory of extra copies to provide as requested.

12. Provide invoices to collect payment from advertisers in summer issue; arrange for graphic designer’s payment with Treasurer.

13. Work with local committee in charge of fall conference to prepare summer conference mailer; coordinate with committee, Executive Secretary, President, and Director of Technology to design flyer in coordination with opportunities for online registration.

 

July:

  1. Follow-up with authors of articles in summer issue to provide pdf copies of their submissions along with email notes of appreciation for their contributions and support.
  2. Finalize printing and mailing of fall conference flyer.
  3. Begin plans for fall/winter issue; create chart for fall/winter issue to keep track of submissions are they are received, formatted, edited, and completed for uploading to designer.
  4. Communicate with chair of Special Awards Committee to acquire lesson plans from winners of Teacher of the Year awards to be announced in fall; contact the award winners to begin writing biographical profiles of each to be run in fall/winter issue.
  5. Communicate via email with Chair of Editorial Board and Publications Committee members about possible articles for fall/winter issue.

 

August/September:

  1. Solicit articles for fall/winter issue of The Social Studies Texan.
  2. As requested, assist Chair of Editorial Board in initial reviews of articles submitted for professional literature.
  3. Stay in touch with regular contributors of articles and with those who have promised to submit items for summer issue in advance of October 1st deadline.
  4. Respond as required to all inquiries related to publications of TCS
  5. Prepare for meeting of Publications Committee at fall conference.

 

October:

  1. Attend fall conference and work with Publications Committee to plan for next year’s three issues.
  2. Work with photographer to arrange for photos from conference of highlights as well as awards recipients; fall/winter issue should include articles based on fall conference activities.
  3. Complete formatting and edits of all articles submitted for fall/winter issue; when accepted for printing, upload to graphic designer along with appropriate art or suggestions for illustrative images.
  4. Write “In This Issue” article for summer issue and information about spring issue’s theme to include with guidelines for submitting articles for the next issue.
  5. Work with Director of Member Services to determine exact number of copies to be printed for spring issue; submit request for print and mailing preparation to printer.
  6. Request prepayment by TCSS Treasurer of printing/mail preparation costs; send database to printer for mailing.
  7. Work with graphic designer on layout of inside pages of magazine; provide additional articles if more pages are needed or approve cuts if too much material has been uploaded.
  8. Work with graphic designer to plan four cover pages, focusing on front cover and theme.
  9. Have final proofing done by at least five proofreaders; give final approval of inside pages and cover pages before graphic designer uploads to printer.

10. Have TCSS Treasurer send check for postage to printer.

11. Give final approval of copy to printer.

12. Pick up extra copies of issue from printer to distribute to President, Vice President, Director of Member Services, and advertisers; maintain inventory of extra copies to provide as requested.

13. Provide invoices to collect payment from advertisers in fall/winter issue; arrange for graphic designer’s payment with Treasurer.

 

November/December:

  1. Follow-up with authors of articles in fall/winter issue to provide pdf copies of their submissions along with email notes of appreciation for their contributions and support.
  2. Create chart for spring issue to keep track of submissions as they are received, formatted, edited, and completed for uploading to designer.
  3. Communicate via email with Chair of Editorial Board and other Publications Committee members about possible articles for spring issue.
  4. Solicit submissions for lesson plans, book reviews, and articles.
  5. Solicit potential advertisers for next year’s issues


Director of Media and Technology

 

Description:

 

The Director of Media and Technology shall have responsibility for the design and maintenance of the Organization’s website. The Director of Media and Technology shall serve as co-chair of the Technology Committee.

 

Responsibilities:

 

  1. He/she shall maintain website security, be responsible for accuracy of content, ensure that information about the Organization’s activities is posted in a timely manner, and respond to email inquiries promptly.
  2. The Director of Media and Technology will serve as photographer at the organization’s annual fall conference and, at the president’s request, at the NCSS annual conference and/or other events. He/she shall correct/process images as needed, transfer them to the Director of Publications for use in The Social Studies Texan, and archive them for future reference.
  3. He/she will update the leadership of the Organization about issues related to technology.
  4. He/she shall perform other duties as required by the Executive Committee.
  5. Prepare and forward reports of activities as requested by the President prior to the fall and spring meetings.

 

Timeline for Director of Media and Technology

 

January/February:

  1. Update website to reflect changes to the Executive Committee.
  2. Attend Winter Leadership Retreat.
  3. Post early fall conference information to website.
  4. Post Special Awards and Scholarship Guidelines and Applications.
  5. Ongoing throughout the year: update TCSS website with announcements and opportunities for professional development and resources

 

March/April

  1. Attend Executive Board and spring meeting.
  2. Chair Technology Committee and take photographs.
  3. Meet with other committees as needed.
  4. Post fall conference registration form to the website.

 

May/June

  1. Meet with Director of Member Services to assist with technology needs and early conference preparations.
  2. Set up online conference registration and payment.
  3. Attend Summer Leadership Retreat

 

July/August/September:

  1. Update website with latest fall conference information.
  2. Maintain close communication with fall conference chair and Director of Member Services.

 

October:

  1. Remove online registration option five days before the beginning of the fall conference.
  2. Attend Fall Conference.
  3. Assist with on-site conference registration and technology needs.
  4. Photograph conference meals, sessions, special events and award winners.
  5. Chair technology committee meeting.
  6. Process conference images and transfer them to Director of Publications.
  7. Meet with the next year’s conference host committee at the Passing the Torch meeting.
  8. Update website to announce newly elected officers.
  9. Post Committee Request form to the website.

 

November/December:

  1. Post Nominations form to the website for 2012 TCSS officer candidates.
  2. Post Exhibitor form to the website for the next year’s conference.

 

Curriculum Liaison(s)

 

Duties:

 

The Curriculum Liaison(s) shall represent the Organization at State Board of Education meetings and maintain contact with the Texas Education Agency’s Social Studies Department. He/she shall submit information to the Executive Committee as received from State Board of Education meetings and perform additional duties as assigned by the Executive Committee.

 

Responsibilities:

 

  1. Represent TCSS at the direction of the President.
  2. Monitor State Board of Education meetings in person or through a designated person.
  3. Monitor the education committees in the Texas Senate and House of Representatives.
  4. Serve as advisor and ex officio member of the Curriculum Committee.
  5. Maintain contact with the Texas Education’s Social Studies Curriculum Department.
  6. Attend Executive Board Meetings.
  7. Complete other duties as assigned by the President/Executive Board.
  8. Prepare and forward reports of activities as requested by the President prior to the fall and spring meetings.

 

Timeline for Curriculum Liaison(s)

 

The Curriculum Liaison(s) will attend meetings of the State Board of Education; winter and summer retreats for members of the TCSS Executive Committee; TCSS spring meeting and fall conference. The Curriculum Liaison(s) shall report on activities of the State Board of Education, the Texas Education Agency, and the Texas Legislature to TCSS.

 

Parliamentarian

 

Description:

 

The Parliamentarian shall advise the President and other officers, committees, and members on issues relating to parliamentary procedure and ensure that all actions of TCSS follow the current edition of Robert’s Rules of Order. The Parliamentarian shall serve as chairperson of the Constitution Committee.

 

Responsibilities:

 

  1. Attend all meetings of the Executive Committee and the Executive Board, as well as the spring meeting and fall conference.
  2. Serve as advisor to TCSS President and other officers and members regarding the use of parliamentary procedure during meetings and deliberations.
  3. Continually review Constitution and make recommendations for any proposed revision.
  4. Maintain copies of the latest versions of TCSS Constitution and Policy Statements for reference during meetings and discussions.
  1. Prepare and forward reports of activities as requested by the President prior to the fall and spring meetings.

 

Timeline for Parliamentarian

January/February:

  1. Review Constitution and Bylaws.
  2. Prepare for Executive Committee’s winter retreat.
  3. Attend Executive Committee’s winter retreat.

 

March:

  1. Prepare for spring meeting; create agenda for Constitution Committee meeting.
  2. Prepare reports as requested by President, Executive Board, or TCSS membership.
  3. Submit proposed print-ready copy of any proposed revisions of the Constitution and Bylaws to the President.

 

April/May:

  1.  Review Constitution and Bylaws.

 

June:

  1.  Prepare for Executive Committee’s summer retreat.
  2. Attend Executive Committee’s summer retreat.
  3. Prepare reports as requested by President, Executive Board, or TCSS membership.

 

July/August/September:

  1.  Review Constitution and Bylaws.

 

October:

  1. Prepare for fall conference; create agenda for Constitution Committee meeting.
  2. Chair meeting of Constitution Committee at fall conference.
  3. Prepare reports as requested by President, Executive Board, or TCSS membership
  4. Submit proposed print-ready copy of any proposed revisions of the Constitution and Bylaws to the President.

 

November/December:

  1.  Work with Executive Secretary to ensure that all policies align to the Constitution and Bylaws.

 

Representative of Texas Social Studies Supervisors Association

 

Description:

 

The President of TSSSA or the president’s designee shall serve as a liaison and non-voting member of the TCSS Executive Committee and a voting member of the Executive Board during the term of office served as President of TSSSA.

 

Responsibilities:

 

  1. Attend or appoint a designee to attend TCSS Executive Committee and Executive Board meetings.
  2. Prepare and present a report to be given at TCSS Executive Committee and Executive Board meetings, updating with information about recent TSSSA activities.