All Board Members

As elected members of the CART Board of Directors, the Board members are responsible to the membership which elected them, as well as to the policies of the Board of Directors. The following are the major areas of responsibilities pertinent to All Board Members
  • Review the Information Book.
  • Attend all Board meetings. Attend all business sessions, open forums, paper presentations, social functions, and emergency Board meetings during the Annual Conference. Be available for questions, discussion, and interaction with members at all CART functions.
  • Board members absent from two Board meetings (in any given year) may be removed from their position.
  • When a Board member is unable to attend a Board meeting, he/she is to notify the Chair of the Board as soon as possible. A written report is to be forwarded to the Chair prior to the Board meeting, including the member's assigned tasks, pertinent activities, and input on agenda items.
  • Attend the Annual Conference if possible.
  • Participate as a voting member of the Board.
  • Serve on Ad Hoc committees as assigned by the Chair of the Board.
  • Forward all pertinent correspondence/documents to the Executive Committee. Th e
    Chair will determine which are to be copied to the entire Board and will forward these to the Secretary for distribution.
  • Prior to Board meetings, forward any agenda items to the Chair for inclusion on the Board agenda
  • Maintain communication with the CART members as well as the Board of Directors, assist them as needed, offer advice/counsel as needed.
  • Serve as standing committee liaison as assigned by the President. Review committee duties with committee chair. Advise committee on Board protocol. Assist committee chair to organize committee file.
  • Represent the ISSRT at as many district, state, and national professional functions as possible.
  • Present vouchers with receipts to the Treasurer for Board or travel expenses according to procedure.
  • Submit all reports in appropriate format using report form found in this information book. Email to the Secretary for distribution to the Board 3 weeks prior to the Board meeting.
  • Maintain confidentiality of all Board Executive sessions.
  • Board members should be on time and attend the entire meeting.
  • CART stationary should be used for all correspondence and reports related to the office.
  • Whenever possible, if it becomes necessary to resign, submit resignation as far as possible in advance; assist person appointed as your replacement to maintain continuity of duties. ​

Chair of the Board

Immediately Upon Assuming the Chair
  • Establish suitable dates and locations for Board meetings for the upcoming year, announce these dates at the Post-Conference Board meeting. Ensure that room reservations are made for Board members by the meeting coordinator or Annual Conference Chair.
  • Charge the Board members with pre-established Ad Hoc committee responsibilities, timeframes, goals, etc. Keep an accurate list of all committee members and charges. At the Post-Conference Board meeting, discuss any unfinished business from the .. Pre-Conference Board meeting. 
  • Turn over the President's file to the incoming President. 
  • Send letters to vendors and sponsors thanking them for supporting the Annual Conference and announcing the dates and location of the next year's meeting, requesting their continued support. A list of the vendors and sponsor supporting the Annual Conference can be obtained from the Annual Conference Chair. These letters should be mailed within the month following the Annual Conference.
  • Write thank-you letters to:
    • Speakers
    • ISSRT/ASRT/JRC representatives
    • ​Annual Conference and Committee Chairs 
    • Scholar Bowl Winners, judges and score keepers
    • Essay Competition Winners and judges
    • Scientific Display winners and Scientific competition judges
Throughout the Year
  • Forward all pertinent correspondence/documents to the Secretary for
    distribution to the entire Board of Directors.
  • Request agenda items from Board members and assemble agendas for all Board meetings from previous minutes, committee charges, and other pertinent CART business. Forward the agenda to the Secretary for distribution to the entire Board, and standing committee chairs.
  • Maintain communication with all Board members, assist them as needed, offer advice/counsel as needed.
  • Keep accurate and up-to-date files to be transferred to the incoming Chair at the Post-Conference Board meeting.
  • Represent CART at as many district, state, national professional functions as possible.
  • Attend the Spring Conference, if possible
  • As a member of the Executive Committee, be prepared to make urgent decisions when it cannot wait until the next Board meeting. The Executive Committee consists of the Chair, President, and President-Elect.
  • Executive Committee will discipline Board members (see by-laws) as necessary.

President

The President is the official spokesperson for the organization and is responsible for all standing committees.
Immediately Upon Assuming Office
  • Write letters designated at the Post-Conference Board meeting.
  • Contact standing committee chairmen and inform them of their charges. Send each a copy of their committee's duties (from this booklet) along with a committee chair packet.
  • Review & revise (if necessary) new member letters and forward to the Executive Secretary. Inform the nominating committee which offices are to be elected during the year, including any Regional Modality positions. Provide the committee with qualifications for candidates.
  • Write to all who had scientific displays, thanking them. Mail their certificates and copies of the judging sheets.
  • Write to the ASRT office providing them the names and addresses of the Illinois ASRT Delegates.
  • Send the names, addresses, and phone numbers of newly elected ASRT Delegates, and the President and President-Elect to the Region IV Coordinator. 
Throughout the Year
  • Send copies of all correspondence pertaining to Society affairs to the Secretary for filing.
    • ISSRT correspondence shall be sent to the ISSRT Delegates, the ISSRT President, and the ISSRT Executive Director.
  • Send letters to the ISSRT and ASRT, requesting that representatives be sent to the next Annual Conference. After receiving notification that representatives will be sent, notify the Annual Conference Chair so appropriate arrangements can be made (i.e. room, travel expenses).
  • Send letter to JRC every two years requesting representative to Spring Conference subsequent to
  • Contact all Committee Chairs well in advance of each Board meeting, encouraging their attendance. Furnish them with an agenda and any other appropriate information.
  • Check often with Committee Chairs and Board members periodically reminding them of responsibilities and deadline dates, encourage them, offer assistance and give direction as needed.
  • Answer correspondence promptly. Copy all correspondence to the Executive Committee and other appropriate Board members or Committee Chairs.
  • Attend the Spring Conference. Welcome participants and attendees at the opening session. Present team placement ribbons, plaques and other awards. Assist the Spring Conference Chair as requested.
  • Become familiar with the duties of the Board Chair, and be prepared to assume this position.
  • As a member of the budget committee, prepare a balanced budget for the upcoming year for presentation to the membership at the Annual Conference. The budget committee members are the President, President-Elect, Chair of the Board, and Treasurer.
  • As a member of the Executive Committee, (consisting of the President, President-Elect and Chair of the Board, as per the bylaws), participate in decision making relative to matters which cannot wait for the next meeting of the entire Board of Directors.
  • Keep accurate and up-to-date files to be transferred to the incoming President at the Post- Conference Board meeting.
  • Copy all reports to the ISSRT Board of Directors.
Prior to the Annual Conference
(review the Annual Conference section of this document)
  • Notify all Committee Chairs of the date final reports are due (prior to the Annual Conference). Review and forward to the Secretary for distribution to the Board.
  • Communicate with the Nomination Committee Chair regarding election information.
  • Confer with the Secretary for preparation of voting.
  • Consult with the Annual Conference Chair regarding the opening business session.
  • Prepare a President's address for the appropriate Annual Conference business session.
  • Appoint four (4) judges for the Essay Competition, and instruct them in their duties, competition rules, etc. The identity of all judges is to remain strictly confidential. The mechanism for the judging and responsibilities of the judges is located in this document. Have the Essay Competition Chair send titles of winning papers and author's name to the Annual Conference Chair for printing in the Annual Conference programs. Review the Essay Competition Committee duties in the Annual Conference section of this book.
  • Select an ISSRT representative to give the ISSRT report. (ISSRT representatives are the ISSRT delegates).
  • Organize the files and transfer them to the incoming President at the Post-Conference
  • meeting of the Board.
  • Be prepared to preside over all business sessions. Review parliamentary procedure.
  • Submit a proposed business session agenda at the Spring Conference Board Meeting for
  • approval.
  • Review the Annual Meeting Rules and forward to the Annual Conference Chair for printing.
During the Annual Conference
  • Present an address at the appropriate business session.
  • Host all receptions (President's, Memorial lecturer, etc).
  • Prepare for the presentation of the Scholarship award, if any, at the banquet. See the Scholarship Guidelines. 
  • At the banquet, recognize all Annual Conference committee members and thank them for their hard work. 
  • Review Essay Competition judging sheets 
  • Calculate total scores and determine winners using the competition scoring guidelines.
  • Print certificates for the winners.
  • Review Scientific Display judging sheets
  • Calculate total scores and determine winners using the competition scoring guidelines. 
  • ​Print certificates for the winners.
  • Prior to the Scholar Bowl, present awards to the Essay and Scientific Display winners. Give a list of the names, emails, and award to the Treasurer (for writing award checks), to the Editor (for publication) and to the Secretary (for the minutes).

President-Elect

President-Elect assumes the office of President at the Annual Conference following election. The President-Elect shall use this year as a period of self-education in all matters relating to CART, with particular responsibility for the membership aspects of the society.
Immediately Following Election
  • Review duties of Strategic Planning Committee
  • Assist the Secretary to become familiar with its functions..
  • Become familiar with the Bylaws of CART and the ISSRT
  • Review the President-Elect files from past years to become familiar with CART policy and issues.
  • Review duties of standing committees.
  • Consult with the President regarding committee responsibilites for the year.
  • Prepare a complete list of proposed standing committee vice-chair appointments. Contact these persons and ensure their willingness to serve in this capacity and to continue as chair for the following year. The list must be presented to the Board at the Winter Board meeting for approval. (See President's duties for further information).
  • Following approval of vice-chairs, establish contact between the vice-chairs and respective committee chairs. Provide vice-chairs with committee packet and committee responsibilities.
Throughout the Year
  • Act as Chair of the Strategic Planning Committee (see Strategic Planning Committee duties and General Committee duties in this document).
  • Learn the mechanics of presiding at meetings using "Robert's Rules of Order Newly Revised"
  • Answer all correspondence promptly; send copies to the Secretary for distribution to the entire Board of Directors.
    Maintain a complete and accurate file to be transferred to the successor at the post- Annual Cconference Board meeting.
  • As a member of the Executive Committee, (consisting of the President, President-Elect and Chair of the Board, as per the bylaws), participate in decision making relative to matters which cannot wait for the next meeting of the entire Board of Directors.
  • As a member of the Budget Committee, be prepared to assist in preparing a balanced budget to be presented to the membership at the Annual Conference for approval.
  • Maintain close contact with the membership by attending district meetings, educational conferences, the Spring Conference, etc.
  • Evaluate the needs of the ISSRT and be prepared to make proposals to the Board which will enhance the progress of the organization.
  • Serve as a CART representative to the ISSRT Annual Conference.
  • Keep an accurate account of the ISSRT Annual Conference expenditures and submit a request to the Treasurer for expense reimbursement.
Prior to the Annual Conference
  • Prepare a complete list of proposed standing-committee appointments for those committees which do not have vice-chairs. Contact these persons and ensure their willingness to serve in this capacity. The list of proposed standing-committee chairs must be presented to the Board at the Summer Board meeting for approval. (See President's duties for further information).
  • Select four (4) Scientific Display judges. Their identity is to be kept strictly confidential. Refer to the 'Scientific Display Competition' section for further detail.
  • Refer to the 'Scientific Display' Committee section of this book.
During the Annual Conference
  • Arrange with the Scientific Display or Properties Chair for the judges to have access to the displays during 'closed' hours, allowing time for the judges to rate the displays. Obtain the judges scoring sheets; refer to the 'Scientific Display Competition Rules' to determine awards.
  • Give the list of display winner's names, addresses, title of displays and place of employment/school to the Treasurer (for award checks), to the Webmaster Editor (for adding to the website), to the Pubilc Relations Liaison (for Facebook/Twitter) and to the Secretary (for the minutes) and keep a copy for the Awards Ceremony.
  • Be prepared to present the awards for Scientific Displays at the Awards Ceremony/banquet.

Vice-President

The Vice-President is a member of the Board of Directors, and will assume the duties of President in cases of absence or vacancy. ​
Immediately Upon Assuming Office
  • Become acquainted with the duties of the President.
Throughout the Year
  • Act as Chair of the Membership Committee (see Membership Committee duties and General Committee duties in this book).
  • Send copies of all correspondence pertaining to the CART to the Executive Committee.
  • Be ready to assume the duties of the President.
  • Offer suggestions, changes that will benefit the CART.
  • Perform duties as delegated by the President.
  • Keep accurate and up-to-date files to be transferred to the incoming Vice President at the Post-Conference Board meeting.
  • After each board meeting, forward changes (additions/deletions/corrections) for the INFORMATION BOOK to the Executive Secretary.
Prior to the Annual Conference
  • Review the protocol for the business sessions and the 'black book' (found in the President's file) with the Chair, President-Elect, and Secretary. It is preferable that this be done at the Summer Board meeting.
  • Make all preparations for membership awards for the Conference (See Membership Committee Guidelines).
During the Annual Conference
  • Be prepared to introduce the President and to make appropriate remarks at the time of the President's Address.

Secretary

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Treasurer

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