2005 SCCTM Executive Board Handbook

 

Welcome to the SCCTM Executive Board! The success of our organization depends on the dedication, expertise and hard work of its members, particularly of those on the Executive Board. You are to be commended for your willingness to serve the mathematics community of South Carolina. It is our hope that you will find your term on the Board a truly rewarding professional experience.

The purpose of this handbook is to provide information about SCCTM, to outline the general operating policies and procedures for the Board, and to outline the responsibilities of each member of the Executive Board.

 

SCCTM Trivia

 

The South Carolina Council of Teachers of Mathematics, an affiliate of NCTM, was formed in 1978 when two organizations, the South Carolina Mathematics Council and the Association of South Carolina Mathematics Teachers, merged to create a single organization. Among SCCTM’s major projects are the annual statewide conference usually held in the fall, scholarships offered to prospective mathematics teachers, and grants to members for classroom projects. SCCTM has also sponsored courses and workshops, and has been instrumental in formulating the vision for mathematics education for the new century. 

 

Policies and Procedures

 

Meetings

The Executive Board meets at least three times a year, usually on a Saturday in January, April, and August. Meeting times, dates, and location are at the discretion of the president.

Board meetings are the lifeblood of our organization’s work. Your attendance at these meetings is essential. If, for any reason, you cannot attend a meeting, it is expected that you contact the president to notify him as soon as you anticipate your absence.

The responsibilities of your office may require that you attend additional meetings. For example, the Vice-Presidents serve on both the Conference Program Committee and the Scholarship Committee. While these committees often meet after the Executive Board meeting, additional days and travel may be necessary. When an important decision that requires Board action must be made between meetings, the president may elect to schedule a conference call or call members individually to discuss and vote on this issue. As with all Board actions, the majority of a quorum of voting members will decide the issue. (Six voting members constitute a quorum.)

The Executive Board of SCCTM is made up of these voting members:

President-Elect, President, Past President, Vice-President for Elementary, Vice-President for Middle Schools, Vice-President for Secondary, Vice-President for Post-Secondary, Vice-President At-Large, Secretary, Treasurer and NCTM Representative. In addition, Government Relations Representative, the Data Base Manager, the MathMate Editor, the Webmaster, and the representatives from the SC Department of Education serve as non-voting members.

 

Reimbursement

 

SCCTM reimburses its Board members for expenses incurred as they fulfill their duties of their office. These include:

·   roundtrip mileage to Board meetings, paid at the prevailing government rate.

·   the costs associated with doing business, such as secretarial help, postage, copying, fax service, overnight mail, etc.

· costs associated with the annual conference, including one room for 2 nights at the single rate (unless required by your duties to attend longer and pre-approved by the president), the cost of any meal function sponsored by SCCTM (such as reception and banquet), and your mileage to and from the conference. 

l        other travel expenses that are incurred as you fulfill the duties of your office (such as policy or board-approved travel to meetings in which you represent SCCTM.  These expenses include registration, hotel room, airfare, taxi or car rental, meals not to exceed the prevailing South Carolina Department of Education daily rate, and parking.   Receipts are required for all expenses including meals.  

l        The president and treasurer shall approve all expense vouchers with the exception of the expense vouchers for the president and treasurer, which shall be approved by the past-president or president-elect.

 

 

Duties and Responsibilities of Each Office

 

Executive Officers

A successful candidate elected to the office of President-Elect serves on the Board for three years in these positions: President-Elect, President, and Past President. Specific duties of these offices are:

 

President

  The President represents SCCTM in all matters concerning SCCTM. It is his  responsibility to:

l        set the agenda and chair all meetings of SCCTM, including Board meetings.

l        send an announcement/reminder of upcoming Board meetings and a draft agenda for these meetings at least two weeks prior to the meeting. 

l        oversee the functioning of the Board to assure all duties are being completed in a timely manner.

l        Prepare new handbooks for all executive board members prior to the January meeting.

l        assign committees and committee chairpersons, assuring equity in representation.

l        complete all correspondence:

§         send letters of recognition of Board members to their principals, supervisors, and superintendents.

§         send congratulatory letters to professional development, scholarship and grant winners, send “thanks for applying” letters to all applicants who will not receive scholarships/grants, and notify treasurer to send checks.

§         send congratulatory letters to SCJAS winner.

§         invite affiliates to attend Board meeting.

l        approve expense vouchers and sign checks as needed.

l        write message for membership cards and send to Data Base Manager.

l        work with Mathematics and Science Regional Centers.

l        write President’s Message for each issue of the MathMate.

l        serve as Site Chair for the annual state Conference.

l        work with Treasurer to insure the acquisition of plaques for the Awards Ceremony at the annual state Conference.  These include a plaque for each out-going officer, and the Program Chair (with copy of conference program on the placque), All State Math Team coach (if retiring), and OCME winners.

l        prepare affiliate report for NCTM.

l        Write letters to colleges, schools and past members to encourage institutional/individual membership.

l         Ensure that applications/nomination forms for all SCCTM grants, scholarships and awards are published at appropriate times and ensure that the webmaster receives these documents for posting.

l        Lead the process of developing the SCCTM budget with a subcommittee of the Executive Board (Past President, President, President-Elect, SDE Representative(s), Treasurer).  Present the budget to the Executive Board for review and revision. 

l        Develop and send ballot for election of new officers to the Editor of the MathMate and the Webmaster.

l        Notify new officers of their election.

l        work with the President-Elect and Past-President to update the Executive Board Handbook

l        schedule discussion for employee contracts as needed at executive board meetings, verify that contracts have been signed and returned to the treasurer

Suggested timeline for responsibilities:

 

Target Month	Activity
November – October	Write President’s Message for MathMate, assist MathMate Editor, ensure that applications for grants/scholarships are published at least twice each year based on deadline, publish announcement listing all scholarships/grants in each MathMate, and send all applications for grants/scholarships to Webmaster.
December	Appoint chairs for committees.
January	Conduct Executive Board Meeting.
February-April	Meet with subcommittee of Executive Board to develop budget for next year.
January - October	Update applications for grants/applications as deadlines pass and new chairs assume responsibilities.
April-May	Second meeting of Executive Board
April-June	Make arrangements for the annual meeting with the appropriate person based upon the site of the meeting.
July	President develops and sends ballot to the Editor of the MathMate and the Webmaster for publication with an appropriate deadline for voting.  Because of the timing of deadlines, meeting the three month notice may be accomplished by posting to the website and/or publication in the MathMate.
July-August	Third meeting of Executive Board
September	Order plaques to be given at the Fall Conference.
Fall	Conduct the annual conference.. Prepare NCTM affiliate report and insure payment of dues.

 

 

President-Elect

The President-Elect is responsible for:

l        working closely with the President to learn the duties of the office.

l        representing SCCTM at functions at the request of the President.

l        work with the President and Past-President to update the Executive Board Handbook

l        write article for each edition of the MathMate.

l        working with the President to negotiate contracts for the site of the future annual state Conference.

l        working with the President and Past President on the site and program for the annual state Conference.

l        coordinate/chair meetings of the Advisory Assembly (filling vacancies, contacting delegates, planning program, making all meeting arrangements)

l        contact Unit Coordinators of the Mathematics and Science Centers to fill all vacancies in the Advisory Assembly delegation names of elementary, middle, secondary and post-secondary delegate from each of the eight Regional Centers

 

Suggested Timeline for tasks related to meeting of Advisory Assembly

 

Target Month	Activity
December	Secure names of Advisory Assembly delegates from the prior year from the President.
January	Contact Unit Coordinators of the Math and Science Regional Centers to obtain names and contact information for new delegates (replace delegates who have expired terms, retired, moved, or resigned). Discuss plans for holding a winter/spring Advisory Assembly meeting with the Executive Board.
February	Follow up on plans for the Advisory Assembly meeting.  Contact all Advisory Assembly members.
March	Finalize Advisory Assembly membership and contact members.
May	Determine the date, time and place for the meeting of the Advisory Assembly in conjunction with the Fall Conference.
September	Finalize all plans and meeting arrangements for the meeting of the Advisory Assembly.
Fall Conference	Conduct Advisory Assembly meeting. Provide updated Advisory Assembly membership information to the new President-Elect. Work with the President and Past-President to update the Executive Board Handbook.

 

Past President

The Past President works closely with the President in an advisory capacity. In addition, he/she will:

l        serve as chair of the Program Committee for the annual conference.

l        make all arrangements for the Speakers’ Reception at the annual Conference.

l        work with the President and President-Elect to update the Executive Board Handbook annually after the Fall Conference and ensure that an updated copy is sent to the new president.

l        Chair the Professional Development Grants Committee.

 

Suggested timeline for activities connected with PD Grants Selection Process

 

Target Month	Activity
December - January	Determine membership in committee based on guidelines. established by SCCTM Board and published in procedures;  submit names to the Executive Board for consent.
January	Send communication (email, letter) to all grant applicants acknowledging receipt of application.
January - February	Committee evaluates grants and makes a decision regarding funding.
March	Notify President of the decisions of committee and provide President with appropriate contact information. (President writes letters to all applicants to communicate results of process.) President sends communication (email, letter) to treasurer to notify her/him of recipients and contact information .
April	Write article for the MathMate announcing the recipient of the grant.
Fall	Recognize the grant recipient at the Fall Conference.
January-February	Follow-up to see that the final report from grant recipient is submitted to the President in accordance with the timeline published in the MathMate.

 

 

Secretary

The Secretary records the minutes of the Executive Board meetings and of the General Business Meeting of SCCTM at the annual Conference. In addition, he also:

·   distributes these minutes within 30 days of the meeting to all Board members.

·   keeps accurate records and maintains files of documents.

·       prepare contracts for SCCTM employees.

·   acts as the SCCTM historian.

·   transfers all documents, files, and data to his successor within 30 days of leaving office.

·   is responsible for registration at the Conference to include:

-   organizing and coordinating a schedule for manning the registration table.  

 

Treasurer

The Treasurer is the chief financial officer of SCCTM. It is his job to maintain accurate financial records by:

·   working with the accountant for SCCTM. (See Appendix A for name, address and phone number.)

·   maintaining the SCCTM checking account:

-   record all deposits and withdrawals.

-   update signature files with the bank when there is a change in officers.

-   write checks as authorized by the President:

*   reimbursements

*   bills (within 1 week)

*   payroll (Database Manager, MathMate Editor, Webmaster, and Accountant)

·   preparing and maintaining tax records:

-   coordinate the preparation of federal and state tax returns and submit these forms with payment.

-   deposit federal and state withholding when due.

·   submitting an updated list of officers with payment of dues to NCTM.

·       maintaining a file of employee contracts.

·   submitting records to the auditor for review every year.

·   preparing a budget report for each Board meeting.

·   sending congratulatory letter and check for scholarships to recipients. 

· send the  payment for the SCJAS plaque and send the $100 award check to SCJAS                   winner

·   fulfilling these responsibilities for the Conference:

-   setting up moneyboxes and providing required amounts of change for registration and the NCTM/SCCTM booth.

-   collect, count, and deposit monies collected at the conference.

-   prepare the treasurer’s report for the General Business meeting, outlining expenditures by item, receipts by item,

-   send payment for plaques for awards ceremony as part of the General Business meeting.  (See Appendix A for name, address and phone number.)

 

 

Vice-Presidents

The role of each Vice-President is to solicit members at his level and represent these members at Board meetings.

 

It is expected that he will:

·    attend all board meetings.

·    serve as a member of the Conference Program committee and the Grants committee.

·    attend meetings of the Advisory Assembly.

·    solicit or write an article for each issue of the MathMate. (See deadlines in Appendix B.)

·   represent SCCTM at meetings at the request of the president.

·    keep careful records of all correspondence and copy these to the President.

·    maintain files relating to duties and share/transfer these with his successor.

·    perform duties relating to the annual Conference:

-   introduce speakers.

-   check to make sure speakers are present and greet them;

inform Conference or Program Chair of no shows.

-   be prepared to fill in as a presenter.

 

The Vice-President for each level has these specific duties:

 

Vice-President for Elementary

·   oversees all aspects of the SCCTM Elementary Mathematics contests by:

-   serving as chair of the Contest Committee.

-   with the approval of the Board hires contest writers and support staff to type, mail, and collect data from contest as needed.

-   sends flyers, creates ad/article for MathMate to advertise the contest.

-   writes an article for the MathMate to name winners and schools.

 

Vice-President for Middle School:

·   serves as the SCCTM liaison to the Society of Professional Engineers in our joint sponsorship of the State MathCounts competition by:

-   calling the State Chairman of MathCounts in the fall to learn the date for the State competition (usually in March). (See Appendix A for name, address, and phone number.)

-   attending this event (or finding a substitute) and writing an article (possibly including a picture) for the MathMate about the winners who will represent SC at the national competition.

·         represent SCCTM at the SC Middle School Association conference usually held in Myrtle Beach in February or March. (See Appendix A for name, address, and phone number.)

·         work with the Vice President for Secondary to recognize Regional Science Fair winners with appropriate certificates.

 

Vice-President for Secondary

·    represent SCCTM at the SC Junior Academy of Science awards banquet and present the mathematics award (usually in April).

-   contact a representative of SCJAS to learn the date and location of this event. See Appendix A for name, address, and phone number.

-   solicit permission from winner to reprint project or an abstract in the

MathMate or write article about the winner.

·       contact coordinators of regional science fairs, and arrange for recognition of regional science fair winners.  Work with the Vice President for Middle Schools to recognize Regional Science Fair winners with appropriate certificates.  The Vice President for Secondary is responsible for ordering the plaque for SCJAS.

 

Vice-President for Post-Secondary

·    correspond with the chairs of the mathematics and education departments of all colleges and universities that offer teacher education programs to advertise the SCCTM scholarship. (Be sure to obtain this file from your predecessor.)

·    send nomination packets to these contacts for distribution among their mathematics/education majors and solicit nominees.

·       coordinate with the committee chairperson for Student Pages for the annual conference.

 

 

Vice-President At-Large

·    solicit “big name” speakers for the annual Conference from vendors and coordinate with the Program Chair.

·   work with the vendors and Site Chair at the conference to coordinate transportation, lodging, and other requests for these speakers.

l        serve as chair of the Publications Committee.

 

NCTM Representative

It is the role of the NCTM Representative to represent SCCTM in all dealings with our parent organization, NCTM. He will:

·    submit any resolutions authored by SCCTM to be considered by the Delegate Assembly of NCTM through the RSC before the November preceding the Annual Meeting of NCTM in April.

·    represent SCCTM at the Delegate Assembly of NCTM at the Annual Meeting in April.

·    inform the President and/or SCCTM Board of all correspondence

from NCTM and forward Affiliate NEws to all members of the Executive Board.

·         promote NCTM Affiliate Leaders conference to Affiliate leadership.

·         stay knowledgeable about NCTM services available by regularly checking the on-line Affiliate Resource Center.

·         insure that NCTM is notified of updated officers’ lists.

·         coordinate Affiliate’s involvement with NCTM.

·    assume full responsibility for the NCTM and SCCTM booths at the

annual state Conference by:

-   ordering books and materials from NCTM at least 2 months in advance.

-   securing volunteers to man the booths during all exhibit hours.

-   arranging for change from the treasurer.

-   inventorying and returning unsold items to NCTM.

-   submitting appropriate reports and deposits to the treasurer.

-     obtaining and organizing free materials. (optional)

-     collecting sales tax on all items sold and making payment of those funds

 

Ex-Officio Members

 

State Department of Education Representatives

The representatives from the SC State Department of Education act as liaisons between the SDE and SCCTM. They keep the Executive Board apprised of pertinent issues that will affect mathematics education in South Carolina.

 

Government Relations Officer

The Government Relations Officer keeps the SCCTM Board and its members informed of pending legislation, both federal and state, that may impact mathematics education. He has these duties:

·   keep abreast of issues and policies, both federal and state, that

will affect mathematics education.

·     inform the President of these issues, and, if warranted, create a special mailing to inform the SCCTM membership.

·   write an article for each issue of the MathMate to alert members of instructional issues.

 

Data Base Manager

The Data Base Manager is an employee of SCCTM and attends Board meetings as a non-voting member. He has these responsibilities:

· maintain up-to-date files for all types of memberships: individual, school, corporate,      and HUB.

·  print mailing labels as needed and send membership cards to all

members.

·  send out dues statements to non-renewing members.

·  collect fees.

·   maintain a supply of SCCTM stationary and distribute to Board members as needed.

· publish membership lists and updates and distribute to members of the Board.

· maintain SCCTM bulk permit in Charleston for all official mailings.

· maintain SCCTM post office box.

· mail IRS forms to CPA.

· attempt to collect NSF checks and payment shortages.

For the annual state Conference, he:

o       develops registration form.

o       receives and enters forms into conference database.

o       mails receipts and tickets to conference attendees.

o       receives money for conference fee and membership,

o       prepares itemized deposits, and sends copy to Treasurer and the accountant.

o       prepares and distributes late pre-registration.

o       mans the registration booth at the conference.

 

MathMate Editor

The MathMate Editor is an employee of SCCTM whose job it is to produce at least 3 editions of SCCTM’s newsletter, the MathMate. It is his responsibility to:

· produce a quality publication for the members of SCCTM at least 3 times a year.

· keep the Board informed of needed supplies and materials to produce a high quality product.

· inform Vice-Presidents and others responsible for submitting articles of up-coming deadlines.

· work with the Publications Committee and the printer.

· keep copy of all articles on disk.

· maintain a file of all back issues of the MathMate.

· communicate with other editors of newsletters of other NCTM affiliates to exchange ideas and articles. The format of these issues should include:

 

Fall issue:

- charge for the school year

- any constitutional changes

- conference preview

- list of mathematics contests and contacts

- Professional Development Grant information

              Winter issue:

                          - recognition of scholarship, grants, OCME and Riley Award winners

- SCCTM Grant information

- OCME and Riley Award information

- Scholarship information

-    Conference report

- proposal for speakers for conference Spring issue

 

             Summer Issue:

- conference preview

- housing information for the conference

- Presidential award winners

- MathCounts and SCJAS winners every issue

- membership and change of address information

- directory of officers

- President’s Message

 

Webmaster

                  The Webmaster is an Employee of SCCTM whose job it is to maintain the SCCTM website:  www.scctm.org .  The duties include coordinating information with all executive board members.

 

 

 

Committee Chairs

 

SCCTM has eight standing committees: the Executive Committee, the Nominating Committee, the Program Committee, the Publications Committee, the SCCTM Scholarship Committee, the Awards Committee, the SCCTM Grant Awards Committee, and the Professional Development Grants Committee. The last three listed are often chaired by persons not on the Executive Board. These committees oversee the selection of winners of the SCCTM scholarships and grants, and the prestigious awards given by our organization. The chairs play a vital role in the success of these committees.  All of the committees are charged by the SCCTM by-laws to fulfill their responsibilities and are comprised of the listed members. They are chaired by the appointed or designated member of the Executive Board.

 

Executive Committee

Comprised of the President, President-Elect, Secretary and Treasurer to carry out routine duties of the organization between meetings.  This committee is also responsible for overseeing the official audit every year. 

 

Nominating Committee

Chaired by an appointee of the president, members are selected by the chair and submitted to the Executive Board for approval.  The duty of the committee is to nominate candidates for offices that are being vacated.

Suggested timeline for responsibilities:

 

Target Month	Activity
December	President appoints Chair of Nominating Committee
December - January	Chair of Nominating Committee develops a list of prospective members to submit for approval by the Executive Board. When developing the list, the chair should consider representation of the geographic regions of the state and representation of both K-12 and post-secondary institutions.
January	President submits the names of prospective members of the nominating committee to the Executive Board for approval.
February-March	Chair of Nominating Committee secures the other two members with consideration of balancing the membership across the geographic regions of the state and representing both K-12 and post-secondary institutions.
March	Nominating committee meets to develop list of prospective nominees for each office (consider geographic regions and institutional levels).  Each member of the committee assumes responsibility for securing nominees for one or two offices.  *Members of the nominating committee SHOULD NOT be nominated for an office.
April – May	Committee members contact prospective nominees.  There should be EXACTLY TWO nominees for each office.  There should NEVER BE MORE THAN TWO nominees.  One nominee is permissible, but should be avoided whenever possible.  Initially, two people are contacted for each office.  As prospective nominees say “no”, one more prospect is contacted until TWO are determined.  If someone who has refused changes his/her mind, then they should be reconsidered ONLY IF the next person contacted says “no”.  Otherwise, that person should be told that based on the refusal another was selected and that their name may be considered for other offices at a future time.  Having more than two nominees creates the possibility that the election will not result in a majority decision and MUST BE AVOIDED.  Biographical Data Sheets are given to each nominee with June 1 as the due date to be returned.
May	Committee Chair presents proposed slate of officers to the President.
June	Committee Chair sends Proposed Slate of Officers and Biographical Data Sheets to the Editor of the MathMate and the Webmaster for publication.  This MUST BE COMPLETED THREE MONTHS PRIOR TO THE ELECTION.
July	President develops and sends ballot to the Editor of the MathMate and the Webmaster for publication with an appropriate deadline for voting.  Because of the timing of deadlines, meeting the three month notice may be accomplished by posting to the website and/or publication in the MathMate.
September-October	Nominating Committee counts ballots, reconciles any irregularities in consultation with the President, and sends report to the President.
October-November	Chair submits the election results to the membership at the annual meeting

 

 

Publications Committee

Chaired by the Vice-President At Large, members are appointed by the Executive Board and include the vice presidents for elementary, middle, secondary, and post secondary to assist the MathMate editor in producing this journal. Members of this committee will write or submit one article for each issue of the journal.

 

Chair of the Scholarship Committee

The SCCTM Scholarship Committee chair and members are appointed by the President with the advice of the Board. The Chair has these responsibilities:

· receive applications from prospective teacher candidates.