Cellulose and Renewable Materials Division

A Division of the American Chemical Society

Chair

The Chair of the Cellulose and Renewable Materials Division is elected to a two-year term, by the Division membership, by ballot in the fall. Commencing January 1, the Chair serves as Chair-Elect for two years, then as chair for two years. Following on from the two years as Chair, the position transitions to the Immediate Past Chair for a further two years. Thus the Chair position is a 6-year commitment, although the Immediate Past Chair has relatively few assigned duties. Continued participation is expected, however, to maintain and transmit institutional knowledge.

Responsibilities

  1. The Division Chair is the division representative at the following functions; where the Chair is unable to attend, then the Chair will appoint a representative for the Division:
    1. All official ACS-sponsored functions that invite or require a representative of the Division.
    2. Division Officers and Councilors Caucus (ACS National Meeting)
    3. The U.S. Advisory Committee for International Carbohydrate Symposia during term in office
    4. Any other meetings sponsored or co-sponsored by the Division
      1. The Division Chair is responsible for obtaining a Memorandum of Agreement between CELL and any other organization with which the Division wishes to participate in a co-hosted, cosponsored or joint technical meetings, see ACS website
  2. The Division Chair is responsible for the following communications:
    1. With ACS Headquarters to keep them informed of Divisional activities.

    2. Submission of the annual report to the ACS by the official deadline.

      1. Deadline is 15 February for submission of the administrative and financial reports in FORMS
    3. Redirecting Divisional enquiries to the appropriate Executive committee members.

    4. Informing in writing the Anselme Payen winner of their selection, and announcing at the Spring National ACS meeting.

    5. Serving as Master of Ceremonies at the annual banquet at the Spring National ACS meeting

    6. Contributions to the Divisional newsletter, the Fibril Angle

    7. Certification of nominations by the Division, such as for ACS Fellow Innovative Grant Proposal (IGP)

  3. The Division Chair appoints the following Divisional positions, as directed by the Division Bylaws:
    1. All non-elective officers, committee chairs and committee members
      1. Program Chair/Designate (2-year term)
      2. Membership Chair (3-year term)
      3. Publicity Chair (3-year term)
      4. Awards Chair (3-year term)
      5. Nominations Chair (to be in place by January 15)
      6. Divisional Representative to the U.S. Advisory Committee for International Carbohydrate Symposia
    2. A “temporary alternate councilor” to represent the Division at Council Meetings when the Division would not have full representation because of the inability of Councilor(s) and Alternate Councilor(s) to attend the Council Meeting.
      1. The ACS must be informed of temporary alternate representatives 15 days ahead of the council meeting.
      2. The Secretary provides suitable certification (Alternate Councilor Credential Form) for an Alternate Councilor to attend
  4. The Division Chair annually reviews and updates the equivalent of  “Division Officer’s Handbook” on the CELL website which provides an outline of job descriptions and responsibilities of all offices.
  5. The Division Chair chairs the following Committees and Meetings, either on-site or by conference call, with no less than one meeting a year held at the Spring ACS National Meeting
    1. Executive Committee Meetings
    2. The Annual Division Business Meeting
Responsibilities for these two meetings include:
  1. Preparation of the agendas
  2. Arrangement for necessary meeting rooms and/or conference call lines
In summary, the Chair coordinates all Divisional activities and will perform these duties in collaboration with the Chair-Elect for information and continuity. The Chair is responsible for ensuring all Executive Committee jobs are performed. The Chair is the person who carries the sign “The buck stops here."

Chair-Elect

The Chair-Elect of the Cellulose and Renewable Materials Division is elected to a two-year term by the Division membership by ballot in the fall. Commencing January 1, the Chair-Elect serves two years, then assumes the role of Chair for a further two years.

Responsibilities

  1. The Chair-Elect is responsible for the following appointments and nominations:
    1. Program Chair Designate (2-year term) - The Program Chair Designate serves concurrently with the Chair As Program Chair with overall responsibility for the Spring meeting of the first year as Chair, i.e., responsibility for the program commences in the fall of the final year as Program Chair Designate.
    2. Program Committee
      1. In collaboration with the Program Chair, the appointment of new members of the Program Committee. The Chair-Elect is an ex-officio member of the Program Committee.
    3. Anselme Payen Judges
      1. The Chair-Elect nominates to the Award Chair three Judges to serve for three years each on the Anselme Payen award panel.
  2. ACS Leadership
    1. The Chair-Elect will attend the ACS's Leadership Institute meeting held in January or February of each year.
      1. Attendance in the year immediately prior to assuming the role of Divisional Chair is desirable; expenses are reimbursable by the ACS and the Division.

Immediate Past Chair

The Immediate Past Chair of the Cellulose and Renewable Materials Division is a two-year term of office commencing January 1, following the completion of the term of office of the Chair.

Responsibilities 

  1. In the absence of the Chair, the Immediate Past Chair is responsible for all duties of the Chair.
    1. The Chair-Elect shall serve as back-up for the Immediate Past Chair in this regard.

Secretary

The Secretary of the Cellulose and Renewable Materials Division is elected to a two-year term of office by the Division membership in a fall ballot following nomination by the Nominating Committee of the Division. The Secretary performs the following functions:

Overall Responsibilities:

  1. Recording of the minutes of the Executive Committee Meeting held at each National meeting, and at such other times, as deemed appropriate by the Chair, and distribution of the minutes to the Executive Committee in a timely manner.
  2. Recording minutes of the Executive Committee Meeting (held at each National meeting, and at such other times as the Chair may deem appropriate) and Business Meeting (held annually at the Spring National Meeting) and distributing them to all officers of the Division in a timely manner.
    Recording of the Business Meeting held annually at the Spring National Meeting, and distribution of the minutes to all officers of the Division in a timely manner.
  3. 3. Conducting and certifying mail or electronic ballot elections for Chair Elect, Secretary, Treasurer, Councilor(s) and Alternate Councilor(s).  Certifying election results prior to November 15th of each year.
    4. Coordinating and honoring requests from other officers and ACS headquarters with regard to membership, symposia, Divisional activities and other related matters.
    5. Performing other functions, as listed in detail under Specific Duties, prior to, during, and after national meetings.
    6. The Secretary shall be the Assistant Treasurer.  If the Treasurer is incapacitated, or absent, or if the Treasurer's office is vacant, the Secretary shall fulfill the duties of the Treasurer.
    3. Conducting and certifying mail or electronic ballot elections for Chair Elect, Secretary, Treasurer, Councilor(s) and Alternate Councilor(s).  Certifying election results prior to November 15th of each year.
    4. Coordinating and honoring requests from other officers and ACS headquarters with regard to membership, symposia, Divisional activities and other related matters.
    5. Performing other functions, as listed in detail under Specific Duties, prior to, during, and after national meetings.
    6. The Secretary shall be the Assistant Treasurer.  If the Treasurer is incapacitated, or absent, or if the Treasurer's office is vacant, the Secretary shall fulfill the duties of the Treasurer.
    Conducting and certifying mail or electronic ballot elections for Chair Elect, Secretary, Treasurer, Councilor(s) and Alternate Councilor(s). Certifying election results prior to November 15th of each year.
  4. Coordinating and honoring requests from other officers and ACS headquarters with regard to membership, symposia, Divisional activities and other related matters.
  5. Performing other functions, as listed in detail under Specific Duties, prior to, during, and after national meetings.
  6. The Secretary shall be the Assistant Treasurer.  If the Treasurer is incapacitated, or absent, or if the Treasurer's office is vacant, the Secretary shall fulfill the duties of the Treasurer.

Specific Functions:

  1. List of Officials: Ensure an up-to-date list of elected officials and nominated Executive Committee members is retained. The list should include start date and term of office.  This list should be supplied to the Publicity Chair for inclusion on the CELL website.
  2. Letterheads: Ensure the CELL letterhead is consistent with the society recommendations and current in regard to any Divisional information included. Should the names of new officers be placed on a Division letterhead, ensure timely updates are made for newly elected officers and certified Alternate Councilors and Councilors. Distribute the letterhead electronic format to all Division officers.
  3. Division Annual Report: An Annual Report (both narrative and financial) is required, no later than February 15th, by ACS Divisional Activities Office. It should adhere to the format and forms required by that office. The financial report is the responsibility of the Treasurer. The narrative report is prepared by the Secretary, working cooperatively with the Program Chair who is more familiar with many of the program details requested, and with the Chair. A copy of the report should be retained by the secretary and issued to all Executive Committee members. It is acceptable to issue the report in the Spring Executive Meeting minutes.
  4. National Meetings.
    1. Ahead of the meeting:
      1. Determine if Councilors will be attending the Council Meeting.  Where substitutes (Alternate Councilor or other Officer approved by the Chair) are required, provide certification for the substitute Council attendee.
    2. For the meeting the following items need to be ready for distribution at the Executive Committee Meeting:
      1. Copies of the minutes of the last Executive Committee meeting
      2. The Divisional banner – the secretary is responsible for keeping track of the banner and ensuring a reminder is issued to the person retaining the banner between Meetings.
      3. Agenda of the Executive Committee Meeting, including any attachments, reports, or other material provided by committee members, and in agreement with the Division Chair.  The Technical Program Administer may assist in collating the information for electronic distribution to the Executive Committee.
      4. A copy of the Annual Report (Narrative) that was submitted to the Divisional Activities Committee of ACS.
  5. Ballot Election: Conduct a ballot election for those nominated for vacant positions and certify the results to ACS Divisional Activities office no later than November 15. Mail and electronic ballots are both permissible, provided that procedures for electronic ballots provide reasonable assurance that only members vote and that "one person, one vote" is observed.

Treasurer

The Treasurer of the Cellulose and Renewable Materials Division is nominated by the Nominating Committee of the Division, then is elected in the fall by membership ballot to a two-year term. The Treasurer performs the following functions:

Responsibilities 

  1. Prepare a financial report (details given below) to be distributed to the Executive Committee at each national meeting and submit an annual financial report no later than March 15th of each year to the ACS Office of Divisional Activities.
  2. Prepare a proposed Budget to be distributed at the Fall meeting for the following calendar year. Approval of said Budget as provided or amended by the Executive Committee provides spending authority to the Treasurer.
  3. Collect funds earned through Divisional dues and other allotments, book royalties, savings and checking accounts, and other investments (approved by the Executive Committee) in which the Division is involved.
  4. Maintain approved checking/savings/investment accounts in the Division's name. Both the Treasurer and Secretary, in the Treasurer's absence, have the authority to conduct financial transactions such as signing checks. The Treasurer is responsible for having the appropriate signatures on record at the financial institutions.
  5. Disburse funds from separate Operational (Divisional), APA and Graduate Student Award accounts for various expenses incurred in postage, printing, social and guest registration meeting expenses, publicity, membership awards, and other expenses.
  6. Maintaining accurate sub-accounts for funds being held in general checking/saving accounts. Examples are funds from industry dedicated to a specific symposium, funds for programming allocated by the Executive Committee, and disbursements delegated to the Program Chair.
  7. Invest Division funds in accordance with current guidelines approved by the Executive Committee to achieve the best yield and interest of assets. 

Specific Functions

  1. Dues Status and Change. Respond to requests from ACS with regard to fees for affiliates, members, students, and other categories (requested usually February-March of calendar year)
  2. Division Annual Report. An Annual Report (both narrative and financial) is required no later than March 15th by the ACS Divisional Activities Office. The financial report is the responsibility of the Treasurer. It should adhere to the format and forms prescribed by that office. This report should cover the preceding calendar year.
  3. National Meetings. The following items need to be ready for distribution at the Executive Committee Meeting:
    1. Treasurer's Report (covering the past four 6-month periods) including
      • Status of Funds
      • Income and expenditures
    2. Annual Report that was submitted to the ACS Office of Divisional Activities (Spring Meeting only).
    3. checkbook containing sufficient APA, Graduate Student Award, and Divisional funds to cover any expenses needed or requested by officers
    4. Checks ready for the appropriate amount to be given to the APA and Graduate Student Awardees (Spring meeting only)
    5. Copies of the last three years' Treasurer's reports.
  4. Tax Returns. The Treasurer will file a 990 or 990EZ return with the Internal Revenue Service, along with the accompanying Schedule A. This is due May 15 of each year. The Treasurer will also file the appropriate state return.
  5. Acknowledgement of contributions. The Treasurer will acknowledge each contribution with a letter that includes the following statement:
    "Under the Revenue Reconciliation Act of 1993 and Internal Revenue Code Section 170, this letter acknowledges the above mentioned contribution and confirms that no goods or services are being given to you in return for this contribution. You should maintain this letter for tax purposes."
  6. Tax Consequences of Awards. The Treasurer shall not disburse any award funds of $600 or more to recipients without first having received from the recipient his or her social security number and home address. The Treasurer then must issue a completed 1099-MISC form to the recipient and then file all 1099-MISC forms (along with cover Form 1096) with the Internal Revenue Service by February 15 of the following year. Alternatively, the Treasurer must withhold a portion of the award funds, as specified by Tax Code.
  7. The duties of submitting the ACS Annual Report and all tax filings are the responsibility of the Treasurer who served during the reportable year.

Specific Financial Profile 

  1. Maintain separate assets, expenses and revenues in the Operational, APA and Graduate Student Award accounts. The following types of expenses will be incurred: APA (APA Award itself and associated expenses such as corsages, centerpieces, etc.); Division (separates, printing, postage, guest registrations, social functions at meeting, plaques and certificates).
  2. The following revenues will be accrued from interest and dividends from placement of the funds in accordance with the mandate of the Executive Committee as stated in 3.
  3. The Division and APA assets are to be invested as approved by the Executive Committee.

Program Chair

The Program Chair is appointed by the Division Chair-Elect after consulting with the Chair and the Executive Committee. The Program Chair serves as Program Chair Designate for two years followed by two years as Program Chair. The transition from Program Chair Designate to Program Chair begins with the development for the Spring National Meeting in the final quarter of the second year as Designate and assumes full responsibility January 1. The Program Chair is a voting member of the Executive Committee. The Program Chair is responsible for the development of technical programs and such programs shall promote interest in the fields of activities of this Division, and shall provide opportunity for individual contributions to the field. The Program Chair performs the following functions: 

  1. The Program Chair shall be responsible for arranging the technical programs for the upcoming National ACS meeting and other Division sponsored meetings in compliance with the current edition of the American Chemical Society National Meetings Handbook for Technical Program Planners. These duties include:
    1. Communication with symposium chairs; make sure they are aware of deadlines, that they advertise their symposia by distributing fliers at previous meetings, on the Division website, and in other appropriate places. Make sure they are making good progress in lining up speakers and funding, getting abstracts in on time, and organizing their half-day sessions (sequence of speakers, breaks, appointment of session chairs).
    2. Decide on and communicate to all interested parties (ACS, the symposium chairs, the chair) the sequence of symposia sessions, the number of rooms required, and any special requirements.
    3. Work with other divisions and other societies as appropriate to identify co-sponsorship opportunities. Execute with appropriate approvals CO-sponsorship agreements with divisions and other societies that co-sponsor CELL symposia, or whose symposia CELL co-sponsors.
    4. Provide information as requested to ACS through the on-line abstract submission system.
    5. Work closely with the Payen Award nominators and symposium organizers, the Awards Chair, and the Chair to coordinate Payen technical programming with the annual Spring Awards banquet (that is centered around the Payen award).
    6. Organize at least one poster session at each ACS national meeting in which CELL participates, to provide opportunity to our membership to present and/or view the work of our members in a highly interactive environment.
  2. The Program Chair in consultation with the Chair shall appoint and chair a Program Committee, which shall consist of up to ten (10) other members. The Chair-Elect is an ex-officio member of the Program Committee. The duties of the Program Committee shall be to arrange technical programs for future National ACS meetings and other Division sponsored meetings in compliance with the current edition of the American Chemical Society National Meetings Handbook for Technical Program Planners.
  3. The Program Chair shall chair an annual open program meeting at the Spring National ACS meeting. This meeting is normally held in conjunction with the Division Business Meeting. This meeting provides an opportunity for all Division members to contribute ideas for future programming and to volunteer to organize future programs. 

Vice Program Chair

The Vice Program Chair is appointed by the Division Chair-Elect after consulting with the Chair and the Executive Committee. The Vice Program Chair shall serve for a period of two years thereafter assuming the role of Program Chair. The Vice Program Chair is responsible for: 

  1. The development of any Fall technical programs and such programs shall promote interest in the fields of activities of this Division, and shall provide opportunity for individual contributions to the field.
  2. The development of the Spring National Meeting during the second year as Designate. 

Councilors

Councilors of the Cellulose and Renewable Materials Division are nominated by the Nominations Committee of the Division, elected in the Fall by membership ballot to a three-year term, and then commence their term of office the following January.  Councilors are representatives of the Division at the ACS Council Meetings and are encouraged to participate in Council activities. Council is one of the most important governance bodies of the ACS, so Councilors are influential and the position is one whose responsibilities must be taken seriously. The responsibilities of Councilors include:

  1. Participation in Council meetings. These are held Wednesday morning of the each National Meeting, beginning at 8 am (typically coffee and light breakfast fare is available from ca. 7:15 onwards) and typically ending before noon. Travel/accommodation for attendance to the meetings is reimbursable against receipts. There are also meetings of divisional councilors as well as town hall meetings to introduce candidates for ACS national office (Council has a role in reducing a slate of nominees for these offices to two for member elections); these are important for councilors to attend as well.
  2. Members of the Council:
    1. Act as the voice of the Division to Council
    2. Vote in Council elections and other matters that come before Council for vote, including items like continuing committees, renaming divisions, setting dues and other fees for the Society, and many other weighty matters that are decided at a Society Council level
    3. Vote on recommendations from committees
    4. Act as the voice of Council to the Division
    5. May run for certain elected offices; for example some committees are made up of members elected by Council (e.g. Nominations & Elections), and some governance positions are filled by councilors (e.g., members of the Board that represent particular Society geographic regions)
  3. Participate in committees or activities open to Councilors. Most Society committees that play very important roles in making the Society run well and in effecting needed change are staffed by Councilors.

Alternate Councilors

Alternate Councilors of the Cellulose and Renewable Materials Division are nominated by the Nominations Committee of the Division, then elected in the Fall by membership ballot to a three-year term and commence their term of office the following January. Alternate Councilors are representatives of the Division at the ACS Council Meetings when a Councilor cannot attend. Alternate Councilors are encouraged to participate in Council activities. The responsibilities of Alternate Councilors include:

  1. Participation in Council meetings in the place of a Councilor, when requested by the Chair or Councilor.  The Council meetings are held Wednesday morning of the each National Meeting and travel/accommodation for attendance to the meetings is reimbursable against receipts.
  2. Members of the Council:
    1. Act as the voice of the Division to Council
    2. Elect committee members
    3. Vote on recommendations from committees
    4. Act as the voice of Council to the Division
  3. Participate in committees that are open to Alternate Councilors.

Publicity Chair

The Publicity Chair is responsible for publicizing Division-related news, events, activities, and awards through the Division's web page, biannual newsletter, or any other appropriate means available. These duties include maintaining the Division's web page and serving as the primary editor for the Fibril Angle newsletter. The Publicity Chair is appointed by the Division Chair for a 3 year term.

The specific responsibilities of the Publicity Chair include:

 

  1. Serving as the webmaster for the Division's website at http://cell.sites.acs.org/ and keeping the site up-to-date
  2. Posting of Division-related events, activities, awards, or any other newsworthy items on the website
  3. Collecting and editing content for the Division's newsletter, the Fibril Angle, to be published at least twice a year
  4. Electronically distributing new editions of the Fibril Angle to the Division membership by email and through the website. The first Fibril Angle edition for the year should ideally be published at least a month before the ACS spring national meeting. A second edition should ideally be published before the abstract submission deadline for the ACS spring national meeting of the following year.
  5. Making the presentation abstracts for Division-hosted talks at the ACS spring national meeting available to the Division membership through the website prior to the meeting
  6. Maintaining a file of presentation abstracts from Division-hosted talks at past ACS national meetings and making it available to the Division membership through the website
  7. Supporting the Awards Chair in publicizing awards given by the Division
  8. Supporting the Events Chair in publicizing events hosted by the Division

 

Membership Chair

The Membership Chair is appointed by the Division Chair, following consultation with the Chair and the Executive Committee, for a term of office of three years.  The Membership Chair is responsible for participating, improving, and assisting the Division’s growth and membership sustainability.  The Membership Chair has responsibility for the following tasks:

  1. Receive and, within the confidentiality required for personal information, assist Executive Committee members communicate with membership
    1. Fibril Angle
    2. Notifications and e-balloting for elections and/or amendment of bylaws
    3. Membership surveys
    4. General communications
  2. Generate membership trends from the e-roster data
  3. Invite non-member speakers/organizers at the Division meetings to join CELL Division.
  4. Provide Divisional information for ACS, non-ACS members, universities, institutions and industrial research centers interested in the chemistry and technology of chemical science and technology of renewable materials and biopolymers to solicit membership.
  5. Work closely with Publicity Chair to create and disseminate Divisional and ACS information for membership.

Awards Chair

The Awards Chair is appointed by the Division Chair, following consultation with the Chair Elect and the Executive Committee, for a term of office of three years. The Awards Chair is responsible for administering the Division awards program. The Awards Chair's responsibilities are:

  1. Administration of the Anselme Payen Award
  2. Administration of the Graduate Student Award
  3. Administration of the CELL Division Fellow Award
  4. Provide Program Chairs with the names of award winners to be included in the annual meeting technical program.
  5. Provide the Events and Publicity Chairs with the names of CELL Division Award winners and a short summary of their accomplishments for events planning and publicity.

Events Chair

The Events Chair is appointed for a term of three years by the Division Chair, following consultation with the Chair and the Executive Committee.  The Events Chair is responsible for organizing or overseeing major social events held for the Division.

Responsibilities include:

  1. Organization of the Divisional Dinner and Awards Banquet
    1. In collaboration with the Anselme Payen Symposium Organizers:
      1. Establish a budget from the funds raised for the Symposium
      2. Determine a suitable location for the Divisional Dinner
      3. Determine the menu for the Divisional Dinner
    2. Arrange any audio visual requirements, buses or photographers that are required or desired for the dinner
    3. In consultation with the Awards Chair and the Chair, construct and have printed the Divisional Dinner Program
    4. In consultation with the Publicity Chair and Program Chair advertise the Divisional Dinner
    5. Forward all banquet invoices to the Treasurer for payment
  2. Award Plaques and Certificates
    1. In consultation with the Awards Chair, the Chair, and the Secretary:
      1. Have engraved the medal and shadow box for the Anselme Payen Awardee
        1. Ensure sufficient medals are held in stock for future awards
      2. Have engraved plaques for:
        1. The CELL Divisional Fellow
        2. The Eastman 1st and 2nd Place Graduate Student Award
        3. Past Officers of the Executive Committee
      3. Print and frame certificates for
        1. Springer 1st and 2nd Place Graduate Poster Award
    2. In consultation with the Treasurer, ensure checks are prepared for the Awards Ceremony
      1. AP Award
      2. Eastman 1st and 2nd Place Graduate Student Awards
  3. Publicize Awardees at the National Meeting
    1. In collaboration with the Awards Chair, the Publicity Chair and the Program Chair prepare:
      1. Foam boards for the AP Awardee and CELL Fellow
      2. A PowerPoint presentation advertising Awardees, social events of the meeting and the open business meeting for circulation by the Program Chair to Symposium Organizers
  4. Other non-technical events
    1. Lead effort for any social and/or networking events for the benefit of CELL members and in accordance with the Chair, Executive Committee and budgetary considerations.

Members at Large

Members at Large (MAL) are nominated by the Nominating Committee of the Division, then elected in the Fall by membership ballot to a three-year term commencing January of the following year. This position is a voting member of the Executive Committee.

There are three MAL and their chief duty is to participate in the activities of the Executive Committee. Typically, MAL are new to the Executive Committee and this position provides a platform to participate in the activities and deliberations of the committee without an assigned responsibility.

Responsibilities

 

  1. Participate in Executive Committee Meetings
    1. The principal Executive Meeting occurs late afternoon on the Saturday before the Spring National Meeting
    2. A Fall meeting will be arranged on, or around, the Fall National Meeting. Depending on whether CELL is programming this meeting may be either face-to-face or by conference call
    3. Other Executive Committee meetings may be arranged by the Chair as required
  2. Be prepared to participate in other CELL activities
    1. Open Business Meeting
    2. Long Range Planning Meeting
    3. Membership of a CELL standing committee, task forces or other projects, as requested by the Chair of the Executive Committee

 

Last revised: April 28, 2016

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