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Policy (Page 4)

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Policy (Page 4)


ARTICLE XII - MISCELLANY
Section 1.
TIMELY DISSEMINATION OF BOARD MATERIALS. Occasionally, it will become necessary to distribute materials to the entire Board between the monthly Board meeting announcements. More frequent communications than the monthly notification are permitted, with full recognition of the intent to minimize the overall number of annual communications to the Board. The new 2017 ACESS News Brief (sent electronically monthly) is an example. See Article I, Section 3(d) for Administrator-maintained files, which can aid this dissemination.

Section 2.
VOICE RECORDING RETENTION. The Board meetings may be recorded to help the Secretary in writing the meeting minutes and settling attribution disputes. The electronic files of each recording shall be retained only until the minutes for that meeting are approved by the full Board. It is expected that the Secretary will hold those recordings "Confidential" and have at least one back-up "copy" on another electronic medium, different from the medium on which the "original" is stored.

Section 3.
WEBSITE CONTACT INFORMATION CONFIDENTIALITY FOR BOARD MEMBERS.
  1. Officers and Committee Chairs: All information can be listed, i.e., name, company affiliation and title (if any), US mail and email addresses, and phone numbers.
  2. Advisors: Only name, company affiliation and title (if any) can be listed.
  3. Presidents/Chairs and Representatives of Member Societies: Only name and email address can be listed.


Section 4.
EXPECTED CODE OF CONDUCT FOR ALL ACESS MEETING ATTENDEES. It is expected that each attendee will treat all others with the utmost professional respect. No elevated voices or acrimonious discussions will be permitted. Anyone acting inappropriately or not respecting committee autonomy will be asked to stop it or leave the meeting.

Section 5.
ACESS COMMITTEE AUTONOMY. Once a committee's Budget is approved, the committee has total autonomy of its direction and decisions, including removing a member or members. As stated in the Bylaws, the Board will retain the right to either disband or remove any or all members of any committee if it so chooses; however, this is expected to be used only in very rare instances.

Section 6.
UNBUDGETED TICKET EXPENSES. The Banquet Committee will determine the recipients of complimentary (no cost) tickets to the Banquet. For other ACESS events, a guest ticket for anyone is to be paid by the ACESS person inviting the guest and not the ACESS Treasury.

Section 7.
FINANCIAL DISCLOSURE TO CURRENT AND POTENTIAL DONORS. It is recommended to minimize the level of financial disclosure to current and potential donors. Answering questions asked as thoroughly as possible, consistent with the anticipated level of the donation, is preferable. All financial disclosures submitted to potential donors are to be clearly marked "Confidential", for use only in evaluating the entity's willingness to donate to ACESS, and not to be shared with anyone other than the person to whom those files have been sent, without the express permission of the ACESS sender.

Section 8.
INCLUSION IN ACESS OF "ACESS AFFILIATES".
  1. ACESS Affiliates are defined as collections of persons interested in ACESS, having some common bond, but not being members of ACESS Member Societies. Those who belong to such Affiliates have a common bond with either a degree, experience, or interest in technology, science, or engineering topics.
  2. Those persons interested in ACESS and forming any given Affiliate will be called "affiliates", unless they are members of Member Societies, in which case they can be called "members".
  3. Those persons interested in ACESS and forming any given Affiliate will be called "affiliates", unless they are members of Member Societies, in which case they can be called "members".
  4. Those aforementioned three (3) Affiliate persons will be on distribution of the ACESS Roster, and will be expected to hold it "confidential", to be shared only amongst those listed therein, and only on ACESS "business", identical to our request to the three (3) from each of the Member Societies. All Member Societies and the Affiliates are not permitted to share this Roster with their full membership. The three (3) selected persons will represent the entire Affiliate on the ACESS Board, just like the Member Society Presidents/Chairs and Representatives.
  5. Those aforementioned three (3) Affiliate persons will have voting rights identical to the Representatives of the Member Societies, i.e., the Affiliate will have two (2) votes. However, others from that Affiliate are also welcome at, and encouraged to attend, the ACESS Board meetings, committee meetings, and other events (e.g., the banquet), but without a vote at the Board meetings unless one (1) or both of the Affiliate Representatives and its President/Chair are absent.
  6. There will be no dues collected from the Affiliates.
  7. AFFILIATE "CHARTER" (i.e., answer to "why they are amongst us"). A secure section of the website will be created wherein the Affiliates can interact with the Member Societies to learn of the opportunities the Member Societies can offer the Affiliates to assist in the Akron STEM community, essentially a "sources (volunteers)" and "uses (tasks)" section for the Affiliates and Member Societies.
  8. Each Affiliate will be expected to organize themselves within these general guidelines. In other words, they will decide how often to meet (if at all), how to communicate amongst themselves, whether or not to hold social events, strategy sessions, etc. Just as the Member Societies, the Affiliate will communicate formally with the Board through their three (3) selected persons.


Section 9.
FORMALIZING BOARD INVOLVEMENT OF ACESS PAST PRESIDENTS. As many ACESS Past Presidents as wish to do so can attend any ACESS Board, committee, or other meetings, without limitation. In so attending, they will not have any voting rights, except for the immediate Past President for one (1) year as stated in the Bylaws. However, all Past Presidents will be welcomed to give input as they see fit. Responsibility for announcing ACESS meetings to these Past Presidents will fall on the Representatives of the Member Entity of which that Past President is/was a member. In addition, and as a more dependable way to stay aware of such meetings, Past Presidents are asked to keep in touch with current ACESS officers and committee chairs as cited on acessinc.org, and ask Board members to invite them to meetings of their choice. Any Past President may volunteer to chair, and/or participate in, any ACESS committee. These ACESS Past Presidents' experience will be most useful to ACESS by such sustained involvement.

                                                                              
  
  
  
Policy (Page 4)


ARTICLE XII - MISCELLANY
Section 1.
TIMELY DISSEMINATION OF BOARD MATERIALS. Occasionally, it will become necessary to distribute materials to the entire Board between the monthly Board meeting announcements. More frequent communications than the monthly notification are permitted, with full recognition of the intent to minimize the overall number of annual communications to the Board. The new 2017 ACESS News Brief (sent electronically monthly) is an example. See Article I, Section 3(d) for Administrator-maintained files, which can aid this dissemination.

Section 2.
VOICE RECORDING RETENTION. The Board meetings may be recorded to help the Secretary in writing the meeting minutes and settling attribution disputes. The electronic files of each recording shall be retained only until the minutes for that meeting are approved by the full Board. It is expected that the Secretary will hold those recordings "Confidential" and have at least one back-up "copy" on another electronic medium, different from the medium on which the "original" is stored.

Section 3.
WEBSITE CONTACT INFORMATION CONFIDENTIALITY FOR BOARD MEMBERS.
  1. Officers and Committee Chairs: All information can be listed, i.e., name, company affiliation and title (if any), US mail and email addresses, and phone numbers.
  2. Advisors: Only name, company affiliation and title (if any) can be listed.
  3. Presidents/Chairs and Representatives of Member Societies: Only name and email address can be listed.


Section 4.
EXPECTED CODE OF CONDUCT FOR ALL ACESS MEETING ATTENDEES. It is expected that each attendee will treat all others with the utmost professional respect. No elevated voices or acrimonious discussions will be permitted. Anyone acting inappropriately or not respecting committee autonomy will be asked to stop it or leave the meeting.

Section 5.
ACESS COMMITTEE AUTONOMY. Once a committee's Budget is approved, the committee has total autonomy of its direction and decisions, including removing a member or members. As stated in the Bylaws, the Board will retain the right to either disband or remove any or all members of any committee if it so chooses; however, this is expected to be used only in very rare instances.

Section 6.
UNBUDGETED TICKET EXPENSES. The Banquet Committee will determine the recipients of complimentary (no cost) tickets to the Banquet. For other ACESS events, a guest ticket for anyone is to be paid by the ACESS person inviting the guest and not the ACESS Treasury.

Section 7.
FINANCIAL DISCLOSURE TO CURRENT AND POTENTIAL DONORS. It is recommended to minimize the level of financial disclosure to current and potential donors. Answering questions asked as thoroughly as possible, consistent with the anticipated level of the donation, is preferable. All financial disclosures submitted to potential donors are to be clearly marked "Confidential", for use only in evaluating the entity's willingness to donate to ACESS, and not to be shared with anyone other than the person to whom those files have been sent, without the express permission of the ACESS sender.

Section 8.
INCLUSION IN ACESS OF "ACESS AFFILIATES".
  1. ACESS Affiliates are defined as collections of persons interested in ACESS, having some common bond, but not being members of ACESS Member Societies. Those who belong to such Affiliates have a common bond with either a degree, experience, or interest in technology, science, or engineering topics.
  2. Those persons interested in ACESS and forming any given Affiliate will be called "affiliates", unless they are members of Member Societies, in which case they can be called "members".
  3. Those persons interested in ACESS and forming any given Affiliate will be called "affiliates", unless they are members of Member Societies, in which case they can be called "members".
  4. Those aforementioned three (3) Affiliate persons will be on distribution of the ACESS Roster, and will be expected to hold it "confidential", to be shared only amongst those listed therein, and only on ACESS "business", identical to our request to the three (3) from each of the Member Societies. All Member Societies and the Affiliates are not permitted to share this Roster with their full membership. The three (3) selected persons will represent the entire Affiliate on the ACESS Board, just like the Member Society Presidents/Chairs and Representatives.
  5. Those aforementioned three (3) Affiliate persons will have voting rights identical to the Representatives of the Member Societies, i.e., the Affiliate will have two (2) votes. However, others from that Affiliate are also welcome at, and encouraged to attend, the ACESS Board meetings, committee meetings, and other events (e.g., the banquet), but without a vote at the Board meetings unless one (1) or both of the Affiliate Representatives and its President/Chair are absent.
  6. There will be no dues collected from the Affiliates.
  7. AFFILIATE "CHARTER" (i.e., answer to "why they are amongst us"). A secure section of the website will be created wherein the Affiliates can interact with the Member Societies to learn of the opportunities the Member Societies can offer the Affiliates to assist in the Akron STEM community, essentially a "sources (volunteers)" and "uses (tasks)" section for the Affiliates and Member Societies.
  8. Each Affiliate will be expected to organize themselves within these general guidelines. In other words, they will decide how often to meet (if at all), how to communicate amongst themselves, whether or not to hold social events, strategy sessions, etc. Just as the Member Societies, the Affiliate will communicate formally with the Board through their three (3) selected persons.


Section 9.
FORMALIZING BOARD INVOLVEMENT OF ACESS PAST PRESIDENTS. As many ACESS Past Presidents as wish to do so can attend any ACESS Board, committee, or other meetings, without limitation. In so attending, they will not have any voting rights, except for the immediate Past President for one (1) year as stated in the Bylaws. However, all Past Presidents will be welcomed to give input as they see fit. Responsibility for announcing ACESS meetings to these Past Presidents will fall on the Representatives of the Member Entity of which that Past President is/was a member. In addition, and as a more dependable way to stay aware of such meetings, Past Presidents are asked to keep in touch with current ACESS officers and committee chairs as cited on acessinc.org, and ask Board members to invite them to meetings of their choice. Any Past President may volunteer to chair, and/or participate in, any ACESS committee. These ACESS Past Presidents' experience will be most useful to ACESS by such sustained involvement.

                                                                              
  
  
Societies

The Mission of ACESS is to enhance the technical environment in the Akron area through coordination and cooperation with the technical societies, industry and academia.

ACESS provides broad industrial and academic representation and a widely diversified science and technology source.  Detached from special interest groups, it offers an excellent opportunity for effective informative public service.

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