DUTIES OF PASCV OFFICERS

President
President-Elect
Past President
Secretary/Treasurer
PASCV Council (all officers)
Councilors
Newsletter Editor
South American Correspondent
Resident Agent
Executive Committee of the Council

PRESIDENT

• Serves as the Chief Executive Officer of the Corporation and Chairperson of Council
• Has general supervision and control of the business of the Corporation, subject to the direction of the Council.
• Presides over all meetings of the Councilors
• Has other powers and duties as may be vested in him or her by the Council, such as the power to appoint all committees and to fill all vacancies in appointed positions
• Submits a report of the operations of the Corporation for the year and a statement of its affairs
• Reports to the Council all matters which the interests of the Corporation may require be brought to its notice
  
  
• Elections
  • Keeps calendar of elections (see Section XI)
  • Solicits nominations of candidates for office from Council and PASCV members
  • Resolves issues related to selection of nominees for offices
  • Determines nominees' willingness to run and solicits biographical sketches from candidates
  • Gives information on candidates to newsletter editor for publication and creation of election ballot
  • Notifies candidates of election results prior to annual meeting
    
    
• Clinical and Diagnostic Awards
  • Confirms continued financial support with Becton Dickinson (Diagnostic) and Bion (Clinical) on an annual basis
  • Solicits nominations from Council and members
  • Reviews CV and publications of candidates to assess level and significance of accomplishment
  • Solicits opinions from Council, previous award winners and former PASCV presidents and officers
  • Submits list of candidates to Council, and others above, for a vote, including ranking 1,2,3,4
  • Selects awardees
  • Notifies special award winners about award, as well as date of banquet and speech, and confirms ability to attend. Note: Attendance at banquet is a prerequisite
  • Sends official award letter to two winners and requests copies of CV's. NOTE: Letter should give information on the need to make reservations early, limitations on reimbursements and allowed expenses. Include expense form, with note to return to Secretary-treasurer when completed
  • Sends names and CV's of winners to Becton Dickinson and Bion, thanking them for their continued support
  • Obtains award plaques
  • Notifies secretary-treasurer to bring check for Clinical Award
    
    
• Travel Awards
  • Helps select travel award winners
  • Reviews candidates to be sure they are eligible under current criteria (as determined by the Council)
  • Notifies secretary-treasurer of winners and request checks for Travel Awards
  • Signs award certificates (prepared by Steve Specter and Sandi Manetta) prior to distribution at PASCV business meeting
    
    
• Communication with membership
  • Communicates on PASCV Listserver to help answer questions
  • Oversees, with Newsletter Editor and Council, the newsletter content
  • Reviews PASCV newsletter prior to publication
  • Contributes to newsletter at least once a year
  • Writes column for ESCV newsletter, as requested
    
    
• PASCV business meeting
  • Prepares agenda and runs meeting
    1. Election results
    2. Awards
       Present travel award checks
       Announce Clinical and Diagnostic Virology awards
    3. Steve Specter, Symposium Chair
    4. Molecular Workshop update
    5. Secretary-treasurer report
    6. South American correspondent
    7. Newsletter Editor
    8. Journal of Clinical Virology Editor
    9. Other speakers
    10. New items
    11. Discussion
        
  • Identifies issues of importance to bring to membership

• Banquet M.C.
  • Introduced by Steve Specter, Symposium Chair
  • Introduces PASCV Council
  • Announces Travel awards and acknowledges financial support
  • Introduces Clinical and Diagnostic Virology Awards recipients and acknowledges financial support
  • Presents plaques and checks
  • Makes closing remarks
    
    
• Oversee Council activities
• Convenes Council Meeting at Annual Symposium
  • Arrange for time and location
  • Prepare and distribute agenda
  • Make assignments for contribution of Councilors to newsletter
• Enlists Councilors to work on specific tasks
• Names subcommittees as needed to deal with issues of importance to the membership
  
  
• Involves President-elect in activities and decisions

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PRESIDENT-ELECT

• Performs duties of President, in case of absence or disability
• Participates in decision-making
• Oversees Council projects
• Performs other duties as Council may prescribe
• Contributes at least once a year to newsletter
  

PAST PRESIDENT

• Advises President on procedures as needed
• Helps with newsletter and/or website as needed
  

SECRETARY/TREASURER

• Attends all meetings and records upon the record book, minutes of such meetings
• Has custody of the record books
• Has general charge of the financial affairs of the Corporation, including its long-range financial planning
• Keeps accurate books of account
• Prepares a yearly report on the financial status of the organization to be delivered at the Annual Meeting
  
  
• Memberships-Weekly
  • Records check in ledger
  • Enters name or update information in card file and computer database, including member expiration date
  • Sends out "New Member" package
  • Deposits membership checks in bank
    
    
• Memberships -Monthly
  • Expirations:
    • Pulls up names of memberships that expire that month (1 year since last payment)
    • Sends letters seeking membership dues
  • Terminations:
    • Pulls up names of memberships one year overdue (2 years since last payment)
    • Sends letter for notice of termination if unpaid dues not received in 60 days
  • Deletions:
    • Checks file for memberships due to be deleted for nonpayment (60 days after termination warning)
    • Deletes from computer
    • Marks index card and moves to inactive file
      
      
• Bank statements
  • Justifies bank statements with ledger
    
    
• Check writing
  • Writes checks for awards and for reimbursements and payment of bills
    
    
• Yearly Massachusetts Division of Public Charities
  • Prepares financial report
  • Fills out IRS forms
  • Fills out and submits forms for Massachusetts Division of Public Charities (must be given to President for Signature)
  • Fills out and submits Annual Report for Massachusetts Division of Public Charities
    
    
• Annual Meeting
  • Prepares Annual financial report
  • Prepares membership summary for annual PASCV meeting
  • Takes notes and prepares minutes of all PASCV meetings
  • Sends minutes to President for approval then to Newsletter Editor for publication
  • Writes and brings checks for travel awards and special awards
  • Writes thank you letters to company sponsors for awards
  • Writes checks for plaques (reimburse President)
  • Helps select travel award winners when requested
    
    
• Elections- Biyearly
  • Tabulates election returns (unless secretary-treasurer is also a candidate for office, in which case the president will receive and tabulate election returns)
  • Checks that voters are members
  • Submits results to President prior to Annual Meeting
    
    
• Miscellaneous (As needed)
  • Provides mailing labels to Editor for Newsletter (2-3 times per year)
  • Updates or changes PASCV bylaws
  • Puts changes to a vote
  • Revises the written bylaws
  • Files the changes when needed on the appropriate form (signed by the President and Secretary) with the Massachusetts Division of Public Charities
  • Distributes the revised by-laws to the entire Council.
    

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PASCV Council (all officers)

• Financial advisory duties (review the budget and consider on a regular basis the finances of the Corporation, including its relation to possible sources of funds)
• Oversees content of newsletter and website
• Nominates candidates for office, after due consideration of suggestions of members
• Appoints Newsletter Editor
• Appoints South American Correspondent
• Appoints Resident Agent

Councilors

• Oversee content of newsletter, serve as section editors if needed and contribute articles annually
• Oversee content of website and help to improve and update
• Participate actively on PASCV List server
• Introduce speakers and moderate sessions at Daytona meeting
• Nominate and help to select special awards
• Help select travel awards
• Special projects as determined by President, Council and Membership (e.g. each councilor takes a project during his/her 4 year term, picked from members' suggestions or from own identification of an area needing improvement; can report at Annual Meeting)

Newsletter Editor

• Publishes PASCV newsletter twice a year
  • Aug/Sept
  • Feb/March
• Works with Section Editors or Council to obtain material and ensure quality
• Solicits and includes column from
  • South American Correspondent
  • European Society for Clinical Virology President
• Communicates deadlines for submission of material for publication
• Includes Annual Meeting minutes in September newsletter
• Includes election ballot when needed
  • Office and Candidates
  • Number of candidates to vote for in each category (since 3 Councilors are due at one time)
  • Deadline for vote to be received in order to be counted
  • Fax, email and mailing information for submitting the ballot
  • Place for member's name, email and fax (in case problem with ballot)
• Updates and ensures accuracy of all PASCV Council information, including addresses and terms of office
• Requests labels from secretary two weeks before due to mail out newsletter

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South American Correspondent

• Maintains e-mail group of all South American members as well as fax, phone and address lists
• Regularly communicates with members regarding issues, activities
• Seeks exchange opportunities and collaborative studies both within Latin America and with North America
• Contributes column to PASCV newsletter (March issue)
• Presents update at Annual PASCV meeting at Daytona such as achievements, concerns, future plans and communicate issues to general membership
• Encourages memberships

Resident Agent

• Resides in Massachusetts
• Handles correspondence from the Massachusetts Division of Public Charities and transmits it to PASCV Secretary -treasurer or President as needed

Executive Committee of the Council

• Membership
  • President, Immediate Past President, President-elect, and Secretary-treasurer
• Duties
  • Exercises powers of Council between meetings of Council
  • Receives and studies reports of committees
  • Acts as advisory body to President
  • Keeps record of its proceedings and report same to Council at next meeting for approval or disapproval
  • Appoints subcommittees or ad hoc committees as necessary
  • Adopts rules and regulations for conduct of meetings and activities