NJMCA Committee Charges
Standing Committees
·
Executive Committee
·
Committee of Purchase
·
Nominating Committee.
·
Annual Meeting
o
Convention Arrangements
o
Program
o
Commercial Exhibits
o
Projection
o
Photo Salon
o
Registration/Companion
o
Awards/Resolutions
·
Other
o
Archives
o
Auditing
o
Editorial Board
o
Education
o
Legislative
o
Membership
o
Newsletter
o
PESP
o
Professional Training
o
Public Relations
o
Research and Development
o
Scholarship
o
University Liaison
COMMITTEE CHARGES
COMMITTEE
OF PURCHASE Article VI, Section 4.
NOMINATING
COMMITTEE Article VII, Sections 1 & 2.
EXECUTIVE
COMMITTEE Article
VII, Section 5.
AD HOC COMMITTEES:
ARCHIVES
To inventory, catalog, consolidate, preserve and
insure proper storage of all Association records,
photographs, correspondences, publications and other materials deemed to be of
historic value to the Association and mosquito control in general.
In addition, the committee is also responsible for
insuring that an up-to-date, complete and bound set of the Proceedings of the
Association's annual meetings is maintained, as a future source of information
at the following agencies within the state: 1) Headlee Laboratories, Rutgers
University, 2) the Entomology Reading Room,
Rutgers University and 3) the Office of Mosquito
Control Coordination, Department of Environmental Protection.
AUDIT
Audits the books of the Association
Treasurer following the conclusion of the fiscal year but no later than the
annual meeting. Arrange for a professional review of the
financial records.
AWARDS/RESOLUTIONS
AWARDS:
This Committee canvasses the Association membership
for nominees for awards and recognition in the three categories as described
below. To encourage the submission of the names of nominees, the Committee
annually distributes guidelines for these awards and acts on recommendations at
least one month before the annual meeting.
This Committee will annually establish a list of
award recipients and coordinate with the
officers for the appropriate venue for presentation of the awards. The award recipients are notified in advance
of the meeting to allow for their attendance to receive their award.
·
Bunnie Hajek
Award
·
Presented to
those whose efforts and contributions extend beyond that which is expected in
the normal performance of their duties. Association
members should submit names of candidates and pertinent information to the
Committee. Presentation of this award is contingent upon unanimous action of
the Committee.
·
Achievement
Award
·
Recognizes those
·
Twenty-five Year
Service Roll
·
The Committee
annually brings up-to-date a service roll of the names of people who have
actively served in mosquito control efforts for 25 years or more, a portion of
which has been in New Jersey.
·
Arranges for the
Past President’s plaque.
RESOLUTIONS:
Memorializes at the annual meeting the formal events
of the preceding year that are deserving of recognition by the general
membership of the Association through resolution. From time to time throughout the year, may prepare
resolutions in response to issues of some moment that affect the
The Past President is
automatically a member of this Committee.
The Chair is automatically a member of the Convention
Arrangements Committee.
BYLAWS (appointed when necessary)
The Bylaws of the New Jersey Mosquito Control
Association, Inc. (Association) serve as the
fundamental instrument prescribing how the Association functions and includes
all rules considered so important that they cannot be changed without previous
notice to the members and by a positive vote of two-thirds of the general
membership present at a meeting.
The Bylaws Committee is appointed by the President
when necessary and is directed to review the existing Bylaws, make changes and
recommendations for amendments and submit in writing the proposed changes to
the Secretary, and the Board of Trustees, at which time the provisions of
Article VI of the Bylaws will be implemented.
COMMERCIAL
EXHIBITS
Solicits commercial vendors to exhibit at and participate in the annual
meeting and encourages sponsorship of events at those meetings.
The Chair is a member of the Convention Arrangements
Committee.
CONVENTION
ARRANGEMENTS
Performs the following tasks in
making arrangements for the location of the annual meeting of the Association.
1.
Verifies dates of meetings and facilities required.
2.
Receives and makes recommendations to the Trustees
for sites for future meetings.
3.
Contacts the facility management giving requirements
and dates selected.
4.
Views facilities to ascertain their acceptability.
5.
Negotiates costs.
6.
Tentatively reserves facility.
7.
Receives confirmation from Trustees. (A negative vote
returns the Committee to Step 2; otherwise it proceeds to Step 8.)
8.
Confirms acceptance of dates and terms with facility.
Arrangements for Annual Meeting
·
Contact or hold
joint meetings with other committees directly involved with the planning and
operation of the annual meeting to determine their needs.
·
Inform the
facility management of the confirmed requirements and the possible needs of the
Association for the annual meeting and obtain the cutoff date for any changes.
·
Estimate the
number of rooms to be reserved for those attending the meeting and obtain
reservation cards for distribution.
·
Maintain contact
with the facility management.
·
Maintain contact
with the various Association committees to respond to any changed requirements.
·
Make
arrangements for photographs to be taken at the annual meeting.
EDITORIAL
BOARD
Provides the following assistance and guidance to the
Editor in the preparation of the Association Proceedings:
·
with the Editor, develops guidelines for layout, style and
content of the Proceedings.
·
with the Editor, develops schedules and deadlines for
paper submissions.
·
assists the Editor in review of articles and papers.
·
reviews the final draft of the Proceedings before printing.
·
determines the most viable way to produce the proceedings and
how to distribute them.
·
Recommends to the Executive
Committee an individual to be named as Editor for the next year to be named
prior to the annual meeting.
·
Recommends to the Executive
Committee an individual to be named as Proceedings Distribution Manager each
year.
EDUCATION
Reviews and evaluates educational activities and
projects for the general public which could be sponsored by the Association. It
sets the priorities associated with such activities and implements those
activities.
LEGISLATIVE
Reports on proposed or already
enacted legislation, regulations or ordinances by federal, state or local
agencies that may affect mosquito control activities in
MEMBERSHIP
Sends out invoices for membership dues at the end of December to include a deadline for payment of dues and maintains a membership list indicating the status of each member. Upon receipt of the dues, copies of the submission letter are made and the check forwarded to the Treasurer for deposit. As stipulated in the Bylaws, any person who is employed in or involved with mosquito control and/or research and who supports the goals of the association and desires to participate in its activities may become a regular member upon application to the Secretary and payment of annual dues. The membership committee will distribute a lapel pin to each new member. Determine the benefits of membership in each category including regular, honorary and sustaining.
Note: The Secretary will develop and maintain a membership directory for distribution to paid members along with the current handbook.
The Chair is a member of the convention Arrangements Committee.
NEWSLETTER
Solicits articles and newsworthy items from the
membership and produces a quarterly newsletter to be distributed to the
Association's mailing list (by mail or electronically) and provides a digital
copy of the newsletter for publication on the NJMCA website. Explores other means of
distribution.
PESP
Annually prepares a report to be
submitted to the American Mosquito Control Association under which the
Association is a sub partner. This is due at the end of each calendar year.
PROFESSIONAL
TRAINING
Provides annual pesticide re-certification training
sessions for mosquito control personnel from
The Chair is a member of the Convention Arrangements
Committee.
PROGRAM
Plans and prepares the program for the annual meeting
of the Association.
1.
Considers themes or special subjects for the program
and invites appropriate speakers who represent agencies that interact with
mosquito control activities. In the preparation of the program, interfaces with
the Secretary and Convention Arrangements, Commercial Exhibits and any other
committee whose functions affect the program.
2.
Distributes a call for papers to the Association's
mailing list (registrants at the previous annual meeting and appropriate
agencies and organizations).
3.
Organizes the presentations into various meeting
sessions and prepares an advance meeting announcement with paper titles and
authors to be distributed to those listed in #2 above.
4.
Prints the program for distribution at the annual
meeting.
5.
Arranges for the pesticide re-certification credits
for the annual meeting sessions.
The Chair is a member of the Convention Arrangements
Committee.
Coordinates all audio/visual needs for the annual
meeting and banquet and makes provisions for a preview room for speakers. Establishes space needs, projection equipment, screens and electrical extensions for the annual meeting. Coordinates personnel to
assist in the operation of this equipment.
Coordinates the photo salon for the
annual meeting including establishment of entry categories, promoting the
contest, acquiring the appropriate prizes, arranging for judging during the
meeting and presentation at the banquet.
The Chair is a member of the Convention Arrangements
Committee.
PUBLIC
RELATIONS
Promotes public awareness and
understanding of mosquito control, emphasizing its professional and
environmentally sensitive approach.
Manages the contents and scheduling of all components of the Association’s State Exhibit. Maintains current NJMCA and meeting information in pertinent
Newsletters, scientific and trade journals and websites.
REGISTRATION/COMPANION
Upon notification from the Board regarding the date
of the annual meeting and registration fees, prepares pre-registration materials
(hotel reservation cards, registration cards, etc.).
1.
Sends out the first mailing of pre-registration
material three months prior to the annual meeting.
2.
Provides registration information for the NJMCA website.
3.
Obtains funds for registration packets and obtains
pamphlets and give-away items.
4.
Sets up the registration desk, receives registration
fees, keeps records of all transactions and compiles a registration list.
5.
Establishes personnel needs for proper maintenance of
the registration desk.
6.
Arranges activities for companions attending the
annual meeting.
7.
Establishes, maintains and distributes a list of
names, addresses and affiliation of all registrants at the annual meeting.
The Chair is a member of the Convention Arrangements
Committee.
RESEARCH
AND DEVELOPMENT
Compiles a list of research
projects being conducted in the State of
SCHOLARSHIP
This committee will select recipients for the Jobbins
Scholarship.
Establish written criteria for scholarship
recipients.
To find or develop a mechanism whereby students in
fields of study impacting mosquito control, other than entomology, are
stimulated and rewarded. This to be done by the Association awarding
scholarship(s) limited to the amount in the Association annual budget for other
scholarships to a student(s) performing research that uses or contributes new
information to the mosquito control community.
Coordinates fundraising activities
that support the Jobbins Scholarship (such as the silent auction at the annual
meeting).
UNIVERSITY
LIAISON
Promotes coordination and
cooperation between the
Committee to include rep. from MR&C, Assoc.
Execs., and the SMCC/OMCC.