APECS Council Charter

Rights and Responsibilities of Council Members
Approved 1 February 2011

This charter has been created to help assure information is disseminated to all APECS members in a timely manner and to assure all Council members are clear on their responsibilities and tasks to help shape the future of polar research.

1. All APECS members are eligible to serve on the Council and Council members are approved via an application process by the Executive Committee.

2. At the time of application, prospective Council members choose if they would like to represent an organization/institution (i.e. national committee, organization, etc), a selected area of research, or serve as a “member-at-large”. With Executive Committee approval, this decision may be amended during the Council member’s term as necessary.

3. The general guideline for a Council term is from 1 October to 30 September and is renewable. Council members joining mid-term will be up for renewal with all Council members on 30 September.

4. The Council elects Executive Committee members.

5. Council members have the right and responsibility to share information on their organizational and research area’s activities with APECS members on a regular basis, as well as distribute APECS information to their organizations’ members.

6. Council members have the right and responsibility to suggest new directions and ideas for APECS to the Executive Committee.

7. If a long period of absence is part of a Council member’s research/education or if periods of low activity due to upcoming commitments are anticipated, Council members have the responsibility to notify the Executive Committee at least 15 days in advance of the period in question.

8. In addition to the important responsibilities of communication and participation, Council members have the following tasks to build and enhance APECS as an organization:

a. On a monthly basis, fulfill any 4 of the following:

i. Post 2 new jobs to the website
ii. Post 1 new event
iii. Post 2 news items to the website
iv. Post 1 new literature article to the literature discussion website
v. Post 1 comment on previously posted item on the website

b. On a yearly basis:

i. Attend at least three out of a total of six Council calls (held every 2 months)
ii. Encourage the recruitment of new APECS members
iii. Submit and/or solicit posters to the Virtual Poster Session

c. Host or help plan 1 APECS event per term. Such events can be (but are not limited to):

i. Panel discussions at large conference
ii. Social gatherings at home institution
iii. Giving APECS presentations at a conference/meeting
iv. Career development workshops
v. Virtual Poster Session Call

9. In pursuit of their charge to ensure the fulfillment of above responsibilities, the Executive Committee and the APECS Director will enforce this charter and have the right to terminate the position of an individual on the Council if the following conditions are met:

a. The Council member fails to produce a legitimate reason for a period of inactivity or not fulfilling these responsibilities.
b. After receipt of the first “reminder” from the Executive Committee or Director, the Council member continues to fail fulfilling these responsibilities.
c. The respective Council member has not fulfilled these responsibilities on at least one previous account.

10. Former Council members who have extensive APECS experience may be invited by the Executive Committee to remain on the Council as Ex Officio members. These Ex Officio members are not required to complete regular Council duties, and they have no voting responsibility/privilege, but instead sit on the council in an advisory role. Ex Officio members serve the Council by providing comments, giving guidance, and completing other advisory tasks as they arise. Ex Officio terms are renewable annually by the Executive Committee with the rest of the Council on 30 September.

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