ASSOCIATION OF RETIRED CONSERVATION

SERVICE EMPLOYEES

 

CURRENT OPERATING POLICIES

 

 

The following operating polices are intended to supplement the ARCSE Charter and to provide guidance and detail for ARCSE activities.  This separate document allows for revision and review by the Governing Board at the Annual Board Meeting.

 

Dues- Dues are to be paid on a calendar year basis (Jan.-Dec.).  The annual dues will be $18 for a full year.  For those joining after the end of the first quarter, the dues will be computed at the rate of $4.50 per remaining quarter.

 

NRCS/SCS retirees who have not previously been a member of ARCSE are eligible for a complimentary one year membership.  All that is required is that they submit a completed Application Form.

 

Lifetime Membership dues will be tiered as follows:

Age                             One Time Payment

                                    64 or younger              $250              

                                    65 -74                          $200

75 or older                   $125 

 

Fees - Printed and mailed copies of the newsletter will be provided only to members (complimentary, annual dues paying, honorary, and life) who pay an additional fee of $12 per year.

 

Senior Conservationist- Any retiree who served in SCS or NRCS who meets these criteria will be named a Senior Conservationist:

            ●  Must have served in SCS or NRCS and be 83 years of age.

            ●  Must complete and submit the ARCSE Questionnaire.

            Note-Retiree does not have to be a member of ARCSE to qualify.

 

Honorary Members- SCS or NRCS retirees who meet these criteria will be named an Honorary Member of ARCSE.  No dues required after being named an Honorary Member.

            ● Must have been a Member of ARCSE for a minimum of five years prior to meeting the age requirement.

            ● Must be 91 years of age at the beginning of new dues year (Jan. 1).

 

Elections- The election of the Governing Board members will be held in the second year (odd numbered year) of the term of service.  The ballot for election of officers developed by the Nominating Committee will be included in the March Newsletter.  The President will count the ballots.  Election results will appear in the July Newsletter.

 

The ballot is to show the ARCSE Regions, a cut-off date (June 15), and provide for the signature of the voter.  Email ballots are acceptable but must include the voterís full name in order to be counted.

 

The Past-President will serve as the Nominating Committee Chairperson.  The President and Past-President will jointly select others for the Committee.

 

Support Activities- Board will designate those to serve in the positions of Secretary-Treasurer, Editor, Historian, Chronicler, and Membership Chair.  Those designated serve at the pleasure of the Board.

 

  Secretary-Treasurer---Receives dues, maintains financial and membership records, keeps minutes at Board Meeting, and other related duties.

 

●  Editor---Receives news and items of information, prepares and arranges for the publication of the Newsletter in January, March, May, July, September, and November.  Information, to be used, must reach the Editor by the 25th of the month proceeding the month of issue.

 

  Web Page Manager---The Web Page Manager is responsible for the content of the Web Page and for seeing that it is current and correct.

 

  Chronicler---The Chronicler prepares the Senior Conservationist articles for the Newsletter and maintains the file on the Senior Conservationists.

 

  Historian---The Historian maintains the historical record for the Association.

 

  Membership Chair---The Membership Chair promotes membership recruitment, retention of members, and maintains the membership records, provides the addresses for the Newsletter, prepares an annual Directory, and maintains the Retirees Register.  Membership lists and mailing labels are also provided States and Sections as requested. [Note-Currently these duties are handled by the Secretary-Treasurer.]

 

Vacancies-

If a Board or Staff position becomes vacant, a person to serve in that position shall be named by the President, with the consensus of the Board.  The exception is that if the Presidentís position becomes vacant the President-Elect automatically fills the position.

 

In the event a vacancy occurs on the Board or in a Staff position the following are designated to serve as back-up until the position can be filled:

            Past President             Named by the President with consensus of the Board.

            President                     Replaced by President-Elect

            President-Elect            Named by the President with consensus of the Board.

            Sec.-Treasurer            Named by the President with consensus of the Board.

            Regional V. Pres.        Named by the President with consensus of the Board.

            Historian                     Chronicler

            Chronicler                   Historian

            Web Page Mgr.           Editor

            Editor                          Web Page Mgr.

            Notes - Potomac         Named by the President with consensus of the Board.

 

Backup Files - The Secretary Treasurer shall provide a backup electronic file to the President.  The editor and web page manager shall provide such to each other.

 

Reserve Funds - Funds covering two years of operating budget shall remain in reserve.

 

Compensation- The Secretary-Treasurer will receive a monthly honorarium of $200.  The Editor will receive a monthly honorarium of $100. The Web Page Manager will receive a monthly honorarium of $50.  Honorarium will be paid quarterly.

 

Expense Reimbursement- Board Members and the Supporting Staff may be reimbursed for out-of-pocket expenses (postage, copying, etc.) in connection with carrying out their assigned duties.

 

Travel Reimbursement- President, Past-President, President-Elect, Regional Vice-Presidents, Secretary-Treasurer, Web Page Manager, Editor and Awardees for Distinguished and Presidential Awardees will be eligible for reimbursement of actual travel expenses, up to a maximum of $500, for attending the Annual Meeting.

 

Reimbursement for Recruitment Expenses at the State and Section Level - For ARCSE States and Sections with limited or no retiree activity, a one-time reimbursement to cover printing and mailing expenses for recruitment activities for the state, section, and national level may be provided.   The reimbursement shall be for actual expenses not to exceed $100 and must be concurred in by the regional Vice President and the President.  Upon submission of a request with supporting documentation and concurrence, the Secretary-Treasurer will send the funds to the requester.

 

Special Incentives- ARCSE shall provide up to $500.00 annually to the Soil and Water Conservation Society to support student member activities related to the annual meeting.  Supported activities may include grants for registration and travel expenses for student members in the vicinity of the meeting and/or a portion of the cost of any student member function at the meeting.  SWCS shall provide a report to ARCSE documenting use of the funds.

 

ARCSE Distinguished Service Award

 

Purpose- To publicly recognize ARCSE Members who have made uniquely outstanding contributions to ARCSE.

 

Qualifications-

            -Is an ARCSE Member or spouse of Member.

            -Demonstrates strong character and high ethical and professional standards.

            -Selection will not be based on his/her achievements while employed by SCS/NRCS.

 

Criteria for Nomination-  Contribution to ARCSE-Nominees will be those who have contributed in organizing ARCSE or promoting growth of the national or local ARCSE association.  Additional information documenting the nomineeís contributions to community service or various clubs and organizations, such as volunteer work, Boy Scouts and Girl Scouts may also support the nomination, SWCDís, NRCS Earth Team, environmental groups or other units of government or service organizations.

 

Procedure-  The President of ARCSE will announce the Award Program in the January Newsletter.  Another reminder notice will be placed in the March Newsletter, mentioning that May 15th is the cut-off date.  Selections will be completed by June 15th.

 

Nominations for the award, and documentation (no more than 2 pages), of the qualification of the nominee will be made by the ARCSE Representative.  Nomineeís names and qualifications will be sent to the Regional Vice President.

 

The Regional Vice President will select the best-qualified nominee and send it to the President.  The President will send no more than four nominations to the Governing Board.  The Board Members will select their number one and two winners.  Based upon the selections by the Board the President will designate the winner.  This information will not be released until the Annual Meeting.

 

The President will communicate with the winner as to their acceptance of the Award and possible attendance at the upcoming Annual Luncheon.  ARCSE will pay for the meal of the winner and spouse.

 

The President will be responsible for securing an appropriate plaque.  The President Elect will be responsible for providing an appropriate news release for the ARCSE Luncheon and information concerning the Award winner.

 

ARCSE Presidentís Award for Outstanding Community Service

 

Purpose-  To publicly recognize ARCSE Members who have distinguished themselves in sustained and outstanding contributions in local, state, and regional community service.

 

Qualifications-

            -Is an ARCSE Member.         

            -Demonstrates strong character and high ethical and professional standards.

            -Selection will not be based upon his/her achievements while employed by SCS/NRCS.

 

Criteria for Nomination-  Nominees will be those individuals who have distinguished themselves by providing sustained high quality service, possibly using their SCS/NRCS area of expertise, to local, state, or regional entities.  Recipients of their service may include volunteer work for hospitals, churches, schools, youth organizations such as Boy Scouts and Girl Scouts, SWCDís, NRCS Earth Teams, environmental groups or other units of government, or service organizations.

 

Procedure-  The President of ARCSE will announce the Award Program in the January Newsletter. Another reminder notice will be placed in the March Newsletter, mentioning that May 15th is the cut-off date.  Selections will be completed by June 15th.

 

Each ARCSE Representative may nominate one individual per year.  Nominations for the Award and documentation (no more than 2 pages) of qualifications and contributions will be made to the ARCSE Representative.  The nomineeís name and documentation will be sent to the Regional Vice President.

 

The Regional Vice President will select up to three nominations and send them to the President of ARCSE.  The President (with the help of the Governing Board, if he/or she so chooses, will select the best nomination (s) to receive the Award.

 

The President will communicate with the winner (s) as to their acceptance of the Award and possible attendance at the ARCSE Annual Luncheon.  The Award (s) will be presented at the ARCSE Annual Luncheon or at the annual or similar meeting of the state section in which the recipient resides.  The Award will be presented by the President, or other member of the Governing Board, or by the ARCSE Representative (s).  ARCSE will pay for the meal for the winner (s) and spouse (s) if they attend the Annual Luncheon.

 

The President will be responsible for obtaining the appropriate plaques and coordinating with the ARCSE Representative(s).  The President Elect will announce the winner(s) at the Annual Banquet and will be responsible for providing an appropriate news release of the Banquet and information concerning the Award winner(s).

 

 

 

ARCSE Presidentís Award for Meritorious Service

 

Purpose- To publicly recognize ARCSE Members who have made uniquely outstanding contributions to ARCSE.

 

Qualifications-

            -Is an ARCSE Member or spouse of Member.

            -Demonstrates strong character and high ethical and professional standards.

            -Selection will not be based on his/her achievements while employed by SCS/NRCS.

 

Criteria for Nomination- Contribution to ARCSE-Nominees will be those who have contributed in organizing ARCSE or promoting growth of the national or local ARCSE association.  Awardees will be selected based on the following criteria: 1) Actions taken to increase ARCSE membership (may be actual numbers or percent of member increase at the national, regional or local level); 2) Efforts to initiate or activate an organization at the local level; 3) Number of and quality of articles submitted to the newsletter; 4) Number of and quality of activities undertaken at the national, regional and local levels; and 5)  Activities taken by nominee for keeping membership informed of timely events that occur between newsletters, i.e. death of former colleague, special awards, etc.

 

Procedure- The President of ARCSE will announce the Award Program in the January to elected Board members.  Regional Vice-Presidents may contact State Representatives to identify potential award nominees from the states. In February the Board will discuss qualifications of potential nominees and identify award recipients. The nominating Board member will develop no more than two pages documenting the qualifications of selected award recipients and submit this documentation to the President by April 1st. This information will not be released until the Annual Meeting.

 

The President will communicate with the winners as to their acceptance of the Award and possible attendance at the upcoming Annual Luncheon.  ARCSE will pay for the meal of the winners and their spouse.

 

The President will be responsible for securing appropriate plaques.  The President Elect will be responsible for providing an appropriate news release for the ARCSE Luncheon and information concerning the Award winner.

 

November 2017