C. Duties and Responsibilities of Individuals - C.1 Committee Members
- C.2 Conflict of Interest
- C.3 Committee Chair
- C.4 Executive Board Members
INTRODUCTION
The Association of Biomolecular Resource Facilities (ABRF) is a professional society composed of members and associates from laboratories engaged in providing analytical, synthetic and other capabilities to a multitude of collaborating scientists. As with any society it is necessary to form committees to insure the proper functioning of the society. Each Committee is entrusted with making decisions concerning their particular task and bringing these decisions to the Executive Board for approval. Once a decision is made it may be the responsibility of that particular committee to accomplish the task. At present the committees performing these duties include the Finance and Investment Committee, the Membership Committee, the Corporate Relations Committee, the Education Committee, the Nominations Committee, the Communications Committee and the Publications Committee.
ABRF COMMITTEE OPERATING GUIDELINES
A. PURPOSE of the COMMITTEES
The Committees of the Association of Biomolecular Resource Facilities (ABRF) are delegated by the ABRF Executive Board with the task of insuring that the organizational goals of the ABRF are met. Each committee is to perform a support function which furthers the goals of the ABRF. For example, the Finance Committee makes recommendations concerning the prudent use of ABRF funds which represent membership dues, donations, contributions, and scientific funding.
The Executive Board feels it is appropriate for the committees to review these Guidelines periodically, as a reminder of productive mechanisms for meeting the goals of the committee and the society as a whole. However, the committees should interpret and use these Guidelines with some discretion and apply the Guidelines to the specific context of the individual committee and its objectives.
B. PARTICIPATION
B.1 RETIREMENT OF EXISTING MEMBERS
All interested Members and Associates of the ABRF are eligible and welcome to serve on the Committees. Members may wish to express their interest to serve as the current Chair of the Committee of interest. However, because far fewer can serve than might wish to at any given time, a mechanism for determining the size and composition of the Committee should be established and reviewed periodically. Presently, most Committees consist of three to six members. It is very important that the Committees turn over at a reasonable rate so that the fresh ideas and enthusiasm of new members can be continually tapped. At the same time it is important that continuity be maintained and the expertise of experienced members be present. To fulfill these goals, one or two new members may be added each year with an equal number of existing members stepping down. In accordance with current policy of the Executive Board, the Chair of a Committee may not be an employee of a commercial vendor as defined by Executive Board policy. Membership on the Committee should be restricted to a term of three continuous years; however, after having left for one year, a person is eligible to be selected again in subsequent years.
However, due to the nature and functions of specific committees, particular members may continue for extended periods as members or as chair. For example, the Secretary-Treasurer is the designated chair of the Finance Committee and the Editor-in-Chief of the Journal of Biomolecular Techniques will be chair of the Publications committee. The membership of certain committees will change each year such as the Nominations committee which is composed of the President and the outgoing EB members. The Corporate Relations committee will change depending on the number and nature of the corporate members.
When it is felt by at least a 2/3 majority of the other current members of a Committee that there is substantial reason, a member can be asked to leave. Use of these mechanisms is not encouraged and should be a last resort but it is provided as a means of handling a member who is disruptive, counter-productive, or simply non-productive. If this occurs, that member will be suspended from participation. That member may then either accept the decision and resign voluntarily or may appeal the decision to the Executive Board who will have the final decision. The Executive Board must make a decision within a period of 2 months. No decision within that period of time constitutes upholding the wishes of the Committee. Further, the Executive Board may initiate removal of any member when it is felt necessary. The departing member should be replaced as soon as possible.
B.2 SELECTION of NEW MEMBERS
New members will be selected by the EB or by a consensus agreement of the existing Committee members subject to approval of the Executive Board. Potential members can volunteer or be nominated by any member of the ABRF. A list of nominees and at least one alternative, together with their Curricula Vitae, should be presented to the Executive Board in the order of choice for their approval. It is expected that unless there are special circumstances or reasons to the contrary, the Executive Board will accept the nominees presented by the Committee. The approved nominees will be contacted by the Chair who will extend an invitation to join. The Chair (or designee) will inform the Committee, the Executive Board, the editor of the Journal of Biomolecular Techniques, and the ABRF wwwebmaster immediately upon filling the positions. New members should be selected before the annual meeting in order that they can make their first meeting.
B.3 PARTICIPATION of the EXECUTIVE BOARD in COMMITTEES
Executive Board members may or may not serve as Chairs on Committees. At least one Executive Board member should act as an ad hoc member or as chair of each Committee. The major function of this ad hoc member will be to liaison between the Executive Board and the Committee, although the duties need not be restricted to that of liaison. The Executive Board should be appraised of each discussion and decision before it is implemented, and reserves the right to modify the design if necessary where ABRF goals are thought to be compromised.
C. DUTIES and RESPONSIBILITIES of INDIVIDUALS
C.1 COMMITTEE MEMBERS
Members of each Committee are expected to contribute and to expend a reasonable and timely effort in carrying out the mission of the Committee. Duties should be divided as equally as possible among the individual members. Members should not expect to be reimbursed as a matter of course for expenses incurred in the performance of their responsibilities on a Committee unless agreed to beforehand by both the Executive Board and the Committee. If in the course of operation it is decided that the budget will permit and the contribution is deserving, an individual may be reimbursed partially or completely for expenses incurred in the service of the Committee or the ABRF. Those who are unwilling or unable to participate under these circumstances should respectfully decline membership.
Phone call reimbursements:
It is expected that many communications between committee members will be carried out by email. However, planning of complex studies, review of data, and strategy sessions often require conference calls. When conference calls are necessary it is expected that they will be scheduled at a time when most, if not all, of the participants can call from their place of employment. These calls will not typically be reimbursable expenses as they are considered a professional activity which should be supported by the host institution. However, as it is not always possible for calls to be scheduled during work hours, particularly for members outside the U.S., and participants are not expected to pay out of their own pocket for conference calls, reimbursement of expenses to participate in conference calls can be made.
Reimbursement of expenses for conference calls will typically be only to members that do not reside in the U.S. The reimbursable expenses will be limited to an average of 1 hour call time per month. Once or twice per year eligible members should send the original invoices of their phone bills, with the relevant calls highlighted, to the chair of the research group. A check will be issued by the treasurer in US currency to cover the cost of the calls.
C.2 CONFLICT of INTEREST
All members must submit a complete Conflict of Interest form (obtained from the Chair) to the President of the Executive Board of the ABRF prior to beginning service on the Committee. Members should avoid all conflicts of interest, either real or apparent, in regard to their association with the ABRF and any other party. Members should not expect or accept any personal gain over and above that which would generally come to all Committee members as a consequence of working for the common good of the Committee and the ABRF. No member should endorse any product, instrument, or commercial concern that can be construed to be involved in the CommitteeÕs responsibilities. A member may feel free to express his or her professional opinion providing it is done as an individual and not as a representative of the ABRF.
C.3 COMMITTEE CHAIR
A Chair should be selected by the members by consensus agreement upon approval by the Executive Board or a Chair will be selected by the Executive Board. It is the Chair's responsibility to organize the CommitteeÕs efforts and to preside over meetings. It is the Chair's responsibility to see that each member carries out their responsibility and that the Committee as a whole is successful in carrying out its mission. However, the Chair should not be expected or required to bear an inordinate share of the work. The Chair should designate a secretary or should rotate through all members in order to supply minutes of the meetings to all members and to the Executive Board in a timely manner. The Chair should provide the Committee members with a tentative agenda for upcoming meetings and conference calls. The Chair should also receive summaries of Executive Board meetings. Employers of vendors may not serve as Committee Chairs.
C.4 EXECUTIVE BOARD MEMBERS
It is a goal of the Executive Board to facilitate and enable the work of the committees. The purpose of having a member of the Executive Board as an ad hoc member or as chair on each of the Committees is to ensure continuity of the responsibilities of the Committees with the rest of the ABRF and to provide a line of communication between the Executive Board and Committees. It should therefore be the duty of the Executive Board member of the Committee to act as a liaison to keep the Committee informed of the Executive Board's wishes, concerns, and actions. The Executive Board liaison or Executive Board member acting as chair should also keep the Executive Board informed of the Committee's activities and decisions. The mechanism for doing this is up to the Executive Board member but the Committee should not necessarily be held responsible for a failure in this communicative link. For those committees for which the Executive Board member is ad hoc, one means of accomplishing this goal is for the Executive Board member and Chair to stay in close contact. It is also the responsibility of the Executive Board to establish new committees or to redirect the focus of, merge, or suspend the activities of committees in order to fulfill the mission of the ABRF and to meet the needs of the ABRF membership.
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