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Call for New Officers & Directors

The Jacksonville Post is looking for engaged Leaders to join us as Post Directors. As we continue to take on the mission of furthering the Engineering Profession, we need people who want to serve as mentors, trainers and leaders in the Jacksonville engineering community. You need to be a SAME member in good standing to serve as a post director.

Below are some of the committees and opportunities available.  If you cannot commit to being a director but want to help, please sign up to be on a committee, or volunteer for some of our events. All Jax Post members are eligible to be committee members. Our Leadership and Mentoring, and Young Members committees would be happy to have you, even if it’s just for one event. If you want to participate please contact our Nominating Committee Chair, Ed Brown at edbrown@e2bassociates.com or 904-304-0360. Committees are forming now so please respond by 1 Apr 2015.

Secretary or Assistant Secretary

  1. Reviews prior meeting minutes, prepares Officer and Director meeting agendas and electronically distributes. Serves as coordinating point for all Board requirements. Assists the President during the meeting.

  2. Serves on the Membership Committee. Maintains a list of all current Sustaining Members.

  3. Serves as coordinator and QC for the Post Streamer Awards submittal to HQ SAME.

    In September, reminds the Committee Chairs to check the streamer criteria to see which required elements and desired elements have or have not been met. In December, begins requesting the streamer criteria from each Committee Chair. In January, coordinates streamer submissions following HQ SAME guidelines, to HQ SAME with a copy to the President and the Regional Vice President.

  4. Assists the Treasurer. Has signature authority on the checking account, for use on urgent matters, when the Treasure is unavailable.

  5. Assists the Communication Chair by ensuring write-up and photos of key events and items of interest are generated.

  6. Provides items of interest electronically to Officers and Directors and all members.

Treasurer or Assistant Treasurer

  1. Provides a financial update at all Officer and Director Meetings. Identifies upcoming revenue and expenses and advises the board when spending deviates from budget.

  2. Member of the budget committee. Provides expected yearly performance and expected changes for the projected budget.

Task Force or Temporary Committees

Engineers Week Committee:

  1. Serve as the Jacksonville Post SAME) liaison with the Northeast Florida Engineers Week regional committee (NE FL E-Week) and attend all the NE FL E-Week meetings, from October/November until February.

  2. Coordinate the SAME Engineers Week Scholarship for a Senior High School Student (enrolling into a College Engineering Degree).

  3. Facilitate the NE FL E-Week Young Engineer, Engineer and Technician of the Year nomination forms and correspondence to SAME’s Nominations Committee to obtain the Jacksonville Post’s nominee for each award.

  4. Provides a committee report at all Officer and Director Meetings.

Operations Committees

Finance Committee:

  1. The Finance Committee shall consist of all standing Committee Chairs and the treasurer. The second VP serves as the chair. It shall be the duty of this Committee to develop the annual budget for the Post and provide all financial services required.

  2. The Finance Committee meets in November each year to develop draft annual budget with the goal of budget approval NLT 31 January each year.

  3. The Committee shall review past and projected mentoring, outreach, and scholarship activities. Prior year earnings including revenues from workshops and golf/poker tournaments are reviewed. The Committee coordinates with the Endowment Chair to determine available endowment funding for the upcoming year.   The Committee balances the needs of multiple Committees in developing the recommended budget.

  4. The Finance Committee shall meet at least twice per year to discuss the Post’s finances and investment strategy.

Endowment Committee:

  1. The Committee reviews the investment performance and compliance with the investment policies established on a periodic basis, but no less than annually.

  2. The Committee reviews the “Statement of Investment Policy” periodically and amends it to reflect any changes in philosophy or objectives. However, if at any time the investment managers believe that the specific objectives defined cannot be met or that the guidelines unnecessarily constrict performance, the Committee shall be so notified in writing.

  3. The Committee follows the SOP prepared for the Committee and the purpose, objectives, responsibilities, goals and investment guidelines established.

  4. The Committee determines Revenue projections for input into the budget based on current year investment performance, fundraising activities and any performance delta’s in the current year performance. If the projected budget shows a net gain/loss to long-term assets, the committee will recommend to the board potential changes to the uses of these assets, or policy changes.

  5. Provide a committee report at all Officer and Director Meetings.

 

Education & Mentoring Committee (Scholarship):

  1. The committee prepares scholarship requirements and develops high school and college scholarship application information to distribute to all members. Requirements include applications, expectations of the awardees and expectations of recipient mentors. They work with the communication committee to determine best communication tools to maximize outreach.

  2. The committee meets to review the scholarship 5-year plan, determine effectiveness of the program and develop the “scholarship budget line”.

  3. The committee reviews all scholarship applications and selects awardees based on O&D guidance in the approved 5 year plan. Information on the scholarship winners is provided to the Communication Committee. A letter is prepared to inform all applicants of the results and letters are also prepared to the schools of the scholarship winners with a check.

  4. Follow the Goals and Objectives of the SAME Strategic Plan to promote, enhance and reinforce the professional and technical competence of present and future SAME members through outreach, training and continuing education programs.

  5. Committee members will be assigned as mentors to all scholarship recipients and will make contact with them at least quarterly.

  6. Provide mentoring to local primary, secondary and college students.

  7. Provides a committee report at all Officer and Director Meetings.

Young Member Committee:

  1. The Committee Chair is the Junior Vice president.

  2. The Committee Chairman will host open forum breakfasts, after work socials, or other outings, inviting all local young members and local Post leadership. These meetings will be scheduled quarterly. The event is intended to be an exclusive forum with the speakers, invited guests and young members. The meetings are to be scheduled at a location most convenient to young members and conducive to social interaction. The purpose of the meetings is to offer young members a forum to get better acquainted and a good way to discuss common goals of the Post and how they can best support SAME activities. On occasion the meeting is offered as a forum for a young member to speak on a topic of interest to all sustaining members.

  3. The YM Committee is responsible for hosting an annual event. In past years it has been a Family Picnic and/or outing to the Jacksonville Suns baseball game. For the picnic, the YM Committee is responsible for finding the location, setting the date, and purchasing all the food and drinks for the event. The YM Chair should present the choices for approval of the Board. The YM Committee will provide input to the annual Post budget to fund the picnic or other event.

  4. The committee is responsible for the organization and operation of the annual fund raiser held in conjunction with the Ken Butrym College Scholarship Golf Tournament. The Social raises additional funds for Post Outreach. The annual event will be held sometime between late September and Early November. The YM Committee will work with the Sustaining Member Committee to coordinate the events.

  5. The YM Committee will participate in the annual Northeast Florida Engineers week. There are many events that may require some SAME participation. The YM Committee will attend as needed. The Jacksonville Post sponsors along with the U. S. Army Corps of Engineers Jacksonville District an annual Engineering Career Day during Engineers week. Engineering Career Day provides an opportunity for high school students to gain exposure to various careers in engineering and get a “first hand” experience in working with engineering projects. Students have the opportunity to interact with engineering firms from the Jacksonville area, speak with university representatives, and compete with other local students on engineering design problems. The YM Committee Chair should coordinate with the Engineering Career Day Chair at the Corps to provide volunteers to work on the event. The event is held on the Friday of National Engineers Week, generally the 3rd week in February.

  6. The YM Committee will provide standing participation in community outreach activities sponsored by other Jacksonville Post committees.

  7. Provides input to the Endowment Committee on possible Revenue for budgeting.

  8. Provides a committee report at all Officer and Director Meetings.

Communications Committee

  1. Holds quarterly meetings. The purpose is to identify best communication methods and to assess the effectiveness of existing programs.

  2. Assists other committees with distributing information to membership

  3. Serves as the “EngAffect” editor and works with the EngAffect writer to develop content. Tracks post activities, identifying potential articles and write-ups to include in the newsletter and on the website.

  4. Posts information on the website, including luncheon sign ups, articles, and other pertinent information

  5. Provides a committee report at all Officer and Director Meetings. Provides an electronic copy to the Secretary and provides to O&D prior to the meeting.

  6. Increases social media presence by posting articles and post information

Sustaining Member Committee:

  1. Hold quarterly breakfast meetings that offer Sustaining members a forum to get better acquainted and discuss common goals of the Post and determine how they can best support SAME activities.

  2. Organize and operate the annual “Doing Business with the Government” training event.

  3. Organize and operate the annual Ken Butrym Memorial Scholarship golf tournament. The tournament raises funds for Post outreach activities (scholarship, mentoring, student chapter activities, and training). Provide input to the Endowment Committee as they develop budget revenue targets.  

  4. Review the Post programs and directives in order to support the Post in achieving its mission and goals. Provide liaison and support of other committees and their activities.

  5. Provides a committee report at all Officer and Director Meetings.

Fellows Committee:

  1. Review the Academy of Fellows information found on the SAME HQ web site at www.same.org at “About SAME”, “Academy of Fellows”.  

  2. Identify Post members who meet the values of an SAME Fellow and mentor them toward this goal. Goal is for SAME lifetime of mentoring and these are multiyear commitments.

  3. Once mentee’s are ready encourage and assist post members with over 10 years service to complete the application for the Academy of Fellows. The nominations for new Fellows must be submitted by September 1 each year. The size of the Jacksonville Post should produce at least one Post member to be added to the Academy of Fellows each year.

Audit Committee:

  1. The Audit Committee is comprised of at least two members who have no responsibilities with regard to obligation or expenditure of Post funds.   They consult with the Treasurer, Finance Committee and Endowment Committee as required on matters related to financial accounting.

  2. The Committee meets with the Treasurer to review the Post financial records and conduct the annual audit and submit it to the President and SAMEHQ by the end of February each year.

Nominating Committee:

  1. The Nominating Committee is appointed by the Post President.

  2. The Committee meets in March of each year to develop a slate of Officers and Directors for the next year, generally from July through June of the next year.

  3. The Committee presents the slate of Officers and Directors at the April Board meeting.

  4. The slate of Officers and Directors ballot is published in May to the post membership.

  5. The Installation of Officers and Directors dinner is generally held in July.

Mission Committees

Membership Committee:

  1. Meets at least quarterly. The purpose of the meeting is to review the membership and discuss ways to increase the membership and to review the SAME HQ membership print-outs to determine how the Post stands on meeting the membership criteria.

  2. Will attempt to contact all lapsing SM firms and all new members to gather information on why they are leaving or what they expect to gain from SAME. They will brief this information once a quarter.

  3. Provides a committee report at all Officer and Director Meetings.

Education & Mentoring (Programs) Committee:

  1. Coordinate all Programs. Assist the Sustaining Member Committee on the “Doing Business with the Government” event by inviting and coordinating Speakers.

  2. Meet at least quarterly. The purpose of the meeting is to review the program and discuss speakers and topics. At the beginning of the year remind “Committed Groups” of their scheduled month. At three months out coordinate and advise speakers on topics.

  3. Coordinates with the Ramada Inn – Mandarin on menu selection, guarantees for the luncheon. Prepares Agenda for the luncheon for the President. Provides speaker gift, Jacksonville Post SAME coffee mug.

  4. Review the Streamer Criteria when it becomes available from HQ SAME. Conduct a meeting of the committee to discuss ways to meet the Streamer Criteria. In September, review the streamer criteria to see which required elements and desired elements have been met. In December, begin developing the responses to the streamer criteria. In January, following HQ SAME guidelines, write up and submit the results of the streamer criteria to HQ SAME with a copy to the Post President and the Regional Vice President. Post Secretary must review write-ups, before submission.

  5. Support licensure and certifications by having programs awarding Professional Development Hours (PDH’S) and/or Continuing Education Units (CEU’s).  

  6. Provides a committee report at all Officer and Director Meetings.

     

Relationships & Recognition Committee:

  1. Hold a Relationships and Recognition Committee meeting at least quarterly. The purpose of the meeting is to review the SAME National and Post Awards.

  2. Review the Streamer Criteria when it becomes available from HQ SAME. Conduct a meeting of the committee to discuss ways to meet the Streamer Criteria. In September, review the streamer criteria to see which required elements and desired elements have been met. In December, begin developing the responses to the streamer criteria. In January, following HQ SAME guidelines, write up and submit the results of the streamer criteria to HQ SAME with a copy to the Post President and the Regional Vice President. Post Secretary must review write-ups, before submission.

  3. Provides a committee report at all Officer and Director Meetings.

     

Leadership and Mentoring Committee:

  1. Conduct a Committee meeting at least quarterly. The purpose is to review the progress of meeting the streamer criteria, plan for upcoming events, and discuss new events.

  2. The Post and the Jacksonville District Corps of Engineers (COE) are co-sponsors for a “Career Day” for high school students during Engineer’s Week. The committee will work with the COE to coordinate the Post’s involvement.

  3. The Jacksonville Post provides judges and selects awardees at the Northeast Florida Kiwanis Regional Science and Engineering Fair. The Jacksonville Post awards cash prizes to four students in four award categories: Junior Division Engineering and Physics and Senior Division Engineering and Physics. The committee will assist in providing judges for the Science Fair.

  4. The committee will assist in providing representatives at the Northeast Florida MATHCOUNTS Competition in February during Engineers Week.

  5. The Post has provided Boy Scout Merit Badge Clinic volunteers and the committee will assist in providing those volunteers.

  6. The Committee has responsibility for the Engineering and Construction Camp’s that are publicized by HQ SAME. The Post provides camp information to multiple local high schools. Applications are generally due in late spring and the camps are held in July and August. The committee recommends the camp attendees who are selected by the National Camp Committee.

  7. Identify Outreach activities. Perform an annual review of activities and identify the best options for the post to have the biggest impact to the community. Provide Outreach Budget recommendations.

  8. Review the Streamer Criteria when it becomes available from HQ SAME. Conduct a meeting of the committee to discuss ways to meet the Streamer Criteria. In September, review the streamer criteria to see which required elements and desired elements have been met. In December, begin developing the responses to the streamer criteria. In January, following HQ SAME guidelines, write up and submit the results of the streamer criteria to HQ SAME with a copy to the Post President and the Regional Vice President. Post Secretary must review write-ups, before submission.

  9. Provides a committee report at all Officer and Director Meetings.

     

Emergency Preparedness & Infrastructure Resilience Committee:

  1. The Post maintains a Standing Emergency Preparedness & Infrastructure Resilience Committee to provide direction and reaction resolution to initiatives arising from the National Emergency Preparedness & Infrastructure Resilience Committee, local and national circumstances and events, and National and Post directives.

  2. Conduct an Emergency Preparedness & Infrastructure Resilience Committee meeting at least quarterly. These meetings are to help the Education and Mentoring Committee prepare at least one Security/Readiness program during the year and to help review and implement SAME National Emergency Preparedness & Infrastructure Resilience initiatives.

  3. A Committee Member is designated as the POC to the National Committee. The Member must be listed with the National Committee as the POC for the Jacksonville Post.

  4. Review the Streamer Criteria when it becomes available from HQ SAME. Conduct a meeting of the committee to discuss ways to meet the Streamer Criteria. In September, review the streamer criteria to see which required elements and desired elements have been met. In December, begin developing the responses to the streamer criteria. In January, following HQ SAME guidelines, write up and submit the results of the streamer criteria to HQ SAME with a copy to the Post President and the Regional Vice President. Post Secretary must review write-ups, before submission.

  5. Coordinate with the Young Member, Fellows and the Relationships and Recognition Committee to identify a member for the post to send to a TISP event. Provide input on cost of sending a member to a TISP event to the budget.

  6. Provides a committee report at all Officer and Director Meetings.  

     

 

PE Exam Review

The local ASCE and FES branches are once again organizing a P.E. Exam Review course.  Review sessions are scheduled for Mondays and Wednesdays from 5:30pm to 8:30pm starting February 23rd  until April 1st.  Send in your registration forms to Danny Waltermyer by February 20th.  Please see the flyer for the registration form and more information - http://samejax.org/images/downloads/registration_spring_2015.pdf