Introduction #

Although the California State Division, International Association for Identification (CSDIAI) has a Constitution and Bylaws that delineates the responsibilities of the Executive Committee, specific duties are not listed. In an effort to assist members that will be entering the Executive Committee, either voted or appointed, this document has been created for informational use. This document in no way changes the CSDIAI Constitution and Bylaws; it is merely a compilation of information being passed along by Past Presidents.

It is the desire of CSDIAI Past Presidents that this document be distributed annually to all Executive Committee Members by the Secretary-Treasurer.

This document shall be made available to CSDIAI members on the association website in the "Members Only" area. It is highly recommended that members seeking election to the Executive Committee review this document so as to fully understand the commitment he/she will be making if elected to a position. Therefore, it is highly recommended that the Nominations Committee Chairperson ensure a prospective nominee has a copy of this document and fully understands the commitment required of the position for which he/she is seeking.

Chairperson #

General Information #

The Chairperson is in his/her final year on the Executive Committee and is responsible for:

• Chairing all Executive Committee Meetings during his/her final year which involves:
  • Setting the meeting dates and times
  • Setting the Agenda
  • Ensuring all Committee Chairs are prepared to give reports during the meetings
• Polling the Executive Committee regarding Association business on an as needed basis
  • The Chairperson does not vote unless there is a tie, in which case the Chairperson shall be the deciding vote.
• Assisting and advising the President on Association business

Seminar Reports/Meetings #

• A draft of the Executive Committee Meeting agenda must be electronically sent to all of the Executive Committee members, and Committee Chairpersons, at least one month (30 days) prior to the meeting date.
• The draft will include a "DEADLINE" for receiving agenda items, which should be sent electronically to the Chairperson and Secretary-Treasurer.
• The draft would include a request for Committee Chairpersons to submit their final reports electronically to the Secretary-Treasurer at least two weeks prior to the scheduled meeting. The Secretary-Treasurer will then disseminate all reports electronically to the Executive Committee for their review.
• The Secretary-Treasurer will advise the Committee Chairperson submitting their report to have sufficient copies available at the meeting with the "ORIGINAL" being provided to the Secretary-Treasurer. One copy, either electronic or hardcopy, will also be made available to the Recording Secretary.
• This applies to all scheduled meetings at the Annual Seminar and the Mid-Year Meeting.

Reviewing and Signing of Proposed Contracts #

• The Chairperson is responsible for assisting the upcoming V.P.’s in reviewing potential properties, and/or proposed contracts.
• The Chairperson will sign the contract with the upcoming President for the seminar year that the contract is being signed, once it is acceptable to do so (as specified in the V.P. duties).
• The Seminar Fiscal Committee must review and approve the contract prior to it being signed.
• All contracts or agreements are to be provided to the Secretary-Treasurer no later than 10 calendar days after being signed by the Association officer accepting said contract. This action would take place upon approval of the Seminar Fiscal Committee and the signing of the contract. All contracts are to be retained for a minimum of seven fiscal years

Future Installation Banquets #

• The tradition of the Association is for Past Presidents to wear White Tuxedo type jackets at the Installation Banquets. Of course, you have a choice in your attire and may choose not to stay with this tradition.

President #

The President is responsible for: #

• Chairing the General Business Meeting during your Presidency.
• Appoints Committee members to all Standing, Special Committees and Seminar Committee. Committee appointments are a priority for the new President. The President must have his/her committees established in accordance with the Bylaws.
  • All vacancies must be filled and if a vacancy occurs mid-year then the President is responsible for appointing a qualified member to the vacant position. Appointments to Certification Committees must be approved by the newly elected Executive Committee. Thus, by planning in advance, the appointments can be voted upon at the General Business meeting after the results of the election has been announced (pending possible bylaw change-2018)
• Appoints the following Executive Committee positions:
  • Parliamentarian
  • Historian
  • Webmaster
  • Recording Secretary
  • Legal Counsel Division Representative

The President is oversight in preparation of the Educational Training Seminar #

• All contracts, or agreements, are to be provided to the Secretary-Treasurer no later than 10 calendar days after being signed by the Association officer accepting said contract. This action would take place upon approval of the Seminar Fiscal Committee. All contracts are to be retained for a minimum of seven fiscal years.
  • Refer to guidelines for Seminar contracts under the Chairperson duties.
  • You are responsible to pick a team member to be responsible for everything having to do with the hotel is your responsibility you are expected to maintain close oversight. Have someone on your team assist. (Room nights, food and beverage, room assignments, etc.)
• You should already have your Seminar Committee established and you must keep in close contact with your chairpersons ensuring they are actively working on the seminar. Work with your Seminar Chairpersons, open communication with them is absolutely necessary. Keep in contact with them and ask for a monthly report on their responsibilities. Assist your Chairpersons in finding speakers, vendors, etc. You will most likely need to have a meeting at your hotel prior to the seminar with your Seminar Chairpersons. Make the arrangements with the hotel.
  • Chairperson for Registration / Finance for your Seminar – assist with training certificates, name tags, etc.
  • Revise the Budget for your Seminar, if necessary. Look at the two, or more, previous years seminar financials to estimate the costs for your seminar.
  • Chairperson for Speakers – get monthly updates on confirmed speakers. Approves speaker expenses; refer to your budget.
  • Chairperson for Vendor Exhibits – get monthly updates on confirmed vendors, locate other possible vendors. Vendor Chairperson should be soliciting sponsorship from vendors for activity, lunch, breaks, banquet, goody bags, notebooks, Digest advertisement, etc.
  • Chairperson for Hospitality – If planning to solicit for donations to the Hospitality Suite begin those solicitations approximately 3-6 months prior to the annual seminar. Different methods for solicitation include emailing, mailing letters, physically contacting, etc. Closer to the event, begin borrowing ice chest/coolers, purchase paper goods, sodas, water, alcohol and other non-perishable items. Food items to be purchased last. During seminar, daily inventory and required to shop, if necessary, to replenish supplies. Coordinate with the hotel on getting ice to cool the beverages an hour or so prior to opening hospitality, and on restrictions of hours of operation. Seek out sponsorship for hospitality if possible. Stay within your budget. If sponsored, arrange how payment of the goods are to be completed PRIOR to the start of the seminar. Before appointing this Chair, confirm with the hotel on their policies of outside food and beverage.
  • Chairperson to design and print the Training Seminar Program – keep to the printing schedule; have all information provided by due date. Electronic program can be explored by this Chair with the President.
  • Seminar Photographer(s)– confirm your photographer(s) and have an alternate for emergency. The Seminar Photographer will determine the location for the Group Photo and Past President Photo; photograph Opening Ceremonies, various speaker presentations, Exhibit Hall and social events. The photographers will send the Webmaster and the President pictures taken. The President can send some to the Editor for the Digest.
  • Member Exhibit (Poster Presentation) Chairperson – needs to notify the Vendor Chairperson of number of tables needed for this event. Advertise in the Digest and attempt to secure a sponsor. Work with the Vendor Chair.
  • Door Prize Coordinator – ensure the door prize coordinator is actively seeking donations from members, Executive Committee members, outside vendors (local restaurants, businesses, etc.).
  • Speaker Gifts Coordinator – must pre-order speaker gifts so they are received prior to the seminar. Working with the Speaker Chair, order enough gifts to ensure all speakers, including potential speakers, and dignitaries will receive a gift. You will have to order some extras, just in case, but you can always use the extras for volunteers onsite that have gone that extra mile, or hotel staff (ie banquet managers, event planner), or for submission to the Association Archives.
  • Remember, even though you appoint someone to do something for the Seminar, YOU must ensure the work is being done.
• Design your Opening Ceremonies. You may designate a member as your Opening Ceremony Chairperson, but this is your responsibility.
  • Contact dignitaries for Opening Ceremonies in advance by sending letters, phone calls, e-mails, etc. Examples of dignitaries:
    • Chief of Police
    • District Attorney
    • Lab Director / Supervisor of your Unit
    • Sheriff
  • Locate a Keynote Speaker, if there is a cost for the speaker be sure to notify your Seminar Committee so the cost is in the seminar budget.
  • Arrange for a Color Guard
  • National Anthem (singer, bugler, recorded music, etc.).
  • Chaplain or CSDIAI member to perform the Invocation
  • Appoint someone (Chaplain, Dean, etc.) to perform the Memorial Service. It is a tradition that we honor those members who passed during the year.
    • Taps and / or bagpipes for Memorial Service
  • Keep in mind that you want your Opening Ceremonies completed in a timely manner.
  • Ceremony and Group Photographs.
    • Group Photo and Past President Photo – Consult with the Seminar Photographer on a location for the Group Photo. These photos should take place directly after the Opening Ceremony.
    • Plan early on who will print the Group Photo. Will it be provided electronically? Determine if it will be free or for sale during the Seminar. Will a vendor sponsor this?
    • Everything should be completed prior to lunch.
• Activity Night during the Training Seminar
  • Discuss the activity that you would like with your Seminar Team. You may choose a theme for the event.
    • For Example: Western Night, Mardi Gras, Luau, Disco, Sock Hop, Fiesta, Monte Carlo, Masquerade, etc.
  • Work with the hotel and negotiate your plans for this event, including space, room, menu, table dressings, decorations, etc.
  • Once you and the Seminar Staff have decided on an Activity Night, you will need to arrange for any decorations, prizes, etc. for your party night. You can either handle this yourself or better yet, appoint someone to do the logistics.

Presidential Gifts #

Plan on whether or not you want to give Presidential Gifts to your Seminar Committee,
volunteers, hotel staff, etc. This is NOT mandatory, but if you choose to do so, plan
early.

Installation Banquet #

• As President you will be responsible for the planning, organizing, and food selection of the Installation Banquet.
  • Do you want music? If so, before, and/or after?
  • What color table linens?
    • Work with hotel to determine what they have available for free
  • Flowers:
    • Corsages and Boutonnieres have traditionally been used for the Executive Committee (not required though).
    • Centerpieces? (hotel may supply)
    • Color Scheme; which may play into flower type
  • The menu for the dinner (work with the hotel for menu choices; stay within budget).
  • Determine how many guests you will be inviting to your installation.
    • Reserve a table(s) for your guests. Guests still need a ticket, and it should be paid for at the Registration desk.
• Be sure to discuss, and clarify, any special requests you may have.
• Remember to practice the installation set up with the new board prior to the evenings events. This should be done after the General Business meeting. Have someone be in charge of this to keep the chaos to a minimum.
• The Association has a tradition of the President wearing formal attire (black tuxedo, formal gown) during the Installation Banquet, but the choice is yours. At the end of this Installation Banquet you will become the Chairperson and a Past President, you will need to plan the Agenda.
• Decide on who will do the Pledge of Allegiance and the Invocation.
• Find out from the Incoming President who they have chosen to do their Installation. The person chosen for the Installation and to administer the Oath of Office is traditionally a Past President in attendance.
  • Not a Bylaw. It is suggested to use a Past President or someone who is/was in the field and in good standing with the CSDIAI. President can be installed by a different person than the rest of the Executive Committee.
• Once you know who is doing the Installation, work with him/her to ensure you have a smooth agenda. The Installation Officer will need to know who is being installed in each office.
• You will need to be sure you have the President’s Pin (Secretary-Treasurer has these).
• The Past President’s Plaque and Life Membership Card should be available during the ceremony to be given to you.
• Other awards to be given during the ceremony – typically presented by that Committee’s Chairperson:
  • The George Pletts Meritorious Service Award
  • Distinguished Member(s)
  • Scholarship and Grant
  • Poster Presentation
  • Life Membership
  • 50 year members
  • Recognition to the Hotel Staff (optional – done by you)

Preparation for Chairperson #

• You, or a designee, will choose a place for a Mid-Year meeting of the Association.
• This meeting will also have a contract, which will be given to the Secretary-Treasurer for retention. This meeting will take place after your seminar and before the next seminar. The location of this meeting is typically located in the middle of the state, or nearest the middle from the two farthest Executive Board Members in the North and South of the State. This should also be submitted and advertised in the Digest.
• Provide proposed location to the Mid-Year Coordinator if one is in place.

First Vice President #

General Information #

• Prepare for Presidency
  • If you have not already done so, start to plan for your year as President – refer to the above for President. The more prepared you are, the easier your transition will be.
• You should attend all General Business and Executive Committee Meetings.
• You will be a Committee Oversight of the following committees:
  • Audit & Finance
  • Resolutions
  • Ethics Investigation
• In the absence of the President, you shall assume the duties of the President.
• All contracts or agreements are to be provided to the Secretary-Treasurer no later than 10 calendar days after being signed by the Association officer accepting said contract. This action would take place upon approval of the Seminar Fiscal Committee. All contracts are to be retained for a minimum of seven fiscal years.
• Make sure that you have a contract in place with a hotel that is in the best interest of the Association. The ultimate contract must be approved by the Seminar Fiscal Committee.
  • Refer to guidelines for Seminar contracts under the Chairperson duties.
• The training seminar is the Association’s seminar and you have responsibility for the program.
• Throughout the year, plan your appointments to office and all of your committee appointments. Ask the Secretary-Treasurer to send you a list of members that expressed interest in serving on a committee on their application for membership

Installation Banquet #

• Decide who will be your Installing Officer
  • Traditionally it is a Past President
    • Not a Bylaw. It is suggested to use a Past President or someone who is/was in the field and in good standing with the CSDIAI. President can be installed by a different person than the rest of the Executive Committee
  • The Association has a long-standing tradition that the President wears formal attire. Of course, your attire is your choice, but at the very least semi-formal wear is requested.

Forming of Committee Chair Appointments for your Educational Training Seminar #

REFER TO THE ABOVE LISTED DUTIES AS DESCRIBED UNDER THE POSITION OF THE PRESIDENT

• Appoint a Chairperson for Registration / Finance for your Seminar – passing out the save the date cards for the next seminar at the current seminar is helpful to the attendees. Send all pertinent information to the Editor and Webmaster for publication as soon as practical.
• Appoint the following Chairpersons:
  • Speakers Chair
  • Vendors Chair
  • Registration Chair
  • Photography Chair
  • Opening Ceremony
  • Hospitality
  • Member Exhibits
  • Program Design
  • Vendor Chairperson
    • Should hand out Vendor Exhibit Registration Forms or save the date cards for your seminar after the Exhibit Hall has closed at the current seminar.

Preparation for your Educational Training Seminar #

• Prepare a “Theme” for the Seminar
• Work with the Secretary-Treasurer and Registration Chair(s) regarding the transferring of Seminar checking accounts.
• Work with the Secretary-Treasurer and Chairperson regarding the transferring of Association account checking accounts.
• Get your electronic signature to the Secretary-Treasurer.

Second Vice President #

General Information #

• Start to plan for your year as President – refer to the above for First Vice President and President.
• You should attend all General Business and Executive Committee Meetings.
• You will be Committee Oversight of the following committees:
  • Certification & Training
  • Scholarship
  • Science & Practices
• If you are the Chairperson of any of these committees, or your Chairperson is unable to attend, you will responsible for presenting the committee report at all General Business and Executive Committee Meetings.

Preparation for your Upcoming Educational Training Seminar #

• You should be researching hotels for your upcoming training seminar.
• Contact the Visitors Bureau in the area you may be considering for your seminar.
• Ask the Secretary Treasurer for the past 3 or 4 years of contracts.
• Seek contract advice from the Seminar Fiscal Committee, current Chairperson, and other Past Presidents.
• It is never too early to plan for the Educational Training Seminar you will be hosting. This is a good time to establish your Seminar Planning Committee.
• All contracts or agreements are to be provided to the Secretary-Treasurer no later than 10 calendar days after being signed by the Association officer accepting said contract. This action would take place upon approval of the Seminar Fiscal Committee. All contracts are to be retained for a minimum of seven fiscal years.
  • Refer to guidelines for Seminar contracts under the Chairperson duties.

Third Vice President #

General Information #

• Start to plan for your year as President – refer to the above for Second Vice President, First Vice President, and President. The more prepared you are, the easier your transition will be.
• You should attend all General Business and Executive Committee Meetings
• You will be Committee Oversight of the following committees:
  • Laws & Legislation
  • Membership
• If you are the Chairperson of any of these committees, or your Chairperson is unable to attend, you will responsible for presenting the committee report at all General Business and Executive Committee Meetings.
• It is never too early to plan for the Training Seminar you will be hosting. This is a good time to establish your Seminar Planning Committee.
• All contracts or agreements are to be provided to the Secretary-Treasurer no later than 10 calendar days after being signed by the Association officer accepting said contract. This action would take place upon approval of the Seminar Fiscal Committee. All contracts are to be retained for a minimum of seven fiscal years.
  • Refer to guidelines for Seminar contracts under the Chairperson duties.

Sergeant at Arms #

Congratulations on your journey through the Chairs of the Executive Committee. In five short years you will become President. It is quite an accomplishment to be elected to the Executive Committee and you are to be commended for your dedication to the Association for the next 6 years. One year each as Sgt. at Arms, Third, Second and First Vice President, President and finally as Chairperson.

General Information #

• Start to plan for your year as President – refer to the above for Third, Second and First Vice President, and President. The more prepared you are, the easier your transition will be.
• You should attend all General Business and Executive Committee meetings.
• As stated in the Association’s Constitution and Bylaws, you are to maintain order at all meetings. You must retain the following equipment and bring this equipment to all Executive Committee Meetings, General Business Meetings and Educational Training Seminars:
  • Containers with the following items:
    • United States Flag
    • California State Flag
    • CSDIAI Travel Banner
    • CSDIAI Banner
    • CSDIAI Charter
  • Any other equipment that is needed for meetings and seminars (flag bases and poles, easels, etc.).
• In the event you cannot attend a function, it is your responsibility to get this equipment to the event, either by mail or other arrangements. Please contact the Chairperson and President immediately if you will not be able to attend an event.
• It’s never too early to start looking for host hotels and working with Convention and Visitors Bureau’s. While it may not be appropriate to sign a contract this early, you could use the extra time to hone in on an area, eliminate inappropriate sites, and determine if any of them have planned remodeling in the future that would then make them unavailable to be a host hotel.
• All contracts or agreements are to be provided to the Secretary-Treasurer no later than 10 calendar days after being signed by the Association officer accepting said contract. This action would take place upon approval of the Seminar Fiscal Committee. All contracts are to be retained for a minimum of seven fiscal years.
  • Refer to guidelines for Seminar contracts under the Chairperson duties.

Directors #

• Serve a 2-year term, unless appointed to fill a vacancy in which case it is whatever the
• remainder of the term.
• Are appointed to various Committees, either as a member or as Chairperson. If Chairperson of a committee, he/she shall present a committee report at all General Business and Executive Committee Meetings.
• Are often called upon to contact membership regarding Association business. For example: delinquent dues, seeking nominations for office, etc. Should attend all General Business and Executive Committee Meetings.
• Shall assist the President as needed.
• Shall assist at the Training Seminar as needed.

Deans #

General Information - The Deans: #

• Must be a Life Member in order to be a nominee for Dean. Deans are voted upon in accordance to Article III Section 2 of the Constitution, and if elected will be installed as members of the Executive Committee. They assist the members of the Executive Committee with various tasks and duties as required by the Association.
  • Deans serve a 3-year term, unless appointed to fill a vacancy in which case it is whatever the remainder of the term.
  • Each position is required to run in a staggered order (ex. Dean Emeritus, Dean of the North, Dean of the South).
• Are voting members of the Executive Committee.
• Have many years of experience and service to the Association and will provide leadership and consistency to the Executive Committee.
• Should attend the General Business and Executive Committee Meetings.

Editor #

General Information #

• Is responsible for collecting articles, formatting, and distributing the official publication of the CSDIAI, “The California Identification Digest”.
• Has a tremendous responsibility to set publication deadlines and ensure the Digest is published bi-monthly.
• Shall send the Digest to the Webmaster for posting to the website.
• May be called upon for assistance with the publication process of the Educational Training Seminar Program.

Secretary-Treasurer #

The Secretary-Treasurer is responsible for: #

• Collecting and distributing the money, and correspondence of the Association.
• Sending annual dues notices, delinquent dues notices and other correspondence as directed by the Chairperson and/or President

The Secretary-Treasurer Shall Maintain: #

• Communication with a Certified Public Accountant (CPA) and ensure the CSDIAI Annual Tax Returns are filed in accordance with required Internal Revenue Service due dates.
• The membership information, bank statements, and financial statements and copies of all signed contracts.

The Secretary-Treasurer Will: #

• Assist the Audit & Finance Committee in planning the annual budget to be presented at the required meetings.
• Provide all required documents for the Audit and Finance Committee to review and will be present during the Audits to further assist.
• Maintain and distribute Membership and Life Membership cards, President and Past President pins. Some of these items will be presented during the Installation Banquet at the Seminar.
• Receive the Distinguished Membership application(s) from an applicant and forward to the Membership Committee in a timely manner. Following an affirmative vote of the Executive Committee, a certificate and or plaque will be prepared, and the California Identification Digest Editor will be notified.
• Receive Membership applications. These applications will then be forwarded electronically to the Membership Chair.
• Receive Scholarship and Grant applications. These applications will be forwarded electronically to the Scholarship Chair.
• Assist in keeping the most current set of Bylaws and Constitution available to the Membership. They will work with the Webmaster and the Parliamentarian.
• The Secretary-Treasurer shall receive an allowance not to exceed $200.00 for any necessary expenses while attending the annual seminar of this Association. The Secretary-Treasurer shall also receive an annual expense account, in an amount to be included in the budget by the Executive Committee, for expenses incident to the duties of the office of Secretary-Treasurer, which shall not be construed as salary and will not require detailed accounting by the Secretary-Treasurer.
• Shall provide allowance not to exceed $50.00 for a Memorial to a charitable or research organization at the death of a member of this Association unless otherwise directed by the Executive Committee.
• Assist in the needed banking when changing account signatures when Presidents are installed and when Seminar Registration Chairs change. )
• The Secretary-Treasurer shall issue to each member upon payment of dues, a membership card, which will bear the imprint of the year for which issued and the imprint of the Official Seal of the Association.

General Information #

• Normal daily operations for the Association do not need Executive Committee approval; only a courtesy notification to the current President and First Vice President if necessary. The Secretary-Treasurer shall not make extraordinary decisions regarding the Association without Executive Committee approval.
• Money distributed must be pre-approved by the Executive Committee. Checks drawn will require two signatures, the Secretary-Treasurer and the President.
• Correspondence for the Association shall be directed to the appropriate Executive Committee member, i.e. Chairperson, President, Committee Chairperson and/or Deans.

Seminar Reports/Meetings #

• The Secretary-Treasurer shall electronically submit committee reports to the Executive Committee for review prior to all Executive Committee meetings.
• The Secretary-Treasurer will advise Chairperson submitting the report to have sufficient copies available at the meeting with the "ORIGINAL" being provided to the Secretary-Treasurer. A copy will also be provided to the Recording Secretary (electronic or hardcopy).
  • This applies to all scheduled meetings at the annual seminar and the midyear meetings.

Preparation of Plaques #

• The Secretary-Treasurer is responsible for ordering, paying, and picking up the following plaques:
  • Outgoing Presidential Plaque
  • George T Pletts Meritorious Service Award Plaque
  • Distinguished Membership Plaque
  • Life Membership Card(s)

The following are appointed positions by the President

Parliamentarian #

• The Parliamentarian is appointed by the President and his/her duty is to ensure meetings follow Robert’s Rules of Order.
  • As an appointed position, the Parliamentarian does not vote during Executive Committee voting sessions.

The Parliamentarian Will: #

• Maintain the Constitution and Bylaws of the Association and write changes accordingly. The changes will be voted on by the Members of the Association and if the changes are approved will modify the current Constitution and Bylaws.
  • Once the Bylaws and Constitution are updated the Parliamentarian is responsible for providing the Webmaster with those updates for publication on the website.
• Assure that the Secretary-Treasurer and the Webmaster have the most current copy.
• Ensure the security of the mail-in ballots and/or electronic ballots.

Recording Secretary #

General Information #

• The Recording Secretary is appointed by the President. His/her duty is to record the meeting minutes and prepare a written report of what transpired during the meetings, and an “Action Required Log”, within the guidelines of the Constitution and Bylaws. Currently, the meeting minutes are required within 60 days of the meeting.
  • As an appointed position, the Recording Secretary does not vote during Executive Committee voting sessions.
• The minutes are to be sent to the entire Executive Board upon completion. The Editor will be responsible for publishing those minutes in the Digest, and the Webmaster is responsible for publishing them on the Members only portion of the website.

The Recording Secretary is Required to: #

• Attend all General Business and Executive Committee Meetings.
• Maintain the Association’s recording equipment and bring all equipment to the meetings.

The Recording Secretary will: #

• Include in the minutes the names of the Executive Committee and other members in attendance at the meetings.
• Destroy all recordings in accordance with the Constitution and Bylaws

Historian #

The Historian is: #

• Appointed by the President. His/her duty is to maintain the historical records/items of the Association. The Historian will collect current Association items and place them with the other historical items, preserving the continuity of the Association’s history for future members.
  • As an appointed position, the Historian does not vote during Executive Committee voting sessions.
• Responsible for maintaining the Association items. This may include an offsite storage locker. The reimbursement for costs associated with housing the Association’s historical items, should be included in the annual budget. Arrangements should be made with the Secretary-Treasurer for the expeditious payment of these funds. (Or we can discuss about have the procurement card placed on file w/ the storage facility) – Update Pending MidYear Meeting.

The Historian will: #

• Present reports to all General Business and Executive Committee meetings.
• Be guided by Article III, Section 10 of the Association Bylaws.

The Historian Shall: #

• Maintain a copy of each issue of the California Identification Digest received by him/her.
• Have possession of The George Pletts Meritorious Service Award plaque, and shall have the name of the current recipient engraved upon the plaque following the announcement of said recipient's name at the annual Installation of Officers Banquet. The George Pletts Meritorious Service Award plaque may be displayed at the Mid-Year Executive Committee meeting, and should be displayed at the annual Educational Training Seminar as part of the Historian's display.
  • The annual budget of the Association shall contain sufficient funds to pay for the engraving of the The George Pletts Meritorious Service Award plaque, and to pay for archival storage materials to maintain the artifacts in a safe and secure manner.

General Information #

• The Historian should work in concert with the President, and or their seminar committee designees, as to the materials to be displayed at the annual Educational Training Seminar. The decision to display artifacts and archival materials will depend on the fragility of said materials, the distance from the location where the archives are stored to the seminar, and the mode of transportation used by the Historian to travel to the seminar. If possible, the Historian's display will be placed in the same (lockable) room as the commercial exhibitors, thus providing additional security for irreplaceable materials.
• In cooperation with the current President, shall receive at each annual Educational Training Seminar, the following:
  • Goody bag and contents (to include any items with a CSDIAI logo and/or a seminar logo)
  • Registration packet and contents (to include a sample training certificate, seminar program book and banquet tickets)
  • A copy of the Group & Past Presidents photographs
    • If a copy of the photographs is not attainable at the annual seminar, or the Historian was unable to secure said photographs, the immediate Past President (current Chairperson) shall deliver to the Office of the Historian a set of seminar photographs. Electronic submission is acceptable.
  • As available, any gift given to seminar speakers and any gift given to delegates who contribute a member’s exhibit.
  • These items shall be considered the property of the Office of the Historian, and belong to the Association.
  • As soon as possible after each seminar,
• At the Mid-Year Executive Committee Meeting following the seminar, acknowledgement shall be made of the donations provided by the previous Seminar Registration Committee and President.

Webmaster Liason #

General Informaiton #

• The Webmaster Liaison (WL) is appointed by the President. His/her duty is to maintain and improve the Association’s website. The WL will edit the website when so directed by the Executive Committee.
  • As an appointed position, the WL does not vote during Executive Committee voting sessions.
• The WL attends the Executive Committee Meetings and prepares reports for the meetings as necessary.

The Webmaster Liaison will: #

• Work with the Parliamentarian and the Secretary-Treasurer to assure the most recent Bylaws and Constitution are on the Website.
• Work with the Secretary-Treasurer to assure the website password is changed yearly.
• Post all of the meeting minutes once they have been approved.
• All updates to the website must be made via the Webmaster’s email and CC’ed to the President and the Parliamentarian.
• Prepare report for the Annual and Mid-Year Executive Committee Meetings

IAI Division Representative #

The Division Representative #

• Is appointed by the President. His/her duty is to liaise with the Parent Body, International Association for Identification (IAI). He/she will keep the Association apprised of activities of the IAI.
  • As an appointed position, the Division Representative does not vote during Executive Committee voting sessions.
• Usually attends the IAI Annual Educational Conference and attends any meetings the IAI has with the Division Representatives.
• Attends the CSDIAI General Business and Executive Committee Meetings. He/she prepares a report on the IAI activities and presents the report during these meetings

Legal Counsel #

• Legal Counsel is appointed by the President. Legal Counsel does not have to be present during Association meetings but shall be available by phone or email. Even though their presence is not expected, the invitation should be extended by the Chairperson of the Executive Committee.
  • As an appointed position, the Legal Counsel does not vote during Executive Committee voting sessions.
• Legal Counsel shall provide consultation and assistance to the Association as needed regarding legal issues.

Midyear Coordinator #

General Information #

• The Midyear Coordinator is appointed by the President.
• His/her duty is to plan the President’s Midyear meeting. The President’s Midyear Meeting takes place sometime between September through December when the President has become the Chairperson of board.
  • As an appointed position, the Midyear Coordinator does not vote during Executive Committee voting sessions.
• The Midyear Coordinator attends the Executive Committee Meetings and prepares reports for the meetings as necessary.

The Midyear Coordinator will: #

• Work with the President and the Secretary-Treasurer to assure that a mutual weekend is open for Midyear.
  • Work with Audit and Finance (A&F) Chair for start time of meeting
• Contact the Visitors Bureau in the area being considering for the Midyear Meeting.
• Ask the Secretary-Treasurer for the past 3 or 4 years of contracts.
• Seek contract advice from the Contract Review Committee, current Chairperson, and other Past Presidents.
• All contracts or agreements are to be provided to the Secretary-Treasurer no later than 10 calendar days after being signed by the Association officer accepting said contract. This action would take place after review and recommendations made by the Contract Review Committee. All contracts are to be retained for a minimum of seven (7) fiscal years.
  • Refer to guidelines for Seminar contracts under the Chairperson duties.

Midyear Meeting Details: #

• Expected Attendance: 30-40
  • The Executive board, when in attendance, may be reimbursed one (1) night hotel or mileage (Not to exceed the cost of the room) at the Executive Board meeting.
  • The Executive board, when in attendance, is provided a comp’d lunch at the Executive Board meeting.
  • The A&F committee members and the Secretary-Treasurer are required to attend the A&F meeting prior to the Executive Board meeting. When they are in attendance they may be reimbursed one (1) night hotel or mileage (Not to exceed the cost of the room).
  • The A&F committee members are included in the comp’d lunches on the day of the Executive Board meeting.
  • For Clarification: If a member is on both the A&F Committee and the Executive Board their hotel room may be comp’d for two (2) consecutive nights so that they may attend both meetings. The Chairperson has the final approval on this matter.
• Possible Guest Rooms:
  • Thursday= 5
  • Friday= 20
  • Saturday= 20
  • Government Per Diem Rate
  • Reservations to be made by individuals via phone and hyperlink.
• Physical Meeting and Function Space
  • Friday (Audit and Finance)
    • Room Reserved Time: 11am-6pm
      • Recommend Meeting starts at 1pm
      • Look into suites instead of meeting room if meeting space is going to be too expensive.
    • 5-8 people
    • Set up: as is or conference style
      • Outlets: Need to have power
  • Saturday (Executive Board)
    • Room Reserved Time: 9am-6pm
      • Sgt. At Arms, Recording Secretary, Secretary-Treasurer will need early access to room (9am-10am)
      • Recommend Meeting starts at 10am
    • 30-40 people (this is for space in the room)
    • Set up: Setup is a “U” shape for 25 people to sit with tables and chairs. Outlets for laptops (4) are needed. Two rows of chairs (about 10-25) for the audience to sit at the open part of the "U"
      • Need to have power
    • Recommend Lunch around Noon
      • Average numbers for lunch are around 25
• Overall Food & Beverage Budget for contract: Aim for $500.00
• Try to get meeting space fee’s waved: If unable to then aim for $500.00
• Digital Meetings:
  • Reach out to the A&F Chairperson to get a meeting date (example: zoom) and time for the meeting. Give the date and time to the Chairperson to create the meeting.
    • Send the meeting to the A&F Chairperson so they may distribute to their committee.
  • Reach out to the Chairperson to get a meeting start time. Have the digital meeting link created and given to the Chairperson to distribute to the executive board.

Virtual Meetings #

General Workflow #

• Chairperson/President Calls meeting to Order
• Sgt. At Arms Roll Call
• Minute approval
• Committee Reports
  • Anything new that isn’t in the report can be spoken at this time
  • Questions from the board on the report directed at the Chairperson of the committee
  • Motion and Vote to approve the report. (Repeat until through all committee reports)
• Old Business
• New Business
• Open Floor
• Sgt. At Arms Roll Call (Not always needed)
• Motion and second to close the meeting

CSDIAI strictly adheres to provisions within the Policies and Procedures, Constitution and
Bylaws. The Executive Committee does however maintain the option to amend any provision
listed herein so long as it continues to conform, in the strictest instance, to applicable rules and
regulations.

Meeting Etiquette #

Tone: Recall that everyone is here for the betterment of the Association and its mission to our members.

Scheduling: The agenda for meetings may indicate a start or end times for topics and the meeting shall have scheduled start and end times. Should a meeting extend beyond the scheduled end time, the Chairperson/President may pose a question to the voting members attending the meeting to extend the meeting or table the remainder of the meeting to a later date/time. If tabled, the new date/time must be agreed upon at that time of tabling so that publication to the general membership can be accomplished in a timely fashion.

It is recommended that a meeting not exceed eight hours in each given day.

Sergeant at Arms Vacancy Succession #

Should the Sergeant at Arms become vacant mid-term prior to an election and the reason is due to the triggering of succession of officers above the Sergeant at Arms position. The nomination shall come from the SAME Division – North and South of the current Sergeant at Arms.