OFFICERS AND RESPONSIBILITIES

PRESIDENT
Serves on the Constitution and Bylaws Committee and the Annual Conference Committee.
Signs all certificates and documents of Gamma Chapter.
Prepares meeting agendas and responsible for arranging meeting dates and locations in cooperation with other Board members.
Sends letter of invitation to prospective new honorary member(s) for the annual conference.
Serves as Past President the following year.
Represents the Fraternity as situations dictate.
Serves as administrator on the Fraternity social media accounts.

VICE PRESIDENT
Assumes the duties of the President the following year.
Serves as a member of the Constitution and By-Laws Committee.
Arranges for the Treasurer's records to be audited.
Chairs the Annual Conference Committees.

SECRETARY
Updates letterhead after election of officers and directors to be distributed to officers and
directors at first Executive Board meeting.
Provides minutes of annual business meeting to Annalist to be distributed with newsletter.
Prepares meeting minutes for presentation to membership.
Prepares and maintains correspondence of Fraternity.
Records of minutes may be stored in electronic form.

TREASURER
Signs all financial documents for Gamma Chapter.
Provides reimbursement forms for member expenses related to CHIES approved business.
Sends letters of invitation and annual conference registration information to current retired
members.
Serves on budget committee and submits budget at first Executive Board meeting.
Receives membership dues and maintains an electronic roster of dues-paying members.

ANNALIST
Maintains historical records of Fraternity.
Compiles information on past officers, directors, and award winners.
Prepares and distributes newsletter.
Keeps website, all social media of fraternity up to date and must be removed as administrator
when term expires.

PAST PRESIDENT
Serves as chair of the Nominating Committee.
Solicits nominations from membership to fill vacancies.
Serves as chair of the Constitution and Bylaws Committee; arranges an annual bylaws committee
meeting to review current bylaws and make recommendations to the Board.
Keeper of Roberts Rules of Order Revised.
Maintains file of bylaws and updates as deemed necessary.
Responsible for maintaining contact with other state chapters.

DIRECTORS RESPONSIBILITIES (strongly recommend transferring records to each successor)
Responsible for maintaining communication with members in their represented area. Also contacting new employees on behalf of the Fraternity to share information about Chi Epsilon Sigma. This includes touching base throughout the year for personal highlights to put in the CHIES Newsletters, to be a resource to answer job-related questions, and reminders for membership dues and annual conference.
Directors will also perform other duties as requested by the President and/or assigned by the Executive Board.

NEWSLETTER
The types of information to be included in the newsletter are: CHIES Association news, members' announcements of births, retirements, area training, etc. Timely matters will be posted first. CHIES Directors from each area should submit information to the Annalist in a timely manner.

ANNUAL CONFERENCE POLICIES
The Extension District Board may pay for annual conference expenses - travel, lodging, meals, and registration.
At the discretion of the University of Kentucky policy, the Extension District Board may pay membership dues; however, the Extension District Board cannot pay to purchase CHIES marketing items, such as shirts and tote bags.

BUDGET
The budget timeframe is to run from July 1 through June 30.

PROFESSIONAL IMPROVEMENT & PERSONAL SCHOLARSHIP
Any current Chi Epsilon Sigma member is eligible for nomination. There may be other eligibility requirements depending on the award category which is listed in the award descriptions on the application.
Nominations may be made by any staff member, agent, or employee of the University of Kentucky Cooperative Extension Service and self-nominations are encouraged.
Members pay up-front and can be reimbursed for expenses if they receive the scholarship.

MEMBERSHIP GUIDELINES
Existing employees have until January 31st to pay dues (postmarked no later than January 31st). New employees have 6 months from the date of hire to pay their dues. Late payments will be charged a late fee of $10.00.

ANNUAL CONFERENCE CHAPTER AWARDS
The Chapter awards presented are as follows: Distinguished Service, New Achiever, The Good Friend, Digital or Print Communications, and Jovial. These awards will receive a monetary gift determined by the board. The Awards Committee decides each year if award categories are relevant to current needs. Although an award can be won twice by the same individual, it cannot be won in consecutive years.
Members who retire with 25 or more years of employment with the University of Kentucky will be awarded a plaque in honor of their service.
For future reference and record keeping, the Chapter Awards Committee will maintain a list of award winners on Teams or other media resources used by the Executive Board.

COMMUNITY SERVICE PROJECT
The Community Service project is intended to increase awareness of, and sensitivity to, community issues and resources, and should benefit organizations and services other than Chi Epsilon Sigma. While it is a good method of developing contacts in the community and State of Kentucky, it should also reflect the goals and ideas of Chi Epsilon Sigma.

The chosen Community Service Project should be an organized, non-profit entity or service that meets community needs and helps to show that organization, as well as others, a sense of caring and giving by Chi Epsilon Sigma membership, which also reflects well on the University of Kentucky, Cooperative Extension Service, Martin-Gatton, College of Agriculture, Food and Environment.

Chi Epsilon Sigma will strive to continue and maintain a tradition of helping others through giving to its Community Service Projects. The Board will have the option to seek out a charity within the region for the membership donations in the current conference year. However, at their discretion, they may also choose to split the collected donations with another Community Service Project.

Some examples of past Community Service projects are ovarian cancer, the 4-H Leadership Center, the Tubby Smith Foundation, and the Timothy Warren Memorial Scholarship.

COMMITTEES

CHAPTER AWARDS
This committee will verify and establish the years of service with Extension for each new member. This committee will be responsible for the selection process and recommendation of the appropriate recognition for all awards presented by the Fraternity. The committee chair will be responsible for forwarding the application to the Regional Extension Director’s which will help spread the word and encourage participation.
Members who retire with 25 or more years of employment with the University of Kentucky will be awarded a plaque in honor of their service.

ANNUAL CONFERENCE
Chaired by Vice President and consists of all executive board members.

PROFESSIONAL IMPROVEMENT & PERSONAL SCHOLARSHIP
This committee will explore and promote professional improvement opportunities with the membership. Also follow established criteria for selecting and awarding scholarships (scholarship selection guidelines, promote scholarship participation and conduct scholarship selection). Other educational opportunities will be explored and professional growth for Fraternity membership will be promoted.

NOMINATING
Chaired by Past President. This committee will secure nominations from the membership and prepare a slate for all officer and director positions to be presented to the membership. Biographical sketches will be obtained from each officer/director candidate and shared with all members prior to election at the annual business meeting. The chair of this committee will also provide a listing of duties and responsibilities for each office position to prospective nominees.
Nominations for an office must have approval from their supervising agents and Area Extension Director in the respective candidate's County Office and Area.
Nominations for an office must be submitted 30 days prior to the Annual Conference. After the election at the Annual Meeting, if a director’s position becomes vacant, then the nominating committee will seek a replacement and make recommendations to the board.

BUDGET
Chaired by the Treasurer.

CONSTITUTION AND BYLAWS
Chaired by Past President with other members to include the President. This committee will be responsible for reviewing and updating the Constitution and Bylaws.

SPECIAL CONFERENCE COMMITTEES:

BREAKOUT SESSIONS & REGISTRATION
This committee will put together registered member packets and organize conference breakout sessions. Class suggestions will come from all board members, conference surveys and other successful topics. They will contact and line up presenters and organize the session locations.

DOOR PRIZES
This committee will be responsible for purchasing and putting together fun and exciting prizes as gifts for attending membership. Each member is eligible for one door prize. Winners will be drawn on the last day of the conference during the closing session. Members must be present at the time of drawing to win.

ENTERTAINMENT
This committee will be responsible for creating an icebreaker and deciding what type of entertainment/activity will be provided on Wednesday and Thursday evenings.

FACILITIES & EQUIPMENT
This committee will be responsible for making sure A/V, microphones, projector screens, seating arrangement, etc. have been arranged to meet the conference needs.

GREETINGS/WELCOME
This committee will be responsible for bringing an energetic welcome to incoming members by holding signs and answering any questions people may have about the conference.

GUEST SPEAKER
This committee will seek a motivational speaker that will address the membership on one day of the conference. This includes being aware of speaker fees, travel expenses and presentation needs.

MEMBER & SPEAKER GIFTS
This committee will research a variety of gift items and prices to present to the board. Once a selection has been made, the gift will be ordered and given to each attending member and conference speakers.

MEMBERSHIP WELCOME
This committee will be comprised of the executive board. They will be responsible for presenting CHIES history, job-related references, answer questions and engage in networking opportunities.

REGISTRATION TABLE
This committee will work at the registration table to check in registered members. They will hand out conference packets, T-shirts, and any other necessary materials.

Revised March 2024 - Combined the Policies & Procedures and Operating Guidelines
Revised February 2018
Revised August 2005
Revised January 2002
Revised March & June 2001