Epsilon Sigma Phi
The Extension Professionals' Organization

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GUIDELINES FOR CHAPTER OFFICERS

These are suggestions for your consideration when establishing, reviewing, or revising the duty guidelines for chapter officers. This is an extensive listing and should be adapted and customized to fit your state's structure, expectations, and guidelines.

President:

  • Chairs all meetings of executive committee/board, board of directors, and chapter.
  • Schedules regular meetings and plans agenda for executive committee/board, board of directors, and chapter meetings.
  • Appoints all committees and gives a list of responsibilities and any special tasks for year.
  • Chairs annual business meeting, sets agenda, reminds all officers and committees about their expected participation.
  • Gives President's report at annual business meeting. Chairs annual meeting (works with vice president or president-elect in arranging program).
  • Authorizes payment of non-recurring bills.
  • Signs all certificates of recognition awarded to chapter members.
  • Assists recognition committee in submitting nominations for national recognition.
  • Provides for appropriate balloting for national recognition and makes sure secretary or recognition chair returns ballot to National ESP Executive Director.
  • Sees that the chapter delegate(s) to the National ESP Council is/are selected and the National ESP Executive Director notified.
  • Serves on executive board/committee, as past president/advisor, during year following presidency.

The President has the following duties related to the National ESP Office

  • Takes responsibility for initiating nominations for National Recognition program.
  • Provides for appropriate balloting for National Distinguished Service Ruby and other recognitions selected on a regional basis and makes sure the ballot is returned to National ESP Executive Director by May 15.
  • Sees that chapter delegate(s) to National ESP Council is/are selected and National ESP Executive Director notified by August 1.
  • Responds promptly to correspondence from National ESP Officers and committees.
  • Signs all certificates of recognition presented to chapter members.
  • Responds to evaluation of National ESP Executive Director by March 1.
  • Submit a chapter annual report to the national office as requested.
  • The Chapter President must be to provide an updated list of the newly installed chapter officers and committee chairs to the ESP National Office to insure that proper chain of communication is maintained between the National Office and the chapter. The information is to be entered on the ESP Website and the State Chapter Officer Update Form can be found under Chapter Management through the Chapter tab. 
Vice President/President-Elect:
  • Functions as a president-elect, so exercises some administrative powers and duties as a learning/preparation experience.
  • Succeeds to presidency on recommendation of nomination committee and vote of membership the following year.
  • Functions at the direction of and in the absence of the president.
  • Coordinates work of all committees. Serves as program chair for the annual meeting.
  • Works with chapter directors and membership committee in contacting prospective new annual and life members, "overdue", and dropout members.

Secretary (may be combined with Treasurer):

  • Records complete official minutes of annual business, executive committee/board, board of directors, and any special state Epsilon Sigma Phi meetings. Handles all official correspondence on behalf of the chapter.
  • Corresponds with National ESP Executive Director on behalf of chapter on all matters except financial. Supplies framed Extension Professionals' Creed, State ESP Constitution/Bylaws, and National ESP Constitution/Bylaws for each new member at annual initiation ceremony.
  • Stores or orders from National ESP Office ESP banner for annual business meeting and initiation. Presents secretary's minutes at executive committee/board, board of directors, and annual business meeting.
  • Assists recognition committee in submitting nominees for national recognition..
  • Invites all life members to annual meeting by individual invitation or through newsletter article; recognizes them during the meeting.
  • Invites all retiring members to annual meeting by individual invitation or through newsletter article; recognizes them during the meeting.
  • Handles printing of an adequate supply of letterhead paper and envelopes; distributes as needed to officers and committees.
  • Maintains a supply of various locally produced recognition certificate forms that may be needed by the chapter recognition committee.
  • Orders various certificate forms from National ESP Executive Director at the request of recognition committee. Maintains a supply of nationally supplied materials needed for chapter business (Extension Professionals' Creed, National ESP Constitution, various leaflets, etc.).
  • Maintains an adequate supply of certificate frames (8-1/2 x 11) for use by the membership, recognition, and other committees.
  • Works with chapter historian/annalist in collecting materials for yearly historical records of chapter.
  • Assists newsletter editor in mailing chapter newsletter.
  • May cast the chapter's ballots for national recognition and send to the National ESP Executive Director. Records the membership numbers assigned to new members by the National ESP Office.
  • Submits names, supplied by memorial/necrology committee, of deceased members to National ESP Executive Director.
  • Prepares an annual report for distribution at annual business meeting that contains written summaries from all chapter officers and committees.

Chapter Treasurer

The Chapter Treasurer plays a significant role in the operation of both the chapter and the National Extension Professionals’ Organization. The Chapter Treasurer has the responsibility for fiscal accountability of the chapter as well as the collection and payment of the National membership dues.

  • Serves as the chapter financial officer and maintains membership records.
  • May serve as both the chapter financial officer and as the chapter secretary and/or membership chair.
  • Maintains chapter checking, savings, and special fund accounts.
  • Works with budget committee in developing budget for upcoming year immediately after close of chapter fiscal year, and if possible, before the annual business meeting.
  • Keeps record of all chapter income and expenses using approved accounting procedures.
  • Collects membership dues; submits periodic and annual dues reports to National ESP Executive Director.
  • Pays National ESP dues by February 1.
  • Pays non-recurring bills authorized by president; pays recurring bills routinely.
  • Works with audit committee in having financial records audited immediately after close of chapter fiscal year, and if possible, before the annual business meeting.
  • Accepts initiation dues payments from new member candidates and forwards them to the National ESP Executive Director. Accepts life membership payments from retired chapter members and forwards them to National ESP Executive Director.
  • Corresponds with the National ESP Executive Director on all matters relating to the finances of the chapter.
  • Gives the treasurer's report at the annual business meeting, including a written annual financial summary.
  • Sends notice to National ESP Executive Director at the close of the chapter's fiscal year, reporting all members who have been dropped for non-payment of dues.

NOTE: Chapters are encouraged to obtain their own IRS tax identification number for their chapter accounts as the National ESP Board cannot be liable.

The Secretary/Treasurer has the following duties related to the National Office

  • Works with the National ESP Executive Director to insure the accuracy of the names of all members who are in good standing.
  • Works with chapter members to insure that National annual dues from all members are submitted to the National ESP Executive Director by February 1. Total current membership dues paid should correspond with the total number of annual member names on your chapter's current membership in the online system.
  • Provides the National ESP Office with names and addresses including e-mail of new members. As an option, new members can submit online new member applications. 
  • Notify the National Office of new members and request membership certificates for new members from the National ESP Office for initiation ceremony. New member certificates will be prepared by the National Office and will be sent to the Chapter President for signatures prior to their initiation.
  • Responds to evaluation of National ESP Executive Director by March 1.
  • Reports names and membership numbers of deceased members to the National ESP Executive Director as they occur so they can be included in the National ESP Council's Memorial Service
  • Keeps members advised of the availability of ESP emblems and jewelry, encourage the use of the National ESP Online Store.
  • Advises members planning for study leave of the availability of scholarships provided by National ESP.
  • Submits information requested by the National ESP Office, officers and standing committees, to National ESP as quickly as possible after the request is made.
Historian or Annalist:
  • Collects information about the chapter annually and records the activities and significant accomplishments of the chapter to create an ongoing history of the chapter. Each chapter will determine the type of information that is kept and archived. The National ESP organization will call on chapters to contribute information of interest to be included in the annals of the National Epsilon Sigma Phi organization. Historical overviews of the National Organization will be prepared in conjunction with special milestones for the organization and for Extension in general.
  • Newsletter Editor: Edits and publishes at least two issues of chapter newsletter. The newsletter editor works with annalist in mailing newsletters, keeping mailing list up-to-date and in maintaining newsletters as part of the history of the chapter.



Epsilon Sigma Phi is a
501(c)3 non-profit organization.


55 Walton Place Drive
Newnan, GA 30263
470-347-0394

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