AUGUST

Prepare initial draft of Fall Newsletter (while events are fresh in memory).

Prepare listing of new officers, committee members, and chairpersons, (including address, phone, fax, and email). Send a copy to all on the list and to the AANS Secretary.

Send copy of appropriate “Duty Calendar” to new President, Vice President, CME Chair, Scientific Program Chair, etc.

SEPTEMBER

Ensure that the mailing and membership lists are in good order (refer to procedures) in preparation of mailing out the Fall Newsletter.

Remind the President to schedule and make arrangements for the Interim Executive Committee meeting in January.

OCTOBER

Prepare a final draft of the Fall Newsletter and forward to the AANS Secretary for approval and to the printers (refer to procedures).

Submit digital copy of Fall Newsletter to the website administrator for posting on the RMNS Website.

NOVEMBER

Mail the Fall Newsletter to all on the membership list.

DECEMBER

Assist President in communicating with Executive Committee prior to Interim Executive Committee Meeting.

JANUARY

1. Prepare Agenda for Interim Executive Committee meeting

2. Make 12 copies of the Agenda

3. Make 12 copies of the Minutes from the previous Executive Committee meeting (prior June)

4. Make 6 copies of the Annual Business meeting (prior June)

5. Organize all completed membership applications (those which have been approved by the Membership Committee)

6. Take blank certificates of membership for Officers to sign for new members

7. Take copy of last years Annual Meeting Program book.

AT THE MEETING

Remind the Scientific Program Chairman and the Local Arrangements Chairman that you must receive copies of both the Scientific and Social Program no later than MARCH 1 for publication in the Spring Newsletter

Ask the Vice-President for a list of names and addresses of the Commercial Exhibitors for the Annual Meeting – including a separate listing of those exhibitors contributing towards the Resident’s Award.

Ask the Scientific Program Chairman for a list of all non-members who will be presenting papers at the Annual Meeting so they can be included on the mailing list of the Spring Newsletter.

FEBRUARY

Send letters to the Scientific and Local Arrangements Chairman to remind them of the March 1st deadline for the information above. Also ask Vice-President to update exhibitor list so as to have as complete a listing as possible for the newsletter.

Send a copy of the minutes from the Interim Executive Committee Meeting to the AANS Secretary.

MARCH

Prepare a draft of the Spring Newsletter and forward to the printers no later than March 15th (forward a copy to the AANS Secretary for approval).

APRIL

Spring Newsletter (including meeting registration information) must be mailed by April 10th. Mailing list for this should include non-member presenters of papers, new applicants for membership and all commercial exhibitors (and add new exhibitors to mailing list). The By-Laws of the Society specify that a two-month notification of the annual meeting be made (that’s why newsletter has to be out by April 15th).

Submit digital copy of Spring Newsletter to the website administrator for posting on the RMNS Website by the same date.

MAY

Prepare a draft of the Annual Meeting Program and forward to the printers no later than May 15th after getting AANS approval for CME (via CME Chair).

The Annual Program is mailed to the entire membership in EVEN numbered years. In ODD numbered years the program is distributed to those attending the meeting. You may switch the mailing years to accommodate major changes in the mailing list or manner of distribution. The mailing may take place immediately after the annual meeting to those who were not in attendance.

JUNE

PREPARATION FOR THE ANNUAL MEETING:

1. Prepare an agenda for the Executive Committee meeting and distribute prior to the meeting. Have 12 copies for members of the executive committee available at the meeting also.

2. Prepare an agenda for the Annual Business Meeting (specified in the By-Laws) and have 6 copies available for the officers conducting the meeting.

3. Prepare 12 copies of the last Interim Executive Committee meeting minutes.

4. Prepare 12 copies of the last Annual Business Committee meeting minutes.

5. Take all completed membership applications for final review by the members of the Executive Committee and any interested members at the Annual Business meeting where the vote will be taken for final approval/denial

6. Take 12 copies of the previous Fall and Spring Newsletters.

7. Ship enough current Annual Programs to meeting location to cover attendees.

8. Take 30 copies of the previous Annual meeting minutes (June) and 20 copies of the Mid-Winter interim executive meeting minutes (January) to hand out to members attending the current Annual meeting, in addition to 12 above for the exec meeting.

9. If the winner of the Resident’s Award is known well in advance of the meeting, have the special certificate inscribed and take to the meeting for proper signatures. It will then be presented to the recipient after delivering his/her paper. If the name is not known, take a blank Resident’s Award Certificate for signatures and mailing to the recipient.

10. Take sufficient number of blank membership certificates for all pending applicants for proper signatures if elected to membership. After the meeting these will be inscribed (refer to procedure).

11. Remind people with tennis and golf trophies and Academy Cup to bring them to the meeting for new winners

AFTER THE MEETING:

1. Prepare the minutes of both the Executive Committee meeting and the Annual Business meeting.

2. Have calligrapher prepare membership certificates for the newly elected members (active, associate, and honorary).

3. Prepare/send letters to newly elected members (refer to procedure).

4. Make proper notification to publications of new officers and next Annual meeting date and time.

5. Send membership applications for honorary membership to the main speakers.

6. If a new Secretary is incoming, send digital copy of RMNS Secretary files, old hard copies as necessary, and a printed version of the Secretary’s “Duty Calendar” and responsibilities to the new secretary.

7. In even number years, mail additional current Annual Programs to members that were not in attendance at annual meeting

Prepare initial draft of Fall Newsletter (while events are fresh in memory).

Prepare listing of new officers, committee members, and chairpersons, (including address, phone, fax, and email). Send a copy to all on the list and to the AANS Secretary.

Send copy of appropriate “Duty Calendar” to new President, Vice President, CME Chair, Scientific Program Chair, etc.

SEPTEMBER

Ensure that the mailing and membership lists are in good order (refer to procedures) in preparation of mailing out the Fall Newsletter.

Remind the President to schedule and make arrangements for the Interim Executive Committee meeting in January.

OCTOBER

Prepare a final draft of the Fall Newsletter and forward to the AANS Secretary for approval and to the printers (refer to procedures).

Submit digital copy of Fall Newsletter to the website administrator for posting on the RMNS Website.

NOVEMBER

Mail the Fall Newsletter to all on the membership list.

DECEMBER

Assist President in communicating with Executive Committee prior to Interim Executive Committee Meeting.

JANUARY

1. Prepare Agenda for Interim Executive Committee meeting

2. Make 12 copies of the Agenda

3. Make 12 copies of the Minutes from the previous Executive Committee meeting (prior June)

4. Make 6 copies of the Annual Business meeting (prior June)

5. Organize all completed membership applications (those which have been approved by the Membership Committee)

6. Take blank certificates of membership for Officers to sign for new members

7. Take copy of last years Annual Meeting Program book.

AT THE MEETING

Remind the Scientific Program Chairman and the Local Arrangements Chairman that you must receive copies of both the Scientific and Social Program no later than MARCH 1 for publication in the Spring Newsletter

Ask the Vice-President for a list of names and addresses of the Commercial Exhibitors for the Annual Meeting – including a separate listing of those exhibitors contributing towards the Resident’s Award.

Ask the Scientific Program Chairman for a list of all non-members who will be presenting papers at the Annual Meeting so they can be included on the mailing list of the Spring Newsletter.

FEBRUARY

Send letters to the Scientific and Local Arrangements Chairman to remind them of the March 1st deadline for the information above. Also ask Vice-President to update exhibitor list so as to have as complete a listing as possible for the newsletter.

Send a copy of the minutes from the Interim Executive Committee Meeting to the AANS Secretary.

MARCH

Prepare a draft of the Spring Newsletter and forward to the printers no later than March 15th (forward a copy to the AANS Secretary for approval).

APRIL

Spring Newsletter (including meeting registration information) must be mailed by April 10th. Mailing list for this should include non-member presenters of papers, new applicants for membership and all commercial exhibitors (and add new exhibitors to mailing list). The By-Laws of the Society specify that a two-month notification of the annual meeting be made (that’s why newsletter has to be out by April 15th).

Submit digital copy of Spring Newsletter to the website administrator for posting on the RMNS Website by the same date.

MAY

Prepare a draft of the Annual Meeting Program and forward to the printers no later than May 15th after getting AANS approval for CME (via CME Chair).

The Annual Program is mailed to the entire membership in EVEN numbered years. In ODD numbered years the program is distributed to those attending the meeting. You may switch the mailing years to accommodate major changes in the mailing list or manner of distribution. The mailing may take place immediately after the annual meeting to those who were not in attendance.

JUNE

PREPARATION FOR THE ANNUAL MEETING:

1. Prepare an agenda for the Executive Committee meeting and distribute prior to the meeting. Have 12 copies for members of the executive committee available at the meeting also.

2. Prepare an agenda for the Annual Business Meeting (specified in the By-Laws) and have 6 copies available for the officers conducting the meeting.

3. Prepare 12 copies of the last Interim Executive Committee meeting minutes.

4. Prepare 12 copies of the last Annual Business Committee meeting minutes.

5. Take all completed membership applications for final review by the members of the Executive Committee and any interested members at the Annual Business meeting where the vote will be taken for final approval/denial

6. Take 12 copies of the previous Fall and Spring Newsletters.

7. Ship enough current Annual Programs to meeting location to cover attendees.

8. Take 30 copies of the previous Annual meeting minutes (June) and 20 copies of the Mid-Winter interim executive meeting minutes (January) to hand out to members attending the current Annual meeting, in addition to 12 above for the exec meeting.

9. If the winner of the Resident’s Award is known well in advance of the meeting, have the special certificate inscribed and take to the meeting for proper signatures. It will then be presented to the recipient after delivering his/her paper. If the name is not known, take a blank Resident’s Award Certificate for signatures and mailing to the recipient.

10. Take sufficient number of blank membership certificates for all pending applicants for proper signatures if elected to membership. After the meeting these will be inscribed (refer to procedure).

11. Remind people with tennis and golf trophies and Academy Cup to bring them to the meeting for new winners

AFTER THE MEETING:

1. Prepare the minutes of both the Executive Committee meeting and the Annual Business meeting.

2. Have calligrapher prepare membership certificates for the newly elected members (active, associate, and honorary).

3. Prepare/send letters to newly elected members (refer to procedure).

4. Make proper notification to publications of new officers and next Annual meeting date and time.

5. Send membership applications for honorary membership to the main speakers.

6. If a new Secretary is incoming, send digital copy of RMNS Secretary files, old hard copies as necessary, and a printed version of the Secretary’s “Duty Calendar” and responsibilities to the new secretary.

7. In even number years, mail additional current Annual Programs to members that were not in attendance at annual meeting