All chapters have elected councils, which serve as the chapter’s governing body. Most ACS Chapters refer to their governing body as the chapter council, so that is the term that will be used throughout this guidebook.
The council is responsible for managing the business affairs of the chapter. Council members should represent a diverse cross-section of the membership with consideration given to the following groups/factors:
- Surgical specialties
- Geographic location
- Governor
- Regent (if local)
- Commission on Cancer State Chair
- Committee on Trauma State Chair
- HPAC Councilor
- Young surgeons from the Young Fellows Association and Resident and Associate Society
- Women in Surgery
When seeking nominations for election to the council, the nominating committee of the chapter should seek chapter members who are highly interested in the activities of the chapter and who are willing to contribute actively to the development and deployment of chapter programs.
The number of positions making up the chapter council is determined by the chapter’s bylaws. The council’s voting members should include:
- President
- President-Elect/Vice-President
- Secretary, Treasurer or Secretary/Treasurer
- Three, six or nine elected councilors who are elected on staggered terms to provide for overlapping terms of service
- The most recent past presidents (from the past several years, with or without voting privileges, depending on the chapter’s bylaws)
The following are standard duties held by chapter councils:
- Assist officers in conducting the business of the chapter.
- Establish a dues structure in accordance with the procedures set forth in chapter bylaws.
- Recommend revisions or additions to chapter bylaws. Before allowing the chapter membership to vote on proposed bylaws, chapters must send all proposed changes to ACS chapter services staff for approval.
- Meet at least twice annually, once in conjunction with the annual meeting of the chapter.
- Conduct conference calls and communicate electronically as appropriate.
- Advise the chapter president regarding committee appointments and make recommendations concerning the organization of new chapter committees.
- Review reports from:
- Governor(s)
- Chapter officers
- Chapter Committee chairs and sub-committee chairs
- Young Fellows Association (YFA) representative(s)
- Resident Associate Society (RAS) representative(s)
- Chairs of Trauma and Cancer Committees or State Cancer Liaison Fellows
- College officers, Member Services and/or Chapter Services staff from the College
- Conduct such other business within the authority of the council, as determined by its bylaws or articles of incorporation.
- Establish the agenda for the business meeting of the members held at the annual meeting. The agenda should include the following items of business:
- Call to order by the president
- Approval of the minutes of the previous meeting(s)
- Vote, and recording, of any action items brought up to council members present
- Report of Secretary and Treasurer or Secretary-Treasurer with appropriate motions for approval after discussion by all present
- Report of the Governor(s) with appropriate discussion following the report
- Reports from chapter committee chairs with time for discussion and questions
- Remarks or reports from guests of the council, if appropriate
- Report of chapter Nominating Committee and discussion of recommendations for council members or Governor. Approving a candidate for Governor to be forwarded to Member Services at the College and/or approval of a slate of officers to be offered for vote by chapter members at the chapter annual meeting
- Report of the Young Fellows Representative
- Report of the Resident Associate Society Representative
- Report from CoC and CoT
- Any old business
- Any new business
- Adjournment
