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Canadian Mathematical Society
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Subsections

CMS Standing Committees

General

All standing committees are accountable to the Board of Directors of the Canadian Mathematical Society. Each committee advises and makes recommendations to the Board through the Executive, on matters within its terms of reference. The Executive will transmit the Committee's recommendation to the Board with appropriate comments. A committee can be instructed to undertake such other duties as the Board, the Executive or the general membership, at a general meeting of the Society may, from time to time, determine.

The number and membership of each committee is determined by the Board. Details on the length of term for chairs and members of standing committees as well as the deadlines for nominations is given in the Section - CMS Organizational Structure.

For each standing committee, the Chair shall ensure:

  1. that the members of the committee are consulted,
  2. that, in addition to such other meetings as may be required, committees shall endeavour to meet at the semi-annual meetings of the Society,
  3. that all relevant material is circulated to all members of the committee,
  4. that the Executive Office is sent copies of any minutes, decisions, etc.

The Chair of any committee may, at any time, bring the issue of non-participation of any committee member to the attention of the Nominating Committee with a request for replacement.

Whenever legal advice is required, the Chair of a committee shall contact the President or the Executive Director.

A chair, who is not a director, is asked to attend meetings of the Board as an observer and resource person. Each chair is also invited to attend the CMS Development Group. The Board of Directors usually meets from 1:30 to 6:30 the day before the start of the CMS semi-annual meeting and the Development Group usually meets from 11:00 to 1:00 on the same day as the Board of Directors Meeting.

Committee Budgets

Committee chairs are required to submit their annual budget requests to the Executive Office by August 15. Budget requests must include the expenses (and revenues - if appropriate) for all of the committee's activities for the next financial year (January 1 - December 31). Even though, to reduce expenses, committee meetings often take place at the Society's semi-annual meetings, one of the major expenses is for committee travel. Chairs, therefore, should ensure that their budget requests accurately reflect amounts needed for travel reimbursement.

Ex-officio committee members representing other societies, etc. are not reimbursed by the CMS for their travel and other costs.

The final budget allocation for each committee is approved by the Board of Directors and is administered as follows:

(a)
Prior to each committee meeting, chairs are required to approve the travel and related costs for all committee members to attending the meeting and such that the total expenses to be reimbursed is within the budget approved by the Board of Directors.

Some departments have funds to help pay some of the costs for attendance at CMS business meetings. Chairs should bring this possibility to the attention of their members.

(b)
Requests for reimbursement of a committee expense, using the CMS Travel Expense Claim Form, are to be submitted to the Executive Office, together with the approval of the Chair and the appropriate receipts and documentation.
(c)
All claims associated with a specific activity, or a claim for reimbursement should be submitted at one time and should not exceed the budget allocation.
(d)
Requests in excess of budget allocation must be submitted to the Treasurer for review and approval before the expense is incurred.

Committee Recommendations and Reports

Recommendations

A committee decision, recommendation or motion that will require Board consideration, must be submitted to the Executive Office in time for consideration at the previous meeting of the Executive Committee. The deadline for receipt is March 15 or September 15.

Reports

Chairs are required to submit an annual report on the activities of their committee.

The Society's Annual Report to Members is presented to the Annual General Meeting in June. Extracts are also published in the CMS Notes and a bilingual promotional flyer, with information from the Annual Report, is prepared and circulated to government agencies, corporations and donation committees. The Annual Report to Members covers the period January 1 to December 31 and provides an excellent opportunity to showcase our achievements and future initiatives.

Committee chairs are required to submit an annual report of their activities to the Executive Director by January 31. Although chairs should refer to past minutes, reports, etc. they should be mindful of the fact that the audience for the Annual Report may not be very familiar with the Society's activities. In preparing the annual report of activities, chairs should give consideration to the Society's ``Goal and Statement of Purpose'' and ways in which the CMS might achieve these goals. A committee's annual report should be no more than one page and should select only those events and decisions which were significant and should not include every decision that was made.

The following chart summarizes the dates for the receipt of committee reports, recommendations and budget requests at the Executive Office.

Also included is the deadline for suggestions from committees chairs, to the Chair of the Nominating Committee, regarding the replacement of committee members whose terms will be completed at the end of that year.

Reports and Deadline for receipt
Recommendations at the Executive Office

Committee Annual Reports (for the CMS Annual Report and CMS Notes)
(Covers the period January 1 - December 31)
(To be submitted to the Executive Director) January 31

Committee recommendations/motions
requiring approval of the Board at the Summer Meeting March 15

Publication Committee recommendations for new editors-in-chief (*)
requiring approval of the Board at the Summer Meeting March 15

CMS Notes, CRUX with MAYHEM and ATOM Series Editors-in-Chief recommendations
for new associate editors whose terms would commence the following January 1
(To be submitted to the Chair of the Publications Committee) March 15

Committee chairs suggestions for replacement members
whose terms would commence the following January 1
(To be submitted to the Chair of the Nominating Committee) May 1

Budget requests for next financial year
(Covers the period January 1 - December 31) August 15

Committee recommendations/motions
requiring approval of the Board at the Winter Meeting September 15

Nominating Committee recommendations for new
committee chairs and members (*)
requiring approval of the Board at the Winter Meeting September 15

Publication Committee recommendations for new
associate editors of the CJM & CMB Scientific Editorial Board (*)
requiring approval of the Board at the Winter Meeting September 15

Committee chair's suggestions for replacement members
for the Mathematical Competitions Committee whose terms
would commence the following September 1
(To be submitted to the Chair of the Nominating Committee) December 1

Year-end expense reports for the current financial year
(Including estimates to December 31) December 15

(*)
The Nominating and Publications Committee Chairs must ensure that biographical information is obtained from each candidate and that committee or editorial board profiles are provided where necessary.


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Next: President's Advisory Council Up: Terms_of_Reference Previous: CMS Prizes and Awards

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