POSITION TITLE: Youth Chairman received 11-5-2015

The extended Youth Committee consists of the Chairman, twenty-four Regional Youth Chairmen (RYC) and a local Youth Advisor (YA) from each affiliate club.

BASIC FUNCTION:
  • To oversee and coordinate all aspects of the youth program of The American
    Iris Society.
REPORTING RELATIONSHIPS:
  • He/she is appointed by the AIS President and responsible to the Board of Directors of The American Iris Society.
SPECIFIC RESPONSIBILITY AND AUTHORITY:
  • To maintain an accurate, current master list of AIS Youth members in computer file and/or hard copy card file.
  • To send youth membership packet to each new youth member, working from printout provided by the AIS Membership Secretary.
  • The youth membership packet consists of five items: welcome letter; AIS Youth Members Handbook; youth questionnaire; previous year’s AIS calendar and a back issue of The Iris Fan (youth newsletter)]. Maintain a supply of these five items. To receive the returned questionnaires and use this information in The Iris Fan.
  • To write "Youth Views" four times each year for the Bulletin of The American Iris Society, meeting submission deadlines set for each issue.
  • To edit, publish, label, and mail The Iris Fan (TIF) twice yearly. TIF is mailed to all youth members, RVPs, RYCs, YAs, AIS Board members and Chairmen of standing committees, and Regional Bulletin/newsletter editors.
  • To administer the Clarke Cosgrove Memorial Award for Youth Achievement Contest. Solicit nominations (October Bulletin), receive nominations, select judges, encode entries, tabulate results, inform nominees and nominators, thank nominators and judges, write biographical sketch of winners for July Bulletin, order trophy, request cash prize from Clarke Cosgrove fund through the AIS Secretary and present Clarke Cosgrove Trophy and check at the AIS Convention.
  • To publicize the Ackerman Youth Essay topic (January Bulletin). Interact with representative from AIS Foundation regarding essay topic, which changes each year. Publish winning essay (October Bulletin).
  • To write reports for AIS Board of Director meetings, traditionally Clarke Cosgrove results in spring and full membership report, by region, in fall.
  • To answer all youth-related correspondence from adults and youths in a timely manner.
  • To contact each RVP and get the name of the person serving as RYC and discuss Youth Committee goals and the necessity of working together. Remind all RVPs of the AIS Youth Protection Guidelines and provide copies to new RVPs.
  • To encourage development of Classroom Iris Projects (CIPs) at schools and/or in 4-H Groups and Scouting Troops with local affiliate serving as sponsor. Mail "Youth Member Handbooks" to teacher or leader for distribution to youths as soon as AIS MemSec receives CIP dues. Request (through AIS Secretary) that teacher's dues be paid from CIP fund. Interface with affiliate sponsor to ensure success of CIP.
  • To interface with AIS Sections/Cooperating Societies to increase youth participation and recognition in these groups. Encourage incentives for joining, such as special youth rates and/or a free iris collection.
  • To encourage regional bulletin Editors to print youth news/photos in each issue of their bulletins.
  • To interface with commercial iris growers who supply seedlings to youth for testing or provide youth with gift introductions. Interface with Convention Committees who wish to send iris rhizomes to youth. Interface with Section Scientific Committees who wish youth to carry out iris experiments.
  • To encourage recruitment of new youth members by distributing the "Under 19?" Invitation to Join sheet to RVPs, RYCs, YAs, affiliate Presidents and others.
  • To involve a cross-section of AIS members in all regions to judge youth contests; write youth articles; teach iris culture, exhibiting, designing, photography and hybridizing to youth.
  • To invite and encourage accomplished youth to write for iris publications, give programs and serve their region and/or affiliate club.
  • To develop new materials using ideas shared by Youth Committee members. Be available to present the AIS youth program to affiliate clubs if asked.
  • To host Youth Reception and Youth Pizza Party at AIS Conventions. Interface with AIS Convention Committees, asking for a reduced-rate registration for youth attendees and for space for the Youth Reception and Pizza Party.
  • To compile and send expense report, including receipts, to AIS Secretary for reimbursement.
TIMETABLE FOR ACCOMPLISHING BASIC TASKS:

January
  • Send youth packets to new youth members.
  • Write "Youth Views" for April Bulletin (due February 15) - your choice of topics. Mail or e-mail to Editor. Remind affiliates holding shows to encourage participation of youth members and young members of the public by having a “kids table”. Provide coloring pages and puzzles.
  • Continue to receive Clarke Cosgrove nominations, thanking nominators as nominations are received. Remind RVPs and RYCs that more nominations are needed.
  • Write CIP sponsors to monitor CIP status and offer help.
  • Photocopy youth materials if copy service has special sale.
  • Compile expense report along with original receipts and ask reimbursement from AIS Secretary.
  • Check with current year AIS Convention Committee regarding facilities for Youth Reception and pizza party. Request special seating for youth at Awards Banquet.
February
  • Update youth master file. Send youth packets.
  • Complete Clarke Cosgrove Contest judging process (select judges such as one RVP, one RYC and one member-at-Iarge from regions other than that of the nominees); encode entries; send packets to judges; tabulate results; inform nominees, nominators and judges of the final results; thank judges and nominators; congratulate winners.
  • Answer correspondence.
  • Begin composing Spring/Summer issue of The Iris Fan.
March
  • Update youth master file. Send youth packets.
  • Write Youth Committee Report if Convention is in April. Spring report announces Clarke Cosgrove winners.
  • Order Clarke Cosgrove Trophy if Convention is in April. Write AIS Secretary to request checks for winners.
  • Double check youth attendees for Convention and finalize arrangements with the Convention Committee.
  • Send Youth Report to AIS Secretary for inclusion with Board Reports.
  • Answer correspondence.
April
  • Update youth master list. Send youth packets.
  • Write Youth Committee Report if Convention is in Mayor early June.
  • Order Clarke Cosgrove Trophy if Convention is in Mayor early June. Request checks for winners.
  • Write "Youth Views" for July Bulletin (deadline is May 15) - Bios of Clarke Cosgrove winners. Mail or e-mail to Editor.
  • Compile expense report.
  • Answer correspondence.
May
  • Update youth master file. Send youth packets.
  • Communicate with Convention Committee about sending irises to Youth members in August/September.
  • Answer correspondence.
June
  • Update youth master file. Send youth packets.
  • Compile materials for THE IRIS FAN. Begin writing same.
  • Answer correspondence.
July
  • Update youth master file. Send youth packets.
  • Write "Youth Views" for October Bulletin (due August 15) winning essay from Ackerman Essay Contest and also request for Clarke Cosgrove Nominations. Mail or e-mail to Editor.
  • Write commercial gardens, if any, that send seedlings for testing to AIS Youth members who have been active in the youth program during the past year. Supply addresses and thank commercial gardens for their generosity.
  • Compile expense report.
  • Answer correspondence.
August
  • Update youth master file. Send youth packets.
  • Begin composing fall issue of The Iris Fan and advertise the Coloring Contest.
  • Set up new CIPs.
  • Buy CIP folders in quantity (usually sales at "back-to-school" prices). Photocopy CIP "Youth Members Handbook" pages and insert into folders. (Try to anticipate needed amount for all new CIPs.)
  • Answer correspondence.
September
  • Update youth master file. Send youth packets.
  • Check with AIS Foundation representative in charge of Ackerman Essay Contest for new essay topic for coming year.
  • Check on progress of new CIPs. Send youth packets to teacher or leader as soon as dues are received by AIS MemSec. Send all materials "Flat Rate".
  • Mail Fall issue of The Iris Fan.
  • Compile expense report early in the month so data can be included in AIS Treasurer's fiscal year report. (FY ends September 30.)
  • Answer correspondence.
October
  • Update youth master file. Send youth packets.
  • Write "Youth Views" for January Bulletin (due November 15) - Announce topic for Ackerman Essay Contest. Mail or e-mail to Editor.
  • Write Youth Committee Report for Fall Board meeting. Fall report includes youth membership totals, by region. Send report to AIS Secretary for inclusion in board reports.
  • Answer correspondence.
November
  • Attend fall AIS Board meeting. Present Youth Committee Report and take youth materials for distribution to attendees.
  • Update youth master file. Send youth packets.
  • Continue receiving coloring contest entries until deadline in November.
  • Begin judging Coloring Contest entries for results.
  • Contact new RVPs and discuss youth program goals. Offer help as needed.
  • Answer correspondence.
December
  • Update youth master file. Send youth packets.
  • Determine winners of Coloring Contest and send out letters and prizes to the winners.
  • Compile materials for THE IRIS FAN. Begin writing same.
  • Answer correspondence.
CONVENTION DUTIES
  • Attend Board meeting and explain anything on report, motions for changes, and or new items that may have come up since submitting report to AIS Secretary.

  • Host Youth Reception prior to the Welcome Banquet. Encourage Youth attendees to ride on the same bus so interaction can take place. Take photos.

  • Host Youth Pizza Party (or ice cream social depending on schedule).

  • Introduce Youth attendees at the Awards Banquet. Arrange seating at Youth tables for youth members and their families.

  • Present Cosgrove Awards and announce Ackerman winners.

POSITION TITLE: Youth Chairman

[The extended Youth Committee consists of the Chairman, twenty-four Regional Youth Chairmen (RYC) and a local Youth Advisor (YA) from each affiliate club.]

BASIC FUNCTION:
  • To oversee and coordinate all aspects of the youth program of The American
    Iris Society.

REPORTING RELATIONSHIPS:
  • He/she is appointed by the AIS President and responsible to the Board of Directors of The American Iris Society.

SPECIFIC RESPONSIBILITY AND AUTHORITY:
  1. To maintain an accurate, current master list of AIS Youth members in computer file and/or hard copy card file.
  2. To update the master list monthly and inform Regional Youth Chairmen of membership additions and deletions.
  3. To send youth membership packet to each new youth member, working from monthly printout provided by the AIS Membership Secretary.
  4. [The youth membership packet consists of four items: welcome letter; AIS Youth Members Handbook; youth questionnaire; and, a back issue of The Iris Fan (youth newsletter)]. Maintain a supply of these four items. To receive the returned questionnaires and use this information in The Iris Fan.
  5. To encourage and assign Pen Pals, when desired. Monitor Pen Pals program once per year and make changes as necessary.
  6. To write "Youth Views" four times each year for the Bulletin of The American Iris Society, meeting submission deadlines set for each issue.
  7. To edit, publish, label, bundle and bulk-mail The Iris Fan (TIF) twice yearly. TIF is mailed to all youth members, RVPs, RYCs, YAs, AIS Board members and Chairmen of standing committees, and Regional Bulletin/newsletter editors.
  8. To administer the Clarke Cosgrove Memorial Award for Youth Achievement Contest. Solicit nominations (October Bulletin), receive nominations, select judges, encode entries, tabulate results, inform nominees and nominators, thank nominators and judges, write biographical sketch of winners for July Bulletin, order trophy, request cash prize from Clarke Cosgrove fund through the AIS Secretary and present Clarke Cosgrove Trophy and check at the AIS Convention.
  9. To publicize the Ackerman Youth Essay topic (January Bulletin) and send reminder post cards to youth members three to four weeks before essay due date. Interact with representative from AIS Foundation regarding essay topic, which changes each year. Publish winning essay (October Bulletin).
  10. To write reports for AIS Board of Director meetings, traditionally Clarke Cosgrove results in spring and full membership report, by region, in fall.
  11. To answer all youth-related correspondence from adults and youths in a timely manner.
  12. To send a welcome letter to each class of RVPs after they are approved at fall Board meetings. State who is presently serving as RYC and discuss Youth Committee goals and the necessity of working together. Supply "Young Ideas" booklet and other youth materials to RYCs and Y As in the regions. Maintain needed supply of these materials.
  13. To inform RYCs of youth who owe AIS dues, asking that reminders be written to youth and/or local affiliate officers if affiliate pays youth's dues. Strive to keep youth dues paid on time.
  14. To encourage development of Classroom Iris Projects (CIPs) at schools and/or in 4-H Groups and Scouting Troops with local affiliate serving as sponsor. Mail "Youth Member Handbooks" to teacher or leader for distribution to youths as soon as AIS MemSec receives CIP dues. Request (through AIS Secretary) that teacher's dues be paid from CIP fund. Interface with affiliate sponsor to ensure success of CIP.
  15. To interface with AIS Sections/Cooperating Societies to increase youth participation and recognition in these groups. Encourage incentives for joining, such as special youth rates and/or a free iris collection.
  16. To encourage regional bulletin Editors to print youth news/photos in each issue of their bulletins.
  17. To interface with commercial iris growers who supply seedlings to youth for testing or provide youth with gift introductions. Interface with Convention Committees who wish to send iris rhizomes to youth. Interface with Section Scientific Committees who wish youth to carry out iris experiments.
  18. To encourage recruitment of new youth members by distributing the "Under 19?" Invitation to Join sheet to RVPs, RYCs, YAs, affiliate Presidents and others.
  19. To involve a cross-section of AIS members in all regions to judge youth contests; write youth articles; teach iris culture, exhibiting, designing, photography and hybridizing to youth.
  20. To invite accomplished youth to write for iris publications, give programs and serve their region and/or affiliate club.
  21. To develop new materials using ideas shared by Youth Committee members. Be available to present the AIS youth program to affiliate clubs if asked.
  22. To host Youth Reception and Youth Swim/Pizza Party at AIS Conventions. Interface with AIS Convention Committees, asking for a reduced-rate registration for youth attendees and for space for the Youth Reception and Swim/Pizza Party.
  23. To compile and send expense report, including receipts, four times per year to AIS Secretary for reimbursement.

TIMETABLE FOR ACCOMPLISHING BASIC TASKS:

January
  • Update Youth master file using monthly printout from AIS MemSec. Send youth packets to new youth members.
  • Inform RYCs of youth membership changes. Ask that reminder notes be sent to youth with unpaid dues.
  • Write "Youth Views" for April Bulletin (due February 15) - your choice of topics. Mail or e-mail to Editor.
  • Continue to receive Clarke Cosgrove nominations, thanking nominators as nominations are received. Remind RVPs and RYCs that more nominations are needed.
  • Edit, publish and bulk-mail THE IRIS FAN, if not already accomplished in December.
  • Write CIP sponsors to monitor CIP status and offer help.
  • Photocopy youth materials if copy service has special sale.
  • Compile expense report along with original receipts and ask reimbursement from AIS Secretary.
  • Check with current year AIS Convention Committee regarding facilities for Youth Reception and swim/pizza party. Request special seating for youth at Awards Banquet.

February
  • Update youth master file. Send youth packets.
  • Inform RYCs of youth membership changes. Continue to work on unpaid youth dues.
  • Complete Clarke Cosgrove Contest judging process (select judges one RVP, one RYC and one member-at-Iarge from regions other than that of the nominees; encode entries; mail packets to judges; tabulate results; inform nominees, nominators and judges of the final results; thank judges and nominators; congratulate winners).
  • Send post card reminders to all youth regarding the Ackerman Essay Contest topic and deadline. Deadline for essays is usually 3/15 or 3/31.
  • Answer correspondence.

March
  • Update youth master file. Send youth packets.
  • Inform RYCs of membership changes. Continue to work on unpaid youth dues.
  • Write Youth Committee Report if Convention is in April. Spring report announces Clarke Cosgrove winners.
  • Order Clarke Cosgrove Trophy if Convention is in April. Write AIS Secretary to request checks for winners.
  • Answer correspondence.

April
  • Update youth master list. Send youth packets.
  • Inform RYCs of membership changes. Continue to work on unpaid youth dues.
  • Write Youth Committee Report if Convention is in Mayor early June.
  • Order Clarke Cosgrove Trophy if Convention is in Mayor early June. Request checks for winners.
  • Write "Youth Views" for July Bulletin (deadline is May 15) - Bios of Clarke Cosgrove winners. Mail or e-mail to Editor.
  • Compile expense report.
  • Answer correspondence.

May
  • Update youth master file. Send youth packets.
  • Inform RYCs of membership changes. Continue to work on unpaidyouth dues.
  • Answer correspondence.

CONVENTION DUTIES
  • Attend Board Meeting and give report. Have copies on hand for Board members, Committee members and RVPs.
  • Host Youth Reception. Decide which "color" busses the youth members will ride so interaction can take place. Take photos for use in THE IRIS FAN.
  • Host Swim/pizza party.
  • Present Clarke Cosgrove Awards at Awards Banquet with brief comments about each winner before award is given.

June
  • Update youth master file. Send youth packets.
  • Inform RYCs of membership changes. Continue to work on unpaid youth dues.
  • Compile materials for THE IRIS FAN. Begin writing same.
  • Answer correspondence.

July
  • Update youth master file. Send youth packets.
  • Inform RYCs of membership changes. Continue to work on unpaid youth dues.
  • Write "Youth Views" for October Bulletin (due August 15) winning essay from Ackerman Essay Contest and also request for Clarke Cosgrove Nominations. Mail or e-mail to Editor.
  • Edit, publish and bulk-mail THE IRIS FAN.
  • Write commercial gardens that send seedlings for testing to AIS Youth members who have been active in the youth program during the past year. Supply addresses and thank commercial gardens for their generosity.
  • Compile expense report.
  • Answer correspondence.

August
  • Update youth master file. Send youth packets.
  • Inform RYCs of membership changes. Continue to work on unpaid youth dues.
  • Set up new CIPs.
  • Buy CIP folders in quantity (usually sales at "back-to-school" prices). Photocopy CIP "Youth Members Handbook" pages and insert into folders. (Try to anticipate needed amount for all new CIPs.)
  • Answer correspondence.

September
  • Update youth master file. Send youth packets.
  • Inform RYCs of membership changes. Continue to work on unpaid youth dues.
  • Check with AIS Foundation representative in charge of Ackerman Essay Contest for new essay topic for coming year.
  • Check on progress of new CIPs. Send youth packets to teacher or leader as soon as dues are received by AIS MemSec. Send all materials "Book Rate".
  • Receive entries from youth contest offered in THE IRIS FAN coloring, drawing, photo contests, etc. - encode and complete judging process; inform winners; send prizes.
  • Compile expense report early in the month so data can be included in AIS Treasurer's fiscal year report. (FY ends September 30.)
  • Answer correspondence.

October
  • Update youth master file. Send youth packets.
  • Inform RYCs of membership changes. Continue to work on unpaid youth dues.
  • Write "Youth Views" for January Bulletin (due November 15) - Announce topic for Ackerman Essay Contest. Mail or e-mail to Editor.
  • Write Youth Committee Report for Fall Board meeting. Fall report includes youth membership totals, by region.
  • Answer correspondence.

November
  • Attend fall AIS Board meeting. Present Youth Committee Report and take youth materials for distribution to attendees.
  • Update youth master file. Send youth packets.
  • Inform RYCs of membership changes. Continue to work on unpaid youth dues.
  • Write welcome letters to new class of RVPs and discussyouth program goals. Offer help as needed.
  • Answer correspondence.

December
  • Update youth master file. Send youth packets.
  • Inform RYCs of membership changes. Continue to work on unpaid youth dues.
  • Compile materials for THE IRIS FAN. Begin writing same.
  • Answer correspondence.
Topic revision: r3 - 05 Nov 2015, BobPries
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