Roles and Responsibilities

AIME Trustee and Staff Roles, Relationships, and Responsibilities

(as adopted at the August 2, 2008 annual Board meeting

and revised at the 2010 Board meetings) 

Background

AIME’s mission states that it supports its Member Societies.  It is a 501(c)(3) not-for-profit educational/scientific organization with four voting members as separately incorporated Member Societies.  Corporate, professional, and student membership resides in these Societies: The Society for Mining, Metallurgy, and Exploration (SME), The Minerals, Metals, and Materials Society (TMS), the Association for Iron and Steel Technology (AIST), and the Society of Petroleum Engineers (SPE).

AIME operates under a foundation model, with principal activities as follows:

  • Administer the AIME awards program

  • Represent the interests of AIME and the Member Societies in the United Engineering Foundation and other organizations
  • Operate its headquarters in an efficient manner to allow for Member Society-Direct grants.

AIME is governed by a Board of Trustees, with 8 voting members, 2 appointed by each Member Society for a four-year term.  The four Trustees in the presidential rotation serve as officers (see below) of the Institute.  The AIME Board currently meets via two conference calls (one in April and one in November) and one face-to-face in August at different locations to be selected by the President each year.

AIME Board of Trustees

Key Roles

  1. Acting as caretakers of the AIME Mission, Vision, and Values by which AIME operates.
  2. Ensuring the financial integrity of AIME funds.
  3. Creating, prioritizing, supporting, and monitoring progress on all strategic initiatives.
  4. Establishing policies, processes and the budget with regard to (w/r/t) AIME resources, activities, and plans.
  5. Communicating with the Member Societies w/r/t AIME resources, activities, and plans.
  6. Establishing, maintaining, and communicating to the Member Societies the criteria by which new Trustees are selected.

Working Relationships

The Board should work hand-in-hand with AIME Staff to communicate with the Member Societies regarding the purpose of AIME, as well as resources available plus upcoming and ongoing activities and plans.  The Board should give particular attention to representing the Institute and its strategic initiatives to the larger engineering and scientific community and supporting staff in its efforts to do the same.

Specific Responsibilities

Service as an AIME Trustee involves a four-year term.  Trustees are expected to represent AIME’s interest and share issues, challenges and other pertinent information of their individual Member Society at each AIME Board meeting.  Trustees should also represent their Society on any ad-hoc committees, as requested, and represent AIME at Member Society functions.  Trustees may also be asked to serve as one of two Trustees from AIME to the United Engineering Foundation (along with two Trustees from each of the other four engineering Founder Societies: AIChE, ASCE, ASME, and IEEE).

AIME Officers

Key Roles

  1. Represent AIME at their Member Society’s Awards Program functions, to present awards and share updates on AIME activities (TMS and SME meetings are typically end February, AIST is typically in May, and SPE is typically in October).
  2. Representing AIME in the larger engineering and scientific community, as requested.
  3. Communicating with the Founder Societies w/r/t AIME resources, activities, and plans.
  4. Evaluating the performance of AIME Staff.
  5. Providing feedback and direction to and acting as a sounding board for AIME Staff.

Working Relationships

AIME Officers should lead the way in communicating the “AIME story” and promoting AIME at every opportunity within their respective Society, especially among younger members.  AIME Officers should seek every opportunity to communicate relevant AIME information at regularly scheduled Member Society Board meetings (not just at annual meetings).

Specific Responsibilities

Service as the AIME President involves a four-year term: the first year as President-Elect Designate, the second year as President-Elect; the third year as President, and the fourth year as Past President.  Each of the Member Societies is responsible for selecting the new President-Elect Designate every fourth year.

The time demands are greatest during the year as President, but significant demands arise during all four years.  Officers typically meet 3 times per year (about 6 weeks prior to the Board meetings) by conference call.  In particular, the Officers act on personnel issues, make decisions between Board of Trustee meetings, perform annual evaluation of the Executive Director, and discuss agendas for Board meetings.  Additionally, the President occasionally looks to fellow officers to represent AIME at functions of the pertinent Member Society.  In addition to the common duties of all officers, the following duties arise:

For the President

  • Conduct bi-weekly calls with Executive Director to discuss the daily business of AIME.
  • Execute correspondence on behalf of AIME.
  • Attend other Member Society Awards Program functions, if convenient, i.e. low/no cost (TMS and SME meetings are typically end Feburary, AIST is typically in May, and SPE is typically in October).
  • Attend meetings of the Founder Society Presidents (typically one in the fall of each year).
  • Select a location and assist in the planning of the annual meeting (typically in August) and related social functions.
  • Arrange and preside over Board of Trustee meetings.
  • Participate in the Seeley W. Mudd Memorial Fund Committee.
  • Act as main decision-maker and contract signatory for AIME, along with AIME Executive Director

For the President-Elect

  • Encourage and facilitate proposal submission for UEF or other grants.
  • Serve as focus for future planning of AIME.
  • Substitute for the President as required.
  • Represent AIME at functions upon request.

For the Past President

  • Participate in the Seeley W. Mudd Memorial Fund Committee.
  • Represent AIME at functions upon request.

For the VP-Finance

·Approve Accounts Payable as requested and sign associated checks and approve reconciliations and other transactions monthly

·Review financials quarterly with staff and annually with auditors prior to distribution of the material to the entire Board and/or publication in the annual report.

·Assist Staff in preparing the annual budget in the summer for the upcoming year.

·Staff will provide notification to this person of necessary transfers throughout the year from the investment account to the operating account, including the current operating account balance and anticipated upcoming expenditures requiring the transfer.

For the Non-Officer Trustees

·Serve on a standing award committee to select the Raymond and AIME Distinguished Service recipients for the upcoming year and select nominees to submit for the joint engineering Founder Society Hoover Medal.

 

AIME Executive Director

Key Roles

  1. Representing AIME in the larger engineering and scientific community.
  2. Monitoring the execution of AIME investment objectives and strategies.
  3. Preparing annual operating budgets and monitoring the execution of approved budgets.
  4. Providing support and coordination on all strategic initiatives.
  5. Being a catalyst for communication amongst the Member Societies.
  6. Hiring, mentoring, and retaining highly qualified, well-trained staff support, as approved.

Working Relationships

The AIME Executive Director should act as a liaison for the Member Societies by (a) summarizing and effectively communicating items of material interest to the Member Societies and/or (b) generating a call-to-action on key issues that directly or indirectly impact some or all of the Member Societies.  Staff should also aggressively seek out opportunities for improvement within AIME and ways for AIME and/or its Member Societies to partner with the larger engineering and scientific community.

Specific Responsibilities

For the Executive Director

  • Direct and oversee AIME staff on day-to-day activities.
  • Act as main decision-maker and signatory for AIME, along with AIME President.
  • Ensure that AIME is represented at all UEF, Founder Society, and Member Society meetings and other industry-related functions, as appropriate.
  • Lead regular meetings with the Member Society Executive Directors.
  • Facilitate the process of continually updating a strategic direction for AIME.
  • Evaluate performance of and recommend compensation for AIME staff, as approved.

Member Society Executive Directors

Key Roles

  1. Keeping AIME informed about issues that are important to their respective Societies.
  2. Providing endorsement and support for AIME strategic initiatives.
  3. Working with Member Society leadership, as appropriate, to provide technical expertise and implementation assistance (resources) for initiatives that AIME is well-positioned to represent on behalf of the Member Societies.
  4. Sharing areas of need where AIME resources might be of help to the Member Societies.
  5. Sharing "best practices" among the Member Societies.

Working Relationships

Member Society Executive Directors (MSEDs) can and should build trust among all five organizations by practicing a collaborative integrity (e.g., honesty, no game-playing) in the dealings among their organizations.  It is recognized that, on specific initiatives, there may be a potential for conflict and sensitivity must be used.  Additionally, if there is an issue/opportunity that could be detrimental to/misrepresent a position of one or more Member Societies, it may not be appropriate for AIME to support/participate.  In other words, the AIME spirit should be one of collaboration and what is best for all of the 130,000+ members it represents.

Specific Responsibilities

Member Society Executive Directors should work closely with their respective AIME Trustees to represent their associated Member Society at each AIME Board meeting.  MSEDs should also represent their Member Society on any ad-hoc committees, as requested.