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AP Guidelines for Section Meetings
- All Sections shall hold periodic meetings for discussions,
demonstrations, lectures, symposia, etc., on topics relating to the motion
picture, television, motion imaging and related fields. A full schedule of
meetings comprises of one meeting each month, except for the months of July
and August and during the month in which a technical conference is held in
the geographical area of the Section. The purpose of these meetings is to
provide programs of benefit to various Section areas.
- The regular meetings of a Section shall be held in such places and at
such hours as the Board of Managers may designate. The Secretary/Treasurer
of each Section shall forward to the Sections Vice President of the
Society, not later than five days after a meeting of a Section, a statement
of the attendance and of the business transacted.
Section Meeting Report Form
- A minimum of four meetings per year is required to justify the
existence of a Section, and the Board of Governors may disband any Section
that does not hold four successful meetings each year.
- Regular Section meetings may be held in any location within the
geographical area of the Section.
- The Section shall have full control and authority with respect to
papers presented at its own meetings, and any interest regarding
presentation of the same paper at a technical conference shall not
interfere with the presentation of such paper at a Section meeting.
- An effort should be made to obtain papers for Section meetings of such
caliber as to be worthy of publication in the Journal of the Society, and
effort should be made to obtain manuscripts for this purpose. The Section
shall maintain close liaison with the Editorial Vice President to encourage
publication of outstanding talks given before a Section.
- The full responsibility for holding Section meetings of high caliber
for the benefit of members in the Section area rests with the Section
officers and Board of Managers, and no function of the Sections Vice
President, other officers, the Board of Governors of the Society, or the
Headquarters office shall interfere with this responsibility.
- Meeting notices are to be sent to all members of the Section in advance
of each meeting in order to advise all members as to the details of the
scheduled meeting. Electronic meeting notices can be sent via the
Listserv.
- Funds advanced by the Secretary/Treasurer of the Society to the Section
shall be used for printing and mailing of meeting notices, rental of
meeting places, dinner for guest speakers, and any other items in the
Section budget that have been approved by the Sections Vice President.
Society funds are not to be used for dinners for Section officers, Board
members, of for persons other than guest speakers.
- A Section wishing to organize a meeting, either alone or jointly with
another Section or Sections, for which it is planned to attract attendance
from an area greater than that of the Section in which the meeting is held,
shall prepare a special budget for prior approval by the Sections
Vice-President. Guidelines for planning and conducting such meetings will
be found in the Special Meetings Section.
- Payment of Speakers Expenses
(a) TOPIC
The speaker's presentation must be of a tutorial nature concerning the
engineering and technical aspects of the motion picture, television, and
allied arts and sciences, as set forth in Article II of the Society's
Constitution. Under no circumstances can the speaker's topic concern
products or systems of a single manufacturer.
(b) EXPENSES COVERED
Transportation to and from the city of the meeting, lodging for the number
of days equal to the number of days in which the presentation is made, and
meals for the same number of days are the only expenses which can be
covered.
(c) MAXIMUM COVERAGE
Reimbursement will be for actual expenses as authorized above, but in no
case shall exceed a total of $600.00 per meeting, regardless of the travel
distance, number of days, or presentations involved.
(d) FREQUENCY
A section can receive authorization for speaker's expense compensation no
more than once in the period beginning July 1 and ending June 30th, the
following year.
(e) AUTHORIZATION
Prior authorization for covered expenses must be received from the
Sections Vice President before the Section can commit to a speaker that
expenses will be covered. No less than 60 days before the meeting date, the
Sections Vice President, the following information:
A) Date and place of meeting
B) Name of speaker
C) Speaker's affiliation and qualifications
D) A short description of the topic, which shall be
adequate to determine the tutorial nature of the presentation
E) Expenses required to be covered
F) Estimate of expenses
(f) ADMINISTRATION:
The Sections Vice President shall notify the Section's Chair and
Headquarters of the approval of speaker's expense compensation and of the
estimated amount and type of expenses to be covered. To avoid any
possibility of misunderstanding, the speaker shall also receive a copy of
this approval. Receipts for authorized expenses shall be submitted by the
speaker to Headquarters. Reimbursement shall be made by Headquarters
directly to the speaker.
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