1. ASLA/LAF Memorandum of Understanding (Scott/Somerville) Action. 2. Annual Meeting Basic Schedule (Scott/Hanson) Information

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1 ASLA Executive Committee Conference Call Tuesday, August 10, 2010, 11:00am Eastern PIN # (Alternate call-in number: ) Agenda 1. ASLA/LAF Memorandum of Understanding (Scott/Somerville) Action 2. Annual Meeting Basic Schedule (Scott/Hanson) Information 3. Other Business Page 1 of 9

2 ASLA Executive Committee Conference Call Tuesday, August 10, 2010, 11:00am Eastern PIN # (Alternate call-in number: ) Agenda Item #1: ASLA/LAF Memorandum of Understanding Action Purpose: To review and recommend a new Memorandum of Understanding (MOU) between ASLA and the Landscape Architecture Foundation (LAF) for approval by the Board of Trustees at its upcoming meeting. History and Background: The current MOU between ASLA and LAF expired at the end of the 2009 calendar year. Under the terms of the expired MOU, ASLA provided a direct contribution of $50,000 and in-kind contributions of at least $50,000 to LAF on an annual basis. In return, LAF was to provide recognition to ASLA at a level equivalent to the total ASLA (direct and in-kind) contribution. For 2009, as part of the budget cuts necessitated by current economic conditions, ASLA s direct contribution to LAF was reduced to $25,000. ASLA paid $14,585 of the $25,000 in 2009 and the balance, $10,415, in ASLA s in-kind contributions to LAF were not reduced. In the absence of a formal MOU, ASLA is continuing its in-kind support of LAF through 2010 consistent with previous years levels; LAF developed a recognition schedule commensurate with that level of support. The following changes have been incorporated into the draft MOU: A two-year term. The shorter term (the expired MOU ran for three years) provides greater flexibility to respond to changing economic conditions, and also recognizes that LAF is in a dynamic period of growth and evolution. Re-structuring ASLA/LAF cross-representation as follows: Current structure: The president-elect of each organization serves as a voting member of the other s executive committee and board. A member of each organization s board is appointed as a voting member of the other s board. Proposed structure: Each organization designates an elected officer to serve as a non-voting member on the other organization s executive committee and board. Reason: The change provides additional flexibility, including giving the organizations the ability to appoint an officer who may be better versed in the organizations programs and priorities than the president-elect. Eliminated. Reason: For many years, financial considerations have prevented the LAF board representative from participating on the ASLA board. In addition, the fact that both boards meet at the same time in conjunction with the ASLA annual meeting makes meaningful participation by the board representatives virtually impossible. Page 2 of 9

3 The ASLA executive vice president serves as a non-voting member on the LAF board and the LAF executive director serves as a non-voting member of the ASLA board. No change. Continuation of indirect ASLA support to LAF and LAF recognition of that support. As in the expired MOU, the indirect support and recognition would be proposed and negotiated between the two organizations on an annual basis. (See Attachment A to the proposed MOU for the 2010 schedule of support and recognition.) No specific cash contribution from ASLA to LAF specified. Given the continuing economic uncertainties, a cash contribution from ASLA cannot be guaranteed. ASLA will be evaluating its financial position and funding priorities, including the possibility of a cash contribution to LAF, on an ongoing basis. Governing Rules/Procedures: ASLA Constitution, Sections 701, 706, 710, and 711: 701. The Society shall be governed by a Board of Trustees composed of one (1) trustee from each chapter, the elected national officers of the Society, and one (1) director and one (1) officer of the Landscape Architecture Foundation. The power to establish Society policy consistent with the Constitution is vested in the Board of Trustees The Board of Trustees shall have an Executive Committee composed of the elected national officers of the Society and one (1) officer of the Landscape Architecture Foundation. Unless otherwise specified in the Constitution or Bylaws, the Executive Committee shall exercise the powers of and act for the Board of Trustees between meetings of the board in accordance with the policies and directions of the board. Implementation of policy and administration of the Society is vested in the Executive Committee Incoming national officers, trustees, and Landscape Architecture Foundation representatives shall assume office at the conclusion of the annual meeting of the Society or upon taking the oath of office when filling a vacancy and shall hold office until their successors are installed The Landscape Architecture Foundation representative to the Executive Committee shall serve a one-(1)-year term on the Executive Committee of the Board of Trustees. The Landscape Architecture Foundation representative to the Board of Trustees shall serve a three-(3)-year term on the Board of Trustees. ASLA Bylaws, Section 807: 807. Nonvoting members of the Board of Trustees shall be the executive vice president, the secretary, the treasurer, the national student representative, and the Landscape Architecture Foundation executive director. Action Requested: Review and approval of the new ASLA/LAF MOU for consideration by the Board of Trustees at its upcoming annual meeting. Staff Contact: Nancy Somerville Page 3 of 9

4 Memorandum of Understanding The founding missions of the American Society of Landscape Architects and the Landscape Architecture Foundation reflect the profession s important role in providing and promoting stewardship of the land and enhancement of the environment. In recognition of their shared goals and to foster their ongoing partnership, ASLA and LAF enter into the following Memorandum of Understanding (MOU). ASLA Support of LAF and LAF Recognition of ASLA. ASLA will provide in-kind promotional and programmatic support and/or direct financial support to LAF with a value of approximately $100,000 annually for the calendar years 2011 and The value of in-kind support will be determined based on annually adjusted rates. All in-kind support to be provided by ASLA shall be provided in such increments and at such times as may be determined by ASLA in its discretion. Direct financial support, if provided to LAF by ASLA, will be provided, in monthly or quarterly installments. LAF will provide recognition opportunities for ASLA commensurate with the combined total of ASLA s annual in-kind and direct contributions. Prior to the beginning of each calendar year, ASLA and LAF will agree on an annual schedule of support and recognition. (See Attachment A, the 2010 schedules, as an example.) With input from LAF, ASLA will develop a schedule of planned support activities and their values, as well as direct financial support, if any. With input from ASLA, LAF will develop a list of recognition opportunities and their values corresponding to the LAF programs and events planned for that year. Liaison and Communications. Each organization will appoint a member of its executive committee to serve as a non-voting member of the other organization s executive committee and board. The ASLA executive vice president (EVP) and LAF executive director (ED) will serve as non-voting members on each other s boards. The EVP and ED may also be asked to attend and participate in each other s executive committee meetings as invited guests. Officers and staff of ASLA and LAF will maintain ongoing communications, including sharing programmatic and fund-raising priorities, in order to promote partnering and collaboration. Effective Date, Expiration, and Amendments. This Memorandum of Understanding becomes effective when approved by the ASLA and LAF boards and remains in effect through December 31, The MOU may be revised at any time with the approval of both boards. Either organization may decide to withdraw from the MOU by vote of its board and with 90-day notice to the other signatory. Upon the effective date of termination, ASLA shall have no further obligation to provide direct financial or in-kind support. The termination of this MOU shall not affect any ongoing rights that either party may have under the other party's bylaws or constitution to participate as a board or executive committee member. Page 4 of 9

5 Approvals. The undersigned presidents of ASLA and LAF certify that this Memorandum of Understanding was adopted by the respective boards of ASLA and LAF on the dates indicated below. American Society of Landscape Architects Landscape Architecture Foundation By Gary D. Scott, FASLA, President Date of Board Approval: By Charles Crawford, FASLA, President Date of Board Approval: Page 5 of 9

6 2010 ASLA Promotional Activities for the Landscape Architecture Foundation Item Description Frequency/ Year Circulation/ Traffic Market Value Total Donation (balance of 2009 donation) 1 $10,415 $10,415 Promotion in 2010 annual meeting registration brochure 1 70,000 circ $11,200 $11,200 Promotion in 2010 annual meeting onsite program 1 6,000 $4,250 $4,250 Web page on registration site info/logo on meeting highlights 1 15,000 each $4,800 $4, annual meeting registration 3 $550 $1,650 Benefit dinner promotion onsite at annual meeting 1 6,000 $4,250 $4,250 EXPO booth 2 6,000 $3,300 $6,600 LAF newsletter promo in LAND w/subscription link 1 16,500 $5,000 $5,000 LAND articles with links 6 16,500 each $5,000 $20,000 Mailing list with codes 1 17,000 $.40/name $6,800 Full-page, 4-color ad in LAM* 6 23,500 each $4,900 $29, hrs/mo CFO-level 3 $2,250/mo $6,750 TOTAL $111,115 * Must be scheduled at least 60 days in advance. Page 6 of 9

7 LAF will recognize ASLA as a Special Commitment sponsor in 2010 for the following programs: Olmsted Scholars Program Recognition at LAF Annual Benefit (Attendance: ~250) Listing in LAF Annual Benefit advertising (LAF website/registration page; ASLA Annual Meeting brochure, circulation 90,000) Listing as program sponsor on Olmsted Scholars Program spread in LASN magazine (Circulation 32,000, total readership 120,000) Listing as program sponsor on Olmsted Scholars Program spread in LAM magazine (Circulation 23,500) Listing as program sponsor on Olmsted Scholars Program LAND Online article (Circulation 16,500) Listing as program sponsor on Olmsted Scholars Program press releases, winner page on LAF s current website, and LAF newsletter and donor communications Listing as program sponsor on Olmsted Scholars Program pages on new LAF website (launch in September) Landscape Performance Series (LPS) Listing with logo as series sponsor on all print materials, including individual case studies Listing as series sponsor on LPS pages on new LAF website (launch in September) Recognition at LAF Annual Benefit (Attendance: ~250; advertised on LAF in ASLA Annual Meeting brochure, circulation 90,000) Listing as program sponsor on Olmsted Scholars Program spread in LASN magazine (Circulation 32,000, total readership 120,000) Listing as program sponsor on Olmsted Scholars Program spread in LAM magazine (Circulation 23,500) Listing as program sponsor on Olmsted Scholars Program LAND Online article (Circulation 16,500) Listing as series sponsor on press releases, and LAF newsletter and donor communications Mention and logo listing for any program presentations (e.g., ASLA education session, other conference presentations and panels) Leadership Circle Listing on Leadership Circle page of current LAF website and listing with logo on Leadership Circle page(s) of new LAF website (launch in September) Listing on Leadership Circle page of LAF quarterly newsletter (launches May/June) Other Promotion of ASLA Annual Meeting, Awards, Sustainable Sites Initiative, and other ASLA news/announcements on new LAF website and communication channels (blog, Facebook, etc.) Page 7 of 9

8 ASLA Executive Committee Conference Call Tuesday, August 10, 2010, 11:00am Eastern PIN # (Alternate call-in number: ) Agenda Item #2: Annual Meeting Basic Schedule Information Purpose: To have a look at the annual meeting basic schedule and address any questions at this point. A detailed ExCom schedule will follow as soon as meeting room assignments and other details are finalized and released. Schedule at a Glance: Tuesday, September 7 4:00 pm 8:00 pm... New and Returning Officer Orientation and Dinner (Grand Hyatt) Wednesday, September 8 7:30 am 5:00 pm... Executive Committee Meeting (Grand Hyatt) Thursday, September 9 7:00 am 5:00 pm... Board of Trustees Meeting (Grand Hyatt) 7:00 am 5:00 pm... Chapter Presidents Council Meeting (Grand Hyatt) 4:00 pm 7:00 pm... Registration Open 6:00 pm 8:00 pm... National Leaders and Honorary Member Reception* (Grand Hyatt) Friday, September 10 7:00 am 12:00 pm... Board of Trustees Meeting (Grand Hyatt) 7:00 am 12:00 pm... Chapter Presidents Council Meeting (Grand Hyatt) 7:00 am 8:00 pm... Registration Open 7:30 am 1:30 pm... Tours and Field Sessions depart** 8:30 am 10:00 am... Education Sessions I 10:30 am 12:00 pm... Education Sessions II 1:30 pm 3:00 pm... Education Sessions III 3:30 pm 5::00 pm... Education Sessions IV 5:00 pm 7:00 pm... Landscape Architecture Advertising Awards Reception* 6:00 pm 8:00 pm... Private Alumni Receptions* (Grand Hyatt) 7:00 pm 10:30 pm... LAF 25 th Annual Benefit** (Newseum) 8:00 pm 10:00 pm... Alumni Reunion (Grand Hyatt) Saturday, September 11 7:30 am 6:00 pm... Registration Open 8:00 am 9:30 am... Opening General Session 9:30 am 5:00 pm... EXPO Open 11:00 am 12:30 pm... Education Sessions V 1:30 pm 3:00 pm... Education Sessions VI Page 8 of 9

9 3:00 pm 5:00 pm... Author Book Signings at EXPO Bookstore 5:00 pm 6::30 pm... PPN Meetings 8:00 pm 11:00 pm... ASLA/Landscape Structures Gala ** (National Building Museum) Sunday, September 12 7:30 am 6:00 pm... Registration Open 8:00 am 9:30 am... General Session 9:30 am 5:00 pm... EXPO Open 10:30 am 12:00 pm... Education Sessions VII 1:30 pm 3:00 pm... Education Sessions VIII 3:00 pm 5:00 pm... EXPO Reception and Luxury Travel and Wine Drawing 3:00 pm 5:00 pm... Author Book Signings at EXPO Bookstore 5:00 pm 6:30 pm... PPN Meetings 7:00 pm... Council of Fellows Investiture Dinner** (Grand Hyatt) Monday, September 13 7:30 am 3:00 pm... Registration Open 8:00 am 9:30am... Council of Fellows Business Meeting 8:00 am 9:30 am... Education Sessions IX 10:00 am 11:30 am... Education Sessions X 12:00 pm 1:00 pm... ASLA Professional and Student Awards Ceremony 1:30 pm 3:00 pm... Education Sessions XI 3:30 pm 5:00 pm... Education Session X11 7:00 pm The President s Dinner (Presentation of ASLA Honors and 2010 ASLA Officer Installation** (Grand Hyatt)) * By Invitation Only ** Ticketed Events All meetings and events take place at the Walter E. Washington Convention Center unless otherwise noted. Governing Rules/Procedures: n/a Action Requested: n/a Staff Contact: Mary Hanson Page 9 of 9