MANUAL OF INSTRUCTIONS FOR SKÅL INTERNATIONAL UNITED STATES OF AMERICA

Transcription

1 MANUAL OF INSTRUCTIONS FOR SKÅL INTERNATIONAL UNITED STATES OF AMERICA

2 SIUSA MANUAL OF INSTRUCTIONS REVISION RECORD Upon receipt of revisions, remove and insert respective pages. To verify that you have the current information, please compare the date shown at the bottom of the page with the previous revision date listed below. REVISION PAGE NO. REVISION DATE 34 November 15, 2015 Last revision was done in October, 2015

3 TABLE OF CONTENTS INDEX FOREWORD i SECTION I SKÅL INTERNATIONAL Skål International Statutes and By-Laws I-1 Amendments to Skål International Statutes and By-Laws I-1 Florimond Volckaert Fund I-1 SKÅL News I-2 Skål International Club of the Year I-2 Skål International Sustainable Development in Tourism Awards I-3 Appendix Florimond Volckaert Fund - Request for Assistance Form Appendix I-A Florimond Volckaert Fund Brochure Appendix I-B Criteria for Skål Club of the Year Appendix I-C SECTION II - NAASC North American Alliance of Skål Clubs SIUSA Recommended Guidelines for Bidding on the NAASC Annual Congress NAASC Congress Facilities, Arrangements and Protocol II-1 II-2 II-5 SECTION III - SIUSA Honorary President SIUSA Administrative Regions SIUSA Articles of Incorporation and By-Laws Amendments to SIUSA Articles of Incorporation and By-Laws National Committee SIUSA Board of Directors Responsibilities - SIUSA Officers President Vice President-Administration Vice President-Finance Regional Vice President SIUSA ISC Councillor SIUSA Administrator SIUSA Internal Auditors Responsibilities of SIUSA Officers and Internal Auditors (chart) III-1 III-2 III-3 III-3 III-3 III-3 III-4 III-6 III-9 III-11 III-12 III-13 III-14 III-15 TABLE OF CONTENTS 1

4 Ex-Officio Board Members Expenses - SIUSA Officers SIUSA Board Meetings SIUSA National Committee Meeting SIUSA Annual Elections Duties/responsibilities for SIUSA Board of Directors at Skål International Congress Florimond Volckaert Fund SIUSA Club of the Year Award SIUSA Young Skål Member of the Year Award Procedure for Issuing SIUSA Clubs a Letter of Reprimand Club's Right to Appeal SIUSA News/Publicity SIUSA Officers Pins and Plaques Policy for Unofficial Events Skål International - Report Form Action Calendar Appendix SIUSA Board of Directors Organizational Chart Format for SIUSA President Quarterly Report Format for Vice President-Administration Quarterly Report Format for Vice President-Finance Quarterly Report Format for Regional Vice President Quarterly Report Format for SIUSA ISC Councillor Quarterly Report SIUSA Administrator Responsibilities SIUSA Record Retention Program SIUSA Travel Expense Explanation of Items SIUSA Expense Report Request for Advance Payment SIUSA Gratuity/ Tip Chit Past President Plaque SECTION IV - CLUBS Club Board of Directors Club Statutes SIUSA Annual Report of Activities Membership Proposal Form Information for New Members Procedures for Invitation to Membership Membership Development Recommended Procedures for the Indoctrination of New Members Membership Certificate III-17 III-18 III-21 III-24 III-28 III-30 III-31 III-32 III-33 III-34 III-36 III-37 III-38 III-39 III-40 III-41 Appendix III-A Appendix III-B Appendix III-C Appendix III-D Appendix III-E Appendix III-F Appendix III-G Appendix III-H Appendix III-I Appendix III-J Appendix III-K Appendix III-L Appendix III-M IV-1 IV-2 IV-3 IV-5 IV-5 IV-6 IV-9 IV-11 IV-13 TABLE OF CONTENTS 2

5 Duties of Members Attendance Attendance - Visiting Skålleagues Inter-Club Transfer-of-Membership Dues and Fees Membership Card SIUSA Delegate to NAASC Congress and SIUSA Annual General Meeting SIUSA Delegate to National Committee Meeting Delegate to Skål International Congress Voting on SIUSA Matters Nominations for Club Offices Duties of Skål Club Officers President Vice President Secretary Treasurer SIUSA Representative Executive Secretary-Treasurer Internal Revenue Service Requirements Dissolution of a SIUSA Club Club Auditors Web Administrator Installation of Club Officers Installation Procedure Skål Protocol SIUSA New Skål Club In-Formation Clubs In-Formation Kit & Procedures Guidelines for Installation of a New Club / Charter Night Skål International Charter Certificate Policy for Unofficial Events Use of Skål Name and/or Service Mark (logo) Doing business among Skålleagues Banners Club Member Pins and Plaques Chains of Office Stationery Traditional Skål Toast Skål Hymn Materials "Shopping List" Skål International - Report Form Action Calendar Appendix IV-14 IV-14 IV-15 IV-17 IV-18 IV-19 IV-19 IV-19 IV-20 IV-22 IV-23 IV-24 IV-25 IV-27 IV-28 IV-30 IV-31 IV-32 IV-34 IV-35 IV-36 IV-37 IV-39 IV-42 IV-44 IV-46 IV-47 IV-48 IV-48 IV-49 IV-50 IV-51 IV-53 IV-54 IV-55 IV-55 IV-56 IV-57 IV-58 TABLE OF CONTENTS 3

6 SIUSA Club Board Organizational Chart Appendix IV-A Minutes of Board Meeting Appendix IV-B SIUSA Annual Report of Activities Form Appendix IV-C Membership Proposal Form Appendix IV-D Young Skål Membership Proposal Form Appendix IV-E Information for New Members Appendix IV-F Indoctrination and Induction Checklist Appendix IV-G What is Skål? Brochure Appendix IV-H Membership Certificate Appendix IV-I 25 Year Certificate Appendix IV-J Attendance Report Appendix IV-K Annual Budget Report Appendix IV-L Club Annual Audit Checklist Appendix IV-M Club Charter Certificate Appendix IV-N Club Banner Appendix IV-O Skål Jewelry Requisition Appendix IV-P Past President Plaque Appendix IV-Q Skål Hymn Appendix IV-R Young Skål Appendix IV-S TABLE OF CONTENTS 4

7 INDEX Action Calendar - Clubs IV-58 IV-59 - SIUSA III-41 III-44 Active Membership IV-6 Administrative Regions III-2 Alliance of Skål Clubs, North American II-1 Amendments - Club Statutes IV-2 - Skål International By-Laws I-1 - Skål International Statutes I-1 - SIUSA Articles of Incorporation III-3 - SIUSA By-Law III-3 Annual Report of Activities IV-3 IV-4 Associate Membership IV-6 IV7 Attendance - Congress (SI and NAASC) IV-19 - National Committee Meeting IV-19 - Requirements IV-14 - Visiting Skålleagues IV-14 Auditor - Clubs IV-34 - SIUSA III-14 Banners IV-50 Board Meetings - SIUSA, Bidding III-21 III-22 Chains of Office IV-53 Charter Certificate IV-47 Charter Night IV-46 Club - Action Calendar IV-58 IV-59 - Annual Report of Activities IV-3 IV-4 - Auditors IV-34 - Banners IV-50 - Board of Directors IV-1 - Charter Certificate IV-47 - Dissolution of a SIUSA Club IV-32 - Dues and Fees IV-17 - Installation IV-36 IV-38 - Nomination of Officers IV-22 - Officers Duties IV-22 IV-30 - Protocol IV-39 IV-41 - Statutes IV-2 - Web Administrator IV-35 Club Member - Pin and Plaques IV-51 IV-52 Club of the Year - SIUSA III-33 - Skål International I-2 - NAASC Congress IV-19 - SIUSA Annual Meeting IV-19 INDEX 1

8 - SIUSA National Committee Meeting IV-19 Dissolution of a SIUSA Club IV-32 Dues and Fees IV-17 Elections - SIUSA III-28 III-29 - SIUSA Representative IV-29 Expenses - SIUSA Officers III-18 III 20 Ex-Officio Board Members III-17 Florimond Volckaert Fund I-1, III-32 Honorary Membership IV-7 Honorary President - SIUSA III-1 Indoctrination of New Members IV-11 IV-12 Induction of New Members IV-12 In-Formation - New Club IV-42 IV-43 Initiation Fee IV-17 Installation - Club Officers IV-36 IV-38 - New Club IV-46 Internal Revenue Service Requirement IV-31 Inter-Club Transfer of Membership IV-15 IV-16 Invitation to Membership - Procedure IV-6 IV-8 Honorary (SIUSA) Membership IV-7 Hymn - Skål IV-55 Jewelry IV-51 IV-52 Letter of Reprimand - Procedure for Issuing SIUSA Club III-33 III-36 Life Membership IV-7 Members - New IV-5, IV-11 IV-12 Membership - Active Membership IV-6 - Associate Membership IV-6 - Cards IV-18 - Certificate IV-12 - Honorary (SIUSA) Membership IV-7 - Life Membership IV-7 - Proposal Form IV-5 - Retired Membership IV-7 Membership Development IV-9 IV-10 NAASC - Alliance of Skål Clubs II-1 - Congress II-2 II-10 NAASC Congress - Bidding II-2 II-4 - Delegate IV-19 - Facilities and Arrangements II-5 II-10 National Committee III-3 - Meeting, Bidding III-24 III-27 New Club In-Formation IV-42 IV-45 Networking IV-48 INDEX 2

9 Pin and Plaques - Club Member IV-51 IV-52 - SIUSA III-38 Protocol IV-39 IV-41 Publicity III-37 Record Retention Program, SIUSA Appendix III-H Retired Membership IV-7 Report - Activities IV-3 IV-4 - Skål International, forms III-40, IV-57 SIUSA - Action Calendar III-41 III-44 - Administrative Regions III-2 - Annual Meeting, Delegate IV-19 - Article of Incorporation III-3 - Auditor III-14 - Ballots IV-20 - Board of Directors III-3 - Board Meetings III-21 III-23 - By-Laws III-3 - Club of the Year III-33 - Elections III-28 III-29, IV-20 - Ex-Officio Board Members III-17 - Honorary President III-1 - Internal Auditor III-14 - National Committee Meeting III-24 III-27 - National Committee Meeting, Delegate IV-19 - Officers Expenses III-18 III-20 - Officers Qualifications III-29 - Officers Responsibilities III-4 III-12 - Officers Responsibilities (SI Congress) III-30 - Pin and Plaques III-37 - Record Retention Program Appendix III-H - Voting IV-20 SIUSA Administrator III-13 - Responsibilities Appendix III-G SIUSA Journeys, Newsletter III-36 SIUSA Representative - Duties IV-28 IV-29 - Elections IV-29 Skål International - By-Laws I-1 - Charter Certificate IV-47 - Club of the Year I-2 - Congress IV-19 - Logo IV-48 - Name IV-48 - Report Form III-39, IV-57 INDEX 3

10 - SKÅL NEWS I-2 - Statutes I-1 - Sustainable Development in Tourism Award I-3 Skål International Congress - SIUSA Officers Responsibilities III-30 - Delegate IV-19 Skål Hymn IV-55 SKÅL NEWS I-2 Skål Toast IV-55 Stationery IV-54 Supplies IV-56 Taxes - Internal Revenue Service Requirements IV-31 Toast - Skål IV-55 Transfer of Membership IV-15 IV-16 Unofficial events - Policy III-48, IV-48 Visiting Skålleagues IV-14 Voting - SIUSA Matters IV-20 Web Administrator IV-35 Young Skål IV-8, IV-15 INDEX 4

11 FOREWORD

12 FOREWORD The primary purpose of the "SIUSA Manual of Instructions" is to provide the Club officers and the SIUSA Board of Directors a source, in addition to the Skål International Statutes and By- Laws and the SIUSA Articles of Incorporation and By-Laws, to record instructions, interpretations and policies. Nothing in this manual should be in conflict with the Skål International By-Laws and Statutes, nor the SIUSA Articles of Incorporation and By-Laws. If there is a conflict, the Skål International and SIUSA documents take precedence in that order. The Manual will also be helpful to Club officers, committees, and the SIUSA Board of Directors, in assuring a smooth transition from one year to another and in changes in the Clubs' Board of Directors and the SIUSA Board of Directors. In the Skål Movement there are only a few paid employees (the Skål International Secretary General and the staff in Torremolinos, Spain, and the SIUSA Administrator). The vast bulk of activities and correspondence at the Skål International level, the national level (SIUSA) and the Club level are carried out by elected Members, who have volunteered for this service. Needless to say, the duties at times are heavy, particularly when combined with personal business demands. Nevertheless, Skål responsibilities and duties should be carried out quickly, or passed on to another Member who has the interest, time and will to complete the assignment. NO ONE SHOULD BE ASKED TO BECOME A CLUB OR SIUSA CANDIDATE FOR OFFICE WHO IS NOT FAMILIAR WITH THE DEMANDS OF A PROSPECTIVE OFFICE AND IS NOT WILLING TO MAKE A SACRIFICE OF PERSONAL TIME TO FULFILL THEIR DUTIES AND RESPONSIBILITIES. Words in this manual, which imply the male gender, may be taken equally to imply the female gender, as stated in Skål International Statutes. The following abbreviations have been adopted in the text of this Manual of Instructions: Association Internationale des Skål Clubs - AISC Skål International - SI North American Alliance of Skål Clubs - NAASC Skål International United States of America - SIUSA Skål International Canada - SICAN Skål International Mexico - SIM Skål International Affiliated Clubs - SIAC i

13 SKÅL INTERNATIONAL

14 SKÅL INTERNATIONAL STATUTES AND BY-LAWS The Skål International Statutes currently in effect are dated January They may only be amended at the Assemblies during the year, 2015, and thereafter at two-year intervals, unless the Skål International Executive Committee, with the agreement of the International Skål Council, decides that an amendment is required. Such amendments can be put to any Annual Assembly and a vote taken thereon which requires a two-thirds majority of valid votes for approval. The Skål International By-Laws currently in effect are dated August They may be reviewed and amended by the Statutes Committee. Subject to the approval of the Executive Committee, they shall have immediate effect. Any member Club shall be entitled to oppose such decisions at the Assembly immediately following their adoption, subject to established guidelines. Copies of the above may be secured from the website at AMENDMENTS TO SKÅL INTERNATIONAL STATUTES AND BY-LAWS Revisions are sent to the Clubs by Skål International as the Statutes are amended at the General Assemblies. By-Laws revisions are sent to the Clubs by Skål International after approval by the Executive Committee or rejection by the General Assembly. FLORIMOND VOLCKAERT FUND To permanently honor the Skål International Founder-President, Florimond Volckaert, Skål International By-Laws, Article XIII, Section 1, authorizes the existence of "The Florimond Volckaert Fund" to help Skålleagues and their immediate family, who are faced with a personal tragedy. The form to request assistance is located on Appendix I-A. Also see Appendix I-B The General Assembly, at the Skål International Congress in Helsinki in 1974, directed that the appointed Trustees are responsible for the administration of the Fund. The SIUSA International Skål Councillor is responsible for promoting contributions to the Fund. I-1

15 "SKÅL NEWS" The "SKÅL NEWS" is the medium through which Skål International communicates with the Clubs and the membership, and through which the Clubs can learn of Skål activities throughout the world. At the 1971 SIUSA (then NSCUSA) Annual Meeting, the delegates agreed in principle that the Clubs should support the "SKÅL NEWS" for their Members. Properly supporting "SKÅL NEWS" will make possible its value to all Skål Members. INFORMATION SKÅL INTERNATIONAL CLUB OF THE YEAR Skål International wishes to encourage Clubs to compete for the title of "Club of the Year." The successful Club will, in its year of nomination, be the Club which, in the view of the Adjudicators and the Skål Members, has performed and participated best in Skål activities at a local, national and international level. Special arrangements have been made to ensure the fair adjudication of Affiliated Club entries. The presentation of the Award will be made to the successful Club by the President of the Skål International at the President's Opening Ceremony at the Skål International Congress. PROCEDURE Each Club in Skål who has met the criteria will be advised by Skål International. They may submit a presentation on why they feel they should be made "Club of the Year" using the criteria located in Appendix I-C. Presentation should be sent to the Secretary General by the date advised by Skål International. I-2

16 SKÅL INTERNATIONAL SUSTAINABLE IN TOURISM AWARDS Skål International following the United Nations declaration of 2002 as the Year of Ecotourism and the Mountains, launched the Ecotourism Awards in the same year, to highlight and acknowledge best practices around the globe. Skål, as an international organization of the industry leaders, is a powerful force in the travel and tourism industry to initiate change and encourage the conservation of the environment in order to promote tourism and travel. The awards presented on these grounds, while highlighting best practices in tourism around the world, also serve the purpose of acquainting the world with this new concept that puts emphasis on the importance of the interaction of the physical, cultural and social environment, as well as, the traveler's responsibility and the need for active community participation in Ecotourism. Skål values sustainable development in Tourism as the key to the industry's future success and considers Ecotourism but one area of the various components of sustainable development. Companies from the public and private sector as well as NGO s can submit entries in the following categories: 1. Tour Operators, inbound/outbound tour operators; Travel Agents; Destination Management Companies 2. Urban Accommodation 3. Rural Accommodation 4. Transportation: Air, land and sea based 5. Countryside: Alpine tourism, scenic mountains, forests, national parks, etc. 6. Marine: Coastal tourism, underwater, beaches, lakes, rivers, water sports, etc. 7. Community and Government Projects: Tourism offices and representation 8. Major Tourist Attractions: Cultural heritage, zoos, theme parks, etc. The judging panel will evaluate the projects according to these criteria. Contribution to the conservation of nature, environmental considerations Cultural heritage conservation Community involvement and benefits Educational features Business viability Innovation Any other highlights The entry form to apply for the Awards can be found at Sustainable in Tourism Awards Application Form (pdf) which together with three sets of the following, complementary information is to be sent to the Skål International General Secretariat by the date specified by Skål International which is usually in May or June. I-3

17 Three sets of the following material are to be sent to the Skål International General Secretariat by to or on a USB to: Skål International General Secretariat Avenida Palma de Mallorca 15-1º, Edificio España Torremolinos Malaga, Spain Application form. - Descriptive report - General description of the project not exceeding one page. - Evaluation points Short analysis of each of the points indicated on the application form. - PowerPoint or YouTube video presentation with images highlighting the sustainable aspects. (Entries without this requirement will not qualify) - Letter of verification from a local or national Tourism Organization, from the Government department or local Authority. If the project is endorsed by a Skål Club, this is not required. I-4

18 FLORIMOND VOLCKAERT FUND GRANT APPLICATION GUIDELINES Assistance can be given to all members, their spouses, their immediate family, their dependents and orphans. If in doubt, ask your International Councilors. This application may be made by the International councilors, Club President, Secretary, Treasurer, club members or the person themselves. Please mail or fax the completed application to your International councilor for his or her review and approval and he or she will forward it to the three FVF Trustees. The request for help and all details are strictly confidential and this condition must be observed by all concerned. 1. The Grant Application must be completed with as much detail as possible and must be typed or printed in clear block capital letters. If the space for an answer is insufficient, please continue on a separate sheet of paper. It is important that all relevant information be given to prevent any unnecessary delay in processing the application. 2. Please be sure to give accurate addresses, fax and telephone numbers with city and country codes and addresses of all persons referenced on the application. 3. Please make it perfectly clear who the Skålleague or immediate family is who is in need of assistance. 4. Do not be hesitant in sharing all pertinent information as the Trustees need to know as much as possible about each individual case in order to make their decision as quickly as possible. It will be treated in complete confidence. 5. Assistance cannot be given for business purposes. 6. Please be sure to write a brief but clear explanation of the overall situation pertaining to the individual and his or her particular circumstances. This is sometimes the most important piece of information. This can include length of SKÅL membership, positions held in the club, etc. and their current circumstances. 7. While the Florimond Volckaert Fund typically gives grants rather than loans, the recipient should be advised that, if they recover from the difficulties which created their special need, returning funds to the F.V. Fund as and when they are able to do so, is appreciated. 8. If this grant application is approved, the sponsor is asked to obtain a signed receipt from the recipient to forward to the Coordinating Trustee. (This can be done on a photocopy of the check). It is also appreciated if the recipient of the assistance sends an acknowledgement to the F.V. Fund Trustees. APPENDIX I-A1

19 Skål International (Club) SKÅLLEAGUE / FAMILY REQUIRING ASSISTANCE Name Address Telephone Fax City Code Country Code Skål Intl Card No PERSON REQUESTING ASSISTANCE Name Address Telephone Fax City Code Country Code Position in Club PLEASE ANSWER THE FOLLOWING QUESTIONS 1. Is this a new application or a further request for help? [ ] New [ ] Further Request 2. Amount of financial help suggested Euro / US$ 3. Has the Club and/or the National or Area Committee been able to give any assistance? If so, what? [ ] Single Grant [ ] Periodic Grants [ ] Other (Explain) If the Grant is approved, to whom should the payment be made? 5. Please forward bank details as follow Bank Account number Swift Code IBAN Code (Europe) APPENDIX I-A2

20 SKÅL INTERNATIONAL FLORIMOND VOLCKAERT FUND GRANT APPLICATION PAGE 2 6. Narrative description of the background and help necessary. (i.e. cause of problem, purpose of assistance, family situation, etc.,) Is the need for assistance due to: [ ] Catastrophic circumstances [ ] Unemployment [ ] Health / Medical [ ] Education needs [ ] Other (please explain) (Please attach a separate sheet of paper with details) 7. Does the person needing assistance have any source of income and/or liquid assets? Pension [ ] YES [ ] NO Unemployment Compensation [ ] YES [ ] NO Disability Pension [ ] YES [ ] NO Spouse s Employment [ ] YES [ ] NO Insurance Coverage [ ] YES [ ] NO Stocks / Bonds [ ] YES [ ] NO IRA / 401 (k) [ ] YES [ ] NO Other (please explain) 8. Is the International SKÅL Councillor aware of this application [ ] YES [ ] NO 9. If Yes, does he/she support the application [ ] YES [ ] NO 10. Has the International SKÅL Councillor previously authorized any emergency help? [ ] YES [ ] NO If yes, please explain 11. Providing total confidentiality regarding the identity of the recipient and his or her club affiliation is maintained, is the recipient prepared to permit the Trustees to use this case as an example of how these Florimond Volckaert funds are used? [ ] YES [ ] NO We declare this Grant Request is Not for Business Purposes. Sponsor Date International Councillor Date APPENDIX I-A3

21 Florimond Volckaert Fund brochure cover APPENDIX I-B

22 CRITERIA FOR SKÅL CLUB OF THE YEAR The Executive Committee of Skål International has approved rules governing the competition Skål Club of the Year in order to increase interest and greater member participation in the competition. The rules for the competition are as follows: All Skål Clubs worldwide who meet the six requirements listed below are invited to participate. The General Secretariat will check Club by Club, to establish the list of those who qualify according to these requirements (subject to change). 1. Payment of membership fees to the General Secretariat before 28 February 2. Remittance of membership list to the General Secretariat before 31 March 3. Remittance of Form 2 (update of Club s Officers) to the General Secretariat before 1 April 4. A net increase of 10% in membership or a minimum of 10 new Active members for larger Clubs (from 30 April previous year to 30 April of the current year). 5. Voting delegate at two Skål World Congresses in the past five years. 6. Donation to the Florimond Volckaert Fund (from 1 January to 31 December of previous year). Those Clubs will be asked to produce a short presentation (YouTube video message or PowerPoint presentation) of maximum five minutes outlining why they feel they deserve to be declared Skål Club of the Year. The Presentations must be sent by to skal@skal.org at the General Secretariat on the date advised by Skål International. The winner will be announced by the President of Skål International during the World Congress. The prize for the winner will be as follows: First prize - the Michael O Flynn Perpetual Trophy and a free Double Congress registration for the next Skål World Congress. The second and third runners-up will receive certificates of recognition. All presentations will be judged by Vice President Senior, Vice President Junior and Senior Director, prior to the Skål World Congress. The top scoring presentation will be declared Skål Club of the Year. APPENDIX I-C

23 NAASC

24 NORTH AMERICAN ALLIANCE OF SKÅL CLUBS North American Alliance of Skål Clubs was formed in 2007 after the National Committees of the North American Area Skål Clubs decided being part of an Area Committee was no longer necessary. NAASC currently includes several Affiliated Clubs in the North Atlantic and Caribbean, as well as the National Committees of United States, Canada and Mexico. II-1

25 SIUSA RECOMMENDED GUIDELINES FOR BIDDING ON THE NAASC ANNUAL CONGRESS The SIUSA Board of Directors is most anxious to encourage member Clubs to continue their interest in organizing and hosting NAASC Congresses. In all cases, the Board does everything possible to expedite the selection process and final presentation to be made by bidding Clubs. I. Rotation of Sites for NAASC Congress To be advised. II. Bidding Procedures Written bids from interested Clubs should be sent to the SIUSA Vice President- Administration and the SIUSA Administrator by December 15, of the third year before the Congress. Bids must include: 1. Outline of proposed program. 2. Housing costs plus taxes (single and double) for pre-congress, Congress, and post-congress. 3. Registration cost (meals, activities, local transfers and transportation, sight-seeing). Cost quotations must anticipate inflation, etc. The Board will not entertain subsequent requests for additional costs or fees. 4. Entertainment and meeting arrangements. 5. Host Club's President's written agreement to abide by "NAASC Congress Guidelines". 6. Assurance that all Congress details and registration forms will be available to the membership twelve (12) months in advance of the Congress. 7. Assurance that information for pre- and post- convention Congress tours information will be available at least twelve (12) months in advance of the Congress. 8. Letter from the host Club endorsing their bid. Note: - Congress is held after Easter and prior to June Days will be Thursday (arrivals), Friday, Saturday and Sunday (departures). - Verify the latest requirements for a NAASC Congress from the NAASC Congress Manual. II-2

26 III. Selection of Congress Site All bids must be submitted, as stated above to the SIUSA Vice President- Administration and the SIUSA Administrator. Bids will be reviewed for content and completeness by the Board. The Board will make a final selection of not more than three (3) proposed sites. The three Clubs selected by the Board will be advised immediately following the Board's Winter Meeting, usually held in February. The selection will be based on the following criteria: 1. Completeness of proposal. 2. Value for money. 3. Accessibility to site by air, rail, sea and ground transportation. 4. Geographic location. (Every effort will be made to impartially rotate selected sites each congress year). 5. Variety and appeal of the program. 6. Adherence to above mentioned assurances. IV. Voting for Congress Site The three Clubs selected by the SIUSA Board of Directors will each make 15 minute presentations at the SIUSA Annual Meeting, two (2) years in advance of the year for which they are bidding. Every effort will be made to schedule the presentations as the first order of business at the first SIUSA business session. Printed outlines of each proposed program, i.e., daily activities, functions, meetings, etc. must be made available to the Club Delegates prior to the vote. Voting will be by written secret ballot at a time to be designated by the President. The Congress will be awarded to the Club receiving an absolute majority on the first ballot. If an absolute majority is not received, a run-off ballot will be required. The Congress will be awarded to the Club receiving a simple majority. If necessary, a third ballot will be conducted. V. Final Presentation The Club selected for the Congress will present a complete, firm program at the SIUSA Board of Directors Winter Meeting, one year in advance of the Congress year. Details concerning pre- and post- Congress tours must be made available at least six (6) months in advance of the Congress. II-3

27 VI. Post-Congress Financial Report After the close of the Congress, the host Club will provide the NAASC Board and the SIUSA Board of Directors with a detailed financial report of income and expenses. This will assist in planning future congresses. VII. Past NAASC Congresses Toronto Philadelphia St. Louis Las Vegas Miami Vancouver Atlantic City New Orleans Louisville Los Angeles Dallas Mexico City Montreal Montego Bay Tucson Acapulco Puerto Rico 1979 Vancouver Anchorage Panama Boston Guadalajara San Antonio Ottawa Tampa Bay Acapulco New Orleans Montego Bay Palm Springs Calgary Atlanta Mazatlan Anchorage Curacao Nashville St. John s Cancun St. Maarten / St. Martin Reno/Tahoe Quebec Ixtapa San Salvador Louisville Calgary NAASC Cruise Cabo San Lucas Montego Bay Anchorage Quebec Puerto Vallarta 2012 Bermuda 2013 Sacramento 2014 Halifax Rivera Maya, MX VIII. Future Congresses 2016 Boise 2017 Canada TBA II-4

28 NAASC CONGRESS, FACILITIES, ARRANGEMENTS AND PROTOCOL The current SIUSA Vice President Administration shall be responsible for coordinating the official events of the SIUSA Annual Meeting with the Club President and the Congress Committee of the host Club. The SIUSA Vice President Administration will meet with the Club President and the Congress Committee of the host Club in the host city during the month of December preceding the NAASC Congress. Close coordination and communications between the SIUSA Vice President- Administration, the host Congress Committee must continue from the planning stages until the Congress has ended. The following events should be scheduled during the NAASC Congress: a. SIUSA, SICAN, SIM, and SIAC Annual Meetings b. SIUSA, SICAN, SIM, and SIAC Board Meetings c. NAASC Board Meeting d. SIUSA Regional Meetings e. NAASC General Assembly Opening Ceremony f. NAASC Gala Banquet g. Critique meeting (Sunday A.M.) In addition to these official events, it is important to the overall success of a NAASC Congress to schedule a series of social, sight-seeing and optional sporting events. These events should include receptions, luncheons, dinners, local sight-seeing of nearby tourist attractions, golf and tennis tournaments, pre- and post- Congress trips, non-delegate programs, etc. a. SIUSA, SICAN, SIM, and SIAC Annual Meetings These Meetings are usually scheduled on the Saturday morning. Arrangements must be made for separate meeting rooms for the above Skål groups to hold Annual Meetings. These Meetings are usually held simultaneously with, but separately from, the SIUSA Annual Meeting SIUSA Annual Meeting: The newly-elected SIUSA President chairs the Meeting. Introduces the SIUSA Senior Officers and Board of Directors, and, with the Board of Directors, handles the details of this Meeting. b. SIUSA, SICAN, SIM, NAASC and SIAC Board Meetings These Meetings are normally held the day of the opening of the Congress. Arrangements for these Meetings are relatively simple and are coordinated with the Congress Chairman. II-5

29 SIUSA Board of Directors Meeting: The SIUSA Board of Directors schedules one of its meetings during the year in conjunction with the NAASC Congress. The newly-elected SIUSA President chairs the Meeting. The current SIUSA Vice President Administration will coordinate this Meeting with the Congress Chairman. c. NAASC Board Meeting This Meeting is normally on the day of the opening of the Congress. Arrangements for this Meeting are relatively simple and are coordinated with the Congress Chairman. d. SIUSA Regional Meetings These Meetings are usually scheduled on the Friday afternoon. Arrangements must be made for all SIUSA delegates to meet in one room before breaking into the different regional meetings. Arrangements must be made for separate meeting rooms for each Region of SIUSA to hold their Regional Meetings. These Meetings are usually held simultaneously. e. NAASC General Assembly Opening ceremonies. The Congress Chairman normally acts as the Master of Ceremonies for the General Assembly. Introduces the head table. (Introduction order to be adjusted to meet protocol requirements) 1. President - Host Club - who delivers brief welcome 2. President Host Country 3. President - SICAN 4. President - SIM 5. President - SIAC 6. President - SIUSA 7. Visiting Skål International Officers 8. Visiting Past Presidents - Skål International 9. Mayor or Local Governmental official who delivers official welcome address on behalf of the city or country. If there is not enough room at the head table, the Skål National Committee Presidents, except for the host county country President will sit in the first row. They still will be recognized. Congress Chairman then turns Meeting over to the host country President who presides over the balance of the NAASC Meeting. A tent type (double faced) name sign large enough to be easily read by the audience should be II-6

30 placed in front of each place at the head table. Flags of the countries represented in NAASC, along with the Skål Flag, should be marched in and then displayed, behind the head table according to protocol (See Paragraph 9). f. Gala Banquet - Seating arrangements at head table require careful preparations and coordination with host the country President. - Flags are displayed behind the head table according to protocol (See Paragraph 9). - A time schedule is extremely important and all concerned should closely adhere to it. - Establish firm times for opening and closing the bar. - Arrange for periods of music and intermission. - Congress Chairman acts as Master of Ceremonies and calls for opening Skål Toast in English, Spanish and French. - Master of Ceremonies introduces Head Table. - Brief address by host country President - Brief address by next year s host country President. - Meals served. - Master of Ceremonies calls for closing Skål Toast in English, Spanish and French. - Entertainment - Dancing The following instructions and guidelines are to be followed as closely as possible when planning to host a NAASC Congress. Any deviation from these instructions must be authorized by the SIUSA Vice President-Administration. 1. Hotels Normally, all Congress attendees should be accommodated in one hotel. When this is impossible, adequate bus service must be provided between hotels. 2. Airport Reception and Transportation Desk A reception and transportation desk with large sign, or other identification, should be located in the airport terminal building near the baggage claims, ground transportation, or some other central area to assist the Congress attendees in getting to their assigned hotels. This desk should be staffed by the host Club Transportation Committee during the day immediately preceding the Congress and also on the first day of the Congress. Its location should be included in advance with the Congress information. II-7

31 3. Registration, Gala Banquet Transportation and Information Desk A Registration, Gala Banquet, Transportation and Information Desk, properly manned, should be located in a prominent and convenient area in the headquarters hotel. This desk should be adequately staffed from the first day of arrival at the Congress site until after the final Congress event. The Registration Committee should prepare in advance all registration material for the delegates including name badges (which must be printed or typed with minimum quarter inch letters) with special designation for those attending their first congress, tickets for entrance to all Congress functions, a list of all attendees with Club name registered in advance, and any other local information or souvenirs. If possible the Congress attendees should be pre-registered with room numbers assigned in the Congress hotels. 4. Buses When bus service is furnished, the buses should be well marked and properly scheduled. When sight-seeing is being offered, the professional guide must use an adequate sound system with sufficient speakers to be audible in all parts of the bus. 5. Bulletin Board An exclusive Skål bulletin board should be prominently located in the lobby of the hotel(s) for posting notices, transportation information, messages, etc Public Address and Audio Visual Systems Adequate sound amplification systems must be provided at all Skål functions including podiums and floor microphones for all general assemblies. Movies and slide projectors, spare projector bulbs, screen, extension cords and adequate electrical outlets must also be pre-arranged, installed and tested. A sound technician or hotel maintenance engineer should be immediately available to assist with any problems with sound, lighting or room temperature and ventilating systems. It will be the responsibility of the Congress Committee to caution any Clubs planning to use visual aids or sound equipment to be ready to commence their presentation as scheduled or when called for without delays for arranging slides, rewinding movies, etc Publicity The host Club Publicity Chairman should coordinate with the SIUSA Administrator to utilize any local contacts for press releases and interviews. The SIUSA Administrator will also assist the trade press of all countries represented in NAASC. The local Publicity Chairman should arrange for photographic coverage as directed at the NAASC General Assembly and the Gala Banquet, as well as, other meetings or assemblies. II-8

32 8. Coffee Breaks (Optional) There should be several locations for refreshments. They should be well spaced to insure rapid service and to avoid long lines or crowded areas. For example, cream and sugar service should be spaced from the coffee urns to avoid bottleneck. Usually, cold drinks are to be offered at coffee breaks. National Committees are responsible for their own coffee breaks. 9. Flags To promote the international flavor of Skål, the Skål flag and the flags of each country represented at the NAASC Congress must be displayed at the NAASC General Assembly Meeting and at the NAASC Gala Banquet. These flags should be uniform in size, texture and decoration and displayed according to correct international protocol. 10. Skål Baggage Identification Tags (Optional) It is helpful to have special Skål baggage tags or stickers for the attendees for immediate identification of Congress baggage, and also to help identify and expedite delayed or misrouted luggage. The Congress Committee should consider preparing and mailing such items along with the hotel confirmation documents. Instructions for use of stickers or tags should be included, as well as the caution that they do not supplant airline or other carrier conventional numbered strap/claim checks. 11. Welcome Signs Skål welcome signs should be prepared and displayed at the airport, Congress hotel(s) and other locations throughout the city. Normally, local Chambers of Commerce, Convention Bureaus, etc., will cooperate in preparing these signs. 12. Special Events for the Non-Delegates The spouses of the Congress Committee should be requested to assist in planning events of interest for the non-delegates at times when the delegates are attending business meetings. 13. Custom Regulations The Congress Committee should investigate all means of Customs clearances with the Customs authorities of the country, so that Clubs who are bidding for future Congresses and who are bringing promotional materials, films, slides, etc. may be instructed on proper II-9

33 procedures at least three (3) months in advance of the Congress. 14. Reduced Air Fares The Congress Committee should investigate, with proper airline and governmental authorities, the possibility of obtaining reduced air fares for all Congress attendees not otherwise entitled to free or reduced rate air transportation. This information should be made available to prospective attendees no less ten (10) months before the Congress. 15. Suggestions and Congress Critique A suggestion box with blank paper and pencils should be provided at the Skål information desk for the Congress attendees' use in suggesting Congress improvements. These suggestions may be found to be of immediate value but should also be turned over to SIUSA for evaluation and possible adoption to improve future Congresses. The SIUSA Vice President-Administration and the following year's host Congress Chairman should meet with the current host Congress Chairman and their Committee immediately following the final Congress breakfast in order to critique the Congress procedures and to obtain suggestions from the Congress Committee for improving future Congresses through promulgation in this portion of the Manual of Instructions. It is suggested that the entire Congress Committee attend the final breakfast in order to act as a send-off or Farewell Committee and also to attend the Congress critique. As soon as possible after the close of the Congress, the host Club will provide SIUSA and NAASC with a detailed financial report, listing income from all sources and specific expenses in all categories, to assist in planning future Congresses. II-10

34 SIUSA

35 HONORARY PRESIDENT - SIUSA Skål International By-Laws, ARTICLE I, Section 1.4 (b) provides for acknowledging outstanding performance on the part of an Active, Retired or Life Member who has been a member of Skål for at least ten (10) years. The Clubs of SIUSA may recognize such members by proposing that they be honored with the title of Honorary President of SIUSA or Honorary Member of SIUSA, and that the name of the honoree be listed in the SIUSA roster and in this Manual. The following Skålleagues have received the title of Honorary President of SIUSA : ALFRED R. BONE, LOS ANGELES Posthumously elected Honorary President at the NSCUSA Congress April 16-18, 1971 JOSEPH M. BOGGS, MIAMI Elected Honorary President January 1, 1977 CHARLES F. LAWSON, CLEVELAND Elected Honorary President February 15, 1977 AL O. BENNETT, SAN FRANCISCO Elected Honorary President July 31, 1978 GERARD J. MARTIN, BALTIMORE Elected Honorary President April 30, 1982 GEORGE W. WEBBER, LOUISVILLE Elected Honorary President May 13, 1987 JOHN P. MCCAUL, CHICAGO Elected Honorary President May 16, 1992 WILLIAM C. SWEET, DENVER Elected Honorary President May 15, 2005 HERBERT D. FORD, WASHINGTON Elected Honorary President February 20, 1980 III-1

36 ADMINISTRATIVE REGIONS The SIUSA Board of Directors has grouped the Clubs into the following Regions: REGION I Albany Atlantic City Baltimore Boston Central Pennsylvania Connecticut Hampton Roads Long Island New York Northeast Pennsylvania Northern New Jersey Philadelphia Washington DC REGION IV Atlanta Charlotte Ft. Lauderdale & Palm Beaches Jacksonville Miami Myrtle Beach Orlando Puerto Rico Raleigh-Durham St. Thomas Tampa Bay REGION II Arkansas Chicago Columbus Kansas City Louisville Memphis Minneapolis-St. Paul Nashville New Orleans Pittsburgh REGION V Austin Colorado Dallas Ft. Worth Hawaii Los Angeles Orange Coast Santa Fe Tucson REGION III Anchorage Boise Las Vegas Portland Reno/Tahoe Sacramento San Francisco San Jose Seattle Regional Vice Presidents for even-numbered Regions will be elected in even-numbered years. Regional Vice Presidents for odd-numbered Regions will be elected in odd-numbered years. (SIUSA By-Laws, Article 9, Section a) III-2

37 SIUSA ARTICLES OF INCORPORATION AND BY-LAWS The SIUSA Articles of Incorporation in effect are dated May The SIUSA By-Laws currently in effect are dated May AMENDMENTS TO SIUSA ARTICLES OF INCORPORATION AND BY-LAWS Revisions are sent to the Clubs by SIUSA as the SIUSA Articles of Incorporation and By-Laws are amended. Copies of the above may be secured from the SIUSA Administrator or on the SIUSA website at NATIONAL COMMITTEE Skål International Statutes Article IV, Section 1 provides that those countries having more than four (4) Clubs form a "National Committee"; consequently in 1969 the United States, Canada and Mexico took this necessary step. The Clubs in the United States of America thus comprise the Skål International of the United States of America, Inc. (SIUSA) The specific responsibilities, rights and obligations of the National Committee (SIUSA) are outlined in Article II, Sections 1 and 2 of the Skål International By-Laws. SIUSA BOARD OF DIRECTORS The Board of Directors shall consist of the President, Vice President-Administration, Vice President-Finance, and the Regional Vice Presidents, who shall manage the affairs of SIUSA. The President, Vice President-Administration, and Vice President-Finance will make available a report of their activities to the Clubs at the SIUSA Annual Meeting. The Board of Directors is responsible to Skål International for the proper and efficient administration of the Clubs. The SIUSA ISC councilor is a member of the Board of Directors. III-3

38 RESPONSIBILITIES SIUSA OFFICERS PRESIDENT The President: Shall assign portfolios to members of the SIUSA Board. Portfolios may include but not limited to: o Standards & Processes o Membership Development o Communications o Education o Young Skal o Community Relations o Fund Raising Shall preside at all the SIUSA Board of Directors Meetings, the SIUSA General Assembly, and the SIUSA sponsored Skål International and NAASC functions, as well as functioning as the official spokesman for Skål in the U.S.A. Will express the opinion of the majority of the Board of Directors on any controversial subject. The President is free to communicate with Club Presidents, with copies to the SIUSA Representatives, Regional Vice Presidents and, when advisable, to other appropriate Club Officers. Shall advise names of the ISC councilor, and/or the Deputy, to Skål International. Will review and approve expense reports for all SIUSA Board members and SIUSA Administrator, except their own. Shall receive reports from the SIUSA Administrator for national elections and distribution of ballots to the Clubs. Shall advise Clubs of election results. Is a voting member of the NAASC Board of Directors. Will be a member of the committee charged with the responsibility of selecting the "SIUSA Club of the Year". Contributes articles for SIUSA Journeys III-4

39 Will prepare a quarterly report for the SIUSA Board Meetings. (See Appendix III-B for the format required for the President's quarterly report.) Has protocol responsibility for Skål International and NAASC Congresses (when held in the United States) and the SIUSA Board Meetings. Will liaise with the Vice President Administration for assistance at the SIUSA Board Meetings and Skål International and NAASC Congresses for carrying out protocol responsibilities. III-5

40 The Vice President-Administration: VICE PRESIDENT-ADMINISTRATION Shall, in the absence of the President, exercise the usual functions of the presiding officer. Will be the liaison between SIUSA and the Secretariat of Skål International. Because of the organizational structure of Skål International, the Vice President-Administration will receive many communications from Skål International dealing with a specific Club, as well as Clubs in general. The Vice President-Administration will communicate directly with the Secretaries of the Clubs, with copies to the Regional Vice Presidents, SIUSA Representatives, the International Councilor, and when advisable, to other appropriate Club Officers. Is automatically a liaison of the SIUSA Standards & Processes Committee. Shall assure updating of the SIUSA Articles of Incorporation, SIUSA By-Laws and Manual of Instructions in accordance with Skål International Statutes and By-Laws modifications. Maintain all corporate and insurance records, as well as other documents as outlined in the SIUSA Record Retention Program in Appendix III-H Shall maintain a current Organizational Chart (see Appendix III-A) and a chart listing the responsibilities of the SIUSA Officers, Board Members and Committee Chairpersons (see page III-15-16). Will review minutes of Clubs' Board Meeting including comments of the Clubs' General Meetings. Will take necessary action, through the Regional Vice Presidents, to contact the SIUSA Representative or, when advisable, appropriate Club officers. Will be assisted by Vice President-Finance in reviewing the minutes. Plans the SIUSA Board of Directors Meetings. Sends notice and agenda for the SIUSA Annual General and National Committee Meetings. Sends list of the SIUSA Officers to Skål International. Advises Skål International of SIUSA Articles of Incorporation and By-Laws changes. Contributes articles for SIUSA Journeys III-6

41 Supervises the publication of SIUSA Journeys. Have available copies of the most recent SIUSA Articles of Incorporation, By-Laws, Manual of Instructions, as well as Skål International Statutes and By-Laws for the Skål International and NAASC Congress Meetings and the SIUSA Board, Annual General and National Committee Meetings. Will review all material for "SIUSA Club of Year award. Will participate with the Selection Committee for review of Clubs submitting their nomination for SIUSA Club of the Year consideration. Will review and approve expense reports for the SIUSA President and SIUSA Vice President Finance. Has total responsibility for coordinating with the Regional Vice Presidents, management of the SIUSA Clubs. Will assist the President in coordinating protocol requirements at the Skål International and NAASC Congresses and at the SIUSA Board, Annual General and National Committee Meetings. Responsible for the SIUSA Annual General Meeting details at the NAASC Congress. Will coordinate, with the Regional Vice Presidents, all responsibilities at the Skål International and NAASC Congresses and SIUSA Board and Annual General and National Committee Meetings. The Vice President-Finance will provide necessary assistance. Will coordinate the Regional meetings at the NAASC Congress. If a Club as not registered for the NAASC Congress within 45 days of the start of the Congress, will send a letter to the Club Will prepare a quarterly report for the SIUSA Board Meeting. (See Appendix III-C for format required for Vice President-Administration's quarterly report.) Will chair orientation meeting for newly elected/appointed Regional Vice Presidents at the NAASC Congress. Has responsibility for coordinating all aspects of the procedural process for the SIUSA Board's providing the initial approval for a Club in Formation. III-7

42 Following the results of the SIUSA elections, the Vice President-Administration will gain thorough familiarization with the office routine, filing system "action" calendar, computer manual and systems and other matters pertaining to the administration of SIUSA affairs. III-8

43 VICE PRESIDENT-FINANCE The Vice President-Finance: In concert with the International Skål Councillor, will be the liaison between SIUSA and Skål International Director of Finance. Will communicate directly with the Treasurer of the Clubs, with copies to Regional Vice Presidents, SIUSA Representatives, and, when advisable, to other appropriate Club Officers. Shall prepare a proposed annual budget for the financial year following the current Annual General Meeting, which is to be presented at the Winter Board Meeting. Shall prepare or supervise the preparation of a financial statement for the Board every month, with one as of December 31st, which shall cover the entire financial year (January 1st - December 31st). This should include the quarterly financial report of the Florimond Volckaert Fund for the ISC Councillor. The financial statements shall be sent to all SIUSA Board Members and SIUSA Auditors within 15 days of the end of the month. This is required by our insurance carrier. Shall post quarterly financial on the SIUSA website for all SIUSA Clubs and members within fifteen (15) days of the end of the quarter. Shall supervise the financial responsibilities of the SIUSA Administrator. Will review and approve expense reports for all SIUSA Board members and SIUSA Administrator, except their own. Reviews assigned Club monthly meeting minutes and forwards to Vice President- Administration for action, if required. Maintain all accounting and insurance records, as well as other documents as outlined in the SIUSA Record Retention Program in Appendix III-H Assists Vice President-Administration in coordinating work assignments at Skål International and NAASC Congresses. Prepares and presents the Annual Financial Statement and proposed budget at the SIUSA Annual General Meeting. Contributes articles for SIUSA Journeys III-9

44 Obtains expense approval from President for trips that the President authorizes for other Board Members. Submits the SIUSA membership list to Skål International for card issuance. Pays Skål International dues to obtain membership cards. Reviews NAASC Congress financial report, when NAASC Congress is held in the United States, and presents to the SIUSA Board for approval. Attends SIUSA internal audit held prior to March 16 th. Prepares a quarterly report for the SIUSA Board Meetings. (See Appendix III-D for format required for Vice President-Finance's quarterly report.) Following the results of the SIUSA elections, the Vice President-Finance will thoroughly familiarize himself with the office routine, filing system. "action" calendar, computer manual and system and other matters pertaining to the financial management of SIUSA affairs. III-10

45 REGIONAL VICE PRESIDENT The Regional Vice President: Shall function as the "General Manager" in their Clubs' region. Shall render assistance to Clubs on all Skål matters, and work through the Clubs' SIUSA Representatives with copies to the appropriate Club Officers. Has ultimate responsibility for communication between the Clubs and SIUSA through the SIUSA Representatives. Shall regularly review minutes of Board and General Meetings of all Clubs in their Region, and take necessary action on all matters of concern, with copies to the appropriate SIUSA Officers and President. Shall, where feasible, attend Club and/or Board Meetings once every two (2) years, to promote ideals of Skål. Additional visits should be considered only if necessary. Periodic conference calls with all clubs in their Region should also be held with necessary club representatives to foster communication between the club s and SIUSA. Shall call meetings of their Region's Clubs SIUSA Representatives and Secretaries at least once a year, in order to review duties and responsibilities and coordinate plans for Congresses, Regional Annual General and/or National Committee Meetings. Shall be responsible for the formation of new Clubs in their Region. Will prepare a quarterly report for the SIUSA Board Meeting. (See Appendix III-E for format required for Regional Vice Presidents' quarterly report.) Should not be the Club delegate to the SIUSA Annual General Meeting or National Committee Meeting. III-11

46 SIUSA ISC COUNCILLOR The SIUSA ISC Councillor: Liaison between SIUSA, Skål International and the International Skål Council. Shall be responsible for keeping the Board of Directors of SIUSA informed of the International Skål Council's actions, and in turn shall represent SIUSA in all matters to the Council. Along with the Deputy, shall be responsible for promoting the Florimond Volckaert Fund and encouraging contributions to the fund. Function as the liaison between SIUSA and the Trustees of the Florimond Volckaert Fund. Shall be a member of the SIUSA Board of Directors for the period of their term on the International Skål Council. Shall submit SIUSA Board agenda items for the Skål International Congress. Supervise and assist Regional Vice Presidents in preparation of all information for Clubin-Formation. Will approve final application to the SIUSA Board and process to Skål International with assistance of the SIUSA Vice President Administration. Shall coordinate Skål International Statutes changes. Is a member of the selection committee charged with the responsibility of selecting a "SIUSA Club of The Year". Directs the SIUSA Administrator to transfer funds to the Florimond Volckaert Fund every quarter. Prepares a quarterly report for the SIUSA Board Meetings. (See Appendix III-F for format required for SIUSA ISC Councillor's quarterly report.) Should not be the Club delegate to the SIUSA Annual General Meeting or National Committee Meeting. III-12

47 SIUSA ADMINISTRATOR SIUSA Articles of Incorporation, Article IV, empowers the Board of Directors to employ a SIUSA Administrator who carries out routine Skål functions in the day-to-day operations under the direction of the President, Vice President-Administration, Vice President-Finance, the SIUSA ISC Councillor, and communicates with Clubs after coordination with responsible officers. The general duties of the SIUSA Administrator shall include preparation and communication to Clubs over signatures of the SIUSA officers. The SIUSA Administrator shall also send materials to Clubs, initiates bulletins after coordination with responsible SIUSA officers, and keeps the officers informed regarding communications from Skål International. The SIUSA Administrator s duties also include writing checks for designated SIUSA officer s signatures, preparing financial statements and record keeping, coordination of system requirements of all SIUSA Clubs, dues, collections, and filing necessary reports and tax forms. The SIUSA Administrator prepares a monthly financial, membership and other pertinent reports to be presented to the SIUSA Board within fifteen (15) days of the end of the month. The SIUSA Administrator prepares quarterly financial and other pertinent reports to be posted on the SIUSA website for all SIUSA Clubs and members within fifteen (15) days of the end of the quarter. SIUSA Administrator ensures that agenda s and supporting documents are posted on the SIUSA website no later than thirty (30) days prior to scheduled Board Meetings, the Annual General Meeting and National Committee Meeting. The final meeting agendas are to be sent to the Board of Directors and posted on the SIUSA website for all Clubs and members fifteen (15) days prior to the meetings. The SIUSA Administrator s responsibilities are detailed in Appendix III-G III-13

48 SIUSA INTERNAL AUDITORS SIUSA Articles of Incorporation, Article XVI, provides for the election of two (2) Auditors, not members of the SIUSA Board. In addition, SIUSA By-Laws, Article 16, provides for one (1) Deputy Auditor, not members of the SIUSA Board. Their duties include, but are not limited to: Check and verify the accounts, balance sheet and financial situation of SIUSA. Present a written report at least a month prior to the Annual General. Preside over the tabulation of SIUSA election results. Verify compliance with SIUSA Administrator s job description Review tax filings and insurance coverage III-14

49 RESPONSIBILITIES OF SIUSA OFFICERS AND INTERNAL AUDITORS President Management of affairs of SIUSA Policy Administration Club Visits Liaison with other National Skål Committees Vice President-Administration (Reports to the President) Management of affairs of SIUSA Policy Administration Club Visits Liaison between SIUSA and the Secretariat Liaison with other National Skål Committees of Skål International Manual of Instructions SIUSA Articles of Incorporations, By-Laws and SIUSA Club Statutes Action Calendars Regional Boundaries Attendance Records Press Director- Publicity SIUSA website SI Roster New Club Formation Day-to-day administrative policy Day-to-day Club operation Direction of Regional Vice Presidents Congresses Coordinate Industry meeting dates Regional Vice President (Reports to Vice President-Administration) Day-to-day operation of Clubs in Region Attendance Verifications Club Minutes of meetings Club Visits Functioning of assigned Clubs New Club Formation Monitor Club financial obligations Vice President-Finance (Reports to the President) Liaison between SIUSA and the Skål International Director-Finance Dues and Fees Preparation and presentation of Budget IRS Form 990 Payroll Jewelry, Plaques, Banners Financial Statements Maximization of Income SIUSA Administrator (Reports to the President) Liaison between SIUSA and the Secretariat of Skål International Keeps Board informed about communications from Skål International Carries out routine functions in day-to-day operations as directed by President, Vice President-Administration, Vice President- Finance and SIUSA ISC Councillor Prepares agenda items under direction of senior officers. Prepares memos and directives to Clubs over signature of appropriate officer. Sends material to Clubs. Initiates bulletins after coordination with responsible officer. Distribution of SI membership cards. Fulfill orders for jewelry, plaques and banners. Notifies Clubs of February 28 th deadline for correction of SI roster database. III-15

50 SIUSA ISC Councillor (Reports to the President) Liaison between SIUSA, SI and International Skål Council Coordinate Industry meeting dates and submit to SI Secretary General for inclusion in SI News Keep SIUSA Board of Directors aware of SI finances SIUSA Internal Auditors Annual Review of the accounts, financial situation and compliance with all policies and procedures of SIUSA Prepares and presents written report for the SIUSA Annual General Meeting. Standing Committees: (Reports to Vice President Administration) Standards & Processes Keeps up-to-date Article of Incorporation, By-Laws and Manual of Instructions (Reports to appropriate Region Vice President) Membership Communications Education Fundraising Young Skål III-16

51 EX-OFFICIO BOARD MEMBERS Any member of SIUSA who is elected to the Skål International Executive Committee will be an ex-officio member, with no voting rights, of the SIUSA Board. Their travel or congress expenses will be paid for by SIUSA for normal costs not covered by Skål International. See EXPENSES - SIUSA OFFICERS III-17

52 III-18

53 EXPENSES - SIUSA OFFICERS Generally, the expenses of the SIUSA officers and ex-officio Board members are the cost of communications and necessary travel expenses to and from the SIUSA Board of Directors Meetings, the Skål International and NAASC Congresses (including registration fees), as well as required visits to established Clubs and chartering of new Clubs. SIUSA Board Meetings shall be called by the President as often as deemed necessary for the administration of SIUSA. Conference calls may be used to facilitate these meetings. Definition of "out of pocket expenses" in the case of all officers, including ex-officio Board members, will be net expenses, taking advantage of discount lodging rates and airline fares and pro-rating expenses when other than Skål business is accomplished on the same trip. Unless expressly authorized by SIUSA Board action, reimbursements for business expenses shall be in conformity with the limits established by the Internal Revenue Service. For explanations of expense account items, see Appendix I. Expenses should be kept at a reasonable minimum, and, when air travel is required, only the cost of coach travel is subject to reimbursement. When traveling, transportation, meals and lodging charges for the SIUSA officer and ex-officio Board members only are to be submitted to the SIUSA Vice President-Finance for reimbursement. There is daily cap of $60.00 for meals per day, with receipts, while on SIUSA business. Mileage reimbursement is based on the current IRS regulations. Expenses for all SIUSA officers should be limited to those items listed below. Specific exceptions should, whenever possible, receive Board approval prior to additional expenses being incurred. If Board approval cannot reasonably be obtained, approval for additional expenses should be requested from the current SIUSA President. In the case of Regional meetings or special events, the only SIUSA Officers whose expenses would be covered, if attending such an event, would be the current SIUSA President (or their designated representative) and the Regional Vice President in whose region the event is taking place. Sample SIUSA Expense Report form is located in Appendix J, SIUSA Advance Request is in Appendix K and Chit for gratuity and tips is in Appendix L. III-19

54 President 1. Out-of-pocket expenses for Skål International Congress plus entertainment allowance as budgeted. 2. Out-of-pocket expenses for the Annual NAASC Congress, Annual Skål International Congress, SIUSA National Committee Meetings and SIUSA Board of Directors Meetings. Entertainment as budgeted. 3. Out-of-pocket expenses for meeting to charter new Clubs. 4. Out-of-pocket expenses for visits to Clubs when, in the President's judgment, such visits are necessary or desirable. 5. Out-of-pocket clerical and secretarial expenses. 6. Out-of-pocket expenses for attending the annual National Committee Meetings of the Skål Clubs of Canada, Mexico and the Affiliated Clubs. In the event the President cannot attend, the Vice President-Administration should be considered as the primary alternate. Vice President-Administration 1. Out-of-pocket expenses for the Annual NAASC Congress, SIUSA National Committee Meetings and SIUSA Board of Directors Meetings. 2. Out-of-pocket clerical and secretarial expenses. 3. Out-of-pocket expenses for Club visitations as directed by the SIUSA President. 4. Out-of-pocket expenses for visit to the office of the SIUSA Administrator. Vice President-Finance 1. Out-of-pocket expenses for the Annual NAASC Congress, SIUSA National Committee Meetings and SIUSA Board of Directors Meetings. 2. Out-of-pocket clerical, secretarial, accounting and auditing expenses. 3. Out-of-pocket expenses for Club visitations as directed by the SIUSA President. 4. Out-of-pocket expenses for visit to the office of the SIUSA Administrator. Regional Vice President 1. Out-of-pocket expenses for the Annual NAASC Congress, SIUSA National Committee Meetings, SIUSA Board of Directors Meetings and office supplies. 2. Out-of-pocket expenses for trips to organize new Clubs in their region and for meetings to charter new Clubs in their region. 3. Out-of-pocket expenses for official visits to Clubs in their region as budgeted. (Maximum of one (1) visit to each Club in region during term of office, unless absolutely necessary.) III-20

55 SIUSA ISC Councillor 1. Out-of-pocket expenses for the Skål International Congress and associated pre-congress meeting of International Skål Council. 2. Out-of-pocket expenses for other scheduled meetings of International Skål Council. 3. Out-of-pocket expenses for the Annual NAASC Congress, SIUSA National Committee Meetings and SIUSA Board of Directors Meetings. SIUSA Administrator 1. Out-of-pocket expenses for the Annual NAASC Congress, SIUSA National Committee Meetings and SIUSA Board of Directors Meetings when attendance is approved. 2. Out-of-pocket expenses, as budgeted, for clerical, secretarial, accounting and office operation. 3. Compensation as determined and approved by the Board of Directors. SIUSA Internal Auditors 1. Out-of-pocket expenses for annual audit to visit the SIUSA Administrator Office. If required, to the SIUSA Board of Directors Meetings or other visits during the year to the SIUSA Administrator Office for additional auditing. Out-of-pocket expenses for the Senior Auditor to attend the NAASC Congress. This is in addition to incidental, communications and office supplies. Note: Only the Senior Auditor s expenses are covered for the NAASC Congress. If the Senior Auditor is unable to attend the NAASC Congress, the Junior Auditor is deputized to present the Audit Report, their expenses will be covered. III-21

56 SIUSA BOARD MEETINGS REQUEST FOR PROPOSAL (RFP) SPECIFICATIONS FOR CLUBS WISHING TO HOST A MEETING The SIUSA Board of Directors holds at least three Board Meetings each year. One of these (April/May is held in conjunction with the NAASC Congress. The second of these is held in conjunction with the SIUSA National Committee meeting in July or August. The other meeting is usually held around the first Saturday in February. This can be changed two weeks either way. Meetings should rotate among the different Regions, when possible. The following specifications are guidelines for setting up the Meeting. Price should be a consideration when reviewing sites. Cost should be kept as low as possible in order to maximize attendance of fellow Skålleagues from other clubs. In some cases, the host Club may wish to re-schedule its regular monthly meeting to a Friday or Saturday meeting so that all host club members can participate in the Board Meeting. Bids (RFP) must be submitted to the Vice President Administration by June 30th for the following year. The SIUSA Board will select the winning bid at the Board's Summer Meeting held in July or August. The selection will be based on the following criteria: 1. Completeness of proposal. 2. Value for money. 3. Accessibility to host hotel by air and ground transportation. 4. Geographic location. (Every effort will be made to impartially rotate selected sites each year). 5. Variety and appeal of the program. Bids must include: 1. Outline of proposed program. 2. Housing costs taxes inclusive (single and double) 3. Cost of airport transfers. 4. Meeting arrangements. 5. Letter from the host Club endorsing their bid. Board will arrive on Friday and departs on Sunday. 15 rooms are required. 10 rooms are for the SIUSA Board and 5 are for observers. (Some spouses will attend) III-22

57 FRIDAY EVENING: SATURDAY: Host Club will usually plan a reception for the Board. Dinner on own, unless host Club wishes to arrange one. Observers and spouses may participate at own expense. Board has all-day meeting Meeting room all day (8 AM - 6 PM) set up conference style, double-spaced for 12 people with approximately 10 additional chairs around the room for observers that may participate. The use of this room should be complimentary. This Meeting is a strict working session and requires some working space around the conference table for papers, records, etc. Be sure that the table is large enough for the Board to be comfortable and be able to work in a good business atmosphere. Food requirements: Juice, coffee, and rolls to start the morning. Lunch is usually served in the room or an adjoining room so as not to take away valuable time during our session. Lunch normally consists of soup, cold cuts, assorted breads, soft drinks and a light dessert. Individual sandwiches may be substituted. SIUSA assumes all costs for the breakfast and lunch. Lunch for all observers could be included with a cost not to exceed $25 inclusive per person. A/V requirements include projector, screen and internet. There should be power strips so that every board member can plug their lap tops in. Host Club should negotiate the costs and confer with the Vice President Administration / SIUSA Administrator for guidance and approval. Once cost is confirmed, SIUSA will pay for A/V. SATURDAY EVENING: ROOM CHARGES: The Board normally has dinner together at a place recommended by the local Club. Board assumes cost for Board Members only and possibly the SIUSA Administrator. Observers and spouses may attend at their own expense. Best possible rate. A complimentary small suite for the SIUSA President is desirable. Be specific on rates. Provide rates for early arrivals or late departures. Rates for Friday and Saturday should be no more than $ tax inclusive, with breakfast or continental breakfast included as well as internet. Consideration III-23

58 should be made to hotels that offer complimentary full breakfast or continental breakfast. SIUSA assumes cost for Board Members and SIUSA Administration only. Observers are responsible for their own expenses. SPOUSES: OTHER: Note: Have all day Saturday open. Normally host Club will arrange a tour etc. for them. Host Club may arrange anything else they wish. This is strictly a local option. However, nothing may be scheduled for the Board Members during the business day on Saturday. Observers will be advised of how to make arrangements. III-24

59 SIUSA NATIONAL COMMITTEE MEETING REQUEST FOR PROPOSAL (RFP) SPECIFICATIONS FOR CLUBS WISHING TO HOST A MEETING SIUSA is required to hold two (2) National Committee Meetings (NCM) each year. The Annual General Meeting (AGM) at the NAASC Congress is the first of the two required NCM s. The second NCM is usually held around the first week in August. This can be changed two weeks either way. Meetings should rotate among the different Regions, when possible. The following specifications are guidelines for setting up the Meeting. Price should be a consideration when reviewing sites. Cost should be kept as low as possible in order to maximize attendance of fellow Skålleagues from other clubs. In some cases, the host Club may wish to re-schedule its regular monthly meeting to a Friday or Saturday meeting so that all host club members can participate in the NCM. Bids (RFP) must be submitted to the Vice President Administration by December 15th for the following year. The SIUSA Board will select the winning bid at the Board's Winter Meeting held in January or early February. Included in the agenda will be a Young Skal symposium at a time to be determined. The selection will be based on the following criteria: 1. Completeness of proposal. 2. Value for money. 3. Accessibility to host hotel by air and ground transportation. 4. Geographic location. (Every effort will be made to impartially rotate selected sites each year). 5. Variety and appeal of the program. Bids must include: 1. Outline of proposed program. 2. Housing costs taxes inclusive (single and double) 3. Registration cost (meals, activities, local transfers and transportation, sight-seeing). Cost quotations must anticipate inflation. Registration could be separated, i.e. having delegates pay hotel and transfers directly and having registration fee for reception and dinner and optional items, etc. The SIUSA Board will not entertain subsequent requests for additional costs or fees. 4. Meeting arrangements. 5. Letter from the host Club endorsing their bid. III-25

60 Delegates will arrive on Friday and depart on Sunday. Optional early arrivals or later departures can be included. SIUSA Board members may need to arrive on Thursday, depending on the location of the meeting. 60 rooms should be reserved. 10 rooms allocated for the SIUSA Board and 50 are for delegates. About 10 rooms will be needed for Thursday night. FRIDAY AFTERNOON: SIUSA Board Meeting to start after lunch. Meeting room (1 PM - 6 PM) set up conference style, doublespaced for 12 people with approximately 30 additional chairs around the room for observers that may participate. The use of this room should be complimentary. This meeting is a working session and requires some working space around the conference table for papers, records, etc. Be sure that the table is large enough for the Board to be comfortable and be able to work in a good business atmosphere. A/V requirements include projector, screen and internet. There should be power strips so that every board member can plug their lap tops in. Host Club should negotiate the costs and confer with the Vice President Administration / SIUSA Administrator for guidance and approval. Once cost is confirmed, SIUSA will pay for A/V. FRIDAY EVENING: Host Club will usually plan a reception for the Board and delegates. SIUSA Board should be complimentary. Delegate cost could be included in registration fee. Dinner on own, unless host Club wishes to arrange a set location. Delegates may participate at own expense or include in registration fee. SATURDAY MORNING: Board meeting will resume, if needed, at 8:30 AM and conclude by 10:00 AM. If there is an additional charge for the original Board room, meeting can resume in the room designated for the National Committee Meeting. Keynote speaker or speakers panel from 10:00AM to 12:00PM III-26

61 for all delegates to take place in room designated for NCM. Meeting room set up theatre style with 2 head tables. Primary head table, on riser, for 5 persons; secondary head table for 6 persons. There may be a need for a table for the 2 Auditors. This set up is for the SIUSA National Committee Meeting later in the day. The use of this room should be complimentary. A/V requirements include projector, screen, internet and 4 microphones.. There should be power strips so that every board member can plug their lap tops in. Again, host Club needs to negotiate costs and confer with Vice President Administration / SIUSA Administrator for guidance. SIUSA to pay for A/V. SATURDAY AFTERNOON: Optional lunch for all delegates could be included with a cost not to exceed $25 inclusive per person. If there is enough dining in the area, lunch may not be included in the proposal. SIUSA assumes cost for Board Members and SIUSA Administration only. Delegates may attend at their own expense. Delegate cost could be included in registration fee. SIUSA National Committee Meeting to start after lunch (1:30 PM) Meeting room and A/V set up, (see Saturday morning). SATURDAY EVENING: Dinner together at a place recommended by the local Club. SIUSA assumes cost for Board Members and SIUSA Administration only. Delegates and spouses may attend at their own expense. Evening dinner should be no more than $60 per person inclusive to include (2) drink tickets during reception and wine (white and red offered) with dinner. Delegate cost could be included in registration fee. ROOM CHARGES: Best possible rate. A complimentary small suite for the SIUSA President is desirable. Be specific on rates. Provide rates for early arrivals or late departures. Rates for Thursday, Friday III-27

62 and Saturday should be no more than $ tax inclusive, with breakfast or continental breakfast included as well as internet. Consideration should be made to hotels that offer complimentary full breakfast or continental breakfast. SIUSA assumes cost for Board Members and SIUSA Administration only. Delegates are responsible for their own expenses. Delegate cost could be included in registration fee. TRANSFERS: Host Club will arrange transfers from/to the airport to get the best discount. Consideration should be made to hotels that offer free shuttle service. Host club will provide complimentary shuttle transportation for SIUSA Board Members and SI President if (he/she) attends. Delegates are responsible for their own expenses. Delegate cost could be included in registration fee. Rental car discounts should be offered as an option. Host Club will arrange transfers for the reception and the major dinner if function is held off property of the headquarter hotel. Cost of transfer should be built into the cost of the reception or dinner. EXCURSION: OTHER: Host Club should arrange a tour or golfing for Saturday morning. Activity must be completed in time for the SIUSA National Committee Meeting at 1:30PM. Delegate cost could be included in registration fee as an option. Host Club may arrange anything else they wish. This is strictly a local option, including offering functions on Thursday or Friday. However, nothing may be scheduled for the SIUSA Board Members during the time of the SIUSA Board Meeting or National Committee Meeting. III-28

63 SIUSA ANNUAL ELECTIONS The SIUSA Clubs may submit a qualified member of their Club as a candidate between September 16th to October 15th to the SIUSA Administrator for their consideration for various positions on the SIUSA Board of Directors and Internal Auditors. The SIUSA Administrator will prepare a slate of officers for the various positions as outlined below. Candidates are prohibited from campaigning until their name is on the official slate after October 25th. Candidates violating this provision may be disqualified and their name deleted from the official slate. Each candidate is allowed to send one (1) letter to the members via an by the SIUSA Administrator. A slate of candidates for the various positions on the SIUSA Board of Directors and Internal Auditors will be circulated to all SIUSA Clubs on or November 1st. Clubs MUST vote online by November 30th. Balloting will close at the end of the day on November 30th. The following instructions apply. 1. In order for a ballot to be considered valid, all required information must be completed. 2. Clubs entitled to two (2) votes will be furnished with two ballots. 3. All voting will be conducted electronically. All candidates resumes will be posted on the SIUSA website. The Club President will receive the electronic ballot(s) and will cast the Club s vote per instructions from the SIUSA Administrator. Under NO CIRCUMSTANCES will the voting deadline be extended. 4. All matters of dispute will be reviewed by the President and Officers of the SIUSA Board of Directors. The decision of the Board shall be final.. When the balloting is closed on November 30th, the balloting part of the website will be closed. The SIUSA Administrator and the two (2) SIUSA Internal Auditors will receive the results of the election on December 1st and notify the SIUSA President. The SIUSA President will inform the candidates of the results, followed by the SIUSA Board of Directors and Skål International. The SIUSA President will inform all SIUSA members of the results, that day. Should no candidate receive an absolute majority (50% + 1) of the votes cast on the first ballot, a run-off ballot will be cast by the Clubs. The two (2) candidates receiving the highest number of votes, will be the candidates in the run-off election. The candidate who receives a simple majority on the second ballot shall be considered elected. If, on the second ballot, the two (2) candidates for the same office receive an equal number of votes, the President of SIUSA will vote to break the tie. Should a run-off election be required, notice, including the appropriate ballot(s) will be sent, III-29

64 within the next 7 days, to the Clubs involved. Voting must be completed by within 2 weeks, at which time the results will be sent to the SIUSA Administrator and the two (2) SIUSA Internal Auditors for tabulation in the manner described above. If all the ballots for a particular run-off election have been received prior to the deadline, the tabulation can take place earlier. In case of an opening due to the elections, a special election be requires. The notice will be sent within the next 7 days, to the Clubs involved requesting candidates. Notice, including the appropriate ballot(s) will be sent, within the next 7 days of the closing of accepting nominations, to the Clubs involved. Voting must be completed by within 2 weeks, at which time the results will be sent to the SIUSA Administrator and the two (2) SIUSA Internal Auditors for tabulation in the manner described above. Should a run-off election be required, see run-off election above. The newly elected SIUSA Board Members will assume office effective January 1st. QUALIFICATIONS To be eligible for nomination for the position of SIUSA President, SIUSA Vice President Administration, SIUSA Vice President Finance, Regional Vice President, SIUSA ISC Councillor and SIUSA Internal Auditor, the candidate shall be an Active or Life Member in good standing of a Club within SIUSA and who has served as an officer of the Club, preferably all officers through Club President, and has been a member of Skål for at least one (1) year. In good standing is defined as a Member who has paid all dues and assessments to date, met annual attendance requirements, meets membership requirements of an Active or Life Member and is recognized by Skål International as an Active or Life Member. Additional requirements are as follows: To be eligible for nomination for the position of SIUSA President, SIUSA Vice President Administration and SIUSA Vice President Finance, the candidate when practicable, shall be a former or current Regional Vice President. To be eligible for nomination for the position of Regional Vice President, the candidate shall be from a Club within the Region and when practicable, be a former or current Club President and/or SIUSA Representative. To be eligible for nomination for the position of SIUSA ISC Councillor, the candidate must have a good knowledge of Skål International procedures, having served as an elected SIUSA Board Member for a minimum of two (2) years and served as an elected Board Member in their own Club. To be eligible for nominations for the position of SIUSA Internal Auditor, the candidate must have a good knowledge of SIUSA procedures and general accounting practices and, when practicable, be a former Club Treasurer. III-30

65 DUTIES/RESPONSIBILITIES FOR SIUSA BOARD OF DIRECTORS AT SKÅL INTERNATIONAL CONGRESS BEFORE THE CONGRESS Each Regional Vice President will contact, by letter or , ten (10) weeks in advance of the congress, the Delegate(s) who will represent Clubs under their jurisdiction. This letter will include: 1. Complete program of the congress and information advising what is expected of the Delegate(s) in the way of attendance and activities. 2. All voting information, including details concerning matters to be voted on. The agenda will be posted by Skål International one month prior to the congress. 3. Request name of all expected attendees and spouses from the Clubs. CONGRESS The ISC Councillor and the SIUSA President or their Deputy, are the only Board members whose expenses are covered at a SI Congress when the congress is held outside the NAASC area. All Board Members approved to attend should be at the Congress site prior to the scheduled opening ceremony. ASSIGNMENTS The following are assignments that will be designated by the Vice President-Administration, with the approval of the President: A. Housing of the Board Members shall be the responsibility of the Vice President- Administration. B. Opening Ceremonies seating and flag distribution shall be assigned by the ISC Councillor. C. Business Sessions seating shall be the responsibility of the ISC Councillor. III-31

66 FLORIMOND VOLCKAERT FUND As a vehicle for supporting the Florimond Volckaert Fund, and to demonstrate a brotherly feeling for "fellow Skålleagues everywhere" who are faced with a tragedy, SUISA Clubs agreed to assist financing the fund. A. The funding of the Florimond Volckaert Fund may be on the basis of inviting each Member to make a voluntary contribution at each Club meeting, with proceeds to be sent to the SIUSA Administrator. B. Upon the death of a Member, a Club can send a donation to the Florimond Volckaert Fund to establish a "memorial" for the deceased Member. Appropriate acknowledgement will be sent to the bereaved family. C. When a fellow SIUSA Skalleague member passes away, there should be a sympathy card sent to the family. Donation of $100 should be given to the FVF to honor the current SIUSA President, Past SIUSA Presidents or Past Skål International Presidents who passes away. D. 10% of all purchases of official Skål Merchandise purchased off the SIUSA web site will be donated to the Florimond Volckaert Fund. All check should be payable to SIUSA with the memo reading FV Fund. The SIUSA Administrator will transfer funds to the Florimond Volckaert Fund each quarter, as directed by the ISC Councillor. The SIUSA Administrator will record, by individual Club name, amounts received from the Clubs. Requests, to be held in strict confidence, for assistance should be directed to the Club President who will refer the request to the SIUSA International Skål Councillor. Emergency funds are available immediately. "The Florimond Volckaert Fund - Request for Assistance Form" is located on Appendix I-A. (See also Appendix I-B) III-32

67 SIUSA CLUB OF THE YEAR AWARD PURPOSE: JUDGES: To honor annually the Skål Club in SIUSA which, in the opinion of the judges, has best exemplifies the spirit of Skål and has achieved the objectives of the Skål Movement, during the Calendar year. The judges for this award will be the following current SIUSA Officers: SIUSA President SIUSA Vice President-Administration SIUSA International Skål Councillor FORMAT: TIMETABLE: AWARD PRESENTATION: GUIDELINES: In order to qualify for SIUSA Skål Club of the Year, a club must stay in good standing with the SIUSA Administrators, paying dues on time, providing FORM 2 on time and paying all other invoices in a timely manner. The club must have attended the prior year s NAASC Congress. Completed presentations must be submitted to SIUSA administrator by January 1. Award to be announced during NAASC Congress during the SIUSA AGM. Single registration to the NAASC Congress or $1000 to the winning club to be used for a club event. 4 Criteria will be considered for the Award. 1. B2B Doing business with members. Documentation of business transactions within the clubs members and also with members worldwide 2. B2B in the community Hosting or participation in B2B event(s) educational or supportive of the travel / hospitality community 3. Charity or Educational Support/Event (s) - Establishment and support of new or on-going educational or charitable efforts for the good of tourism or the community as a whole. 4. Young Skål Identify success of promoting the initiative of the Skal International in growing the Young Skål effort, student or professional. III-33

68 SIUSA YOUNG SKÅLLEAGUE OF THE YEAR AWARD PURPOSE: To honor a Young Skål Member annually that exemplifies the mission of Skal International and Skal International USA. JUDGES: Three Judges to include current Executive Committee Member whose portfolio includes Young Skal; a Past Skal International President not from the US; ISC Vice President in charge of Committee A which is the Committee in ISC that contains Young Skal portfolio. TIMETABLE: Applications should be received prior to a March 1 deadline of the current year or at least 60 days prior to NAASC, whichever is applicable. All applications submitted will include information collected from the previous calendar year. This date allows for the judges to have at least 30 days prior to NAASC Congress to determine the winner. AWARD PRESENTATION: Award will be presented at the next NAASC Congress during the SIUSA AGM. Award will include a monetary check to the Young Skalleague of the Year to help offset travel expenses to the NCM in late summer of the same year to attend the Annual North American Young Skal Symposium. Currently, this line item in the 2016 Budget is $700. CRITERIA: 1. Young Skålleague (YS) has attended 4 local Skål Club meetings in the past year or at least 40% of meetings held. 2. YS must have attended at least one North American or International Young Skål Symposium in the past 2/3 years 3. YS must bring at least 2 new YS members into their local Club; 4. YS must quantify in an essay/bio at least the following: a. Community involvement and volunteer experience including affiliation with other associations, etc. b. Volunteer involvement in the community c. Work or internship experience in hospitality industry d. Where do you want to be in 5/10 years? e. How has SIUSA had an impact on their achieving any of the above? ** This essay/bio should also emphasize what support they expect from SIUSA in their journey up the hospitality ladder. 5. YS should submit any additional support information including, but not limited to: a. Letter of recommendation from immediate boss if currently in the hospitality workforce b. Letter from College Professor or mentor if still in college c. Any other information that will give an appropriate overview of their qualities that should present them as a candidate of YS of the Year All applicants are required to have a photo, current resume submitted with contact information. III-34

69 PROCEDURE FOR ISSUING SIUSA CLUBS A LETTER OF REPRIMAND The SIUSA Board can issue a letter of Reprimand to the Board of a Skål Club with the prior agreement of the Executive Committee of Skål International only. In the event a SIUSA Club fails to function according to the Skål International Statutes and the SIUSA Articles of Incorporation, SIUSA By-Laws and Skål International Model Statutes for a Club, it may be necessary for the Club to be issued a Letter of Reprimand by the SIUSA Board with the recommendation of the Club's Regional Vice President. This Letter of Reprimand is a "warning period" to permit the Club in question to correct the reasons for the Letter of Reprimand and to resume proper operations and administration of the Club in order to avoid the potential suspension of their Charter by Skål International. (Skål International By-Laws, Article VIII) The reason for a Club being issued a Letter of Reprimand should be outlined. In cases where a Regional Vice President feels it is warranted to issue a Club a Letter of Reprimand, they will request this action be approved by the SIUSA Board upon presentation of the details involved. In most cases, there will be a review of the progress being made at succeeding SIUSA Board Meetings. Any additional Letter of Reprimand will be at the discretion of the Board based upon the Regional Vice President's recommendation. ACTION BY THE REGIONAL VICE PRESIDENT The Regional Vice President should: 1. Maintain a record of telephone communications, personal visits and correspondence relating to correcting the causes for issuing a Letter of Reprimand. 2. Write a formal warning to the Club's President with copies to the: - Club's SIUSA Representative(s) - Club's Board members - SIUSA President - SIUSA Vice President-Administration - SIUSA Administrator This warning letter should be sent via Certified Mail, Return Receipt Requested to the Club s President and the SIUSA Representative(s) and shall: a. State the specific problems. III-35

70 b. Review the efforts made by the Regional Vice President to-date to get the Club back "on track". c. Enclose a copy of Skål International By-Laws, Article VIII and SIUSA By-Laws ARTICLE 17. d. Issue a warning to the Club that the Regional Vice President will recommend to the SIUSA Board of Directors that they issue a Letter of Reprimand if serious and effective steps are not taken by the Club by a stated deadline to be determined by the Regional Vice President. 3. If results are not satisfactory at the time of the deadline, the Regional Vice President should: - Send a letter, Certified Mail, Return Receipt Requested, formally placing the Club on notice and requiring documented corrective measures to be received by him no later than one week prior to the next SIUSA Board of Directors Meeting. (Copies should be sent as in item #2.) - Review the measures at the SIUSA Board Meeting (preferably in closed session) and, if necessary, request Board approval to officially issue the Club a Letter of Reprimand. Unless there are extenuating circumstances, the Board will usually support the Regional Vice President's request. 4. If the Board votes to issue the Club a Letter of Reprimand, SIUSA President must obtain authorization of the Executive Committee of Skål International. 5. After obtaining authorization of the Executive Committee of Skål International to issue the Club a Letter of Reprimand the Regional Vice President should: - Send a formal letter, Certified Mail, Return Receipt Requested, to the Club's President, with copies as before in item #2 and Skål International, advising the Club it has officially been issued a Letter of Reprimand. - Review the status of the Club with the SIUSA Board of Directors at the next two (2) Board of Directors' Meetings. This should be a specific item in the Regional Vice President's quarterly report. 6. At the second SIUSA Board of Directors' Meeting, assuming the period was six (6) months, the Board, subject to the recommendation by the Regional Vice President, shall: III-36

71 a. Lift the Letter of Reprimand. b. Extend the review period until the next Board Meeting. c. Propose recommendation of further action, including suspension, to the Skål International Executive Committee. Note: In the event the review period is extended, the Board will review the matter at its next Board of Director s Meeting and generally, will take action (a) or (c) above. 7. Following the SIUSA Board of Directors Meeting, the Regional Vice President will advise the Club of the action taken by the Board in a letter, Certified Mail, Return Receipt Requested, to the President, with copies as before in item #2 and Skål International. 8. If the Regional Vice President believes that a Club is "non-functioning" and an immediate Letter of Reprimand is required, they shall: - Identify reason(s) for the action - Request the SIUSA President take a vote of the SIUSA Board. If the SIUSA Board votes for the Letter of Reprimand then proceed to #4 and #5 CLUB'S RIGHT TO APPEAL Within thirty (30) days of receipt of the Letter of Reprimand by the Regional Vice President, the Club must send any appeal it may wish to make before the Regional Vice President with a copy to the SIUSA Vice President-Administration. The appeal must be sent by Certified Mail, Return Receipt Requested. Appropriate documentation must be submitted to support the Club's position. The Regional Vice President will then review the Club's petition with a Committee consisting of the: SIUSA President SIUSA Vice President-Administration SIUSA International Skål Councillor III-37

72 SIUSA NEWS/PUBLICITY Each Club should appoint a Communications & PR Chairman to send press releases and photos of Skål activities, where appropriate, to local newspapers, radio and television outlets of local interest. Items of news interest include election of new Officers, installation of new Officers, installation of new Clubs, joint meetings with other Clubs. Items of possible national or international interest should be sent to the appropriate Regional Vice President, who will forward articles to the Vice President- Administration. The SIUSA Administrator will set up SIUSA Journeys and forward it to the Vice President- Administration for approval. SIUSA Journeys is published, electronically, four (4) times a year and can be found under NEWSLETTERS on the SIUSA website. III-38

73 SIUSA OFFICERS PINS AND PLAQUES Pins and insignia shall be of standard design, as approved by Skål International. PINS SIUSA President (*) SIUSA Past President V.P. Administration (*) V.P. Finance (*) This is a standard lapel pin surrounded by a gold wreath. This is a standard lapel pin surrounded by a silver wreath. This is a standard lapel pin with a half silver wreath over the upper half. This is a standard lapel pin with a half silver wreath under the lower half. Regional Vice President (*) This is a standard lapel pin with a small diamond chip at the low point of the emblem. Past SIUSA Officers Past SIUSA Officers who are not a Past President of SIUSA are provided with a lapel pin with a ruby chip at the low point of the emblem. NOTE: (*) Pins representing a current office are always the property of SIUSA and shall be returned to SIUSA when the term of office expires. PLAQUES Past SIUSA President This is a 10" x 15" walnut plaque with a 6-3/4" x 11-3/4" brass plate bearing a gavel and the name of the recipient. (See Appendix III-M) III-39

74 POLICY FOR UNOFFICIAL EVENTS SIUSA, believing that guidelines regarding unofficial events are necessary, issues this statement of its governing principles and: AFFIRMS any and all individual, Club or Regional events are not official SIUSA events and are not to be construed as conceived, developed, promoted or operated by SIUSA; AFFIRMS no individual, Club or Region shall state or allude to such an event as an official SIUSA sponsored event; AFFIRMS no individual, Club or Region shall be authorized to make any representations, incur any liabilities on behalf of, nor charge any expenses to SIUSA for any event which is not subject to reimbursement as specified in the current SIUSA Articles of Incorporation, its By-Laws nor the Manual of Instructions; AFFIRMS reimbursement to Regional Vice Presidents shall be limited to one regional event per year per SIUSA Region and only the Board of Directors may authorize exceptions to this policy; CALLS UPON any individual, Club or Region to cost such an event at a price offering which will include all attendant planning, development, promotional and operational costs which are a part of the event; and CALLS UPON any individuals, Clubs or Regions, the publication SIUSA Journeys or SIUSA to incorporate a disclaimer in any event offering. A possible example follows: Please note that by accepting this confirmation of space and assignment, you agree to hold SIUSA and its Officers harmless in all instances. Common carrier and other facilities included do carry proper coverage. If applicable, travel cancellation/trip interruption insurance is recommended. SKÅL INTERNATIONAL - REPORT FORM SI Form 3: Annual listing of National Committee Officers to be completed immediately following their election and filed on the Skål International website prior to March 31st at III-40

75 ACTION CALENDAR Action Calendar (SIUSA) To remind the SIUSA Board of Directors of important deadlines that must be met. RESPONSIBILITIES OF PRESIDENT Page III-41though III-44 list action that SIUSA must take, and deadline schedules. ACTION CALENDAR - SIUSA JAN APR JUL AUG OCT DEC Advise SI name of SIUSA ISC Councillor and Deputy Appoint Portfolios of SIUSA Board Appoint Standards & Processes Chair Submit Quarterly Report Report to the General Assembly at the Annual Meeting (may be in May or June) Submit Quarterly Report Report to the General Assembly at the National Committee Meeting (may be in September or October) Submit Quarterly Report Report of Nominations & Distribution Ballots Advise Clubs of Election Results Submit Quarterly Report III-41

76 ACTION CALENDAR - SIUSA RESPONSIBILITIES OF V.P.-ADMINISTRATION JAN FEB MAR APR Send List of SIUSA Officers to SI Submit minutes of SIUSA Board Meeting Plans SIUSA Board Meetings Send Notices & Agenda of Annual Meeting Submit Quarterly Report Report to the General Assembly at the Annual Meeting (may be in May or June) MAY Advise SI of SIUSA Articles of Incorporations Changes (may be a month later) Advise SI of SIUSA By-Laws Changes (may be a month later) Submit minutes of SIUSA Board Meeting and AGM (may be a month later) JUN JUL AUG SEP OCT DEC Plans SIUSA Board Meeting Send Notices & Agenda of National Committee Meeting Submit Quarterly Report Report to the General Assembly at the National Committee Meeting (may be in September or October) Advise SI of SIUSA By-Laws Changes (may be a month later) Submit minutes of SIUSA Board Meeting and NCM (may be a month later) Submit Quarterly Report Plans SIUSA Board Meeting Submit Quarterly Report III-42

77 RESPONSIBILITIES OF V.P.-FINANCE ACTION CALENDAR - SIUSA Prepare Monthly Financial Reports & distribute to all Board Members and Auditors JAN FEB APR Make sure clubs submitted SIUSA Membership List to SI for card issuance Post Financial Reports for Members Pay SI for Membership Cards Submit Quarterly Report Post Financial Reports for Members Report to the General Assembly at the Annual Meeting (may be in May or June) Transfer Florimond Volckaert Funds to SI MAY Send Financial Report to SI (may be a month later) JUL AUG OCT NOV DEC Submit Quarterly Report Transfer Florimond Volckaert Funds to SI Post Financial Reports for Members Report to the General Assembly at the National Committee Meeting (may be in September or October) Submit Quarterly Report Transfer Florimond Volckaert Funds to SI Post Financial Reports for Members Prepare SIUSA Proposed Annual Budget Submit SIUSA Proposed Annual Budget to SIUSA Board for Approval Transfer Florimond Volckaert Funds to SI Submit Quarterly Report III-43

78 ACTION CALENDAR - SIUSA RESPONSIBILITIES OF REGIONAL VICE PRES. Review Clubs Minutes of Monthly Board Meetings & General Meetings every month MAR APR JUN JUL SEP OCT DEC Check with Clubs in your Region to determine the delegate for the NAASC Congress and SIUSA AGM Submit Quarterly Report Prepare for your Regional Meeting (may be a month later) Check with Clubs in your Region to determine the delegate for the SIUSA NCM Submit Quarterly Report Check with Clubs in your Region to determine the delegate for the SI Congress Submit Quarterly Report Submit Quarterly Report RESPONSIBILITIES OF ISC COUNCILLOR Send thank you letters for donations to Monthly MAR APR JUN JUL AUG OCT DEC Submit Agenda Items for SI Congress Submit Quarterly Report Report to the General Assembly at the Annual Meeting (may be in May or June) Check with Clubs in your Region to determine the delegate for the SIUSA NCM Submit Quarterly Report Report to the General Assembly at the National Committee Meeting (may be in September or October) Submit Quarterly Report Submit Quarterly Report III-44

79 SIUSA BOARD OF DIRECTORS President SIUSA Administrator ISC Councillor Vice President Administration Vice President Finance Vice President Region I Vice President Region II Vice President Region III Vice President Region IV Vice President Region V APPENDIX III-A

80 FORMAT FOR SIUSA PRESIDENT QUARTERLY REPORT Date: To: From: SIUSA Board Members SIUSA President Subject: Quarterly Report - Period Ending 1. Introduction with general comment to include follow up items from last Board Meeting and progress report on any specific projects or issues. 2. Other Activities (i) Immediate Past President (ii) Vice President-Administration (iii) Vice President-Finance (iv) SIUSA Administrator (v) Region I (vi) Region II (vii) Region III (viii) Region IV (ix) Region V (x) I.S.C. (xi) Skål International (xii) SIUSA Journeys (xiii) Other Events 3. Schedule for next Quarter 4. Summary (with final comments) APPENDIX III-B

81 FORMAT FOR VICE PRESIDENT-ADMINISTRATION QUARTERLY REPORT Date: To: From: SIUSA President and Board Members SIUSA Vice President-Administration Subject: Quarterly Report - Period Ending 1. Follow up from Last Board Meeting 2. Project Progress 3. Standards & Processes Committee 4. Club Visited (Functions) 5. Club Visited (Board Meetings) 6. SIUSA Clubs - Administrative Reports 7. Congress Information 8. SIUSA Journeys 9. Other Business 10. Board Meeting Topics APPENDIX III-C

82 FORMAT FOR VICE PRESIDENT-FINANCE QUARTERLY REPORT Date: To: From: SIUSA President and Board Members SIUSA Vice President- Finance Subject: Quarterly Report - Period Ending 1. Follow up from Last Board Meeting 2. Project Progress 3. Financial Statements 4. Florimond Volckaert Fund 5. Club Visited (Functions) 6. Club Visited (Board Meetings) 7. Other Business 8. Board Meeting Topics APPENDIX III-D

83 FORMAT FOR REGIONAL VICE PRESIDENT QUARTERLY REPORT Date: To: From: SIUSA President and Board Members Regional Vice President - Region Subject: Quarterly Report - Period Ending 1. Last Quarterly Report - (Follow up) 2. Project Report (to include items assigned from the previous SIUSA Board Meeting) 3. Committee Report (to include items assigned per portfolio) 4. Club Visits (General Membership Meetings) (list all Clubs in Region and include date of last visit by Regional V.P.) 5. Club Visits (Board Meetings) 6. Clubs Administrative Status Report a. Monthly Meeting minutes b. Statutes Update c. Florimond Volckaert Fund d. Other Items 7. Special Events (within Region) 8. Other Business 9. Topics for Discussion (at the SIUSA Board Meeting) 10. Next Quarterly Activity APPENDIX III-E

84 FORMAT FOR SIUSA ISC COUNCILLOR QUARTERLY REPORT Date: To: From: SIUSA President and Board Members SIUSA ISC Councillor Subject: Quarterly Report - Period Ending 1. Follow up from Last Board Meeting 2. Project Progress 3. International Skål Council 4. Florimond Volckaert Fund 5. Skål International Statutes and By-Laws 6. Club Visited (Functions) 7. Club Visited (Board Meetings) 8. Other Business 9. Board Meeting Topics APPENDIX III-F

85 SIUSA ADMINISTRATOR RESPONSIBILITIES The SIUSA Administrator s responsibilities are listed in detail on the SIUSA website and in general include: Club Service The SIUSA Administrator serves and assists all SIUSA Clubs and SIUSA Members by answering questions of Clubs, Officers of Clubs and Members on a regular basis. The SIUSA Administrator maintains an inventory of Skål pins, plaques, certificates and banners that will insure requests from Clubs can be sent within 48 hours of receipt. Communication The SIUSA Administrator keeps SIUSA Officers informed of the SIUSA Administrator s activities. Handles written or electronic correspondence and phone calls in a timely manner including the coordination of SIUSA website updates on a timely basis. Assists with the distribution of all information to Board of Directors and Members, i.e. quarterly SIUSA Journeys newsletter and monitor s and facilitates postings to Facebook and LinkedIn. The SIUSA Administrator keeps the President and the Board of Directors informed on all communications from SIUSA Members and SIUSA Clubs regarding concerns, membership inquires, compliance with procedures etc. The SIUSA Administrator interacts as a liaison between SIUSA and the Skål International Executive Committee. Adherence to Policy The SIUSA Administrator complies with organizational policies, procedures and practices. The SIUSA Administrator is required to notify the SIUSA Board of any questions concerning compliance with Skål International Statutes and By-Laws. Record Keeping The SIUSA Administrator maintains all records and files per SIUSA policies and prepares a quarterly written report. Records and work/research notes are complete and legible. Appropriate file maintenance is conducted including maintaining mailing addresses for receipts and correspondence as well as an updated SIUSA Membership list that is in agreement with Skål International list. Records are kept with the date/time of all mail, and faxes received at the SIUSA Administrator office. Financial The SIUSA Administrator in addition to maintaining the organizations financial records and banking coordinates with the Vice President-Finance and investment advisor on the status of the APPENDIX III-G1

86 SIUSA portfolio on a quarterly basis, provides all materials requested as needed for auditors within 10 business days of request, communicates with the organization s external CPA firm in filing the annual Form 990 and is the liaison with insurance company. The SIUSA Administrator provides any information and input necessary to the President and Vice President-Finance for the preparation of the operating budget, works with the SIUSA Accountant on accounting reconciliation of all financial matters to insure SIUSA is maintaining compliance with all tax laws and advises the Vice President-Finance prior to payment of any expense that is over budget. APPENDIX III-G2

87 SIUSA RECORD RETENTION PROGRAM SIUSA has established a record retention program for the following purposes: To identify the basic documents necessary in its operation and to ensure that these documents are retained for whatever time period is necessary. To comply with the requirements of Federal law which are applicable to the records the association maintains. To document the process by which records are consistently and impartially retained or disposed of in accordance with applicable laws and the needs of the association so that, if necessary, the process can be substantiated. The following is a record retention schedule, which outlines the basic documents necessary for the operation of the association and the prescribed period for the retention of each. Documents itemized are listed according to the following categories: Accounting Corporate Insurance Taxes Other Records described on the schedule should be kept for the period indicated and then destroyed. If it is indicated that a record should be kept permanently, it should never be destroyed and should be easily accessible. If documents are kept in storage during the retention period, they should be reasonably accessible and should be destroyed when the period expires. The department or individual who has responsibility for a record is required to follow its retention schedule. There should be no deviation from this program without prior approval from the SIUSA President, Vice President - Administration and the Vice President - Finance. APPENDIX III-H1

88 SKÅL INTERNATIONAL UNITED STATES OF AMERICA RECORD RETENTION SCHEDULE TYPE OF RECORD RETENTION PERIOD ACCOUNTING Accounts receivable (invoices, sales journals) Accounts payable (subsidiary records) Audit reports and annual financial statements Bank statements and reconciliations Budgets (organizational, departmental) Canceled checks (all other) Depreciation records for fixed assets Expense reports Financial statements (used internally) General ledger and general journal Invoices to members Three years Three years Permanent Permanent Three Years Seven years Permanent Three years Three years Permanent Three years CORPORATE Annual reports Articles of Incorporation Bylaws and Constitution Contracts (current) Permanent Permanent Permanent Permanent APPENDIX III-H2

89 TYPE OF RECORD RETENTION PERIOD CORPORATE (cont'd) Contracts (expired) Minutes (Board and executive committees) Minutes (other Board committees) Reorganization records Trade mark registrations Six years Permanent Five years Permanent Permanent INSURANCE Insurance policies (current) Insurance policies (expired) Insurance claims and accident reports Permanent Three years Six years TAXES Information returns (Form 990) Permanent OTHER Correspondence (general) Correspondence (legal and important matters) Information related to Association meetings Information related to Association publications Membership records Press releases Training manuals Three years Permanent Five years Five years Five years Five years Permanent APPENDIX III-H3

90 SIUSA TRAVEL EXPENSE EXPLANATION OF ITEMS The following are explanations of items when completing an expense report for SIUSA: Airfare Coach promotional airfare is reimbursable. Economy Plus, full rate coach, business class and first class airfares are generally not reimbursable. Airfares that are not promotional should be documented. Purchase airline tickets as early as possible to take advantage of generally lower airfares. SIUSA authorized travelers can request immediate reimbursement for advance purchase of airline tickets by submitting Request For Advance Payment Form electronically to the Vice President Finance for approval. SIUSA understands that airfares can be somewhat volatile. Qualified Skålleagues Travel Agents could be consulted to determine if the lowest airfare available is being purchased, particularly with high dollar and international airfares. The appropriate receipt should show the confirmation number, flight itinerary, ticket number, form of payment and cost of the airline ticket. Checked Baggage Many airlines now charge a fee for checked baggage. In general, SIUSA travelers are authorized to be reimbursed for one (1) piece of checked baggage unless in their judgment and additional piece of checked baggage is required to support their duties at a SIUSA function (i.e. congress, board meeting, etc.). A valid airline receipt is required for reimbursement of checked baggage fees. SIUSA encourages SIUSA travelers to use airlines which may offer competitive airfares without a charge for checked baggage and not causing a major inconvenience to a SIUSA traveler. Hotel Accommodations Standard accommodations are reimbursable. Mini-suites and suites in full service properties are not reimbursable (exceptions may be approved by the SIUSA Board for the SIUSA President at SIUSA Board Meetings, NAASC and Skål International congresses. When SIUSA travelers are visiting Skål Clubs, they should determine if the Club can provide complimentary or preferred reduced rate for accommodations. APPENDIX III-I1

91 As a guideline, SIUSA s budgeted rate for accommodations at SIUSA Board Meetings is $ per night including local taxes and breakfast. The appropriate receipt is required for reimbursement of hotel accommodations. Meal and Incidental Daily Allowance The maximum daily meal allowance is $60.00 per day for breakfast, lunch, dinner and incidental expenses. No liquor expenses allowed. Receipts are required for all meals of $25.00 or more. When visiting Skål Clubs, the club should provide complimentary lunch or dinner when attending a Skål Club Meeting. Gratuities The SIUSA guideline for gratuities / tips is 15% for meals Mileage Mileage is reimbursed at the IRS / GSA Privately Owned Vehicle (POV) Mileage Reimbursement Rate in effect on the date of travel. The Vice President - Finance will advise SIUSA travelers of the current reimbursable rate at the beginning of each year ( Mileage reimbursement should be supported by a MapQuest printout showing estimated distance and verification of mileage. SIUSA travelers should determine if car rental may be more economic than mileage reimbursement for longer trips. Tolls Toll receipts or copy of EZ Pass or Cruise Card statement should be attached to expense report to support toll expenses. Foreign Currency Transactions Foreign currency reimbursements should be supported by a foreign exchange printout or copy of credit card statement for credit card transactions. One of the foreign exchange currency converters is Oanda.com. Select your currency to convert, interbank to 0%, and set the date of the transaction. See APPENDIX III-I2

92 Unreceipted Expenses Receipts should be obtained for all expenditures when possible. Receipts are required for all expenditures of $25.00 or more. Unreceipted expenses should be supported by separate expense Chit (see attachment) i.e. gratuities, tips, etc. Unauthorized Expenses These types of expenses will NOT be reimbursed. Spouse airfares and meals Shoe shines Massages Private limo transfers Excessive telephone and internet charges Liquor charges. Etc. Travel Insurance SIUSA provides blanket travel insurance coverage for the SIUSA Board and other SIUSA authorized travelers through the Travelex Partner Advantage Travel Protection Plan, or other recognized plan. The coverage provides $5,000 in medical expense benefit. Since this amount is considered inadequate for a major medical event, additional coverage is available, as required, for travelers who are covered by Medicare, as well as certain private insurance plans that do not provide medical insurance coverage outside the United States or only limited coverage. Additional medical expense coverage up to $50,000 is available through the Travelex Travel Select Plan, or other recognized plan. If additional coverage is required, please contact the SIUSA Administrator. Submission of Expense Reports All expense reports are submitted electronically to the Vice President -Finance. A hard copy expense report with appropriate receipts attached is mailed to the Vice President - Finance. Expense reports should be submitted not later than 30 days after an event. Regional Vice Presidents should submit an expense report at least every 90 days for membership / club development activities. Separate reports should be submitted for each function, i.e. do not combine membership / club APPENDIX III-I3

93 development expenses with SIUSA / NAASC Congress expenses. All expense reports MUST be signed by the submitter. Approval of Expense Reports All expense reports are approved by the Vice President - Finance and then the SIUSA President APPENDIX III-I4

94 SKÅL INTERNATIONAL U.S.A. EXPENSE REPORT NAASC Congress Please X Check applicable boxes! International Congress Regular Business NAME AREA/TITLE CITY DATE TOTAL Breakfast incl. Tips Lunch incl. Tips Dinner incl. Tips Lodging incl. Tips Mileage / Gasoline Taxi incl. Tips Car Rental Air, Sea, Bus Fare Tolls Parking incl. Tips Telephone Postage Meeting Expenses Printing & Copying Misc. TOTALS FOR TRIP NOTES: Cash Advance from page 2 Final Reimbursement In Kind Donation I certify that all expenses were made in the interest of Skål and I request reimbursement Signature Date: Approved By: Accounting Totals Conference, Meeting Transportation Lodging Meals Communication Printing Misc. Control Amount Approved By: Paid Check # Date Rev 7/31/14 APPENDIX III-J1

95 NAME FROM TO DETAILED EXPLANATION OF EXPENSE Date City Vendor Reason for spending Use column as needed for Amount, Currency, Exchange rate Total Control Amount (see page 1) Difference (must be zero) Advance needs to be entered here Cash Advance Final Payout AMOUNT APPENDIX III-J2

96 APPENDIX III-K

97 SIUSA GRATUITY / TIP CHIT Date: SIUSA GRATUITY / TIP CHIT Date: Amount: Amount: Paid to: Paid to: Reason: Reason: SIUSA GRATUITY / TIP CHIT Date: SIUSA GRATUITY / TIP CHIT Date: Amount: Amount: Paid to: Paid to: Reason: Reason: APPENDIX III-L

98 Past President Plaque Coming soon APPENDIX III-M

99 CLUBS

100 CLUB BOARD OF DIRECTORS The Club shall be governed, in accordance with the Skål International Model Statutes For a Skål Club and its local amendments, if any, by a Board of Directors. The Board of the Club has the authority to cast a vote on all SIUSA matters. Failure of a Club to return its ballot(s) within the time specified may subject the Club to a Letter of Reprimand on the charge of Failure to Function. (See SIUSA By-Laws ARTICLE 5, ARTICLE 16 and ARTICLE 17) The SIUSA Board of Directors shall keep the Club s Board advised of matters they have acted upon, and the Club s Board shall so advise the membership of the Club. The Club s Board is responsible for the day-to-day operation of its Club. The amount of business brought before the regular membership meeting shall be kept at a minimum. Both the SIUSA Board of Directors and the Club's Board must accept their responsibilities and act promptly on matters before them. Copies of the minutes of any meeting of the Club's Board and a brief report of each General Meeting shall be sent to the Regional Vice President and the SIUSA Administrator within fifteen (15) days of each meeting. The required reporting form is available from the SIUSA Administrator or may be copied from Appendix IV-B. IV-1

101 CLUB STATUTES The Club s Statutes must be based on the Skål International Model Statutes For a Skål Club and hereinafter referred to as the Club Statutes Modifications are allowed, provided that they do not conflict with the fundamental principles of Skål, and are in keeping with the Official Publications of Skål International and the SIUSA By- Laws. (See Club Statutes, ARTICLE 37) Additional internal regulations may be adopted by the Club, provided that they in no way contravene neither the Official Publications of Skål International nor the Model Statutes. The proposed changes or amendments are subject to the same review process as those for the Club Statutes. Each Club is required to send a copy of its Club Statutes to its Regional Vice President for review, correction and suggestions. Having completed the changes, the Club then submits a copy of the revised Club Statutes to its Regional Vice President for final review and recommendations. The Regional Vice President, having been satisfied that the changes proposed conform to the criteria of the Model Statutes and are not in conflict with the SIUSA By-Laws, will advise the Club to send a copy to Skål International for review and approval. Skål International, finding the proposed changes to be in order, will notify the Club with a certified copy of the Club Statutes. The Club will then send a certified copy of the Club Statutes to the Regional Vice President, SIUSA Administrator and to the Members of its Club. It is always advisable for the Clubs to communicate with their Regional Vice President before action is taken on a proposed amendment. IV-2

102 SIUSA ANNUAL REPORT OF ACTIVITIES SIUSA requires every Club to provide a brief activities report for the year, using the SIUSA Annual Report of Activities template (see Appendix IV-C). It is the responsibility of the Club Secretary to complete this form for the SIUSA Administrative Year (January 1 - December 31 and to forward a copy before February 15th to the SIUSA Administrator and a copy to their SIUSA Regional Vice President. One copy should be retained in the Club's permanent files. Some of the data for this report should be used by the officers when preparing the annual reports for the March Annual Meeting. Instructions for completing the SIUSA Annual Report of Activities: ACTIVITIES FOR THE YEAR - Insert the year just completed. 1. Number of Members: January 1 - Insert the number of Members by category as of the beginning of the year just completed. December 31 - Insert the number of Members, by category, as of the end of the year just completed. Difference - Subtract December's figure from January's figure. If the result is a negative number, show the number preceded by a minus sign ( - ). 2. Average attendance of your Members at regular Club events - Take this information from your attendance report (Appendix IV-K). You arrive at the average by adding the attendance of all Members (by category) and dividing the sum of the number of the regular meetings held during the year (usually 10). 3. How many Members attended: Your Annual General Assembly - See your attendance report. NAASC Congress and Skål International Congress - If in doubt, check with your SIUSA Representative or President. 4. Activities: Traditional meetings, Weekend excursions, Inter-Club meetings, joint association meetings, Gala Dinners - Balls, etc - Show the total number of Members in attendance (by category) for the various types of meetings. Example: If you had 8 traditional meetings, and attendance of Active Members totaled 210, show that number under ACTIVE. If during those meetings the total number of Life Members in attendance was 28, write 28 under LIFE, etc. If you had an Inter-Club meeting, etc. or a Gala Dinner - Balls, count only your Club's Members. IV-3

103 5. Comments - You may have had some unusual circumstances, which caused your statistics to be unique. Note this here and, if necessary, use an additional sheet or the back of the form. Signature and Date - Be sure to sign, giving your title in the Club and date the report before mailing. IV-4

104 MEMBERSHIP PROPOSAL FORM The "Membership Proposal Form" (see Appendix IV-D), or any approved variation or duplication thereof, must be used by all SIUSA Clubs. For the Membership Proposal Form for Young Skål see Appendix IV-E. The best time to inform prospective members concerning the attendance requirement and the objectives of Skål is when a prospect considers accepting an invitation to become a member of a Skål Club. Note: Membership is an individual membership, not a corporate membership. There is a corporate membership which is handled separately. In addition, once the club submits for final approval the "Membership Proposal Form", the club is financially responsible. It is suggested that the club receives payment prior to giving final club approval. Membership proposal forms are located at INFORMATION FOR NEW MEMBERS A prospective new member, when submitting the Membership Proposal Form, should be given the information outlined in Appendix IV-F and IV-G. The contents of this are the information sheet and the "What is Skål?" brochure, which may be incorporated in a letter from the Club President. The "What is Skål?" brochure (see Appendix IV-H) is available through the SIUSA Administrator. The Club should keep a supply of these on hand. IV-5

105 PROCEDURES FOR INVITATION TO MEMBERSHIP ACTIVE MEMBERSHIP (See Skål International By-Laws, Article 1, Section 1, 1.1) 1. A Member wishing to propose a candidate shall first check with the Membership Committee to determine the candidate's qualification for membership. If so, obtain the "Membership Proposal Form" (See Appendix IV-D). 2. Member then ascertains if the candidate will accept the invitation, if officially extended. (a) Only industry classifications, approved by Skål International, qualify for Active Membership. Membership Committee will answer any questions the candidate may have. The current list of industry classifications can be found under Skål International By- Laws, Article 1, Section 1 (b) Candidate's employment must be full-time, and their place of business or residence must be within the Club's boundaries as defined by the SIUSA Board of Directors. (c) Prospective member must have a minimum of three (3) years professional activity in the travel or tourism industry. (d) One (1) year's residence in the community and one (1) year's service in the qualifying position will be generally considered as required for membership. These two (2) requirements may be waived by a vote of the Club s Board. (e) Candidate may be proposed and seconded only by voting Members of the Club, who have been a member for at least two (2) years, neither of whom is connected with the candidate's own company, and neither of whom is the President nor the Secretary of the proposing Club. ASSOCIATE MEMBERSHIP (See Skål International By-Laws, Article 1, Section 1 (f)) Former Active Members, who have been Active Members for at least five (5) years and who, through a change in their occupation, are no longer qualified for Active Membership, but still remain in a responsible position closely connected with travel and tourism. It is the member s responsibility to notify the Secretary of their Club of their change in occupation and to request that their membership status be changed from Active to Associate Member, if they qualify. Persons working in a responsible position closely connected with travel and tourism may apply for membership. IV-6

106 Associated membership is limited to 10% (ten percent) of the Active and Life Members in a Club. HONORARY MEMBERSHIP (See Club Statutes, ARTICLE 34) The Club has the right to grant the title of Honorary President or Honorary Member, followed by the name of the Club, to any Active, Life or Retired Skål Member considered to meet such a title. 1. Honorary (SIUSA) - The SIUSA Board may propose, subject to a vote of an absolute majority at the next SIUSA Annual Meeting, the distinction of Honorary President and Honorary Member of SIUSA on past or present members of the SIUSA Board who retain their Active, Life or Retired Membership status. 2. Local - This category has been discontinued by Skål International. 3. The title Membre d Honneur may only be used by Skål International. 4. Life membership shall not be used as a distinction. Life is a Skål International membership category which is now closed. RETIRED MEMBERSHIP (See Skål International By-Laws, Article 1, Section 1 (d)) * Eligibility: See Club Statutes, ARTICLE 10. LIFE MEMBERSHIP (See Skål International By-Laws, Article 1, Section 1 (c)) * Eligibility: See Club Statutes, ARTICLE 8. This category was closed in April 2006 following the decision of the General Assembly in Zagreb in IV-7

107 YOUNG SKÅL MEMBERSHIP (See Skål International By-Laws, Article 1, Section 1 (e)) 1. A Member wishing to propose a candidate shall first check with the Membership Committee to determine the candidate's qualification for membership. If so, obtain the Membership Proposal Form for Young Skål at (see Appendix IV-E). 2. Member then ascertains if the candidate will accept the invitation, if officially extended. (a) Only tourism students and young professionals in the travel and tourism industry qualify for Young Skål Membership. Membership Committee will answer any questions the candidate may have. (b) Candidate's employment, school or residence must be within the Club's boundaries as defined by the SIUSA Board of Directors. (c) Prospective member will have been a student or young professional in one of the classifications described in Skål International By-Laws, Article I, section 1 for at least two (2) year (d) Young Skål Student is a student at an authorized, tourism, educational establishment which grants a degree or recognized diploma upon completion of studies. They must be a minimum of 18 and a maximum of 27 years of age (e) Young Skål Professional is a young professional training for or working in the industry. They must be a minimum of 20 and a maximum of 29 years of ages. (f) Young Skål Associate is a Young Skål Professional still training for or working in the industry after the age of 29 who does not yet qualify for Active membership may continue as Young Skål Associate member until the age of 35. It is recommended setting the minimum age at 21 years of age due to the drinking age. 3. A club may allow a Young Skal Professional to vote at the club level. 4. A Young Skal Professional may be elected to serve on the Board of Directors of a club. IV-8

108 MEMBERSHIP DEVELOPMENT FINANCIAL ASSISTANCE FOR DEVELOPMENT: Financial assistance for development will be available from the special Development Fund from both Skål International and SIUSA. Applications for financial assistance must be made in advance of the proposed function to Skål International with a copy to the SIUSA Vice President Finance and club s SIUSA Regional Vice President. Retroactive requests for financial assistance will not be considered. Requests approved in advance of the event will be paid on presentation of the appropriate invoices after the event has been held. Funding will be provided on a three- way split (Skål International, SIUSA, the Club) up to a maximum amount of EUR 300 from Skål International. Please note that funding from Skål International or SIUSA for development assistance does not cover meal costs for function attendees. In line with the directive from the Membership Development Director a list of potential members in the area where the Club is should be forwarded to the General Secretariat. A detailed plan using the guidelines contained in the Skål Membership Development Seminar PowerPoint presentation available from Skål Net in the Membership Development section, must be forwarded with the application for financial assistance. A special form is available with these explanatory notes to help with the application. Money will be available for the formation or reactivation of a Club and a substantial net increase in the number of members in a Club. Financial support is available for the following: Transportation Accommodation Printing and promotional material Cocktail or other promotional event. Audio visual hire costs e.g. data projector, screen etc. Internet connection expenses for Skål Net demonstration & Skype connection. Copies of the Skål Promotional DVD for seminar attendees The Executive Committee will decide each case on its merits and the financial assistance will be relative to the increase of the number of Skål members. The Executive Committee s decision in this regard will be final. Details of the annual budget allocated by the Club for Development and promotion of the Movement in the Club should be included. The payment will be considered on a one for one IV-9

109 (Dollar for Dollar) basis and the maximum payable in any one case will be three hundred Euro ( ). Any request approved by Skål International is automatically approved by SIUSA. Payment by Skål International is being offered as a credit issued to the Club, based on the exchange rate when the credit is received. Payment by SIUSA will be by check. It is expected that Clubs with substantial financial resources will not apply for assistance. No application will be considered unless it is accompanied by vouched documents. IV-10

110 RECOMMENDED PROCEDURES FOR THE INDOCTRINATION OF NEW MEMBERS The following represents the recommended procedures for SIUSA Clubs introducing new Members to the world of Skål and inducting them into the Club. Hopefully, this recommendation will help both the Club and the new Member. Upon completion of the recommended procedure and indoctrination of a new Member, the Membership Chairman or President will complete the checklist form (see Appendix IV-G). 1. INDOCTRINATION A. At the next meeting of the Board, the new Member and their sponsor (and/or second) should be invited to meet the Officers of the Club. At a mutually convenient time and place, the Club's SIUSA Representative, and/or Chairman of the Membership Committee, should acquaint the new Member with the basic details and background of the Skål Movement. B. This indoctrination should include the "What is Skål?" booklet. C. An explanation should be given concerning - i. Organization of the local Club. ii. Organization of SIUSA. iii. NAASC. iv. Organization of Skål International. D. Information should be given concerning the Annual NAASC Congress and the Annual Skål International Congress and the advantages of the Members' participation. E. The candidate should be given a set of the Club's Statutes and encouraged to review same. F. A brief explanation should be given concerning the Florimond Volckaert Fund and the purpose of this fund. G. The candidate should be given a copy of the Skål toast, and asked to memorize it and be prepared to recite it when called upon by the President. The proper form is as follows: IV-11

111 To Fellow Skålleagues Everywhere (membership repeats each line) Happiness Good Health Friendship Long Life Skål! Other items can be covered as warranted, and the new Member given ample opportunity to ask questions. The Chair of the Membership Committee should complete the indoctrination and induction checklist. (See Appendix IV-G) H. After meeting all the requirements, indoctrination by the Club s Board, approval by Skål International and payment of dues the candidate is then scheduled to be pinned at the next regular meeting. 2. INDUCTION Prior to induction into Skål, a new Member should be given the basic organization orientation by the SIUSA Representative or the Chairman of the Membership Committee, as previously recommended. Included would be a copy of the Club's Statutes and the "What is Skål?" booklet. Induction into the local Skål Club should be at one of the regularly scheduled meetings of the Club and not at a "make up" or "outing" meeting. The brief ceremony should be conducted by the current President or the highest ranking officer of the Club. The following is a recommended procedure for this occasion: The Inducting Officer calls the new Member, the proposer (and the seconder) to step to the podium, and request the Skålleague proposing the new Member to give a brief introduction including a summary of their professional background, current affiliation and responsibilities. The Inducting Officer will officially welcome the new Member into the Club and present the Skål membership certificate, copy of the Club s roster and Skål pin. (The certificate should be framed.) (See Appendix IV-I) The new Member should then be called upon to give the Skål toast. If more than one Member is being inducted, one is invited to give the toast. IV-12

112 MEMBERSHIP CERTIFICATE Each Member shall be presented with a standard membership certificate, supplied by Skål International. The certificate should be suitably framed. Skål International will issue a Membership certificate for new Members, after having certified eligibility, and forward same to the local Club for presentation to the Member. 25 and 50 YEAR MEMBERSHIP CERTIFICATES Certificates honoring a Skålleague's 25 and 50 years of membership are available from the SIUSA Administrator. These should be ordered from the appropriate Regional Vice President giving the correct name to appear on the certificate and recipients effective date of Skål Membership. It is recommended awards be presented on a special occasion such as the Club's Annual Meeting, Installation of Officers banquet, Christmas meeting, etc. 25 Year Award A silver embossed certificate. (See Appendix IV-J) 50 Year Award A wooden, laser engraved, SIUSA plaque with brass plate engraved as follows: (Name) in recognition and with sincere appreciation of your invaluable contribution during your 50 YEARS membership in Skål IV-13

113 DUTIES OF MEMBERS ATTENDANCE Minimum attendance requirements for all members: Attend as regularly as possible, but not less than three (3) times per calendar year. Failure to meet this requirement can result in withdrawal of membership. (See Club Statutes, ARTICLE 12 (d)) Attendance at other Clubs (Make-up) are counted toward annual requirement, as long as member provides their Club s Secretary with an attendance record for visiting Skålleagues from the Club attended. NOTE: Participation in Club Board or other scheduled committee meetings shall not be credited towards attendance requirements. The Club Secretary shall be responsible for maintaining a current record of attendance for all members (Appendix IV-K). The Board, however, may appoint an Attendance Chairman whose duties may include: Review Members' attendance Contact Members delinquent in attendance Recommend action necessary to assure satisfactory attendance, make quarterly reports to the Board regarding the possible corrective action concerning Members' attendance and interest in meeting the requirements. The Club Secretary will send a letter, to the Regional Vice President, no later than January 31, indicating that the Members of their Club are in compliance with attendance requirements. ATTENDANCE - VISITING SKÅLLEAGUES Members are encouraged to experience the "Amicale" of Skål by attending other Clubs. Members should call ahead to determine the location of the meeting and to prepare the Club in projecting their seating and meal requirements. IV-14

114 INTER-CLUB TRANSFER-OF-MEMBERSHIP Active Member: Eligible Active, Life, Retired Members or Young Skal only (See Club Statutes, ARTICLE 16 Member's responsibility to request transfer It is the responsibility of the Club Secretary to complete the Transfer Form found online at the Skål International website at and send to the club where the member wishes to be transferred Acceptance by new Club Effective date of transfer No second dues in year of transfer (See Skål International By-Laws, Article 1, Section 1, 1.5 (a), (i)) Transfer Status: If there is no Skål Club within reasonable distance of the new place of business or residence, the transfer status may also be granted by his original Club. The member may also become an Active Individual member (See Club Statutes, ARTICLE 16 (d), Skal International By-laws, Article 1, Section 1, 1.5,(a), (ii)) Associate Members: Skål International makes no provision for transfer of Associate Membership (See Club Statutes, ARTICLE 16 (e)) Retired Members: Procedure same as Active Members Life Members: Procedure same as Active Members This category was closed in April 2006 following the decision of the General Assembly in Zagreb in Young Skal Members: Procedure same as Active Members Honorary (Club): Procedure same as Active, Life or Retired Members, except the designation of Honorary (Club) terminates with the transfer; transferee's membership category reverts back to that at the time immediately prior to transfer. (See Club Statutes, ARTICLE 34 (b), (i)) It is the responsibility of the accepting Club to maintain all records of the Skål Member from the time of acceptance, until they move and are accepted, into another Club. IV-15

115 DUES AND FEES The Club's Treasurer must send on or before January 31, a check, payable to SIUSA, for the Club's membership dues to SIUSA (including Skål International dues). The check for dues is sent to the SIUSA Administrator. The club is financially responsible for any member still listed on the Skal International website on February 28th. It is suggested to drop any member not paid by February 1st. To reinstate a member who paid late, just send an to the Skål International requesting to reinstate a member. Skål International Annual Membership Fee: Based on Euros. (SIUSA will convert into U.S. Dollars by September 30 for the following year and advise the Clubs) Skål International Initiation Fee: Based on 25 Euros. SIUSA will convert into U.S. Dollars by September 30 for the following year and advise the Clubs) SIUSA Annual Membership Fee: SIUSA dues, which includes Skål International dues, will be advised by September 30th. Dues for new Members inducted during the year must be sent by check, payable to SIUSA, to the SIUSA Administrator. Clubs Initiation Fee and Annual Membership Fee: Each Club shall establish its own initiation fee (Admission Fee) (See Club Statutes, ARTICLE 15) and local annual dues (See Club Statutes, ARTICLE 27) It is important that the annual dues received by the Club from its members shall be commensurate with the standards of Skål membership, and sufficient to sustain the expenses of the Club, including the expense of sending the SIUSA Representative(s) to the NAASC Congress, SIUSA National Committee Meeting and a delegate to the Skål International Congress. Reinstating a Member Any member whose membership was dropped and wants to be reinstated must pay all back dues. The club needs to send an to the Skål International requesting to reinstate a member. If the former member was not a member last year, they could file a new application to avoid paying all the back dues. This would not be available for Life or Retired members. They will have to pay all the back dues. All members reinstated during the year deleted will not have to pay the Skål International Initiation Fee. IV-16

116 MEMBERSHIP CARDS All Skål members receive a membership card designed and issued by Skål International. A new card is issued annually by Skål International for each member. The cards are mailed to the local Clubs. For all new Members, including those of new Clubs, who have paid their annual membership dues in full, or the reduced rate, a membership card will be issued by the Secretariat of Skål International, irrespective of when in the year the Member is accepted. (See Skål International By-Laws, Article IX, Section 1 (b)) Membership cards are valid beginning in 2014 for two years. New members will be issued for the year issued, plus a grace period through March 31 of the following year. Membership cards contain the member's last and first names, Club affiliation, membership classification and Skål International membership number. The membership number serves as the password for gaining access to the website. When attending other Clubs as visitors, Skålleagues are urged to present their card to the appropriate Club officer; Club officers are required to verify current membership of visitors not known to them. IV-17

117 SIUSA DELEGATE TO NAASC CONGRESS AND SIUSA ANNUAL GENERAL MEETING Each Club is required to send its SIUSA Representative(s) or Alternate(s) to the SIUSA Annual General Meeting and NAASC Congress. The Club Secretary must provide the Regional Vice President with names of the delegate(s) to the SIUSA Annual General Meeting and NAASC Congress. SIUSA Clubs may not appoint proxies from other Clubs. They must be represented by one of their own Members, answer the roll call at the opening session, or lose their vote(s). In the event a Club fails to have its delegate in attendance at the SIUSA Annual General Meeting, at the NAASC Congress the Club may be assessed a non-participation fee of $1,000 for said Congress. (See SIUSA By-Laws, ARTICLE 8, Section 6) SIUSA DELEGATE TO NATIONAL COMMITTEE MEETING Each Club should send its SIUSA Representative(s) or Alternate(s) to the SIUSA National Committee Meeting. The Club Secretary must provide the Regional Vice President with names of the delegate(s) to the SIUSA National Committee Meeting. SIUSA Clubs may not appoint proxies from other Clubs. They must be represented by one of their own Members, answer the roll call at the opening session, or lose their vote(s). DELEGATE TO SKÅL INTERNATIONAL CONGRESS (See SIUSA By-Laws, ARTICLE 3, Section 3 i) Clubs should send a delegate to the Skål International Congress. Proxies may not be appointed to the Skål International Congress. Club delegates to the Skål International Congress should register as soon as registration forms are received, so their names will appear in the official program. Procedural instructions from Skål International and SIUSA must be followed exactly so that the Administrative Manager of the Skål International and the responsible SIUSA Officer can certify the delegates' credentials. Delegates to the Skål International Congress should attend all working sessions. IV-18

118 VOTING ON SIUSA MATTERS Ballots: Each SIUSA Club having 65 or fewer Active, Retired and Life Members shall have one (1) vote. Each SIUSA Club having 66 or more Active, Retired and Life Members shall have two (2) votes. To determine the number of votes for the SIUSA Annual General Meeting and any special elections required April through June, the membership count on March 31 will determine the number of votes. To determine the number of votes for the SIUSA National Committee Meeting and any special elections July through October, the membership count on June 30 will determine the number of votes. To determine the number of votes for the SIUSA annual elections and any special elections November through March, the membership count on October 15 will determine the number of votes. Election of SIUSA Officers, ISC Councillor: Elections are decided by an absolute majority (50%+1) (SIUSA By-Laws ARTICLE 5, Section 3 and ARTICLE 16, Section g) Election of Auditors: Elections are decided by an absolute majority (50%+1). The member with the second largest vote shall be deemed Deputy Auditor for one (1) year. (SIUSA By- Laws ARTICLE 16) Modification to SIUSA Article of Incorporations: Requires a two-thirds (2/3) majority at the Annual General Meeting or National Committee Meeting. (See SIUSA Articles of Incorporation ARTICLE XIX) Modifications to SIUSA By-Laws: Requires a simple majority (more than 50%) at the Annual General Meeting or National Committee Meeting. (See SIUSA By-Laws ARTICLE 19) Run-Off-Ballots for SIUSA National and Regional Officers: In the event no candidate receives an absolute majority (50%+1) of the votes cast on the first ballot, a run-off ballot will be sent to the Clubs. The candidate who receives a simple majority on the second ballot shall be considered elected. In the event of a tie vote on the second ballot, the SIUSA President will vote to break IV-19

119 the tie. The number of ballot(s) per Club will be the same as the original election. (SIUSA By-Laws, ARTICLE 5, Section 3 and ARTICLE 16, Section g) IV-20

120 NOMINATIONS FOR CLUB OFFICES The lifeblood of every Skål Club is the Officers, its Board and the SIUSA Representative who actually conduct the business details of the Club. To have a strong, growing Club, the nominated and elected Officers must be well trained, dedicated and believe in the true meaning and purpose of Skål. For these reasons, the prospective candidate should familiarize themselves with the duties and responsibilities of the office, which they are seeking. There is nothing more vital to the successful operation of a Club than a well-informed and conscientious Skålleague willing to serve their Club in an executive capacity. It must be understood that the Club will expect Officers to have excellent attendance, and the desire to progress to offices of greater responsibility. While the Club s SIUSA Representative will seek out candidates for the annual election of Club Officers, any Active, Life or Retired Member who has been a member of Skål for at least one (1) year is eligible to stand for election to the Club s Board or as Auditor. Nominations of candidates for the Board and Auditors of the Club must be received by the Club s Secretary thirty (30) days before the meeting where voting is to take place. If no nominations are received for a position at the time of the election, candidates may be nominated from the floor. (See Club Statutes, ARTICLE 20) IV-21

121 DUTIES OF SKÅL CLUB OFFICERS The President: PRESIDENT (See Club Statutes, ARTICLE 24) Has overall responsibility to ensure all elected officers and appointed committee chairpersons, as well as any paid executive engaged by the Board, perform their duties as prescribed. (See Action Calendar, page IV-58). Appoints, with the approval of the Board, within fourteen (14) days after term of office begins, committees and chairmen. The following are generally considered to be essential: o Finance o Membership o Program (usually the Vice President) o Statutes and By-Laws o Public Relations (usually the SIUSA Representative) o Attendance Review General Membership schedule of regular meetings, prepares, with the Secretary, the agenda for the Club s Board meetings, Presides over voting for National Officers and completes online voting procedure by November 30 deadline. Call for nominations of candidates for Club Officers for the next year at least 60 days prior to the election. Receives nominations of candidates for annual Club election of officers and if there are no candidates, calls for nominations from the floor at a General meeting prior to the meeting for the election of Officers, which must be held before January 31. Presides over all meetings, including the Annual Meeting of the Club and the Installation of Officers. Notifies Regional Vice President of Club s delegate to the Skål International Congress. Notifies Skål International of agenda items, with copy to SIUSA Vice President Administration. IV-22

122 VICE PRESIDENT (See Club Statutes, ARTICLE 24) The Vice President: Assumes duties of the President, without bearing the title, when the latter is not available. Is charged with making the necessary updates and changes to the Club's Statutes. Chairs the Membership Committee in the event the Club does not appoint a Chairman to this Committee. Has responsibility for the Florimond Volckaert Fund, working in concert with the Treasurer (for issue of the annual contribution by December 15) and the SIUSA Representative(s). Is the Program Chairman of their Club, planning and coordinating monthly General Meeting of the Members and any special functions or celebrations the Club wishes to hold. In the event the Club has an Executive Secretary-Treasurer, some of these duties may be performed by the Club s Executive Secretary-Treasurer with the Vice President coordinating. (See Action Calendar, page IV-58) IV-23

123 SECRETARY (See Club Statutes, ARTICLE 25) The Secretary: Prepares, in consultation with the President, an agenda for the Board meetings. Prepare minutes of the important actions and interests of the board meetings. They shall submit to the Club s Board Members and Regional V.P. Submits Inter-Club-Transfer-of-Membership Forms online at Skål International website. Monitors Membership Proposal Forms, and once approved, advises Treasurer to issue a check for dues payable to SIUSA, which is sent to the SIUSA Administrator. The club is responsible for any approved member. Together with the Treasurer, checking the membership list sent annually by Skål International, amending and updating the data as necessary to ensure that all requirements are observed. Advise Treasurer to mail check for annual dues for SIUSA and Skål International, along with updated printout of members to SIUSA Administrator no later than January 31. Submits SIUSA Form 2 to the SIUSA Administrator and Regional Vice President by March 31. This form is to notify Skål International and SIUSA of the officers for the new administrative year, and their addresses. Fulfills the Club's responsibility toward Skål International and the SIUSA Board by adhering to the Action Calendar provided in the Manual of Instructions. (See page IV-58) Prepares an annual report of activities (see Appendix IV-C), which, after review and approval by the Club's Board, is mailed to the SIUSA Administrator, with copy to Regional Vice President. Excerpts of this report may be incorporated by the Club officers into their annual reports at the Club's annual meeting. Secures and maintains the Club s Statutes (both electronic file and hard copy), local regulations and the SIUSA Manual of Instructions. Order plaques and pins for installation of new officers and members from SIUSA Administrator, and maintain an inventory of same. IV-24

124 Arranges for the timely transfer of the Club s Executive Officers books from the outgoing to the incoming officers, including, but not limited to the Statutes, SIUSA Manual of Instructions, SIUSA and Skål International publications, financial records, correspondence, Club banner and memoranda. Performs other duties prescribed by the President, or requested by the SIUSA Representative(s) to assist him in all necessary communications with the Club membership, the Regional, National or International offices. In the event the Club has an Executive Secretary-Treasurer, some of these duties may be performed by the Club s Executive Secretary-Treasurer with the Secretary coordinating. (See Action Calendar, page IV-58) IV-25

125 TREASURER (See Club Statutes, ARTICLE 26) In addition to the duties as outlined in the above ARTICLE, the Treasurer shall: Submit an annual report and balance sheet to the Club's Board, which, after review and approval, submits same for approval by the Club's membership at the annual meeting. Submit SIUSA Annual Report Form (see Appendix IV-C) Prepare dues bills and collects annual dues, initiation fees, meeting charges and other funds due from the membership and other sources. Reconcile SIUSA roster printout (annual bill) with dues received, write check for annual dues payable to SIUSA and to SIUSA Administrator. Prepare a list of past-due or delinquent members for action by the Board. Forward a copy of the monthly financial statement to the Regional Vice President. Prepare and submit proper IRS Form 990 (and 990T if appropriate) for the Club by May 15th of each year (see page IV-31). Prepare for review by the Club's Board, an annual Club budget by November 1st of each year for the following Membership Year (Jan. 1 - Dec. 31). (See Appendix IV-L) In the event the Club has an Executive Secretary-Treasurer, some of these duties may be performed by the Executive Secretary-Treasurer, with the elected Treasurer monitoring all functions pertaining to the Club's finances. Note: Any report, prepared by the Executive Secretary-Treasurer of the Club must first be approved by elected Treasurer before submitting to the Club's Board. (See Action Calendar, page IV-59) IV-26

126 SIUSA REPRESENTATIVE(S) (See SIUSA By-Laws, ARTICLE 4, Sec. 4) The Club is the actual member of SIUSA, but the Club casts its vote through its SIUSA Representative, at the SIUSA Annual Meeting. The SIUSA Representative, elected by their Club, represents their Club to SIUSA, and represents SIUSA to their Club. Must take their dual role seriously to assure that the Club officers discharge their duties and responsibilities to SIUSA and that SIUSA gives the Club the necessary assistance and leadership. The SIUSA Representative: Is an elected Officer of their Club and therefore is a member of the Club's Board with full voting privileges. The SIUSA Representative cannot be considered as just the holder of an honorary title, but rather as an officeholder who has important responsibilities. Is required to attend all working sessions of the SIUSA Annual General Meeting, the NAASC Congress, and the SIUSA Regional meetings. While not required to attend the annual Skål International Congress and SIUSA National Committee Meetings, the Representative is encouraged to do so. Written reports of the activities of these Congresses, pertaining to their Club's interest, must be given to their Club, with a copy being sent to the Regional Vice President. Where Clubs having two (2) SIUSA Representatives and plan to send one to a Congress, the most senior Member will usually be expected to attend. Will assure the Club's annual attendance letter, copies of all Board Meeting minutes, regular meeting minutes and necessary action, directed by the Action Calendar in the Manual of Instructions, are sent to the Regional Vice President and the SIUSA Administrator, as provided in the Club Statutes. Must keep copies of correspondence for the Club's file. If the Club has an Executive Secretary-Treasurer, it is the responsibility of the SIUSA Representative, Club's Secretary and Club's Treasurer to ensure all activities are performed in a timely manner. Is expected to serve as Publicity Chairman in the event the Club has not appointed a member to this position. News and photographs of national and international Skål interest should be sent to the SIUSA Director of Publicity with copies to the Vice President-Administration. Press releases of Club's activities should be sent to the appropriate news media. Has responsibility for soliciting candidates for the annual election of Officers. (See Action Calendar, page IV-59) IV-27

127 The SIUSA Representative's normal line of communication, to and from SIUSA, is through the Regional Vice President. Should receive copies of correspondence sent by the other officers of their Club to SIUSA Officers and should be copied on all correspondence sent to the Club by SIUSA Officers. ELECTION - SIUSA REPRESENTATIVE Each SIUSA Club having 65 or fewer Active, Retired and Life Members shall, no later than the January meeting of odd numbered years (2015, 2017, 2019, etc.) elect a qualified Skålleague as the SIUSA Representative for a period of two years. Past Club Presidents have usually served all Club offices and should therefore be given serious consideration for this position. Each SIUSA Club having 66 or more Active, Transfer Active Retired and Life Members shall, no later than the January meeting each year, elect a qualified Skålleague as one of their two SIUSA Representatives to serve for a period to two years. The term of office for a SIUSA Representative is a maximum of two consecutive two-year terms. IV-28

128 EXECUTIVE SECRETARY-TREASURER While a growing number of Clubs now have an Executive Secretary-Treasurer, it must be stressed that overall responsibility still lies with the appropriate Officers within the Club. Each Officer must be thoroughly familiar with all the responsibilities and duties of their office if they expect to successfully advance within Skål leadership. Executive Secretary-Treasurer is not a voting member of the Club s Board, unless the Club's Statutes provides for such and they are elected annually by the Club's membership. Monetary remuneration for the work of the Executive Secretary-Treasurer is left to the discretion of the individual Club's Statutes (and the general membership if they so desire). For the security and protection of the Club s assets and funds, the title Executive Director should not be used. IV-29

129 INTERNAL REVENUE SERVICE REQUIREMENTS Organizations under Section 501 (c) (6) or Section 501 (c) (7) are subject to filing tax returns under the following conditions. FORM 990-N: If the Club s annual gross receipts are normally $50,000 or less on or after December 31, 2010 is required to electronically submit Form 990-N, also known as the e- Postcard, unless your Club chooses to file a complete Form 990 or Form 990-EZ. FORM 990-EZ: Your Club can file the shorter Form 990-EZ if the Club has less than $100,000 in gross receipts and less than $250,000 in total assets at the end of the year. Gross receipts include all income from all sources during the tax year without subtracting any expenses. For tax years beginning in 2010, if the Club has gross receipts less than $200,000 and total assets at the end of the year less than $500,000, it can file Form 990-EZ, instead of Form 990. FORM Most likely your Club can file Form 990-N or 990-EZ. For tax years beginning in 2010, if the Club has gross receipts more than $200,000 and total assets at the end of the year more than $500,000, it must file Form 990. FORM 990T - If your Club has gross income from an unrelated trade or business of $1,000 or more. Unrelated income is usually income from interest on checking accounts, certificates of deposit or other areas not directly related to the normal business routine of the Club. Unrelated income is not exempt under this section and is subject to income tax. In addition, the Club is required to submit Form 990, 990-EZ, or 990-N. It is very important that your Club Officers review your filing status and, if necessary, consult with a tax accountant. Remember, your Financial Year is the calendar year, January through December and you must file before May 15th. If your Club fails to file an annual return or submit an annual notice as required for three (3) consecutive years, it will automatically lose its tax-exempt status. Please note funds collected from non-skal members from events such as a silent auction may be taxable. Consult your tax professional. IV-30

130 DISSOLUTION OF A SIUSA CLUB In case of suspension or termination of the Club, the Board must first honor all outstanding debts. All orders of payments and other vouchers must bear the signature of the President, the Treasurer and the two Auditors. The remaining assets shall then be placed under the jurisdiction of SIUSA and/or Skål International. As a non-profit organization, members have no personal rights to the revenue or assets of the Club according to the IRS. The Club s banner and the Club s Presidential chain shall be sent to the SIUSA Administrator within 30 days of closing. Procedure for closing a SIUSA Club: 1. Vote to initiate the dissolution process at a board of directors meeting. Ideally, have all board members present and take detailed notes. The vote to dissolve is an important legal action about which government agencies may later inquire or demand proof. 2. File "wind-up" paperwork with your state secretary of state's office. Most states make forms available online; however, you can always request for them to be mailed to you. Although forms vary by state, their general purpose is to inform the state that your board of directors has voted to begin the dissolution process. Some states require you to enclose a copy of the minutes for the board of directors meeting at which the dissolution motion was passed and to specify whether the vote was unanimous or majority. 3. Review your bookkeeping and bank statements to ensure that you have proper accounting of all corporate monies, including accounts receivable and accounts payable. Create a spreadsheet or report reflecting these. 4. Pay all bills and amounts owed. State governments require a corporation clear all debts and outstanding obligations before dissolution. 5. Send the SIUSA Administrator a check with outstanding funds, as well as the Club banners and presidential chain. Nonprofits funds or assets cannot be given or distributed to individuals. However, they can create a trust fund to deal with any unexpected leftover bills or costs that may have been forgotten. When the trust fund is no longer needed, all remaining funds shall be sent to the SIUSA Administrator. 6. Create a final spreadsheet outlining the payment of final expenses and disbursement of residual monies. Select a board member who will act as a point of contact for state and federal agencies and who will hold onto corporate records for several years after the dissolution. 7. Complete dissolution forms from your secretary of state. Many states require you to IV-31

131 disclose what the nonprofit did with residual monies as well as proof of a board of directors' dissolution vote. Include any spreadsheets, reports and meeting minutes requested as well as any filing fees. 8. File the final state and federal tax returns for the nonprofit corporation. 9. Complete IRS Form 990 or 990-EZ to file for termination of your nonprofit corporation status. The form requires a basic accounting of residual monies and their uses. The IRS may approve the dissolution upon receipt, or it may query the contact person for additional financial and legal documents. IV-32

132 CLUB AUDITORS (See Club Statutes, ARTICLE 30) Following the end of the fiscal year (December 31), the Auditors shall examine the financial records of the Club. In order to accomplish this, the Auditors should have at their disposal copies of all minutes of the Club s Board Meeting, attendance records, all invoices (paid and outstanding), bank records (checks and statements), as well as any other documents necessary to verify the legitimacy of the transaction. If it is not possible for the Treasurer to be present during the examination of the records, the Treasurer should allow the Auditors to take temporary possession of the records for a specified period of time. The Auditors should present a comprehensive statement of income and expenses, a balance sheet consistent with generally accepted accounting principles and practices and a written report of their assessment. The Auditors shall be reimbursed for any out-of-pocket expenses incurred during the audit. (See SIUSA Club Annual Audit Checklist, Appendix IV-M) IV-33

133 WEB ADMINISTRATOR The Web Administrator, usually the Secretary or Executive Secretary-Treasurer, is responsible for maintaining and updating their Club s roster on the Skål International website. Must be kept informed by the officers of the Club, especially the Club Secretary, of any changes in members occupation, company affiliation, address or membership status. Authorization to be Web Administrator must be requested through Skål International. IV-34

134 INSTALLATION OF CLUB OFFICERS RECOMMENDED PROCEDURES FOR THE ANNUAL INSTALLATION OF NEW OFFICERS FOR SIUSA CLUBS The procedures outlined below are submitted only to assist Clubs which may need some guidelines to follow in arranging the formalities of this important annual occasion. Clubs are at liberty to follow their own format. Some SIUSA Clubs hold their Annual Meeting and the installation of new Officers on the same occasion at the regular March meeting. If the installation night is usually an event at which spouses and guests are invited, it is recommended that the installation night not be held at the March meeting. This then permits the March meeting to be the Annual Meeting at which the various Club Officers make their reports. Clubs should make every effort to have their Regional Vice President and other SIUSA Officers attend this event, as guests of the Club, whenever possible. Invitations to these Officers should be issued as early as possible to avoid scheduling conflicts and facilitate coordination of other visits that are being planned. In the event a SIUSA Officer and the Regional Vice President are unable to attend, another senior Skålleague should be invited to do the installation. This person can be from within the Club or from another Club within the Region. Preferably they should be a past Officer of Skål International or SIUSA. IV-35

135 INSTALLATION PROCEDURE (Prior to the installation obtain the pins from outgoing Officers so they are available for the new Officers. It is often a good idea to have some back up pins available in the event any are not available). Master of Ceremonies should be the Outgoing Club President 1. Master of Ceremonies - greets everyone and recognizes all the guests, the last ones being the visiting Skål dignitaries and finally the invited Installation Officer/Guest. The M.C. makes any comments they may wish; then invites the Installation Officer/Guest to make a few remarks. 2. Installation Officer/Guest makes brief remarks and turns the meeting back over to the M.C. 3. The M.C. thanks the outgoing Board Members for their work and assistance during the past year. 4. The M.C. introduces, by name and industry classification (hotel, airline, travel agent etc.) all the Members who will continue to serve on the Board and ask them to stand to their left at the podium. 5. The M.C. introduces, by name and industry classification all newly appointed Board Members and asks them to stand to their left with the other Board Members. 6. He then introduces the newly elected Officers, by name and industry classification, in the following sequence: SIUSA Representative Treasurer Secretary Vice President President He should ask them stand to their right at the podium. 1. The M.C. will then invite the Installation Officer/Guest to address these new Officers and to congratulate them in their new appointments. 2. With assistance from the M.C., the Installation Officer/Guest will pin the new Officers in the following rotation: IV-36

136 Past President SIUSA Representative - (every second year; if two, one member each year) Treasurer Secretary Vice President 3. At this point all new Officers and Executive Committee Members are invited to return to their seats except for the incoming President, who is asked to stay at the podium. 4. The Installation Officer/Guest then pins him with the President's pin and passes the President's chain of office. The M.C. (Past President) presents the Club's Charter Certificate to the new President. 5. The new President addresses the assembly. 6. Having completed their remarks, he asks all present to rise and he closes with the Skål toast. IV-37

137 SKÅL PROTOCOL SIUSA In an organization as diverse as Skål we need guidelines to operate. Many questions are often asked as how best they should honor visiting dignitaries they invite to their events. The general guidelines found in the Skål Protocol Manual have been adopted within Skål to avoid embarrassments and even possibly offense. SIUSA Skål Protocol follows these guidelines on a local level. INVITATIONS TO SKÅL CLUB EVENTS Any Club wishing to invite only one member of the SIUSA Board, in addition to their Regional Vice President, must send the invitation to the SIUSA President. If the President is unable to attend and believes that another officer would be appropriate, the invitation would be passed to the Vice President Administration or Vice President Finance. The invited member of the Board would represent the President and would be considered the highest authority of SIUSA at the event. If, in addition to inviting the SIUSA President or appointed designee and their Regional Vice President, the Club wishes to invite any other member(s) of the SIUSA Board then this may be sent directly to the person concerned. In any case the SIUSA President and the Regional Vice President should be informed of all visiting dignitaries. Invitations are at the sole discretion of the Club issuing the invitations. The SIUSA President and any other members of Skål International should be informed about the issuing of these invitations so that they are aware of whom the are likely to have the pleasure of meeting and may be prepared accordingly. Similarly, any local dignitaries invited should be aware of Skål International, NAASC, SIUSA or other Club dignitaries who will be present and whom they will meet. GENERAL COMMENTS When an invitation is issued, it should cover the following: Length of stay The financial condition of the stay, travel, accommodations, transfers, meals, etc. (*) Whether the spouse is included in the invitation. The suggested dress for the particular function, i.e. Business, Smart Casual, Casual or Formal IV-38

138 Advise if and when will the Skål regalia be worn. Names and titles of other dignitaries attending with, if appropriate the correct form of address, where civic or other authorities are involved. The outline or copy of the program and whether any formal speeches will be required. (*) It has been past custom that any visiting dignitaries of Skål International or SIUSA would have their meal for the event paid for by the host Club. Some Clubs may not have adequate funds to cover this cost and if a charge is to be made, this charge should be the same rate as what the Club Members pay. In any case the inviting Club should make every effort to obtain the best rate for accommodations and provide transfer of visitors. Airfare would be the responsibility of visiting dignitary. It is recommended that the Club pay the dinner charge for their Regional Vice President. The charge for spouse to attend the event is at the discretion of the host club. If a charge is made it should be the same as for a Club Member. If the SIUSA Board is invited to a function that is held in conjunction with the SIUSA Board Meeting, SIUSA will pay for SIUSA Board member s dinner. RANKING ORDER SIUSA General ranking order: 1. President of the inviting Club 2. President of Skål International (or official deputy) 3. Vice Presidents of Skål International 4. Directors of Skål International 5. Honorary Presidents of Skål International 6. President of the International Skål Council 7. President of SIUSA. 8. Past Presidents of Skål International 9. Membres d'honneur of Skål International 10. Past Presidents SIUSA 11. Skål International Auditors 12. Deputy Auditor of Skål International 13. Vice Presidents of the International Skål Council 14. International Skål Councillor 15. SIUSA Vice President Administration 16. SIUSA Vice President Finance IV-39

139 17. SIUSA Regional Vice President 18. SIUSA Auditors 19. Presidents of the Clubs invited (by seniority of Club number) SUGGESTED PROTOCAL AT EVENT The President (or person designated) should be met on arrival at the airport or train station by the designee of the organizing authority. Special attention should be given to the hotel room to make the stay as comfortable as possible. Similar courtesies should be offered to other Skål Officers and invited dignitaries. It should be Protocol at any Club event that, when addressing the assembled persons, any official position within Skål should be recognized, taking into account the ranking order shown above. Note: It is the position not the actual person who is being recognized. This simple form of etiquette adds to the dignity of the occasion and the prestige of Skål, especially to strangers who may be present. It also saves any embarrassment to our organization or to individuals holding such positions. GENERAL COMMENTS The persons seated at the head table enter the dining room after the other invited guests have been seated. If speeches are required, the person invited as guest of honor should be the last speaker. When other authorities (Governors, Mayors, Congress, etc.) are also invited then the organizers will ensure a quality and quantity balance between these authorities and the authorities of the Skål Movement. It is courteous to insure that all guests are fully briefed on the program and their involvement during the proceedings. When a Member of a Club holds an official office outside of their own Club, then this position should be recognized. Often, wearing of a Skål insignia by such Members, may add to the prestige of the occasion when visiting Skål Members or non-members are present. IV-40

140 NEW SKÅL CLUB IN-FORMATION SIUSA shall encourage the establishment of additional Skål Clubs in the United States. When a group is interested in forming a new Skål Club, they should be referred to the proper Regional Vice President, with copy of the referral notice sent to the SIUSA Vice President- Administration. (See SIUSA By-Laws, ARTICLE 3, Sec.1, c.) To be considered for membership in Skål, a proposed Club MUST have a minimum of twenty (20) potential members who are qualified for Active membership as defined in the Club Statutes, ARTICLE 7, and Skål International By-Laws Article I, Section 1, 1.1 (a). However, SIUSA RECOMMENDS that new Clubs in formation set twenty-five (25) as the minimum number of qualified members, of which a minimum of twenty (20) must be qualified for Active membership, to submit when applying for charter. This number provides a more stable start to a Club and allows for some variance in numbers of members between the time the original application is made and the time the charter is approved. The Regional Vice President will take the following steps: 1. Meet with the interested individuals to explain the Skål Movement 2. Review the list of potential members and verify that the recommended minimum of twenty-five (25) individuals qualify for Active, Associate, Retired or Life membership, in keeping with SIUSA and Skål International membership requirements. 3. Furnish the group with the following information: a. A recently approved sample-set of Club Statutes from an existing SIUSA Club, preferably within the same regions. b. "What is Skål?" c. The following pertinent excerpts from the SIUSA Manual of Instructions: "New Skål Club Formation" "Information for New Members" "Membership Proposal Form" "Professional Qualifications" Procedure for Invitation to Membership" "Duties of Skål Club Officers" "Minutes of Board Meeting/Comments re: Monthly General Meeting" "Traditional Skål Toast" IV-41

141 4. Contact nearby Skål Clubs for assistance or waiver of territorial limits, if necessary. The proposed Club Statutes will be submitted by the Regional Vice President for review. If corrections and/or changes are necessary, these must be made by the Club-in-Formation. The Club Statutes must receive approval from Skål International before the formal application can be made. The Regional Vice President will review the completed Membership Proposal Forms. After approval of the Club Statutes and the Regional Vice President's Review of the charter Membership Proposal Forms, both will be sent to the General Secretariat with copy to SIUSA. The interested group will file a letter of application in writing to the General Secretariat with copy to SIUSA. The following should be included: 1. Copy of their proposed Club Statutes. The Club Statutes must be based on be the Model Statutes for a Skål Club. 2. Any modifications thereto should be in conformity with the Skål International Statutes and By-Laws and the SIUSA Articles of Incorporation and By-Laws. The Regional Vice President and/or the Standards & Processes Committee can advise, however, the final authority rests with the Secretary General of Skål International. 3. Two (2) copies of their proposed Charter Members. (Invitations attached) 4. Application fee in the amount of Euros 200. Former Clubs that have been closed for less than ten years the application fee is waived. If approved, the Secretary General of Skål International will notify the new Club and SIUSA. The Regional Vice President will assist the new Club in preparing Charter Night plans. Guidelines for conducting the chartering ceremony are outlined on page IV-46. While the Club is "in-formation", it should function exactly as a chartered Club, holding regularly scheduled monthly meetings. Minutes of Board Meetings should be submitted monthly to the Regional Vice President and the SIUSA Administrator. All prospective members should be encouraged to attend meetings of other Clubs as a guest. If an interested group is located outside the SIUSA area, the SIUSA Vice President- Administration will refer the information to the Secretary General of Skål International. IV-42

142 CLUBS IN-FORMATION KIT & PROCEDURES All inquiries regarding the formation of a new Skål Club should be directed to the local Regional Vice-President in whose region the new Club intends to be formed. The following procedures should be followed: First: Upon receipt of an inquiry, the Regional Vice-President will determine if the new location meets the following requirements: a) Composition of travel industry (diversification) b) Size of travel industry (can it support a Skål Club?) c) Ascertain that no new Club is being formed in immediate area. If and when the Regional Vice-President is satisfied with the first phase, they should proceed to the second phase. Second: Regional Vice President should advise the organizers by letter, concerning: a) Requirements and suggestions for identifying potential members. b) Minimum number of members required to form a new Club (25) c) Length of formation time (This could take approximately 2 years) d) Number of required General Meetings and Board Meetings per year. e) Member s attendance requirements (minimum of 3 meetings per year) Enclosed with the letter should be: a) "What is Skål?" publication b) Copies of SIUSA Journeys and SKÅL News (Internet printouts.) Third: Upon completion of above, all concerned should provide organizers with: a) Complete Skål structure (Organizational Chart) b) Copies of SIUSA Articles of Incorporation, SIUSA By-Laws, Standard Model Statutes for a Skål Club and SIUSA Manual of Instructions. c) Courtesy cards enabling potential Club Officers to attend other Skål meetings without having to be invited. d) Inclusion in SIUSA and Skål International mailing lists. A cover letter by the Regional Vice President, should include the following recommendations: a) Club-in-Formation should hold regular monthly meetings (Board and General Membership) with minutes being forwarded to Regional Vice IV-43

143 President and SIUSA Administrator. b) Initially the new Club should meet at a regular location to establish a sense of continuity..c) The President of a Club-in-Formation should remain in office during formation plus one year after Charter. d) At the end of the first year as a chartered Club, a social event, including spouses, should be held. It is recommended that the Regional Vice President visit the Club-in-Formation as often as possible. IV-44

144 GUIDELINES FOR INSTALLATION OF A NEW CLUB / CHARTER NIGHT Charter night should be planned at least two months in advance. The location should be carefully chosen to dignify the occasion. 1. Invitations should be sent to: President of SIUSA Regional Vice President 2. It is recommended that the function be a black-tie affair; spouses and guests are welcome. 3. The meeting will be opened by the Club President who will introduce the officers of SIUSA and the Regional Vice President. The top-ranking SIUSA Officer present will then conduct the meeting. They will present the Charter to the Club President. Other SIUSA Officers present will assist in the presentation of pins. 4. The Club will, no doubt, wish to celebrate the anniversary of its Charter Night each year. 5. After all presentations have been made, the meeting will be turned over to the Club President, who should present their officers, and perhaps ask them to say a few words. As it usually takes about a year to charter a Club, it is most important that the evening be conducted with great dignity. We hope these guidelines will prove helpful to you. However, if you need help, please contact the Vice President-Administration. IV-45

145 SKÅL INTERNATIONAL CHARTER CERTIFICATE Each Club is granted a Charter at the time of its approval by Skål International. This document bears the official name, Club number and date of approval, and is sent to the SIUSA Administrator by Skål International. It is suggested that the Charter Certificate be suitably framed and kept in the custody of the current Club President. The presentation of the Charter Certificate by the outgoing President to the incoming President customarily is a part of the Club's annual installation meeting. If lost, it is possible to secure a replacement, at cost, via the Skal International office. (See Appendix IV-N) IV-46

146 POLICY FOR UNOFFICIAL EVENTS SIUSA, believing that guidelines regarding events are necessary, issued a Policy for Unofficial Events. This policy affirms any and all individual, Club or Regional events are not official SIUSA events and are not to be construed as conceived, developed, promoted or operated by SIUSA; shall state or allude to such an event as an official SIUSA sponsored event; shall be authorized to make any representations, incur any liabilities on behalf of, nor charge any expenses to SIUSA for any event which is not subject to reimbursement as specified in the current SIUSA Article of Incorporations, its By-Laws nor the Manual of Instructions. For the complete policy see page III-38. USE OF SKÅL NAME and/or LOGO The Skål Name and Logo are registered with the U.S. Dept. of Commerce Patent and Trademark Office and therefore are exclusive and any misuse is a violation of the laws protecting same of the United States of America. The registration owner is: Association Internationale Des Skål Clubs, (Skål International) P.O. Box 466, Torremolinos, 29620, Spain. The logotype may be used on business cards, commercial letterheads or any electronic media provided that the Skål member s name is prominently displayed. If the Skål member s name is not prominently displayed, the Skål logo with the words SKÅL MEMBER HERE may be used. If the logotype is used, it must be in the official Skål blue color (printer s pantone number blue 072 CV) or in black and white. No other color combinations are permissible. It is the Club s responsibility to ensure the members follow these instructions. Misuse of the logotype in connection with this By-Law can result in a member losing his membership status. Skål International has provided a set of guidelines for the use of both the Skål name and Service mark. ANY USE OF THE NAME AND/OR LOGO OTHER THAN clearly defined in said guidelines must result in a written request to the Secretary General of Skål International describing the details in full. ANY misuse of the Skål name/service mark will result in legal and/or disciplinary action by Skål International. To the right is the official logo. The official logo has a propeller airplane, NOT a jet airliner. IV-47

147 NETWORKING AMONG SKÅLLEAGUES Skålleagues are encouraged to network with each other. This means to do business with each other and help each other where possible in the spirit of Skål. IV-48

148 BANNERS CLUB BANNERS Skål International of the United States of America presents each SIUSA Club with a standard banner appropriately inscribed with its Club number and date of entry into Skål International. These banners should be displayed prominently at all Club functions. Replacement banners may be ordered through the SIUSA Administrator. (See Appendix IV-O1) Skal Club Banner Heat Pressed $219.00, subject to change Felt banner with a sewn border and the lettering and logo done in a heat pressed flock, NO stitching. 2.5' X 4' with white fringe on bottom Skal Club Banner Appliquéd $379.00, subject to change This is the best quality club banner SIUSA has to offer. Felt banner with everything done in felt and everything would be cut out and sewn to the base with an appliquéd stitch. 2.5' X 4' with white fringe on bottom MINI-BANNERS Clubs may design a small appropriate "mini-banner" which can be presented to other Clubs when visits are made. (See Appendix IV-O2) Listed below are manufacturers known to supply "mini-banners." The Skål logo design may already be in their design facilities. The Russell-Hampton Company 110 Leawood Drive New Century, KS Telephone: Toll Free: Fax No.: Toll Free Fax: tracy@ruh.com Contact: Tracy Crawford - Graphic Illustrator IV-49

149 CLUB MEMBER PINS AND PLAQUES PINS MEMBERS CLUB OFFICERS (*) PAST CLUB PRESIDENT RETIRES MEMBERS LIFE MEMBERS YOUNG SKÅL MEMBERS Pins and insignia shall be of standard design as approved by the Skål International. The standard lapel pin is available to all qualified Members, who should be encouraged to wear it at all times, especially at all Skål meetings. Standard lapel Pins with the words "President", "Vice President", "Secretary", "Treasurer" and "SIUSA Representative", at the bottom of the pins, are available for purchase by the Clubs. These pins remain the property of the Club and are presented to the incoming Officers at the annual Installation of Officers meeting. A standard lapel pin with the words "Past President" on the bottom of the pin is available for purchase by the Clubs. Many Clubs have annual "Past Presidents Night" and make the presentation to the Immediate Past President on that occasion. Special lapel pins may be ordered for Retired Members. Special lapel pins are no longer available Special lapel pins may be ordered for Young Skål Members. NOTE: (*) Pins representing a current office are always the property of the Club and shall be returned to the Club when the term of office expires. Skålleagues are urged in particular to wear their Skål pins when traveling whether within their own country or in other countries. However, please remember that at Skål International meetings ONLY the member's standard lapel pin may be worn. (See Skål International By-Laws, Article XII, Section 3) PLAQUES PAST PRESIDENT This is a 6" x 9" walnut plaque with a 4" x 4-3/4" bronze Skål insignia and a 4" x I 1/2" brass plate on which the Past President's name and term of office can be inscribed. (See Appendix IV-Q) IV-50

150 NOTE: Prices of pins, other jewelry items and plaques are available from the SIUSA Administrator. Orders for these items are sent to the SIUSA Administrator. (See Appendix IV-P) IV-51

151 CHAINS OF OFFICE The protocol concerning the wearing of Chains of Office is clearly covered in the Skål International By-Laws, Article XII and the Skål International Protocol Manual. SI By-Laws, Art. XII, Sec. 2 d The chains of offices of Clubs, National and Area Committees Presidents may be worn at all official Skål functions, provided that the presiding officer of the host Club, National or Area Committee or the Executive Committee members present are also wearing the official chains of office. The Skål International Protocol Manual shall give details of who is entitled to wear chains bearing the Skål badge. Other official chains of office (such as those for a Past President of a Club or Past President of a National Committee) are encouraged to be worn at all official functions. Unofficial or unapproved chains, pins and medallions should not be worn at official Skål functions. Club Past President chain of office may be ordered through the SIUSA Administrator or Skål International. Listed below are manufacturers known to supply chain of office. The Skål logo design may already be in their design facilities. Thomas Fattorini Ltd. 150 Minorries London, England EC3N llf Phone: 44 (20) Fax: 44 (20) Contact: Ian High quality and may be expensive. Frank Saunders Dominion Regalia 4 Overlea Blvd. Toronto, ON M4H 1A4 Phone: Ext. 246 Toll Free: Fax: frank@dominionregalia.com Moderate price IV-52

152 STATIONERY The standard format for Club stationery has been determined by SIUSA. Clubs should select blue ink (printer s pantone number Blue 072 CV) on white paper to facilitate usage on all copying equipment. It is essential that individual Clubs be identified only as "Skål International (name of location) There is no objection if Clubs place a design indicative of their Club, in the upper right hand corner, but it should not be larger than, or dwarf, the Skål insignia in upper left hand corner. The official Skål logotype or a version authorized by the Corporate Identity Manual may be used on business cards and stationery. See Corporate Identity Manual at website. SAMPLE LETTERHEAD: IV-53

153 TRADITIONAL SKÅL TOAST The proper and dignified offering of the traditional Skål Toast adds to all Skål gatherings. The presiding officer or Member designated to propose the Skål Toast should be prepared and should speak clearly so that all Members and guests will hear. The customary introduction of the Skål Toast is: Please rise, and join me in the traditional Skål Toast... TO FELLOW SKÅLLEAGUES EVERYWHERE, HAPPINESS, GOOD HEALTH, FRIENDSHIP, LONG LIFE, SKÅL! Spanish: A todos los Skålegas del mundo Salud Amor Larga Vida Felicidad Skål French: A tous les Skållègues du monde Bonheur Santé Amitié Longue Vie Skål SKÅL HYMN Clubs are encouraged to make proper use of the Skål Hymn. (See Appendix IV-R) IV-54

154 MATERIALS "SHOPPING LIST" The items listed below may be ordered from the SIUSA Administrator. Where charges apply, the Club's check (made payable to: SIUSA) should accompany each order. ITEM CHARGE PER ITEM NO CHARGE Instructions for formation of New Skål Club NAASC Congress Site Guidelines SIUSA National Committee Meeting Guidelines SIUSA Articles of Incorporations, SIUSA By-Laws and Model Statutes For A Skål Club SIUSA Manual of Instructions X X Located in MOI Online Online Membership Certificate order from Skal International Club Banner 30"x 36" (replacement) $ (Variable) For jewelry items and plaques, see Appendix IV-P. IV-55

155 SKÅL INTERNATIONAL - REPORT FORM SIUSA Form 2: Annual listing of Club Officers to be completed immediately following their election by submitting to Vice President Administration and SIUSA Administrator ACTION CALENDAR Action Calendar (Club) To remind officers of important deadlines which must be met. Pages IV-58 through IV-59 list action that the Clubs must take to meet deadlines and commitments. IV-56

156 ACTION CALENDAR - CLUBS RESPONSIBILITIES OF PRESIDENT Monthly Board Meeting General Meeting except Jul. and Aug. As Needed Processes Invitation to Membership JAN MAR JUN SEP Appoint committee chair persons within 15 days of taking office Annual Club Meeting Notify SI of Congress Agenda items; Send to SI General Secretariat, copies to SIUSA ISC Councillor & SIUSA Administrator Notify Regional Vice President Club delegate to NAASC Congress Select Club delegate to SI Congress; Notify Regional Vice President Select Club delegate to SI Congress; Notify Regional Vice President Clubs may file nominations for SIUSA Officers with SIUSA Administrator Sept. 16 Oct. 15 NOV Election of SIUSA Board (Deadline November 30) Elect Board (no later than January) RESPONSIBILITIES OF THE VICE PRESIDENT Monthly Plans and coordinate monthly General Meetings and special functions of the Club As Needed Makes necessary updates in Club's Statutes NOV Has responsibilities for Club's contribution to FV Fund, in concert with SIUSA Rep. RESPONSIBILITIES OF THE SECRETARY Monthly Minutes Board & General Meeting to SIUSA Administrator & Regional V.P. & Club's Board Members Prepares and sends meeting notices for Members As Needed Submit changes of Club Statutes to SI and Regional V.P. Issue Inter-Club Transfer of Membership Forms Processes Invitation to Membership FEB Submit SIUSA Form 2 APR Submit SIUSA Club Annual Report of Activities to SIUSA Administrator & Regional V.P. IV-57

157 RESPONSIBILITIES OF THE TREASURER ACTION CALENDAR - CLUBS Monthly Collect contribution & memorials for FV Fund Reconcile bank balance Prepare monthly financial report and send to Board JAN Bank signature cards for new officers APR Prepare & file IRS Form 990 by May 15 NOV DEC JAN Send contribution for FV Fund by Dec 15 to SIUSA Administrator with copy to ISC Councillor Submit annual Club budget Mail annual dues invoices to Members Bank signature cards for new officers Mail annual SIUSA/SI dues to SIUSA Administrator (no later than January 31) RESPONSIBILITIES OF SIUSA REPRESENTATIVE Monthly Send news items & photos to local media and SIUSA VP Administration Assure that minutes of meetings are sent properly and timely JAN MAR Send attendance letter to SIUSA Administrator and Regional V.P. Notify SIUSA of agenda items for SIUSA Annual Meeting APR JUN AUG OCT Attend NAASC and SI Congress (month may vary) Notify SIUSA of agenda items for SIUSA National Committee Meeting Attend SIUSA National Committee Meeting (month may vary) Attend SI Congress (month may vary) Solicit candidates for the annual election of Officers. IV-58

158 SIUSA CLUB BOARD PRESIDENT EXECUTIVE SECRETARY-TREASURER SIUSA REPRESENTATIVE VICE PRESIDENT SECRETARY TREASURER BOARD MEMBER Original December 2014 APPENDIX IV-A

159 Skål International MINUTES OF BOARD MEETING/COMMENTS RE: GENERAL MEETING Meeting Place: Time: Date: Members of the Board Present: President: Vice Pres: Secretary: Treasurer: SIUSA Rep: Others: Minutes of previous Meeting (approved, corrected, etc.): Treasurer's Report: SIUSA Representative s Report: Committee Reports: Program: Membership: Attendance: APPENDIX IV-B1

160 MINUTES OF BOARD MEETING (CONTINUED) Committee Reports: (continued) Welfare: Members: Memorial Fund: Congresses: Special: Correspondence: Skål International: SIUSA: Regional Vice President's Communications: Other Business: Inter -Club: (transfers, events, etc.) Monthly General Meeting: Date and Place Number of Members attending: Number of visiting Skålleagues and guests attending: Secretary cc: Regional Vice President SIUSA Administrator (To be mailed within 15 days of meeting date.) APPENDIX IV-B2

161 SKÅL INTERNATIONAL SIUSA ANNUAL REPORT OF ACTIVITIES ACTIVITIES FOR THE YEAR (From January 1st to December 31st) 1. NUMBER OF MEMBERS ACTIVE LIFE RETIRED ASSOCIATE January 1, December 31, Difference (+ or -): 2. Average attendance of your Members at regular Club events 3. How many Members attended: Your Annual General Assembly NAASC Congress SI Congress 4. Activities: Traditional meetings Week-end excursions Inter-Club meetings Gala Dinners - Balls, etc. 5. Comments: Signature: Date: Title: APPENDIX IV-C

162 APPENDIX IV-D1

163 APPENDIX IV-D2

164 APPENDIX IV-E1

165 APPENDIX IV-E2

166 INFORMATION FOR NEW MEMBERS Welcome as a Skålleagues! Here is some information that will be helpful to you. SKÅL INTERNATIONAL (SI) This is the formal name of Skål and the organization to which all Skål Members and Clubs belong. The Roster you will receive contains the early history of Skål International. SKÅL INTERNATIONAL OF THE UNITED STATES OF AMERICA (SIUSA) Again, your Roster will give you a history of SIUSA. For administrative purposes, Skål International authorizes Area or National committees for the administration of Skål activities in various parts of the world. SIUSA is a National Committee. SIUSA ARTICLES OF INCORPORATIONS AND BY-LAWS Your Club Officers have copies of the SIUSA Articles of Incorporations and By-Laws. A copy is available on request. These Articles of Incorporations and By-Laws may be more stringent than the Skål International Statutes or By-Laws. STATUTES OF YOUR CLUB You will receive a copy of your Club's Statutes which, again, may not be more lenient but may be more stringent than those of Skål International and SIUSA. Remember, we are part of Skål International and have agreed to abide by its principles. The Skål International By-Laws spells out the various categories and industry classifications of Membership, and procedures you should follow in proposing prospective members. Four things should be emphasized: 1. By accepting membership in your local Club, you have also accepted membership in Skål International, which has more than 500 Clubs in more than 90 countries throughout the world. You have accepted the primary principle of the traditional toast of Skål: "To fellow Skålleagues everywhere, happiness, good health, friendship, long life... Skål!" 2. You are required to demonstrate your continuing interest by attending at least three (3) meetings of your Club. Visits to other Clubs count toward your attendance requirement. You have the responsibility of sending your Club the record of your attendance at those meetings. 3. If your business requires you to move from the area of your Club, be sure you are thoroughly informed regarding Transfer-Active privileges. APPENDIX IV-F1

167 4. From the start, resolve to attend the Annual Meeting of SIUSA and the Annual Skål International Congress - where you will see Skål in action. APPENDIX IV-F2

168 INDOCTRINATION AND INDUCTION CHECKLIST CLUB DATE [ ] Organization of the local Club [ ] Organization of SIUSA [ ] Organization of NAASC [ ] Organization of Skål International [ ] Annual Congresses of NAASC and Skål International [ ] Copy of Club's Statutes [ ] Three (3) meetings attendance requirement [ ] Familiarization of the Florimond Volckaert Fund [ ] Copy of the Skål Toast Induction Date Signature Membership Chairman Signature Member APPENDIX IV-G

169 What is Skål? brochure cover APPENDIX IV-H

170 APPENDIX IV-I

171 Updated 25 years of membership Coming soon APPENDIX IV-J

172 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec ATTENDANCE REPORT (Club use only do not forward) Skål International Year Name No. Meetings No. Meetings Total SI Number Attended Regular Meeting X Absent O Attended Make-up Meeting APPENDIX IV-K

173 Skål International Annual Budget - (year) INCOME 1. DUES a. Skål International / SIUSA Dues $ $ Retired / $ $ b. Local Club Dues $ $ Retired / $ 2. MONTHLY CLUB MEETINGS Members Guests Visiting Skålleagues 3. NEW MEMBERS Initiation fees Dues 4. SPECIAL ASSESMENTS 5. INTEREST 6. OTHER INCOME Fines 50/50 Other events TOTAL INCOME $ EXPENSES APPENDIX IV-L1

174 1. Skål International / SIUSA Dues $ $ Retired / $ $ 2. MONTHLY MEETINGS COSTS 3. SKAL PINS, PLAQUES, ETC. 4. CONGRESS EXPENSES a. NAASC Congress b. Skål International Congress 5. OFFICE EXPENSES a. Printing b. Photocopying c. Postage d. Website TOTAL EXPENSES $ INCOME OVER EXPENSES $ APPENDIX IV-L2

175 APPENDIX IV-M1

176 APPENDIX IV-M2

177 APPENDIX IV-M3

178 APPENDIX IV-M4

179 APPENDIX IV-M5

180 APPENDIX IV-M6

181 APPENDIX IV-M7

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183 APPENDIX IV-M9

184 APPENDIX IV-N

185 APPENDIX IV-O1

186 APPENDIX IV-O2

187 SKÅL JEWELRY REQUISITION PRICE LIST January 15, 2015 To: Eric Braendel and Brandon Buchanan From: (Club name) Skål International Send items to: Name Address Address 2 City State Zip Code ITEM PRICE PER ITEM QUANTITY Insert number TOTAL AMOUNT Past President Plaque - includes additional $6.55 for shipping (Actually cost $12.35 to ship) $66.55 Past President Medallion w/ light chain $60.00 Jewelry Quality Chain $40.00 Past President Pin $9.50 President Pin $9.50 Vice President Pin $9.50 Secretary Pin $9.50 Treasurer Pin $9.50 SIUSA Representative Pin $9.50 Executive Secretary/Treasurer $9.50 Retired Member Pin $9.50 Regular Member Pin $5.00 Young Skål Member Pin $5.00 SIUSA Decorative Pin $ Year Pin $ Year Pin $ Year Pin $ Year Pin $10.00 Cuff Links (discount for 10 or more) $20.00 Note Cards (set of 10) w/ SIUSA logo $15.00 Commemorative Certificates - Anniversary, Special Recognition: Electronic Delivery via as PDF Skål Ribbons (max of 50) Free Free Shipping & Handling $5.80 TOTAL $5.80 APPENDIX IV-Q

188 APPENDIX IV-R

189 SKÅL HYMN Skål - union linking ev 'ry land, Long may we prosper and expand! Health, joy and happiness our goal, Friendship fraternal! Skål - bond of peoples understood One world wide creed and brotherhood! Joyful we sing with heart and soul, Heaven bless our Skål! APPENDIX IV-S

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