Operations Manual May 2017

Transcription

1 Operations Manual May 2017

2 CONTENTS BOARD Board of Directors 1-4 President 5-8 Immediate Past President/ President Elect 9-12 Treasurer VP Certification VP Human Resources VP Conference VP Education VP Business Development VP Marketing Association Management Company COMMITTEES 66 Committee Oversight 67 President Immediate Past President / President-Elect Treasurer VP Certification VP Business Development VP Conference VP Education VP Marketing VP Human Resources

3 BOARD OF DIRECTORS PURPOSE To function as the governing body of the Association. COMPOSITION Elected officers: President President-Elect Treasurer VP Certification VP Conference VP Education VP Business Development VP Marketing VP Human Resources Immediate Past President- Advisory Role only (No Voting Rights) GENERAL REQUIREMENTS a. Possess the qualities of leadership and commitment. b. Be a team player; have the ability to work courteously and cooperatively with others. c. Work closely with President to achieve goals of the organization. d. Use discretion and tact when discussing member issues publicly. e. Have a working knowledge of the Bylaws, Policies and Procedures and Operations Manual of the association. f. Sign the Oath of Office, Code of Ethics and Disclosure of Conflicts of Interest at the beginning of the term of service. g. Attend to all details of the office as detailed in this document. h. Keep accurate and current records of respective responsibilities and actions. i. At completion of a term of office, submit complete and updated records to successors and AICI headquarters. j. Possess computer expertise and use of . k. Set annual goals, set long-range strategies, and determine priorities. l. Within budget limitations, implement strategies and direct the affairs of the Association according to its purposes and bylaws. AICI Operations Manual 1 of 162 May 2017

4 Board of Directors PRINCIPLE DUTIES a. Attend all board meetings (approximately 11 per year). b. Attend bi-annual global conference. c. Attend bi-annual strategic planning retreat (SPR). d. Submit detailed board reports as requested, approximately 2 weeks prior to the board meeting. to HQ. e. Develop the budget for your position with guidance of Treasurer. f. Get approval from the board for any expenses not included in the budget. g. Update your section of the Operations Manual by April 1 st. h. Prepare key points for presentation at the Annual General Meeting as requested by HQ. Points to include key accomplishments and future plans. i. Prepare for leadership training as set up by the VP Human Resources. j. Keep a calendar of your year s deadlines and commitments, and submit to the President by July 1 st. k. Keep a binder of all key documents and communications for your position to pass to your successor at the completion of your term. INTERACTION WITHIN THE ASSOCIATION AND THE COMMUNITY AT LARGE a. Present a positive image of AICI. b. Integrate AICI members into leadership positions and develop plans for succession. c. Maintain contact and interaction with fellow officers, committee chairs and general membership. d. Aggressively recruit AICI members worldwide. e. Refer issues to the appropriate board member, not the committee involved. Overlapping areas of responsibility must be considered when establishing any new policy. AICI Operations Manual 2 of 148 May 2017

5 Board of Directors BOARD COMMUNICATION a. Please use +1 (847) or to contact AICI headquarters. b. Use the most economical form of communication: a. or Skype rather than long-distance or cell phone. b. Priority Mail rather than Express or UPS Overnight. c. Electronic form rather than hard copy c. Mailings to the membership should be coordinated to keep cost down. d. With questions or help, go to the President before HQ. e. Copy s to HQ only when necessary. f. Copy s to President only when President s involvement is necessary. BOARD TRANSITION POLICY a. The President or President-Elect communicates with all new board members notifying them, before they make travel arrangements, of the annual Strategic Planning Retreat to be held with the agreement of the majority of Board members. b. Retiring officers communicate with their incoming counterparts about their office. c. Incoming officers are included in board meetings beginning in April. d. Board officers are sworn in at AICI s bi-annual conference in May with official Board duties to start July 1 (the start of AICI s fiscal year). e. The bulk of the files, etc. are to be sent to new officers electronically or by UPS and not taken to conference. All remaining files must be sent no later than one month after the start of the new fiscal year. BOARD FINANCIAL OBLIGATIONS & PERKS Financial Obligations Perks a. Travel to Bi-annual Global Conference b. Hotel accommodations for Bi-annual Global Conference c. Annual membership dues during years of service. d. Bi-annual conference registration fee during years of service. e. Hotel accommodations at annual conference for President and VP Conference. AICI Operations Manual 3 of 148 May 2017

6 f. Hotel accommodations for bi-annual SPR. g. All meals at Bi-annual SPR. Board of Directors h. Up to $500 travel reimbursement for North America residents and up to $1,000 travel reimbursement for outside-north American residents for Bi-annual SPR. BOARD BUDGET a. Research and submit to the Treasurer by June 15 anticipated expenses for the coming year. b. The Treasurer to discuss what the budget will cover and how it is formulated emphasizing the importance of staying within budget. c. Any expenditure that is unbudgeted must be approved by the Finance Committee and approved by a Board vote prior to incurring that expense. BOARD REPORTS a. Receive committee reports from all Committee Chairs prior to each board report. b. Create detailed reports for board meetings, in the format requested by the President. c. Generally, action on each committee would be reported. d. Items that require discussion would be highlighted with Discuss e. Items for voting would be highlighted and listed in the form of a motion: Motion: That. MEETING PROCEDURES a. Call the teleconference line about 2 3 minutes prior to the meeting start. b. The President will call the meeting to order. c. The President will take a roll call. d. The President will ask: Does anyone have any Disclosures of Conflicts of Interest on today s agenda items? e. AICI follows Robert s Rules of Order. Before each discussion item, the President will ask: May we have a motion to., and then May we have a second. f. The President will ask, Is there any discussion? This is when the board can discuss agenda items. g. Following discussion, the President will ask: All those in favor? (If you are in favor say yes.) The President will ask: Any opposed? (If you are opposed say yes ) AICI Operations Manual 4 of 148 May 2017

7 PRESIDENT PURPOSE To be the Executive Officer of the Association and provide general supervision and leadership to AICI staff and Board officers. To serve as the official spokesperson of the Association (or assign a surrogate) representing AICI to the public. To provide the vision to be achieved by the actions undertaken within the organization. RESPONSIBILITIES Oversee AICI Board Members & Staff a. Act as a coach, motivator, and sounding board for Board members to support the achievement of AICI s annual SPR action plan and other action items created during the year. b. Act as key link and partner with Association Management Company to oversee all administrative and organizational activities on behalf of AICI. c. Facilitate the communication between Board and Staff and Board member to Board member to ensure efficiencies and prevent duplication of efforts. d. Facilitate the functioning of the AICI Board. e. Maintain a dialog with the President Elect or Past President on current issues of the association and long range planning. f. Acts as an ex-officio member with voting rights to all committees with the exception of the Nominating Committee. Preside at Meetings and Participate in Committees a. Plan, set the agendas, and preside at all meetings of the Association, including the annual membership meeting, Board of Directors meetings, bi-annual Chapter Presidents meetings, and Executive Committee meetings when required. b. Approve all committee chairs before appointment. c. Serve as a member of the Ethics, Conference, and Finance Committees. d. Participate as requested on other AICI committees. e. Oversee and select Ethics Chair. f. Arrange Bi-annual Strategic Planning Retreat. AICI Operations Manual 5 of 162 May 2017

8 Board President Oversee all AICI Communications, Publications & Conference a. Be the official spokesperson of the Association b. Be listed as the member of any association to which AICI belongs. c. Speak on behalf of the Association for media and broadcast interviews. d. Review, proof, and approve all AICI Publications. e. Oversee web site with Association Management Company and VP Communications. f. Oversee and have input into the bi-annual conference location, theme, program, budget, chairs and committees. g. Approve and sign contract for bi-annual conference site. h. Participate in and attend other associations which will benefit AICI. Prepare President Elect for Upcoming Term a. Coach the President-Elect in preparation for the upcoming term. ACTIONS Support Board and Staff a. Review proper procedures, protocols and expectations with Board members and Executive Director regularly to guarantee adherence of policies and procedures of the Association. b. Have regular communication with Board members to discuss ways to facilitate efficiencies, maintain timelines, and determine if policies need to be created or modified. c. Maintain continuous communication with Association Management Company and assess when training, support, and job description changes are needed. Run Effective Meetings, Participate in Committees, Host Members a. Oversee preparation of agendas, review board packet submitted by Executive Director which includes all Board members monthly reports. b. Review and edit minutes and action items from Board meetings provided by Secretary prior to dissemination to Board. c. Lead meetings of the Association, Board of Directors, and Executive Committee. d. Organize the bi-annual SPR with Executive Director. Set meeting goals and agenda with facilitator. e. Include SPR action plans in monthly Board packet for review of progress. AICI Operations Manual 6 of 148 May 2017

9 Board President f. Chair and facilitate at least 2 teleconference calls/per year with Chapter Presidents and host a President s meeting at annual conference. g. Confer on committee chair candidates as requested by overseeing VP. Participate in Leadership training as requested by VP Human Resources. h. Participate in leadership training as requested by VP Human Resources. i. Attend First Timers Meeting at annual conference as directed by VP Human Resources. AICI Communications a. Write President s letter per issue for the Global Magazine. b. Present State of the Union address at the bi-annual global conference. c. Oversee the annual updating of AICI s Operations Manual as a guideline for the upcoming Board and Staff which include job descriptions for each VP position and the committee/s for which each VP has oversight. d. Act as spokesperson for the Association or assign a surrogate. e. Be in continuous communication with the President-Elect to discuss and analyze ongoing association and member issues. Prepare Incoming President a. Review job responsibilities with incoming President and discuss dynamics of Board, Board members and staff to ensure that the goals and workings of the existing Board are communicated to the incoming Board in order to maintain continuity and provide historical perspective. b. Coach President-Elect into the upcoming position as President and share information and material on association management. Annual Budget and Expenses a. Assist Treasurer in establishing organization s annual budget by providing historical perspective and making decisions about reasonable expectations for upcoming year. b. Inform Committee Chairs that report to President of their annual budget and approve expenses of those individuals and their committee volunteers if within budget. c. Submit President s expenses to HQ, regularly, per budget. AICI Operations Manual 7 of 148 May 2017

10 Board President COMMITTEES Executive Committee a. Call a meeting of the Executive Committee for in-depth discussions that do not require the entire board. Ethics Committee Appoint chair to: a. Develop Ethics committee. b. Follow protocol when an ethics complaint is filed. TIMELINE Date May June July Action Attend bi-annual conference and board meeting Develop budget for President s position Prepare timeline for the year with Executive Director Review Policies and Procedures Plan time and location of bi-annual SPR with Executive Director August September October November Facilitate bi-annual SPR Check-in December January February March April May Plan Bi-annual SPR with Facilitator Update appropriate sections of the OM Annual meeting PowerPoint presentation Board Orientation Attend bi-annual global conference and board meeting AICI Operations Manual 8 of 148 May 2017

11 IMMEDIATE PAST PRESIDENT & PRESIDENT-ELECT PURPOSE OF IMMEDIATE PAST PRESIDENT Provide continuity in the transition between the old and new Board and participate as a non-voting advisor as required. PURPOSE OF PRESIDENT-ELECT Prepare for the position of President. Broaden the vision of AICI through strategic alliances and participating in long range planning in bi-annual SPR. Develop management and leadership skills by experiencing the inner workings of the structure and systems of the organization. RESPONSIBILITIES Support the President a. Preside in the absence of the President. b. Communicate with the Board for the President whenever needed and report any developments and concerns where appropriate. c. Participate in planning process with President for meetings. d. Maintain a dialogue with the President on current management and long range planning for AICI. e. Help President with duties such as: trouble shooting, coaching board members, representing AICI to the public and others as requested by the President. f. Serve on Finance Committee with President and Treasurer. g. Keeper of the Board of Directors bi-annual Strategic Plan. Work with board members to stay on track. Support the Board a. Act as a coach to Board Members, providing them with consulting and support where needed. b. Be a trouble shooter, address obstacles when they are still small. c. Monitor and assess the structural and communication systems of the working Board. d. Facilitate lateral Board communication to encourage the flow of information and to minimize redundancies of efforts. AICI Operations Manual 9 of 162 May 2017

12 Board Immediate Past President & President-Elect e. Facilitate the functioning of the incoming AICI Board in line with goals of the outgoing Board. f. Prior to leaving term, meet with each Board member and determine communication schedules and methods ( , telephone etc.). g. Have regular communications with President and Board members. Look for ways to make their jobs easier and support them in maintaining timelines. h. Offer assistance in the form of technical, logistical and communication support. At times, provide them with another resource in order to resolve a challenge or obstacle more effectively. i. Keep President informed of any changes or developments. Contribute to Bi-annual Global Conference a. Work with VP of Conference as part of the conference committee (if a conference year) b. Co-host Chapter President meeting / event at bi-annual conference with President (if a conference year). Prepare Incoming Board a. Welcome new board upon completion of nomination and voting process. Contact each one personally. Review their position s responsibilities and the relevant communication channels as soon as their positions are official. b. Have retiring Board officers begin teaching their successors and involve them in tasks and appropriate communications. Encourage them to begin looking at potential committee chairs for committees and essential areas. c. Instruct in-coming board members to read and understand the Bylaws, Policies and Procedures, and Operations Manual in advance of SPR. d. Have individual telephone meetings with each incoming officer to prepare them for their roles and responsibilities. AICI Operations Manual 10 of 148 May 2017

13 Board Immediate Past President & President-Elect ACTIONS OF IMMEDIATE PAST PRESIDENT a. Be on hand to offer advice or history to the President as required. ACTIONS OF PRESIDENT-ELECT Train for Presidency a. Have regular communications with President. COMMITTEES Nomination Committee: a. Committee is recommended by the previous nominating committee, and appointed by the in-coming President. b. Work with president and the board for nominations for the incoming board. c. Work with committee to interview members for nominations. d. Host at least two conference calls with committee. e. Provide nominations slate of incoming board members to HQ. f. Work with HQ to get bios and pictures of the nominees for voting ballot. g. Would like to see this on the website We would send announcement electronically. h. Work with HQ to inform nominees of upcoming meetings, etc. they are required to attend. AICI Operations Manual 11 of 148 May 2017

14 Board Immediate Past President & President-Elect TIMELINE Date May June July August September October Action Attend conference and board meeting (if a conference year) Appoint Chairs for; Appoint Nominations Committee Develop budget for President-Elect s Prepare timeline for the year Review Policies and Procedures Call a meeting of the Nominations Committee and begin process Send out request for international board nominations to the membership Present slate of officers to International Board November December Ballots sent for elections January February March Request board members to send updated sections of the OM to HQ Receive updated sections of OM from the board members April May June Attend conference and board meeting (if a conference year) Appoint Chairs for: Appoint Nominations Committee Develop budget for President s position AICI Operations Manual 12 of 148 May 2017

15 TREASURER PURPOSE Act as the financial advisor for the organization. Ensure that proper accounting procedures are established and accurate financial records are maintained. Ensure the safekeeping of the Association s funds. Act as liaison to chapter Treasurers. RESPONSIBILITIES Prepare the annual budget. Prepare with assistance and support from the financial manager and others as directed and needed. This includes overseeing the conference budget prepared by the VP Conference. The AICI fiscal year is July 1 through June 30. The annual budget should be formulated on past history and with the understanding of projects and requirements as outlined by committee chairs, board members, and staff. The incoming Treasurer, if possible, should witness the formulation of the budget so that he/she is totally familiar with the vision behind the numbers and should start this job before the end of the outgoing Treasurer s term for training. a. Obtain the previous year s actuals as a worksheet with room for comments from the AMC financial manager. (June) b. Phone the incoming Board to discuss what their budget covers and how it was formulated emphasizing the importance of staying within the budget. (July/August). c. Submit to the board for approval. (June) d. Once approved, direct the AMC Financial Manager to create a condensed version of the budget for uploading to the website. e. Submit a Member Minute to the VP Communications to advise the membership that the new budget has been approved and is available online for viewing. Monitor the budget. Watch the flow of money on a monthly basis. a. Review and approve payables sent by the AMC financial manager. Verify GL accounting codes are correct. b. Review monthly financial reports prepared and provided by the AMC Financial Manager. c. Include a financial summary with the Treasurer's monthly Board report. AICI Operations Manual 13 of 162 May 2017

16 Board Treasurer d. Provide a mid-year position review to the Board. Make adjustments as needed. Direct AICI financial interactions with Association Management Company (AMC) Staff. The staff of the AMC is responsible for handling bookkeeping and accounting functions. Staff prepares the Statement of Financial Position and other reports using generally accepted accounting practices. General financial duties of Association Management Company include: a. Maintain check register b. Develop annual budgets in conjunction with the Treasurer c. Prepare materials for IRS Form 990 (which is completed by outside CPA) d. Balance checkbook e. Submit checking transaction reports to Treasurer on request f. Submit monthly financial reports to Treasurer g. Calculate and pay chapter rebates on a semi-annual basis h. Provide copy of general ledger to Treasurer at year-end i. Submit all payment requests for Treasurer s approval j. Submit year-end books to CPA for review or audit, with approval of Treasurer Additional Treasurer responsibilities with assistance from the AMC Staff include: a. Maintain tax-exempt status for the international association and its chapters. b. Work with chapters to ensure compliance with all federal, state, and local regulations. c. Distribute Expense Vouchers to all Board and Committee members. Only telephone and postage costs are to be reimbursed per the approved annual budget. d. Annually review and ensure the renewal of insurance, including the Board liability and conference insurance. e. Seek professional financial advice when needed. Resources the AMC's outside CPA firm f. Oversee the chapter rebate process. Review and sign AICI contracts. These include contracts for conference hotel and outside parties. Determine and direct financial policies for investment guidelines with the assistance of the AMC Financial Manager. Advise on use of any profit with assistance from staff and the Finance Committee. AICI Operations Manual 14 of 148 May 2017

17 Board Treasurer Direct policies for fee setting and collection/dispersal of Association dues and fees. a. Recommend changes to or initiation of dues and fee amounts as needed or requested. b. Recommend changes to procedures for collecting dues and fees. In the near future these may include decisions on anniversary vs. annual dues and rebates vs. chapter grant program. c. Advise and assist in the creation of all forms used for financial purposes such as membership dues, certification application payments, chapter financial reports, and conference brochure. d. Develop opportunities to and value of granting complimentary memberships in AICI to those who can enhance our image in the media in a significant way. Coordinate Chapter Budget Reviews a. Receive all chapter budgets from AICI headquarters. b. Review and approve chapter budgets for Chapter Relations VP. c. Annually review financial health of each chapter in conjunction with Human Resources VP. Communicate with Chapter Treasurers and members. a. Ensure that each chapter treasurer understands the process of budgeting, completing the Chapter Financial Reports, and the fiduciary duties of the office. Communicate as necessary with chapter board members to ensure their fiduciary responsibilities. b. Participate in Chapter Leadership training as requested by the VP Chapter Relations or President at conference or via teleconference class. c. Be a liaison between the members and the AMC over financial questions. d. Write an annual report reviewing Treasurer's accomplishments and challenges to be posted on the website. e. Present a four-minute oral annual Treasurer s Report for the annual Membership Meeting at conference. f. Provide web updates on all finance-related items via the website update form. Participate in Board and/or Executive Committee teleconference calls as directed by the President. a. Prepare a monthly report on Treasury activities. This is submitted to AICI headquarters approximately 10 days in advance of the monthly Board call. This report includes a statement of financial activity as well as updates on chapter rebates and any other finance-related matters. b. Monthly Board calls last approximately 2.5 hours. AICI Operations Manual 15 of 148 May 2017

18 Board Treasurer FINANCIAL POLICY INFORMATION The fiscal year is July 1 June 30. The Association s records are recorded on a modified accrual basis (revenues are recognized when earned and expenses are recognized when incurred; dues revenues are recorded in full when received). Bank Account Information General Checking Account: Bank Name: Wells Fargo Bank Bank Address: 470 McKnight Road N, St. Paul, MN Swift Code: WFBIUS6S Routing Number: Account #: Signatories are: David Ewald (Ewald President) AICI President AICI Treasurer Angel Fund: Association of Image Consultants International Address: 1000 Westgate Drive, Suite 252, St. Paul, MN Bank Name: Wells Fargo Bank Bank Address: 470 McKnight Road N, St. Paul, MN Swift Code: WFBIUS6S Account #: Credit Card Signatories are: (AICI Executive Director) (AICI AE/Sr. Meeting Planner) CPA Firm: Stacey R Petersen, CPA Petersen Professionals PC 4915 West 35th St Ste 201 St Louis Park, MN p (952) f (952) Past AICI Presidents receive a 50% reduction in membership dues for life after their term of office, starting in This was voted in at the 4/04 SPM. Past Presidents will no longer receive a conference discount effective with conference in Board members do not pay annual membership dues or conference registration during the years in which they serve their term. In addition, they pay only 50% of any conference pre-, mid- and post-conference workshops during their term. AICI Operations Manual 16 of 148 May 2017

19 Board Treasurer Board Members will submit Expense Vouchers including all receipts for expenses incurred and will expect to be reimbursed for those expenses allowed by their budget. All Vouchers must be submitted to the AMC no later than June 30 for any and all expenses for that year. A member who has an outstanding balance with AICI past due more than 30 days will be a member not in good standing and cannot renew their membership until the balance is paid in full. Membership dues are due before the anniversary date of membership. A $35 NSF fee is charged for a returned check. The Annual Conference should return a minimum of $10,000 to the Association s reserve funds. Up to $1000 for two people will be allocated for travel and lodging expense for Conference site selection. It is our goal to have one year's operating expenses in reserve. Each chapter must file for its own Tax ID number, prepare its own IRS forms, and establish its own account with the understanding that the fees for this will be paid by the chapter. Board vote is required to approve any unbudgeted expense prior to incurring that expense. COMMITTEES Finance Chapter Finance Review AICI Operations Manual 17 of 148 May 2017

20 Board Treasurer TIMELINE Date May June July August September October November December January February March April May June Action Attend conference and board meeting Send budget worksheet to all board members Present draft budget at board meeting; Chapter rebate letters sent out Finalize budget; Process Chapter Rebates Talk to Chapter Treasurers; Process Chapter Rebates Prepare budget for SPR Talk to Chapter Treasurers; Chapter Rebate Letters sent out Process Chapter Rebates Update appropriate sections of the OM and submit to President- Elect or IPP; Process Chapter Rebates Prepare financials for Conference Attend conference and board meeting Send budget worksheet to all board members AICI Operations Manual 18 of 148 May 2017

21 VP CERTIFICATION PURPOSE Create, oversee, and review all aspects of certification provided by the association. RESPONSIBILITIES a. Participate as a member of the international board. b. Work closely with Staff on all certification activities that occur at Headquarters. c. Maintain and advance the high standard of certification provided by the organization. d. Direct the Certification Team which consists of the Certified Image Master (CIM) Committee, the Certified Image Professional (CIP) Committee, and the First Level Certification (FLC) Committee. e. Appoint the CIM Chair, CIP Chair and the FLC Chair. f. Oversee the activities of the CIM, CIP and FLC committees. g. Announce at conference with the assistance of the FLC, CIP and CIM Chairs the newly certified consultants. h. Oversee the communication with the membership on all certification information and activities via phone calls, s, website, newsletters and workshops. i. Oversee the education of the membership on all certification information and activities through the website, Member Minute s, teleclasses, and conference workshops. j. Review and update as needed the designations of the three levels of certification for members and non-members. k. Review and update as needed the fees associated with the three levels of certification. l. Review and update as needed the qualifications and applications for the certifications. m. Develop and manage the Certification Committee budget. COMMIITTEES Certified Image Master (CIM) a. Appoint CIM Chair (for length of VP term) to oversee application review and answer questions from applicants. Chair is responsible for filling committee seats. b. Announce new CIMs at Conference. c. Coordinate with HQ re those who are in danger of losing Master status. AICI Operations Manual 19 of 162 May 2017

22 Board Certification d. Update CIM application as needed. e. Work with staff and chair to resolve issues regarding loss of certification. f. Coordinate with chair to run walk-through to encourage applications. Certified Image Professionals (CIP) a. Appoint CIP Chair (For length of VP term) to oversee application review and answer questions from applicants. Chair is responsible for appointing committee seats. b. Announce new CIPs at Conference. c. Coordinate with HQ re those who are in danger of losing Professional status. d. Update CIP application as needed. e. Work with staff and chair to resolve issues re loss of certification. f. Coordinate with chair to run walk-through to encourage applications. First Level Certification Application a. Appoint a chair to oversee the process. b. Update the application process as needed. c. Contact all non-certified members regarding the details, qualifications, and deadlines of the process and testing. d. Develop yearly program of beginner classes covering the essential and basic topics of FLC for a teleclass. e. With staff, send out letters and certificates of recognition. First Level Certification Exam Administration a. Coordinate all annual exam review details among AICI s contract third-party vendor who administers the exam, AICI Headquarters, and AICI Subject Matter Experts. TIMELINE Date May June Action Attend Conference and Board meeting HQ - Mail Certification Renewal statement and invoice HQ - a renewal reminder Develop budget AICI Operations Manual 20 of 148 May 2017

23 Board Certification July 1 August 1 September October November December January February March April May June Certification Renewal payments due Certification Renewal considered delinquent. Member is removed from the Web site and no longer recognized as a certified AICI member. Work on VP Certification SPR Goals Update exam content every 4 years Work on VP Certification SPR Goals HQ - Sends the first notification to those who have to renew their CEUs. Check with chairs to see if any web information needs modifications for certifications. Send an announcement reminding those of renewal. Coordinate conference call with FLC, CIP and CIP chairs to review any certification concerns. Hold a certification teleclass - Record teleclass to post on the website. Provide a tip sheet on certifications for attendees Update appropriate sections of the OM and submit to President- Elect or IPP Develop Budget Conference Coordinate FLC exam with FLC Chairs Attend Conference and Board meeting Review and update Contract with CASTLE alongside Treasurer and Executive Director HQ - Mail Certification Renewal statement and invoice HQ - a renewal reminder Develop budget AICI Operations Manual 21 of 148 May 2017

24 VP Human Resources PURPOSE The growth, maintenance and development of existing Chapters and the formation of new Chapters. To recruit, retain and satisfy AICI membership RESPONSIBILITIES a. Participate as member of the International Board. b. Direct Chapter Development and Chapter Formation committees. c. Submit Chapter related information to editors of Member Publications. d. Promote communication among Chapters via Teleconference Calls and independent interactions. e. Offer guidance and support to Chapters as needed. f. Lead Conference Leadership Training Session. g. Submit membership-related information to editors of Member Publications. h. Promote communication among members of Membership Team via AICI website. i. Promote communication with members and prospects. j. Manage budget for Membership, Committee Chairs, and AICI Ambassadors. k. Organize and facilitate First-Timers meeting at Conference. l. Work closely with VP Marketing to develop strategies for membership growth and retention. m. Confer on status of new members, prospects and past due members sent to AICI Ambassadors and Chapter VP's. n. Request a status report with total membership number including number of new members, prospects and past due members before each board meeting. o. Enforce special membership classifications a. Emeritus membership requires an application and board approval p. Review and update Membership Application forms. ACTION Participate as member of the International Board. AICI Operations Manual 22 of 162 May 2017

25 Board Human Resources a. Attend all International Board meetings, monthly board meetings via teleconference and Strategic Planning meetings. b. Attend all Conference meetings where International Board presence is important or required. Deliver the International Board Report for Chapter Relations at the Annual Meeting. c. Submit annual goals as required by President. d. Submit agenda items for International Board meetings to headquarters prior to meetings as directed. Submit calendars of 'away' dates. e. Ensure that all chapters be aware of timeline for nominations and elections of chapter officers. (Chapter nominations by April 30, elections by May 30 and submit new slate of officers to Headquarters by June 30) f. Ensure that all Chapter Board of Directors are aware of Annual Chapter Accord requirements. g. Work on projects with individual board members or Staff as required. h. Participate in AICI President and VP Membership counterpart calls Work closely with Headquarters Staff on Chapter development and formation activities. a. Communicate with Staff via , fax and/or voice. b. Request a monthly report from Headquarter with membership numbers for each Chapter. c. Review and oversee update of Chapter Bylaws, Chapter Accord, and Chapter Affiliation Agreement as needed. Direct chapter development and chapter formation a. Direct committees and task forces and support with structure and strategies for surveys, forms and other materials. b. Provide Chapter Leadership a forum to share tips and strategies for Chapter Success. c. Chapter Formation/Development: to provide support and up-to-date documents on "How to Start a Chapter" to Area Liaison s and Chapter Formation Organizers. Assist VP Treasurer to review Chapter Budgets a. Provide AICI Treasurer with any necessary supporting documents for Chapter Financial review process. b. Work with AICI Treasurer on approval of chapter financials in accordance with chapter accord documents. c. Annually review the health of each chapter with AICI Treasurer. AICI Operations Manual 23 of 148 May 2017

26 Board Human Resources Submit Chapter related information to editors of Member Publications. a. Submit Chapter related information to editors of Member Publications & website as needed. b. Review Chapter sections and Chapter Development Information on the websitemonthly c. Provide requested information to the above editors. Promote communication among members of Chapter Leaders via Teleconference Calls and independent interactions. a. Schedule, set agenda and facilitate teleconference calls with Chapter Leaders (participate in counterpart calls with AICI President and VP Membership) Offer guidance and support to Chapters as needed. a. Send Chapter Accord and Chapter Affiliation documents to chapter presidents in July b. Work with AICI Headquarters to track document submission c. Work with AICI Treasure on Chapter Budget submission d. Send nomination reminders to chapters in February/March for chapter board nominations and elections Work with VP Conference on scheduling a Leadership Training session. a. Write Leadership Training description for inclusion in the Conference brochure b. Work with AICI President and VP Education to develop agenda for onsite Leadership Training at conference c. Inform Board members of their responsibilities for Leadership training and counterpart participation d. Invite Staff, Committee Chairs, Chapters Board members and Ambassadors for participation during Leadership if required Manage budget for chapter development. a. Work with Treasurer to develop a budget for chapter development as they relate to the AICI strategic plan. b. Submit personal expenses to the Treasurer, regularly. COMMITTEES AICI Operations Manual 24 of 148 May 2017

27 Board Human Resources Membership a. Manage campaign to expand membership b. Conduct membership renewal campaign c. Create and document benefits of membership Chapter Relations a. Support VP of Human Resources with Accord process b. Contact all chapters and distribute accord documents yearly c. Manage accord process TIMELINE Date May June Action Manage Accord and distribute all documents Develop budget Appoint Membership Chair Appoint Chapter Relations Chair Receive Chapter Accord Documents July August September October November December January February Develop bi-annual Strategic Planning for Leaders in AICI for teleconference Take part in counterpart call with chapters Conduct bi-annual Strategic Planning for Leaders in AICI Teleconference Take part in counterpart call with chapters Assist chapters with election of officers AICI Operations Manual 25 of 148 May 2017

28 Board Human Resources March April May June Develop bi-annual Strategic Planning for Leaders in AICI for biannual conference Update appropriate sections of the OM and submit to President- Elect or IPP Attend bi-annual conference and board meeting Conduct Strategic Planning for Leaders Conduct First Timers Meeting Develop budget AICI Operations Manual 26 of 148 May 2017

29 VP CONFERENCE PURPOSE Direct and manage all aspects of AICI s annual educational conference and exhibition. GENERAL REQUIREMENTS a. Be highly organized, detail-oriented, and competent with the computer (Word, Excel and ). b. Possess the ability to manage multiple tasks simultaneously and be time-oriented. c. Possess superior interpersonal and communication skills. RESPONSIBILITIES a. Coordinate the AICI bi-annual conference as the most important educational and fund raising event for the association. b. Work closely with the President, VP Education & Management Company s event coordinator. c. Consult with AICI s association management staff, hereinafter referred to as Staff. Submit a board report as required prior to each board meeting. Conference Gap Year: June (Conference Year) to (May Gap Year) Conference Year: June (Gap Year) to May (Conference Year) 1 st Quarter 2 nd Quarter 3 rd Quarter 4 th Quarter June September December March July October January April August November February May AICI Operations Manual 27 of 162 May 2017

30 Board Conference ACTIVITIES Budget Site Program Identify/Update budget with the Treasurer and Executive Director Review the conference evaluations Work with Board of Directors and Management Company to identify upcoming conference locations. Review current program outline and update as needed Direct Staff to organize sites for site visit inspection for following year Visit and inspect possible site/s with Staff Present site options to AICI Board of Directors Review and sign contract of conference site with President and Treasurer. All contracts require the signatures of the President and the Treasurer. Appointed Conference Chair Coordinate all conference activities with respective committees and Staff as required Coordinate with VP Education and Conference Chair on the educational program (based on previous year evaluations), and be part of the Speaker Selection Committee (along with President, VP Education and Incoming President). Organize and finalize keynote for Opening Reception or General Session (not mandatory) Organize and finalize special events 2 nd Quarter Gap Year 1 st Quarter Gap Year 2 nd Quarter Conference Year 1 st Quarter Conference Year 1 st Quarter Gap Year 2 nd Quarter Gap Year 2 nd Quarter Gap Year 2 nd Quarter Gap Year ongoing 2 nd Quarter Gap Year 2 nd Quarter Conference Year 3 rd Quarter Conference Year AICI Operations Manual 28 of 148 May 2017

31 Board Conference Online Brochure Coordinate with respective committee to organize and finalize entertainment for Gala Work with the Award Chair and President-Elect on timeline and PowerPoint slides for Gala awards Attend First Timers Meeting Inform contributors of requirements and copy deadline Welcome Letter 3 rd Quarter Conference Year 4 th Quarter Conference Year Conference 2 nd Quarter Gap Year President Fundraising Event Chapter Presidents Meeting Bi-Annual Membership Meeting Workshop and concurrent descriptions & presenter photographs Speakers Committee Guidelines to choosing programs CEU Providers training CIC, CIP, CIM walk-through CIC Exam Registration Leadership Training VP Human Resources First Timers Meeting Membership Application VP Business Development VP Conference Sponsors Exhibitors Launch Split Payment Option 1 st Quarter Conference Year AICI Operations Manual 29 of 148 May 2017

32 Board Conference Registration form 2 nd Quarter Conference Year Conference attire AICI Awards Ceremony and Reception Gala Awards and Banquet Receive submissions from staff Submit copy to VP Marketing online brochure for proof- reading Finalize and approve online brochure Submit brochure for posting on AICI website Work with Marketing Manager for theme ideas Design theme for conference with VP Marketing Design artwork for conference Develop PowerPoint presentation to announce next year s conference Announce next bi-annual conference at current conference Prepare upcoming conference teaser for website with VP Marketing 2 nd Quarter Conference Year 2 nd Quarter Conference Year 2 nd Quarter Conference Year 2 nd Quarter Conference Year 4 th Quarter Gap Year 1 st Quarter Conference Year 3 rd Quarter Conference Year 4 th Quarter Conference Year 4 th Quarter Gap Year TBA Submit AICI Bulletin on conference to VP Marketing AICI Operations Manual 30 of 148 May 2017

33 Board Conference Ensure pdf documents of the following are posted on the AICI website: Ensure pdf documents of the following are posted on the AICI website: 1 st Quarter Conference Year 1 st Quarter Conference Year Split Payment Option Speaker proposal form Exhibitor/Sponsorship brochure At-A-Glance Virtual Tour Conference online registration Speakers Committee VP Business Development and Management Company Management Company Management Company Management Company 1 st Quarter Conference Year 2 nd Quarter Conference Year 1 st Quarter Conference Year 2 nd Quarter Conference Year 2 nd Quarter Conference Work with VP Marketing and Staff to market the conferencedevelop an e-campaign to market conference workshops, Work with both VPs to write and send Conference related press releases, etc. Submit an article on Conference for the Global Magazine Submit articles for Post Conference Global Magazine to VP Marketing 2 nd Quarter Conference Year 4 th Quarter Conference Year 4 th Quarter Conference Year Post-conference page on website (photos, summary, awards, announcements, etc.) 4 th Quarter Conference Year AICI Operations Manual 31 of 148 May 2017

34 Board Conference Forms Work with VP Education and Conference Chair to update Callfor-Proposal form Work with VP Education to update Speaker Agreement form Update Conference Registration form Update Conference Evaluation Form for post-conference survey-monkey Update Exhibitor Evaluation form and submit to Staff 4 th Quarter Gap Year 4 th Quarter Gap Year 4 th Quarter Gap Year 4 th Quarter Conference Year 4 th Quarter Conference Year Master of Ceremonies, etc. Opening Ceremony Welcome Introduce sponsors Introduce keynote Introduce entertainment Thank you Exhibition President & VP Conference VP Business Development VP Conference President & VP Conference President & VP Conference Gala Introduce sponsors AICI Awards Ceremony Welcome Chapter Awards Philanthropy Awards Certification Recognition President Award VP Business Development VP Membership VP Human Resources Secretary VP Certification President Conference AICI Operations Manual 32 of 148 May 2017

35 Board Conference Welcome President Major Awards President-Elect & Awards Chair Introduce entertainment VP Conference Unveiling the next conference VP Conference Committees Responsibilities Research travel information to be posted online Solicit items for Goody Bags 1 st Quarter Conference Year 2 nd Quarter Conference Year Hospitality (Hosting Chapter when applied) Pre-Conference Activities - Research and identify activities, restaurants, etc. in the conference city that may be of interest to conference attendees to be post online Support staff conference When non US Hosting Chapter, work with Marketing Manager to solicit exhibitors and Sponsors 2 nd Quarter Conference Year Conference 2 nd Quarter Conference Year Speakers Support Assigned 2 monitors and one Room Manager for all conference sessions 3 rd and 4 th Quarters Conference Year Host a training session prior conference Assure all sessions are covered during conference Week prior conference Conference AICI Operations Manual 33 of 148 May 2017

36 Board Conference Conference Chair Speakers Committee Awards Committee 1 st Quarter Conference 2 nd Quarter Conference Year Order Awards 4 th Quarter Conference Year AICI Awards Night Ceremony & Reception time line Gala Define Gala Them Provide VP Membership with possible entertainment names (DJ) Tables décor ideas Help set up Gala Ballroom and stage 3 rd Quarter Conference Year 3 rd Quarter Conference Year Conference Fashion Show/Special Events Work with a committee to plan and execute event during Conference 3rd Quarter Conference Year/ Conference AICI Operations Manual 34 of 148 May 2017

37 Board Conference TASK FORCE CONSIDERATIONS Brochure Editing Award Committee Speakers Committee Hospitality Committee (Hosting Chapter when applied): Goody Bags/Pre-Conference Activities Conference Speakers Support AICI Awards Night Gala Dinner Fashion Show/Special Event TIMELINE AND RESPONSIBILITIES Item Responsible Date Status 1 Review the evaluations from previous conference ECC 0-June 2 Give list of cities/countries to AML for Helmsbriscoe to research ECC June/July 3 Meeting to outline Conference Schedule (dates, times, special events, number of attendees) and outline list of wants, wish list, committees, contests, fundraising events, auctions, etc. ECC 1-July 4 Decide on space required (re contract) & room layout VP Conf & Staff 1-July 5 Develop a short list of sites for review with ECC VP Conf 1June 6 Direct staff to organize sites for site inspection VP Conf 1-Sept AICI Operations Manual 35 of 148 May 2017

38 Board Conference 7 Visit and inspect possible site/s VP Conf & Staff 1-Aug/Sept 8 Present site options to ECC VP Conf 1-October 9 Finalize hotel requirements: room rate, board rate, meeting rooms, SPR rooms, Food & Beverage needs, etc. Staff & ECC 1-Nov 10 Negotiate with chosen site Staff Oct/Nov 11 Review and sign contract of conference site with President and Treasurer. President Treasurer VP Conf 1-Nov 12 Revise speaker proposal, as required VP Ed 1-January 13 Solicit theme ideas from marketing committee ECC 1-January 14 Design theme 15 Design artwork ideas ready for SPR ECC & VP Marketing ECC & VP Marketing 1-February 1-March 16 Finalize theme and artwork VP Conf 1-April 17 Develop PowerPoint presentation to announce conference VP Conf 1-April 18 Announce the next conference VP Conf 1-Conf. 19 Recruit the Conference Volunteer Manager who will work directly with the various conference committees. VP Conf 1-May 20 Prepare conference teaser for website VP Conf & VP Comm. 1-May 21 Post speaker proposal form VP Education 1-May 22 Recruit Chair for Conference Education Program VP Education 1-June 23 Define conference budget VP Conf & Staff 1-June 2-July 24 Develop educational program and recruit speakers VP Ed 2-July/ August 25 Recruit Conference Committee Chairs (First Conference 2-July/ AICI Operations Manual 36 of 148 May 2017

39 Board Conference timers, Gala, Hospitality, Int l Hospitality, Special Events, Bookstore) Volunteer Manager August 26 Recruit Chair for Session Support VP Education 27 Prepare Marketing Campaign VP Marketing 2-July/ August 2-July August 28 Contact prospective sponsors VP Fund Development 2-July August 29 Finalize speakers (send receipt acknowledgements to all submitters) Send yes/no letters to all speakers VP Ed & ECC 2-August 30 Develop philanthropic activities associated with conference Secretary & VP Conf 2-August 31 Inform brochure contributors of requirements and copy deadline VP Conf 2-August 32 Prepare Exhibitors/Sponsorship prospectus Staff & VP Fund Dev 2-August 33 Post Exhibitors/Sponsorship brochure to website Staff & VP Fund Dev 2-August 34 Mail Exhibitors/Sponsorship prospectus to prospective exhibitors Staff 2-August 35 Receive all speakers agreements and information: biographies, introductions, workshop descriptions, photographs, etc.) VP Ed 2-Sept 36 Update registration form VP Conf & Staff 2-Sept 37 Organize and finalize keynote for opening reception VP Conf 2-Sept 38 Organize and finalize special events VP Conf 2-Sept 39 Organize and finalize entertainment for gala VP Conf 2-Sept 40 Receive submissions for brochure VP Conf 2-Sept 41 Develop preliminary registration brochure for board to review and vote Staff & Board 2-Sept 42 Submit brochure to copy editor (VP Comm.) VP Conf 2-Sept AICI Operations Manual 37 of 148 May 2017