Presenter. Sue Pine, CAE AH Vice President of Professional Development NAPO Senior Director

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2 Presenter Sue Pine, CAE AH Vice President of Professional Development NAPO Senior Director

3 Key Objectives Section 1: Associations Overview Section 2: Governance Structure Section 3: Volunteers Section 4: Board s Key Roles Section 5: Functions of Association Section 6: Membership

4 Introduction Exercise Are you a Volunteer Board Member? Are you a paid staff working for an Affiliate Organization? How many of you had prior association management experience?

5 Associations - Overview Value of Associations Importance of Mission Types of Associations Governance Documents

6 The World of Associations How many? Nearly 64,000 trade and professional association, closer to 1,000,000 charitable organizations They create jobs in every state

7 Source: ASAE website Association FAQ: and Associations Matter, Association by the Numbers, January 2012

8 American Society of Association Executives Definition of Associations Associations exist for the public good and are formed for a variety of purposes. However, the recurring benefits that are typically provided to members include: Education/professional development Information, research, and/or statistics Standards, code of ethics, certifications A community, network, professional home, identity opportunity to participate for the greater good of the profession, industry, and/or public interest

9 Purpose Vision What future do we want to create? Provides a picture of the future you want to seek Communicates organizational intent/strategic direction Should be inspirational and easy to remember Mission Should answer these essential questions: Why does the association need to exist? What do we strive to accomplish? What means will we utilize to accomplish our aims? What values and benefits sustain our efforts? For whose benefit does the organization exist?

10 AMLE Mission The Association for Middle Level Education is dedicated to improving the educational experiences of all students ages 10 to 15 by providing vision, knowledge, and resources to educators and leaders.

11 About AMLE AMLE The Association for Middle Level Education (AMLE) is the premier association helping middle grades educators reach every student, grow professionally, and create great schools. Our membership includes more than 45,000 members who are principals, teachers, central office personnel, professors, college students, parents, community leaders, and educational consultants around the globe.

12 Mission, Vision, and Values Must be understood & embraced Effective governance tools - Provide framework for the employees & members - Serve as a barometer for association and its programs and services What, Why, How

13 Common Types of Not-for-Profits Charities (c)(3) - Religious, scientific or educational purpose Professional and Trade Associations 501 (c)(6) - Trade associations, business leagues, professional societies National Social Welfare Organizations 501 (c)(4) - NAACP, Sierra Club Social Organizations 501 (c)(7) - Athletic clubs, garden clubs, alumni associations

14 Difference between Trade & Professional

15 Operated exclusively for charitable, educational, religious, literary, or scientific purposes Includes membership associations (e.g., professional society), if the purpose is to advance the profession with respect to "educational" activities Lobbying and political activities are significantly restricted. A c3 will lose tax-exempt status if the IRS determines that it has engaged in "substantial" (more than 20% of exempt purpose expenditures) lobbying activities Operated to promote a common business interest, and to improve business conditions in the industry A membership organization (e.g., business league, industry trade association), advancing a common business interest Allowed a wide-range of lobbying. Yet, the main stipulation is that a c6 is required to disclose to membership the % of their annual dues that is lobbying (i.e., non-deductible to members for tax purposes) Enhanced fundraising advantages, such as eligibility to receive tax-deductible "charitable contributions" and gifts of property and eligibility to receive many grants Dues or other payments to a c6 are only deductible as business expenses Eligibility to receive other state and local tax exemptions (e.g., sales tax)

16 Assoication Filings Articles of Incorporation Annual Reports Employee Identification Number IRS Form 1023 or 1024 Annual Form 990

17 Non-Profit versus Tax Exempt

18 Governing Documents Articles of Incorporation Bylaws Policies Set by the Board Procedures Normally established by Staff Other Important Documents Strategic Plan Budget Financials

19 Articles of Incorporation Bylaws Policies The association s framework. Governing Documents They take precedent over all other organization governing documents. They may be amended, but amendment is rare and usually requires a super-majority. Bylaws should be concise and easy to understand. Shouldn t be so specific as to require frequent amending Shouldn t be so vague as to create uncertainty In matters in which changes can be anticipated over the life of the association (e.g. dues, number of directors, titles and functions, etc) the bylaws should give only general guidance or set minimal requirements Bylaws provide the main structure Individual policies are logical extension of the bylaws and provide more detail (exp. Membership Categories, Dues Structure, Finance) Policies provide guidance on issues and board practices that shouldn t be detailed in the bylaws Specific decisions on dues, number of directors, etc. should be left to a policies and procedures manual Board minutes should be regularly reviewed to identify new policies that need to be added to the policy manual

20 Examples of Policies Board - Whistleblower - Conflict of Interest - Antitrust - Document Retention/Destruction - Ethics Policy Governance - Membership Categories - Dues Structure - Finance fiscal year, investment policies, reserve policy

21 Governance Structure Board Committees Role clarity

22 Structure Different from Business Unique to every Association Include Volunteers System Board of Directors Executive Committee Association Staff Support Committees Task Forces Components Governance

23 Board Structure & Composition Less is more boards over 16 tend to be less effective Recruit for competencies and qualifications Ensure a diverse mix of skill sets and personalities Familiarize board with strategic responsibilities and expectations during orientation Conduct on-going board development sessions to keep updated on trends and good governance Have collective buy-in on the need to be strategic

24 Board Meetings Robert s Rules of Order Preparing for and running a meeting Agendas Reports Running a meeting Minutes (less is more)

25 Legal Issues Insurance Sarbanes Oxley Required Policies Whistle Blower Conflicts of Interest Document Retention Joint Ventures w/ For-Profit Businesses Protecting the Association from Lawsuits

26 Role of Board and Staff Responsibility Board Staff Policy Sets policy Implements policy Legal/Finance Ensures proper management Provides information and reports Planning Program Sets goals and approves mission Reviews and approves programs Implements goals and follows mission Develops and implements programs 26

27 Role of Board and Staff Responsibility Board Staff Personnel Governance Public Relations Fundraising Evaluates Chief Staff Executive (CSE) Recruits board members; Creates policy and ensures adherence to bylaws CSE manages staff Helps orient board members; Implements policy and procedures Represents the Assn. Represents the Assn. Sets policies and goals; Assists Implements plans 27

28 Committees Standard Committee Normally serve up to 3-years Average = 5 to 10 Committees Focus on Association s long-term needs Executive Committee Average 7 members Consists of Officers of the Board Has authority to act on behalf of the Board in emergencies

29 Committees

30 Committees & Task Forces Role, Responsibilities and Authority Committee vs. Task Force

31 Task Forces Address short-term needs Often appointed by CEO (w/board input) (FYI CEO = Chief Elected Officer)

32 Association Staff Administers the policies established by the Board Responsible to implement procedures that deliver the products and services to members

33 Components Chapters & Allied Societies Communities of Practice Sections Special Interest Groups Affiliates Foundations

34 Volunteers Research from ASAE Foundation Types of Volunteers Three R s associated with volunteers

35 Working with Volunteers Your Boss, Customer and Workforce Recruiting Training Managing Motivating & Rewarding

36 Association Study ASAE Research Project 23 Associations 26,305 Responses

37 Shapers 17.6% Super Volunteers More likely to come from Academic backgrounds More than half are in senior level management

38 Writers 26.7% Focus on the review and publication of professional papers Subject matter experts Less likely to be involved in fundraising, leadership, recruitment

39 Local Leaders 22.9% Focus on board and committee service at local level Less involved in governance of parent organization Nearly 2/3 from entry-level or mid-career level

40 Teachers 32.8% Important source of professional advice, mentorship, recruitment Minimally engaged in other areas of the association This group contributes the fewest volunteer hours

41 Three R s -Association Volunteers Recruitment of willing & dedicated volunteers The value of the personal ASK! Retention = ability to cultivate engaged & productive volunteers Position has to be compatible w/their motivations Recognition Respect & appreciation Role models Positive message

42 Micro Volunteer Bite-size Pieces Millenials will volunteer Not willing to give you a blank check of time

43 Board s Key Roles Strategic Planning Budgeting Management Model

44 Defining the Future Environmental Scanning vs. Strategic Planning Looking beyond just AMLE issues to prepare for the future Tools for creating a culture of Foresight ASAE ForesightWorks Project Why Associations Need Foresight 41 Drivers of Change Environmental Scanning and Foresight Discussions should feed into the Strategic Plan

45 Strategic Planning SWOT Analysis Trends Voice of the Member Developing Plan Implementation Facilitators

46 The Board of Directors Roles & Responsibilities Basic responsibilities of the board as a whole Individual board member responsibilities Role of board vs. staff Determines Mission and Vision Oversight of fiscal, Human, and physical resources Ensures legal compliance Monitors association s progress Leadership Development Nominations & Elections Average size 27 voting members Plans for the Future

47 Budgeting Sources of Revenue Dues (30%) Meeting registration fees (21%) Education Programs (11%) Royalties from Publications (5%) Industry support Exhibitor fees (8%) Sponsorship (5%) Other (20%) Sources of Expense Salary, Benefits & Overhead (57%) Meeting Expenses (17%) (ASAE average % of total for professional associations)

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49 Functions of an Association Typical Programs Operations Fundraising

50 Programs Typical association offerings: Conferences Publications Components (chapters, special interest groups, etc.) Education/training Credentialing programs Networking & collaboration Advocacy and public awareness Career resources Research

51 The Annual Conference or Meeting Ancillary Events Registration Education Programs Exhibits Sponsorship

52 Standard Setting Certification Accreditation Product Certification Body of Knowledge

53 Communications Marketing Public Relations Publications Social Media Website

54 Programs & Services New product & service development Discovery Development Commercialization Assessing value of programs and services Portfolio management Measure results with metrics

55 Operations Technology Association management system (AMS) database Website Accounting system Risk Management General liability insurance D&O insurance Event cancellation insurance Marketing plan

56 Financial Management Budgeting Financial Reporting Four Segments of Every Financial Transaction Internal Controls Audits & Tax Filings

57 Relationship Building Alliances Partnerships Affiliations Government Relations

58 Vendor Management RFP Development Contract Negotiations Contract Management, Fulfillment and Oversight

59 Human Resource Management Job Postings Recruitment Job Descriptions Orientations Performance Appraisals Compensation Policy Employee Professional Development

60 Fundraising Sponsorships Private/Corporate Grants Government Grants

61 Membership Types of Membership Membership Research Key Services Members Want Membership 3 R s

62 Membership The Lifeblood of an Association

63 Membership Types of Membership Active Associate Individual Honorary Professional Regular

64 Membership Engagement

65 Association Study ASAE Research Project 18 Associations 16,000 + responses

66 Decision to Join What was asked How did you first learn about membership in the association? - University or College Program - Colleague or Co-Worker - Professor or Instructor

67 Decision to Join What was asked What did you perceive to be the personal benefit for joining an association? - Access to most current information - Professional development or education program - Opportunity to Network

68 Decision to Join What was asked What did you perceive to be the top three functions of an association? - Providing training/professional development to members - Connecting practitioners within the field to each other/networking - Providing technical information to members

69 Join for the Learning - Education Education Face-to-face Online programs Certification Programs Graduation from accredited / approved training program Completion of specified amount of work experience Passing a qualifying exam

70 Join for the Knowledge Research (salary/compensation surveys, trends in profession, professional practices) Publications (newsletters, bulletins, journals, books, magazines) Website

71 Join for the Community Ability to foster a sense of community within membership How? SIGS, Listserves, volunteering, benchmarking, committees / councils / task forces, member-only events

72 Join for the Advocacy Ability to give members a united voice Associations make an impact with lawmakers Political impacts are made through Lobbying Formulating Policy Presenting Testimony Providing technical information

73 Membership the 3 R s Recruitment Retention Renewal Anniversary vs. Calendar

74 What didn t we cover?

75 Resources ASAE Handbook of Professional Practices in Association Management ASAE Power of A Website ForesightWorks

76 Thank You Sue Pine, CAE Vice President of Professional Development AH - Association Headquarters, Inc. NAPO Senior Director 1120 Rt. 73, Suite 200 Mt. Laurel, NJ Direct: spine@ahredchair.com