Association Management Fundamentals APHA AFFILIATE CAPACITY BUILDING INITIATIVE AFFILIATE TECHNICAL ASSISTANCE WORKSHOP APRIL 29, 2008 ATLANTA, GA MAY 7, 2008 PHOENIX, GA

Agenda Schedule y Principles and Practices y Governance y Management y Policies and Procedures

Objectives y Review key terms and concepts y Discuss practices y Shared learning y Share Resources

Principles and Practices NON-PROFIT SECTOR CHARACTERISTICS ACCOUNTABILITY STANDARDS PRACTICE

• Variety of types Non Profits Third economic sector

Growing in revenue, employment

• 8% of the GNP ($1 trillion) • Over 12.5 million employees, and

more than 83.9 million volunteers (44% of adults) • Estimated 15.5 billion hours volunteered • Attract members, volunteers and workers that are “cause” or “purpose” driven • $250 billion donated to nonprofits in 2004

Accountability

y The 10

characteristics of accountability

Evaluation

Principles and Practice

Principles and Practice

Resources y Principles and Practices for Nonprofit Excellence,

Minnesota Council of Nonprofits. www.mncn.org/ y American Society of Association Executives. www.asaecenter.org

Governance STATE AND FEDERAL LAW CORPORATE DOCUMENTS RESPONSIBILITIES FUNCTION EXPECTATIONS GOVERNANCE DISCIPLINES

Governance Documents

Responsibilities

y Financial and legal y Fundraising y Public and community relations y Hiring and evaluation y other

Accountability

y Policy making

Communication

Authority

Responsibilities

Function

Committees

Committees

y Attendance Expectations Establish responsibilities

y Time y Preparation y Commitment to mission y Representative

Consider board agreement

y Ambassador y Evaluation y Support board decisions y Celebrate success!

Governance Disciplines y Direct and Protect y Accountability to members y Commitment to excellence y Leadership development y Board-management relationship y Evaluation

Exercise

Resources y Guidebook for Directors and Non-Profit y y y y y

Corporations, American Bar Association Association Law, American Society of Association Executives Integrating Mission and Strategy (j phills jr) Non-profit Governance and Management (ASCS corp societies) IRS. www.irs.gov/charities/index.html State Law

Management MANAGEMENT MODELS ROLES AND RESPONSIBILITIES SELECTING

Association Management Models

Combined models

What’s the Right Model for me?

Am I ready? y Are the organization’s goals and priorities clear? y Is your board ready for “staff” or a “director”? y Is there a structure and resources in place to support

“staff”? For how long? y Is there an orientation plan for the new “staff”? y Are expectations clear and reasonable? y Is there an evaluation plan?

Exercise

Contract, Hire or Volunteer? Limited to no funds

Increased funds

“Fully” Funded

Limited projects

Volunteers

Volunteers Contract

Volunteers Contract

Status Quo

Volunteers

Volunteers Contract

Volunteers Contract Employed

Growth

Volunteers Contract

Volunteers Contract Employed

Volunteers Contract Employed

Process Hiring

Contracting

y Develop job description;

y Initiate

y

y y y

policies and procedures Determine personnel management process (hiring, evaluation, compensation) Set compensation and benefits Office support and structure Orientation, Advice and Evaluation

y Interrogate y Investigate y Negotiate

Requesting Proposals y Include list of objectives y Define the organization y Provide important papers { bylaws, end of year financial report/audit, strategic plan y Membership information y History of events, meetings, attendance y Current staffing model y Define service expectations y Sample of material

Reviewing Proposals y Establish review committee, process and timeline y Investigate: references and on-site review y Develop measurement y Match interview process to organization y Summarize pros and cons y Contract review and negotiation

Exercise

Resources Association Management y American Society of Association Executives www.asaecenter.org/ y Center for Non-Profit Management www.cnmsocial.org/ y National Council of Non-Profit Associations www.ncna.org/ y Minnesota Council of Non-Profits www.mncn.org/

Policies and Procedures POLICY MANUAL RISK MANAGEMENT LEGAL AUDIT COPYRIGHT LAW PRIVACY CONFLICT OF INTEREST, DISCLOSURE RECORDS RETENTION

Policy and Procedure Manual Purpose Content

SALES OF MAILING LABELS Policy Number: 400-01 Date of Last Revision: 07/2000 Purpose of Policy Policy Responsibilities Procedure Authority Approved

Risk Management y Federal and State Law y Insurance coverage y Legal Audit y Copyright Law y Conflict of interest y Disclosure

Privacy and Security y Member data y Marketing y Website y Mailing label requests y Transactions y Privacy and Security Statements y Employees

y Guidelines Records Retention

y Requirements y Process

Resources y Guidebook for Directors and Non-Profit

Corporations, American Bar Association y Association Law, American Society of Association Executives y National Council of Nonprofit Associations, www.ncna.org