General Management and Administration: We provide an administrator and support staff to handle all of the day to day work of the association. The administrator will report to the Board of Directors. The staff is accessible to all members of the association to answer questions and provide information requested. This includes supporting internal association committees with information concerning membership lists, program attendee reports, financial reports and surveys.
Association Program and Meeting Planning: We assist in all of the planning and preparation of association events. We act as the liaison with the program venues and this includes coordinating with the venues to determine location, contract negotiations, and food and beverage requirements. We coordinate meeting room setups, menus and audio/visual equipment needed for all functions. We prepare name badges for all attendees and speakers and provide onsite event support at the meetings and events.
Monthly Board Meetings: We help find meeting facilities, send out calendar entries to board members and other communications needed ahead of the meeting. We prepare all the necessary materials for the board meetings and create board packets for each board member. We work with the President to determine the meeting agendas. We attend all board meetings and take meeting minutes for each meeting and answer any questions the Board may raise. The staff will follow up on necessary action items.
Membership Recruitment and Retention Services: We manage the membership databases, process membership applications, prepare and send out dues renewal notices and follow up with all accounts receivable.
Accounting and Financial Services: We create monthly financial reports for each of our associations and develop operational budgets. We maintain a complete set of accounting records, coordinate the preparation of required tax returns and filings and also coordinate all legal and insurance matters.
Planning and Policy Development: This includes ensuring that the association has written policies that are used to govern the association. We define and utilize a formal planning process for upcoming programs and events. We help outline plans for committee activity by arranging timetables, objectives and available resources.
Maintain Records: We establish and maintain electronic filing systems. We manage the printing and purchase of all necessary office supplies. All bank statements, invoices and reports are retained in the association office for a period of not less than seven years. We follow record keeping procedures and retention policies in accordance with IRS Guidelines.
Published Materials: Our staff works with Technical Committees to assist in publishing Standards for associations and we sell these publications on our websites. We also put together printed membership directories and these directories are mailed out to members each year.
Website: We make sure that the association website is always up to date and web postings are accurate.