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DUTIES OF VICE PRESIDENT - TREASURER
I.
Disburse funds of the IIAG upon receipt of authorized and approved notification of expense.
II.
Maintains financial records of the corporation in a current state including:
A. Checkbooks and bank signature cards
1. Assures on board member besides Treasurer has signature authority.
2. Assures there is an authorized signer who can disburse funds on an emergency basis if the
Treasurer is unavailable to do so.
B. Bank Reconciliations
C. Cash Journal
D. Supporting documentation for all receipts and disbursement
E. Current General Liability Insurance Policy
F. Active meeting file for each general membership meeting containing:
1. Roster of Registrants
2. Detailed support for all receipts
3. Detailed support for all disbursements
4. Summary of financial results for the meeting
III.
Assures appropriate federal and state tax filing requirements are met.
IV.
Reports financial results to the Board of Directors as follows:
A. At each Board meeting, presents statement detailing financial activity since last meeting and current cash balances.
B. At Board meeting next subsequent to general membership meeting, presents statement detailing financial results of the general membership meeting.
C. At January Board meeting, presents detailed statement of operations for the previous fiscal year.
V.
Assures that all receipts and disbursements are in accordance with the general or specific policies of the corporation and are sufficiently documented.
VI.
Decides the allocation of funds between operating and investment accounts.
VII.
Provides the assistant secretary with up-to-date membership dues notice information.
VIII.
Advises the Board of Directors with respect to future financial requirements of the corporation.
DUTIES OF VICE PRESIDENT - SECRETARY
I.
Maintains in a current state the administrative manual which includes the following sections:
A. IIAG By-Laws
B. Officer and Committee Chairmen position guides
C. Administrative Policies
D. Permanent records of Board minutes
E. Permanent record of minutes of general
II.
Maintains the Articles of Incorporation and executes the Annual Report of Domestic Incorporation each year.
III.
Appoints a new Registered Agent for the Corporation whenever there is a termination of the existing agent. If a fee for registered agent is involved, approves and forwards invoice to Treasurer for payment.
IV.
Notification of semi-annual membership meeting/annual dues/other mailings.
A. Mails first notice of each meeting at least eight weeks prior to meeting date.
B. Mails meeting agenda and questions to those registered at least ten days prior to the meeting.
C. Mail Statement of Operations Summary as of end of previous year to general membership with first mailing of Spring meeting notice.
V.
Makes collections and accounts for meeting pre-registration fee for submission to the Vice President - Treasurer. Prepares nametags for registrants.
VI.
Coordinates dissemination of pre-meeting materials.
A. Typing, printing and mailing of initial meeting notice and request for discussion questions. Include in first mailing of meeting notices a list of names and addresses of Session Chairpersons to whom questions can be sent.
B. Receives copies of discussion questions from Session Chairpersons.
C. Agenda for the meeting is coordinated and finalized with Site Chairperson and then typed into final form.
D. Prints and mails Agendas, sends Discussion Questions and follow-up reminders for meeting to all registrants only. This is done for the Fall and Spring meetings. The mailings should take place at least ten (10) days prior to the meeting date.
VII.
Handles preparation, printing and mailing of materials pertaining to special programs/projects.
DUTIES OF ASSISTANT - SECRETARY
I.
Maintain an up-to-date and complete membership directory.
A. Membership directory to be provided to the Vice President - Treasurer on an interim basis as required.
B. Provide name and address labels to the Secretary for any mass mailings, e.g. Spring and Fall meeting notices.
C. Provide information about the IIAG in response to inquirer from prospective members and current members.
II.
Mail annual dues notice.
A. Send second notice two weeks prior to cut-off date to all delinquent members.
B. Remove all unpaid members from the membership list.
III.
Mail welcome letter and membership directory to new members on an on-going basis.
IV.
Provide membership applications to site selection chairperson at all sessions.
DUTIES OF CHAIRMAN - EXECUTIVE SESSION
I.
Authorized Mailing List - Obtain a copy of the authorized mailing list from the prior Executive Session Chairman. Only the top audit executive from each company may attend the session by invitation only. No mention of the Executive Session is made in the general mailing to the membership and the meeting room is not posted in the hotel lobby. This keeps the session confidential and avoids uninvited attendees.
II.
Mailing to Executives - Request for Topics/Questions
A. Spring Meeting -- Mail request for topics/questions by February 1st with a return date of March 1st.
B. Fall Meeting -- Mail request on above by July 1st with a return date of August 1st.
(NOTE: Postage costs are assumed by the Chairman's company.)
III.
Agenda - Prepare agenda in accord with the time schedule to be provided by the Site Selection Chairman. Arrange agenda based on interest indicated by responses received from the audit executive.
IV.
Session Leaders - Request session leaders participation from those indicating an interest in their responses and any other members as needed.
V.
Mailing Agenda
A. 15 days prior to meeting date, mail relevant material to respective discussion leaders.
B. 10 days prior to meeting date, mail agenda and questions to all audit executives.
VI.
Attendance - Two weeks prior to the meeting date, obtain a registrant list from the Secretary so you will know how many executives plan to attend. Then check with the Site Selection Chairman to assure that sufficient meeting room space will be available.
VII.
Conduct of the Session
A. Welcome attendees.
B. Provide attendance sheet for signing name, company and telephone number.
C. Provide card stock sheet (8 1/2 x 11) for use as name cards and markers so that attendees can print their names on the cards.
D. Ask each attendee to introduce themselves by name, title and company.
E. Begin session as per agenda and adhere to time schedule.
F. At conclusion of session, thank all attendees for their participation.
VIII.
Post Meeting
A. Thank you notes to all session leaders.
B. Mail copy of attendance sheet to all attendees.
SESSION CHAIRPERSON(S) GUIDE
I.
Prior to Meeting:
A. Notify secretary that you are the session chairperson. The secretary will instruct the members to send session questions to you.
B. Organize the questions into logical sequence; reword, as appropriate; eliminate duplicates; separate multiple questions, etc.
C. Provide adequate copies to the secretary for mailing to the attendees. Keep a master copy of the questions with names of those submitting questions for your discussion leaders. Recruit discussion leaders. Based on how your session is traditionally structured, this may be from one to four leaders.
1. Provide discussion leader(s) with the attached copy of Discussion Leader's Guide.
2. Notify the Site Selection Chairman for this meeting of your session's room requirements
(i.e., approximate number of attendees, room arrangements, etc.)
II.
At the Meeting:
A. Bring extra copies of the questions.
B. Check your meeting room early to make sure it's set up properly and properly equipped. Assure that you have received the lists of attendees for distribution to your session.
C. Begin meeting promptly and announce the name of the session. Any general announcement should be made at this time.
D. There is a non-smoking policy for the sessions. Announce this policy and indicate where smoking areas are available (hallways, etc.)
E. Bring a list of back-up questions in case the session is running short. Sufficient copies should be available for distribution to session attendees.
F. Introduce yourself and your discussion leaders. You may want each attendee to introduce themselves. Distribute a sign-in sheet and indicate that if a person wants a copy to attach his/her business card.
G. Name tents are helpful and encourage discussion between attendees.
H. Turn the session over to the discussion leader (which you may be one, see attached guide.)
I. Monitor the time and be sure to break at the appropriate times.
J. The session should not conclude prior to 5:00 p.m. If your group wants to continue discussion of the following day, contact the Site Selection Chairman as soon as possible, to assure availability of a meeting room.
DISCUSSION LEADER’S GUIDE
I.
Once the session chairperson has turned the session over to you, read the antitrust preamble.
II.
Proceed with the questions.
A. Your copy of the questions contains the names of the submitter. This will help if clarification is needed and to assure that all questions are addressed.
B. Please keep in mind your role is a discussion leader, a facilitator, not an expert. It may be best for you as discussion leader to hold your comments until last.
C. Maintain control of the session; try to keep the discussion on the floor and manage participation so that no one person dominates the discussion.
III.
Assess environmental factors early.
A. Are there blowers/exhaust fans operating the meeting room which interfere with attendees ability to hear?
B. Are attendees speaking loud enough to be heard by all in attendance?
C. Are speakers addressing the group or the discussion leaders?
D. Is a limited discussion occurring between two individuals?
E. Intervention by the discussion leaders will be necessary to address these, and similar conditions.
IV.
The session may start slowly by spending much time on the first few questions. Evaluate the time versus questions during the lunch break and plan the afternoon accordingly.
A. Keep in mind that your session should not end prior to 5:00 p.m. and that you can meet Friday morning if necessary. You may also run the session until 6:00 p.m.
B. If you're running out of time, you may combine questions and/or address those which the group specifically would like to address.
C. If the session is running to fast, a list of back-up questions is normally maintained by the session chairperson. Extra copies of these back-up questions should be available for distribution if required.
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