5 2011 Leadership Training - Introductions Introduce yourselfDescribe your committee’s top success for the past yearDescribe your committee initiatives for 2012What do you think is your biggest challenge? Success?Any other comments, thoughts, ideas?
6 Seminar Goals/Objectives or … Why are you here today? Gain needed tools to plan a successful year.Understand policies & procedures.makes everyone’s job easier!Learn about SP updates & share ideas for improving VWEA.Provide a forum for your committee to update their business plan.
8 Purpose of Organization Manual Provide basic understanding of WEFOrganizational structureRelationship with VWEAProvide basic understanding of VWEABasic organizational structureDescribe committees duties, responsibilities, and membershipIncludes Bylaws, Policies and ProceduresTool for incoming leadershipResource to develop committee work plans
9 Kathy Rabalais VWEA Administrator Looking at hiring a full time person by August , so that Jay can train the person for six months before he retires at the end of Dec 2010.
10 Association Administrator 2011 Leadership TrainingAssociation AdministratorThe Contractor serves in an administrative support and advisory capacity, is not a voting member of the VWEA Board of Directors, has no policy-making or contracting authority, and is not an employee of VWEA. VWEA requires the Contractor to perform a variety of administrative services to support the VWEA’s business and financial operations and to provide support to Committee and the Board activities
12 Administrator Duties - Clerical Assists Committee Chairs in obtaining & updating mailing lists.Maintains Bulk Mail Permit.Assists in review of brochures prior to printing, particularly registration form.Assists committees with printer & mailing house in preparation for mailings.
13 Administrator Duties - Records Provides new membership records to Committees as requested.Maintains mailing & attendance lists from conferences, seminars and workshops.Maintains Sponsor Lists
14 Administrator - Other Duties Point of contact for VWEA, answers inquiries or forwards to appropriate officer or committee chair.Serve on VWEA/AWWA Liaison Task Force.Support registration & event functions at Lab Practices Seminar, Education Seminar, IWPT Seminar and Annual Meeting.Contact for webinars & conference calls.Negotiates contracts for hotels, etc. NEW!
15 General InformationDeposit Transmittal Form & Check Request Form can be downloaded from website (www.vwea.org). Click on Committees, then “Committee Resources and Toolkit”Electronic copies of generic letterhead & return address labels can be provided on request.
18 VWEA LogoLogo is available for use for correspondence, brochures & mailingsIf program or project is approved by a functioning committee or Board of Directors.Logo is multi-colored.Printing in bulk quantities is expensive.Board has approved printing in a two color format as a cost savings measure.
19 Please refer to Deposit Transmittal Form in Packet DEPOSITSPlease refer to Deposit Transmittal Form in Packet
20 Deposits Insert date form prepared Insert Committee Name Activity Description – Be sure to assign revenue, e.g. registration fee, sponsor fee. This will allow for proper accounting distribution.
21 Deposits Check if revenue is budgeted - e.g. your registration fees are probably budgeted revenuea sponsor fee is received that was not anticipated and thus not budgeted – it is still assigned to Sponsor Fees.List number of checks being submitted and total amount of checks.Please do not send cash.
22 Deposits List total credit cards being submitted. VWEA accepts MC, Visa, American Express & Discover.Please be sure that card information includes card holder’s name, billing address (street address, city, state, & zip), card number, 3 digits security number for MC & Visa, expiration date, amount of charge and signature.List total deposit, sign form & provide contact phone number.
23 DepositsCommittees that handle registrations are required to provide documentation showing the following:paid attendeespayment amountmethod used to pay (i.e. check, cash, credit card)non-paying attendees & reason for non-payment (e.g. speakers).This is necessary so Administrator can reconcile amounts submitted for deposit. A separate check for cash conversion is requested and amount should reconcile to cash received. For security, use of credit cards for smaller luncheon type seminars is not recommended.
25 DepositsMail deposit transmittal form, attachments & checks/credit card information to:VWEA, PO Box 2324, Glen Allen, VACredit card information should be sent by ground or priority mail so shipment can be tracked.Kathy Rabalais at: that deposit has been mailed.
26 Check Requests Paper documentation requirements Need invoice for vendor paymentNeed receipts for reimbursementsNeed copy of contract or other official document for a deposit or down-payment.If check is for cash award, prize, or scholarship equal to or in excess of $600, and is payable to an individual, recipient’s SSN & mailing address must accompany request. Information is needed to issue Form 1099-MISC pursuant to IRS Regulations.CHECK WILL NOT BE ISSUED UNTIL INFORMATION IS RECEIVED.
27 Check RequestsCommittee Chair confirms invoice is pursuant to terms of contract or verbal/written agreement with vendor.If reimbursement, Committee Chair confirms expense was a legitimate expense of the conference or activity.
28 Check RequestsCheck request form must be signed by Committee Chair (Please refer to Check Request Form).Include your name and a phone number.Check type of payment being requested.Complete DATE column by using the date of the invoice or the date of the request for payment.
29 Check RequestsIn ITEM column fill in the event for which payment is requested.In COMMITTEE/PURPOSE column:First list committee to which charge is being made.Then list what the expense is for.It may be necessary to break down the invoice/expense to several lines so money can be distributed to the correct budget item.Please be as specific as possible.
30 Check Requests Insert appropriate amount next to each purpose. Insert Total Check Amount - be sure it equals any distribution above as well as any invoices/receipts which will be attached.Enter name of company or individual to whom check will be issued.
31 Check Requests Enter address where check will be mailed. Committee Chair signs Check Request & forwards to:Kathy RabalaisPO Box 2324Glen Allen, VA
32 Sales Tax ExemptionVWEA is tax exempt for direct purchases of tangible personal property.Exemption does not apply for services (such as meals or AV charges).Exemption does not apply to reimbursement – tax must be paid by purchaser and is reimbursed.If any questions, please contact Kathy Rabalais.Kathy has copies of sales tax exemption certificates if necessary.
33 Check Writing Process Check are normally written twice a month Usually 1st & 3rd week. Special check writings can be made if required to meet deadlines.Once written, checks are sent to Treasurer for signature & distribution.From time check is written, it usually takes 7-10 days for check to be delivered.
35 Mailing Lists VWEA member list is obtained from WEF database. information is updated in real-time, & can be downloaded as needed.Administrative Coordinator maintains VWEA list.VWEA mailing lists are available upon request for approved VWEA functions.
36 Mailing ListsVWEA’s mailing list can be ed to Committee Chair or function coordinator within 1-2 days.ed list will be in Excel format and are in zip code order.Use of other member association’s mailing lists must first be requested through WEF; WEF must get the approval of other member association. The other MA is requested to forward their mailing list.Separate approvals must be obtained for every use.
37 Mailing ListsIf you want to use another MA’s list, please advise Kathy what MA’s list you want and a brief description of the event.The request should be received at least 3 (preferably 4) weeks prior to brochure mailings.Kathy will make request through WEF, and once approval is received from MA, WEF or the MA will provide appropriate lists.
38 Mailing ListsIf using a mailing list from another organization, it should be in Excel format. At least 5 columns should be included (name, street address, city, state, zip).Kathy will forward all lists to the mailing house for mass mailing.Bulk mail permit imprint is available from Kathy.
40 ListsVWEA can create a list from WEF database which provides an listing of all members who have provided an address.List is in Excel format & zip code order, so regional address can be developed by committees.
41 ListsKathy will only provide the entire list. It will be the responsibility of the committee requesting the list to select those to whom an will be sent.Currently, ~ 89% of VWEA membership have addresses of record. ~8% will not be delivered due to bad addresses or company blocks.
42 VWEA Sponsor Information Types of Sponsorship:Full corporateSpecific Conference/SeminarEvent (donation $ voluntary)
46 Brochure Mailing Schedule Board has directed that brochures be delivered approximately 8 weeks prior to a major event.Final draft of a brochure should be available for review approximately 4 weeks prior to mailing and 12 weeks prior to the event.
47 Worksheet for Setting Registration Fees Excel Worksheet
48 Worksheet for Setting Registration Fees Key Projections/Cost InformationNumber of Exhibitors & Exhibitor Reps.Number Paid RegistrantsNumber of Non-Pay Attendees (Speaker/Staff)Contractual Cost InformationCredit Cards - ~60% of registrants/exhibitorsProfit required (10% Regional, 30% Seminars)
49 Alcohol PolicyVWEA has $1,000,000 in liability insurance for accidents, but does not carry alcohol liability insuranceAlcohol PolicyVWEA does not maintain insurance to cover the serving of alcoholic beverages; the following rules are applicable if alcoholic beverages are served at VWEA events, :All alcoholic beverages must be provided & served by an entity with an ABC Board license.The event serving alcoholic beverages has obtained Board of Directors approval and funding is included in committee’s budget.
50 Complimentary Registrations All attendees at VWEA events are expected to pay registration fees, except:An invited speaker - expert in his/her field who will not be attending the entire event,Representative of Water Environment Federation attending JAM,Fees for complimentary registrations have been budgeted & approved by VWEA Board of Directors
52 VWEA Secretary’s Role with Committees and Contract Negotiations Jeanie GrandstaffKathy RabalaisSteve Johnson
53 Secretary/Treasurer’s Role Maintains official records of the Association.In conjunction with Association Administrator, notifies WEF of officers and committee chairs.Event planning.Contract negotiation.
54 Event Planning/Contract Negotiation Secretary/Treasurer is the only one that can sign contracts on behalf of the Association.VWEA is a desired commodityHave good creditPay bills on timeBring in large groups
55 Event Planning/Contract Negotiation Contract ProcedureCommittee determines date and location of event.Committee contacts hotel, provides details of event: meeting space layout, number of sleeping rooms, banquet events, AV, parking, etc.Hotel provides draft contract.Committee forwards contract to Association Administrator.Association Administrator reviews contract, contacts committee, if necessary, and negotiates changes with hotel.Association Administrator forwards final contract to Secretary/Treasurer for signature .Association Administrator provides signed copy of contract to committee and keeps copy for auditor.
56 Event Planning/Contract Negotiation Takes time to negotiate contract with hotel.Begin making hotel arrangements early.Education, Industrial Waste, Lab Practices -- venue & hotel contacts should be made months prior to event.Good idea to start making hotel arrangements as soon as previous year event is over.Provides committee with recent data for planning next event.
57 Event Planning/Contract Negotiation Hotel Checklist (in organization manual)Check preferred datesNumber of sleeping rooms available for reserved blockHow soon those rooms are released prior to meeting (14 days acceptable)Meeting rooms and capacities.Meeting room chargeCheck in/check out times.
58 Event Planning/Contract Negotiation Sleeping room rates – compare to regular rates.Complimentary sleeping room policy (usually one free with each 50 rooms booked).Meal prices (deadline for guarantee).Exhibit space.Fire Safety provisions.ADA Compliance.
59 Event Planning/Contract Negotiation Once contract is finalReview final contract carefully.Be aware of room guarantees.Include cut off date in meeting brochures.Change room block numbers if necessary.Be aware of potential charges for meeting rooms.Credit for rooms booked.Credit for food & beverages (be aware of ++!).
60 Event Planning/Contract Negotiation Ensure you have sufficient meeting space.Event Orders are a contract.Review the Master Account bill as soon as possible.Be aware of deadlines for resolving billing disputes.
61 VWEA Finance 101 VWEA Revenue / Expenses/ Revenue Goals Committee Budget Preparation and ScheduleSteve Johnson
64 Budgeting Guidelines Budget by event Budget by fiscal year Joint CommitteesAlso, separate VWEA only, VA AWWA only, and joint revenues and expensesKathy will issue quarterly reports to committee chairs showing actual vs. budget expenditures
65 Critical Points to Remember All complimentary registrations for JAM should be budgeted somewhere – does not come out of JAM proceeds; (exception - equal expense for AWWA/VWEA).Any expense associated with workshop, seminar etc. at JAM (where a fee is not charged) should be budgeted separately from JAMJAM only covers the cost for the space – nothing elseAll the monetary awards need to be budgeted.
66 Revenue GoalsMajor Events: JAM, Education Seminar, Lab Practices Seminar, & IW&P SeminarProfit target 30% of revenueOther Events: Regional Activities, Utility Mgt. Seminar, Collection Systems SeminarProfit target 10% of revenue
67 Budgeting Schedule Submit proposed budget to Steve by the end of today Use budget worksheet in toolkit
79 Planning Succession Planning Scheduling Toolkit Planning and Budgeting Appoint Vice-chairsRecruitMentor a member; encourage new involvementSchedulingToolkit Planning and Budgeting
80 Communication Board Liaison Meetings Conduit Updates and Articles Website Committee UpdatesRecognize Achievements & Volunteers
81 Committee Leadership Roles Develop business plan & identify where your work supports the Objectives (alignment).Work with your Board Liaison:Keep them in the loop.Take the initiative as needed.Ask for help.Identify roadblocks & potential problems.Report your Committee’s successes.Check Board Meeting minutes for items that affect your Committee.
82 Brain Storming Session Does your current committee charter support VWEA vision, mission & strategic plan?What is VWEA doing that it should KEEP doing?What is VWEA doing that it should STOP doing?What is VWEA NOT doing that is should consider taking on in the next tactic or strategic plan update?How to attract new members and increase committee’s participation?Challenge each committee to bring 5 new members. If every one is successful, we can grow our membership by 10% in one year.