1. Running an Association – Staff and Volunteer Leadership Regional Leadership Conference 15 August 2013

2. What is an Association? a group of individuals who voluntarily enter into an agreement to form a body (or organization) to accomplish a purpose. Started as guilds in Europe during the Middle Ages Over 1.8 million associations in the U.S. Benefits to members and society at large There is an association for almost everything! 2

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4. Some Types of Associations Professional Associations Scientific Associations or Societies Charitable Associations Service Associations Trade Associations Sports Associations Political Associations Clubs and Societies of common interests Associations of Associations 4

5. What Do They Do? Publish Books, Journals Hold Conferences or Trade Shows Provide continuing education Create Standards Monitor the industry; collect statistics Provide information for legislation/lobby Inform the public Give assistance during emergencies and crises Serve as a bridge between government and industry Much more 5

6. What about this association? Started out as two societies in the 1930s  American Rocket Society 1930 –Science fiction writers and editors –Performed own experiments  Institute of the Aeronautical Sciences 1932 –Scholars and professionals –Amazing library/collection Merged in 1963 to form AIAA  25,000 professional members in 85 countries  Over 7,000 student members in over 150 student branches worldwide  20 technical conferences, 8000 papers per year  Hundreds of books  7 technical journals  Short courses, standards, public policy  Electronic library of all papers and journal articles since 1963; some back to 1930  Foundation 6

7. ARS Members, 1934 7

8. What is “non-profit?” (also called not-for-profit) Cannot distribute corporate income to shareholders. The funds acquired by nonprofit corporations must stay within the corporate accounts to pay for reasonable salaries, expenses, and the activities of the corporation. If the income of a corporation inures to the personal benefit of any individual, the corporation is considered to be profit driven. Salaries are not considered personal benefits because they are necessary for the operation of the corporation. State laws on corporations vary from state to state, but generally states give tax breaks and exemptions to nonprofit corporations that are organized and operated exclusively for either a religious, charitable, scientific, public safety, literary, or educational purpose, or for the purpose of fostering international sports or preventing cruelty to children or animals. Nonprofit organizations may charge money for their services, and contributions to tax-exempt nonprofit organizations are tax deductible. The Internal Revenue Service must approve the tax-exempt status of all nonprofit organizations except churches.Internal Revenue Service Still pay payroll taxes. May be exempt from some state sales or property tax – varies by state.

9. AIAA Volunteer Structure The volunteer and staff structures are complementary  There are Institute, Regional and Section officers to look after each individual area of the Institute A staff person(s) is assigned to work with the volunteers in each area, both by geography and by activity

10. What’s the difference between volunteer and staff leadership roles? Volunteers Set strategic goals Approve budget Oversee committee activities Advocate on behalf of the membership Hire and set compensation for Executive Director, Deputy ED and Sec/Treas Staff Administers day-to-day activities Formulates and uses budget Handles legal and financial issues and may legally obligate the Institute Hires and sets compensation of all other staff

11. Institute Board of Directors Positions President President-elect Immediate Past President Vice Presidents (8)  Education  Member Services  Public Policy  Publications  Standards  Technical Activities  International  Finance Directors, Regional (7) Directors, Technical (7) – Aerospace Sciences – Aircraft & Atmospheric Systems – Engineering & Technical Management – Information Systems – Propulsion & Energy – Space & Missiles – Aerospace Design & Structures Directors, International (3) Directors At-Large (3) Student Liaison Young Professional Liaison

12. (Staff/Corporate Officers) (RSAC) 2013 AIAA Board of Directors PRESIDENT Mike Griffin *VP ELECT- MEMBER SERVICES Annalisa Weigel VP - EDUCATION Steven Gorrell VP - PUBLIC POLICY Mary Snitch VP - STANDARDS Laura McGill VP - PUBLICATIONS Vigor Yang *VP - ELECT TECHNICAL ACTIVITIES David Riley VP - FINANCE Robert C. “Bob” Winn VP - INTERNATIONAL Susan Ying DIRECTOR-AT- LARGE J Stephen Rottler DIRECTOR-AT- LARGE Bob Lindberg DIRECTOR-AT- LARGE Neal Barlow DIRECTOR-AT- Large, INT’L Shamim Rahman DIRECTOR - INT’L In Lee DIRECTOR - INT’L Kevin Massey (TAC) DIRECTOR - TECHNICAL James A. Keenan DIRECTOR - TECHNICAL Neal Pfeiffer DIRECTOR - TECHNICAL Allen Arrington DIRECTOR - TECHNICAL Sanjay Garg DIRECTOR - TECHNICAL Jeffrey Hamstra DIRECTOR - TECHNICAL Trevor Sorensen DIRECTOR - TECHNICAL Kathleen Atkins DIRECTOR - REGION 1 Ferdinand Grosveld DIRECTOR - REGION 2 G. Alan Lowrey DIRECTOR - REGION 3 Sivaram Gogineni DIRECTOR - REGION 4 Jayant Ramakrishnan DIRECTOR - REGION 5 Laura Richard DIRECTOR - REGION 6 Jane Hansen DIRECTOR - REGION 7 Luisella Giulicchi *YP LIAISON Ryan Rudy *STUDENT LIAISON Cheryl Blomberg *EXECUTIVE DIRECTOR Sandra Magnus *DEPUTY E. D. Klaus Dannenberg *SEC/TREASURER Bill Seymore PRESIDENT-ELECT Jim Albaugh * This is a non-voting position *Chief Operations Officer Angelo Iasiello VP – TECHNICAL ACTIVITIES Basil Hassan VP – MEMBER SERVICES Merri Sanchez

13. AIAA Standing Committees IMMEDIATE PAST PRESIDENT Brian Dailey CHAIRMAN Vigor Yang AEROSPACE AMERICA STEERING CHAIRMAN James Maser CORPORATE MEMBER CHAIRMAN Mike Yarymovych HONORS AND AWARDS PRESIDENT Mike Griffin INSTITUTE DEVELOPMENT PRESIDENT Mike Griffin EXECUTIVE PRESIDENT’S ADVISORY CHAIRMAN Carol Cash ELECTION CHAIRMAN John Whitesides ETHICAL CONDUCT PANEL VP- PUBLICATIONS Vigor Yang PUBLICATIONS VP- INTERNATIONAL Susan Ying INTERNATIONAL ACTIVITIES VP-PUBLIC POLICY Carol Cash PUBLIC POLICY VP-STANDARDS Laura McGill STANDARDS EXECUTIVE COUNCIL VP-TECHNICAL Basil Hassan TECHNICAL ACTIVITIES CHAIRMAN Dan Jensen EMERGING TECHNOLOGIES VP-MEMBER SVCS Merri Sanchez REGION & SECTION ACTIVITIES CHAIRMAN Alexander Pechloff MEMBERSHIP CHAIRMAN Kimberley Hicks YOUNG PROFESSIONAL CHAIRMAN Karen Copper CAREER AND WORKFORCE DEVELOPMENT CHAIRMAN Co-chairs STUDENT ACTIVITIES CHAIRMAN Edgar Bering STEM K-12 OUTREACH CHAIRMAN David Mitchell PROFESSIONAL MEMBER EDUCATION CHAIRMAN Aaron Byerly ACADEMIC AFFAIRS VP-EDUCATION Neal Barlow EDUCATIONAL ACTIVITIES VP-FINANCE Bob Winn COMPENSATION VP-FINANCE Bob Winn FINANCE CHAIRMAN Wayne Schroeder AUDIT

14. Your staff Yes, you have over 75 people working for you. What do we do?  Provide administrative and logistical support –Arrange meeting venues for national and international conferences and short courses –Publish books and journals –Raise money, create a budget, pay the bills –Archive papers –Maintain website –Handle legal and other details  Provide expertise in non-technical areas –Help with lobbying efforts –Marketing –Graphic design 14

15. Staff Organization

16. US Regions and Sections

17. Regional Organization 17 Membership Officer STEM K-12 Young Professionals Officer Honors & Awards Officer Education Officer Section Treasurer Technical Officer C&WD Officer Public Policy Officer AIAA HQ Board of Directors RSAC Standing Committees Section Chair Individual Sections Regional Director (RAC Chair) Regional Deputy Directors Education Finance Membership Public Policy Technical Section Representatives Regional Advisory Committee (RAC) Individual Sections Career & Workforce Dev Young Professionals STEM K-12 Honors & Awards

18. Regional Leadership Regional Director (elected position)  Oversees the health of the Sections within the Region  Provides guidance to Section Chairs  Represents the Region at the Region & Section Activities Committee (RSAC) and the Board of Directors Meetings  Oversees region’s CAT III funding Regional Deputy Directors (appointed positions)  Most Section Officer positions have a counterpart Regional Deputy Director  Engages the section officer to communicate regional and Institute items of importance  Represents the Region at the relevant Standing Committee meeting Regional Staff Liaison  Staff support for the Regional Director and the RAC  Assists Section and Regional Officers as requested  Excellent resource

19. Regional Leadership (Cont’) Regional Activities Committee (RAC)  Chaired by the Regional Director  Meetings held via teleconference or face-to-face at selected event/conference –Meeting frequency varies  Exchange news about Institute, Region and Sections  Each Section should have a representative (for many it is the section chair)  A written report should be submitted to be included in the RAC meeting minutes –Note: for Section Representative, the report should include »Highlights of activities since last RAC »Future plans »Status of Section finances »Membership status »Issues and/or concerns of the Section  Attendance and Active Participation is Critical  Engagement Opportunity: Offer to host a RAC meeting in your area

20. Section Organization Factors:  Bylaws  Size of your Section  Volunteers  Support from businesses  Geography, etc. Most Sections have, at a minimum, a Chair, Vice Chair, Secretary, and Treasurer  With the Chair serving as the Section’s RAC Representative Larger Sections can have Council Members for Membership, Stem K-12, Young Professionals, Public Policy, Honors & Awards, etc. Keep your structure simple and efficient You don’t have to do everything

21. Section Leader Responsibilities Establish goals for the year and motivate section officers Oversee the activities of the Section Identify future leaders Establish a network within your Section and Region Make use of the resources and staff Hold regularly scheduled meetings with your officers Understand the needs of the council AND the membership Engage local companies and seek the support of their leadership Highlight accomplishments through the Section Annual Report Return all required forms/reports to AIAA Headquarters to facilitate communication Engage the members and their community

22. Member & Workforce Services Staff Regions and Section Activities Emily Springer Chris Jessee Karen Thomas Managing Director Young Professional Activities Career and Workforce Development Chris Horton STEM K-12 Outreach Lisa Bacon Student Activities Stephen Brock Rachel Andino Honors and Awards Member Upgrades (AF, Fellow, etc) Carol Stewart Tricia Carr Customer Service Membership Services Aida Davis Felicia Ayoub Penny Ritch Yvonne Rivera 22

23. Summary Become familiar with the Institute and Regional Leadership  Understand the roles of the elected and appointed volunteers  All are here to help!! Establish an active Council  Understand their roles and responsibilities  Listen to your members and to your officers Review the Online Officer Manual for guidance Use the Communication Network If you have a question or concern, ask!