ABSA Affiliate and Biosafety Association

Management Workshop

October 7, 2010Denver, Colorado

Edward Stygar, MBA, CAEExecutive Director

American Biological Safety Association

ResourcesAmerican Society of Association Executives

http://www.asaecenter.org

Association Forum of Chicagoland

http://www.associationforum.org

Council of Engineering and Scientific Society Executives

http://www.cesse.org

Professional Convention Management Association

http://www.pcma.org

International Center for Not-for-Profit Lawhttp://www.icnl.org

Free Book!

How to start an Association

http://www.rchcae.com/

Governance

Association Facts• Approximately 80,000 trade and professional

associations.• Largest source of adult education > over 1,000,000• Historians believe that members of the same trade or

craft met informally in ancient Egypt and China.• First true trade associations started in the 16th century• The first American association was the American

Philosophical Society formed by Benjamin Franklin in 1743.

Sources: American Society of Association Executives and Principle of Association Management

More Association Facts

The first scientific society, the Academia Secretorum Naturae was founded in Naples in 1560 by Giambattista della Porta, a noted polymath.[1] In Italian it was called Accademia dei Segreti, the Academy of the Mysteries of Nature, and the members referred to themselves as the otiosi (men of leisure). The society met at the home of della Porta in the Due Porte section of Naples so-named in reference to two entrances to caverns that apparently served as a meeting place. (The site has recently been the object of urban archaeology.) "Candidates for membership had to present a new fact in natural science as a condition of membership," but otherwise membership was open.[2] Its activities came under the subject of an ecclesiastical investigation and della Porta was ordered by Pope Paul V to close his Academy in 1578 by the order of Pope Paul V under suspicion of sorcery[3]

[4].

Source: Wikipedia

Governance

Governance is the participation of volunteers in making decisions that are crucial to the operation and viability of an organization. All members cant be involved in decisions so governance allows a board or council to make decisions on behalf of members.

ABSA Governance Structure

Members Elect Council

Council is Responsible for Strategic Direction of ABSA and Accountable to

ABSA Members

Teams, Committees, and ABSA Staff Carry out policy and strategic plan

Evolution of an Association

Small LargeVolunteer Driven Staff DrivenCouncil Operational-Strategic Council StrategicP&P’s Minimal P&P’s More Crucial

Governance

• Articles of Incorporation – required!

• Bylaws – required!

• Policies & Procedure

• Strategic Plan

Articles of Incorporation

• An agreement between the association and the state or government

• Statement of association’s purpose– Statement of purpose has ramifications for tax-exempt

status and antitrust liability.

• Protection of association name• Guidelines on formation

Bylaws

• Agreement between association and members• Defines governance structure.• Only amended by the Membership• Brief – ABSA Bylaws are less than four pages

Bylaws Include

– Statement of Purpose– Types and Qualifications of Membership– Dues Structure (not price!)– Meeting Information – Members meeting, Council– Role of Executive Director/CEO– List and duties of elected officers– Voting procedures and qualifications– Standing Committees– Designation of corporate seal

Policy & Procedures Let your P&P grow with your organization, need to be flexible when

your small.

Policy• Spell out standard of conduct and decision making• Articulate strategy of governing body

Procedure• Spell out steps to administer Policy• Address governance, management, operations, public image, and

public policy.

Policy & Procedures can be changed by the Council!

Policy & Procedure

• Should include at least: – Record retention plan – Anti-trust program– Procedures for meetings

• Organized by: – Governance: Membership, structure, volunteer leadership

(teams and committees), association management, finance.– Operations and Management – credentialing, finances,

administration, meetings/conventions, dues, committee duties, publications, services.

– Public Policy: media relations, crisis management.

Strategic Planning and Management

Strategic planning periodically reviews member needs and the business environment to plan for the future.

Strategic management is a dynamic structure for the organization to think strategically and carry out strategic planning and plans.

Strategic Planning

• Assess Strengths and Weaknesses• Identify present and future needs• Provide products and services to meet those needs• Continuous process• Set priorities • Achievable• Based on research

Strategic Management

• Strategic Management empowers volunteers and staff to provide excellent products and services to meet members needs.

• Council should focus on strategic direction and high level policy of the organization.

• Staff and Committees advise Council• Staff and Committees are empowered to carry out the

strategic direction and policy of the Council• All continuously strive to meet member needs!

2004 ABSA Strategic Plan

• Major Restructure• Change Philosophy > More Strategic• New roles

– Council – Strategic direction– Team Leaders – Mentor and facilitate with committees– Committees – Carry our tactical and operational

activities

Old Org Chart

Council

ABSA Office

Executive Committee

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Development Team

Committees

Committees Committees

Council

Professional Development

Team

Management Team

Alliance Team

Principles and Practices

PreConference Courses

Review Course

Publications

Mentoring

Registration

Certification Maintenance

Historical

Affiliate Relations

Awards

Bylaws

Website

Finance

Marketing & PR

Membership

ABSA Office

Alliances

Technical Review

Regulatory Review

Local Arrangements

Exhibitors

Scientific Program

Conference Services

Team

Distance Learning

Defining the Profession

Team

Regulatory &

Technical Affairs

Executive Committee

Philanthropic Activities

Nominating

Training Tools

Legislative

Seminar Series

Questions, Answers, and Discussion

Budgeting and Finance

Budgeting

• Need an Annual Budget• Budget for conferences, meetings, products, and

services so that you now how they perform and what price to set.

• Be realistic. • Be especially conservative in income estimates.• Council should be aware of and enforce the

budget!

Budgeting

When budgeting:

• Consider all expenses.

• Get input from Council and Committees

• Add buffers for contigencies

• Conservative estimates > consider recession or other events that affect the economy.

Income Assoc X Assoc Y

Membership 25000 25000

Meetings 20000 15000

Publications 10000 8000

Total $ 55,000.00 $ 48,000.00

Expenses

Staff 15000 15000

Meeting 17000 17000

Publications 9000 9000

Operations 9000 9000

Total $ 50,000.00 $ 50,000.00 Profit/Loss $ 5,000.00 $ (2,000.00)

10yr Reserves $ 50,000.00 $ (20,000.00)

Sample Budget

Reserves

• Profit = Reserves for associations• Reserves are needed for future member benefits

and for unexpected events that affect revenues• Rule of thumb is to have one year of expenses

in your reserves.• Set goals> 20% Return on Investment (ROI)• Nonprofit does not mean no profit!

Internal Controls

• Need checks and balances when managing the associations money.

• Makes sure that the process of reviewing bills and writing checks is reviewed by more than one person.

• ABSA • Accountant writes checks• Treasurer and Executive review all checks and

expenses and sign off• Treasurer signs most checks

Balance Sheet

Net Assets = Assets – Liabilities

Assets: Cash, investments, property, equipment

Liabilities: accounts payable, deferred revenue, prepaid, mortgage notes, debt

Sample Balance SheetAssetsChecking $ 50,000.00 Money Market $ 15,000.00 Certificates of Deposit $ 25,000.00 Equipment $ 2,000.00

Total Assets $ 92,000.00

LiabilitiesDeferred Revenue $ 1,000.00 Accounts Payable $ 2,000.00

Total Liabilities $ 3,000.00 Net Assets $ 89,000.00

Income Statement

• Shows operating results over a period of time.• Revenue – Expense = Profit/Loss or Change in net assets• Use same format for budgeting• Have budget and income statement for most products and services including: meetings, publications, shirts, or anything you sell.

Sample Income Statement

Income Annual ConferenceRegistration 30000Courses 15000Exhibits 2000

Total $ 47,000.00 ExpensesStaff 12000Hotel 15000Speakers/Presenters 5000Operations 6000

Total $ 38,000.00 Profit/Loss $ 9,000.00

Investments

• Be conservative = low risk

• Research your investments

• Need cash on hand for expenses

• ABSA invests in Money Markets and Certificates of Deposits in banks that are insured FDIC.

Questions, Answers, and Discussion

Member Retention and Recruitment

Value!

To retain members or to recruit new members, membership

must have value.

Value is fulfilling a need

Typical Needs of Members

• Education

• Information

• Networking

• Involvement and Engagement

• Maintain Credentials

Benefits to Meet Needs

• Publications

• Courses/Presentations

• Meetings or Networking Events

• Volunteer Opportunities

• Information

• Advocacy

Determining Needs

• Ask members

• Surveys

• Interviews

• Open Communication

ONGOING!

Start With Retention and Ensuring Member Value

• If you have satisfied members they become your best advocates

• Easier to sell membership or get new members if you have value

• Create a positive image or brand

Marketing Communication

• Present about biosafety and your association at related organizations meetings

• Network and Collaborate

• Submit articles to related organizations publications and to the media

Technologies for Marketing Communication

• Email List

• Facebook

• Twitter

• LinkedIn

Recruitment

• Communicate Value and Benefits

• Exhibit booth at complimentary meetings

• Advertisements

• Your Meetings and Conventions can recruit new members!

Retention

• Ensure that Value is sustainable and changes with member needs

• Communicate value and benefits to members

• Constantly monitor and meet member needs

• Provide great products and services!

To do

• Start a marketing committee

• Develop a marketing plan

• Get your members involved, engaged, and excited!

Questions, Answers, and Discussion

Conferences and Seminars

Conferences

• Conferences and Seminars give your members the opportunity to learn, network, see new products, and become involved in the organization.

• Conferences and seminars carry a lot of weight in your members value proposition.

• Conferences and Seminars are a large portion of most association’s budgets.

Considerations for a Succesful Meeting

• Topics members need and want• Location• Cost = Value• Good Planning• Committed Team• Comfortable environment• Networking

Topics

• Poll or get feedback from members to see what they want

• Hot topics or new developments that affect the members

• Use proven speakers• Give members a chance to present• Strive for new ideas

Location

• Location will depend on the size and geographic scope of the organization.

• Location needs to be accessible and desirable

• Location needs to fit members budgets

• Sometimes the location will be dictated by the size of the organization >ABSA

Venue Options

• Office meeting room – small local groups

• University – small to medium group

• Restaurant- breakfast or dinner meeting

• Hotel – small to medium size group

• Conference Centers – large group

Use the option that fits your needs!

Cost=Value• Make sure the conference cost fits your members

budgets• Speaker and venue expenses are big factors in cost• Make sure you budget for your conference and set a

price that will get a fair return• Make sure your members are getting value for their

money!• Getting and keeping vendors involved can help

financially!

Planning

• Start Early– Four or five years for large conferences, – One year to six months for smaller meetings

• Involve everyone – Staff– Volunteers – Vendors (Hotel, AV, Banquet, other contractors)

• Be prepared for last minute requests and problem solving at the conference!

Planning Timeline

5 years Choose conference location

2 years Select Contractors and event venues

1 year Call for papers, Start promoting

9 monthsContact corporate partners, Select Keynotes

4 monthsFinalize program, increase promotion

3 monthsFinalize Details

2 monthsGet speaker materials

2 weeks Double check details

Conference Time!

Conference Team

• Staff• Volunteer Leaders: Council, Conference Committee,

etc..• Speakers• Moderators and Facilitators• Contractors (hotel, audio visual, exhibit, conference

services)

Many details so it is important to communicate

and work as a team!

Comfortable Environment

• Requirement of IACET

• An environment where members can learn– Adequate space– Safe– Free of distractions– Environment appropriate for delivery

Networking

• Need to have time to network: breaks, receptions, dinners, group sessions, etc.

• Share ideas and discuss issues

• Develop relationships for possible collaboration or partnerships

• Members value networking opportunities!

Julie’s Tips

• Expect the unexpected

• Double check everything!

• Always have extra copies of meeting materials

• Have all contact information handy

• Details, details, and details!

Questions, Answers, and Discussion