MENU OF MANAGEMENT SERVICES
Provided by Association Managers, Inc.

I. ACCOUNT MANAGER(S)

Board of Directors and Committees Support:

1. Provide staff to serve as Executive Director
2. Provide professional association management advice to officers, directors, and committee members
3. Prepare meeting notices and agendas for all meetings
4. Make all meeting site or telephone conference arrangements
5. Provide staff at board and committee meetings, as needed
6. Make reports and provide input at meetings
7. Manage the election process for officers and directors, and maintain terms of directors and officers
8. Plan agendas and activities for Board meetings
9. Through memberships the International Association of Association Management Companies and the American Society of Association Executives, keep Board informed of issues affecting the association
10. Ensure that Directors and Officers liability insurance is provide to protect the individual assets of volunteer Board members.
11. Take minutes of meetings and maintain resolutions notebook.

II. FINANCIAL MANAGEMENT AND CORPORATE SUPPORT

1. Manage accounts payable: Issue checks, with appropriate backup for Treasurer’s signature.
2. Issue billings and manage accounts receivable, follow-up on over 30 day receivables
3. Enter cash receipts and make bank deposits
4. Reconcile bank statements monthly
5. Post entries and maintain general ledger, by fund account if required
6. Prepare monthly financial statements, investment reports, accounts receivable aging reports and check register reports in accordance with a schedule to be agreed upon with Association’s Treasurer
7. Prepare and process dues renewal statements and reminders monthly, using AMI developed billing letter
8. Prepare year-end statements
9. Maintain liaison with legal counsel and with auditor (does not include annual 990 filing)
10. Ensure timely tax (including 990s) and other filings due in current year
11. Maintain all insurance
12. Establish credit card merchant accounts to allow acceptance of credit card payments
13. Provide payroll services and preparation of 1099s
14. Prepare federal grant proposals.

III. MEMBERSHIP

Membership Development:

1. Propose and implement membership promotions
2. Respond to inquiries regarding membership
3. Process new member applications, weekly, and enter in iMIS database
4. Distribute new member materials and appropriate letters
5. Update database of potential members quarterly
6. Actively search for lists and sources of potential members
7. Provide data entry of potential members from conference programs, websites and current members.

Membership Retention and Record Keeping:

1. Provide timely response to member inquiries
2. Provide delinquent dues to follow-up
3. Maintain up-to-date prospect and membership databases
4. Prepare a one-page summary membership report monthly and detailed quarterly membership reports as required
5. Prepare annual membership directory, if needed
6. Send membership update card with dues bills to keep member database current.

IV. MEETINGS, EVENTS and ANNUAL CONFERENCES/CONVENTIONS

Annual Conferences:

1. Research and negotiate hotel contract for the conference site
2. Assist with budget formulation and prepare the budget document, and manage the conference budget
3. Prepare and market the conference registration brochure
4. Receive and manage pre-registration. Deposit receipts.
5. Provide weekly reports on registration beginning 30 days before early registration deadline
6. Provide name badges for registrants and a final attendee list
7. Supervise on-site registration staff (provide coverage, prepare attendee materials, etc.)
8. Manage social, food and beverage service contractors
9. Manage meeting room arrangements, including audio/visual services
10. Solicit and manage sponsors, exhibitors and advertisers.
11. Design and produce conference program
12. Provide materials for attendee packets
13. Market and manage exhibit hall.

Other Meetings/Events:

1. Create custom activity in iMIS for each event/meeting
2. Prepare and mail marketing materials for events
3. Record and acknowledge reservations
4. Record payments
5. Prepare name badges and other event materials
6. Keep records of attendees and no shows.

V. PUBLISHING AND COMMUNICATIONS

Newsletters:

1. Provide proofreading and desktop publishing
2. Arrange for and supervise photography, film, printing, and distribution.

Publications:

1. Receive and process orders for publications on a timely basis
2. Promotion and Printed Materials for Other Programs
3. Obtain all program information for content and provide editing, proofreading and desktop publishing
4. Arrange for and supervise design, reproduction, editorial, typesetting, printing and distribution services.

VI. COMPUTER AND PHONE SYSTEMS SUPPORT

1. Computer network and workstation installation support and upgrades.
2. Install and maintain Artisoft Televantage telephone system.

Websites:

1. Domain name registration and maintenance and website hosting
2. In coordination with Association’s website contact, post updates to the website
3. Provide information on membership and programs, as well as other information necessary to maintain website for the benefit of members
4. Provide secure website hosting for credit card processing
5. Provide interactive website to allow completion of membership applications, event registration, surveys on line
6. Provide immediate email response to applications, registrations, etc.

VII. ADVOCACY AND LOBBYING

1. Research issues and prepare Issue Briefs and Fact Sheets as basis for advocacy and lobbying efforts before Congress
2. Manage events and legislative fly-ins to secure support for issues
3. Organize and manage grassroots efforts.

VIII. ADMINISTRATIVE

Facilities:

1. Provide fully-equipped headquarters office
2. Provide files and locked storage for documents, materials and records.

General Operations:

1. Provide telephone answering, including voice mail
2. Supervise mailing and shipping operations
3. Provide filing and clerical services
4. Provide normal office supplies
5. Manage inventory of materials, stationary and supplies
6. Provide a unique email address for sending and receiving email.