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Running an Association – Staff and Volunteer Leadership
Regional Leadership Conference15 August 2013
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!
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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
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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
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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
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ARS Members, 1934
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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.
• Still pay payroll taxes. May be exempt from some state sales or property tax – varies by state.
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
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
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
(Staff/Corporate Officers)
(RSAC)
2013 AIAA Board of DirectorsPRESIDENTMike Griffin
*VP ELECT- MEMBER
SERVICESAnnalisa Weigel
VP - EDUCATIONSteven Gorrell
VP - PUBLIC POLICY
Mary Snitch
VP - STANDARDSLaura McGill
VP - PUBLICATIONS
Vigor Yang
*VP - ELECT TECHNICAL ACTIVITIESDavid Riley
VP - FINANCERobert 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’LIn Lee
DIRECTOR - INT’LKevin Massey
(TAC)
DIRECTOR - TECHNICAL
James A. Keenan
DIRECTOR - TECHNICALNeal Pfeiffer
DIRECTOR - TECHNICAL
Allen Arrington
DIRECTOR - TECHNICALSanjay 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 LIAISONRyan Rudy
*STUDENT LIAISON
Cheryl Blomberg
*EXECUTIVE DIRECTORSandra Magnus
*DEPUTY E. D.Klaus Dannenberg
*SEC/TREASURERBill Seymore
PRESIDENT-ELECTJim Albaugh
* This is a non-voting position
*Chief Operations OfficerAngelo Iasiello
VP – TECHNICAL ACTIVITIESBasil Hassan
VP – MEMBER SERVICES
Merri Sanchez
AIAA Standing Committees
IMMEDIATE PAST PRESIDENTBrian Dailey
CHAIRMANVigor Yang
AEROSPACE AMERICASTEERING
CHAIRMANJames Maser
CORPORATE MEMBER
CHAIRMANMike Yarymovych
HONORS AND AWARDS
PRESIDENTMike Griffin
INSTITUTE DEVELOPMENT
PRESIDENTMike Griffin
EXECUTIVE
PRESIDENT’S ADVISORY
CHAIRMANCarol Cash
ELECTION
CHAIRMANJohn Whitesides
ETHICAL CONDUCT PANEL
VP-PUBLICATIONS
Vigor YangPUBLICATIONS
VP-INTERNATIONAL
Susan Ying
INTERNATIONAL ACTIVITIES
VP-PUBLIC POLICY
Carol Cash
PUBLIC POLICY
VP-STANDARDSLaura McGill
STANDARDS EXECUTIVE COUNCIL
VP-TECHNICALBasil Hassan
TECHNICAL ACTIVITIES
CHAIRMANDan Jensen
EMERGING TECHNOLOGIES
VP-MEMBER SVCS
Merri Sanchez
REGION & SECTION
ACTIVITIES
CHAIRMANAlexander Pechloff
MEMBERSHIP
CHAIRMANKimberley Hicks
YOUNG PROFESSIONAL
CHAIRMANKaren Copper
CAREER AND WORKFORCE
DEVELOPMENT
CHAIRMANCo-chairs
STUDENT ACTIVITIES
CHAIRMANEdgar Bering
STEM K-12 OUTREACH
CHAIRMANDavid Mitchell
PROFESSIONAL MEMBER
EDUCATION
CHAIRMANAaron Byerly
ACADEMIC AFFAIRS
VP-EDUCATIONNeal Barlow
EDUCATIONAL ACTIVITIES
VP-FINANCE Bob Winn
COMPENSATION
VP-FINANCEBob Winn
FINANCE
CHAIRMANWayne Schroeder
AUDIT
Your staffYes, 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
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Staff Organization
US Regions and Sections
Regional Organization
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MembershipOfficer
STEM K-12
Young Professionals
Officer
Honors & AwardsOfficer
EducationOfficer
Section Treasurer
TechnicalOfficer
C&WDOfficer
Public PolicyOfficer
AIAA HQ
Board of Directors
RSAC
StandingCommittees
Section Chair
Individual SectionsRegional 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
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
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
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
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
Member & Workforce Services Staff
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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!