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!