NATIONAL BOARD OF DIRECTORS POLICIESNB-1 Site Selection for National Board Meetings Site Selection for National Board Meetings
PURPOSEThe National Board generally holds quarterly meetings and this policy is designed to cover the process by which sites for SGMP’s National Board meetings will be selected and outline national/ chapter interactions at these meetings. When those meetings are held face-to-face, the national board prefers to make an effort to engage with area members if there is a chapter at or near where the meeting is held. Over the years, SGMP has arranged for meals, receptions, trainings or other networking gatherings with local chapter leaders or members, but the board does not always hold such events or interactions. Due to the sensitive nature of this process, any questions or concerns should be addressed to the Executive Director. POLICYThe SGMP national board determines the potential cities/locations for all National Board meetings and other national leadership meetings as needed. SGMP staff prepares and distributes the RFP to all member CVBs and hotels in each selected city. SGMP staff then compiles responses and presents findings (including a cost analysis and recommendation) to the National Board. All reviews need to include a minimum of three bids, unless otherwise agreed to by the National Board. The National Board votes to determine the selected city and property based on the following criteria in order of importance:
After the location has been confirmed, SGMP Executive Director/Deputy Director notifies the chapter leadership in the city selected within 10 days of the decision that the national board will be holding a future meeting in their area and that potential opportunities for engagement and meetings will be coordinated based on the agenda. The Executive Director/Deputy Director ensures the meeting information is posted on the national website a minimum of 30 days in advance of the meeting date. Liability Insurance Coverage
PURPOSEThis policy covers the purchase of liability insurance coverage for SGMP and its National Board. POLICYThe National Board will assure that SGMP Headquarters procure insurance to cover multimedia for SGMP Headquarters and the National Education Conference. Liability insurance coverage for SGMP and the National Board will also be provided. National Board Travel
PURPOSEThe following policy for authorized official SGMP business establishes uniform standards for reimbursable costs. POLICYTransportationAir & Rail: All travel by air or by rail shall be done at the lowest available fare for nonstop or direct routes between the traveler’s originating city and the business site. Reservations will always be made through the official SGMP travel agent or SGMP Headquarters. If the cost of the airfare/rail fare exceeds $600, the travel agent must receive prior approval from SGMP National Headquarters. Otherwise, the traveler will need to choose a route that falls within the $600 maximum. All tickets will be coach-class tickets. If a National Board member wishes to upgrade, it will be at his/her own expense. Travel related costs including baggage charges (up to two bags per person) and change fee would be reimbursed by SGMP. SGMP would only pay a change fee penalty if a change of flight is caused by SGMP, business related, or there is a personal emergency for the traveler. “Emergencies” are personal illness, family illness or death. If such emergency occurs, the traveler shall submit appropriate documentation to SGMP headquarters. A change for non-SGMP business purpose is not considered a personal emergency and, therefore, would result in the cost of the airline ticket and change fee being paid by the individual traveler. Privately Owned Vehicle: All travel by private automobile will be reimbursed at the prevailing U.S. General Services Administration (GSA) rate found at www.gsa.gov (not to exceed the lowest available airfare for the same destination or rental vehicle and fuel). Transportation to/from a National Board member’s home or work to/from airport will be reimbursed in full at the prevailing U.S. GSA rate. If you are driven in a POV to the airport or train terminal, you may claim the roundtrip mileage from your home to the terminal if the cost does not exceed a one-way taxi fare plus tip. If you drive yourself and park your vehicle, you can claim mileage and parking if the total cost does not exceed the total cost of a roundtrip taxi fare. Use hotel courtesy transportation service between your hotel and airport/train terminal when possible. Rental Vehicle: The National Treasurer (or the National President, in the National Treasurer’s absence) may authorize a rental vehicle, if such need exists due to the lack of other available transportation. Such vehicle should be the least expensive size that satisfies the purpose of the travel. The National Treasurer may not authorize a rental vehicle for own use without obtaining approval from the National President. Parking: Parking fees will be reimbursed in full. Airport/Hotel Transfers for Airport/hotel or Business Site Transfers: Individual travelers are encouraged to use airport shuttle or limousine service. Taxis: Local travel by taxi is authorized for all business purposes, as well as for transportation from hotel to dining establishments. SubsistenceNational Board members will be reimbursed for actual and necessary expenses incurred in the performance of their duties. These expenses include meals, mileage, baggage charges, airport transportation, transfers, airport parking, internet access, and gratuities. Travelers on official SGMP business will be reimbursed for expenses incurred in entertaining a person(s) in the capacity of official business, provided that advance approval is granted by the National Treasurer (or the National President, in the National Treasurer’s absence). Without advance approval, such requests may be honored if justified and included in the SGMP annual budget. A copy of the expense report shall be presented to SGMP Headquarters prior to payment. Lodging will be reimbursed at the actual rate for a standard room. Whenever possible, travelers are to use SGMP member properties and request the lowest available rate. Claims for ReimbursementNational Board members/SGMP Headquarters staff may apply for reimbursement for meal expenditures based on prevailing M&IE per diems for their respective destinations when on official SGMP business. (Guidelines: see http://www.gsa.gov/portal/content/101518.) Original exact itemized receipts must be submitted for reimbursement. Upon completion of travel, the SGMP Expense Report, accompanied by receipts for all transportation, meals and other expenses, must be submitted by 30 days from dates of travel. Other Reimbursable Travel ExpensesIn addition to lodging, meals and transportation, the following actual expenses incurred as a necessary part of approved travel may be reimbursed (receipts are required in most all cases):
Travel to National Education ConferenceLodging accommodations for National Board members will be covered only for actual time spent during the National Education Conference. Board members are expected/required to arrive as determined by the National President and board annually. In the event the board member is presenting at or co-chairing a pre-con session, travel expenses are authorized for early arrival. If a board member wishes to come in early (i.e., pre-con) and/or stay after (i.e., vacation), the costs incurred will be at his/her own expense. Due to location of the conference and the board member’s place of residence, if travel warrants him/her to arrive early, SGMP (National) will cover the cost. Due to the location of the conference and the board member’s place of residence, if travel warrants him/her to arrive earlier, a request by the board member must be in writing to the National President and National Treasurer explaining reason for early arrival. The board member must receive written prior approval from the National Treasurer before travel arrangements are made. The National Treasurer may not authorize their own travel without obtaining approval from the National President. All travel arrangements must be clarified prior to booking travel for the National Education Conference. SGMP headquarters will handle all travel arrangements to the National Education Conference (i.e., lodging accommodations, airfare). ExceptionsAny SGMP representative on travel for official business may request an exception to any of the items within NB-3, based on extenuating circumstances. Such exceptions must be requested in writing to the National Treasurer (or the National President, in the National Treasurer’s absence), who shall have sole authority to grant such an exception. It shall be the responsibility of the National Treasurer (or the National President, in the National Treasurer’s absence) to assure that this exception is communicated to SGMP headquarters. Current board members seeking election are prohibited from using SGMP funds to travel to chapters during SGMP (National) elections, unless they are on pre-approved authorized business travel prior to completion of the nomination form deadline. Requests received for travel after the nomination form deadline must have approval of the National Nominations & Elections Committee Chair. National Board Member Travel to Speak at Chapters
PURPOSEEvery effort will be made to allow each chapter an opportunity for visits from SGMP National Board members. This policy relates to the financing of National Board members asked to speak to chapters. POLICYChapters may request visits by National Board members in addition to scheduled Board Liaison visits. National Board members are not authorized to use SGMP (National) funds for travel to visit chapters to speak at or present a program. The chapter requesting the National Board member will be responsible for all funding of such a trip. The Chapter President must complete the “Chapter Request for National Board/Headquarters Office Visit” form (located on SGMP’s Web site) and submit to the National President in advance to request a board member to visit a chapter. Chapters may send a request for partial funding to the National Treasurer explaining the extenuating circumstances for the request for partial funding from SGMP (National). The National Treasurer will consult with the Executive Director & CEO and the National President and respond in writing to the chapter within 14 days of the request with an explanation of SGMP’s decision. All national SGMP representatives must complete and submit a post-trip report and submit it to the National Board within two weeks of the conclusion of the visit. Current National Board members seeking election are prohibited from using SGMP funds to travel to chapters during SGMP (National) elections, unless they are on pre-approved authorized business travel prior to completion of the nomination form deadline. Requests received for travel after the nomination form deadline must have approval of the National Nominations & Elections Committee Chair. International Travel
PURPOSEThis policy covers the process for the approval of international travel by National Board members or appointed positions that serve at the pleasure of the National Board. POLICYSGMP (National) will cover travel expenses for those who travel in their official capacity as a National Board member or appointed liaison. In the event that international travel is a possibility, the following process will apply:
Written approval by the National Board.
SGMP Funds for Non-board Travel
PURPOSEUnder certain circumstances, SGMP members may be invited to attend meetings of the National Board. This policy covers the approvals necessary for the payment of travel expenses for non- board members. POLICYPayment of travel expenses to National Board meetings or any National Board-sponsored function for any person other than current National Board members and SGMP Headquarters staff must have prior approval of the National Board. Chapter Immediate Past Presidents Elected to the National Board
PURPOSEThis policy was created to clarify what must occur when a Chapter Immediate Past President is elected to the National Board. POLICYChapter Immediate Past Presidents, who have voting rights, may only serve on one board of directors. Since it is in the best interest of both the chapter and SGMP (National) to have a clear separation and, thus, to avoid a conflict of interest, that member cannot serve on two boards of directors and, therefore, must resign from the one board of directors if choosing to serve on another. National Board Executive Sessions
PURPOSEThe purpose of the Executive Session is to allow frank discussion among the National Board members of sensitive or confidential issues affecting SGMP. It is NOT a means to avoid public discussion of controversial issues, or hiding conflicts among members. POLICYThe rules for the Executive Session are as follows:
Issuance of Credit Cards
PURPOSEThis policy establishes who is authorized to use an official SGMP credit/debit card. POLICYThe only individuals authorized to use the SGMP credit/debit card are:
SGMP headquarters will administer the credit/debit card application and approval process. With the exception of the Executive Director, the National Treasurer and National President, the credit/debit cards will have credit limits (credit card) and should only be used for official SGMP National Board travel expenses. SGMP Headquarters and National Treasurer will review the credit/debit card billing on a monthly basis. All individuals will return their credit/debit card to SGMP Headquarters once their term of office has expired. Headquarters will ensure any credit/debit card is cancelled the last day of term of office. The Executive Director and Deputy Director will return their credit/debit cards to SGMP Headquarters Office once they leave their SGMP employment. SGMP Headquarters will ensure credit/debit cards are cancelled immediately upon departure. Terms of Office for National Board
PURPOSEThis policy covers the terms of offices for National Board members. POLICYThe cycle for the terms of office for all National Board members shall coincide with the July 1 to June 30 period (the SGMP fiscal year), and shall be two-year terms. No National Board member may run for more than his/her allowable term. Executive Director Contract
PURPOSEThis policy covers contracts made between the National Board and SGMP Executive Director. POLICYThe contract for the SGMP Executive Director shall be approved by a majority vote of the National Board. Once approved, the National President will sign the contract. The annual performance review will be conducted by the National President and First Vice President with the Executive Director. National Board members will review final draft of the Executive Director’s annual performance review no later than 30 days prior to meeting with the Executive Director. Executive Director will have the opportunity to provide a self-assessment of his/her performance. Each final annual performance review and documents will be filed according to this policy. |