Sister City Association of Kansas City Missouri, Inc'

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Sister City Association of Kansas City Missouri,
Inc.

• Board Orientation --- 2005
• Susan Ballew
• Jon McGraw
• Norman Burkart Presenters
• Janiece Vohland
• Mary Jo Draper

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Welcome

• Todays Orientation will
• 1 Prepare Board members City Committee
  Chairs for their roles in the organization.
• 2 Familiarize the Board with the Association
  history, mission, vision, values, etc
• 3 Take the place of the December Board meeting

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Introductions

• Name and Committee affiliation (pics!)
• In your opinion, what was the biggest
  accomplishment at either your City Committee or
  the Association level in 2004?
• Today we will have a ½ hour lunch around Noon
  provided by UMKC Catering services!
• Quick Official Board Meeting

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BOARD OF DIRECTORS MEETING MONDAY, 4 DECEMBER
2004

• Call to Order
• Approval of November Board Minutes
• Presidents Report
• Potential Russian Sister City
• Verification of Election forms
• No Vote after 12/4/04 meeting w/o form
• KC, MO Line item request
• 45,000 will be submitted
• Mo State International Conference
• October 5-7 in St Louis
• Treasurer Status
• Resignation of Jean Hung to remain Chair of
  Tainan
• Nomination Motion for Janiece Vohland (see bio)
  as Treasurer
• City Committee Reports
• Next meeting January 3, 2005 - UMKC

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Janiece Vohland

• Senior Legal Assistant for Miller Company P.C.
• Responsibilities include Customs audits and
  consulting/training for internal auditors.
• Janiece is a Certified Public Accountant with
  twenty-three years experience in public
  accounting, thirteen as a partner, providing
  management consulting, tax and audit services to
  her clients in a variety of industries. 

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Mission statement

• We are an international citizens diplomatic
  organization. We support and promote equal
  cooperation and understanding for innovative
  programs in commerce, tourism, education, and
  cultural awareness.

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Outline of Bylaws

• Officers
• Directors ----- Review 2005 Board List!
• Executive Committee
• Officers
• Members
• Committees
• Contracts, Loans, Checks, Deposits, Custodians
• Devotion to Educational Purposes
• Amendments

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Questions for the Board of Directors How do
you actively
1 Fulfill the mission of SCAKC? 2 Serve as
legal guardian for Association? 3 Ensure
financial health and accountability? 4 Provide
leadership? 5 Define moral, legal, and ethical
standards? 6 Help define Strategic Planning and
Policy Development - both long short term? 7
Set priorities for the Association?
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A year in the life of a SCAKC Board Member

• 1 Holds a commitment to the objectives of the
  Association.
• 2 Reads materials and other relevant
  information for meetings in advance.
• 3 Regularly Attends Board meetings
• Notifies VP if unable to attend (excused)
• 4 Participates in Board Committees.
• 5 Participates in discussion decisions!
• 6 Meets Associations Financial commitments.

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A year in the life of a City Committee Chair

• At least quarterly minuted meetings
• Simplest path Follow the structure of the
  Association
• A minimum of 7 paid members
• A minimum of 1 mission oriented activity per year
• Table support at the Annual Dinner
• Provide SCAKC Treasurer
• Annual Committee Plan and Budget
• Copies of any financial activities and/or
  statements
• Provide SCAKC Secretary
• List of members annually
• A copy of all correspondence for historical files

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A year in the life of a City Committee Chair

• Annual elections and certification of Chair and
  Vice Chair within 60 days of SCAKC Annual Board
  election
• Chairs to have a VC in case of absence
• Chairs provide status reports to Board detailing
  activities at least quarterly
• Adherence to the SCAKC policy
• By-Laws, SOP, Accounting standards, Image
  standards, etc
• Anyone in need of Letterhead, Cards, etc?

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City Committee Chairs Assistance is available!

• Operating Document Templates
• Planning Calendar
• Financial Reporting Form
• Budget Template
• Event Press Release Template
• Sample Minutes and Agendas
• Volunteer In Kind Tracking Forms
• City Committee Election Certification Form
• These forms will be available on website
• Internal forms found under members only

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How our Association Operates

• Association functions through both City
  Committees and Operating Committees
• By-laws at the core
• Decisions made by majority at Board meetings
• Open book / open meeting policy
• Board responsible / accountable for the conduct
  of Association - related activities

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Structure of SCAKC
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Overview of 2005 Operating Committees

• By-Laws and SOP Reports to President
• Nominating Reports to President
• Trade Tourism Reports to President
• Board Development Reports to President
• Metro / State / National Sister Cities
  Coordination Reports to VP
• Public Relations Reports to VP
• Annual Dinner Reports to VP
• Technology (database / website) Reports to VP
• Public Arts Reports to Secretary
• Educational Programming Reports to Secretary
• Membership Reports to Secretary
• Annual Report Reports to Secretary
• Finance Committee Reports to Treasurer
• Historian Reports to Treasurer

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Communications Internal External

• Internal External
• Website Website
• E-mail E-Mail
• Mail Mail
• Telephone Press
• Board Meetings Officials
• Committee Meetings Events
• A copy of ALL correspondence should be sent to
  the Association via fax [phone] or USPS
  5325 Rockhill, KC, MO 64110 or email
  info_at_KCSisterCities.org

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.doc Communication PR

• The process for PR
• Mary Jo Draper

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Financial / Reporting Requirements

• SCAKC is a IRS 501c3
• Contributions
• Straightforward Donations
• Mixed Donations
• See Contribution Acknowledgment Letter
• Un-reimbursed Expenses
• Donated Property

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The money to operate SCAKC

• The ultimate goal of the Association is to
  provide an infrastructure that allows the City
  Committees to fulfill the mission of SCAKC. 
• It is the mission of the Association to promote
  cultural, educational, trade and tourism.
• These 4 items are covered at the City Committee
  level and therefore the bulk of the funding is
  directed to the City Committees. 

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Collection - The Dues Mailing

• The Process for Dues mailing
• In summary SCAKC will have a two part mailing
  for the "dues mailing" from this year
  forward.  What the recipient receives will depend
  on their status in the SCAKC database.  
•  
• If the recipient is an existing member of a
  committee and has paid dues in the past
• There will be a "personalized" cover letter
  (using mail merge with name, address and
  Dear XX).  This is the letter to be signed by the
  Mayor Barnes, President Ballew and the City
  Chair.  This letter will say all things grand
  about the SCAKC.  Along with this letter will be
  a one page "renewal form" also "personalized and
  pre-populated"  (we will insert their name,
  address, phone , email address, City Committee
  affiliation) and this renewal form will request
  that the recipient "RENEW" their membership for
  2005 with their affiliated City Committee.  A
  return envelope will be enclosed.  The return
  address will be 5325 Rockhill.  If the member is
  a dues paying member of more than 1 committee
  then there will be 1 "renewal" page enclosed for
  each City Committee they have paid dues
  for. (Examples of 2 or more affiliations come to
  mind with Mike Wood who is a member of Xi'an and
  Guadalajara)
• All the mail merge, letter printing, etc will
  come from the lists that each of the City
  Committee Chairs, Board members, etc have
  provided to Jon McGraw.  If there are groups or
  individuals any of you think ought to receive
  communication from SCAKC please forward names,
  addresses and emails to the Association at  you
  would like to over the years
•  
• If the recipient is NOT an existing member of a
  Committee and has not paid dues
• A non personalized version of the same letter in
  the above package will be sent out.  This letter
  will be signed by Mayor Barnes and President
  Ballew.  Along with this letter will be a BLANK
  application as well as a return envelope to 5325
  Rockhill Rd.

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Web Sites

• Two Main Sites for reference
• www.KCSisterCities.org
• Everyone can have their own page!
• Bios and Pictures from the Board
• Web site is to Promote and Communicate
• Documents available for download
• www.Sister-Cities.org
• ICRC and more!

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From 2003 What can SCAKC do to help?

• More information sharing at meetings
• More formal Procedures at Board meetings
• Reports from Committees at Board meetings
• Annual reports from Committees at the end of
  each year
• Annual report for ALL of us to Mayor City
  Council lt-------------
• Quarterly general membership meetings
• not just at annual dinner
• More interaction
• Restaurant with app's and cocktails social
• Encourage meeting w/ City for Clarification
• Chain of Communication
• Chain of Responsibility

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2004 / 2005 Early Calendar

• May 2, 2005 - Board Meeting
• May 30, 2005 ExCommittee
• June 6, 2005 - Board Meeting
• June 27, 2005 ExCommittee
• July 11, 2005 - Board Meeting
• July 25, 2005 ExCommittee
• August 1, 2005 - Board Meeting
• August 29, 2005 ExCommittee
• Sept 12, 2005 - Board Meeting
• Sept 26, 2005 ExCommittee
• October 3, 2005 - Board Meeting
• October 21, or 22, 2005
• Annual Dinner
• October 31, 2005 ExCommittee
• November 7, 2005 - Board Meeting
• November 25, 2005 ExCommittee
• December 5, 2005 - Board Meeting
• December 26, 2005 ExCommittee

• October 4, 2004 Board meeting
• October 17, 2004 ExCommittee Planning meeting
• October 22, 2004 Annual Dinner
• October 25, 2004 ExCommittee
• October 28, 2004 ExCommittee City Council at
  145pm
• November 1, 2004 Board Meeting
• November 22 29 - ExC Meeting with City
  Committees
• November 29, 2004 ExCommittee
• December 4, 2004 Board Meeting Board
  Orientation
• December 27, 2004 ExCommittee
• January 3, 2005 Board Meeting
• January 31, 2005 ExCommmittee
• February 7, 2005 - Board Meeting
• February 28, 2005 ExCommittee
• March 7, 2005 - Board Meeting
• March 28, 2005 ExCommittee
• April 4, 2005 - Board Meeting
• April 25, 2005 ExCommittee

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Effective Board Involvement

• Your Commitment to the Board
• Sign Commitment form this afternoon!
• Workbooks are on the website
• Download and review at any time!
• Your pictures for website
• (if not already taken)

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Review of the Orientation!

• Please take a few minutes to complete the
  evaluation form

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Thank You!!!

• You are Sister City Associations most valuable
  assets!