Docstoc

AAF INDIANAPOLIS RFP FOR ASSOCIATION MANAGEMENT SERVICES

Document Sample
AAF INDIANAPOLIS RFP FOR ASSOCIATION MANAGEMENT SERVICES Powered By Docstoc
					                                           AAF INDIANAPOLIS

                                      RFP FOR
                         ASSOCIATION MANAGEMENT SERVICES

HISTORY OF ASSOCIATION
AAF Indianapolis was created in 1907. Founded as the second advertising club in the United States, AAF
Indianapolis is currently one of more than 200 advertising clubs aligned with the American Advertising
Federation. AAF acts as the "Unifying Voice for Advertising." AAF Indianapolis is committed to the professional
development of its members, the recognition of creative excellence and the promotion of professionals and firms
in the local communications, arts and sciences.

MISSION, VISION, STRATEGIC PLAN
AAF Indianapolis is a not-for-profit organization whose mission is to:

    •   Recognize creative excellence in the advertising community.

    •   Provide opportunities for members from advertising- and marketing-related businesses to develop
        professionally in a collegial environment.

    •   Promote a positive image of advertising to business, education and government organizations.

    •   Promote professional education and encourage careers in the industry.

    •   Assert a positive influence in governmental matters, which affect the industry.

    •   Advocate on behalf of our members on matters affecting the advertising, marketing and communication
        industries.

    •   Promote the greater Indianapolis market as a center of creative excellence.

    •   Promote standards of ethics for the advertising community.


RELATIONSHIP TO OTHER RELATED ORGANIZATIONS
AAF is a national organization. AAF Indianapolis is not only a part of the national organization, but also is part of
the regional affiliate, District 6. District 6 represents 16 affiliate clubs in Illinois, Indiana and Michigan.

AAF Indianapolis uses District 6 as a resource of information. We routinely call them for information on particular
overarching industry issues or resources for our membership.

SUMMARY OF ASSOCIATION STATUS / CONCERNS
Indianapolis Ad Club became inactive for approximately two years and in 2008 reorganized, and changed its
name to realign with the American Advertising Federation. The club has been rebuilt to have 176 corporate and
individual members with companies representing thousands of employees.

The rebuilding of the club has been done strictly as a volunteer effort of its board members. Our annual revenue
for the year-end July 2011 was $68,962. The organization seeks to retain the help of a professional association
management firm or manager to secure the ongoing continuity of the club.

Based upon other club performance, the club has the potential to double in membership, primarily through
expansion in corporate, non-profits, small firms and individual membership. Dues are currently lower than most
markets, yet price sensitivity is extremely high and the value proposition is not well established.


                                                                                                              1
Volunteer activity is growing. However, volunteer leadership is not deep and limited by the demands placed on
officers due to the absence of professional management.


TYPES OF MEMBERS
Members are engaged in the advertising or related industries. There are four categories of membership and all
have voting privileges.

    1. Corporate Members – A corporate membership constitutes a single membership with one vote. Persons
       employed by and selected by the corporate member may be designated to represent the corporate
       member.
    2. Individual Members – Individuals with significant interest in advertising, marketing and/or
       communications, arts and sciences are encouraged to join and participate. Employees of corporate
       firms are also encouraged to hold individual memberships.
    3. Student Members – Individuals enrolled full-time in an accredited school are eligible to join at a
       discounted membership rate.
    4. Honorary Members – May be granted membership by the board of directors depending on the
       individual’s distinguished services related to advertising. Members may nominate individuals to the
       board for honorary membership. Membership fees are established by the board.

The benefits of a membership with AAF Indianapolis are outlined below.

    •   Professional development is an important benefit of an AAF Indianapolis membership. Informative
        programs keep skills sharp and challenge thinking. Our National Speaker Series brings industry leaders
        from across the country. Additionally, custom programs are presented three times a year for each of our
        special interest groups (SIG)s targeting the unique interests of agency owners and principles, account
        executives, media planners and buyers, digital professionals, creatives and sales representatives.

    •   AAF Indianapolis is committed to recognizing creative excellence. The ADDY Awards are the largest
        and most well recognized advertising award in the world. Local winners are publicized across central
        Indiana. Indianapolis consistently sends winners to the regional and national levels, bringing attention to
        our industry and the great work done locally.

    •   A membership offers many chances to network with industry professionals. Members can build their
        personal and professional network through our Advertising and the Arts program, AAF Indianapolis Golf
        Scramble, Merry Mingle and other events throughout the year.

    •   Promoting your company for new business opportunities is possible through AAF Indianapolis.
        Corporate member agencies are listed in the Indianapolis Business Journal Book of Lists, opposite the
        ranking of top advertising agencies.

    •   AAF Indianapolis is the leading voice calling for the use of local agencies, talent and production
        services; it strives to promote local agencies and allied fields.

    •   We advocate for our industry. AAF Indianapolis joined the call for legislation to encourage film
        production in Indiana. We are strong opponents of sales tax on business-to-business services and
        advertising, which would penalize outsourcing creative and production services and cripple the
        communications industry.

    •   Members save money with member discounts on AAF programs plus major discounts on large trade
        publications, health and business insurance, small package shipments, car rentals and much more!

    •   AAF Indianapolis offers reduced memberships compared to other associations. Corporate memberships
        are available for companies of 10 or more for only $655. Small companies of up to nine may join for
        $355. Individuals may join for only $85.

    •   Member companies and individuals can take advantage of our job bank and post listings for advertising,
        sales and marketing jobs online at no cost.

                                                                                                             2
    •   We offer college programs to grow the best talent. Our collegiate programs and the AAF National
        Student Advertising Competition prepare the best and brightest, and engage and encourage Indiana
        college students as they prepare for their careers in advertising.

Members pay annual fees and dues payable on the anniversary date of their membership. Dues are to be paid
with a completed membership form. Members automatically forfeit membership if dues are not paid within the 90
days following their anniversary date.

Memberships may be terminated by a vote taken by the board of directors or delinquency or failure to pay dues
or fees owed to AAF Indianapolis.


DESCRIPTION OF LEADERSHIP STRUCTURE
There are currently 13 AAF Indianapolis board members. There is a maximum of 15 individuals on the board of
directors. The board of directors serves without pay and they are voting members. The board consists of the
following officers and directors: president, vice president, treasurer, immediate past president and 11 elected
directors. The control and management of AAF Indianapolis is vested in the board of directors. All board
members serve a term of three years.

Board member responsibilities include:
   • Serve as an advocate of the local market and communications industry.

    •   Encourage co-workers and peers to volunteer and attend AAF Indianapolis events.

    •   Assist in obtaining sponsorships for the organization and its events.

    •   Assist in the recruitment and retention of members.

    •   Attend organization events whenever possible, including participation in your relevant SIG.

    •   Serve as an officer, committee chair, SIG chair or volunteer in a meaningful way.

    •   Attend a minimum of 50 percent of the board meetings each year, including an annual retreat.

    •   Be knowledgeable about the organization at a national, regional and local level.

AAF Indianapolis committees are made up of committee chairs and members. Each committee is led by the
committee chair and is comprised of members who serve in a support capacity. Committee participation is
voluntary and terms are at the discretion of the individual. AAF Indianapolis has committees for the following
programs and events: ADDY Awards, Merry Mingle, SIG, 24 Hours of Pro Bono, Golf Scramble, National
Speaker Series, Advertising and the Arts, University Outreach and Bowling.


DESCRIPTION OF MEETINGS
There are 12 monthly board meetings every year. The board meetings occur at 4 p.m. on the second Monday of
every month. The purpose of the meetings is to review the club’s financial status, upcoming events and
membership records and updates. All pressing issues and items of concern within the club are discussed at the
meeting. Meeting minutes and all materials are collected and distributed to the board members that were unable
to attend the meeting.

In addition to the board meeting, there are major events throughout the year in which management would need
to attend. The events are as follows: ADDY Awards (Annual in February), National Speaker Series (Quarterly
throughout the year), AAF Indianapolis Golf Scramble and Merry Mingle.




                                                                                                           3
DESCRIPTION OF PUBLICATIONS
   •   A monthly e-newsletter is prepared for members to update them on past and future club activities and
       events.

   •   An annual membership directory is published with a listing of our members, their names and logos and
       a description of the company.

   •   AAF Indianapolis occasionally publishes white papers for its membership on trends and new
       developments within the industry.


SUMMARY OF CONTRACTS
   •   AAF Indianapolis currently holds a contract with ClientLine, the credit card machine company.

   •   It also manages various insurance policies with Mid States Insurance Inc. for the organization.


SCOPE OF SERVICES

Association Management

   1. General Office
          a. Office: Provide a full-time office for the receipt of mail, visitors, occasional business-related
              meetings and telephone calls.
          b. Phone: Provide telephone coverage during regular business hours five days a week. (Note:
              There is already a phone number set up for AAF Indianapolis.)
          c. Fax: Provide a fax line for the organization.
          d. Voice mail: Provide separate lines for each person who works on AAF Indianapolis.
          e. Email: Oversee the general email address for AAF Indianapolis, plus provide individual
              addresses for each person responsible for AAF Indianapolis.
   2. Board Meetings
          a. Frequency: The board of directors meets once per month in Indianapolis. We meet on the
              second Monday of every month at 4 p.m.
          b. Location: Chairperson of the board’s office.
          c. Responsibilities: Participate in the meeting and provide advice and information. Prepare
              agendas, notices, meeting requests and minutes of monthly board meetings.
   3. Committees
          a. AAF Indianapolis maintains nine committees: ADDY Awards, National Speaker Series,
              University Outreach, SIG, 24 Hours of Pro Bono, Bowling, AAF Indianapolis Golf Scramble,
              Merry Mingle and Advertising and the Arts.
                  1. ADDY Awards: Seek and secure judges for the annual creative materials judging.
                  2. For all committees: Provide support as needed. Maintain current lists of all committee
                      chairs and members.
   4. Management Company Facilities
          a. Storage requirements: AAF Indianapolis requires storage for financial records, legal documents,
              membership information and back publications. Maintain an index of stored materials. Maintain
              the meeting minutes, bylaws and nonprofit corporate status of the organization.
   5. Financial Management
          a. Income and expense responsibility: Process, record and deposit income from member dues,
              conference registration, subscriptions, and royalties; pay all bills with approval of the treasurer.
          b. Frequency of reports: Prepare monthly financial reports and quarterly consolidated balance
              statements for the board of directors.
          c. Budget preparation and tracking: Assist the treasurer in the budget development and maintain
              an accurate accounting of income and expenses.
          d. Investments: Monitor and report on investments.
          e. Credit cards: Process credit card receipts.

                                                                                                           4
              f. Audit: Arrange for annual audit.
              g. Budget information: Employ and maintain budget software that can be accessed easily by the
                  board.
    6.    Insurance
              a. Program insurance: Manage policy for loss of program revenue due to acts of God.
              b. Board of directors insurance: Manage errors and omissions insurance for directors and officers.
    7.    Membership Committee Support Services
              a. Database: Maintain a single, comprehensive database for all members (approximately 12 fields
                  per member), update database, process payments, respond to inquiries and send information to
                  new members. This database must be easily exportable for reports based on subcategories.
              b. Renewal cycle: Membership renews yearly at the first of the year. Send renewal statements to
                  existing membership.
              c. Membership directory: Maintain the membership directory database on the website.
              d. Mailing: Prepare, fold and mail four information pieces per year to prospective new members.
              e. Survey: Assist with the creation of an annual survey and update on an annual basis to distribute
                  to membership to probe member satisfaction.
              f. Membership drive: Assist with the recruitment and retention of new members and volunteers.
              g. Communications: Maintain regular communication with membership. Create and give
                  presentations to current and potential corporate members.
    8.    Publication Support Services
              a. Type and frequency: AAF Indianapolis publishes an annual membership directory. The club
                  sends out monthly e-newsletters to membership. AAF occasionally publishes white papers for
                  its membership on trends and new developments within the industry.
              b. Support required: Produce the annual membership directory, oversee monthly e-newsletter
                  distribution and collaborate with AAF Indianapolis to produce white papers that would be
                  beneficial for membership.
              c. Communication: Act as a liaison between the editors and the copy editors and printers to
                  ensure the orderly, timely and economical production of AAF Indianapolis publications.
              d. Web services: Coordinate changes to the website with Web editor.
              e. Publicity: Act as the media contact for press releases and events throughout the year pertaining
                  to club events.
    9.    Event Management
              a. Support required: Lead and support volunteers in the coordination of club functions. Assist in
                  securing sponsorships and in-kind gifts and in providing value to donors.
    10.   Software Proficiency
              a. Support required: High level of proficiency needed to use an ExactTarget database, WordPress
                  and Microsoft Office programs, especially Word, Excel and PowerPoint.
    11.   Technology
              a. Manage and maintain a central server, containing networked resources essential for the smooth
                  and rapid exchange of information to members and visitors of the AAF Indianapolis website
                  (http://aafindianapolis.org/). This will include:
                       1. Maintaining an online membership directory and working with the Web editor to develop
                           and implement an appropriate policy for accessibility to this information.
                       2. Working with the board of directors to develop online program registration and
                           membership process.
                       3. Completing other duties as necessary to assist the organization in furthering its Web
                           presence.
                       4. Using budget software that is easily accessible to the treasurer so that updates may be
                           quickly shared between both the board of directors and the treasurer.

In general, this scope attempts to define the regular, expected activities of the management service. AAF
Indianapolis expects the management to perform a variety of general, minor activities not specifically defined
herein.

AAF Indianapolis reserves the right, in its sole discretion and without incurring any liability to management, their
affiliates, contractors or subcontractors, or the owners, agents or employees of any of them, to modify or
terminate this RFP, for any reason, and at any time, prior to the execution of a definitive contract. Any
subsequent modification or termination of this RFP shall not affect Management’s sole responsibility for

                                                                                                              5
expenses.

AAF Indianapolis reserves the right to accept or reject any or all proposals or bids received under this RFP and
any subsequent modification to this RFP. This RFP does not establish any current or future obligation to
purchase any products or services.

This RFP and your responses and proposal may, at AAF Indianapolis’ sole discretion, be included as part of any
related contract or contracts between your firm and AAF Indianapolis. The board of directors of AAF
Indianapolis will conduct an annual review of services with continuation subject to review.

APPENDIX
    •   Recent financial statements, including a current balance sheet (Pages 8-9)
    •   Current bylaws (Pages 10-16)
    •   Membership Letter (Pages 17-21)
    •   2011 Program Calendar (Pages 22-23)


INFORMATION REQUESTED OF THE ASSOCIATION MANAGEMENT COMPANY

    1. Please provide basic information about your company (e.g., whether privately or publicly owned,
        number of years in business, states and international locations of business and other background
        information that may be relevant for AAF Indianapolis’ award of a contract under this RFP).
    2. Please give a description of how your association management company is organized to serve its
        clients.
    3. Please indicate your ability to provide support for each aspect of the Scope of Services section above.
        Also, indicate services that you typically outsource. Please list any strategic business partners or
        alliances, describe the role in your operations and state why they might be of value for the project.
    4. Please provide an overview of the services you provide. Tell us about your primary business operations,
        expertise, industry focus and average client size served by your association.
    5. Please provide an explanation of the company's experience in related industries or areas of concern.
    6. Please identify the individuals who would be assigned to this project and provide their bio, resume or
        curricula vita.
    7. Please provide a representative client list and at least five (5) references, including at least one current
        client and one previous client for which you have undertaken a project similar to this project. Include the
        company name, a brief description of the services you provided, contact person and telephone number.
    8. Please provide a Certificate or Certificates of Insurance that describes the insurance overages you
        presently carry (e.g., General Liability, Bonding, Automobile Liability, Worker’s Compensation and
        Professional Liability), including the Limits of Insurance afforded under each insurance policy.
    9. Please give a clear explanation of how your firm charges for its services and how these expenses will fit
        into our budget. If you propose to charge on an hourly basis, please provide the hourly rates for each
        individual and service provided and/or the blended rate for all services. In addition, please provide an
        estimate of the number of hours required to perform the scope of services. If proposing a retainer
        amount, please identify the proposed monthly retainer and how hours incurred in excess of the retainer,
        or hours unused, will be treated. Please describe your charges for incidental expenses (e.g., telephone,
        photocopies, faxes, etc.). Please describe any charges or markups on outside purchases on behalf of
        the association (e.g., printing, mailing, etc.). Please detail your proposed payment schedule and terms.
    10. Please provide a description of how your association management company will meet the immediate
        challenges and fulfill the future goals of our association.
    11. Please give a specific transition schedule and the costs for the transition activities.
    12. Please provide financial references for your association.




                                                                                                            6
TIMELINE

As indicated in the Association Profile Form, the following timeline will apply to this process:

Final receipt of all proposals date                             May 26, 2011
Initial screening of proposals by search committee              May 26 – June 6, 2011
Due diligence by various members of the search                  June 7 – 12, 2011
committee on proposals taken to the next level
Presentation of one or more proposals to the                    June 13, 2011
board of directors
Selection and negotiation of contract specifics                 June 14 – 20, 2011
Transition process                                              June 21 – 29, 2011
Formal start date                                               June 30, 2011


If the timeline for this process changes, the search committee will keep the association management company
apprised.


CONTACT INFORMATION

For questions regarding this RFP, please contact:

Tom Hirons
President, AAF Indianapolis
422 E. New York St.
Indianapolis, IN 46202
317.977.2206
thirons@hirons.com




                                                                                                      7
                   Indianapolis AAF
04/21/11   Balance Sheet Standard
                  As of April 21, 2011

                                         Apr 21, '11
           ASSETS
            Current Assets
             Checking/Savings
              Huntington Checking         30,427.28
              Huntington MMKT Savi...      9,300.00
             Total Checking/Savings       39,727.28

            Total Current Assets          39,727.28

           TOTAL ASSETS                   39,727.28
           LIABILITIES & EQUITY
            Equity
             Opening Bal Equity           22,208.52
             Retained Earnings            10,176.94
             Net Income                    7,341.82
            Total Equity                  39,727.28

           TOTAL LIABILITIES & EQUI...    39,727.28




                                                       Page 1
                        Indianapolis AAF
04/21/11    Profit and Loss Standard
                August 2010 through July 2011

                                         Aug '10 - Jul '11
            Ordinary Income/Expen...
             Income
              Event Income
               Addys                        34,242.68
               Golf Outing                   9,806.25
               Merry Mingle                  9,595.68
               National Speaker Ser...       1,477.40
               Event Income - Other          6,590.00
              Total Event Income                 61,712.01
              Membership Dues                      7,250.00
             Total Income                        68,962.01
             Expense
              Advertising                         1,664.95
              Bank Service Charges                1,260.97
              Contributions                         325.00
              Dues and Subscriptio...            -1,142.20
              Event Expense
               A&A                             210.00
               Addy's                       25,990.77
               Golf Outing Expenses         11,189.67
               Merry Mingle                  9,568.56
               National Speaker Ser...       8,549.08
               Event Expense - Oth...        2,825.39
              Total Event Expense                58,333.47
              Insurance
               Liability Insurance            1,983.00
              Total Insurance                      1,983.00
              Miscellaneous                          100.00
             Total Expense                       62,525.19

            Net Ordinary Income                    6,436.82
            Other Income/Expense
             Other Income
              Other Income                           830.00
             Total Other Income                      830.00

            Net Other Income                         830.00

           Net Income                              7,266.82




                                                              Page 1
                                                                                     1



                  CONSTITUTION AND BYLAWS
       AMERICAN ADVERTISING FOUNDATION-INDIANAPOLIS, INC

ARTICLE I – NAME

The name of this organization shall be American Advertising Foundation (AAF)
Indianapolis, Inc. As such, it shall be incorporated as a nonprofit corporation
under the laws of the state of Indiana and hereinafter referred to as AAF-
Indianapolis. Founded in 1902 as the Adscript Club, the organization adopted the
name AdClub in 1907, until adopting its present name, AAF - Indianapolis, in
2009.

ARTICLE 2 – PURPOSE

AAF - Indianapolis is a not-for-profit organization whose mission is to:

       1. Promote ethical and creative advertising.
       2. Provide opportunities for members from advertising- and marketing-
       related business to develop professionally in a collegial environment.
       3. Promote a positive image of advertising to business, education and
       government organizations.
       4. Promote professional education and encourage careers in the industry.
       5. Assert a positive influence in governmental matters, which affect the
       industry.
       6. Advocate on behalf of our members on matters affecting the
       advertising, marketing and communication industries.
       7. Promote the greater Indianapolis market as a center of creative
       excellence.

ARTICLE 3 – MEMBERSHIP

Members shall be persons engaged in the advertising or related business. There
shall be four (4) categories of membership, all with voting privileges.

Section 1.           Corporate Members – A corporate membership shall
                     constitute a single membership with one vote. Persons
                     employed by and selected by the corporate member may be
                     designated to represent the corporate member.

Section 2.           Individual Members – Individuals with substantial interest in
                     advertising, marketing and/or the communications arts and
                     sciences are encouraged to join as individual members and
                     participate. Employees of corporate member firms may also
                     hold individual memberships.
                                                                                2


Section 3.     Student Members – Individuals enrolled full time in an
               accredited school shall be eligible to join at a discounted
               membership rate established by the board of directors.

Section 4.     Honorary Members – May be conferred by the board of
               directors upon individuals who have rendered distinguished
               services related to advertising. Members may nominate
               individuals to the board for honorary membership.
               Membership fees for honorary members may be established
               by the board.

Section 6.     Membership may be terminated by:
               A. A vote taken by the board of directors.
               B. Delinquency or failure to pay dues or fees owed to AAF -
                  Indianapolis.

Section 7.     Former members may be reinstated for the remainder of
               their membership at the discretion of the board of directors.

ARTICLE 4 – FEES AND DUES

Section 1.     Members shall pay annual fees and dues as determined by
               the board of directors payable on the anniversary date of
               their membership.

Section 2.     Dues for members shall be paid with a completed
               membership form. The date payment of dues is received
               shall constitute the anniversary date for membership
               renewal.

Section 3.     Members shall automatically forfeit membership if dues are
               not paid within the 90 days following the anniversary date,
               after having been sent notification of this procedure to their
               known address as determined by the board of directors.

ARTICLE 5 – BOARD OF DIRECTORS AND OFFICERS

Section 1.     The board of directors shall serve without pay and consist of
               15 members.

Section 2.     The board of directors of AAF - Indianapolis shall consist of
               15 voting members. The board shall consist of the following
               officers and directors: president, vice president, treasurer,
               immediate past president and 10 elected directors.
                                                                                3


               The executive director and the CEO of the Central Indiana
               Better Business Bureau, Indianapolis – Honorary Member
               shall be nonvoting members.

Section 3.     All board members shall serve a term of three years. Board
               members may not serve more than six consecutive years
               without taking a full year off the board with the exception of
               the president, vice president and immediate past president
               who shall be excluded from the maximum number of
               consecutive years while serving successively in these
               offices.

Section 4.     Board openings due to expiration of term and vacancies due
               to resignation, death or dismissal shall be filled by the board.
               Individuals filling vacancies will serve the remaining term of
               the vacated seat.

Section 5.     Members of the board must be members in good standing or
               employed by a corporate member in good standing.

Section 6.     Board members may be dismissed from the board by a two-
               thirds vote of the board.

ARTICLE 6 – OFFICERS AND DIRECTORS

Section 1.     The control and management of AAF - Indianapolis shall be
               vested in the board of directors who shall pass upon all
               matters pertaining to the executive operations of AAF -
               Indianapolis, hear all grievances, audit all accounts, approve
               all expenditures and contracts, set policy and confirm
               committee chairs.

Section 2.     Regular meetings of the board of directors shall be called by
               the president. Special meetings may be held at any time and
               called by any officer. Meetings and votes may be conducted
               by electronic means or in person. Eight members of the
               Board, including at least two officers, shall constitute a
               quorum.

Section 3.     The officers of the board will constitute an executive
               committee and shall have all powers held by the board
               provided the executive committee will notify the board of
               directors with any action that is taken on behalf of the board
               at the next regularly scheduled meeting.
                                                                             4


Section 4.     (a) The chair shall preside at all board meetings, appoint
               committee members and perform other duties associated
               with the office. (b) The vice chair shall assume the duties of
               the chair in case of the chair’s absence. (c) The secretary
               shall be responsible for the minutes of the board, keep all
               approved minutes in a minute book and send out copies of
               minutes to all. The secretary will also be responsible for
               recording all actions of the officers or the board taken
               outside of board meetings. (d) The treasurer shall keep
               record of the organization’s budget and prepare or supervise
               preparation of financial reports as needed.

Section 5.     The board of directors may appoint and or employ and pay
               an executive director (who shall be placed under bond and
               insured as the board of directors require) to keep all records,
               including minutes of all meetings of AAF - Indianapolis and
               of the board of directors; financial records, including the
               collection of all sums due from all sources; pay bills on order
               of the board of directors; present a monthly financial
               statement and annual audit; keep membership records; and
               perform such other duties as the president and or board of
               directors may request.

Section 6.     Any officer or director may be removed upon a two-thirds
               vote of the board of directors.

Section 7.     In the event of the removal or resignation of a board member
               or officer, the board may elect members to fill open positions
               and offices.

ARTICLE 7 – ELECTION OF OFFICERS AND DIRECTORS

Section 1.     Nomination of Officers and Directors:

               A. By February 15, the president shall appoint, with the
                  approval of the board of directors, a nominating
                  committee of seven (7) members, three (3) of whom shall
                  be the immediate Past President, acting as chairman of
                  the committee, vice president and one mid-term board
                  member. The membership shall be notified in March of
                  the members serving on the nominating committee and
                  nominations will be solicited from the membership.

               B. The nominating committee shall present no later than the
                  29th of April, a slate of board membership for all open
                  positions and officers including the following positions:
                                                                                  5



                President
                Vice President
                Immediate Past President
                Treasurer

                C. Additional nominations may be made by a separate
                   petition of no less than twenty-five (25) members in good
                   standing filed with the president and/or executive director
                   no later than the 29th of April.

Section 2.      Regular elections of the officers and board of directors

                A. The nomination of officers and directors by members and
                   by the nominating committee shall be sent to all current
                   members at least 15 days prior to the annual
                   membership meeting in May. In the event that any office
                   or board positions do not have nominees, any member of
                   the board may nominate members to the board or to
                   serve as officers at the May meeting. Members may
                   nominate individuals to fill open board positions and/or to
                   serve as officers by submitting a petition of nomination
                   signed by 20 percent of the voting members of AAF –
                   Indianapolis. The membership will elect the officers and
                   directors at the annual May membership meeting, with
                   terms beginning June 1.

                B. Members shall be notified of the election of new board
                   members and officers.

ARTICLE 8 – VOTING

Section 1.      (a) A majority of board members constitutes a quorum. (b) In
                absence of a quorum, no formal action shall be taken except
                to adjourn the meeting to a subsequent date.

Section 2.      Passage of a motion requires a simple majority unless
                otherwise specified in the constitution and bylaws.


ARTICLE 9 – CONFLICT OF INTEREST

Section 1.      Any member of the board who has a financial, personal, or
                official interest in, or conflict (or appearance of a conflict)
                with, any matter pending before the board, of such nature
                that it prevents or may prevent that member from acting on
                                                                              6


               the matter in an impartial manner, will offer to the board to
               voluntarily excuse him/herself and will temporarily vacate his
               seat and refrain from discussion and voting on said item.

ARTICLE 10 – MEETINGS

Section 1.     The regular meetings of AAF - Indianapolis shall be held
               concurrently with programs at a time and place determined
               by the board of directors. Members shall be notified of these
               meetings. The annual membership meeting shall be held in
               May, and may or may not be concurrent with a program. All
               current members shall be eligible to attend the membership
               meeting portion of the meeting without fee so as to be able
               to participate in the election of board members, officers and
               to vote on any other business before the membership.

Section 2.     A special meeting may be called upon a written request to
               the board of directors of twenty-five (25) members in good
               standing or by the president or board of directors provided
               21 days notice is given the members.

Section 3.     Twenty (20) percent of the membership shall constitute a
               quorum provided it includes at least six officers and/or
               directors.

Section 4.     Matters not consistent with the purpose of AAF - Indianapolis
               shall not be discussed or acted upon. Except on matters of
               the affairs of AAF - Indianapolis, no person shall be
               introduced or permitted to address the membership unless
               approved by either the president or the board of directors.

ARTICLE 11 – FINANCES

Section 1.     The fiscal year shall commence on the 1st of July and end
               the 30th of June.

Section 2.     No person or committee shall contract for or incur any
               expense in the name of AAF without prior authorization of
               the board of directors.

Section 3.     All purchases on behalf of AAF, its nominees or for its
               activities shall be made by the president and/or executive
               director or with his knowledge.

Section 4.     The obligations of AAF - Indianapolis shall be paid by check
               signed by any two of its officers jointly.
                                                                              7



Section 5.        Officers shall not be compensated for any services rendered
                  for AAF - Indianapolis, except as voted on by the board of
                  directors.

Section 6.        AAF – Indianapolis’ book of accounts shall be audited at
                  least once each year. The auditors and date of audit shall be
                  named by the board of directors.

ARTICLE 12 – AMENDMENTS

Section 1.        Any proposed amendment to the Constitution and By-Laws
                  of AAF-Indianapolis, Incorporated may be initiated by the
                  board of directors or by written request to the board of
                  directors by twenty-five (25) members in good standing.

Section 2.        If approved by the board of directors, the proposed
                  amendments shall be distributed at the next regular AAF -
                  Indianapolis meeting, and all members shall be notified.

Section 3.        The proposed amendment shall be voted upon at the second
                  regular AAF - Indianapolis meeting following its approval by
                  the board of directors. Approval by at least two-thirds of all
                  members in good standing who are present shall be required
                  to make the amendment effective.

                  Resolved, that the foregoing constitution and bylaws are
                  hereby adopted as of Monday, November 16, 2009 as the
                  constitution and bylaws of AAF – Indianapolis.




 _____________________

 Tom Hirons, President




 Amanda Massey, Vice President
Members and potential members,

For more than 100 years, AAF Indianapolis and its predecessors have been the organization for
advertising professionals in central Indiana.

AAF Indianapolis is a vibrant organization made up of both young and seasoned professionals with five
goals:

    1. Recognizing and supporting creative excellence
    2. Promoting the Indianapolis market as a center of excellence in the communications arts
       and sciences
    3. Advocating for the use of local agencies and the interests of our industry
    4. Promoting a collegial and connected professional community through events and
       networking
    5. Enhancing diversity in our profession

AAF Indianapolis membership is open to all central Indiana advertising agencies; traditional media of
radio, television and outdoor; new media; and all professionals engaged in the arts and sciences of
marketing and communications including clients and providers of goods and services.

AAF Indianapolis offers numerous benefits to its members and their associates….

     •   ADDY® Awards – Thursday, Feb. 24, 2011 – AAF Indianapolis will host the ADDY Awards
         competition for the central Indiana area in February. The ADDY Awards is the largest and most
         comprehensive advertising competition in the nation and honors creative excellence in all forms
         of advertising. The 2011 show will recognize the great work you’ve done in 2010 with promotion
         of winners on the AAF Indianapolis website and Indianapolis news media and eligibility to move
         on toward national ADDY recognition.

     •   National Speaker Series – March, May, August and November 2011 – This is the pillar of our
         educational programming. In 2011, we will have four national speakers bringing a national and
         international perspective to you. Members attend at special discounted rates.

     •   Members Only Special Interest Groups – Quarterly – Members meet exclusively with others
         in their professional area for targeted programming, education and professional development. As
         a member of AAF Indianapolis, you are automatically eligible to attend. Most sessions are free
         with members paying only for their lunch. Special interest groups include:
             - Account Executives: March, June and September 2011
             - Creatives: May, August and November 2011
             - Interactives: July and October 2011
             - Media Planners and Buyers: April, July and October 2011
             - Sales Executives: May, August and November 2011
             - Past Presidents: May 2011




    Advancing Indianapolis as a center of creative excellence and business communication success.

  P.O. Box 441070, Indianapolis, IN 46204     Phone: 317-221-1275     E-mail: info@aafindianapolis.org
 •   Indiana Federation of Advertising Agencies (IFAA) – All agency principals of AAF Indianapolis
     agencies are automatically full members of IFAA. Principals meet to address common issues
     affecting all Indiana agencies. Projects planned for 2011 include:
         - 2011 Salary Survey Update
         - 2012 IBJ Book of Lists Advertisement

 •   Advertising and the Arts – Throughout the year, AAF Indianapolis members attend performing
     arts events and gather for private tours and special events at arts venues — all at discounted
     rates or for free.

 •   Golf Outing – Sept. 15, 2011 – Each summer, one of the biggest golf outings of the year is the
     AAF Indianapolis Golf Scramble. Great camaraderie, prizes, food, beverages and fun make this a
     day you will not want to miss.

 •   Merry Mingle – Dec. 8, 2011 – Our biggest social networking event of the year, Merry Mingle is a
     holiday party extraordinaire. It’s the place to catch up with everything that is going on in the
     industry, see and be seen, meet up with your friends in the business and make new ones.

 •   Other Social and Networking Events – AAF Indianapolis sponsors several events throughout
     the year providing members the opportunity to come together and mingle with others in the
     industry. In 2011, watch for:
         - Bowling in October

 •   24 Hours of Pro Bono – June 2011 – Participating AAF Indianapolis agencies are paired with
     nonprofit organizations and in only 24 hours, develop a complete campaign concept. Then, all
     members are invited to see the agencies make their presentations to their clients. It’s a rare treat
     to see your peers present and a huge gift to the nonprofit organizations.

 •   Job Bank – Member companies and individuals can post listings for advertising, sales and
     marketing jobs online.

 •   National AAF Membership – As a member of AAF Indianapolis, your organization automatically
     becomes a member of the American Advertising Federation (AAF); the oldest national trade
     association for the advertising community. Your membership with AAF Indianapolis connects you
     to the entire advertising community and provides you with:
          - Major discounts on:
                - Health and business insurance
                - Major trade publications
                - Small package shipments
                - Car rental
                - And more
          - National networking and educational programs
          - Online content and news




 Advancing Indianapolis as a center of creative excellence and business communication success.

P.O. Box 441070, Indianapolis, IN 46204     Phone: 317-221-1275      E-mail: info@aafindianapolis.org
Attached is the AAF Indianapolis 2011 membership application for individual and corporate members.

Start your membership or renew now and you will receive 2010 membership rates.

   •   Individual membership fees are only $85.
   •   If you have two to nine employees, you may sign everyone up for only $355.
   •   If you have 10 or more employees, you may sign up your entire staff for only $655.

While memberships will be available throughout the year, we are having a once-a-year membership drive.
Membership is essential to participate in the ADDY Awards. Renew or start your membership today for
the 2010 rate.

Thank you for your membership and your involvement — past, present and future.

Best regards,


Alessandra Souers              Bruce Hetrick                   Charlie Williams        Ian Banks
One Click Ventures             Hetrick Communications          Williams Randall        Radio One


Jennifer Blotkamp              John Kridelbaugh                Kamo Atanassov
Malone Advertising             Indianapolis Star               Caldwell VanRiper


Mark Benedict                  Mike Ruggiero                   Patrick Kelley
Wolff-Benedict                 Comcast Spotlight               Miller Brooks


Taulbee Jackson                Tom Hirons                      Tom Hirschauer
Raidious                       Hirons & Company                Publicis




    Advancing Indianapolis as a center of creative excellence and business communication success.

  P.O. Box 441070, Indianapolis, IN 46204   Phone: 317-221-1275      E-mail: info@aafindianapolis.org
                  Top 10 reasons to be a member of AAF Indianapolis

 1. Recognition of creative excellence. ADDY Awards are the largest and most well
    recognized advertising award in the world. Local winners are publicized across central Indiana.
    Indianapolis consistently sends winners to the regional and national levels, bringing attention to
    our industry and the great work being done locally.

 2. Professional development. Informative programs keep skills sharp and challenge thinking.
    Our National Speaker Series brings industry leaders from across the country. Additionally,
    custom programs are presented three times a year for each of our special interest groups
    targeting the unique interests of agency owners and principles, account executives, media
    planners and buyers, digital professionals, creatives and sales representatives.

 3. Networking. Build your personal and professional network through our Advertising and the Arts
    program, AAF Indianapolis Golf Scramble, Merry Mingle and other events throughout the year.

 4. New business promotion. Promote your agency. Corporate member agencies will be listed
    in the 2012 IBJ Book of Lists, opposite the ranking of top advertising agencies.

 5. Promote LOCAL agencies and allied fields. AAF Indianapolis is the leading voice calling
    for the use of local agencies, talent and production services.

 6. Advocate for our industry. AAF Indianapolis joined the call for legislation to encourage film
    production in Indiana. We are strong opponents of sales tax on business to business services
    and advertising which would penalize outsourcing creative and production services and cripple
    the communications industry.

 7. Discounts and member savings. Save money with member discounts on AAF programs
    plus major discounts on:
        • Major trade publications
        • Health and business insurance
        • Small package shipments
        • Car rental
        • And more

 8. Low cost. Annual membership is much lower than other professional organizations. Corporate
    memberships are available for companies of 10 or more for only $655. Small companies of up to
    nine may join for $355. And, individuals may join for only $85.

 9. Job Bank. Member companies and individuals can post listings for advertising, sales and
    marketing jobs online at no cost.




 Advancing Indianapolis as a center of creative excellence and business communication success.

P.O. Box 441070, Indianapolis, IN 46204    Phone: 317-221-1275      E-mail: info@aafindianapolis.org
 10. Grow the best talent. Our college programs and the AAF National Student Advertising
     Competition prepares the best and brightest. Engage and encourage Indiana college students as
     they prepare for their careers in advertising.




 Advancing Indianapolis as a center of creative excellence and business communication success.

P.O. Box 441070, Indianapolis, IN 46204   Phone: 317-221-1275   E-mail: info@aafindianapolis.org
                                  AAF 2011 PROGRAM CALENDAR


                                                                                                                                     Make the logo as
                                                                                                                                     small as you want




                                                                                   Or change its color and stand it on end. But whatever you do, sign up to be one of the eight lucky agencies that gets

                                                                                   to strut their stuff at this year’s 24 Hours of Pro Bono event. Agency skill sets will be matched up with a vetted and

                                                                                   pre-qualified Pro Bono client. Next, clients and agencies will meet for an hour on Wednesday January 26 to discuss

                                                                                   the client’s needs. Agencies will then have 24 hours to create something fabulous. Presentations will be held

                                                                                   January 27 at the Indianapolis Central Library. Interested in showing all of Indianapolis what you and your agency

                                                                                   can do? Hop to it! Call 644-8110 or drop Kara a line at Kara.yaraschefski@publicis-usa.com.




                                                                                                                                                                                                                                                                                        Advertising and the Arts
                        ADDY Awards                                             24 Hours of Pro Bono
                                                                                                                                                                                                                                                                          April,May, June, July, August, October and November
                          February                                                     June



                                                                                                                                                                                                            Annual Golf Outing 2010
                                                               r
                                                          O u t ea c h
                                                      y                                                                                                                                                       Prairie View Golf Club
                                                                                                                                                                                                               Thursday, September 9
                                              Universit




                                                                     Pr




                                                                                                                                                                                                                  Registration starts at 11:30 a.m. and at check-in,
                                                                       ogram




                                                                                                                                                                                                                  every golfer will receive a sleeve of Callaway Diablo
                                                                                                                                                                                                                  balls, compliments of Comcast Business Class, and
                                                                                                                                                                                                                  a gift bag, followed by a barbeque lunch cookout
                                                                                                                                                                                                                  provided by PVGC. After lunch, head over to the
                                                                                                                                                                                                                  driving range to warm up or try your hand at the
                                                                                                                                                                                                                  putting contest sponsored by Specific Media for a
                                                                                                                                                                                                                  chance to win some great prizes.




    National Speaker Series                   University Outreach                                                                                                                                           Golf Outing                                                                                             Merry Mingle
March, May, August and November                                                                                                                                                                             September                                                                                                December




         Plus, our special interest groups have programs throughout the year to target the unique interests of our members.




                              Professional Development                         Creative Recognition                                                                                                                                    Networking                                          Advocacy
                             AAF 2011 PROGRAM CALENDAR

                                                    JAN   FEB    MAR    APR    MAY    JUN    JUL    AUG    SEP    OCT     NOV     DEC

CREATIVE RECOGNITION
    ADDY’s Program                                        2/24

EDUCATION
    National Speaker Series
    National Speaker w/ Annual Membership Meeting                              5/6
    24 Hours of Pro Bono
    NASC Student Speakers
    University Outreach

PROFESSIONAL DEVELOPMENT
    Special Interest Groups
       Media                                                            4/20                 7/20                 10/19
       Creatives                                                               5/11                 8/10                  11/9
       Account Executives                                        3/23                 6/22                 9/21
       Interactives                                                     4/27                 7/27                 10/26
       Sales Executives                                                        5/4                  8/3                   11/2
       IFAA-Agency Principals                                    3/30                 6/29                 9/28
       Past Presidents                                                         5/5


NETWORKING/SOCIAL
    Bowling
    Golf Outing                                                                                            9/15
    Merry Mingle                                                                                                                  12/8
    Advertising & the Arts                                              4/21   5/24   6/23   7/21   8/11          10/13   11/10

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:21
posted:5/9/2011
language:English
pages:23