IACU - Policies and Procedures Manual

International Association of ConCentRICs Users, Inc.

POLICIES AND PROCEDURES MANUAL

SECTION I - MISSION AND GOALS STATEMENT:

1.0 To provide a forum to discuss changes to the ConCentRICs software system in order to better meet the needs of the users and their facilities.

1.1 To function as a Business League and information exchange medium for various technologies and processes that will allow other facilities to manage their information resources in an efficient manner.

SECTION II - DEFINITIONS:

2.0 Defined Terms: In these Policies and Procedures, the following terms shall have the meanings set forth below:

1. A) "Organization" means the I.A.C.U.
2. B) "I.A.C.U." means the International Association of ConCentRICs Users, Inc.
3. C) "Facility" means the organization that acquired the Site License Agreement to operate the ConCentRICs software system.
4. D) "Member" means any authorized full-time employee representative from a Facility.
5. E) "Voting Member" means any authorized representative from a Facility with voting power. Limited to one per Facility.
6. F) “Voting Power” means the formal expression of opinion or will in response to a proposed decision.
7. G) "Year" means the fiscal year of the Organization, ending on the last day of the month, as determined by the Board of Directors. The fiscal year will be defined as the calendar year and will end on December 31st of each year.
8. H) "RIC Corp" means Resource Information and Control Corporation, the creators of the ConCentRICs software system.
9. I) "Organizational Offices" refers to the I.A.C.U. headquarters located at 5651 Coventry Lane PMB 241, Fort Wayne, IN 46804-1517.
10. J) "Annual Meeting" refers to the User Group meeting held once a year, in the Spring, at a Member Facility or in a Member Facility City.

SECTION III - MEMBERSHIP:

3.0 Eligibility:

DEFINITION:

The membership of the Organization shall consist of all persons who are members listed on the Ric Corp web site contacts list at the time the Bylaws are adopted and any other persons who may be admitted to membership in such manner and under such requirements prescribed in this section of the Policies and Procedures Manual.

There will be two (2) membership classifications, Member and Allied member. They are defined as follows:

Members - are defined as members who are employed in a full time capacity at a Facility that uses ConCentRICs and has paid in full all maintenance fees according to their contract with RIC Corporation. A Member may also be a "Voting Member".

Allied Members - are defined, as members who are not employed in a full-time capacity at a Facility which uses ConCentRICs, yet are associated with the convention industry. Allied Members are not eligible to vote.

POLICY:

Membership in the Organization shall be open to those individuals who are employed by a facility that has a contract with RIC Corporation for the use of the ConCentRICs facility management software and have paid all their dues with respect to maintenance fees according to their contract with RIC Corporation and are:

1. A) Interested in advancing the mission and goals of the Organization;
2. B) Willing to subscribe to the Bylaws and Policies of the Organization;
3. c) Otherwise qualified under the provisions set forth in the Bylaws and the Policies of the Board of Directors.

PROCEDURE:

1. A) The Secretary/Treasurer, or designee, will be responsible for maintaining Ric Corporation web site (http://www.riccorp.com) containing the contacts information, which will serve as the membership list, as well.
2. B) Any person who wishes to become a member will be required to fill out a membership form and submit it to the Organizational Offices for review.

1) If the applicant is a full-time employee of a Facility they will be considered a Member and approval is automatic.

2) If the applicant is not a full-time employee of a Facility they will be considered an Allied Member.

The Secretary/Treasurer will send the Allied Membership Application(s) received during any month to the Board of Directors for review at the beginning of the next month.

The Board will have thirty (30) days to review Allied Membership Applications for approval or disapproval.

A two-thirds (2/3) affirmative vote of the Board is required before an Allied Membership Application is considered approved.

3) The Secretary/Treasurer will send notification to the requesting party as to the approval or disapproval of their application and their membership status.

3.2 Membership Renewal:

POLICY:

Membership shall be for a period of one (1) year and shall be renewable for additional one (1) or more year periods. The Maintenance Contract between the Facility and Ric Corporation will determine the exact dates of the membership validity.

The Secretary/Treasurer, or designee, will update the contacts page on the Ric Corporation website (http://www.riccorp.com)

3.3 Suspension or Termination:

POLICY:

The Board of Directors may, at any meeting, by two-thirds (2/3) affirmative vote of those present, suspend the membership of any member who has violated the Bylaws or Policies, or whose conduct the Board deems detrimental to the best interests of the Organization, such suspension to be effective immediately.

Members serving on the Board of Directors cannot be suspended or terminated under this Section. See Section IV.

PROCEDURE:

1. A) The Secretary/Treasurer will send written notification via Certified Mail to the Board, and to the member, notifying them of the suspension.
2. B) The Board shall meet at the Organizational Offices in a hearing to determine the member's termination no later than one hundred and eighty (180) days subsequent to the action to suspend. The hearing will follow Robert's Rules of Order;.
3. C) The Secretary/Treasurer will send written notice via Certified Mail of this hearing to the Board and the suspended member no later than forty-five (45) days prior to the hearing.
4. D) Each Board Member and the member are responsible for the cost of their transportation and accommodations associated with the hearing(s).
5. E) The member will be granted an opportunity to be heard prior to action of termination. To terminate membership, a two-thirds (2/3) affirmative vote of the Voting Members of the Board is necessary.
6. F) If the offense or infraction was such that it caused undue and unconscionable duress to the other members; or caused irreputable damage to the Organization's reputation, the member may be "barred for life". A "barred for life" termination requires a unanimous affirmative vote by the Board (including the Secretary/Treasurer).
7. G) In lieu of a face-to-face hearing, the member may ask for a conference call hearing. If such is the case, the member must make a written request to the President within thirty (30) days of the scheduled hearing date. If a conference call hearing is requested, the Board members may stay in their respective cities and do not have to meet at the Organizational Offices.
8. H) The Secretary/Treasurer will send written notice via Certified Mail as to the outcome of the hearing to the Board and the suspended member no later than fifteen (15) business days subsequent to the hearing.

3.3 Reinstatement of a Suspended or Terminated Member:

POLICY:

A suspended or a terminated member may apply for reinstatement into the Organization, provided they have not been "barred for life" in the termination process. A "barred for life" member cannot be reinstated.

PROCEDURE:

1. A) A suspended member may apply to the Secretary/Treasurer for reinstatement immediately after the period of suspension is completed.

1) The Secretary/Treasurer will send each suspended member Reinstatement Application received during the month to the Board of Directors for review at the beginning of the next month.

2) The Board will have thirty (30) days to review the suspended member's application for approval or disapproval.

3) At least a two-thirds (2/3) affirmative vote of the Voting Members of the Board is required to reinstate a suspended member. The reinstatement of a suspended member will take effect ninety (90) days subsequent to the two-thirds (2/3) affirmative vote for reinstatement.

1. B) A terminated member may apply to the Secretary/Treasurer for reinstatement no sooner than one (1) year after the date of termination.

1) The Secretary/Treasurer will send each terminated member's Reinstatement Application received during the month to the Board of Directors for review at the beginning of the next month.

2) The Board will have thirty (30) days to review the terminated member applications for approval or disapproval.

3) A unanimous affirmative vote of Voting Members of the Board is required to reinstate a terminated member. The reinstatement of a terminated member will take effect ninety (90) days subsequent to the unanimous affirmative vote for reinstatement.

1. C) The Secretary/Treasurer will send written notice via Certified Mail as to the outcome of the Board's reinstatement decision no later than fifteen (15) business days subsequent to the decision.

3.4 Resignation:

A member can resign from membership upon written notice to the Secretary/Treasurer at the Organizational Offices. A Member's resignation will be considered effective immediately upon receipt by the Secretary/Treasurer unless otherwise stated in the letter of resignation.

4.0 Duties:

Duties of the Board of Directors shall be:

1. A) To establish policy for the operation of the Organization and its meetings;
2. B) To develop and implement the strategic plan including the action plans;
3. C) To manage the fiscal operations of the Organization;
4. D) To represent the Organization in its dealings with RIC Corp, other society organizations; and
5. E) To perform other functions as appropriate to the Board of Directors.

4.1 Composition of the Board of Directors:

The Board of Directors shall consist of three (3) voting members and one (1) non-voting member, as follows: President, Vice President, Sergeant-at-Arms, who shall be elected by a simple majority affirmative vote of the Organization's Voting Members voting in person or via proxy and shall have voting rights; and one (1) Secretary/Treasurer who shall be from RIC Corp and appointed by the President, and shall not be eligible to vote, unless otherwise stated in the Bylaws or the Policies and Procedures Manual.

4.2 Terms:

The Board of Directors shall serve a term of three (3) Annual Meetings or two (2) years, whichever is longer. The President, Vice President and Sergeant-at-Arms may be re-elected in the same capacity for a second consecutive term for a total of six (6) annual meetings or four (4) years, whichever is longer.

A waiting period of at least one (1) term will be required before the Board member can run for a third (or more) terms in the same capacity.

The Secretary/Treasurer shall serve at the will of the President.

4.3 Assumption of Duties:

The Board of Directors shall assume their duties at the close of the meeting in which they were elected into office and shall serve unless they resign, are removed, or are otherwise unable to fulfill an unexpired term.

4.4 Meetings:

At least one (1) meeting shall be held annually in the Spring of each year on a rotating basis at Member Facility or Member Facility city. At least one (1) training session will be held annually at the RIC Corp facilities or a facility close to the RIC Corp offices. Additional meetings may be held at such times and places as may be determined by the President. In addition, the President shall call a special meeting when requested by a majority of the Voting Members of the Board of Directors.

4.4.1 Meeting Rotation:

POLICY:

The Annual Meeting shall be held in a Member Facility or Member Facility city. The minimum rotation period before returning to a Member Facility or Member Facility city is four (4) meetings or three (3) years, whichever is longer.

PROCEDURE:

1. A) At each Annual Meeting, requests will be taken for those facilities which are interested in hosting a User Group Meeting two (2) years hence. (i.e.: in 1995, the group will ask for facilities to host the 1997 meeting).

See Attachment A, "Hosting Facility Specification Sheet", for duties and details involved with hosting a meeting.

1. B) The Voting Members present at the meeting, or via proxy vote, will vote on one (1) of the nominated sites via a written ballot. The site that receives the most votes will be the site of the Users Group Meeting two (2) years hence.

4.4.2 Notice of Meetings:

Notice of the Annual Meetings and training sessions dates and locations shall be through the Ric Corp web site (http://www.riccorp.com), and electronic mail, fax or meeting minutes. These notices shall be made a minimum of ninety (90) days prior to the meetings.

4.4.3 Proxy Participation:

POLICY:

If any Facility cannot send a representative to the Annual Meeting, they can send a proxy vote in accordance with the following procedures:

PROCEDURE:

1. A) The Facility may choose a proxy in one (1) of the following ways:

1) contacting another Facility to vote for them, or:

2) contacting one (1) of the Board of Directors to vote for them, or:

3) sending their votes via e-mail to RIC Corp. and the Board of Directors.

1. B) In any case, it is the responsibility of the Facility to notify each member of the Board of Directors, in writing, that a proxy has been submitted and who the proxy is.
2. C) If the Board of Directors is not notified prior to the start of the meeting, the proxy vote will not be counted or considered.
3. D) The President will announce any proxy voting information at the beginning of the first meeting day.

4.4.4 Meeting Agenda Format:

The Members shall make suggestions for the agenda and the President of RIC Corporation along with the President of IACU will determine the agenda for the meetings.

1. A) Required Items:

1) Roll Call to establish a quorum

2) Proxy Vote Announcement

3) Report from Secretary/Treasurer

4) Hosting facility nominations (if required)

5) Nominations for Board Members, if an election year

6) Other General Business

7) Wish List Items for Windows version

1. B) Optional Items:

1) Round Table Discussions

2) Speakers and Presenters

1. C) Speakers:

1) Will be limited to the following time periods:

1. a) "Morning Get Together", or
2. b) Lunch or
3. c) After the meeting day closes

2) Will be asked to contribute financially to help offset the cost of the meals to the Facility. Any fee established for Speakers will be noted on the Fee Schedule.

See Attachment B, "Suggested Agenda Format", for an example.

4.5 Resignation or Removal:

POLICY:

Any member of the Board of Directors may resign by giving written notice to the President. A Director's resignation will be considered effective immediately upon receipt by the President unless otherwise stated in the letter of resignation.

Any Director may be removed from the Board by the unanimous vote of the remaining voting Directors, at any meeting called for the purpose of malfeasance, misfeasance, or conduct in violation of the Bylaws or Policies.

PROCEDURE:

1. A) The Secretary/Treasurer will send written notification via Certified Mail to the Board and to the Director notifying them of the removal.
2. B) The Board shall meet at the Organizational Offices in a hearing to determine the Director's removal no later than forty-five (45) days subsequent to the action to remove. The hearing will follow Robert's Rules of Order;.
3. C) The Secretary/Treasurer will send written notice via Certified Mail of this hearing to the Board and the removed Director no later than forty-five (45) days prior to the hearing.
4. D) Each Board Member and the Director are responsible for the cost of their transportation and accommodations associated with the hearing(s).
5. E) The Director will be granted an opportunity to be heard prior to action of removal. To remove a Director, a two-thirds (2/3) affirmative vote of the remaining Board members (including the Secretary/Treasurer) is necessary.
6. F) If the offense or infraction was such that it caused undue and unconscionable duress to the other members; or caused irreputable damage to the Organization's reputation, the Director may be "barred for life". A "barred for life" termination requires a unanimous affirmative vote by the remaining Board Members (including the Secretary/Treasurer).
7. G) In lieu of a face-to-face hearing, the Director may ask for a conference call hearing. If such is the case, the Director must make a written request to the President (or Vice-President if Director is the President) within thirty (30) days of the hearing. If a conference call hearing is requested, the remaining Board members may stay in their respective cities and do not have to meet at the Organizational Offices.
8. H) The Secretary/Treasurer will send written notice via Certified Mail as to the outcome of the meeting to the Board and the removed Director no later than fifteen (15) business days subsequent to the meeting.

4.6 Reinstatement of a Suspended or Removed Board Member:

POLICY:

A suspended or removed Director may apply for reinstatement into the Organization, provided they have not been "barred for life" in the removal process. A "barred for life" Director cannot be reinstated.

PROCEDURE:

1. A) A suspended Director may apply to the Secretary/Treasurer for reinstatement immediately after the period of suspension is completed.

1) The Secretary/Treasurer will send each suspended Director Reinstatement Application received during the month to the Board of Directors for review at the beginning of the next month.

2) The Board will have thirty (30) days to review the suspended Director Reinstatement Applications for approval or disapproval.

3) A two-thirds (2/3) affirmative vote of the Board is required to reinstate a suspended Director. The reinstatement of a suspended Director will take effect ninety (90) days subsequent to the two-thirds (2/3) affirmative vote for reinstatement.

1. B) A removed Director may apply to the Secretary/Treasurer for reinstatement no sooner than one (1) year after the date of removal.

1) The Secretary/Treasurer will send each removed Director Reinstatement Application received during the month to the Board of Directors for review at the beginning of the next month.

2) The Board will have thirty (30) days to review the removed Director Reinstatement Applications for approval or disapproval.

3) A unanimous affirmative vote of the Board (including the Secretary/Treasurer) is required to reinstate a removed Director. The reinstatement of a removed Director will take effect ninety (90) days subsequent to the unanimous affirmative vote for reinstatement.

1. C) The Secretary/Treasurer will send written notice via Certified Mail as to the outcome of the Board's reinstatement decision no later than fifteen (15) business days subsequent to the decision.
2. D) In any event, the resigned, suspended or removed Director cannot be reinstated into the office from which he/she resigned, was suspended or was removed without a two-thirds (2/3) affirmative vote of Voting Members present or voting via Proxy at the Annual Meeting. The reinstatement into office will be for the duration of the original term.

4.7 Vacancies and Succession:

POLICY:

When a vacancy occurs on the Board of Directors, the President shall, in consultation with and majority approval from the remaining members of the Board of Directors, appoint a replacement for the balance of the term or until the next Annual Meeting whichever comes first, at which time elections will be held to fill the vacant position(s).

PROCEDURE:

1. A) The President will confer with the remaining Board members to select a replacement.
2. B) The replacement must have been a member of the Organization for at least two (2) years and also must have attended at least one (1) User Group Meeting in the last three (3) years. The replacement's term will be limited to the balance of the vacated Director's term, or to the close of the next Annual Meeting, whichever comes first, at which time elections will be held to fill the vacant position(s).

Former Director(s) may be considered for appointment to replace a resigned, suspended or removed Director without being subject to the waiting period stated in Section 4.2 "Terms" listed above.

1. C) If the President resigns or is removed prior to the end of the term of office, the Vice President shall automatically become President for the balance of the term or the next Annual Meeting, whichever comes first, at which time elections will be held to fill the vacant position(s).
2. D) The Secretary/Treasurer, or designee, will notify the rest of the membership of the new officer(s) via e-mail or fax and the RIC Corporation website (htttp://www.riccorp.com) no less than thirty (30) days subsequent to the choosing of the new officer(s).

4.8 Duties:

The duties of the Board of Directors are defined in the following sections:

4.8.1 Duties of the President:

The President is the Chairman of the Board of Directors and primary spokesperson for the Organization and shall preside over all meetings of the Organization. The President shall make appointments as specified by the Bylaws or Policies for terms specified at the time of the appointments.

The President will be the only person who can legally execute contracts obligating the Organization. The President should have all legal documents reviewed by their legal staff prior to signing. Any hotel contracts will state that the individual guests/members will be responsible for their room charges; the Organization will not be responsible for unsold room blocks.

4.8.2 Duties of the Vice President:

The Vice President shall perform the duties of the President in his/her absence. When so acting, the Vice President shall have all the powers of, and be subject to, all the restrictions upon the President.

The Vice President shall assist the President in presiding over the meetings and shall perform other duties as assigned by the President.

4.8.3 Duties of the Sergeant-at-Arms:

The Sergeant-at-Arms shall ensure that the meetings and breaks start and end on time and that the time limits established for discussion are adhered to. The Sergeant-at-Arms has the duty and authority to keep the meeting running in a professional and efficient manner, including the authority to ask that members keep their voices low or to leave the meeting if being disruptive.

The Sergeant-at-Arms will follow Robert's Rules of Order; in the performance of his/her duties.

4.8.4 Duties of the Secretary/Treasurer:

The Secretary/Treasurer shall advise the Board of Directors regarding the finances of the Organization and prepare a report of same to be presented at the Annual Meeting. The Secretary/Treasurer shall exercise such controls over collection of revenues and payment of expenditures as the Board and Policies may prescribe.

The Secretary/Treasurer will maintain, or will assign a designee to maintain the membership list for the Organization.

Additionally, the Secretary/Treasurer shall take minutes of the meetings and provide copies of the minutes to the Members via Electronic mail.

SECTION V - FEES:

5.0 Establishment of Fees:

POLICY:

Fees for items such as registration, membership, training materials, etc will be established by the facility hosting the event, the President of Ric Corporation and the President of IACU.

5.1 Collection of Fees:

The Secretary/Treasurer is responsible for the collection of all fees.

5.2 Disbursement of Fees:

POLICY:

The Secretary/Treasurer will be responsible for disbursing funds to cover expenses associated with the I.A.C.U. activities.

PROCEDURE:

The Secretary/Treasurer will pay the vendor and keep the necessary records in accordance with General Accepted Accounting Principles (GAAP) and in accordance with the laws of the State of Indiana regarding non-profit organizations.

5.3 Undisbursed Fees:

Any undisbursed fees, after covering all expenses, from a meeting or training session shall be retained by the Organization to be used to offset expenditures of future meetings or training sessions.

If, by chance the Organization is dissolved and there are any undisbursed fees remaining, the undisbursed fees will be distributed to another non-profit organization in accordance with the Articles of Incorporation.

SECTION VI - AMENDMENTS:

6.0 Initiation of Amendments:

The Board of Directors may propose an amendment to the Policies and Procedures by at least a two-thirds (2/3) affirmative vote of the Board's voting members.

Organization members may propose an amendment by submitting a petition signed by Voting Members numbering at least ten percent (10%) of the eligible Facilities. Such a petition shall be delivered to the President.

Within sixty (60) days of the receipt by the President, the signatures will be verified. Once verified, the proposed amendment shall be placed on the agenda for ratification by the Organization's Voting Members at the next Annual Meeting.

6.1 Adoption of Amendments:

Amendments will be adopted and approved when passed by six (6) affirmative votes of the Organization's Voting Members voting in person or via proxy. Adoption of amendments will be in accordance with Robert's Rules of Order;.

6.2 Emergency Amendments:

In an emergency, the Board of Directors may, with at least a two-thirds (2/3) affirmative vote of the voting Board members, amend the Policies and Procedures effective immediately, subject to the Organization's ratification pursuant to the procedures provided in this Section, provided the Board shall distribute ballots within ten (10) days of the Board's vote adopting the amendment.

6.3 Effective Date of Amendment:

Amendments to the Policies and Procedures shall be effective the date approved, or the date specified in the amendment, whichever is later.

The effective date for the initial Policies and Procedures will be June 1, 1995.

The effective date for the Amended Policies and Procedures will be May 1, 2002.

6.4 Publication of Amendments:

POLICY:

Notice of adopted changes in the Policies and Procedures shall be published at the Ric Corporation web site and notice of such publication will be made via electronic mail or fax to all the members no later than ninety (90) days after the effective date.

PROCEDURE:

The Secretary/Treasurer, or designee, will be responsible for the notification to all members of any changes in the adopted Policies or Procedures via electronic mail or fax.

SECTION VII - QUORUM:

7.0 Establishment of a Quorum:

POLICY:

A quorum will be established when at least one (1) officer from the Organization is present and at least six (6) of the eligible "Voting Members" are represented, either in person or via proxy.

PROCEDURE:

1. A) The President will initiate a "roll call" of those present and announce any proxy vote information in order to determine if there is a quorum.
2. B) Once a quorum is established, the meeting can come to order.
3. C) If a quorum cannot be established, then Robert's Rules of Order; will prevail.

SECTION VIII: - PROTOCOL:

8.0 Meeting Protocol:

Unless otherwise noted in the Bylaws or the Policies and Procedures Manual, the President of the Organization will establish the protocol for each meeting. In case of conflict, Robert's Rules of Order; will prevail.

When considering amendments to either the Bylaws or the Policies and Procedures, Robert's Rules of Order; will be invoked and followed.

SECTION IX: - WISH LIST ITEMS:

9.0 Submission of Wish List Items:

Member Facilities are encouraged to submit ideas and/or suggestions for improving the ConCentRICs system via the Ric Corporation web site. E-mail, or fax to RIC Corp. Any wish list item that is still open will be reviewed at the spring meeting. New wishlist items may be introduced at the meeting, if there are no objections from the other members. Items that were previously disapproved may also be re-introduced at the meeting.

9.1 Consideration of Wish List Items:

POLICY:

In order for the submitted wish list item request to be approved at the Annual Meeting, the item must receive approval from at least six (6) Member Facilities.

PROCEDURE:

1. A) The President will ask for a show of hands in favor of the wish list item request. Only Voting Members are eligible to vote. Votes are limited to one per facility.
2. B) If at least six (6) Member Facilities are in favor of the request, the request will be approved for inclusion into the next system update.
3. C) If at least one (1) Member Facility is not in favor of the request, the request will not be approved.
4. D) All approved wishlist items will remain open for a minimum of 10 business days before any system update is made.

9.2 Wish List Item Discussion Time Limit:

POLICY:

Each wish list item will have a maximum discussion time limit of thirteen (13) minutes, as set forth below.

PROCEDURE:

1. A) The Sergeant-at-Arms will be the official timekeeper of the discussion time limit.
2. B) The Sergeant-at-Arms will notify the group when there is one (1) minute left and will call "TIME" when the discussion time limit has been reached.
3. C) When "TIME" is called, the President has the right to ask for one (1) three (3) minute extension, if and only if, the President can determine that consensus is close.
4. D) If, when "TIME" is called and a consensus is not close, the item will be tabled until all other wish list items are covered and there is time remaining to conduct business before the meeting closes, the tabled item(s) will be reviewed for one (1) final five (5) minute discussion period. There will NOT be an extended discussion period offered.
5. E) When "TIME" is called on tabled item discussions, a vote will be taken to determine if the wish list item has sufficient support for inclusion in the next set of updates.
6. F) If the tabled wish list item does not have sufficient support, it will be considered as not approved for inclusion in the next set of updates.
7. G) Non-approved tabled wish list items cannot be reconsidered at the same Annual Meeting. They can, however, be brought up at the next Annual Meeting.

9.3 Technical Feasibility:

RIC Corp and its staff will be the sole judge as to the technical feasibility of the submitted wish list item as it relates to the ConCentRICs system.

International Association of ConCentRICs Users, Inc.

POLICIES AND PROCEDURES MANUAL

Attachment A

Hosting Facility Specification Sheet

GENERAL INFORMATION:

Any information regarding the meeting needs to be sent to the I.A.C.U. President, I.A.C.U. Vice-President and RIC Corp, to ensure that all parties are aware of any changes.

The host facility will need to provide access to RIC Corp and the I.A.C.U. officers to the facility before the meeting to run cables and set-up equipment and the use of photocopiers and/or other office equipment for any last minute copies and changes.

HOTEL ACCOMMODATIONS:

The host facility is responsible for RECOMMENDING and for ARRANGING the room blocks for the I.A.C.U. members in a hotel that is close to the facility, with preference to a hotel within walking distance of the host facility.

The past accommodations required approximately 30-40 peak rooms. The arrival pattern normally is for a few to arrive on Friday and the rest to arrive on Saturday, with the majority leaving on the last day of the meeting, as follows:

1-5 rooms needed on Friday

30-40 rooms needed Saturday thru Tuesday

1-5 rooms needed on Wednesday

The individual members will be responsible for making their own reservations within 14 - 30 days of the meeting.

Please have the hotel send information packets to the I.A.C.U. Officers at least ninety (90) days prior to the meeting if at all possible. The I.A.C.U. President will sign the hotel contract for the Organization.

OUTING:

The host facility is responsible for RECOMMENDING and for ARRANGING entertainment for the members’Outing. This is normally something unique to the hosting facility's area (like the winery tour in Portland).

The host facility also puts together a "What to do while in...." package with literature from the visitor bureau and surrounding attractions to be distributed by the hotel at check-in.

MEETING ROOM SPACE:

The host facility is responsible for PROVIDING the meeting space for the user group, with preference to being in the hosting facility. Also, the facility will have to provide RIC Corp and I.A.C.U. Officers access to the rooms on the Saturday before the event to set-up the equipment, and run cables. One of the rooms will need to be a "secure room" where the computer equipment can be locked with limited access to the room.

Assistance from the hosting facility staff for the use of extension cords, small tools and possible help in running the data lines may be required, depending upon the room layouts.

The room requirements in the past were for two (2) peak rooms on all days as follows:

EQUIPMENT:

The host facility is responsible for PROVIDING the necessary equipment (tables, cloths, chairs, pads & pencils, risers, A/V, etc) for the user group meeting. The normal set-up is as follows:

Room 1 = Meeting Room set classroom style for 40.

A/V = One LCD Projector set-up at a vantage point in the room from where a laptop can be connected and worked upon for the session.

NOTE: Assistance may be required for connecting LCD and/or Monitors as well as the sound system and running the data lines.

FOOD SERVICE:

The hosting facility is responsible for ARRANGING and PROVIDING food service for the group for all days. Please advise if the hosting facility is aware of a potential sponsor, so that arrangements can be made with them.

Sunday thru Tuesday Coffee Service (coffee, tea, juice, soda. danish) 30 – 40 people refreshed all day.

Sunday thru Tuesday Lunch.

• Please send sample menus at least sixty (60) days prior to the meeting.

Attachment B

Sample Agenda Format

MEETING DATES: Sunday, through Wednesday

SATURDAY: SET-UP DAY, NO MEETINGS

1:00 pm - 9:00 pm: Set-up and test equipment

-RIC Corp staff

-I.A.C.U. President (As Needed)

-I.A.C.U. Vice President (As Needed)

SUNDAY: FIRST MEETING DAY

9:00 am - 9:30 am: Coffee/Danish Get Together

9:30 am - Noon:

-Introduction of Attendees

-Set up of discussion items and order of presentation.

-Announce Meeting Dates (Next Spring)

-Discuss Hosting Facilities to Host Spring Meeting

-Discuss Fall Training Dates

-Take Nominations for Board Members (if Election Year)

-Open floor for Fall Training Modules

-Opening Session

Noon - 1:30 pm: Lunch, w/ or w/o Speaker

1:30 pm - 3:00 pm:

Session Continued

3:00 pm - 3:15 pm: Break

3:15 pm - 5:30 pm: Session Continued

5:30 pm: First Meeting Day Closes

Note: One-on-One time with RIC Corp Staff will be as time allows and also by appointment throughout the meeting dates.

MONDAY: SECOND MEETING DAY

9:00 am 9:30 am: Coffee/Danish Get Together

9:30 am – Noon: Session Continued (with breaks)

Noon – 1:00 PM: Lunch with/without speaker

1: pm – 5:00 PM Session Continued

5:00 PM – End of 2^nd Meeting Day

6:30 pm -???? Monday Night Outing

TUESDAY: THIRD MEETING DAY

8:30 am - 9:00 am: Tour of Hosting Facility

9:00 am - 9:30 am: Coffee/Danish Get Together

9:30 am –Noon: Third Meeting Day Sessions (with breaks)

Noon – 1:30 pm: Lunch with/without speaker

1:30 pm – 5 pm: General Business Meeting

The General Business Meeting will include the following items:

• - Any Outstanding Issues
• - Wish List Discussion

- Vote on Bylaws Amendment

-Vote on Policies and Procedures Amendment

- Vote on Fall Training Topics

- Vote on Fall Training Dates

- Vote on Spring Meeting Destination

- Vote on Officers (If Election Year)