The IRWA Leadership Guide

1.    IRWA Mission and Purpose - Core purpose, values and vision statement

2.    IRWA Strategic Plan - Association's strategic plan and planning process

3.    IRWA Governance and Organizational Structure - Legal and organizational structure

4.    International Executive Committee - Roles and responsibilities

5.    Region Chairs and Vice Chairs - Roles and responsibilities

6.    Chapter Assistance Program - Scope and purpose

7.    Committee Chairs and Vice Chairs - Roles, responsibilities and links

8.    IRWA Board of Directors - Roles, responsibilities, processes and procedures

9.    Nominations and Elections Process - Policies and procedures governing the nomination/election of IRWA international officers and verification of the Board of Directors

10. IRWA Headquarters and Staff - Address and staff directory

11. Membership Policies and Procedures - Policies and procedures for new/renewing members

12. Membership Appreciation Program - Rewards program for recruiting new IRWA members

13. Chapter and Affiliate Formation - Policies and procedures for creating an IRWA Chapter or affiliate

14. Chapter Dissolution or Consolidation - Policies and processes for dissolving or consolidating Chapters

15. Professional Development and Education - Policies and procedures for presenting courses through IRWA Chapters

16. Continuing Education Credits and Filing Procedures - Process for Chapters to use when applying for continuing education credits in their service areas. Outlines staff support available and the policy governing continuing education credits.

17. Annual Education Conference - Conference policies, hosting process and future conference information

18. Leadership Guide for Chapter President : Includes descriptions of responsibilities for all officers

19. Conducting Effective Chapter/Committee Business Meetings: to come

20. Volunteer Awards and Recognition Programs - Process of reporting volunteer leaders as elected or appointed, as well as programs recognizing/rewarding exceptional volunteers

21. Other Resources for Association Leaders - Other valuable leadership resources

22. Handling Ethical Complaints at the Chapter Level - Procedures required for Chapters; additional resources referenced.

23. Chapter Annual Financial Reporting and Tax Filing Responsibilities - Chapter responsibility required for filing consolidated financial statement

24. General Policies - Public statements, political activities and public relations issues

25. Fiscal Operations - Budgeting and investment policies

26. Travel and Expense Reimbursement - Policies governing Association travel

27.IRWA Headquarters Record Retention - Policies governing length of time IRWA maintains records

IRWA Mission and Purpose

In order for the Association to be successful, its Chapters, Regions and international leaders must understand IRWA's core purpose, values and vision. The IRWA leadership acknowledges the vital role the Chapter plays in the Association's overall governance structure.

Core Purpose
IRWA creates public awareness, trust and confidence in the right of way process to build a better world.

Vision Statement
The International Right of Way Association will be the worldwide leader for innovation and excellence in the acquisition and management of right of way and public use infrastructure.

Core Values
We believe in:

• professional development achieved through lifelong learning.
• providing a community to people in the right of way industry that fosters excellence in professional growth and opportunities.
• adherence to the highest standards of ethical practice.
• providing quality services to all our stakeholders.
• responsible stewardship of the association's financial resources.

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IRWA's Strategic Plan

In order to achieve IRWA's purpose consistent with the core purpose, values and vision statement listed above, IRWA has adopted a written strategic plan that is updated at least once a year. The strategic plan provides a blue-print to IRWA's future and provides measurable benchmarks against which the Association can assess its progress. IRWA shares its strategic plan on its website to all IRWA members and stakeholders interested in the right of way profession.

Review the Association's strategic plan

IRWA History:
Review the Association's history

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IRWA Governance and Organizational Structure

Association Structure
A Not-for-Profit Corporation: IRWA is organized as a 501(c)(6) not-for-profit corporation. Our legal status and those of our Chapters are governed by United States federal laws for not-for-profit professional associations, and require IRWA to file annually on behalf of the Association and our Chapters with the federal government. For detailed information regarding IRWA's federal tax status, please contact the IRWA Chief Financial Officer at IRWA headquarters.

IRWA Bylaws
The IRWA Bylaws serve as the Association's foundation. Amendments can only be made by the IRWA Board of Directors, a body comprised of Chapter directors and other elected officers as specified in the Bylaws. The Board of Directors meets annually in June in conjunction with the IRWA Annual Education Conference. Each Chapter has two voting delegates on the Board of Directors.

Review the current IRWA bylaws

Chapter and Region Bylaws
Chapter and Region Bylaws must be in compliance with the IRWA Bylaws and have IRWA approval for all proposed amendments. In some instances, Regions and Chapters may have neglected to file their bylaws changes with IRWA for approval. To obtain the most recent version of your Region or Chapter Bylaws, request a copy from the IRWA Membership Coordinator at IRWA headquarters.

Amending Chapter and Region Bylaws
Region and Chapter leaders are urged to submit proposed Bylaws amendments to the IRWA general counsel before voting on them at the local level. The general counsel is a volunteer IRWA member who is appointed annually by the President with concurrence of the IEC. The general counsel's legal expertise will assure that the proposed amendment is consistent with the IRWA Bylaws and policies and will not conflict with laws or regulations governing not-for-profit organizations. There is no charge for this review.

Contact the current IRWA legal counsel:

Eric R. Finn
Burgar Rowe Professional Corp.
7 Lakewoods Court
Barrie, ON L4N 0G4
P: (705) 721-3377 ext 245
F: (705) 721-4025
efinn@burgarrowe.com

Model Region or Chapter Bylaws
Version #1: For Chapter with President Elect
Version #2: For Chapter with No President Elect
Model Region Bylaws

Directors and Officers (D & O) Liability Insurance
IRWA maintains a Directors and Officers liability insurance policy that covers Chapter, Region and international directors and officers for their actions as board members. To obtain a copy of the D & O policy, contact Rakhshan Mazarei (ext. 131) at IRWA headquarters.

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International Executive Committee

Role and Responsibilities
Since the Board of Directors meets only once a year, a significant amount of the volunteer leadership power is delegated to the IEC. The IEC meets five to six times each year and creates interim polices for the Association that are approved annually by the Board of Directors.

The structure and responsibilities of the IEC are outlined in detail in the IRWA bylaws.

View the current IEC members and a summary of their responsibilities

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Region Chairs and Vice Chairs

Role and Responsibilities
IRWA is comprised of 10 Regions serving the United States and Canada. Every Region has a Chair and Vice Chair who serve as IRWA officers. Each IRWA Chapter is assigned to one Region.

Review the Regions and Chapters within each Region

Regional Chair/Vice Chair Roles 
Since 2004, Region Chairs have been more closely involved with the IEC, attending two meetings per year with the IEC to discuss IRWA issues that directly impact Chapters and Regions.

While IRWA provides funding for Region Chair and Vice Chair travel expenses, most Regions have developed other sources of revenues, including voluntary assessments, seminars and other activities, designed to provide financial support for the Region.

Review the role of the Region Chair and Vice Chair

Policy On Determining Region Alignment
Within one year of a Region reaching 15 Chapters (exclusive of Chapters in Alaska, Hawaii, and Puerto Rico), it shall, through its Region Chair, submit a report to the IEC on its Region's alignment. This report shall contain the recommendations of both the Region Forum and the Region Chair concerning possible division of the Region or recombination with neighboring Regions. If the report recommends that no change be made, it will indicate specific reasons why the Region's size will enable it to administer effectively. The report shall include the results of a poll of all Chapters in the Region containing the official view of each, as determined by its executive board, on whether or not the Region should be realigned, and how.

A task force shall be appointed by the Region Chair to conduct this study, and the Vice Chair shall serve as the Task Force Chair. The task force shall also include at least three members from different Chapters within the Region. If the report is not submitted by the Region within one year of reaching 15 Chapters, the IEC shall appoint a task force to study the Region and make recommendations as to whether that Region should be realigned.

If the task force recommends that a realignment not be made, it should be further reviewed and a report submitted by the Region when the number of Chapters reaches 12 (excluding Chapters in Alaska, Hawaii and Puerto Rico), and thereafter upon:

1. the addition of any new Chapter within said Region, or
2. at a lesser time as may be directed by the IEC.

Current Region Alignment:

Region 1: Arizona, California, Hawaii, and Nevada
Region 2: Arkansas, Louisiana, Oklahoma and Texas
Region 3: Iowa, Kansas, Minnesota, Missouri, Nebraska, North Dakota and South Dakota
Region 4: Connecticut, Delaware, District of Columbia, Maine, Maryland, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, Vermont and Virginia
Region 5: Illinois, Indiana, Kentucky, Michigan, Ohio, West Virginia and Wisconsin
Region 6: Alabama, Florida, Georgia, Mississippi, North Carolina, South Carolina, and Tennessee
Region 7: Alaska, Idaho, Montana, Oregon and Washington
Region 8: New Brunswick, Newfoundland, Nova Scotia, Ontario, Prince Edward Island, Quebec
Region 9: Colorado, Utah, New Mexico, Wyoming
Region 10: Alberta, British Columbia, Manitoba, Northwest Territory, Saskatchewan, Yukon Territory

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Chapter Assistance Program

The Chapter Assistance Program is designed to assist Chapters in two areas:

1.  For Chapters that may have difficulty accepting the financial responsibility for sponsoring an IRWA education course in their area, the program will defray expenses incurred as a result of sponsoring and conducting such courses by a Chapter.

2.  For Chapters filing for Continuing Education credits mandated by state statute, the program will provide funds to defray Chapter expenses. Chapters are responsible for determining if there is a need for such credit at the Chapter level. The IEC approved this program for a minimum of two full years (2005 and 2006) and it will be reviewed as to its effectiveness and viability beyond that date.

Administration of Chapter Assistance Program
IRWA will allocate each Region $3,000 that can be used by the Region for filing fees for continuing education or for IRWA education programs offered at the Chapter level. During the initial two-year period ending after 2006, the program may only be used for continuing education credits and to supplement Chapter presentations in a manner similar to the previous international presentations program. Regions can use the Chapter assistance program to defray costs associated with conducting any approved IRWA course, including instructor fees and expenses, promotion or purchase of student materials from IRWA. The allocated funds are good for that calendar year; unused funds can not be carried over to the next year. Reimbursements will be paid annually in December based upon that year's activity.

For continuing education purposes, IRWA staff will provide the administrative support to complete state applications and forms for continuing education credits, relieving volunteers of that responsibility. The decision to apply for continuing education credits, however, will be made at the Chapter or Region level in coordination with the chapters. All direct costs for continuing education filing fees, including fees to be a provider, will be born by the Chapter or Region requesting the filing.

The IEC envisions fall forums as the mechanism that Regions and Chapters will use to coordinate continuing education requests with headquarters under this proposal. It will be the responsibility of the Region Chair and Vice Chair to submit a plan to the IEC at the end of each year outlining the expenditure request for the $3,000 for the coming year.

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International Committees

The primary role of IRWA committees is to implement programs associated with the Association's goals and objectives. IRWA provides funding for the Committee Chairs and Vice Chairs of all approved international committees and for all appointed members of the International Membership Committee, Finance Committee, and International Professional Development Committee.

IRWA International Committees are divided into two categories:

1. Service Committees--provide input into key association management functions
2. Industry Committees--focus on issues regarding the disciplines and industries impacted by the right of way profession

Service Committees
Review committee mission statements, meeting minutes, future events and other resources:

• International Communications & Marketing Committee
• International Ethics Committee
• International Nominations and Elections Committee
• International Professional Development Committee

Industry Committees
Review committee mission statements, meeting minutes, future events and other resources:

• International Asset Management Committee
• International Environment Committee
• International Local Public Agency Committee
• International Pipeline Committee
• International Relocation Committee
• International Surveying Committee
• International Transportation Committee
• International Utilities Committee
• International Valuation Committee

Process of Forming Committees
Annually, prior to the International Education Seminar, the International President-Elect subject to confirmation by the IEC and International Board of Directors (BOD), shall recommend for appointment a Chair and, in coordination with the International Vice President, a Vice Chair for each International Committee. In addition, the International President-Elect recommends for appointment the members of the Service Committees.

Chairs and the International President-Elect, select Region Representatives and At-Large Members, as required, to accomplish the committee's mission. At-Large Members must be approved by the IEC.

A member appointed as a Region Representative must be an active member of a Chapter located within that Region. The Region Chair shall confirm the prospective member's current participation in the ongoing affairs of the Chapter and Committee, prior to agreement on the selection. All selections should be forwarded to the IEC.

Appointed Region Representatives will serve two (2) year terms and are eligible for reappointment. Representatives from odd-numbered Regions shall be appointed in odd-numbered years and representatives from even-numbered Regions in even-numbered years. The exception to this would be where, in making appointments for newly established committees, Region Representatives appointed from odd-numbered Regions in the even numbered years shall be appointed for a one year term and vice versa.

At-Large Members shall serve a one-year term and are eligible for reappointment.

Subject to the law, a Committee member may be removed from office by the appointing body, based on the following grounds:

• The committee member ceases to be a member in good standing of his/her Chapter;
• is suspended or expelled from membership in the Association; or
• in the opinion of the appointing authority, the member failed or refused to properly perform the duties of office.

Committee Vacancies
Vacancies on a committee shall be filled by appointment as described above. However, the appointed member may serve only the unexpired term remaining of the vacancy being filled.

Committee Subcommittees
Committee Chairs may divide their committees into functional subcommittees or task forces as necessary to address issues before the committee. The Chair, after securing the advice and concurrence of the International President-Elect, shall appoint such Subcommittee Chairs as required by actions initiated. Such subcommittee shall cease to function upon completion of the specific duties assigned at the direction of the International President-Elect and/or Committee Chair.

Submitting Articles for Publication
Committees are encouraged to submit at least one article for publication in Right of Way magazine each year. The article should be of interest to the general membership, either related to their committee activities or significant topics that fall within their industry discipline.

Other Committee Responsibilities
Committees shall:

• Provide reports and execute other assignments as directed by the IEC or Board of Directors.
• promote membership and participation in the Association, as well as the highest ethical and professional standards of its members' disciplines and the Association at large.
• not make any official appearance before or present any evidence to legislative, political, other associations, or any private or public body without the expressed concurrence in writing from the IEC or International Board of Directors.

Each committee will be assigned a IEC member and Headquarters staff to act as liaisons. The IEC member will provide technical support and serve as committee liaison to the IEC. The staff member will provide administrative assistance, subject to direction by the International EVP.

Meeting Procedures
The latest edition of "Robert's Rules of Order" shall be recognized as the authority governing the committee meetings of the Association, in all instances wherein its provisions do not conflict with State or Provincial Nonprofit Corporations Codes or the Association's Bylaws.

As necessary and appropriate, motions that effect resources or policy are subject to IEC and BOD review and approval and must be forwarded to the appropriate body in the committee's meeting report.

Legal Liability
The Association maintains Liability and Directors and Officers (D&O) insurance which provides blanket coverage to protect committee members, as well as other IRWA leaders, in the event litigation results from action taken by the Association. It is therefore important to ensure that all IRWA volunteers are officially appointed to their office in accordance with the Association's Bylaws and Policies.

The Association maintains legal counsel whose primary responsibility is to advise the IEC and BOD on Association matters. Should it be necessary for legal counsel to assist a committee, prior arrangements must be made with the International EVP.

Current Committee Directories
Committee chairs are published bimonthly in Right of Way magazine and maintained on IRWA's website.

Review the current leadership of any committee

Committee Meetings
Most committees meet in conjunction with the IRWA Annual Education Conference, normally held each June. Beginning in 2007, industry committee chairs and vice chairs will meet in conjunction with IRWA's Public Real Estate Education Symposium (PRES) to discuss common issues and concerns. In addition, committees often hold another meeting(s) during the year. IRWA staff will assist committees to secure meeting space consistent with the IRWA travel and expense reimbursement policies.

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IRWA Board of Directors

Roles and Responsibilities

Verifying Voting at the Board of Directors Meeting
This policy prescribes the procedures for verifying International Directors' appointments by Chapters and registration for the Annual Board of Directors meeting.

Responsibility
The International Secretary/Treasurer is responsible for the validation and registration of International Directors. The International Nominations and Elections Committee (INEC) and IRWA Headquarters will assist as described herein. The local Chapters are responsible for election of their director representatives and forwarding the Board of Directors Credentials Certification form to International Headquarters.

Download the Board of Directors Credential Certification Form

Authorized International Board of Directors include:

• Chapters (two each)
• Elected Officers (IEC, Region Chairs & Vice Chairs)
• Advisory Council Members

Procedures
Chapters will elect two International Directors in accordance with IRWA Bylaws and submit a completed Board of Directors Credentials Certification Form to International Headquarters no later than May 1 prior to the Annual Meeting of the Board of Directors.

During the Annual Education Conference, as designated in the registration information, IRWA Headquarters will provide to the INEC the following items:

1.  Director sign-in sheets for each Chapter, organized into ten bound Director Registration Books, each book containing the sheets for all Chapters in a Region. The books shall be clearly labeled REGION ONE, REGION TWO, etc. The top half of each sheet shall contain the printed name of the designated two-year Director and a signature line for that Director followed by a blank line labeled "ALTERNATE" for the printed name of an alternate Director, if any, and a signature line for the alternate Director. The bottom half of the sheet shall contain the same information for the one-year Director. Each chapter sheet shall be tabbed for quick access.

2.  The IEC and Advisory Council sign-in sheets shall be placed in one International Board of Directors' Registration Book with the cover sheet clearly labeled. Since there are no alternates for these votes, only the printed name line and the signature line are needed for each eligible position or member. The IEC page should be first followed by the Advisory Council pages.

3.  Any updated International Board of Directors Credentials Certification Forms received by IRWA Headquarters after the Board of Director Registration Books were prepared.

4.  An adequate supply of blank International Board of Directors Credentials Certification Forms.

On the designated date, the INEC Chair will provide the International Board of Directors'Registration Books for each Region to the INEC representative, or alternate appointed by the INEC Chair. These INEC members or alternates will attend the respective Region Caucus and conduct the preliminary registration of Directors and alternate Directors. Directors whose names are already printed in the book may simply sign in. New Directors may cross out the name of the Director they are replacing, print their name on the alternate line and sign-in, if they have provided evidence of the resignation of the Director whose place they are taking and their election, as a replacement, by the Chapter. The INEC representatives will return the Board of Directors Registration Books—including any signed resignations of the Director and election of a new Director—to the INEC Chair after the Region Caucuses. Each Region Chair will be advised of the status of registration for the Directors in his or her Region.

On the designated date, the INEC Chair will conduct sign-in for the actual meeting. Registration tables will be staffed by INEC members outside the entrance to the meeting room. It may be appropriate for the International Secretary/Treasurer and/or the International General Counsel to be present at the registration in case eligibility rulings are necessary.

The International Board of Directors Registration Books used for preliminary registration at the Monday Region Caucuses will be provided at the registration tables. There should be at least one INEC representative for no more than two Region registration books. The INEC Chair may appoint non-INEC member substitutes if necessary for adequate staffing of the registration tables if INEC members are absent or if they are serving as a Director.

If a Director has previously signed in during preliminary registration, they shall initial thier attendance next to their signature and receive a chip or token. If a Director has not previously signed in, they shall do so and then initial their attendance next to their signature and receive a chip or token. Alternate Directors not previously approved must provide a signed Board of Directors Credentials Certification Form from their Chapter authorizing the substitution.

International Headquarters will provide to the INEC Chair:

1.  An adequate supply of poker chips or similar tokens so one chip or token can be provided for each authorized member of the Board of Directors to enable that member to vote.

2.  An adequate supply of blank written ballot forms. For written ballots during the Board of Directors meeting, the INEC Chair will provide a number of blank ballots equal to the number of chips or tokens collected from each Region Chair and other eligible voters.

The INEC Chair will turn the completed Director Registration Books and completed Board of Directors Credentials Certification Forms in to the International Secretary/Treasurer upon completion of registration at the Board of Directors meeting.

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Nominations and Elections Process

It shall be the responsibility of the International Nominations and Elections Committee (INEC) to:

• identify leadership qualities needed by prospective Association elected officer candidates for the IEC (IEC)
• seek out multiple qualified and willing Association members who have demonstrated these leadership qualities
• encourage them to serve as IEC Officers for the Association
• receive and prepare nominations for all offices, except those of the Region Chair and Region Vice Chair, which are nominated by their respective Forum.

The INEC shall advise the membership—including current and prospective officers—about the qualities and capabilities desired of our Association leaders, as well as the demands of holding office. Additionally, members should be advised to consider an individual's depth of dedication to IRWA's aims, purposes and Code of Ethics, the quality of demonstrated professional leadership, and individual capabilities when nominating and voting for leaders of the Association.

Publicity
The name, address, email address and telephone number of the INEC Chair shall be published in two issues of Right of Way magazine prior to April 1 of each year. The publication shall include a statement that any member or Chapter of the Association may submit to the INEC Chair—or any member of the INEC—a recommendation for the nomination of any qualified member for any elective international office, except that of Region Chair and Vice Chair.

In addition, the publication shall contain a notice that all recommendations for nomination for each international office shall be postmarked no later than November 1 of the year preceding the term of the proposed election in order that the nominee's announcement for office may be included in Right Of Way magazine. (NOTE: Inclusion in the magazine is not a prerequisite for election to the IEC.)

The INEC shall originate, prepare, receive and distribute candidate summary, hereinafter called "summary," of professional qualifications on each candidate for submission to the Board of Directors. Each summary shall show the extent of demonstrated professional leadership at the local, Regional and international level. The Committee may consult with any member of the Association regarding qualifications and capabilities of candidates.

Qualifications for International Office
The following are the minimum qualifications for Elected International Officers elected by the Board of Directors at its Annual Meeting

1.  The candidate must have been a member in good standing of an IRWA Chapter or Chapters for a period of not less than three (3) years immediately preceding the annual election of such officers, and,

2.  The candidate must either (1) have served for a minimum of one year as an elected officer of an IRWA Chapter, or (2) have served a minimum of one year as Chair or Vice Chair of one of the IRWA International Committees.

3.  Personal characteristics of candidates should be considered, including:

a.  depth of dedication for the Aims and Purposes and Code of Ethics of the Association;
b.  the extent of demonstrated professional leadership at the local, Region, and international levels; and
c.  the record of constructive service rendered to the advancement of the Association and the right of way profession.

4.  Candidates for any of the elected positions of the IEC must be senior members (SR/WA) of the Association.

Nominations Process

1.  The INEC shall conduct a spring meeting each year within the period from April 1 and before or at the same time as the IEC's spring meeting. Said meeting shall in any event, however, be held prior to May 1 to consider such proposed nominees, together with all endorsements and objections received.

2.  The INEC shall designate one person for each International Office to be filled at the next annual election, except those of the Region Chair and Region Vice Chair. Immediately following the INEC meeting, the INEC Chair shall notify the International President and report the action taken by the committee.

3.  The affirmative vote of a majority of INEC members for the nomination of persons for each such elected office shall represent its decision. Dissenting members of the INEC shall have the same prerogative as any member of the Board of Directors to submit competitive nominations for any elected office from the floor at the Annual Meeting of the Board of Directors.

4.  Immediately after the Committee meeting, the INEC Chair shall notify each of the proposed nominees as to whether or not the INEC has nominated them for office and, if so, for which office. Such notice shall be followed in writing. The report of the INEC shall not be made public until such time as the International President has been contacted and a reasonable attempt has been made to contact each of the proposed nominees.

5.  The INEC shall submit a report to the Board of Directors containing the name of the person it proposes to nominate for each elected office and the two appointed officer positions of International EVP and International General Counsel, (except those of International President and of Region Chair and Region Vice Chair). Said report will be forwarded to the International EVP not less than forty (40) days prior to the date of the annual meeting of the Board of Directors. In the event that the International President Elect has assumed the office of the International President as a result of a vacancy in that office, a nominee for the office of International President shall also be named in said report. Any member of the Board of Directors may make further nominations for such offices from the floor.

6.  Each Region Chair shall, in the name of the Region Forum therein, formally nominate for the offices of Region Chair and Region Vice Chair the persons so designated by such Forum. The Region Chair shall submit a nomination report to the Board of Directors containing the names of the members it proposes for the Region Officer positions. This report will be forwarded to the International EVP not less than 40 days prior to the date of the annual meeting of the Board of Directors. Any member of the Board of Directors may make further nominations for such offices from the floor.

Candidate Recommendations
Any member of the Association shall have the right to submit to the INEC a recommendation that any other member, if duly qualified, be nominated by the committee for any International elected office except that of Region Chair and Vice Chair.

Any Chapter or Region shall also have the right to make such a recommendation to the INEC whether or not the person is a member of the Chapter or of a Chapter included within the Region.

Recommendation forms may be obtained from International Headquarters or you can download the form.

No recommendation shall be disregarded for not having been submitted on a standard form. Each recommendation, together with a resume of the experience and qualifications of the person being recommended, must be forwarded to the Chair, or any other member of the INEC, no later than November 1 of the year preceding the year in which the election is to be held, in order for the resume of the candidate to be publicized. Recommendations received after that date shall be considered by the INEC at its meeting.

A member, Chapter, or Region may recommend that a person be nominated for more than one elected office. However, if a person is recommended for more than one office he shall be contacted by the Chair of the INEC and asked for which office he would prefer to be listed as a potential nominee. The person shall be publicized as a potential nominee for one office only. Furthermore,the nominating committee may not nominate anyone for more than one office.

A candidate who is recommended for more than one elected office shall be designated appropriately with the general statement indicating that fact. A person recommended for a certain office may be endorsed for any other office except as otherwise indicated.Endorsements: Between December 1 and April 1, members, Chapters, and Regions are encouraged to discuss the proposed nominees and forward their endorsement of, or objections to, any suchperson to the Committee Chair. No member, Chapter, or Region shall take action to formally endorse any person or persons recommended for office before December 1 of the year preceding the year of the election.

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IRWA Headquarters and Staff

IRWA maintains its headquarters office at:

19210 South Vermont Avenue,
Building A Suite 100,
Gardena, CA 90248

Telephone: 310-538-0233

Fax: 310-538-1471

Website: www.irwaonline.org

Normal business hours are 6:00 am-5:00 pm Pacific Time.

IRWA maintains a staff of approximately 20 individuals serving the Association. A list of key staff, a brief description of their responsibilities, telephone number and email addresses are maintained on the website and published in the magazine.

Review the current staff page

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Membership Policies and Procedures

General
Membership in the Association is on an individual member basis. To remain a member in good standing, dues must be paid annually. Membership categories in the Association are defined in the IRWA Bylaws Article III, Section 3.

Review the current bylaws

IRWA Membership Application
Individuals desiring to join IRWA may submit an application either to a Chapter or to International Headquarters. Applications submitted to a Chapter are approved and sent to International Headquarters along with payment of dues. Applications submitted directly to International Headquarters are fully processed administratively and then sent to the appropriate Chapter for formal approval.

IRWA membership is confirmed at the time when a paid application is processed at International Headquarters and a membership number is assigned, after favorable action on the application is taken by the local Chapter. Chapters are strongly encouraged to forward membership applications and payments immediately to International Headquarters so the membership can be recorded and confirmed, and the individual can begin receiving the benefits of membership in IRWA. If for any reason an application is not approved, the money submitted by the applicant will be reimbursed by International Headquarters. From the time a prospective member applies until he or she is approved or disapproved by a Chapter, they shall be referred to as a Pending Member.

Membership Certificates and Pins
Membership certificates for new members are provided at no cost to the Chapters by International Headquarters. Said certificates shall bear the Association emblem and contain the following words:

*********
INTERNATIONAL RIGHT OF WAY ASSOCIATION

(Insert Members Name)

has been duly qualified and elected a member of the

International Right of Way Association

(Insert Chapter No.)

(Insert Date)

(The International President and Secretary shall execute all certificates.)
International Secretary/Treasurer International President
***************

Headquarters will provide a replacement certificate upon request to any active member at a cost of $5 (USD) each.

IRWA will also provide a membership pin to new members, along with the certificate above. The pin will be sent to the local Chapter membership chair for presentation by the local Chapter to the new member, unless other instructions are received by headquarters. Replacement membership pins may be purchased for $10.00 each from headquarters.

Membership Cards
IRWA Headquarters issues Membership cards to all new members and renewing members when the annual dues are paid. Headquarters will provide replacement cards upon request to any active member at a cost of $1.00 (USD) each.

Membership Information Packets
Chapters can receive 10 free Membership Information Packets each calendar year by contacting the Membership Coordinator at Headquarters. Additional packets can be purchased for $1.00 each.

Membership Dues Renewal
Membership is renewed annually in accordance with the following milestones:

June: Board of Directors approves Annual Budget and sets annual dues amount for the next calendar year.

September 1: IRWA Headquarters sends copies of Chapter membership rosters to each Chapter for annual certification (additions, deletions, and changes). Copies are sent to the Region Chairs/Vice Chairs.

September 30: Chapters return the updated member rosters to Headquarters along with any changes to their local dues and application fee amounts for the next calendar year.

October 1-14: Headquarters updates the membership database and prepares to run the Membership Dues Invoices and the Membership Identification Cards for the next calendar year.

October 15-31: Membership Dues Invoices are run and mailed to the membership.

January 1: Membership Dues Renewals are due and payable to IRWA Headquarters.

February 28: Unpaid membership renewals are overdue and delinquent. Final renewal notices are run and mailed. Members paying their dues after February 28 shall pay in addition to the regular dues an additional administrative fee of 10% of the dues amount.

April 15: Unpaid members are suspended from active membership.

May 1: Local Chapter dues and fees collected by the Headquarters during the dues renewal process are forwarded to the Chapters.

June 30: Education Foundation donations received by Headquarters during the dues renewal process are forwarded to the Foundations. Amounts forwarded are based on the specific amounts earmarked for each foundation by the donating member.

May 1-June 30: An exit survey of non-renewing members will be conducted by IRWA staff to determine the reason individuals have decided not to renew.

Reinstatement of Suspended Members
All Members who were suspended from active membership for non-payment of annual dues may reinstate their membership at any time during the current dues year by paying all delinquent dues and the additional administrative fee and a reinstatement fee of $50. Suspended members who wish to activate their membership after the dues year must join in the same manner as a new member.

Membership Transfer
Members in good standing may transfer their IRWA membership from one Chapter to another by meeting the following conditions:

1.  Local and International dues must have been paid in full for the current membership year.

2.  The transferring member must prepare and submit a Membership Transfer Form and request a transfer of membership to the new Chapter. (See attached form)

3.  Upon the acceptance of the transfer by the new Chapter, the member shall become a member of that Chapter and cease to be a member of the former Chapter. The Secretary of the new Chapter shall notify IRWA Headquarters and the former Chapter of the transfer by submitting the appropriate copies of the transfer form.

4.  Transfer under this policy shall take place without payment of any additional dues or fees by the transferring member.

Download a membership transfer form

Associate or Secondary Chapter Membership
Active members in good standing may join more that one IRWA local Chapter in the same manner provided in the case of active members. Additional Chapter dues, if required, are paid to the local Chapter only.

Membership Rosters and Directories

1.  Chapters shall maintain an up-to-date roster of their membership. The roster shall contain the names, designations, business affiliations, addresses (business, home & preferred mailing) and telephone/fax/e-mail address and other data as may from time to time be required for each active member. The roster shall also list the names of all officers, committee chairs and members and any employees of the Chapter.

2.  The roster shall be amended as changes occur by supplements or in such other manner as may be directed by the Chapter Executive Board. A copy of each Chapter roster will be provided to the appropriate Region Officers and to the Director of Membership at the International Headquarters. Chapter leaders will be given access to the online directory via the Internet to facilitate the maintenance of rosters.

3.  The International Headquarters will periodically, and prior to annual dues renewal, provide each Chapter Membership Chair a copy of the membership records for his/her Chapter. The Chapter Membership Chair upon receipt of the rosters from International Headquarters will compare them to the local Chapter database and make all corrections and updates. The updated Chapter roster is then returned to the Director of Membership at the International Headquarters. It is the Chapter's responsibility to keep the International Headquarters informed of all member and roster changes.

4.  Data contained in a local Chapter's roster (or any IRWA roster of any type) shall not be released to any person or organization for promotional sales or related purposes, unless the purpose and/or program has been approved as an IRWA Member Benefit program.

5.  The IRWA membership database also resides on the Association's Website, ../.., and the database is searchable.

Review the current online directory

Membership Mailing Labels
Mailing labels are provided to Chapters, Regions, International Committees, individuals and organizations for the purpose of benefiting the members as follows (Examples may include education courses, seminars and meeting notices):

1.  For courses/meetings where IRWA headquarters is asked to provide labels, no charge will be made for providing the mailing labels in an electronic format.

2.  For courses/meetings where IRWA headquarters is requested to provide brochures for the course/meeting, the costs are delineated in the course sponsorship agreement.

3.  For IRWA Chapter, Region and International Committee official IRWA business (No Charge). Examples: Chapter wants to send copies of its news letter to the IEC members; Region wants to send a letter to all Chapter Presidents in its Region; International Committee wants to send out meeting notice to its committee members.

4.  Individuals requesting labels are required to forward the material they wish to distribute to IRWA Headquarters for approval. Labels will not be provided for solicitation or promotional sales that do not benefit the members.

Chapter/Region Online Directory Tools
Rather than maintain separate databases, chapter leaders have the option of using the existing IRWA online directory to create directories, email their members and create mailing labels.

IRWA's association database system offers additional tools and resources for Chapter/Region leaders' use in communicating with members. Additional details on these tools will be released in the second half of 2006.

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Membership Appreciation Program

The "Members Appreciation Program" (MAP) is an incentive program designed to reward those who recruit new IRWA members. The program works as follows:

1.  Current IRWA members will receive a $25 MAP coupon for each new member they recruit. The coupon will be issued once the new member has submitted their application and dues payment. Coupons can be applied as credit toward IRWA annual membership dues, courses or the Annual Education Conference.

2.  Coupons must be redeemed by December 31 of each dues year and are not transferable to other members. Members may have the option to donate their coupons to the Education Foundations [CRWEF & RWIEF].

3.  The member who has reported recruiting the most new members as of May 1 each year will receive the annual Member Appreciation Program award.

Note: Current members of the IEC and IRWA Headquarters Staff are not eligible.

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Chapter and Affiliate Formation

Chapter Formation
Pursuant to the authority contained in Article VIII, Section 3A of the Bylaws of the International Right of Way Association, the Procedure for organizing a new Chapter of the International Right of Way Association shall be as follows:

1.  An APPLICATION FOR CHARTER may, at any time, be delivered to the International Executive Vice President (EVP) seeking authority to form a new Chapter of the International Right of Way Association. Such application must be signed by interested persons qualified for membership in said Association. No less than five of said persons must be, at the time said application is submitted, active members of the Association. The APPLICATION must be on the form prescribed by the IEC and shall be accompanied by the following:

a.  A statement of facts setting forth the practicality of organizing a new Chapter, the area from which the Chapter intends to draw its members, the resources to maintain itself and service its members, and the proposed headquarters of the new Chapter.
b.  Requests for transfer executed by all active members of the Association seeking membership in the new Chapter if formed.
c.  Applications for membership executed by all persons signing said APPLICATION FOR CHARTER not already members of the Association, together with evidence of payment by each of said applicants of the current year's dues and initiation fee as established in the proposed Chapter bylaws of the new Chapter.
d.  A copy of the proposed Chapter bylaws of the new Chapter.
e.  A statement setting forth the names, addresses and titles of the proposed Chapter officers, together with a statement concerning the method by which such officers were selected.

2.  A copy of said APPLICATION FOR CHARTER will forthwith be forwarded by the EVP to the Region Chair of the Region wherein the proposed Chapter is to be located. Such Region Chair shall thereupon within fifteen (15) days mail or deliver his or her recommendation for approval or disapproval thereof to IRWA Headquarters.

3.  The recommendation of the Region Chair shall include a summary of the facts regarding the proposed formation of a Chapter upon which such recommendation is based, including an opinion as to the feasibility of such new Chapter operating effectively and the effect, if any, such organization will have on existing Chapters.

4.  The EVP will forthwith forward a copy of the proposed Chapter bylaws, to the International General Counsel for approval prior to adoption by the Chapter. The International General Counsel shall within 15 days mail or deliver to the EVP comments concerning any required deletions or additions.

5.  The EVP shall also, upon receipt of such APPLICATION, review the facts and prepare a report pertaining to the proposed Chapter including the area to be served by said Chapter; the reasons for the formation thereof; advise of the effects, if any, on adjacent Chapters or the Association as a whole; membership potential and leadership potential; and experience of the proposed charter members.

6.  Not less than 30 days following receipt of such APPLICATION at IRWA Headquarters, a copy of such APPLICATION together with the recommendations and/or reports of the Region Chair, the EVP and the International General Counsel shall be mailed or delivered by the EVP to each member of the IEC.

7.  The IEC shall consider such APPLICATION, together with the recommendations and reports received by its members, at its next meeting and shall approve or disapprove the same. It may, in lieu of disapproval, offer the alternative of affiliate status where it appears from the facts that such action appears warranted.

8.  In the event of disapproval of the APPLICATION, the applicants and Region Chair will be notified and, unless the alternative Affiliate status has been offered and accepted, all requests for transfer and applications shall be returned together with all monies received in connection therewith.

9.  The applicants may, in the event their APPLICATION has been disapproved by the IEC, resubmit the same for consideration, together with all supporting documents to the International Board of Directors at its next regular meeting.

10. It is recommended by the IEC that each group desiring to petition for the formation of a new Chapter strongly consider the establishment of an affiliate first.

11. In the event the said APPLICATION is approved, the EVP shall notify the applicants and Region Chair and, upon direction of the IEC, shall make necessary arrangements for the formal chartering ceremony. The Chapter chartering ceremony steps are as follows:

a.  The International President (or designee) will install the new Chapter officers.
b.  The new Chapter's Region Chair will present the Chapter Charter and Chapter President's Pin to the new Chapter President. The Charter and Chapter President's Pin (both of which must be handed down to future Chapter Presidents) will be provided by the IRWA Headquarters.
c.  Traditionally, the President of the last Chapter Chartered will purchase and present a gavel to the President of the newly chartered Chapter. The cost of travel, lodging and meals will be from the travel funds of the new Chapter's Region. That Region Chair may request the IEC's approval, if necessary, for any overrun of that year's Region travel expenses.
d.  The President of the Chapter will be responsible for preparing a program agenda and making arrangements for the installation ceremony, including invitation letters and keeping the International President, Region Chair and IRWA Headquarters advised of the date, time and location of the Charter Presentation Ceremony.

Chapter Affiliate Formation
Pursuant to the authority contained in Article VIII, Section 4A of the Bylaws of the International Right of Way Association, the procedure for organizing an affiliate of an existing Chapter of IRWA shall be as follows:

1.  An APPLICATION FOR AFFILIATE STATUS may be delivered at any time to the EVP seeking authority to form an affiliate of an existing Chapter of IRWA. Such application must be signed by all interested persons qualified for membership in said Association. No less than five (5) of said persons must be, at the time said application is submitted, active members of the Chapter of which the affiliate will be a part. The APPLICATION must be on the form prescribed by the IEC and shall be accompanied by the following:

a. A statement of facts setting forth the practicality of organizing an affiliate, the area from which the affiliate intends to draw its members, the resources to maintain itself and service its members, and the proposed headquarters of the affiliate.
b. A resolution from the existing Chapter of which the affiliate will be a part indicating support of such application and the financial support it will provide to the proposed affiliate.
c. A statement from the President of such existing Chapter setting forth the effect such formation will have on the existing Chapter and the financial soundness of the proposal.
d. Applications for membership executed by all persons signing said APPLICATION not already members of the Association, together with evidence of payment of each of said applicants of the current year's dues and initiation fee as established in the bylaws of the existing Chapter.
e. A statement setting forth the names, addresses and titles of the proposed affiliate officers, together with a statement concerning the method by which such officers were selected.

2.  The EVP will forthwith forward a copy of said APPLICATION to the Region Chair of the Region wherein the proposed affiliate is to be located. Such Region Chair shall thereupon within 15 days mail or deliver his or her recommendation for approval or disapproval thereof to Headquarters.

3.  The recommendation of the Region Chair shall include a summary of the facts regarding the proposed formation of an affiliate upon which such recommendation is based including his or her opinion as to the feasibility of such new affiliate operating effectively and the effect, if any, such organization will have on existing Chapters.

4.  The EVP shall also upon receipt of such APPLICATION review the facts and prepare a report pertaining to the proposed affiliate including the area to be served by said affiliate; the reasons for the formation thereof; advise of the effects, if any, on adjacent Chapters of the Association as a whole; membership potential and leadership potential; and experience of the proposed charter members.

5.  Not less than 30 days following receipt of such APPLICATION at IRWA Headquarters, a copy of such APPLICATION together with the recommendations and/or reports of the Region Chair and the EVP shall be mailed or delivered by the EVP to each member of the IEC.

6.  The IEC shall consider such APPLICATION, together with the recommendations and reports received by its members, at its next meeting and shall approve or disapprove the same.

7.  In the event of disapproval of the APPLICATION, the applicants, the existing Chapter, and Region Chair will be notified, and applications shall be returned together with all monies received in connection therewith.

8.  In the event the said APPLICATION is approved, the EVP shall notify the applicants, the Region Chair and the existing Chapter of which the affiliate will be a part and, upon direction of the IEC, shall make necessary arrangements for the establishment of such affiliate. The Chapter affiliate installation ceremony steps are as follows:

a. The International President (or designee) will install the new Chapter affiliate officers.
b. The new Chapter affiliate's Region Chair will present the Chapter Affiliate Charter and Chapter Affiliate President's Pin to the new Chapter Affiliate President. The Charter and Chapter Affiliate President's Pin (both of which must be handed down to future Chapter Affiliate Presidents) will be provided by IRWA Headquarters.
c. Traditionally, the Chapter will purchase and the Chapter President will present a gavel to the President of the newly chartered Chapter affiliate. The cost of travel, lodging and meals will be from the travel funds of the Chapter affiliate's Region. The Region Chair may request the IEC's approval, if necessary, for any overrun of that year's Region travel expenses.
d. The President of the Chapter affiliate will be responsible for preparing a program agenda and making arrangements for the installation ceremony, including invitation letters and keeping the International President, Region Chair and Headquarters advised of the date, time and location of the presentation ceremony.

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Chapter Dissolution or Consolidation

The membership of any Chapter or Chapters may elect either to dissolve the Chapter or consolidate with another Chapter, subject to the approval of the IEC.

Dissolution
In the event that a member or members of a Chapter propose to dissolve the said Chapter, notice shall be given of such proposed dissolution at a general membership meeting of the said Chapter and in the Chapter newsletter, which said notice shall recite that a dissolution is being proposed, the reasons why the dissolution is being proposed, and the date, time and location of the next succeeding general membership meeting at which a resolution to dissolve shall be considered by the membership. Such newsletter notice shall be made not less than three weeks prior to the date of said meeting. In the event that two-thirds of the regular members of the Chapter attending such membership meeting approve the resolution dissolving the Chapter, notice of such action, together with a proposed effective date, shall be forwarded to the IEC. No act or attempted act of dissolution shall be final until it shall have been approved and accepted by the said IEC.

When applying to the IEC for consent to dissolve, the Chapter shall send to the International Headquarters the following:

1. A copy of the Chapter's current Bylaws.
2. A description of the notice that was given the membership concerning the meeting to vote on the proposed dissolution.
3. A copy of the notice which appeared in the Chapter's newsletter;
4. A balance sheet showing the state of the Chapter's financial affairs.
5. A list of the Chapter's assets.
6. A copy of the minutes of the said general membership meeting at which the resolution was adopted.

In the event of the approval of the dissolution of the Chapter by the IEC, the said IEC shall give written notice to the Chapter president who shall immediately forward to IRWA Headquarters the original Chapter Charter and all of the Chapter's assets, including but not limited to all remaining Chapter property and funds.

Upon receipt of the said Charter and the Chapter's assets, the dissolution shall be complete. Headquarters shall immediately give written notice of such dissolution to all members of the said Chapter and inquire as to which Chapter the members would prefer to transfer their membership. Headquarters shall thereafter assist said members with such transfers.

Consolidation
Two or more Chapters, located near each other, may consolidate into one upon such terms as may be agreed upon between the Chapters.

1. There shall first be adopted by each Chapter a resolution to the effect that a consolidation appears expedient, and ordering that committees be appointed by the Chapter President to meet and arrange terms. Notice in writing at the adoption of such resolution shall be given all members of the Chapter forthwith. Such committees must agree upon the terms and report in writing to their respective Chapters, and the reports must be received and concurred in by the respective Chapters.

2. Chapters. The signature of at least 75% of the members of each Chapter shall be affixed to a Consent reading, in substance, as follows:

"Pursuant to action of Chapter No.____ and Chapter No.____, for consolidation of said Chapters into one Chapter, under the name and number of Chapter No.____, we, the undersigned, members of Chapter No.____, do hereby desire and assent to such proposed consolidation."

3. At an Executive Board meeting not earlier than the third Board meeting after adoption of the first resolution, the President of each Chapter shall examine the Consent of the members of his or her Chapter, and if the required number of valid signatures are found, shall declare the consolidation to be approved by said Chapter. When all proceedings are completed, they shall be entered upon the records of the existing Chapters. The written consents and a record of the proceedings and action taken by the Chapters must then be forwarded to International Headquarters.

4. The Chapter thus formed may bear the name and number of one of the Chapters composing it, in which case it may retain the Charter of that Chapter; or it may bear the name of one and the number of another of such Chapters and shall then receive a new Charter without charge.

5. No such consolidation shall go into effect until all the proceedings relative thereto shall have been submitted to and approved by the IEC.

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Professional Development and Education

Sponsoring Courses at the Chapter Level
Specifics on IRWA courses, designations and certificate program s are located on other pages and will not be duplicated here.

In general, IRWA offers its courses through Chapter-sponsored classes throughout the United States and in Canada. The process of how courses are priced, the relative roles of the Chapter and Headquarters, the role of the instructor and other related issues are described on the Course Coordinator pages. 

For additional information, contact the IRWA Director, Chapter & Region Relations at IRWA Headquarters.

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Continuing Education Credits and Filing Procedures

The complexity of state continuing education requirements and the variance from state to state and agency to agency makes it impractical to cover all the options that might impact state filing. IRWA staff will review your state's requirements on an agency-by-agency basis and prepare an estimate on how much it will cost to file in your state. (Not all states charge for continuing education, but it is a growing trend.) Once you have decided to file for continuing education, IRWA will notify Chapters as to the fee requirements and invoice your Chapter for that amount before submitting the filing.

IRWA recommends that Chapters review their course offering for the next two years in their Region and determine which courses need to be filed for CE for their service areas. In states with more than one Chapter, we encourage you to cooperate and share expenses to avoid paying duplicate fees. We recommend that you work with your Region vice chair to coordinate those efforts.

In recognition of the additional expense of continuing education, a Chapter may want to consider adding a tuition surcharge to cover its additional fees. IRWA believes that assessing this additional tuition charge is a more equitable and fair way of assigning the expense than amortizing it among all our courses, especially those where CE is not a factor in the enrollment decision.

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Annual Education Conference

Purpose
Each year, the Association sponsors the IRWA Education Conference which combines educational programs, governance and committee activities, and social and networking opportunities in a single event. While IRWA Headquarters is responsible for all income and expenses associated with the event, Chapters "host" the event and provide valuable assistance identifying local and regional resources that enhance the meeting's regional flair, as well as provide necessary volunteers to conduct the meeting.

General Role Responsibilities for the Annual Conference
The following provides a general description of the respective roles involved in conducting the annual education conference:

IEC Role:

• Develop budget and establish conference fees
• Approve general format consistent with approved budget
• President appoints Conference Committee.
• Identify and monitor the strategic purposes to assure it is furthering the core purposeand vision of the organization
• Solicit potential topics and speakers from committees
• Select topics and assign session times; provide IRWA staff Final Program assignments
• Invite and arrange federal agency speakers, including invitations for receptions and other functions

IRWA Staff Role:

• Negotiates and monitors all contracts for the annual conference, including but not limited to hotels, audiovisual support, ground transportation, catering, exhibit support, printing of brochures and promotional material
• Creates all promotional/marketing campaigns
• Selects all meal, breaks and other items included in the budget
• Oversees negotiations for tours and spouse/guest/children events.
• Collects and accounts for all funds; responsible for all payments to vendors
• Coordinates speaker audiovisual requests
• Confirms registrations, exhibits and sponsorship
• Responsible for all onsite logistics
• Oversight of appropriate training and support of local host volunteer efforts

Local Host Committee Role:

• Identify and recruit manpower for onsite logistics as defined by IRWA
• Develop a plan for use of volunteers in support of registration, workshops, and other functions as defined by IRWA staff
• Identify potential registrants, sponsors and exhibitors in the Chapter/Region service area
• Identify local resources (color guard, musicians, etc.) that lend a local flavor to the meeting
• Suggest potential keynote speakers to the Annual Conference Committee that reflect local/regional flavor
• Provide promotional assistance for the host city as a destination
• Provide input into the budgeting process for the annual conference
• Provide insight to committee chairs and committees as to local programming resources and tour possibilities
• Organize and provide volunteer support for the annual auction
• Provide volunteer support for the Finnegan Fun Run
• Provide suggestions as to bands/entertainment for functions such as the Installation Banquet/Dance
• Suggests an appropriate theme for the annual conference

Annual Education Conference Committee:

• Coordinate roles of IEC, Staff and Local Host Committee to ensure that proper resources and direction is given for implementing the plans associated with the meeting
• Makes decision as to keynote speakers and other programming issues not made by the IEC.
• Prepares following year host committee to assume role

Choosing The IRWA Education Conference Location
Locations for the Annual Education Conference are selected by the IRWA Board of Directors from among competing host Chapters. When no host Chapter steps forward, the responsibility for selecting a site is assigned to the IEC.

Chapters interested in hosting the Annual Education Conference must complete a comprehensive form outlining venue options, airport availability and capacity, estimated room rates and other factors that will be used to determine the potential host city's viability. This form must be completed and presented to IRWA headquarters by March 1 prior to the Board of Directors meeting in June. Contact the IRWA Chief Operating Officer at Headquarters for more details.

Future Annual Education Conferences

54th June 22-25, 2008
Austin, Texas
Blue Bonnet Chapter 74 – Region 2
Co-Chair: Larry O'Neal, SR/WA
Co-Chair: Randy Williams, SR/WA
Co-Chair: Randall Kopfer, SR/WA

55th June 28-July 1, 2009
Indianapolis, Indiana
Crossroads of American Chapter 10 – Region 5
Co-Chair: Cynde Barker, SR/WA
Co-Chair: John Alexander

56th June 27-June 30, 2010
Calgary, Alberta
Prairie Chapter 48 – Region 10
Chair: Justian Wylie, SR/WA, R/W-AMC
Vice-Chair: Bill Giese

57th Date/Venue TBA
Atlanta, Georgia
Georgia Peach Chapter 22 - Region 6

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Congratulations - You Are the Chapter President!

As a member of your chapter, you have been active in its local committee affairs and you have served on the Chapter Executive Board. Now you are assuming the chapter leadership and your horizon extends beyond the limits of your community, your area, and your region, to the total Right of Way Association. In the beginning of our organization, its purpose was primarily directed to serve a small constituency confined to a restricted geographical area. But in April 1964, when Frank Balfour, joined by others, formally incorporated the American Right of Way Association, the horizons of the organization expanded. Today the Association has grown to seventy-five chapters spanning Canada and the United States. The Association is truly international in scope and character.

Now you are the leader of one of these chapters, and its professional future rests squarely in your hands. How the chapter fares over the next few years is up to you.

One of your major jobs as president is to motivate as many good people as possible to share the work of the chapter. Some of the people you will work with may be unknown quantities as far as doing jobs is concerned. Remember, however, that it is the "easy way out" to become a one-person show. Your greatest challenge will be to get everybody in your chapter performing. Incorporate the following characteristics into your leadership:

• Listen
• Recognize and Acknowledge
• Delegate
• Be Positive
• Build Vision

The Chapter Executive Board should make formal business matters flow more easily. However, do not alienate the regular members by stripping the membership of both their responsibilities and rights of approval. An informed member is more likely to be a participating and contributing one.

Your final duty as president is also one of your most important: the duty to pass your authority along to your successor. You can help give the most continuity to your chapter operations by giving more than the "gavel" and a "pat on the back" to your successors. You have the obligation to frankly and candidly discuss with the nominating committee, those members who might best perform in key assignments.

The Chapter's Purpose and Structure

The basic objectives for all Association chapters are as defined in the Articles of Incorporation: "… to unite the efforts of all right of way practitioners toward a betterment of the conditions of the individual; to promote high standards and cooperative spirit among its members; to assist in creating a harmonious and friendly feeling between members and their respective employers; to engender in its members attributes which elevate the profession in which they are engaged and to provide mutual protection and advancement for the members...".

This general purpose is made more specific in the Association's Code of Ethics which recognized the responsibility of our profession to the peoples and business the responsibility of our profession to the peoples and business of our countries; encourages and fosters high ethical standards in our profession; and provides a constant guidance and inspiration to every member predicated upon principles of truth, justice and fair treatment.

The basic mission of the chapter is to assure that the professional objectives of the members are fully met in the environment of the local community. The program of the chapter must challenge the chapter members to action, and this task falls to the chapter president.

This, in a nutshell, is your job.

The President's Responsibilities

These are usually defined in the chapter's Bylaws and in the Association's Corporate Guide. The following functions are part of the office of Chapter President:

• As the executive head of the chapter, you are responsible for planning, organizing, staffing, directing, and controlling.
• To work with fellow officers and committees, to set the plans for the year's activities: technical, educational programs, membership growth, publicity, finances, social and other activities, including the Regional Forums.
• To organize the chapter's efforts by implementing the goals and delegating the duties required by the Bylaws and the year's plans.
• To stimulate wide participation among the members in staffing committees and other appointive positions.
• To provide the leadership and judgment to get the best performance from all officers and committees.
• To preside at all meetings of the chapter and it's Executive Board.
• To appoint all standing committee chairperson and such special committees as may be necessary.
• To act as signatory, with the Treasurer, for checks drawn against chapter funds.
• To keep the International Headquarters and the International Executive Committee informed of the chapter's activities by providing your Region Chair with periodic reports.
• To represent the chapter as a member of your Region Forum, and to report back to the chapter on regional activities.
• To transmit to the Region Chair a written annual report of the chapter's activities by December 1st each year. This report should be in the form of a narrative review of principal chapter activities and accomplishments.

How To Start Your Term

The effective president knows where they are going and why. They size up the organization, its program of work, its officers, meetings, and membership--before taking office.

The first thing you should do before becoming chapter president is review your chapter's bylaws. If you don't have a copy of the bylaws, contact the Member Services Manager at IRWA headquarters for the most recent copy of your bylaws. Some chapters have made changes in their bylaws unilaterally without seeking approval from IRWA.

Technically, those bylaws are not valid. If there is any question as to the version of the bylaws or if your chapter needs to update its bylaws, we suggest you contact IRWA's legal counsel. We suggest that you bring a copy of the current bylaws to every chapter meeting as a resource.

Review the current chapter model bylaws

Second, we would strongly recommend that you read the IRWA bylaws to gain a better understanding of the structure and purpose of the Association. Again, we suggest you bring a printed copy of the IRWA bylaws to every meeting as a resource.

Review the current IRWA Bylaws

Make sure that your officers and committee chairs are reported to IRWA headquarters. While this should be the last thing that the preceding president did before leaving office, it is a good idea to check to see if your current officers and volunteer leaders are showing up on IRWA's website.

Check current chapter leadership rosters

This coming year will be a year of personal and professional growth for you. You will gain much in the area of confidence, interpersonal skills and leadership abilities. Start the year with assertiveness!

• Know where you want to take your chapter.
• Be an impartial presiding officer for your chapter.
• Inspire your co-workers to serve diligently and effectively with you to accomplish your goals and objectives.
• Increase your chapter membership and attendance using marketing tools! This self-assertion must be made in the perspective of your own abilities, strengths and weaknesses.
• Be positive at all of your chapter meetings and functions! Reinforce your members and officers with compliments and encouragement. If a negative issue comes before you, deal with it during executive board meetings, rather than general chapter meetings. Potential members are turned off by a negative attitude.
• Set one major goal for the year and stick to it.

Analyze the Chapter

Take a careful look at what your chapter has accomplished in previous years. Confer with former chapter committee chair and analyze what each chair thinks their committee accomplished (or didn't accomplish). Huddle with the immediate past president and the retiring executive board to get some solid information. Do not assume you know how they feel just because you have served on the executive board yourself, but give them the opportunity to privately express their views to you, on a one-on-one basis.

Get a good estimate from those who know who actually worked on committee projects, and the number of work-hours they expended. If only a few members work at chapter business, one of two things has happened: either the members are not interested, or they simply have not been given the right opportunity to participate. Perhaps all that some of them need is a little extra stimulation.

Consider everything that your chapter has done from two standpoints:

Internal

What has been done to increase membership, attendance at meetings, education and professional development opportunities What is the general effect of all chapter programs on the general attitude of the chapter members What barriers exist to expanding participation and how can they be removed

External

Is the chapter's program being well received by the profession Has the program helped the International Right of Way Association secure its place as a prominent and valued part of the community it intends to serve Do employers support your programs

If the answer to any one of these questions is negative, you need to take another look at this issue. Perhaps something is seriously wrong. Any new project you want the chapter members to consider should pass this test:

Can, and should the chapter undertake it Is it prohibited by the Bylaws or policies of IRWA Can the chapter support the project financially Are the majority of the members committed to getting the job done Is the job too big for a single chapter Does it enhance the chapter's objectives, aims and current goals If you have questions about a new project, do not hesitate to talk it over with your regional or international officers or staff to get the benefit of their experience.

If there is any possible conflict or uncertainty about International Headquarters or Region guidelines, you must clear through the Region Chair or the appropriate International Officer or staff.

If the project involves established Association courses, newly scheduled courses must be approved by the region vice chair prior to being formally scheduled by headquarters.

Marketing Your Chapter

It is vital that the chapter president support members, officers and respective committees in the area of marketing the International Right of Way Association. We need to market IRWA's "products" (courses, memberships, events, website and magazine) as well as its professional designations and certificate programs such as the SR/WA.

The chapter president must seize the opportunity to convince employers and agencies (external customers) and members (internal customers) that the International Right of Way Association offers the best education and services in the profession. We suggest you employ many of the following strategies and tactics:

First, define a realistic service area for your chapter. What is a realistic sphere of influence for your chapter to have Do you have the resources to serve that area

Who do you market to in your service area Here are some sample market segments:

• Consulting firms (engineering, environmental, right of way)
• Real Estate companies
• Special Districts (Sewer, Water, School, Drainage)
• Title Companies
• Appraisers
• Attorneys
• Surveyors
• Environmentalists
• Federal Agencies
• State Agencies
• Counties
• Cities
• Cable Companies
• Telephone
• Power Companies

In developing your marketing plan, remember that key decision makers—those who approve funding for membership and courses—may be unfamiliar with IRWA. There are potential members, members and "stakeholders" who will never be members themselves but will influence others to consider in your marketing plans.

Marketing to our internal customers - our members:

Through the Chapter newsletter:

• Accurate Mailing List
• Frequent Publication
• Photographs
• Expand Mailing List (International Headquarters, International Executive Committee, Other Chapters In Your Region And Other Chapters In The Association)
• Seek Contributing Reporters
• Advertising

Through Right of Way (magazine):

• Submit articles of interest written by chapter members
• Submit photos and stories regarding special events at your chapter

Use of Chapter Roster (The Membership Coordinator at the International Headquarters can help you with Chapter Rosters.)

Through presentation of IRWA Courses

Establish a working Education Committee

• Three-year staggered terms for members to create continuity on the Education Committee
• Conduct quarterly meetings or more frequently as needed
• Consult with region vice chair when planning courses for the next two years
• Consider establishing chapter education fund and use income to subsidize chapter activities and course fees for members

Through use of facilitators:

• Use local facilitators if available and hire only the best. Use the website to locate qualified facilitators to present the course.
• Negotiate facilitator fees and expenses in advance
• Familiarize yourself with the current facilitator contracts

Publicize your courses and events through:

• The International Headquarters website as part of the course formation process
• The Region through direct mail brochures and email publications
• Your Chapter (By newsletter, at meetings, your telephone tree and on your chapter's own website if available)

Marketing Through Contact Opportunities:

• Meetings (committee, chapter new-member orientation, monthly membership, Executive Board), International and Region
• Seminars (Chapter, Region Forum, International)
• Courses
• Region Forums
• Other (mini-sessions, free days, golf tournament, special events)

Through Recognition of Members for being:

• Professional of the Year Award (publicize in chapter newsletter, in company newsletter, in local newspaper of honoree)
• International committee members
• Chapter committee chairs
• Officers (in local business papers)
• Certificates of Appreciation (acknowledge those who help)

Through a strong Professional Development program:

• Senior Member Program (SR/WA) establish committee with three-year staggered terms, elected by chapter.
• Specialty Certification Program (Appraisal Specialist, Environmental Specialist, Negotiation/Acquisition Specialist, Property Management Specialist, and Relocation Specialist)
• Provide incentives to enter program (target new members, work with Education Committee to meet need of candidates)
• Recognize SR/WA's and Certification (in newsletter, at meeting, with employer)

Through Employment Enhancement:

• Member Career Services (resumes, counseling, advertising)
• Employer Services (IRWA Career Center on www.irwaonine.org)

How can you market locally

• Publications (Right of Way-purchase subscriptions for local libraries, Chapter Newsletter-expand mailing list to include targeted non-members, Newspapers-publish meetings and seminars [date, times, place, speakers, etc], publish new officers names, Professional journals-advertisements, course schedules)
• Meetings (with employers, bring to seminars, with prospective members, with other organizations)
• Bosses breakfast, (establish speakers bureau)
• Employer of Year Award (publish in company newsletter, use testimonials of winner in advertising)
• Committees (new, Employer Relations, other existing and have industry committees target specific groups)
• IRWA Courses (Send two-year plan to agency training officers)
• Affiliate with local college or university (seek course accreditation with state, seek course accreditation with other organizations, credit non-member portion of fees toward membership, incorporate into company and agency training plans, bring courses to employers, contact International Headquarters for assistance)
• IRWA Booth (available from International Headquarters-take it to other seminars and trade shows)
• IRWA membership recruitment video, available online or via CD-ROM
• IRWA online membership brochures
• IRWA printed membership brochures

Appointing Committee Leadership

A dynamic chapter depends upon the involvement and participation of its members in committee work. Challenge your members by offering them new responsibilities. Make sure that the committee positions and responsibilities rotate; although the transition may be bumpy, the chapter will benefit in the long run by a regular turnover of tasks.

Moving from job to job, members develop broad-based skills. Make sure committee heads know what is expected of them. It is a good idea to give each a list of objectives as well as a written outline of possible committee activities.

It is imperative that you spend time in December (when you are first elected) and define one major task that you would like each committee to accomplish during your term. They may have additional goals, but your task will keep them driving forward. Committee reports should reflect progress on the task you have assigned as well as activity within the International Committee.

• Remember to surround yourself with committee chairs that are positive thinkers, big picture oriented, good listeners and Motivated.
• Identify individuals who independently follow-through on projects assigned.

Be positive when offering a job to a volunteer member. You may need to do some "selling". Be prepared to describe what is involved, and the time commitment. The person retiring from the position can help with this.

Review the missions, goals and objectives of the various International committees

Recognition

One of the most important actions you will take as a leader will be recognizing individuals for their achievements and talents. This recognition should be often, and for small and big successes.

Make it a point to create a line item in your chapter's budget for certificates, awards and recognition. Recognition should become a regular agenda item at chapter meetings.

A suggested award might be "the most valuable team player award", which could be presented monthly. You cannot over-recognize someone; we all love it, and so be sure you recognize the small achievements as well as the big ones. Remember not all members are in "the limelight" or highly visible roles.

Another effective form of recognition is a letter to the volunteer's employer, expressing thanks for the time and effort and complimenting the volunteer on his or her leadership skills.

Listening

"The greatest disease of mankind is not listening" --Shakespeare

Be available to your entire chapter! Be available for one-on-one discussions and phone conversations. Let the members do the talking when together. YOU LISTEN. Listen for their strengths and weaknesses. When you listen, do it in a responsive way. If you do not listen actively, you will distance yourself from your members.

Surveying is also a great way to listen to those members who don't show up at the chapter meetings and functions. Finding out why dues-paying members are not participating can often be more valuable and informative than asking questions of your most loyal members. After you do survey, plan on sharing the results with the chapter membership.

The Chapter Executive Board

The Executive Board is the "leadership team" of the chapter. It consists of the elected chapter officers, the immediate past president (usually), and the committee chairs. Check your chapter bylaws to be sure. The president must make it his major responsibility to see that each member of the Executive Board is given every chance to become a solid working member of an effective team.

The Executive Board must meet with established regularity. The Association's rules provide that:

"Each chapter of this Association shall hold regular meetings at least four (4) times each calendar year at intervals of not less than twenty-eight (28) days apart. Such meetings shall be held at such times and places as may be established by the chapter president or the chapter Executive Board. Each chapter secretary shall notify the Region Chair of the dates and places chosen for such meetings at least thirty (30) days in advance of the scheduled meeting."

A truly viable and active chapter Executive Board may meet with greater frequency than this rule provides.

The President and Executive Board are responsible for establishing all chapter committees other than those specified in the chapter bylaws. This is a very important responsibility, for it determines to a large degree, the amount of activity in the chapter and the opportunity afforded individual members to become involved in the work of the chapter.

The Executive Board is the governing body of the chapter. It must be composed of members with judgment, ability, and the desire for the chapter to move in the direction initiated by the president, who in turn is responding to the impetus generated by the chapter's general membership.

The chapter rises and falls on the judgment of its Executive Board. The president is its leader, providing the ideas and projects. The board sets the pattern for the chapter's activity. It is the policy maker. It delberates on ideas the president and committee chairs originate.

Many chapters follow a practice similar to the established procedure of the International Executive Committee. Each committee or board member has group of committees and specific projects for which he is responsible. Thus, if the chapter vice-president is responsible for the activities of certain committees as their "special advisor", an assistant vice-president of those committees should look to that Executive Board member to present their budgets, project requests, and recommendations.

At the same time, the Executive Board member must maintain a sense of objectivity and act as a buffer by saying "no" when necessary to protect the chapter and the association.

The chapter president uses and exercises restraint in using the power at his disposal. The president avoids the appearances of "taking over". His associates--the other elected officers and the committee chairpersons—should get the credit. The president's satisfaction and reward is in knowing that he made it all possible, with the counsel and advice of other leaders, for the committee chairs to be applauded for good work. By the same token, this goes for each board member, who as the advisor to committee chairmen, is acting for the president. When all is said and done, the Executive Board is the "face" of the chapter most seen by the members. It is the "bridge" between the individual member and the leadership of the chapter.

Business Meetings

If you have not had previous experience conducting meetings, we suggest that you review IRWA's online leadership training program, "Time Management for the Volunteer Leader."
Review the online training program

You may also want to familiarize yourself with Robert Rules of Order:
Review Robert Rules of Order online

Effective Meetings:

The Agenda: Always have an agenda—distributed in advance—and stick to it! Study your agenda before the meeting, become familiar with each item you've listed. If possible, show the expected time required for each item. Among the items that you should have on the agenda are:

• Call to Order
• Roll Call - Chapter Officers (This establishes for the record the presence of members, the existence of a quorum, and the presence of visitors, if any.)
• Reading and Approval of Previous Minutes (The minutes are the official record of chapter transactions, and approval by the membership is mandatory. This is the appropriate spot for members to offer amendments or changes and corrections. Ideally, they will have been circulated prior to the meeting. Make sure it is clear who is taking the minutes of this meeting and when the minutes are expected to be completed)
• Financial Reports (Presented by Chapter Treasurer. Again, ideally the financial reports will have been distributed in advance)
• Unfinished Business (These are agenda items that have been tabled previously or are continuing.)
• New Business
• Review of Communications from Association Headquarters and Officers
• Review of Other Communications
• Announcements (Often, the essence of what is said is missed if these are merely read aloud. If copying facilities are available, a set should be made for each member, as a point of information. Key items can be pointed out and briefly discussed. The official minutes should include these items.)
• Any member with an item for discussion and/or action, which does not appear on the agenda, should speak up at this point and ask for its inclusion.
• Reports of Officers and Committees (Ideally, this should be in writing from the reporter giving a brief review. All officers and committee chairs should be surveyed. If there is "no report", this should be noted in the minutes.
• Adjournment

For your own protection (and peace of mind) in running a meeting, follow these simple rules:

• Only one speaker at a time. A particularly lively group may need a firm reminder.
• Make sure each member has a turn to contribute. This may involve a polite but firm "squelch" of a member who seems to be dominating the discussion.
• When an action is decided upon, make sure the record shows what specific individual has the responsibility for carrying it out.
• Your chapter Bylaws should be readily available for guidance. They should spell out rules of procedure.

Good Meetings Are Not An Accident - The Efficient President Plans In Advance

It is impossible to over-stress the importance of good meetings and the planning that goes into them. In any evaluation of the facets that make an organization great, the president should place good meetings in the forefront. They are the backbone of every good association chapter. They serve as a vehicle that welds individuals into a cohesive unit, capable of working towards common goals and achieving association purposes.

More than any other single factor, poor meetings can snuff out enthusiasm, cause plummeting attendance, and hurt the chapter's overall objectives and reputation.

The Right of Way Association is an organization essentially serving the professional growth of its members through education. Hence, the chapter can often exist without too many persons getting involved in its non-educational oriented business. Many chapters do, in fact, operate almost entirely through the Executive Board and the appointed committees. In some chapters, members are annoyed if they feel they are being pushed into attending meetings other than the "big" education conference.

If this is the case in your chapter, and the officers and committee chairmen are satisfied, then the president will have to live with it, at least in the beginning.

But, if something does need to be done about meetings and the members indicate that they would welcome action, then the president must move decisively. He should not be afraid to make changes simply because he thinks it might reflect on the ability of his predecessor.

Changes should not be considered a slam at the retiring president; the new leader may simply want to do things in a different way.

The Meeting is Over, Now What

As president, you are an ex-officio member of all committees. It may not be possible for you to attend all committee meetings. However, it is important that you are in regular contact with fellow officers and committee chairs. Not only should you be aware of their progress, you should be alerted to potential problems.

Other actions approved by the board may need your follow-up. Be available to the responsible chairs for consultation and guidance.

Action between meetings is sometimes necessary. If so, discuss the matter with several officers and reach a tentative decision. Then you can poll the board by phone or e-mail, for their agreement. If a majority agree, a follow-up memo is helpful. The item should then appear on the following meeting agenda for ratification.

Follow-up with committees. Follow-up with committee chairs is always necessary to make sure the momentum generated at the meeting is not lost. Call your committee heads regularly to be sure your vice-president responsible for committees keeps in regular contact with them and you.

Other Responsibilities for the President

The president regularly receives communications from the International Executive Vice President in the form of Board Briefs and other emails. IRWA places International financial reports, minutes from the recent International Executive Committee meeting, past Board meeting and other pertinent association information designed to keep the leadership and members informed online as approved.
Review the most recent issue

The International Committees also provide update reports on the actions of their committees. These updates are posted in the specific web pages for those committees.

Don't just file these reports away, but see that they are used and distributed to others who must assist the president in getting the word to the chapter members.

Answer correspondence and email inquiries promptly.

Anticipate important dates. IRWA maintains a master calendar of key events as a guideline for chapter presidents and others. The president is responsible for complying with these international requirements.

Review the Master Calendar of Events

Finally, keep in mind that chapter members, particularly new ones, view you as a symbol of the Right of Way Association. Introduce yourself to new members and visitors and help them feel welcome. When possible, provide a sympathetic and listening ear to the concerns of the members. Encourage their participation. The future of your chapter (and the association) lies with the new members.

But, most of all - be the leader!

Job Descriptions - Chapter Officers

President

• Coordinates with the Region Chair.
• The Chief Executive Officer of the Chapter is responsible for the professional and fiscal health of the chapter.
• Plans, coordinates, and carries out the chapter projects and programs for the year.
• Directs the education endeavors, membership drives, and chapter meetings.
• Acts as the primary contact between the officers, the Region Chair, and the chapter and together with the secretary, shares contacts between headquarters and the chapter.
• Prepares, in coordination with the chapter treasurer, the chapter's annual operating budget.
• Appoints all regular and special chapter committees.
• Generally directs the professional development programs, including encouraging both candidates application and candidate progress.
• By November 20th, notifies headquarters of the newly elected chapter officers for the upcoming year.

President Elect

• Reports to president.
• Second in responsibility for the Chapter.
• Acts in place of president at chapter meetings.
• Key responsibility is to plan his/her presidency for coming year; Board and Committees should be on paper by September 15th.
• Assists the president in carrying out chapter planning, projects and coordination.
• Should prepare goals and objectives for coming year by October 15th.
• Budget should be prepared for coming year by November 15th.

Vice President

• Reports to President.
• Second in responsibility (if chapter does not have a president elect position).
• Acts in place of the president (if chapter does not have President Elect).
• Acts as the interface or liaison with the chapter committees:
• Coordinates committee budgets; presents to the Executive Board.
• Ascertains that committee projects are on schedule.
• Gathers progress reports from committees; presents to Executive Board.
• Generally acts as the contact person for all dealings to and from the Executive Board.
• Acts as the general program chairman for the regular chapter meetings.

Secretary

• Reports to the President.
• Business manager of the chapter:
• Assures current Bylaws are on file with headquarters
• Keeps all chapter minutes and records
• Records actions of chapter Executive Board and chapter membership meetings.

Treasurer

• Reports to the President
• Financial manager for the chapter (prepares budget in coordination with other chapter officers and committees).
• Receives all dues payments from International Headquarters.
• Pays all Chapter invoices for products, services and courses from International Headquarters.
• Handles deposits to and withdrawals from chapter checking and saving accounts.
• Prepares written financial reports for each Executive Board meeting (makes certain there are sufficient copies for all members of the board).
• In November and December, works with the newly elected treasurer to transfer signatory authority to new treasurer.
• Obtains written sign-off approval from chapter president before paying any invoices submitted.
• In December, prepares payment to headquarters for all honorary and life members, and for those retirees for whom the chapter assumes the obligation of paying for their magazine subscriptions. (This is a matter of chapter policy.) Headquarters will bill the chapter for these members by the first week in December.
• Provides IRWA chief financial officer with financial records necessary to complete consolidated financial report for the year they served as treasurer.

Directors

• The chapter directors (One Year and Two Year) are the official representatives and the voting members of the chapter at the annual International Board of Directors meeting held in conjunction with the International Conference in June. Their names must be reported on the Chapter Leadership Form due to International Headquarters in November each year.
• By May receives all of the materials necessary for the Board of Directors meeting - amendments, resolutions, proposed budget, report of the Nominations Committee, etc.
• Presents these materials to the chapter membership (or Chapter Executive Board) soliciting directions on how to vote on the issues that will be handled at the Board of Directors meeting. If there is no chapter meeting scheduled before the seminar, make certain that the Executive Board gets a chance to input feelings on how the chapter director should be voting.
• After the annual education conference, reports back to the chapter membership on those actions taken by the International Board of Directors. Many times this is handled by a presentation at the next chapter meeting, but in many chapters, a summary is printed in the chapter newsletter.
• If a chapter director is unable to attend the International Education Conference:

a. He/she must resign from that position.
b. The chapter must elect a new director.
c. The chapter secretary must furnish appropriate notification to this effect to headquarters by May 1st.
d. After the Conference, if it so wishes, the chapter can revert to the old "line-up" by similar actions of resignation and election.

There is no provision in the International Bylaws for a proxy vote (a chapter member/director must be present to vote). In some chapters, the directors are also voting members of the Regional Forum.

Appointing Committees

Some general guidelines:

Immediately upon taking office in December, chapter leaders should have an informal meeting with committees and provide each one of them with a major task that should be accomplished during this term. Committees should understand that they have the ability to form subcommittees to assist them, and that they should provide written reports at each general chapter meeting.

Don't appoint somebody to a committee simply because he/she is a boss or "high up" in a company or agency. If a person will work, fine; if they won't, you have accomplished nothing except to waste a year of a non-functioning committee.

At the very beginning of the chapter year, ask for a list of goals and objectives from each committee. Don't allow the committee to flounder; they will only produce if you stimulate. If possible, give each Chair written suggestions to get the committee started, as well as the list of objectives from your chapter Bylaws or by using the International Committee Policy enclosed in the IRWA Corporate Guide.

A suggestion - have one or more meetings each year of just Committee Chairs - separate and distinct from regular Executive Board or regular chapter meetings.

Don't feel obligated to appoint a committee simply because your chapter has always had "x" number of committees. If a special need or a special project comes up, appoint an "ad hoc" group to handle it.

Try to get the new members involved in a working committee. When they join, give each new member a written list of committees and ask them which one(s) they would like to serve on. Be positive in your approach (new members that get involved, stay members).

When you approach a person to chair a committee, emphasize that a written report will be required at the end of the chapter year, and a report must be made to the membership. Try feeding these reports to the newsletter editor - some or all may be good copy for the newsletter.

Try to get your committee chairs to attend the Regional Forums. This is an excellent way to establish two-way communication with other people doing the same thing.

Encourage your committee chairs to initiate and maintain regular contact with their regional counterparts on the International Committees (i.e., the chair of the Chapter Professional Development Committee should maintain close liaison with the regional member of the International Professional Resources Committee), and with their counterparts in other chapters in the region.

Chapter Annual Budget

Ideally, the incoming chapter president in coordination with the treasurer and other officers prepares the annual budget in advance of the first Executive Board meeting following installation. In order to do this, the president should contact committee chair and other members of the Executive Board for their input into the final product. The budget should be approved far enough in advance to facilitate change in the annual dues amount if required. Any changes in annual dues must be reported to IRWA headquarters no later than October 1 of the year prior to the dues increase taking place.

Among the line items a Chapter should consider in their annual budget are:

Income

• Annual Chapter Dues.
• Interest Income
• Chapter new member application fees.
• IRWA Course Income.
• Seminar/Chapter Meeting/Luncheon/Chapter Social Program Income.
• Other Income

Expenses

• Office Supplies.
• Printing - chapter stationery, newsletter, special notices, etc.
• Postage.
• Chapter Membership Roster.
• Luncheon Expenses - does chapter pay for speakers, guests meals, and/or room rental charge
• Speakers Honorariums - for special chapter programs.
• Membership Promotional Packets (from International Headquarters).
• Executive Board Meetings - room rental, coffee, etc.
• Travel Expense - Attendance at Region Forums.
• Travel Expense - Attendance at Annual International Education Conference - who goes, if any, at chapter expense, does the chapter reimburse fully or a set amount
• Long Distance Telephone Charges.
• Installation Ceremonies - any cost
• Past President Plaque.
• Membership Pins – one should be provided for each new members.
• Awards and Recognition.
• Chapter WEB page

Consolidated Financial Statements:

It is important to remember that IRWA files a consolidated financial statement on behalf of its chapters each year. This eliminates the need for chapters to interface with the Internal Revenue Service or Canadian counterpart. In addition, IRWA has in place a system to collect GST/HST on behalf of our Canadian chapters. The deadline for reporting this information is March 15 of the year following the January 1-December 31 reporting period.

See Section 23 of the online Leadership Guide regarding Chapter Financial responsibilities

Online Rosters and Resources:

There are various reports that the International Headquarters can prepare to assist chapters with their course presentation and membership programs. In addition, a variety of resources are available online at the IRWA website. These include chapter membership directories, online registrations for courses handled by IRWA staff, rosters of qualified facilitators and other resources.

Visit the IRWA Website

We encourage you to visit the IRWA website frequently to familiarize yourself with recent announcements and developments. Chapter officers and leaders will also receive periodic issues of Board Briefs, an email-based publication designed specifically for IRWA elected and appointed leaders.

Click here to see current and past issues of Board Briefs

Help Is Only a Phone Call Away

There are three groups available to assist you in your mission: IRWA Headquarters Staff, Region Chair and Vice Chair and the International Executive Committee.

For most routine requests and administrative matters, your first contact should be with the IRWA staff in Gardena, CA. A roster of current staff and a brief description of their responsibilities can be found through the link below:

IRWA Staff

The Region Officers are knowledgeable, dedicated members and are often your best link to other chapters and members. They can assist you in meeting the needs of members in their region, and can be a good source when developing or presenting a program.

Current Region Chairs and Vice Chairs

If IRWA staff and region officers are unable to respond to your questions or concerns, the International Executive Committee (IEC) members are available to assist you with Chapter concerns.

Current list of IEC members

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Conducting Effective Chapter/Committee Business Meetings

IRWA has an online e-Seminar (slide presentation with accompanying audiovisuals) that explains the basics of meeting management and effective time management for volunteers.

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Volunteer Awards and Recognition Programs

Reporting Chapter Officers to Headquarters
Chapter officers should be reported to IRWA prior to the beginning of the Chapter's administrative year. While most Chapters operate on a January 1-December 31 year, some Chapters operate on a July 1-June 30 basis. Officers should be reported to headquarters online using the Chapter officer report forms.

Online Leadership Directory
Review the current roster of

• chapter,
• region or
• international committee leaders.

Oath of Office
IRWA has prepared an oath of office to use for installation of Chapter officers.

Plaques and Other Recognition of Officers
Chapters may want to recognize Chapter officers and leaders by presenting one of our plaques, pins or similar IRWA merchandise.

IRWA Leadership Pins
Purpose:
The Association will purchase and maintain pins for certain members who are in leadership roles and staff.

Leadership Pins:
Headquarters will maintain, for presentation and sale, membership and leadership pins as follows:

1. Regular Member (Blue): Presented to all new members by Chapters, paid for by IRWA
2. Certified Member (Green): Awarded with Certification
3. Senior Member SR/WA (Red): Awarded with SR/WA Designation
4. Past President (Blue and Red): Used by Chapters
5. Region Chair (Red and Blue): Pins are passed to new leaders
6. Region Vice Chair (Red and Blue): Pins are passed to new leaders
7. Past Region Chair (Red and Blue)
8. International President (Red)
9. Past International President (Red W/Diamonds)
10. IEC Officers (Red): Pins are passed to new leaders
11. At Large Member (Red or Blue with blank scroll on bottom for special engraving)

Trademark
All IRWA name badges, membership pins and other merchandise items that contain the IRWA trademark or logo, must be reviewed and approved by the International Headquarters and be purchased through the International Headquarters.

Awards Responsibility
The International Nominations and Elections Committee, in coordination with the Right of Way International Education Foundation (RWIEF), is responsible for soliciting, receiving, and reviewing award nominations and selecting the final recipients. The IRWA and RWIEF are also responsible for providing the resources for the awards presented.

Notification of Awards Programs
The INEC shall solicit and receive nominations for the Association's Awards by appropriate announcements in Right of Way magazine and in such other Association publications as may be appropriate. All nominations shall be made on the appropriate nomination form, copies of which may be obtained from IRWA Headquarters, any INEC Regional Representative or the Association's web site.

IRWA Awards
Below are the awards and recognition programs presented by IRWA and its allied foundations. Each link provides details about the award qualifications, as well as showcasing recent recipients.

• Frank C. Balfour Award
• Gene Land Award
• Member Appreciation Program
• Chapter Newsletter of the Year Award
• Mark Green Journalism Excellence
• Lifetime Achievement Award
• Ron Jourdan Award
• Louise L. and Y.T. Lum Award
• Employer of the Year
• SARPA

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Other Resources for Association Leaders

Board Briefs
This monthly e-mail newsletter provides relevant IRWA information to Chapter, Region and international leaders. Board Briefs is emailed to presidents, president-elects, vice presidents, secretaries, treasurers, IRWA Board of Directors, Advisory Council members, Regional chairs/vice chairs, committee chairs/vice chairs and other selected Association leaders.

Member Advantage
IRWA provides an e-mail newsletter highlighting important and timely events of interest to our membership base. This publication is e-mailed to all IRWA members with a current/valid e-mail address.

View current and archived issues of online publications.

Right of Way Magazine
A roster of current international leaders, region chairs/vice-chairs and committee chairs is published in each issue of Right of Way magazine.

IRWA Website
The IRWA website contains a wide range of supporting materials for Association leaders.

Hot News/News Releases
IRWA publishes important information about the Association and the right of way profession on its website. Chapter leaders should place www.irwaonline.org on their web browser's "favorites" and review postings on a frequent basis.

Online Forms
IRWA maintains a wide variety of useful forms online for Chapter leaders.

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Handling Ethical Complaints At The Chapter Level

All ethical complaints filed against a member must be filed with the Chapter President and not with the International Ethics Committee or the International Headquarters. The Chapter President then has a number of duties to perform within a specific time frame. These duties are outlined in the Disciplinary Procedures Policy.

• Review the Disciplinary Procedures Policy
• Review the Code of Ethics
• Review the Rules of Professional Conduct
• Review the Standards of Practice

One of the major duties of the Chapter President is to appoint an Investigating Committee. These individuals must be persons of integrity, discretion and judgment. All proceedings are strictly confidential; the Committee's work may not be divulged to anyone, ever. Therefore, it is important to select only those persons who possess the necessary traits to propery handle sensitive matters.

Chapter Presidents must ensure that no appointee will be unduly prejudiced either for or against the member charged. Complete and total objectivity is required in order to arrive at a just and fair recommendation.

Be advised that anyone, not just IRWA members, may file a complaint against a member.

Because the IRWA has adopted the Uniform Standards of Appraisal Practices as a part of its Rules of Professional Conduct, we must investigate any complaint which alleges a breach of these standards.

The International Ethics Committee and IRWA General Counsel are always willing to assist and should be used as resources should a complaint be filed.

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Chapter Annual Financial Reporting and Responsibilities for Tax Filing

Annual Consolidated Financial Statements
All IRWA Chapters must report their income and expenses for the calendar year to IRWA annually. IRWA requests this information from our Chapters because the Association files a consolidated tax return that covers all IRWA Chapters. Chapters should not submit any forms to the IRS. By adopting this tax filing strategy, IRWA relieves local Chapters of the requirements to prepare form 990 or 990EZ. While IRWA is a not-for-profit organization, we still must file appropriate tax returns to maintain our tax exempt status. Each Chapter's cooperation is essential for this process to work effectively and efficiently.

In order for IRWA Headquarters to file a group return, each Chapter must complete the Excel spreadsheet provided by headquarters each year in December. The completed spreadsheet must be returned, via e-mail, no later than March 15 following completion of the calendar year. An original printed copy of the Excel report and a copy of the Chapter's bank statement as of December 31 must also be signed and mailed to Headquarters, attention Chief Financial Officer, by the same date. If a Chapter has its financial statements completed by a professional accountant, the Excel file must still be completed and returned via e-mailed by March 15. A brief guide defining what goes into each spreadsheet cell has been created for and can be accessed at the IRWA website, along with the current year's forms.

IRS Notices To Chapter
If a Chapter receives any notices from the IRS, fax them to the attention of the Chief Financial Officer as soon as possible. All tax matters are handled by the IRWA Headquarters. Timely completion of all required forms will prevent Chapters from receiving any notices from the IRS.

Please call the IRWA Chief Financial Officer at (310) 538-0233 ext. 139 with any questions.

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General Policies

Public Appearances
It is the policy of this Association that each individual member, in his or her actions or appearances before public government agencies or similar bodies, shall speak as an individual and shall not in any way represent himself or herself as a spokesperson for the International Right of Way Association, or any Chapter or committee thereof, unless that member has received the specific authorization to do so from the IEC acting for and on behalf of the Board of Directors. In any such presentation where authorization has not been given, the member shall specifically indicate that the opinions expressed represent his or her opinions as an individual and are not intended to reflect policy positions of the International Right of Way Association.

Indirect Policy Statements
Similarly, indirect policy statements on behalf of the Association can only be made with the authorization of the IEC. A potential problem area is where Association committee members appear as official delegates to a meeting, seminar or other gathering where the express purpose is to arrive at a joint position, policy or conclusion on a technical procedure, or where it may appear that mere participation is an endorsement of a particular position, policy or procedure. Such appearances should also be authorized by the IEC before a member participates.

Another area in which policy can be indirectly involved is with pamphlets, brochures, monographs and other such written materials which may contain inadvertent policy statements or statements which may conflict with Association policies. Consequently, such written materials should be reviewed by the International General Counsel before publication and, if necessary, referred to the IEC if they involve policy questions.

Articles Critical of the Right of Way Profession
It is the policy of this Association that the IEC, or its designee, shall handle all articles critical of the right of way profession.

Protocol for Press Inquiries
Press and other urgent inquiries shall be directed to the President for a decision about the response. In cases when the President is not available within six hours (or less, depending upon circumstances), the EVP (or other source) shall present the situation to the President-Elect for action on behalf of IRWA. In such an instance, the President-Elect will confirm the plan of action with at least one other IEC member. In the case where neither the President nor the President-Elect are available, this same procedure will apply to the next most senior officer available.

Political Activity and Lobbying
The Articles of Incorporation and Bylaws of the Association specifically prohibit any lobbying or political activity except on issues involving the certification and/or licensing of one or more of the disciplines which make up the Association's membership (Article X). Any proposed statement or action which directly or indirectly conveys an impression of the attitude or the official position of the IRWA or any of its components – such as a committee – should be submitted to the IEC for its review and approval.

Furthermore, should any member desire to attempt to influence legislation at any level of government (special district, local, state, provincial, federal, etc), or to take any other action which might be interpreted as lobbying or political activity, said member should be counseled to make it clear that he or she is acting as an individual and not as a representative of the IRWA.

Should a member, Region or committee be unsure as to whether or not a given activity might violate the prohibition in the Articles of Incorporation and Bylaws, the matter should be referred to the International General Counsel for interpretation.

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Fiscal Operations

IRWA Budgeting Process
The IRWA fiscal year runs from July 1 through June 30. The following process will be used to develop the annual budget:

By January 1, prior to beginning of the new fiscal year, IRWA staff will prepare an initial draft of the IRWA budget for the Association. The budget draft will be accompanied by a budget narrative that will define the income and expenses categories incorporated into the budget as well as the assumptions used in structuring the budget. A brief description of each budget item will be included for all line items.

The Finance Committee will review and refine the initial draft, recommending a budget to the IEC by February 1. A recommended budget by the IEC will be distributed to the Region chairs by March 1 for discussion at spring forums. The recommended budget and narrative will be distributed to the Board of Directors along with the latest financial statements available as part of the BOD briefing books.

Investment Committee
With approval of the IEC president, IRWA will appoint an investment committee annually to review the Association's investment of funds and make recommendations to the IEC as to the investment of funds.

Regional Officer Expense Money
Each Region is allocated a certain amount of money each year to be used to reimburse the Regional Officers for the monies expended in visiting their Chapters and otherwise performing their duties. Said monies may only be used to reimburse officers for their expenses. For information concerning which expenses qualify, please refer to reimbursement policy. Each Region chair may use up to $500 annually to support the forums in their respective Regions. Additional questions should be directed to the International Vice President.

Should a Region determine that it requires additional funds over and above those initially approved or perceives a need to incur a financial liability which will continue beyond the current fiscal year, said Region must contact the IEC for approval before proceeding.

Committee Expense Money
Each International Committee is allocated a certain amount of money annually to be used to reimburse the Committee Chair and Vice Chair for their expenses and to carry out certain other programs (described in the committee's funding request and approved by the International President-Elect). Said monies may be used only for said purposes. If a committee has some question as to which programs have been approved or which expenses are reimbursable, the committee should contact the International President-Elect and/or check the International Leadership Manual.

Should a committee determine that it requires additional funds over and above those initially approved or perceives a need to incur a financial liability which will continue beyond the current fiscal year, said committee must contact the IEC for approval prior to proceeding.

Handling of Extraordinary Monies
Occasionally, because of some special project, e.g. a course or newsletter, a committee is called upon to handle monies over and above its expense budget. In all such instances, even in cases where it appears that receipts will equal expenditures, the method by which the committee proposes to handle said funds must be reviewed and approved by the IEC.

Contracts/Purchase Orders
All agreements that contractually obligate Headquarters shall be executed by its International President or EVP. No agreement shall be executed until reviewed and approved as to form by the International General Counsel and approved as to terms by the IEC or its designee. No payments shall be made pursuant to an agreement until a fully executed original contract is in possession of the EVP.

The Association shall require a purchase order for all transactions in excess of $500.

Insurance
Purpose
The Association will maintain certain insurance coverage for protection of its property and equipment, personnel and operations. All policies will be maintained at IRWA Headquarters.

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Travel and Expense Reimbursement

This policy outlines reimbursable expenditures for persons traveling on behalf of the Association to:

• Ensure compliance with Internal Revenue Service (IRS) requirements
• Ensure that reimbursements are on a fair and equitable basis
• Avoid undue record keeping and reimbursement delays

IRS Requirements
The Association will only reimburse expenses which are in compliance with IRS requirements or this Travel Policy. If the expense submitted is not considered reimbursable, a memo will accompany the Expense Claim Form indicating the amount not covered. The IEC must approve reimbursements not covered by this policy.

Spouse/Companion
Reimbursement for spouse/companion expense must comply as a bona fide business purpose: spouse/companion is an IRWA member or related affiliate who attends scheduled meetings and participates and renders reports; or spouse/companion is required to attend meetings for medical support reasons and is a travel companion for IRWA person traveling. If the traveling spouse/companion does not qualify for a bona fide business purpose, the travel reimbursement will be treated as income for the IRWA traveler and an IRS form 1099 will be issued.

Individuals Authorized Travel Reimbursement:

1. International President - (2 Travelers) All IRWA/Affiliate Meetings
2. International President-Elect - *(T)
3. International Vice President - (T)
4. International Secretary/Treasurer - (T)
5. International Committee Member - (T)
6. International EVP - (*T) (**TC)
7. International General Council - (T)
8. Headquarters Staff/Consultants - (1 Traveler) as directed by the EVP.
9. International Region Chairs & Vice Chairs - (1 Traveler)
10. International Committee Chairs & Vice Chair s- (1 Traveler)
11. International Service Committees and other IRWA/Affiliated Members - As directed by IEC.

* (T) = (1 Traveler) All IRWA meetings. In addition, spouse/companion authorized travel to the Annual Education Conference and one IEC meeting designated by the President.

**(TC) = (1 Traveler Companion) Reimbursement of the travel expenses for a spouse/companion of the EVP is authorized for travel to the annual meeting of the NACAO.

IRWA Corporate Credit Card
Corporate credit cards are authorized for IRWA business and will be issued in the name of each IEC member. IRWA corporate long distant calling cards are issued to all IEC members for use on official IRWA business only. The EVP may authorize additional cards for senior management team staff required to travel extensively on the Association's behalf.

Expense Claim Form
All travelers will use the IRWA Business Travel Expense Statement (Canadian members should use the Canadian version) form for reimbursement by all travelers. The International Secretary/Treasurer, will ensure that all requests for reimbursement are reviewed and that payment is made in a timely manner.

Region and Committee Travel
Each Region and International Committee is allocated a certain amount of funds annually for reimbursement of travel and project-related expenditures. These funds may only be used to reimburse Region Officers, International Committee Chairs and Vice Chairs, and Service Committee Members (also see International Conference Expenses for Non-Member Speakers). Region and Committee funds can not be spent for meals and other expenses for unauthorized Members and individuals. Questions and other requests should be directed to the EVP or International Secretary/Treasurer.

Travel and expense reimbursement is for persons traveling on behalf of the Association who cannot obtain reimbursement from other sources. The Travel Policy is administered to ensure compliance with Internal Revenue Service (IRS) requirements, ensure that reimbursements are on a fair and equitable basis, and to avoid undue record keeping and reimbursement delays.

Business Travel Expense Statement
The IRWA Expense Statement Form (also available in a Canadian version) is used to request travel advances and reimbursement by all travelers. The EVP will ensure that all reimbursement requests are reviewed and paid in a timely manner. The expense statement, once paid, will be forwarded to the International Secretary/Treasurer for final review. Should there be any questions, the International Secretary/Treasurer will contact you. The approved expense statement will remain on file for review by the IRS, if requested.

Region Vice Chairs, Committee Vice Chairs and members must submit Expense Statements to their respective Chairs for approval before submitting them to Headquarters for payment.

Timeliness
Expense claims for reimbursement must be received by Headquarters within 30 days of the expense. Claims received after 30 days will be forwarded to the IEC for approval and may be delayed until such time as they are approved.

Receipts
The Association requires original receipts for any expense associated with airfare, hotel, meals and local travel charges. Please note that original airline receipts, not travel agency invoices, must be submitted. Receipts for other travel expenses of less than $25 are not required to be supported by receipts, although it is recommended when possible.

Travel Advances
Travel advances are authorized only for expenses that must be paid up front by the traveler (e.g., air fare and registration fees). All requests for advances must be submitted to Headquarters on Business Travel Expense Statement, dated, and signed by the volunteer. Advances may also be requested by e-mail, however the original documentation must still be submitted by regular mail. In order to preserve accountability for Region and Committee budgets, advance requests must have the approval of the respective Chair. Since original airline receipts must be retained until the completion of travel, travel advance requests should be substantiated by a copy of receipts, credit card invoice or travel agency invoice.

Transportation
Airfares
Only advance purchase, discounted coach class is authorized (travelers may pay the difference for business or first class upgrades). Tickets should be purchased as far in advance as possible to take advantage of the lowest fares. If the traveler chooses to drive to a meeting in lieu of using commercial transportation, reimbursement will be based on reasonable cost, but in no case will expense be reimbursed that exceeds the applicable coach fare. More information concerning personal automobile travel limitations follows below.

Bus, Limo, Taxi
Reimbursement is authorized for actual business-related cost, plus tip.

Personal Automobile
Reimbursement is authorized at the IRS regulated amount. Parking and toll fees will be reimbursed as incurred with appropriate documentation. Mileage reimbursement will be limited to reasonable mileage, not to exceed 1,000 miles round trip when used in lieu of airfare with the reimbursement amount based on the actual documented mileage incurred multiplied by the approved IRS rate. Note: Use discretion when choosing method of transportation to and from the airport, because in many cases when traveling for more than five days, it may be less expensive to use an airport limo or taxi instead of parking a personal automobile at the airport.

Rental Vehicle
Consult, in advance, the EVP if a rental vehicle is required. Rental vehicles are reimbursed only when other methods of transportation are not reasonably obtainable or when it is more cost effective for a large group to rent a vehicle. If it is necessary to rent a vehicle, the following will apply: a collision damage waiver must be purchased, unless traveler has current personal insurance which covers rental vehicles (this is to ensure that traveler will not be liable for out-of-pocket expenses should an accident occur); parking and toll fees will be reimbursed as incurred with appropriate documentation.

Lodging
Lodging expense will be reimbursed up to the rate and only at the hotel as contracted by IRWA for the specific meeting attended. When traveling to and from an IRWA event by personal automobile, a maximum of one night's lodging to and from the event will be reimbursed.

Meals
Meals will be reimbursed, including tips, on a daily basis not to exceed $75 per day per traveler. When dining with other authorized IRWA travelers, record the expense amount share for each person if you pay for the entire bill. When traveling to and from an IRWA event by personal automobile, a maximum of one day's meal allowance to and from the event will be reimbursed.

Phone
Telephone expense for all Association business calls while traveling will be reimbursed. Air-to-ground calls will not be reimbursed. Telephone charges incurred for personal and/or non-IRWA business use while in IRWA travel status are not reimbursable.

Registration Fees
Association registration fees for the IRWA International Education Conference will be handled by Headquarters prior to the conference. As required for other meetings where a registration fee is collected, reimbursement will be made to the authorized IRWA traveler at the standard amount specified (late registration fee will not be reimbursed).

Reimbursement Checklist
Before submitting your expense claim. please use the following checklist:

• Is original airline receipt attached
• Is the original hotel bill attached
• Have you provided receipts for all meals
• Is documentation for car travel provided and prior approval obtained
• Are the dates, location and purpose of your activity correct
• Did you include receipts for ground transportation
• Are registration receipts, if appropriate, included
• Is documentation for miscellaneous items provided
• Are all the expenses claimed allowed under current policy
• Does your form need a Chair approval
• Have you signed and dated the form in the proper place
• Are all items claimed under the appropriate heading
• Are room charges, meals, etc. separated on claim, by day

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IRWA Headquarters Record Retention

Purpose
The Association shall retain records for the time specified by this Records Retention Policy, which is guided by the rule of reason and the probability and dollar amount of risk involved - not by the Statutes of Limitation alone:

Notes:
"P" = Permanent Record
"7" = Number of years retention

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