Fall 2010

The Art of it All!

An Overview of PCI-DSS Compliance

National Strength. Southern Roots.

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Connections is published for the Mississippi Society of

Association Executives (MSAE)P.O. Box 12467

Jackson, MS 39236Phone: 601.366.7400

Fax: 601.853.4283Web: msae-net.org

BOARD OF DIRECTORS

PresidentMike Pepper

Vice-PresidentLayne Bruce

Past PresidentBob Wilson

Secretary-TreasurerShari Veazey

EXECUTIVE MEMBERSLinda Ross AldyCarol HardwickMarty MilsteadDonna Yowell

ASSOCIATE MEMBERSKristen Brock

Christine McInnisPenny QuaveKim Thomas

EXECUTIVE DIRECTORAmy Wilson

Published by: Creative Marketing Concepts

1085 Chesson Hill DriveFitzpatrick, AL 36029Phone: 334.725.0093

For Advertising Information Call 334.271.0930

Fall 2010

Features06 An Overview of PCI-DSS Compliance

07 Mississippi’s New CAEs Celebrate

08 Helping Leaders Lead Better

10 The Art of it All!

12 It’s Written All Over Your Face

13 MSAE/LSAE Identity Theft Laws: A New ERA of Liability

15 There’s Something about Association Executives

16 Why Does My Auditor Ask to See My Board Minutes?

17 8 Tips to Managing Your Time Effectively

19 A Taste of MSAE

Departments04 President’s Perspective

20 Welcome New MSAE Members

23 Calendar of Events

23 Advertiser Index

Featured on the cover is our 2010 Joint Conference host hotel the Renaissance Mobile Riverview Plaza Hotel.

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As my tenure winds down as your president, I want everyone to know how much I have enjoyed serving in this role. I have treasured the relationships among my peers. It is good to know that other professionals, who have faced challenges and obstacles, are only a phone call away. I have thoroughly enjoyed interaction with the hospitality industry with their goal of selling the Deep South across the nation.

We have made many changes and strengthened other aspects of the Association. Bylaws have been thoroughly discussed and updated along with clearer board policies. The Mid-Year Conference started last year has proven to be a hit. Our relationship with the Louisiana Society of Association Executives in conjunction with our annual meeting continues to get bigger and better. We have secured a popular location for our bi-monthly Lunch and Learn Meetings but more importantly have scheduled timely and interesting topics. Membership continues to need improvement and there are already plans being discussed for a concentrated effort regarding that this fall.

These things did not happen by chance. I am very appreciative of the board and other members giving large amounts of time through various committees, etc. Everyone was always willing to serve in any way possible and we as an Association would be nowhere without this team effort. I also include Amy Wilson and staff for their efforts for MSAE.

I know the year is not over! Please join me in supporting your Association in the following events for the rest of this year. October 20 and November 17 will be the dates of our Lunch and Learns. Please note that December 15 will be MSAE’s Holiday Reception. As always, if I may ever be of assistance, please do not hesitate to contact me. Again, it has been an honor to serve as your President.

Sincerely,

Mike Pepper

President’s PerspectiveMike Pepper

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What is PCI-DSS• PCI-DSSstandsforPaymentCardIndustryData

Security Standard. What it actually is, however, is a set of guidelines, measures, and controls that were developed to help merchants implement strong security precautions to ensure safe credit card usage and secure information storage.

• ThePCI-DSSwascreatedinresponsetotheneedfor an environment in which consumers can engage in secure e-commerce. There have been a number of recent security breaches that have become well-known to the public. This is not a good thing from the perspective of the Payment Card Industry.

To whom does PCI-DSS apply• PCI-DSS applies to “ALL” organizations or

merchants, regardless of size or number of transactions, that accepts, transmits or stores any cardholder data. Said another way, if any customer of that organization ever pays the merchant directly using a credit card or debit card, then the PCI DSS requirements apply.

Compliance Levels• Allmerchantswillfallintooneoffourmerchant

levels based on Credit Card transaction volume over a 12-month period. Transaction volume is based on the aggregate number of transactions (inclusive of credit, debit and prepaid) from a merchant. In cases where a merchant corporation has more than one entity, processors will consider the aggregate volume of transactions stored, processed or transmitted by the corporate entity to determine the validation level. If data is not aggregated, such that the corporate entity does not store, process or transmit cardholder data on behalf of multiple entities, processors will continue to consider the entity’s individual transaction volume to determine the validation level.

Merchant Defined• ForthepurposesofthePCI-DSS,amerchantis

definedasanyentitythatacceptspaymentcardsbearing the logosofanyof thefivemembersofPCI-DSC (American Express, Discover, JCB,

MasterCard or Visa) as payment for goods and/or services.

* Note that a merchant that accepts payment cards as payment for goods and/or services can also be a service provider, if the services sold result in storing, processing, or transmitting cardholder data on behalf of other merchants or service providers. For example, an internet service provider is a merchant that accepts payment cards for monthly billing but also is a service provider if it hosts merchants as customers.

Compliance LevelsMerchant Level Description• Level1:Merchantswithmorethan6millioncard

transactions & merchants whose cardholder data has been compromised.

• Level2:Merchantswithcardtransactionsbetween 1 and 6 million

• Level3:Merchantswithcardtransactionbetween20,000 and 1 million

• Level4:Allothermerchants * Any merchant that has suffered a hack that

resulted in an account data compromise may be escalated to a higher validation level.

How to get compliantThe PCI DSS mandates that any merchant who processes, stores, or transmits credit card numbers be compliant with 12 specific requirements. Theserequirements can be further broken down into more than 200 individual security controls, but for the purposes of this presentation, it is enough to list the 12. • Install andmaintain a firewall configuration to

protect cardholder data. • Donotusevendor-supplieddefaults for system

passwords and other security parameters. • Protectstoredcardholderdata.• Encrypt transmission of cardholder data across

open, public networks. • Use and regularly update anti-virus software. • Develop and maintain secure systems and

applications.

An Overview of PCI-DSS ComplianceBy Jason R. Rivera, Vice President, Information Technology

US Egg & Poultry Association

Continued on page 21.

CONNECTIONS 7Continued on next page.

Mississippi’s New CAEs Celebrate

A goal finally realized! For years, MSAE has wanted tostart a program to help our members become Certified Association Executives (CAEs). Finally, in November 2009 with the support of the MSAE Board and staff, Carol Hardwick spearheaded what became a small committed family. Some intended on taking the exam in May, and others wanted to experience the information in hopes of taking the exam at a later date. This committed group met weekly for three months learning from each other and listening intently to that week’s designated leaders who spent hours reading and preparing to lead discussion and insight into a particular testing area.

In June, Carol Hardwick, Executive Director, Mississippi Economic Development Council and Mark McCrary, Executive Director, Mississippi Center for Nonprofits received the greatnews that they had passed the exam. Only 57 of the candidates in the United States who took the exam passed. They join the other 3,900 industry leaders worldwide.

Carol Hardwick, CAE reflects on her experience:

“HowsweettoreceivetheletterfromASAEadvisingmeIpassedthe CAE exam! I am grateful to those in our study group for helping me absorb the information necessary to pass. They all came to each session fully prepared, so I had to be sure I was fully prepared as well, which meant reading many chapters in several books each week, answering questions in the study guide and being prepared to discuss eachanswer.Irecallinoneofthefirstmeetingsreadingaboutaconceptthatwasnewtome,however,oneofour members knew all about it, so by the time that I left that study session, I had a very good understanding of it. We all don’t deal with all the topics, but as a group we come close.

I appreciate the encouragement and counsel of Dierdre McGowan, Ph.D., CAE whose advice I carried out to the letter. ‘Get a study group together, order the proper materials and schedule a two-hour period once a week to meet. Then take the test and pass it.’ I also appreciate Mike Cashion, CAE who shared his unique expertise with us, and Bob Harris, CAE who was very encouraging when he spoke at MSAE in Natchez. I am very excited to be one of six Mississippians who have this national professional designation. I encourage all MSAEmemberstojointhestudygroup,sitfortheexamandgrowthisnumber.”

Mark McCrary, CAE reflects: “Lookingbackonthe‘journey,’itwasthestudygroupandCarolHardwick’spersistenceandorganizationalskills that made the difference for me. Sure, there were days I would groan about it being study-group-day but every time I enjoyed the learning and camaraderie. I am much more the JIT study..(just in time to not be a weak link). So now I confess, often I wouldn’t get to our assigned tasks until early morning on the day of study group. Often I missed thoroughly reading the material for the day. That’s also why the study group was so important! Everyone pulled their own weight when they could and the concepts presented were reinforced.

MSAE members celebrate with their new CAEs at the Jackson Marriott, July 8th.

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Once study group sessions were over and the time quickly passed, I carved out two weekends, some evenings, and a full-day prior to the test to re-read as much as I could including the study group assignments and notes. The study guide was helpful in that it provided a study structure, but I wouldn’t recommend necessarily relying on the study guide. My focus on applying the concepts in the study guide to real-life situations was critical.

I have25 years in thenonprofit industry, and Iwas surprised at several of the concepts presented.Theguidelines of assuming one manages a large national association and other aspects were not only surprising but counter to my own experience.

Anyone interested in sitting for the CAE exam should really consider joining a study group and creating a structure of time and interaction with others similarly interested. It’s nice to be able to see some of the other studygrouppeopleandhaveatypeofbondthatgoingthroughasharedexperienceoffers.”

Mississippi’s New CAEs CelebrateContinued from page 7.

Few qualities are more in demand today than effective leadership. There seems to be a mystery related to effective leadership. How to lead others seems to be this indefinable, illusive, yet desirable concept. For years people have been asking me to speak to the topic of motivating employees.

There is a real struggle to get employees, and association members, involved and inspired to cooperate and stay committed to the organization. There is an “us against them” mentality raging, and leaders are left scratching their heads as to how to motivate employees.

Margaret Wheatley, in her book Finding Our Way- Leadership for Uncertain Times, says this, “The accumulating failures at organizational change can be traced to a fundamental but mistaken assumption that organizations are machines. Organizations-as-machines is a seventeenth-century notion, from a time when philosophers began to describe the universe as a great clock...Organizations and people could be “engineered” into efficient solutions.”

The problem is that people do not follow a perfect line. They are not totally and completely predictable. People are not machines. They are not an exact science. All the science in the world will not give us the answers on how to “deal” with people and get the exact result we want every time.

Why would we want people to be like machines? Machines have no intelligence, have no ability to adapt or change, and they only work in specific conditions. So no wonder we can’t motivate people. We treat them as something unintelligent, inadaptable and unfeeling. Now, more than ever, organizations need to be adaptive, intelligent, and resilient - qualities found only in living systems, not machines.

We must re-think our leadership styles. In truth, we need a total leadership makeover. The 300 year old paradigm of command and control will not suffice for the emerging age of work.

Join me at the Opening Session of the LSAE/MSAE Joint Conference and let’s explore the solutions to effective leadership.

Tierce has written TOTAL LEADERSHIP MAKEOVER, a book that shows you, succinctly and powerfully, how to recognize your leadership faults and turn them into strengths. The principles in this book have helped scores of people accomplish more in their jobs and personal lives than they ever thought possible. Tierce states, “With this slim, power-packed volume, you can begin your journey to becoming the type of leader who makes a difference in the lives of everyone around you.”

Helping Leaders Lead BetterDeborah Tierce

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Registration and Opening Night PartyRegistration begins at 2 p.m. Sunday, September 19th. Then join the staff of the Renaissance Riverview Plaza hotel as they sponsor the Opening Party and Dinner. Join us at 5:00 p.m. at the welcome reception at the Arthur R. Outlaw Mobile Convention Center. Then join friends and colleagues for the Opening Night Party at Fathoms Lounge in the Renaissance Riverview lobby and terrace. Enjoy great food, music and good times with the MSAE family.

The Art of Giving!The silent auction is sure to be a fun and exciting event with an opportunity to network in the exhibit hall. All proceeds from the auction support the CAE & CMP scholarship funds.

The Art of Relaxation and Fun!Join us for golf Monday at 1:00 p.m. at the Magnolia Grove Course on the Robert Trent Jones Golf Trail.

If you prefer to sail the waters of the Mobile Bay, hop aboard the Native Princess and spend an afternoon with friends aboard this 45-foot vessel.

Experience the art of relaxation at the Spa at the Battle House where you may enjoy a trip to the salon or a soothing massage.

Monday Night ActivitiesEnjoy cocktails and hors d’oeuvres at Space 301 Gallery sponsored by Mobile Bay Convention & Visitors Bureau.

Conference SpeakersMac Fulfer is a popular speaker who gives presentations on

face reading for national and international conferences. He has spoken to more than 1,500 companies and organizations including American Airlines, the FBI, the Kansas State Judicial Conference, Business Week Magazine, the International Meeting Planners, the National Association of Legal Administrators and the US Postal Service.

Mr. Fulfer practiced law in Fort Worth for over 22 years after earning his Doctorate of Jurisprudence from the University of Texas in 1975. Initially, Mr. Fulfer became interested in the practice of face

reading for the purpose of jury selection.

Since then, he has researched and developed these skills and presented ideas in workshops across the country, His workshops are in great demand from lawyers, educational institutions, Fortune 500 companies and other venues that have an interest in understanding people. As a presenter, Mr. Fulfer relies on expertise in face reading to give participants information that will enhance their communication skills.

The Art of it All!

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The Art of MobileAll LSAE/MSAE Joint Conference registrants will receive a FREE VIP

Pass to visit many of the unique attractions while in Mobile. Come early or extend your stay and enjoy all that Mobile has to offer.

Walk the decks of a mighty battleship, USS Alabama. Go below in a World War II submarine. View cockpits of combat aircraft. Tour the grounds to discover a piece of history right in our own backyard. Throughout the year, Bellingrath Gardens and Home boasts an abundance of year-round blooms. From camellias in winter, azaleas in spring, roses in summer and chrysathemums in autumn, Bellingrath

Gardens and Home always has a beautiful array of blooms.

Tour the Mobile Carnival Museum and re-live over 300 years of Carnival and Mardi Gras events in Mobile. Enjoy displays that tell the story of how the local celebration evolved from its early days to the modern tradition it has become.

Enjoy fun for the whole family at Gulfcoast Exploreum & IMAX Theater, Mobile’s hands-on, minds-on science and fun museum. The Exploreum is always full of fun and fascinating exhibits and films.

Relish in the culture, heritage and diversity of Mobile at the Museum of Mobile and discover 300 years of Mobile area history.

Deborah TierceSince graduating with a bachelor’s and master’s degree from Mississippi State University in the early nineties, Deborah Tierce has been a leadership skills training specialist and motivational speaker for over a decade.

Ms. Tierce is highly informed, immediately helpful and professional. She has an uncanny ability to connect with her audience. Deborah has worked with many organizations teaching leadership, effective communication and customer service skills, improving relationships in the workforce, and she gives motivational workshops to make workers more productive.

Dennis Gano, CAE is Executive Director for the Exit Planning Institute in Algonquin, IL. Mr. Gano was the volunteer leader on a resource for small staff associations on business management and continuity conducted by the American Society of Association Executives (ASAE). Greg Melia, Vice President of Member Relations and Credentialing for ASAE, recommended Mr. Gano as a expert speaker on this topic.

Frank Mitchell, Chief Operations Officer, Identity Theft Loss Prevention, LLCDesignations: Certified Identity Theft Risk & Management SpecialistMr. Mitchell’s background is in financial planning, business consulting, and developing successful businesses for twelve years. Now he plays a critical role in the research and development of Identity Theft Loss Prevention’s products and services and has written articles for Impact Magazine, the Better Business Bureau, and other publications.

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I was yelling. She was crying.

“It always has to be your way,” I shouted. “For you, it’s either your way or the highway. When I talk with you about it, you think I’m criticizing you, and you get your feelings hurt and start crying. You never tell me what’s really going on with you. You suppress your feelings and keep it all bottled up inside.”

I’ve been reading faces for years. Even so, I still discover new insights. One such situation occurred recently during a heated argument with my business partner. I had an epiphany. I looked at her more closely and realized that everything I was saying about her was true. I could see it plainly written on her face. “You have to be in control....” She has angled eyebrows. “You can’t take criticism...” a small chin. “You suppress your feelings...” thin lips. When I saw her with greater understanding and compassion, the heat of the argument disappeared. I couldn’t take all those things personally because she wasn’t singling me out to hurt my feelings. This is just who she is.

Of course I’d seen my business partner’s angled eyebrows, small chin and thin lips before. But I’d interpreted them differently. When I first began reading faces, I became aware of how our culture often reduces people to stereotypes leaving them feeling almost invisible. Sure, other people could see them, but almost no one really knew them. I quickly discovered how important it was for people to be clearly seen and validated for the qualities they recognized in themselves, but I almost never read the negative side of the person’s personality.

In our descriptions of human nature we often polarize the same trait into “good” or “bad” depending on our personal perspective. For example, in a relationship the desire for constant togetherness could be seen as total loyalty if we view it as a positive or, if viewed with a negative spin, as clingy or possessive. Realizing that every trait has both a positive and a negative, I chose to read the positive.

Therefore, when I first read my partner’s face, what I saw in her angled eyebrows was a take-charge person who could tackle an assignment and get it done. With her small chin, she would have sympathy and understanding for my small chin and not be critical of me. And her thin lips meant she wouldn’t be blurting out ideas like I do, without careful consideration first.

All these things are true: control and taking charge, inability to take criticism and sympathy, suppressing feelings and wise restraint. In attempting to avoid labeling a person as having “bad” traits, I’d failed to see that reading both sides has tremendous value.

Amazing Face Reading allows you to see everybody you meet more clearly. Before you finish shaking hands, you can know more about a total stranger than their best friends do. Such an understanding can help prevent the kind of angry exchange I just described.

On one level we’re all face readers — it’s how we recognize each other. However, more than recognition is occurring. It’s innate. Even a baby will react to a happy face or a scary face. Unfortunately for most of us, face reading occurs on a subconscious level. We either have a good feeling about someone or a bad feeling. Amazing Face Reading raises your awareness to a conscious level. Instead of just having vague feelings about somebody, you can read the person’s life history written on their face. Of course, part of the way our faces look is genetic: you may have your mother’s eyes or your father’s nose. But you may also have your mother’s optimistic outlook or your dad’s nose for business. Each thought or feeling generates an almost imperceptible facial response that over time shapes our face, resulting in physical features that reflect personality characteristics. People respond to these characteristics on a subconscious level.

The list of good reasons for getting upset with another person is almost endless, but what are we really upset about? We get upset with someone because they are not like us. If they were, if they saw the world through our eyes, then we would have never had a problem with them in the first place.

Our emotional downfall comes from taking someone else’s behavior personally, as if it were their hidden agenda to upset us. Our objectivity goes out the window. We view the other person’s behavior with suspicion, as a personal attack or as reckless disregard for our feelings.

The power of face reading comes from allowing us to see the other person more objectively. When we can instantly see on the other person’s face the very thing that was upsetting us, all the emotional heat from our conflict disappears.

If the complaint is that they don’t listen, a quick glance to discover that they have small ears gives the answer: they’re visually oriented and best take in information when they can see it. We were right: they weren’t listening. We just need to show them what we’re talking about.

It’s Written All Over Your FaceMac Fulfer

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As of July 2010, The Privacy Rights Clearinghouse has documented more than 350 million records have been compromised from government agencies, schools, businesses and other organizations. Is your organization’s data protected? Do you have safeguards in place that protect your customers’ and employees’ personal information? Most people think of theft of financial data, yet businesses house a lot of non-financial data that also needs to be protected.

This presentation addresses information compliance and prevention, including the FACT Act Red Flags Rules as they pertain to Associations and their members. The topics will include the scope of identity theft, current legislation, common methodology used by thieves, and an overview of the eight steps an organization can take to comply with the law and mitigate losses due to identity theft.

If we notice angled eyebrows and a jutting chin, we can no longer condemn them for being controlling. When we understand that being in control is part of their personality, we no longer take what they say or do personally. It’s absurd to expect anyone to be someone they’re not. If they can’t be themselves, who can they be?

If our neighbor owns a yappy little dog, we don’t think the dog is being yappy to hurt our feelings. It’s just a yappy dog. If we could extend to other human beings the same level of understanding that we give the little dog, we would seldom reach our boiling point. We still may not be overly fond of yappy dogs or controlling people, but we no longer think they’re trying to hurt our feelings. In fact, our perceptions and feelings have been validated: the dog is yappy, and the person is controlling. Our real issue with them is that they are not us.

When we can truly understand and accept someone for who they are, it is almost impossible to hate them. Given a choice of interacting with someone who is very different from us but up-front about it or someone who shows one personality to our face and something different behind our back, few people would prefer the phony. Of course, there are some objectionable and even dangerous people in the world, just as there are some vicious dogs that we would choose to avoid, but these are exceptions. Face reading allows us to identify those dangerous few, rather than being afraid of all dogs or all strangers.

Face reading allows us to choose the people we admit into our lives from a place of awareness rather than proceeding on our fear-based reactions or erroneous assumptions. We may even discover that people we might otherwise find objectionable have important value. For example, a tough guy who is immune to pain, likes to fight, will never back down and has an unwavering allegiance to his group might sound like an hardened East L.A. gang member, but he also holds the qualifications for an excellent soldier, and we need good soldiers.

Face reading may not eliminate conflict in our lives, but it will change the tone. Instead of wasting our time,

energy and efforts being upset and insisting that someone change, we can look at them objectively. When we can accept and honor others’ differences, life has a lot less friction.

I initially became interested in face reading when I was an attorney, hoping to improve my jury-selection skills. Soon it changed my life and my perception of people. I have given lectures and seminars all over the world, and one of the wonderful things about face reading is that is works on everyone, of every culture, background, race and gender. Of all the things I’ve done in my life, nothing has had a greater effect than learning to read faces. There are no longer strangers in my world; everyone is readable. And there’s a lot less conflict.

Here are some examples of things we say in anger that show up on the other person’s face:

“You never listen.”..............................................small ears

“He is so intimidating.”....................low, angled eyebrows

“She thinks she’s so smart.”...............full, even eyebrows

“She’s clingy.”.........................................abundant eyelids

“He thinks he’s always right.”..........crooked bottom teeth

“He wouldn’t trust his own mother.”.....down-turned nose

“She cries at the drop of a hat.”.......................small irises

“He’ll never tell you what he’s thinking.”......................thin lips flat bottom eyelids

“He’s so rude, he interrupts me constantly.”................high ears / low eyebrows

“He is a total loner.”...................no upper eyelids showing

“He is emotionally unavailable.”...........flat bottom eyelids extra-thin lips no visible upper eyelids

“She can’t take criticism.”..................................small chin

“He is as stubborn as a mule.”....................big front teeth

MSAE / LSAE Identity Theft Laws: A New ERA of LiabilityBy Frank R. Mitchell, CITRMS

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CONNECTIONS 15

There’s Something about Association ExecutivesBy Bob Harris, CAE

When you meet an association executive--- you meet someone special.

Around the globe I find executives have similar qualities: a determination to improve communities; leadership and communication skills; and a passion for their organization and its mission.

This summer I visited the Republic of Belarus in Eastern Europe. Geographically the country is rich with history, natural resources and awesome citizens who formerly lived under the Soviet government. Having declared independence from Russia in 1991, the country is politically young. It has a democratic government, though sometimes characterized as dictatorial or repressive.

This story is about the similarities of non-profit, non-government executives. The Belarusian execs I met work hard to advance their organizations and improve their communities. Though they do it in a culture and under a government that is different.

The purpose of my visit was to teach “Strengthening Organizational Capacity of Business Associations in Belarus.” The Minsk Union of Entrepreneurs and Employers and the Belarusian Confederation of Entrepreneurship (MUEE/BCE) hosted the visit to compare and contrast Russian, US and Belarusian best practices.

US Government Facilitates Associations

Associations have existed since before declaring independence from Britain in 1776. The rights of individuals to collectively express their interests and express themselves through freedom of assembly and freedom of speech are protected by the Constitution.

In 1835 Alexis de Tocqueville reported on the role of associations. In Democracy in America he wrote that people overcame selfish desires and governmental dependence by forming associations.

Congress recognized their public benefit and included them in the 1913 national tax code, providing an exemption from paying federal income tax. The IRS has streamlined the monitoring of non-profit organizations through on-line, E-Z and annual information reports.

Belarus Experience

The Belarusian government regulation of non-profit organizations is more demanding.

For example, when referencing the board chief elected officer I learned not to use the term “president.” The title is limited to the exclusive use of the country’s elected president and is banned for use by the heads of organizations.

In a discussion with an executive I learned that the government had seized all of his papers and computers for no known reason. References to an “opposition party” are common. Conventions had been shut down at the last minute by governmental concerns.

Requirements to report activities to government ministries are more cumbersome. The executives explained that the government could audit association activities on demand --- and that membership lists were monitored.

Further, associations are banned from conducting “commercial activities.” While US associations build their resources with programs, services and education, Belarusian organizations must rely primarily on membership dues.

The Republic has a growing economy in which associations play a role. Regional and state associations are forming to support business growth. Through the work of the MUEE/BCE to unite the business community into a single voice for reform, a National Business Platform has been developed that recognizes the importance of non-profit, non-governmental organizations.

Courageous Association Executives

It takes executives who are trailblazers in the creation of associations and courageous in advancing the concepts of advocacy and enterprise. Their efforts insure organizations gain a foothold in society.

In the US, associations have been integrated into the landscape for 100s of years. In Belarus, the executives I met are working hard to involve business associations in the growth and quality of life in their country.

Note: Bob Harris, CAE, can be contacted at bob@rchcae.com and his website provides free tips and templates; www.nonprofitcenter.com.

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Minutes are more than a moment in time. They are the history and legal record of your Association. Auditors rely on theminutestodiscoveritemsofafinancialnaturethatmayimpactthefinancialstatements.

The minutes should:

• Providetheauditorwithinsighttotheboard’swishes,• Reflecttheboard’sdutytocomplywithlegalandfinancialobligations,• Documentreviewandapprovalofinterimandauditedfinancialstatements,• Containtheapprovedannualoperatingbudgetasanattachment,• Showevidencethattheboardadoptedpolicies forfinancialmanagementtoensurethefinancial integrityof the

Association, • Containabriefdescriptionofeachagendaitemandtheactiontakenbytheboard,• ProvidedetailsonanyitemsthatobligatetheAssociationinanymanner,and• ReflectauthoritygrantedtotheExecutiveDirectorandanylimitationsspecified.

Since the Executive Director reports to the Board of Directors, auditors review minutes for documentation of changes in anExecutiveDirector’scompensationpackage.Minutesshouldreflecthiring,raises,andchangesinemployeebenefits.This area has seen additional scrutiny with new IRS requirements. The compensation package offered to the chief executiveandchieffinancialofficerarenowrequiredtobedocumentedintheminutes.Compensationdecisionsmustbe made by board members, independent of the employee. To ensure that executives are reasonably compensated, the IRS requires use of comparative data paid to others in a similar position, at other organizations. This data must be reviewed by the board, or board committee, and is required to be included in the minutes.

The minutes should contain documentation that the board of directors reviewed the annual IRS Form 990 and approved theformbeforefiling.TheIRSbelievesthisisanimportantstepindemonstratingaBoard’sdutytooverseefundsoftheorganization. The new IRS Form 990 requires the Association to disclose that this is being done.

Nonprofitboardminutesmustbetransparent.Thishasresultedinaddedfocusondocumentingconflictsofinterest,abstentionsorrecusalsintheboardminutes.Anyconflictsthatariseinboardmeetingsneedtobeclearlydocumentedinyourminutes. Recognitionof theconflictof interestandsteps taken tomitigate it (suchashaving the involvedboard member leave the room during discussion, obtaining alternative bids and/or asking the individual to refrain from voting on the issue) should be included in the meeting minutes. This action is also required to be reported in IRS Form 990. On advice of legal counsel, we seldom see minutes include the names of those who make or second a motion. We alsofindthatthosevotingfororagainstamotionarenotnamedintheminutes.Inprioryears,thiswasthenorm,but current day best practices have resulted in omitting individual names. However, in an effort to be transparent, a board member who disagrees with the outcome of a vote may request to have his/her name noted in the minutes as a dissenting voter.

Minutes are the institutionalmemory of an organization. They should bemaintained indefinitely. Best practicesrecommend that the minutes should be reviewed and approved at the next meeting of the board. Once approved, it is goodpracticetohavetheofficialcopysignedbytheboardchair.

Charles R. Lindsay is a Certified Public Accountant who works with individuals, corporations and tax exempt entities. He is President of Matthews, Cutrer & Lindsay, PA, an accounting firm located in Ridgeland, MS. Contact him at clindsay@mclcpa.net.

Why Does My Auditor Ask to See My Board Minutes?By Charles R Lindsay, CPA

CONNECTIONS 17

Time management is usually a challenge for most people. We’ve put together a step by step approach so you and your team can begin to put together a time management plan of action!

Time Assessment Toimproveyourtimemanagementskills,firstdoatimeassessment:1. For three days, keep a log of everything you do and

how much time it takes, including both work and non-work activities. You can break your day into sections or track activities on an hour-by-hour basis.

2. After three days, add up the time spent on each activity. When complete, the results should give you a good indication of which tasks you spend the most time on.

Setting GoalsGoals help us to stay focused and make successful changes. After your time assessment is completed, think about what goals would be of personal and professional value to you.On a regular basis, set concrete, realistic short and long term goals, perhaps once a month. 1. Break each goal down into incremental steps.2. Set deadlines for each step.

Time Management TechniquesOnce you have assessed your use of time and set some goals, you can implement some techniques to improve your time management skills.1. Prioritize: Each day, organize your tasks on a “To

Do” list inorderof importance.Concentratefirstonessential and high priority tasks, and then later on low priority tasks. Incorporate your goals and deadlines intoyour“ToDo”lists.Attheendoftheday,evaluateany incomplete items and see if any can be eliminated from your list. It’s important to be realistic when creatinga“ToDo”list.Don’ttrytodomorethenyouactually can.

2. Delegate: Assign routine duties or special projects to others when you can. This will free you up to do more important tasks.

3. Learn to Say No: I would venture to say that saying no is the most important part of effective time management. Many people constantly overcommit themselves to projects and tasks, rather than having quality time for themselves and their family. If you have problems saying no then you might want to get some assistance to further develop this skill.

4. Break it Down: A very effective method to starting difficult projects is to break them into smaller,more manageable tasks. This can help to avoid

procrastination and transform overwhelming projects into easier tasks. If procrastination has become a chronic habit for you, dig beneath the surface to find out what is stoppingyou from getting things done. Some people procrastinate because of some fear, like failing to do the project right or perfectly. Discovering the source helps to heal the problem. Again, get help when needed.

5. Organize Thyself: Strive to eliminate clutter from yourworkspacebycreatinganeasy-to-accessfilingsystem and keeping your work areas cleared off. Don’t letreportsandpaperspileup-eitherfileordisposeof them as soon as you can. File trays, horizontal or vertical, are very helpful to store paperwork that is currently being worked on, or there are many electronic filingsystemsavailable.

6. Throw it Out!: Every two to three months, set a day asideandpurgeyourfiles-bothcomputerandregularfiles.Putthisdayonyourappointmentbookandkeepyour appointment with the trash can. You’d be amazed how much stuff can be tossed or deleted and how good you will feel!

7. Quiet Time: Designate a quiet hour or so to work on major projects. If possible, close your door and post a “DoNotDisturb”signormakesureeveryoneinyourarea knows not to disturb you to avoid interruptions.

8. Treat Yourself Right: Be sure during the workday to take walks, get something to eat or close your eyes for a few minutes. Also important is a healthy diet and an active exercise routine. This will help improve your concentration and productivity.

Time management is an opportunity that we all can work on. Start with some small steps and you can begin to measure your progress. Soon you will find you arecontrolling events and tasks that are within your power, rather than them controlling you.

Time Management QuestionnaireBruce Breier who is an expert on time and organizational management has developed a wonderful organizational assessmentwith specific tips for improvement based onyour scores. To get a copy, please click here:http://lighthouseconsulting.org/Articles/KOTTimeMgmtQ/

8 Tips to Managing Your Time Effectively By Dana & Ellen Borowka, MA

CONNECTIONS18

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CONNECTIONS 19

A Taste of MSAEInspired by the delicious food and beverages our supplier members offer, MSAE Connections has launched a new regular feature article: A Taste of MSAE will highlight a signature, traditional, or favorite recipe from a chef from one of our associate members’ property or caterer.

If you would like to submit an entry for a future issue of MSAE Connections, please email a brief description of your property or caterer and a little background information about your chef, the recipe and a photo of the delicious creation! When submitting the recipe, please indicate why your chef chose that particular selection. WehopeyouenjoythisfirstTasteofMSAE!

Artichoke and Shrimp Cheese Dip

1/2 cup butter1 cup shrimp1 cup artichoke hearts, diced1 cup green bell pepper, minced1 cup white onion, minced1 tablespoon garlic, minced2 tablespoons red bell pepper, minced2 cups Monterey Jack cheese, shredded1 cup heavy cream 1/2 cup parsley, chopped1/2 cup green onions, minced

Certified Executive Chef Merrill Bruce Cain

•Food & Beverage Coordinator & Chef at the Old Capitol Inn in Jackson, MS

•ReceivedhisExecutiveChefCertificationfromtheAmericanCulinary Federation Educational Institute.

•Joined the Malouf family with the Old Capitol Inn in 1999. Cain has taken the Old Capitol Inn to the number one spot in Mississippi and made it the best wedding reception venue!

•HonorsandAwards:Won over 60 medals in national culinary competitions with his creative cuisine skills. He was the owner and chef of a 4-star renowned award winning French and Northern Italian restaurant in Louisiana.

Chef Bruce Cain with Old Capitol Inn General Manager Mende Malouf Alford

Instructions:

Melt the butter in a large saute pan. Add the shrimp and cook until just pink. Don’t cook them too much or they will be tough by the time the dip is complete.

Add the artichoke hearts, bell pepper, onion and garlic. Saute for about 5 minutes.

Mix in the cream and cheese. Simmer on low until everything is well blended, smooth and bubbly.

Toss in the parsley and green onions to give the dip extracolorandflavor.

Season to taste with black pepper and serve hot with crostiniorflatbread.

CONNECTIONS20

MSAE WelcomesNew Associate MembersStefanie BeaugezDirector of Sales & MarketingFour Points by Sheraton940 Beach BlvdBiloxi, MS 39530228-546-3111228-546-3101www.fourpoints.com/biloxi stefanie.beaugez@fourpointsbiloxi.com

Karen Mori Bonner Licensed Professional Counselor220 Trace Colony Park Dr Ste BRidgeland, MS 38157601-594-1961601-605-1950 kmbonnerlpc@gmail.com

Kim ClintonDirector of Sales & EventsRiver Room Conference Center110 Ridge WayFlowood, MS 39232601-933-2720601-933-1997kim@riverroomflowood.com

Steve CorbittThe Corbitt Company, LLCP O Box 14225Jackson, MS 39236601-953-4301601-952-1415steve@thecorbittcompany.com Gloria FreyHard Rock Hotel & Casino Biloxi777 Beach BlvdBiloxi, MS 39530228-276-7316228-276-7349gloria.frey@hardrockbiloxi.com

Farah JessopCourtyard by Marriott Jackson6280 Ridgewood Court DrJackson, MS 39211 601-956-9991601-956-9994FJessop@thesummitgroupinc.com Crystal JohnsonRegional Sales Manager Mississippi Gulf Coast Convention and Visitors BureauP. O. Box 6128Gulfport, MS 39506 228-896-6699228-896-6788crystalj@gulfcoast.org

Beth KelloggOwnerCreative Partners PR 120 Mont Helena Dr Madison, MS 39110 601-454-6503 www.creativepartnerspr.combwkellogg@comcast.net Mina LesterDirector of Sales Ridgeland Tourism Commission1000 Highland Colony Parkway, Suite 6006Ridgeland, MS 39157601-605-5252601-605-5248Mina@visitridgeland.com

LaRonda C. McBethJackson Convention Complex Center 105 E. Pascagoula StJackson, MS 39207601-960-2321601-960-2584Lmcbeth@jacksonconventioncomplex.com

Joshua PaulEvents Manager Avectra7901 Jones Branch Dr., 5th Floor McLean, VA 22102703-506-7073703-506-7001jpaul@avectra.com

Aaron SmithConvention/Group Sales Paragon Casino Resort711 Paragon PlaceMarksville, LA 71351800-946-1946 ext.1059318-253-2033avoaLs1@paragoncasinoresort.com

Heidi SoltysGreater Birmingham CVB2200 Ninth Ave N Birmingham, MS 35203205-214-9211heidisoltys@yahoo.com Diana TheriotSales Manager Marriott Bay Point Golf Resort & Spa4200 Marriott DrPanama City Beach, FL 32408850-236-6081850-236-6150dtheriot@marriottbaypoint.com

Associate Member ChangeMeghan ElderAssn. Sales Manager Hilton Jackson1001 E County Line RdJackson, MS 39211601-957-2800601-978-2242Melder@hilton-jackson.com

Lindsay HammArea Director of Sales MMI Hotel Group1000 Red Fern PlaceFlowood, MS 39232601-326-0737601-326-0753lhamm@mmihg.com

Jan SmithDirector of SalesEmbassy Suites Ridgeland200 Township PlaceRidgeland, MS 39157601-607-7112601-607-7116jan.smith@hilton.com

Mary StatkewiczSales Manager Gulf Shores & Orange Beach Tourism*P. O. Box 457Gulf Shores, AL 36547251-974-4621mstatkewicz@gulfshores.com*Organization Name Change

CONNECTIONS 21

MSAE WelcomesNew Executive Members Executive

Member ChangeGinger AdamsExecutive DirectorSouthaven Chamber of Commerce8710 Northwest DrSouthaven, MS 38671662-342-6114662-342-6365gadams@southavenchamber.com

Vickie Dupree Executive Director Olive Branch Chamber of CommerceP. O. Box 608Olive Branch, MS 38654662-895-2600662-895-2625662-895-2600vickie.dupree@olivebranchms.com

Beth HansenCEOMississippi Association Of Realtors 4247 Lakeland Drive Jackson, MS 39201601-932-5241 X11601-932-0382 www.msrealtors.org bhansen@msrealtors.org

Angie HickHernando Main Street Chamber of Commerce 2440 Hwy 51 SHernando, MS 38632 662-429-9055 662-429-2909 angieh@hernandoms.org Shannon Hood Marketing/Membership Mississippi Manufacturers AssociationP.O. Box 22607 Jackson, MS 39225 601-948-1222 601-949-3320 shannon@mma-web.org

Becky Wells Director of CommunicationsMississippi State Medical Association P. O. Box 2548Ridgeland, MS 39158 601-853-6733601-853-6746 BWells@msmaonline.com

Rebecca F. AinsworthExecutive Director Mississippi Bail Agents Association805 S. Wheatley, Ste 150Ridgeland, MS 39157601-668-6373601-899-8598www.msbail.orgrebeccaainsworth@yahoo.com

• Restrict access to cardholderdata to thosewhoneed to know.

• AssignauniqueIDtoeachpersonwithcomputeraccess.

• Restrictphysicalaccesstocardholderdata.• Trackandmonitorallaccesstonetworkresources

and cardholder data. • Regularlytestsecuritysystemsandprocesses.• Maintain a policy that addresses information

security.

Noncompliance Penalties• Noncompliance with PCI DSS has its

consequences. Businesses face fines up to$500,000 and expensive litigation costs. From an operational point of view, level 2, 3 or 4 merchants and service providers that have network security

breaches can have their level escalated to level 1. This has an adverse impact in terms of costs since compliance in the level 1 tier is more demanding. In addition, noncompliance impacts brand reputation and exposes corporations and associations to extensive negative publicity that underminesconsumerconfidence.

DisclaimerThis information is provided as an overview on the topic of PCI-DSS. It is not intended to be used as the standard on the topic discussed but solely as an introduction to the topic.For the factual information on the PCI-DSS standards please refer to the PCI Security Standards website atwww.pcisecuritystandards.org/.For further guidance on topic please consult your organization’s attorney or CPA firm.

An Over View of PCI-DSS ComplianceContinued from page 6

CONNECTIONS22

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CONNECTIONS 23

MSAE 2010 Calendar of Events

Index of AdvertisersAffiniscape 4

Beau Rivage 5

Creative Marketing Concepts 18

CRI Inside Front

Emerald Coast Convention Center 22

Gold Strike Back Cover

Hilton Garden Inn 9

Jackson Convention Complex 18

Pearl River Resort 14

MSAE Thanks These Advertisers for Making This Publication Possible

Lunch & Learn Series: 11:45 a.m.

October 20 Capital Club, Jackson

November 17 Capital Club, Jackson

Tuesday’s Cocktails & Conversations: 5:00 – 7:00 p.m.

October 19 Hilton Jackson, Jackson

November 16 Hilton Jackson, Jackson

2010 Joint Conference: September 19-21 Mobile Bay Conference Center

Holiday Reception: Dec. 15Location TBA

2011 Mid-Year Conference: May 1-3, 2011Vicksburg, MS

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