International Young People’s Union

Pentecostal Assemblies of the World, Inc.

2010-2014 Administrative Policies and Procedures

Handbook

International Young People’s Union Pentecostal Assemblies of the World, Inc.

2010-2014 Administrative Policies and Procedures

Handbook

This manual sets forth a number of requirements, responsibilities, authorities, definitions, and procedures of IPYPU administrative personnel.

Prepared by: Christopher D. Collier, President

Edgar Usher, Vice President MarQuita L. Danzy, Chief of Staff Malaika Brown, Convention and Facility Director Baron Poitier Eric Jefferson Kim Parker

Table of Contents

Introduction Section 1 Administrative Procedures

1.1 Job Titles and Descriptions 1.2 Personnel Record Procedures 1.3 Correspondence Procedures 1.4 Service Rules and Guidelines 1.5 Dress Code Procedures 1.6 Form Development Procedures 1.7 Security and Safety Procedures 1.8 Complaint Procedures

Section 2 Election and Appointment Procedures

2.1 Election Procedures 2.2 Appointment Procedures 2.3 Separation Procedures

Section 3 Events and Program Development Procedures

3.1 General Planning Procedures 3.2 Convention and Conference Planning Procedures 3.3 Regional Conference Planning Procedures 3.4 Concerts and Special Events 3.5 Program & Planning Inclusion Procedures 3.6 Marketing and Advertising Efforts

Section 4 Budget and Compensation Procedures

4.1 Budget Management Procedures 4.2 Contract Compliance, Honorarium and

Love Offering Procedures 4.3 Consolidated Budget Reconciliation Procedures

Exhibit Table of Contents

Section 1 Administrative Procedures

A. Personnel Application and Registration Form B. Job Titles and Description Guide C. Organizational Chart D. Authorization Guide E. Complaint Form F. Performance Appraisal Form G. Disciplinary Action Form H. Seven Tests of Just Cause I. National Communion Service Attire Guide

Section 2 Election and Appointment Procedures

A. Election Candidacy Application B. Separation Letter Sample

Section 3 Events and Program Development Procedures

A. Programming Inclusion Request Form B. Regional Conference Operating Procedures C. Regional Program Authorization Form D. Program Planning Worksheet E. Marketing Services and Checklist F. Marketing Services Request Form

Section 4 Budget and Compensation Procedures

A. Budget Inclusion Request Form B. Reimbursement Request Form

Introduction

The 2010-2014 Administrative Policies and Procedures Handbook has been developed to provide the IPYPU staff with answers to the more frequently-asked questions regarding administrative processes by setting forth a number of requirements, responsibilities, authorities, definitions, and procedures. Included are descriptions of positions, ministry services, form, approval and reporting instructions. As so established in the organizational (By Laws), all authority to manage and supervise personnel is retained to the President, or IPYPU Chairman. In fulfilling this responsibility, the President, or their designees, may exercise their authority consistent with these policies and procedures. The organization may establish additional policies and procedures necessary for staff management that further amplify and are consistent with the (By Laws). Such policies and procedures as established by the organization shall be submitted to the IPYPU Chairman annually during the IPYPU business session at the PAW Inc. Summer National Convention, who shall review them for consistency with these governing policies and procedures and maintain them on file. It shall be the responsibility of each division Director to ensure that all staff members under their supervision have access to such policies and procedures, which will be made conveniently available at www.ipypu.org. If the handbook does not sufficiently answer a question, please contact the appropriate staff member or Chief of Staff for additional information. All contact information can be found in the Personnel Contact Guide in Exhibit C of Section 1.

Section 1

Administrative Procedures Section 1.1 Job Titles and Descriptions

There are three levels of management in the IPYPU administrative structure, which include executive directors, directors and coordinators. These levels are defined as follows: Executive Directors – Leaders that deal with multiple groups and communicate vision. Their job is to decide where the organization is going. With a sense of mission, some vision, and energy to the system, their job is also to set organizational goals, either themselves, or collaboratively with the Directors and Coordinators. They make hire/fire decisions. Directors – Leaders that deal with single groups and priorities. Their job is to allocate resources to the most important projects and initiatives; take things that Executive Directors have defined as important and make them happen. They recommend and execute hire/fire decisions. Coordinators – Leaders that deal with individuals and tasks. Their job is to do the best they can with the situations they're given to coordinate. They recommend and execute hire/fire decisions. Several standard duties expected of every individual serving the IPYPU, either through the election process or presidential appointment, include the following:

1. Support the Vision and Mission for the IPYPU and the implementation of such as directed by the IPYPU President

2. Perform duties in the spirit of excellence as prescribed and assigned by the IPYPU President

3. Maintain enthusiasm among staff and constituency 4. Directors: Provide a detailed report of division duties,

successes, areas for improvement, and recommendations to the President and Chief of Staff at the close of every event.

Refer to the Job Titles and Description Guide in Exhibit B of Section 1 for a full list of job titles, descriptions, duties and responsibilities. References: Sect. 1, Exhibit B – Job Titles and Description Guide Organizational Relationships The IPYPU Organizational Chart (Sect. 1, Exhibit C) is a diagram that shows the structure of the organization and the relationships and relative ranks of its parts and positions. As identified in the chart below, Four Core Teams contain all the divisions of the IPYPU administration. Team One: Team Three: Team Leader: Chief of Staff 1. Corporate Sponsorship 2. IPYPU Officers (All Elected and Appointed) 3. Marketing and Advertising Director 4. Music and Sacred Arts

Team Leader: Convention and Facility Director 1. Guest Services 2. Security 3. Registration 4. Volunteers *All Hotel accommodations fall under this team

Team Two: Team Four: Team Leader: 1. IPYPU Program Committee (Christian Education, WOW, IPYPU Teens, Outreach and Evangelism) 2. Transportation *Please note: the Convention Coordinator should also be included in with the workings of the programming committee

1. Team Leader: Executive Regional Director

2. Regional Directors

Reference: Sect. 1, Exhibit C – Organizational Chart Chain of Command The chain of command is the line of authority and responsibility along which orders are passed. Orders are transmitted down the chain of command, from a higher-ranked position, such as a President or Chairman, to lower-ranked personnel who either execute the order personally or transmit it down the chain as appropriate, until it is received by those expected to execute it.

Reference: Sect. 1, Exhibit D – Authorization Guide

Section 1.2 Personnel Record Procedures

Personal Information The personal information obtained by the IPYPU depends on the position and nature of the position held. Generally, the information includes your name, address, phone number, social security number and date of birth. We use your personal information to perform functions necessary to administer the services governed by the PAW Inc. These functions include account creation, receivables and payables, contract execution, etc. On occasion, your personal information is used for reporting or other functions required or permitted by law. The IPYPU will not disclose any of the information we collect to other parties. If in the future we expand our organization to include sharing your personal information to affiliates or non-affiliates for services that are outside the scope of what is permitted under the law, we will issue new privacy notices to all our customers explaining the parameters of the expansion. References: Sect. 1, Exhibit A – Personnel Application and Registration Form Performance Appraisal Each staff member of the IPYPU will be subject to an annual performance appraisal based on objectives that support the overall strategic mission established by the rating official or Chief of Staff. This process will allow monitoring and evaluation of employee performance, and use performance as a basis for appropriate personnel actions, including rewarding noteworthy performance and taking action to improve less than successful performance. Performance management is the systematic process of:

planning work and setting expectations continually monitoring performance developing the capacity to perform periodically rating performance; and acknowledging good performance

A performance appraisal, employee appraisal, performance review, or development discussion is a method by which the job performance of a staff member is evaluated (generally in terms of quality, quantity, and time) typically by the corresponding Director or Chief of Staff. A performance appraisal is a part of guiding and managing career development. It is the process of obtaining, analyzing, and recording information about the relative worth to the organization. Performance appraisal is an analysis of recent successes and failures, personal strengths and weaknesses, and suitability for promotion or further training. Managing staff performance is an integral part of the work that all rating officials perform throughout the year. It is as important as managing financial resources and program outcomes because staff performance or the lack thereof, has a profound effect on both the financial and program components of the organization. Reference: Sect. 1, Exhibit F – Performance Appraisal Form Disciplinary Action All staff members are expected to meet performance standards and behave appropriately while serving the IPYPU. Disciplinary or corrective action is a process of communicating with a staff member to improve unacceptable behavior or performance. Disciplinary action will be taken when other methods, such as coaching and performance appraisal, have not been successful. In cases of serious misconduct, the executive staff may choose to proceed straight to disciplinary action. Reviewing the Seven Tests of Just Cause (see Sect. 1, Exhibit F) before taking disciplinary action will help determining whether discipline is the best approach to problem-solving in a particular situation. It is prudent to consult the Chief of Staff before initiating disciplinary action. Reference: Sect. 1, Exhibit G – Disciplinary Action Form Sect. 1, Exhibit H – Seven Tests of Just Cause

Section 1.3 Correspondence Procedures

THE SECRETARIAL STAFF IS RESPONSIBLE FOR PRODUCING ALL OFFICIAL CORRESPONDENCE OF THE IPYPU AND ITS PRESIDENT; CHIEFS OF STAFF ARE TO BE COPIED ON ALL CORRESPONDENCE

All correspondence related to IPYPU business is to be produced by the Secretarial Team (i.e. speaker, artist, and site requests and confirmations) to ensure consistency. This will also allow appropriate means for checks and balances. The Secretarial Team will be responsible for obtaining Presidential approval before sending out any correspondence, while copying the Chiefs of Staff. Not to be mistaken with processes followed by State Presidents and Regional Directors, this clause is specific to IPYPU general programming and correspondence. State President should follow whatever procedures have been set in place by their Diocesan Bishop and/or Council Chairman, while Regional Directors refer to the Regional Conference Operating Procedures. References: Sect. 3, Exhibit B – Regional Conference Operating Procedures

ALL EMAIL REQUESTS BETWEEN STAFF MUST INCLUDE THE NEED, DELIVERY SPECIFICATIONS

AND A PROPOSED DELIVERY DEADLINE. Communication between staff is very important for successful working relationships. In order to hold workers accountable for the various tasks that they take responsibility of, we must ensure that they have every tool they need to complete the task. Therefore, every task assignment administered by a Director must be in writing for later reference and have the following elements identified: 1. task description; 2. person responsible; 3. necessary resource information; 4. deliverable specifications; and 5. deadline for delivery. Requests should be submitted at least two weeks in advance to ensure timely delivery. Whenever tasks are being assigned across divisions, the Chiefs of Staff are to be copied.

ALL EMAIL REQUESTS REQUIRE A 48 HOUR RESPONSE FROM THE REQUESTED.

Responses should at least confirm receipt of the request, acceptance or denial of the assignment, and the expected time of delivery. Be mindful that when an assignment is accepted, the requested has accepted responsibility of completing the assignment in the timeframe established. Any change to this commitment should be communicated immediately. Conference Calls

As a means to communicate with a larger number of individuals simultaneously, scheduling a conference call is a free option. When scheduling a call, the call phone number and code should be established, then communicate the date, time and time zone, phone number, code and agenda to invited individuals. All above stated details, outside of the agenda, should be embedded in the body of the email or text to ensure receipt. Feel free to refer to the Secretarial Team for setup instructions and assistance or view www.freeconferencecall.com.

Section 1.4 Service Rules and Guidelines

Professionalism and the “Spirit of Excellence” Professionalism is an essential component in ministry that refers to a person doing his job with sincerity, and maintaining professional etiquette and professional ethics. It leads to logical and completely unbiased decision making, making it the basis of a good work environment. Its root lies in those who do their work with quality and quantity in mind.

Professionalism in ministry is important to ensure good performance by all. If everyone is professional, everyone will do the best they can at their job.

Professionalism in ministry is required to ensure a good team spirit. If people work professionally, they will know how to value their organizational goals, along with their personal ones.

Professionalism is required to keep all the staff motivated. Happy staff members are positive brand ambassadors for the organization.

Professionalism is the axis around which any organization revolves. Without this axis, the organization will be lost in the galaxy of politics, mind games and blame games.

Customer Service Good customer service is another essential component in ministry. You can offer good services and prizes to bring in as many people as possible, but unless you can get some of those people to return and/or make permanent changes, the organization will not be relevant for long. Good customer service is all about bringing people back. And about sending them away happy – happy enough to pass positive feedback about the organization along to others, who may then

consider future participation in programs and in turn become repeat participants. Providing good customer service can be a simple thing if the organization consistently does these things:

1. Answer every call for assistance; 2. Don’t make promises unless you WILL keep them; 3. Listen to your constituents and supporters; 4. Deal with complaints; 5. Be helpful - even if there’s no immediate profit in it; 6. Train staff to be helpful, courteous, and knowledgeable; 7. Take the extra step.

Section 1.5 Dress Code Procedures

It is the desire of the IPYPU that ministry/work attire should complement an environment that reflects an efficient, orderly, and professionally operated organization. This policy is intended to define appropriate “business attire” during normal business operations and “casual business attire” otherwise. The key point for compliance with the dress code is the use of common sense and good judgment. If you question the appropriateness of the attire, it probably isn’t appropriate. Requests for advice and assistance in administrating or interpreting this guideline should be directed to the Chief of Staff. Business Attire Appropriate business attire for staff includes the following: Men: Women: Blazers, suits, or sport coats Dress slacks Ties Dress shirts with buttons and

collars Dress shoes

Dresses Skirts Dress slacks Blouses Dress shoes Sweaters Nylons or stocking

Business Casual Attire Appropriate business casual attire for staff includes the following:

Men: Women: Sport coats or blazers Slacks, Chinos, Dockers or

denim jeans Polo shirts with collars Oxford button-down shirts Sweaters and cardigans Loafers and huaraches

Dresses Skirts or denim skirts Slacks Polo shirts Loafers and huaraches Sweaters

Black Tie & Formal Attire A Black Tie Event calls for formal attire. Men wear tuxedos, women wear cocktail, long dresses or dressy evening separates. In some situations, when a tuxedo cannot be obtained, a plain dark suit (i.e. black, navy, Charcoal) is substitutable. National Communion Service Attire All male clergy should be dressed in their “Respective Clergy Attire.” Sisters are asked to wear white during the Communion Service. Brothers are asked to wear a black business suit, a black clergy shirt/shirtfront, black shoes, black socks, and a black belt. (Note: Please avoid embellishments on the suits and your shoes should be polished at all times.) All brothers and sisters in ministry are asked to please remain modest in jewelry (conservative cuff links, one (1) bracelet, no flashy rings, and a small watch) when dressed in “Civic Attire” – The Garments of Clerical Humility. Reference: Sect. 1, Exhibit I – National Communion Service Attire Guide Inappropriate Attire Inappropriate attire for staff includes the following: Cutoffs Athletic wear (spandex or

lycra) Tank, tube and halter tops Underwear as outerwear

Midriff length tops Provocative attire Off-the-shoulder tops Workout clothes

Personal Hygiene It is very important that staff members understand the importance of personal hygiene. The IPYPU believes that personal hygiene has

an important role to play in a person’s development of self worth, interpersonal relationships, and attitudes towards society. It is important that individuals develop positive attitudes towards hygiene so that they are able to interact with others to their maximum potential. Acceptable hygiene includes a clean body, clean hair, clean clothes, clean teeth and fresh breathe.

Section 1.6 Form Development Procedures

Directors and Executive Directors are free to create forms in order to more efficiently obtain information. Forms designed for national use should be reviewed by the Chiefs of Staff and then provided to the Marketing and Advertising Team for posting to www.ipypu.org.

Section 1.7 Security and Safety Procedures

Hazard Prevention and Control It is the responsibility of the facility manager or designee to address and correct hazardous conditions. All hazardous conditions observed by IPYPU staff must be immediately communicated to the Convention and Facility Director at national events or the Regional Director at regional events. These Directors are responsible for communicating the observation to the facility manager or designee. Medical Emergencies and Record Keeping Critical natured incidents can be defined as events or situations that have sufficient emotional power to overcome the usual coping abilities of people working. Critical incidents are characterized by demands for which staff may not have been prepared or are outside their normal routine. These incidents may also affect the staff or an entire event setting. An emergency response to such incidents may consist of contact police, fire, or medical authorities. All associated costs to an emergency response are the responsibility of the emergency service recipient. The IPYPU will not accept any financial responsibility for emergency services. Recipients have the right to deny emergency services. Reporting and Record Keeping

Any and all incidents of a critical nature at a national event must be immediately communicated to the Chiefs of Staff. On a regional level, incidents must be communicated to the Regional Director. It is the responsibility of the staff to access the level of response needed in a particular incident and fulfill such a response. In the event that a parent, guardian, or relative authority is present to access the response need, IPYPU staff forfeits all responsibility.

Section 1.8 Complaint Procedures

Grievances and Complaints As a staff member, you have the right to communicate a grievance by discussing the grievance with the Chief of Staff. As a staff member, you also have the right to file a complaint, which is usually more formal than a grievance. If you feel that you need to communicate a grievance or file a complaint, you must discuss the nature of your concern with the Chief of Staff, who in turn will provide guidance in further communicating areas of correction. Further communication to associated staff will be done in writing by the Chief of Staff. Reference: Sect. 1, Exhibit G – Disciplinary Action Form Sect. 1, Exhibit E – Complaint Form

Section 2

Election and Appointment Procedures

An election is the formal decision-making process by which the organization chooses individuals to hold office. Elections have been the usual mechanism by which modern representative democracy operates since the 17th century and the process continues today.

WORKERS ARE VOLUNTEERS! Before running for an office or considering accepting an appointment, it is very important to realize that all workers of the IPYPU are performing their duties on a voluntary basis. This means a candidate is accepting the associated duties of their own free will, without constraint or expectation of reward.

Section 2.1 Election Procedures

Nominations IPYPU registered members are encouraged to submit nominations for the following offices: President, Vice President, Secretary, Assistant Secretary, Treasurer, and Assistant Treasurer. Nominations are received at the PAW Inc. National Summer Convention one year prior to an election year. Elections will take place at the National Summer Convention. The next election will take place in the Summer of 2014. In order to be eligible for an office, the candidate must be a member of the PAW Inc. and in good active standing with their local church and council. In order to be eligible for the office of President, the candidate must also sit as Chairmen of their council's Young People's Union.

Nominees must provide personal contact information at the time of the nomination for future correspondence and instructions, which includes: name, address, phone numbers, email addresses, church name, pastor's name, church address, etc. Such information can be provided by a representative of the nominee. All elected officers will resume the responsibility of such office immediately following the Convention of that election year and serve consecutive years the length of the term. Reference: Sect. 1, Exhibit C – Job Titles and Description Guide Committee Assignments Surrounding officer elections, two committees will be formed that include the Screening and Balloting Committees. These two committees will be created by appointment or recommendation from the floor at the time of receiving nominations. The Screening Committee is responsible for reviewing Candidate Screening Package submissions and verifying there contents. Candidates that have completed and submitted all required documents will be recommended to the Balloting Committee for inclusion in the 2010 Elections. Furthermore, the Screening Committee will provide an opinion of each candidate’s ability to perform the duties of their position of candidacy. The Balloting Committee is responsible for coordinating election activities with the PAW Inc. and verifying the final count of ballots received. The Balloting Committee will also present the election results to the President. Candidacy Application and Review To be eligible for public office, the candidate must submit a Candidate Screening Eligibility Package in accordance with the date established by the Screening Committee. The mandatory items of the package include an Authorization Form and resume.

The Authorization Form must be completed by the candidate's appropriate authorizer. Candidates should make sure the form has been signed by their Pastor or Diocesan Bishop. If a candidate is a Pastor, then their Diocesan Bishop should be the authorizer.

A resume, which includes ministerial and business credentials and a headshot must be submitted. A business resume is a brief, concise document that presents and

effectively sells a candidate’s most relevant and positive credentials.

Additional package content could include a biography, a survey, or whatever other document is needed to obtain sufficient information from each candidate.

The list of the eligible candidates approved by the Screening Committee will be officially published on www.ipypu.org for further review by the IPYPU constituency. Reference: Sect. 2, Exhibit A – Election Candidacy Application Elections Election detail (i.e. time, location, instructions, etc.) will be made available for constituent review at www.ipypu.org and at the IPYPU ministry table provided at the convention/election site.

Section 2.2 Appointment Procedures

All staff is determined by an election or presidential appointment; the President will solely approve all staff appointments. Current staff may recommend an appointment, but the appointment is not official until established by the President. Furthermore, recommendations for appointment should be forwarded via email to the Chiefs of Staff, including a description of needs and qualification of the individual to meet the needs, for verification and to obtain the presidential approval.

Section 2.3 Separation Procedures

Although we hope your office or appointment with the IPYPU will be a mutually rewarding experience, we understand that varying circumstances do cause staff members to voluntarily resign or be involuntarily dismissed. Should this time come, staff is encouraged to submit a written notice of voluntary resignation to the Director at least two weeks prior to the effective date of dismissal, stating the reasons for the resignation. If the staff member is dismissed involuntarily, the Director is responsible for communicating the dismissal, along with an explanation, in writing. Both types of correspondence should be copied to the Chief of Staff. References: Sect. 1, Exhibit G – Disciplinary Action Form Sect. 2, Exhibit B – Separation Letter Sample

Exiting Meeting All exiting staff will be scheduled for an exit meeting with the Director to close and reassign all opened assignments, along with provide an opportunity to discuss any questions or concerns related to appointment with the IPYPU. By request, the Chief of Staff can be incorporated into this meeting and transitional period.

Section 3

Events and Program Development Procedures

Program planning is important and valued in our organizational system. The Program and Regional Directors should consider the following needs when designing and reporting program efforts back to the President, Chief of Staff and Executive Regional Director.

Section 3.1 General Planning Procedures

Developing a Program The following developmental needs must be satisfied to ensure the success of each program:

1. Need to identify the goals of the President; 2. Need to identify the target population, date, time, duration,

and location; 3. Need to identify resources (i.e. budget, publicity materials,

staff, co-sponsors, etc.) and restraints to bring planning effort into perspective and ensures that planning is performed both with people and for people;

4. Need to determine objectives by analyzing the goals and breaking them into workable parts around which a program and activities are developed;

5. Need to design the program by focusing on the methods and activities that will bring about the desired outcomes;

6. Need to implement the program objectives, methods, and activities.

ALL NATIONAL EVENT PROGRAMS

MUST BE PRE-APPROVED BY THE PRESIDENT.

Please note that the initial approval of a program is not the final approval, but only 1 of a 3 phased approval process… Initial Concept Approval: Approval of the proposed program must be received before contacting the Convention & Facility Coordinator or reaching out to any program participants (i.e. speakers, presenters, artists, etc.). After obtaining initial approval, program participants should only be contacted to determine availability and to acquire rider/contract requirements. Contact with program participants should include the following:

1. Purpose for contact 2. Credentials of contactor and organizational information 3. Event details (i.e. date, time, location, etc.) 4. Inquire regarding the service (i.e. choir to sing, group to

dance, etc.) and date availability 5. Instructions for submitting a response and references (i.e.

ministry rider and requirements, ministry website, published articles, etc.)

6. Statement of intent (i.e. "I am pleased to share your response with IPYPU leadership. If and when we are ready to make an official ministry request, I will contact you again with an offer. Please be advised, the IPYPU is not committed to your involvement in the aforementioned program until an offer has been presented and agreed on in writing.")

7. Note: Correspondence should be copied to the President, Chiefs of Staff, and Secretarial Team.

Secondary Financial Approval: Approval of all estimates, bids, riders and/or contracts are to be reviewed by the Chiefs of Staff and presented to the President for approval. After approved, a cost summary, including all estimates, bids, riders and/or contracts, must be immediately forwarded to the Finance Team for review and recommendations. Final Program Approval: A final approval from the President will be rendered after reviewing all costs and program details, which includes contract and Finance Team reviews. A confirmation letter must be forwarded to all approved program participants, which is then to be followed up via email or phone to confirm receipt and to serve as a reminder closer to the event. As established in Section 1.3, the Secretarial Team will compose and distribute all official correspondence to program participants. Such correspondence should include the following:

1. Purpose for contact 2. Credentials of contactor and organizational information

3. Event details (i.e. date, time, location, etc.) 4. Confirmation of service (i.e. choir to sing, group to dance,

etc.) 5. Outline parameters of agreement 6. Instructions for submitting a response of acceptance or

decline 7. Statement of intent 8. Note: Correspondence should be copied to the President,

Chiefs of Staff, and appropriate Director (i.e. Programming, Christian Education, etc.).

ALL REGIONAL EVENT PROGRAMS

MUST BE PRE-APPROVED BY THE EXECUTIVE REGIONAL DIRECTOR.

Program approval must be received before contacting a facility or reaching out to any program participants (i.e. speakers, presenters, artists, etc.). Finances for the Program Each event requires the creation of a budget, which must be approved. For example, national event budgets are created by the Finance Team and approved by the President, but regional budgets are created by the Regional Director and approved by the Executive Regional Director. These approvals are necessary to ensure that all participating vendors and service providers are paid in a timely manner, along with successful processing of reimbursement requests. Try to stick to your budget as closely as possible. References: Sect. 4 – Budget and Compensation Procedures Sect. 3, Exhibit D – Program Planning Worksheet Executing the Program When preparing a program, the plan that was created when developing the program should be followed; the plan should very easily transform into the program script. Choose a date and time, reserve a location, purchase or assemble food or other materials, and publicize your program to the appropriate target population(s). (Note: Events planned under the banner of the IPYPU should be publicized at www.ipypu.org. Several additional social networks are also available. Each tool can be accessed through the Marketing and Advertising Team.)

Section 3.2 Convention and Conference Planning Procedures

The Program Director and Convention and Facility Director are the two primary players for national events. Between the two, all aspect of the program are approved and confirmed, from facility rentals, program participants, budget coordination, and marketing coordination. Several supporting divisions (i.e. hospitality, transportation, security, etc.) come together to work the plan, facilitate the program details, and to ensure a final product worthy of the IPYPU brand is presented to participants. Additional staff to consider during planning includes the following: Finance Team, Minister of Music, Teen Director, Outreach Director, Christian Education Director, Corporate Sponsorship Director, Marketing and Advertising Director, Volunteer Director, Security Director, and Guest Services Director. (Note: All official correspondence should be copied to the Chiefs of Staff.) Reference: Sect. 3, Exhibit A – Programming Inclusion Request Form

Section 3.3 Regional Conference Planning Procedures

All Regional Directors, staff and supporters should review the detailed description of Regional responsibilities and procedures in the Regional Conference Operating Procedures. This document, produced by the Executive Regional Director and committee, will guide all workers through the process of organizing, staffing, planning, and financially supporting all regional efforts. To obtain a copy of the procedures guide, contact the Executive Regional Director or view www.ipypu.org. References: Sect. 3, Exhibit B – Regional Conference Operating Procedures Sect. 3, Exhibit C – Regional Program Authorization Form Sect. 3, Exhibit D – Program Planning Worksheet

Section 3.4 Concerts and Special Events

At the request of the Program Director, concerts and special events will be planned by assigned personnel (i.e. Minister of Music, Concert Coordinator, etc.). Planners, before initiating the research process, should consider the projected budget and then create a task list; a list of all the intricate details needed to create a

lucrative, spiritually uplifting, and seamless event. Before selecting and confirming artists, the artist and associated cost must be approved by the President and Program Director. Before confirming artists, the contracts should be reviewed by the Chiefs of Staff. It is necessary to coordinate with the Marketing and Advertising Director for media design and printing needs. Even if there is a desire to use an outside vendor, the Marketing Team must be made aware of all marketing activities. Ticket prices will be established by the President, Program Director and Treasurer. Additionally, VIP seating will be reserved for special guest, PAW delegates, State Presidents, IPYPU staff, and VIP ticket holders unless otherwise communicated by the President or Program Director. Event Security Security personnel will be assigned to a pre-determined door to facilitate access to all pre-approved guest and VIP attendees based on a pre-approved list. The Chiefs of Staff, as directed by the President, in conjunction with the Security Director, will create and manage all special access lists. All event participants (i.e. artist, musicians, vendors, etc.) should be submitted for approval at least two weeks in advance. Last minute inclusions will only be accepted by the President or Chiefs of Staff, as directed by the President. NO NAME = NO ACCESS.

Section 3.5 Program & Planning Inclusion Procedures

Please contact the Program Director with any program suggestions, proposals and resources. At the Program Director’s discretion, program items will be approved and organized. Submit the Programming Inclusion Request Form for consideration. Reference: Sect. 3, Exhibit A – Programming Inclusion Request Form

Section 3.6 Marketing and Advertising Efforts

The Marketing and Advertising Team will take the lead in communicating the energy and personality of the IPYPU with attractive and modern visual presentations. The goal is to make the personality that identifies IPYPU and how it relates to key constituencies (i.e. customers, staff, partners, investors, etc.)

relevant. With the use of an independent internet presence, several social networks (i.e. Facebook, MySpace, and Twitter), advertisement investments and various promotional opportunities, the Team will work to build a brand that captures the attention of young people and supporters around the world. The Marketing and Advertising Director will facilitate the production of all national promotions, including all pieces designed outside of the Team. A final approval must be obtained by the President before producing and/or publishing any piece to the public. All divisions of the IPYPU are responsible for contacting the Marketing and Advertising Director about visual needs and deadlines. The Marketing and Advertising Team budget will include the production of all elements of national events. Reference: Sect. 3, Exhibit E – Marketing Services and Checklist Sect. 3, Exhibit F – Marketing Services Request Form

Section 4

Budget and Compensation Procedures

The Finance Team coordinates budget planning activities, conducts special analytical studies, produces short- and long-range forecasts of the organization's budget, and produces and monitors the current year's budget. The associated staff includes the elected Treasurer and Assistant Treasurer, along with any appointed staff support. The Finance Team, lead by the IPYPU Treasurer, is responsible for submission of the budget to the PAW Inc. Treasury Department. Only those budget requests which have been approved by the Finance Team will be submitted to the parent body. The preparation of the annual budget is to be directed by the Finance Team, which designates the forms to be used in the process. Budget requests are to be submitted to the Finance Team by the date established by the Treasurer. Budget requests are also to be presented to the Finance Team by the Director of each division. The Finance Team will review the requests and provide recommendations to the Director and/or President.

Section 4.1 Budget Management Procedures

Budget Approval The Finance Team is required to develop a proposed budget for all national events, including all expect expenditures and daily projected income. The proposed budget must be presented to the President for review, changes and recommendations at least 45 days before the event. A final budget, with all Presidential changes, must be presented again at least 15 days before the event. Qualifying Budget Line Items

It is important to note that NO INVOICE WILL BE PAID OR REIMBURSEMENT REQUEST SATISFIED WITHOUT PRE-BUDGET APPROVAL by the President and Finance Team. To avoid delays and confusion, submit your proposed expenses for approval before completing any transaction and be prepared to provide all receipts for each approved purchase. Again, all workers of the IPYPU are performing their duties on a volunteer basis. Therefore, in the event that staff is being compensated or granted a love gift for service, which is at the discretion of the President, the amount will reflect the time, effort and results produced through work assignments. No longer will a title be the justification for compensation, but every member of the staff is expected to be a working member of the staff; PAID STAFF IS WORKING STAFF. Budget Inclusion Notice For inclusion in an event budget, all expenses must be pre-approved by the President and Finance Team. A Budget Inclusion Request Form should be submitted to the Finance Team for approval; the Finance Team will acquire the presidential approval and forward a judgment to the request via email. Inclusion requests that directly relate to a national program must be approved by the Program Director prior to contacting the Finance Team. Reference: Sect. 4, Exhibit A – Budget Inclusion Request Form Expense Advance Payment Advance payments of approved budget items must be approved by the President and are coordinated by the Finance Team and PAW General Treasurer. Payments will be considered according to available funds.

Section 4.2 Contract Compliance, Honorarium and Love Offering Procedures

Payment Disbursement and Retrieval The event facilities and vendor payments are the IPYPU’s priority. It is our responsibility to ensure that every contract is satisfied and outside vendor is paid as agreed or invoiced. After facility and vendor expenses have been allocated, then pre-approved

reimbursements will be allocated. Again, no invoice will be paid or reimbursement request satisfied without pre-budget approval. Finally, after the above referenced expenses have been satisfied and at the discretion of the President, honorariums and love offerings will be allocated. Reference: Sect. 4, Exhibit B – Reimbursement Request Form Federal Tax Form A Federal Tax Form (W-9) is required by all vendors, staff members, and individuals being compensated for service. A copy of the form can be obtained by contacting the Finance Team. Reissuing Payment The reissuing of payments is at the discretion of the PAW Inc. General Treasurer and requests must be directed to the IPYPU Finance Team. In most cases, the Finance Team will work with the General Treasurer to confirm non-payment, cancel the issued check, request a reprint of the check, and forward a new check to the appropriate person.

Section 4.3 Consolidated Budget Reconciliation Procedures

The Finance Team is required to maintain the approved budget for all national events, including all confirmed expenditures and daily income. During the event, a report of current balances must be presented to the President with recommendations and expectations 30 minutes before every major service or as requested. Upon concluding the event, a reconciled report, confirmed by the designated CPA and the PAW Inc. General Treasurer, of expenditures and income is due at the latest 45 days after the event. Regional Directors, please refer to the Regional Conference Operating Procedures, Section III "Finances," attached as Exhibit B of Section 3, for Regional Conference procedures. The Finance Team is required to produce a quarterly financial report, including the balances of all IPYPU and regional accounts, of expenditures and income. These reports must be verified by the designated CPA.