standard operating procedures - kansas · pdf file =e1s6 b. file: . kansas association of...

STANDARD OPERATION PROCEDURES

Kansas Association of Mappers Effective Date: January 1, 2012

Revision: 3.3 Revision Date: August 14, 2013

TABLE OF CONTENTS 1) Authority 2) Policies and Procedures 3) Description and Duties of Executive Board 4) Responsibilities of Standing Committees 5) Calendar

Kansas Association of Mappers Standard Operating Procedures

Revision 3.3 08.14.2013 Page 1

Track Changes Date Section Change Author 10/06/2011 Original Document Amber Reynolds

11/02/2011 Updates to Committee Duties Amber Reynolds

12/20/2011 Updates to Publication Duties Eileen Battles

2/20/2012 Updates to President, Treasurer, Board, Web Administrator, Program, Designations, Program, Publications Committee Duties

Eileen Battles

6/18/2012 Multiple updates Eileen Battles, Dan Rose, and Lee Allen

01/17/2013 Multiple updates Gail Ogle

02/22/2013 Added individual calendars for executive board and key committees; changed newsletter publication dates

Gail Ogle

08/14/13 Added password change duties to President Gail Ogle



This Standard Operating Procedures (SOP) manual documents the routine operations of the Kansas Association of Mappers (KAM) to ensure the ease and efficiency of KAM business. Some of the information in this SOP may expand on Constitution and/or Bylaw directives. However, this related information is clarification of schedule and scope. This SOP must be modified to reflect any changes in the Constitution and/or Bylaws.

1) Authority The KAM Executive Board and all related Committees shall conduct business as referenced in the Constitution, Bylaws and this SOP. The Executive Board may modify this SOP as necessary. The SOP shall be reviewed annually by the Executive Board.

2) Policies and Procedures

a. Bank Accounts

i. KAM bank accounts are held by Bank of America. ii. All banking accounts shall be transferred to the new Treasurer and

current President by February 1 the year following a newly elected Treasurer. Treasurer’s duties are not transferred until January 1 of the year following election.

b. Budget

i. The KAM fiscal year shall be January 1 – December 31.

ii. The KAM Treasurer will have a Financial Annual Report to the Executive Board by January 15 of each year.

iii. The KAM Treasurer will have a budget skeleton and previous year’s fiscal

report to the Committees by January 15.

iv. All KAM Committees will have their budgets to the Treasurer by February 15 of each year.

v. The Treasurer will present a proposed budget to the Executive

Committee by March 1 of even years.

vi. The Executive Board will discuss and approve budget proposals at the closest meeting after March 1.



c. Registration i. Logos

1. The logos of KAM (KAM Star, KM, PKM and KGISD) should be registered with the Kansas Secretary of State’s Office as “service marks”.

2. The Treasurer should ensure these logos are registered in December of each calendar year.

3. Service Mark Numbers: a. KAM Star: 14065 b. KGISD: 17955 c. KM: 17956 d. PKM: 17957

4. To view KAM’s status a. Status:

http://www.kssos.org/business/trademark/trademark_search.aspx

b. Form to renew service marks: http://www.kssos.org/forms/business_services/TSR.pdf

ii. Annual Business Report

1. The Treasurer must file an annual report with the Kansas Secretary of State in June of each year.

2. KAM’s Kansas Business ID is: 0999516 3. To view KAM’s status and file online with Kansas

a. Status: https://www.kansas.gov/bess/flow/main?execution=e1s3

b. File online: https://www.kansas.gov/annual-reports/index.do

iii. Resident Agent

1. The Treasurer will serve as the Resident Agent for KAM. 2. The Treasurer will complete this form by January of the year

following the year of election. For example, Treasurer elected in September 2011, the form must be completed by January 2012.

3. The Address used must be in Kansas. 4. With the election of a new Treasurer, the new Treasurer must file

a Change of Registered Office with the Kansas Secretary of State. 5. To view KAM’s status and file:

a. Status: https://www.accesskansas.org/bess/flow/main?execution=e1s6

b. File: http://www.kssos.org/forms/business_services/NRO.pdf



http://www.kssos.org/forms/business_services/TSR.pdf

https://www.kansas.gov/bess/flow/main?execution=e1s3

https://www.kansas.gov/annual-reports/index.do

https://www.accesskansas.org/bess/flow/main?execution=e1s6

https://www.accesskansas.org/bess/flow/main?execution=e1s6

http://www.kssos.org/forms/business_services/NRO.pdf



d. Taxes i. A federal tax return must be filed on behalf of KAM by August 15 of each

calendar year.

ii. KAM’s FEIN is: 48-1053940 iii. The Treasurer must file a 990-N (e-Postcard) at

1. https://epostcard.form990.org/frmAdminLoginActivate.asp?A=B487710y962271tEy

2. KAM already has an account set up. For that information, contact the current Treasurer.

e. E-mail and Website i. The official KAM e-mail shall be: [email protected].

ii. The official KAM website domain shall be: www.kansasmappers.org. f. KAM “Swag” Vendors

i. Every effort shall be made to solicit bids to obtain the best quality KAM-logo’d publications, supplies, prize giveaways, and other similar paraphernalia, and at the best competitive prices.

g. Vendor Accounts List (“swag”, publication materials, vendor accounts, etc.) i. A listing of all current/past vendors for KAM materials and “swag” shall

be compiled and made available to Executive Board Members. Information for usernames and logins shall be part of this list and maintained throughout the year as new vendors are added.

3) Description and Duties of Executive Board

In addition to duties and procedures governed by the KAM Constitution and Bylaws, the Executive Board shall perform the duties outlined below.

a. President

i. See Constitution Article V.1

ii. Shall schedule meetings.

iii. Shall be the signatory for contracts.

iv. Shall solicit bids for conference management in the fall of each year for the annual Conference.

v. Inventory and store KAM property.

vi. Answer email correspondence or disseminate to appropriate members

for reply.

https://epostcard.form990.org/frmAdminLoginActivate.asp?A=B487710y962271tEy

https://epostcard.form990.org/frmAdminLoginActivate.asp?A=B487710y962271tEy

http://www.kansasmappers.org/



vii. Appoint a current KAM Board member to receive and process mail to current KAM P.O. Box.

viii. Maintain passwords for Facebook, Twitter, LinkedIn, Gmail, Google

Checkout, and Wufoo, and distribute to those who need them.

ix. At the Annual Meeting (Conference): 1. Open “nominations from the floor” for Executive Board. 2. Assist with counting the votes for the Executive Board. 3. Announce the new Executive Board.

President’s Calendar:

Duties January • Jan 1 - Beginning of new fiscal year

• Jan 1 – Review all KAM fees (membership, designations, conference)

• Jan 1 – Annual announcement of John Cowan Memorial Scholarship

• Change passwords to all sites - LinkedIn, Facebook, Gmail, Twitter

• Jan – Review results of conference survey February • Feb 1 - Bank Accounts must be transferred to new Treasurer

and President • Feb 1 – Insure that the website accounts (Wufoo and Wild

Apricot) are updated with the new credit card numbers March • Mar 15 – Spring newsletter release

• Mar – Review website to ensure everything is up-to-date April • Apr 1 – Executive Board to vote and approve budget

• Apr 1 – Review SOP • Apr 15 – Deadline for John Cowan Memorial Scholarship

applications • Apr 16-30 – Board review John Cowan Memorial Scholarship

applicants • Apr 30 (or before) – Select John Cowan Memorial Scholarship

awardee May • Tour Annual Meeting (Conference) facility

• Open officer and awards nominations June • Jun 15 – Summer newsletter release July • Jul – Open Executive Board nominations August • Aug 15 – Close Annual Meeting (Conference) Awards September • Sep 15 – Fall newsletter release

• Close Annual Meeting (Conference) registration



b. President-Elect i. See Constitution Article V.2

ii. Shall coordinate with the conference management firm to select a

location for the annual conference that will be 2 years from the year the current President-Elect was elected. For example, if elected in 2010, they would select a location for the 2012 conference.

iii. Conference location shall be selected in the second quarter of the year.

iv. At the Annual Conference:

1. Assist with counting the votes for the Executive Board. 2. Swear in the new Executive Board.

v. Monitor the gmail account for incoming emails and respond/forward as necessary.

vi. Proof-read quarterly newsletter and provide feedback to Publication Committee.

President-Elect’s Calendar:

Date Duties

January • Jan 1 - Beginning of new fiscal year • Jan 1 – Review all KAM fees (membership, designations,

conference) • Jan 1 – Annual announcement of John Cowan Memorial

Scholarship • Change password to Gmail account • Jan – Review results of conference survey

October • Oct – New Executive Board Elected • Oct – Gather new Executive Board information • Oct – Solicit upcoming year’s Annual Meeting (Conference)

conference management firm. • Oct – Release details of John Cowan Memorial scholarship.

November • Nov – set new passwords for Facebook, Twitter, LinkedIn,

Gmail, Google Checkout and Wufoo; provide to those who need access.

December • Dec 15 – Finalize Annual Meeting (Conference) management firm contract

• Dec 15 – Winter newsletter release • Dec 31 – Current year membership and designations due • Dec 31 – End of fiscal year



March • Mar 15 – Spring newsletter release • Mar – Review website to ensure everything is up-to-date

April • Apr 1 – Executive Board to vote and approve budget • Apr 1 – Review SOP • Apr 15 – Deadline for John Cowan Memorial Scholarship

applications • Apr 16-30 – Board review John Cowan Memorial

Scholarship applicants • Apr 30 (or before) – Select John Cowan Memorial

Scholarship awardee May • Select conference site for following year June • Jun 15 – Summer newsletter release September • Close Annual Meeting (Conference) registration

• Sep 15 – Fall newsletter release October • Oct – New Executive Board Elected December • Dec 15 – Finalize Annual Meeting (Conference)

management firm contract • Dec 15 – Winter newsletter release • Dec 31 – Current year membership and designations due • Dec 31 – End of fiscal year

c. Past-President i. See Constitution Article V.6

ii. Should serve on at least one committee.

iii. John Cowan Memorial Scholarship

1. Coordinate annual announcement for scholarship applications 2. Review applications annually 3. Contact winning recipient and request check from Treasurer

iv. Proof-read quarterly newsletter and provide feedback to Publication

Committee.



Past-President’s Calendar:

Date Duties January • Jan 1 - Beginning of new fiscal year



• Jan – Review results of conference survey February • Feb 1 - Bank Accounts must be transferred to

new Treasurer and President March • Mar 15 – Spring newsletter release

• Mar – Review website to ensure everything is up-to-date

April • Apr 1 – Executive Board to vote and approve budget

• Apr 1 – Review SOP • Apr 15 – Deadline for John Cowan Memorial

Scholarship applications • Apr 16-30 – Board review John Cowan

Memorial Scholarship applicants • Apr 30 (or before) – Select John Cowan

Memorial Scholarship awardee and award announcement to both awardee and their school

May • Tour Annual Meeting (Conference) facility June • Jun 15 – Summer newsletter release September • Sep 15 – Fall newsletter release October • Oct – New Executive Board Elected December • Dec 15 – Finalize Annual Meeting

(Conference) management firm contract • Dec 15 – Winter newsletter release • Dec 31 – Current year membership and

designations due • Dec 31 – End of fiscal year

d. Secretary i. See Constitution Article V.3

ii. Shall distribute the meeting minutes to be approved to the KAM Board

no less than 2 days prior to the next meeting.



iii. Shall forward a copy of the approved meeting Minutes to the KAM Historian and the KAM Web Administrator.

iv. Shall call for meeting agenda items no less than 1 week prior to the next

meeting.

v. Shall create a meeting agenda and distribute it to the KAM Board no less than 2 days prior to the next meeting.

vi. Shall ensure all tabled agenda items are transferred to the next meeting’s

agenda.

Secretary’s Calendar:




• Jan – Review results of conference survey March • Mar 15 – Spring newsletter release

• Mar – Review website to ensure everything is up-to-date

April • Apr 1 – Executive Board to vote and approve budget

• Apr 1 – Review SOP • Apr 15 – Deadline for John Cowan Memorial



Memorial Scholarship awardee May • Tour Annual Meeting (Conference) facility June • Jun 15 – Summer newsletter release September • Sep 15 – Fall newsletter release October • Oct – New Executive Board Elected

• Oct – Gather new Executive Board information

December • Dec 15 – Finalize Annual Meeting (Conference) management firm contract

• Dec 15 – Winter newsletter release • Dec 31 – End of fiscal year


Revision 3.3 08.14.2013 Page 10

e. Treasurer

i. See Constitution Article V.4

ii. Shall ensure that KAM maintains proper insurance by paying the premium in August of every year.

iii. Shall ensure KAM logos are registered as service marks with the State of

Kansas. 1. See Item 2.C.i

iv. Shall file an annual report with the Kansas Secretary of State.

1. See Item 2.C.ii

v. Shall, if necessary, file a Change of Registered Agent form with the Kansas Secretary of State.

1. See Item 2.C.iii

vi. Shall file an annual federal 990-N tax form. 1. See Item 2.D

vii. Shall submit a Financial Annual Report to the KAM Board by January 15 of

each year.

viii. Prepare and distribute an annual budget skeleton for the KAM Board and other Committees by January 15 of each year.

ix. Shall gather committee budgets and present them to the Executive Board by March 1 of each year.

x. Shall present the Executive Board with a Financial Conference Report by Dec 1 of each year.

xi. Shall monitor Google Checkout for any deposits.

xii. Upon Board’s request, prepare John Cowan Memorial Scholarship check.

xiii. Deposit payments into the KAM account for association business

including but not limited to membership, designations, classes/workshops, advertising, etc.

xiv. Track monthly summary of deposits to include: member name,

organization amount, date deposited, and any outstanding balances.


Revision 3.3 08.14.2013 Page 11

xv. Work with Membership Committee, Designation Committee, and Web Administrator to track and secure outstanding balances.

xvi. Invoice and follow up with invoices for new membership, membership

renewals, and designations via online system.

xvii. Work with Publication Committee to invoice and follow up with invoices for advertisers.

xviii. Assist with registration for conferences, tradeshows, etc on behalf of

KAM.

xix. Work with Program Committee to collect and track exhibit/sponsorship monies.

xx. Work with Program Committee to email invoices and receipts to

exhibitors

xxi. Work with Education Committee to invoice and follow up on payments for classes/workshops.

xxii. Track all monies and deposits for classes/workshops.

xxiii. Regularly review outstanding balances with Committees.

xxiv. Renew official KAM PO Box by December 31st of every year.

xxv. Provide copy of annual treasurer's report to Publication Committee for inclusion in the newsletter.

xxvi. Provide copy of annual treasurer's report to website administrator for posting on website.

Treasurer’s Calendar:


• Jan 1 - New Treasurer takes over • Jan 1 – If a new Treasurer, file a Change of

Resident Agent form with the KS Sec of State • Jan 1 – Review all KAM fees (membership,

designations, conference) • Jan 1 – Annual announcement of John Cowan

Memorial Scholarship • Jan 15 – Treasurer submits Financial Annual


Revision 3.3 08.14.2013 Page 12

Report to Executive Board • Jan 15 - Treasurer prepares skeleton budgets

to distribute to committee chairs • Jan – Review results of conference survey

and provide copies to Executive Board • Post annual financial report on website • Publicize annual financial report in newsletter

February • Feb 1 - Bank Accounts must be transferred to new Treasurer and President

• Feb 1 – Committee chairs must have submitted proposed budgets

• Feb 15 – Committees turn their proposed budgets into the Treasurer.

March • Mar 1 – Treasurer presents proposed budget to Executive Board

• Mar 15 – Spring newsletter release April • Apr 1 – Executive Board to vote and approve

on budget • Apr 1 – Review SOP • Apr 15 – Deadline for John Cowan Memorial



Memorial Scholarship awardee May • Tour Annual Meeting (Conference) facility June • Jun 1 – Treasurer files annual report with KS

Secretary of State • Jun 15 – Summer newsletter release

August • Aug 1 – Treasurer pay KAM insurance • Aug 1 – Summer newsletter release • Aug 15 – Treasurer must file federal tax

return (990-N) September • Sep 15 – Fall newsletter release October • Oct – New Executive Board Elected December • Dec 1 – Treasurer checks on registration of

KAM logo service marks • Dec 1 – Treasurer presents conference

financial report to Executive Board • Dec 15 – Finalize Annual Meeting

(Conference) management firm contract • Dec 15 – Winter newsletter release • Dec 31 – Current year membership and

designations due • Renew official KAM PO Box • Dec 31 – End of fiscal year


Revision 3.3 08.14.2013 Page 13

f. Director i. See Constitution Article V.5

ii. Should serve on at least one committee.

iii. John Cowan Memorial Scholarship

1. Review applications annually

iv. Proof-read quarterly newsletter and provide feedback to Publication

Committee.

4) Responsibilities of Standing Committees In addition to duties and procedures governed by the KAM Constitution and Bylaws, the KAM Committees shall perform the duties outlined below.

a. All Committee Chairs

i. Committee Chairs must submit pertinent information to the Secretary

and Historian for official record.

ii. Must submit budgets for approval by February 15 of each calendar year to the Treasurer.

b. All Committee Members i. All Committee members must be KAM members in good standing.

c. Web Administrator

i. Shall ensure all Committee lists and contact information are current and accurate.

ii. Shall maintain and update the KAM website as requested by the Executive Board and/or any other Committee.

iii. Maintain KAM Executive Board minutes on the website.

iv. Maintain the KAM Newsletters on the website.

v. Work with Membership Committee and Board to maintain online

membership database.

vi. Monitor gmail for emails, wufoo for forms filled out on the web, website in general for new members, event registrations, etc


Revision 3.3 08.14.2013 Page 14

vii. Ensure all items related to the Annual Conference are online including:

1. Exhibitor Registration 2. Attendee Registration (integrated with online membership

database) 3. Map Gallery submissions 4. Call for Awards Nominations 5. Call for Executive Board Nominations 6. Registered Exhibitors 7. General Schedule 8. Schedule of Sessions 9. Keynote Information 10. Short Course Information

viii. Shall be responsible for maintaining the Domain Name Server (DNS) for

the KAM website through godaddy.com in November of each year.

ix. Review the website monthly to ensure all information is up-to-date.

x. Provide online membership form for new membership, renewals, and membership updates.

xi. Provide online registration for KAM sponsored educational courses.

xii. Allow for online payments.

xiii. Work with Membership and Program Committee to provide Conference

Management Firm an Excel spreadsheet of names and organizations for Annual Conference registration.

xiv. Provide Conference Management Firm a list of registrants for conference

that need to be marked as unpaid.

xv. Post and/or Email correspondence approved by President, such as job announcements, retirements, educational announcements, John Cowan Memorial Scholarship information, etc.

xvi. Keep track of documents and post to the website for board member,

committee member, and admin only pages. For any sensitive information, it should be posted on the admin only page and be PDF password protected as well.

xvii. Work with Publication Committee to upload new / update existing

publications, including guidelines for article submission and advertising.


Revision 3.3 08.14.2013 Page 15

Website Administrator Calendar:


• Post annual financial report on website • Acquire and post annual website advertising

February • Feb 1 – Insure that the website accounts (Wufoo and Wild Apricot) are updated with the new credit card numbers

March • Mar 15 – Spring newsletter release • Mar – Review website to ensure everything is

up-to-date April • Post John Cowan Memorial Scholarship

awardee information on website June • Jun - Open Annual Meeting (Conference)

Awards on website • Jun – Open Annual Meeting (Conference) Call

for Papers on website • Jun – Open Annual Meeting (Conference)

Exhibitor registration on website • Jun – Open Annual Meeting (Conference) Map

Gallery submissions on website • Jun 15 – Summer newsletter release

July • Jul – Open Executive Board nominations on website

• Jul – Open Annual Meeting (Conference) Attendee registration on website

August • Aug 15 – Close Annual Meeting (Conference) Awards

September • Post Annual Meeting (Conference) general schedule, schedule of sessions, keynote information and short course information to the website.

• Close Annual Meeting (Conference) registration

• Sep 15 – Fall newsletter release October • Oct – provide Conference Management Firm

with Excel spreadsheet of names and organizations for Annual Meeting (Conference) registration.

• Provide list of unpaid registrants for Annual Meeting (Conference) to the Conference Management Firm

• Oct – Update KAM_BOARD and KAM_COMMITTEES groups on website and listserves


Revision 3.3 08.14.2013 Page 16

• Oct – KAM website updated with Annual Meeting (Conference) Award winners, new Executive Board and committee members

• Oct – update website permissions for new Executive Board members and new committee members

November • Website domain renewal December • Dec 15 – Winter newsletter release

• Dec 31 – End of fiscal year

d. Awards i. Description: This committee solicits nominations and determines the

annual KAM awards.

ii. Duties 1. Solicit nominations for outstanding KAM members and/or their

projects. a. Call for nominations on KAM Website, by contacting the

web administrator to send out an email to membership, in May of each year.

b. Advertise in the KAM Newsletter. 2. Review nominations and vote on award winners. 3. Order awards – by August 31 of each year 4. Present awards at annual conference. 5. Write congratulatory article for the KAM newsletter. 6. Notify the KAM Historian and Web Master of the winners.

iii. Types of Awards awarded at Annual Meeting (Conference):

1. George Donatello Lifetime Achievement Award: a. This award will recognize a member (or retired member)

who has made significant contributions to KAM and to the mapping community over a period of fifteen or more years. Examples of their contributions could include active service on the executive board and/or KAM committees together with making presentations, recruiting new members, writing articles for the newsletter or other KAM/mapping publications and working to promote the mission/objectives of the Association.

2. Outstanding Mapping Project: a. This award will be presented to an agency that had a

unique mapping project or has made the greatest progress toward improving their mapping programs during the past


Revision 3.3 08.14.2013 Page 17

year. This may have been through automation of these programs or developing / improving techniques for managing land information or expanding the programs to include multiple users. The agency (public or private) must be a KAM member or have employees who are members.

3. Prestigious Cartographer: a. This award will be presented to a member who has

distinguished his or her self through their cartographic body of work, either during the past year or throughout their career. This could include: production of high quality maps exceeding specifications; usefulness of information contained within the maps; stimulating or innovative cartographic practices within their own jurisdiction.

4. Most Valuable Member: a. This award will be presented to the KAM member who has

made the most significant contributions to the Association during the past year. This may have been by increasing the membership, active participation as an elected officer or committee member, promotion of the Association through conferences and articles, or in other measurable ways advancing the mission and objectives of the Association.

iv. Determining Winners 1. If the Awards Committee is less than 3 people, then the Executive

Board shall also be included in voting for the winner.

e. Designation i. Description: This committee offers, proctors and grades the KM, PKM and

KGISD designation tests.

ii. Duties 1. Maintain Designation database along with digital document

storage a. Track continuing education points for designees and send

reminders on number of points collected, and reminders of approaching renewal dates.

b. Tracking of designations, points, and renewal date is to be done on the website. A report can be generated with the appropriate information.

2. Receive designee application and supporting documentation through online form or PO Box .

3. Confirm that applicant: a. Is current membership in good standing; b. Has sent appropriate application fee


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4. Review applicant to determine if appropriate requirements have been met and sign off on application.

5. Write Applicant letters: a. If approved

a) determine qualified proctor and exam location and time and send out appropriate Candidacy Approval Letter

b) Determine date/location of test. b. If not approved, determine missing requirements and/or

documentation and send out appropriate Candidacy Additional Requirements Letter.

6. Exam: a. Remind proctor and designee one week prior to exam of

location and time. b. Make arrangements for the appropriate exam to be

delivered to the proctor with instructions on how to administer the exam and the appropriate grading procedures.

c. Grade exam by two appropriate individuals. d. Archive graded exam in designees file. e. Maintain copies of Designation exams f. Email testing notices

7. Notify designee orally of the outcome of their exam and send the appropriate response letter as follow-up

a. If designee passed: a) Prepare and mail the appropriate certificate to

designee. b) Designation Chair will present the appropriate

pin and new designee gift at the annual KAM Conference.

8. Make changes to the Designation Tests as necessary. 9. Maintain Designation Certificates 10. Prepare news releases for KAM designees 11. Prepare/Order Designation awards 12. Contact members who are not current with Designation

maintenance fees and try to secure dues and fees iii. Conference:

1. Work with Program Committee and Conference Management Firm to create continuing education tracking sheets for conference.

f. Education

i. Description: This committee selects and coordinates educational classes and workshops to be sponsored by KAM.


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ii. Duties

1. Keep abreast of issues related to Kansas mapping and GIS. 2. Suggest courses for KAM to sponsor to the Executive Board. 3. Determine dates and locations of any courses. 4. Find instructors to teach courses. 5. Coordinate with instructors on attendee count, rosters, questions,

etc. 6. Coordinate with Web Administrator to maintain database of

registered attendees. 7. Work with Treasurer to invoice and follow up on payments for

classes and workshops. 8. Email confirmation of receipt of registration and coordinate with

Treasurer for invoices. 9. Arrange snacks/beverages for courses. 10. Submit a final report to the Executive Board on outcomes of the

course, including a final roster and balance due notices.

g. History

i. Description: This committee gathers and archives any records related to KAM.

ii. Duties 1. Take pictures at KAM events. 2. Store pictures in appropriately safe place. 3. Keep historical record of minutes, bylaws, Constitution and any

other relevant documents. 4. Display pictures and/or documents at the annual conference. 5. Explore new methods of recording KAM history. 6. Upload Photos to the KAM Photos member page.

h. Legislative – Standards

i. Description: This committee takes note and researches any issues that may affect Kansas GIS or KAM members.

ii. Duties 1. Monitor state and federal legislation that may apply to cadastral

mapping, cartography or GIS. 2. Monitor the creation and publication of standards relating to

cadastral mapping, cartography or GIS. 3. Alert KAM members to opportunities to participate in standards

discussions.


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4. Alert KAM members to legislation that may impact cadastral mapping, cartography or GIS in order to allow them the opportunity to express their professional opinions to their legislators.

5. Assist the KAM Board and KAM members in finding previous legislation and/or standards relevant to their concerns

6. When appropriate and approved by the Board, represent KAM to legislators, standards-producing organizations and the Kansas GIS Policy Board.

i. Membership

i. Description: This committee is responsible for recruiting new members and targeting individuals or groups that would benefit from KAM membership.

ii. Duties 1. Create a map of current membership and/or work with web

administrator to create one on the website. 2. Communicate a professional KAM message to all areas when

possible. 3. Promote KAM to disciplines areas that may not be aware of KAM. 4. Promote KAM by attending conferences, educational programs,

and promotional opportunities for GIS or related professional fields.

5. Work with Web Administrator to update and maintain membership online database and on the KAM website

6. Send out new member Welcome Letters 7. Prepare new member Certificates. 8. Contact members that are not current with membership dues and

try to secure future membership in the association. 9. Insure that the KAM booth is in good condition, and maintain

inventory of KAM materials given away at the booth – in July of every year, and at any other time if needed.

10. Research pricing for KAM “swag” and other handouts, and recommend purchases to the Executive Board when supplies are low.


Revision 3.3 08.14.2013 Page 21

j. Nomination i. See Bylaws Article X

ii. Description: This committee solicits nominations for the Executive Board

and assists with Election-related activities.

iii. Duties 1. Solicit nominations

a. Call for nominations on KAM Website and work with web administrator to send email.

b. Advertise in the KAM Newsletter. c. Prepare election ballots at conference.

2. Assist the President and President-Elect in counting votes at the Annual Conference.

k. Program

i. Description: This Committee is by far the most active committee. It is responsible for the bulk of the Annual Conference. This Committee works especially closely with the Conference Management firm and the Web Administrator.

ii. Chair 1. Duties

a. Set meeting schedule, agendas and location for committee b. Solicit a volunteer for Secretary to record meeting

minutes. c. Review previous conference survey results. d. Work with committee to pick a conference theme and

logo. e. Work with Conference Management Firm to review hotel

contract and obligations. f. Create budget spreadsheet g. Provide regular status updates to Board. h. Advertise conference with “Save the Date” and articles in

Metes & Bounds newsletter and on website, working with the publication committee and web admin.

i. Solicit member gift ideas j. Determine if there will be a Grand prize or any prizes and

when those are raffled off. k. Work with Conference Management Firm on assembly and

printing of conference program, work with all committees to assemble content.

l. Order guest speaker gifts, if applicable.


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iii. This Committee can be broken up into additional subcommittees.

1. Duties for subcommittees a. Keynote Committee

a) Select and book keynote speaker. b) Coordinate with speaker to make travel

arrangements. c) Service as liaison between speaker and rest of

the Program Committee. b. Education Sessions Committee

a) Determine schedule for sessions. b) Determine and assign meeting rooms. c) Determine appropriate topics for sessions. d) Solicit presentations and speakers for both

regular sessions and workshops. e) Obtain speakers bio and session descriptions for

program. f) Work with conference hotel to determine daily

room schedules and layout. g) Work with web admin to get specific details and

times for workshops and sessions listed on website.

h) Determine moderators for all sessions. i) Send out reminder emails to speakers with

session date(s) and time(s). j) Send out reminder email to all workshop

registrants including workshop title, location, and time along with any materials they need to bring.

c. Exhibitor/Sponsorship Committee a) Review previous year’s conference

Exhibitor/Sponsorship levels with Board. b) Solicit exhibitors to exhibit and/or sponsor at the

annual conference. c) Promote conference sponsorships and solicit

door prizes for vendor night. d) Maintain list of exhibitors and notify web admin

so that they can be tracked on the website and fees recorded.

e) Work with Treasurer to collect and track exhibit/sponsorship monies via the website.

f) Construct email confirmation letters to paid exhibitors and send to web admin to send out.

g) Work with conference hotel to determine layout of Exhibit Hall


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h) Arrive before exhibitor set up to insure room is set up correctly and place vendor signs on each table.

d. Map Gallery a) Solicit participants for the Map Gallery b) Develop ballots for the Map Gallery c) Count ballots for the Map Gallery d) Acquire prizes, if desired, for the Map Gallery e) Present winners at the conclusion of the Annual

Conference. e. Entertainment/Social

a) Solicit entertainment ideas. b) If necessary, contact and secure entertainment

contracts.

iv. Work with web admin to get all hard copy registration entered for the annual conference

v. Monitor and review online attendee registration with help from the web admin.

vi. Work with web admin to maintain a current conference database of registrants.

vii. Work with web admin to provide Conference Management Firm an Excel spreadsheet of names and organizations for Annual Conference registration.

viii. Work with web admin to provide Conference Management Firm a list of registrants for conference that need to be marked as unpaid.

ix. Assign a KAM representative to be responsible for conference registration and to be available during all registration times.

l. Publication

i. Description: This Committee solicits edits and publishes articles in the KAM Newsletter. This committee also solicits advertising for the Newsletter.

ii. Duties: 1. KAM distributes 4 Newsletters per calendar year: Spring, Summer,

Fall and Winter. Target release dates are (Winter) Dec 15, (Spring) Mar 15, (Summer) Jun 15, and (Fall) Sep 15

2. Call for articles email to be sent 1 month before target release date; article submission deadline is 2 weeks before release date.

3. Write articles. 4. Solicit advertising – submission deadline 2 weeks before release

date. 5. Design newsletter.


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6. Review newsletter – 1 week prior to release, proofread by send Publication Chair, advertisers, and KAM Board.

7. Publish newsletter. 8. Track and confirm advertisers for the quarterly newsletters. 9. Secure ads for quarterly newsletter. 10. Assist in maintaining website (advertising application, article

submission and advertising guidelines) 11. Change the passwords to social media accounts – Facebook,

Twitter, LinkedIn – in January of each year. 12. Post items in social media – Facebook, Twitter, LinkedIn – as

deemed necessary.


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5) Calendar Below is a general calendar of events which note events detailed in this SOP.

Date Duties

January • Jan 1 - Beginning of new fiscal year • Jan 1 - New Treasurer takes over • Jan 1 – If a new Treasurer, file a Change of Resident Agent form

with the KS Secretary of State • Jan 1 – Review all KAM fees (membership, designations,

conference) • Jan 1 – Annual announcement of John Cowan Memorial

Scholarship • Change passwords to all sites - LinkedIn, Facebook, Gmail,

Twitter • Acquire and post annual website advertising • Jan 15 – Treasurer submits Financial Annual Report to Executive

Board • Jan 15 - Treasurer prepares skeleton budgets to distribute to

committee chairs • Jan – Review results of conference survey • Post annual financial report on website • Publicize annual financial report in newsletter

February • Feb 1 - Bank Accounts must be transferred to new Treasurer and President

• Feb 1 – Committee chairs must have submitted proposed budgets

• Feb 1 – Insure that the website accounts (Wufoo and Wild Apricot) are updated with the new credit card numbers

• Feb 15 – Committees turn their proposed budgets into the Treasurer.

March • Mar 1 – Treasurer presents proposed budget to Executive Board • Mar 15 – Spring newsletter release • Mar – Review website to ensure everything is up-to-date

April • Apr 1 – Executive Board to vote and approve budget • Apr 1 – Review SOP • Apr 15 – Deadline for John Cowan Memorial Scholarship

applications • Apr 16-30 – Board review John Cowan Memorial Scholarship

applicants • Apr 30 (or before) – Select John Cowan Memorial Scholarship

awardee and award announcement to both awardee and their school

May • Tour Annual Meeting (Conference) facility • Open officer and awards nominations • Select conference site for following year


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June • Jun 1 – Treasurer files annual report with KS Secretary of State • Jun 15 – Summer newsletter release • Jun - Open Annual Meeting (Conference) Awards on website • Jun – Open Annual Meeting (Conference) Call for Papers on

website • Jun – Open Annual Meeting (Conference) Exhibitor registration

on website July • Jul – Review KAM booth and swag

• Jul – Open Executive Board nominations • Jul – Open Annual Meeting (Conference) Attendee registration

on website August • Aug 1 – Treasurer pay KAM insurance

• Aug 15 – Close Annual Meeting (Conference) Awards • Aug 15 – Treasurer must file federal tax return (990-N) • Aug 31 – Order Awards

September • Close Annual Meeting (Conference) registration • Sep 15 – Fall newsletter release

October • Oct – New Executive Board Elected • Oct – Gather new Executive Board information • Oct – Update KAM_BOARD and KAM_COMMITTEES groups on

website and listserves • Oct – KAM website updated with Annual Meeting (Conference)

Award winners, new Executive Board and committee members • Oct – update website permissions for new Executive Board

members and new committee members • Oct – Solicit upcoming year’s Annual Meeting

(Conference)conference management firm. • Oct – Release details of John Cowan Memorial scholarship.

November • Website domain renewal • Password change for Facebook, Twitter, LinkedIn, Gmail, Google

Checkout and Wufoo. December • Dec 1 – Treasurer checks on registration of KAM logo service

marks • Dec 1 – Treasurer presents conference financial report to

Executive Board • Dec 15 – Finalize Annual Meeting (Conference) management

firm contract • Dec 15 – Winter newsletter release • Dec 31 – Current year membership and designations due • Dec 31 – Renew KAM PO Box • Dec 31 – End of fiscal year

standard operating procedures - kansas · pdf file =e1s6 b. file: . kansas association of...

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