DBIO Procedures Manual - Fund Development Committee

Function: The Fund Development Committee is responsible for soliciting sponsorships for programming at the annual meeting.

Qualifications: The Chair and Committee members must be members, associate members, or retired members of the Association, as well as members of the Biomedical and Life Sciences Division. The Chair of the Vendor Relations Committee is also a member of this committee.

Appointment: The term of appointment is two years, renewable once.

Duties:

1. Develop a strategy for fund raising for the Division that conforms to the regulations of the Special Libraries Association and in keeping with the organization's Section 501(c)(3) nonprofit status.
2. Identify, maintain, and update a list of previous and potential sponsors, including corporation names, personal contacts, current addresses, telephone and fax numbers, and electronic mail addresses. In addition, the Committee shall maintain records of previous years' fundraising results.
3. Identify, maintain, and update grant sources.
4. Annually, solicit sponsors for Division programs held at the annual Conference.
5. Solicit advertising for Biofeedback.
6. Maintain contact with SLA Headquarters to determine what support services and information are available to assist in fulfillment of duties.
7. Update annually the Fundraising Brochure which is mailed to potential sponsors. The brochure should be completed shortly after the annual Conference and included as an insert in the Summer issue of Biofeedback.
8. Inform the Program Committee Chair of all sponsorships obtained, listing sponsor's name, contact person, amount, and program to be sponsored. This must be done in time for the Program Committee to develop the program.
9. Review the appropriate sections of the Procedures Manual in February and submit corrections, revisions, and so forth to the Director for inclusion in the next edition.
10. By deadline determined each year (typically August), the Committee Chair shall submit an estimated budget to the Treasurer.

Reports: An annual report is submitted to the Division Chair in accepted format by April 1 or another mutually agreed upon date.

Records: Outgoing officers and committee chairs shall send the files which they used during their tenure to their successors at the end of their terms of office, along with their copy of the Procedures Manual. All files they received the year earlier (from predecessor) should be reviewed as to the usefulness for archival retention (see information on retention in the Archivist section). Files include, but are not limited to, important correspondence, fax, e-mail, and summaries of verbal communications deemed important to the business of the Division. The officers and committee chairs may keep copies of any relevant materials but original materials should be transmitted to the DBIO Archivist on the regular schedule.

Expenses: The Division will provide funding for expenses including postage and telephone calls if not borne by the incumbent's organization. Other expenses will be approved by the Division's Executive Board. Expenses incurred for organization business will be paid in accordance with SLA guidelines. All expenses must be submitted with a Committee Expenses Form or a Travel Voucher form and be accompanied by the original receipts for reimbursement. Direct payment of bills can be made if the bill is accompanied by a Committee Expenses Form or a Check Request and Payment Approval Form. Advances for expenses may be obtained from the Division's Treasurer. Requests for advances should be made in writing and include an estimate for each item. A final report of expenses for reimbursement shall be filed with the Treasurer prior to or at the annual business meeting.

Transfer of Materials to Archivist: (This paragraph replaces the one on page 7-3 of the Association Guidelines for Divisions.) Outgoing officers and committee chairs shall send the files which they used during their tenure to their successors at the end of their terms of office, along with their copy of the Procedures Manual. All files they received the year earlier (from predecessor) should be reviewed as to the usefulness for archival retention (see Chapter and Division Records Retention Policy on the Web), and items which have retention value should be sent to the Archivist. This retention of a predecessor's files will provide for better continuity between incumbents of offices and chairs than is provided in the Association's guidelines. The Executive Board or committee chairs may keep copies of any relevant materials but original materials should be transmitted to the Archivist on the regular schedule.

Rev. 1/99, A. Schiff