TABLE OF CONTENTS

Page

INTRODUCTION

•  Purpose of the Manual 4

•  Management Approach 4

•  Organization of the Manual 5

SECTION 1.0 ORGANIZATION AND MEMBERSHIP

1.1 Articles of Incorporation 6

1.2 By-Laws 6

1.3 Tax Status of the Association 6

1.4 Affiliation with Other Associations and Organizations 6

1.5 Central and Regional Offices of the Association 6

1.6 Membership Categories 6

1.7 Members Outside of the Country 7

SECTION 2.0 LEGAL ACTIVITIES

2.1 Use of Legal Counsel 8

2.2 Methods of Retainer for Legal Counsel 8

2.3 Presence of Counsel at Board Meetings 8

2.4 Counsel Review of Board Minutes 8

SECTION 3.0 OFFICERS, BOARD AND COMMITTEES

3.1 Overview of By-law Requirements 9

3.2 Number of Consecutive Terms 9

3.3 Frequency of Board Meetings 9

3.4 Role of Ex-Officio Members of the Board 9

3.5 Ex-Officio Members With Vote 9

3.6 Standing Committees 9

3.7 Ad-Hoc Committees 9

3.8 Role of Committee Chairs 10

3.9 Communication with the President and Executive Director 10

3.10 Election Committee Guidelines 10

3.11 Expense Reimbursement 11

3.12 Role of the President 12

3.13 Role of the Management Committee 13

3.14 Conflict of Interest 13

3.15 Code of Ethics 13

3.16 Enforcement of Code of Ethics 13

SECTION 4.0 CENTRAL OFFICE ORGANIZATION AND MANAGEMENT

4.1 Role of the Executive Director 15

4.2 Liaison with Other Associations and Organizations 16

4.3 Annual Business Plan 16

4.4 Insurance Requirements 16

4.5 Records Retention and Destruction 16

4.6 Property Inventory and Disposition 16

4.7 Management Reports 16

4.8 Media and Press Relations 17

4.9 Candidate Support by the Association 17

4.10 Operation of Exhibits on Behalf of the Association 17

SECTION 5.0 FINANCE

5.1 Annual Budget 18

5.2 Role of the Treasurer (CFO) 18

5.3 Dues and Assessments 18

5.4 Investment of Association Funds 18

5.5 Official Fiscal Year 18

5.6 Method of Accounting 19

5.7 Financial Records 19

5.8 Annual Audit of Financial Records 19

5.9 IRS and Grantor Audits 19

5.10 Audit Exceptions and Corrective Action 19

5.11 Selection of Vendors and Subcontractors 19

5.12 Conflict of Interest 19

5.13 Co-mingling of Funds Prohibited 19

5.14 Gifts, Donations and Sponsorships 20

SECTION 6.0 ANNUAL BUSINESS PLAN

6.1 Responsibility of the Planning & Budget Committee 21

6.2 Content of the Plan 21

6.3 Rational and Justifications 21

SECTION 7.0 TRAINING PROGRAMS AND CERTIFICATION

7.1 Responsibility of Training Coordinator 22

7.2 Coordination with the Executive Director 22

7.3 Criteria for Selection of Trainees 22

•  Method of Delivery 22

•  Training Agreements 22

•  Training Fees 22

•  Training Rules and Regulations 22

SECTION 8.0 PUBLICATIONS

8.1 Official Publications 23

8.2 Advertising Policy 23

8.3 Use of Advertising Sales Representatives 23

8.4 Role of the Editor 23

8.5 Editorial Policy 23

8.6 Review of Articles and Publications 24

SECTION 9.0 ANNUAL CONFERENCE AND MEETINGS

9.1 Role of the Executive Director and IHIA Office 25

9.2 Role of the Host Committee 25

9.3 Role of the Vice Presidents 26

9.4 Role of the Conference Planning Committee 26

9.5 Role of the Exhibitor Committee 26

9.6 Advance Selection of Sites 26

9.7 Decision for Site Selection 26

9.8 Authority to Negotiate Contracts and Agreements 27

9.9 Type of Agreement With Hotel 27

9.10 Travel for Site Selection 27

9.11 Allocation of Amenities Associated with Hotel Agreement 27

9.12 Use of Travel Agents and Commissions 28

9.13 Special Travel Arrangements by Airlines 28

9.14 Allocation of Exhibit Space and Sponsored Events 28

9.15 Role of Exhibitors 28

9.16 Annual Conference Fees 29

9.17 Conference Budget and Accounts 29

9.18 Reporting Requirements 29

9.19 Program and Conference Evaluations 29

9.20 Financial Reconciliation and Closeout 29

SECTION 10.0 GOVERNMENT AFFAIRS

10.1 Responsibility for Government Affairs Activities 31

10.2 Government Affairs Activities Guided by Policy and Resolutions 31

10.3 Lobbying Activities 31

10.4 Registration as Lobbyists 31

10.5 Monitoring Legislation 31

10.6 Appearance Before Legislative Committees and Bodies 31

SECTION 11.0 MAINTENANCE, REVIEW & AMENDMENTS OF THE POLICY MANUAL

11.1 Responsibility for Manual Maintenance 32

11.2 Annual Review by Management Committee 32

11.3 Amendment Procedures 32

Appendix A Articles of Incorporation

Appendix B By-laws

INTRODUCTION

•  Purpose of the Manual

This manual has been developed as a supplement to the by-laws of the International Homicide Investigators Association, Inc. and is intended to serve as an educational and management tool for the officers, board members and staff of the Association. It should be considered as a fluid document, which is adaptable to the changing needs and growth of the Association.

The roles and relationships described in the Manual have been developed based upon a “Balanced Model” of Association management. Its intention is to introduce checks and balances between the authority of elected volunteers and paid staff members without unnecessarily inhibiting either in the performance of their respective duties.

•  Management Approach

In defining this balance, the project team relied upon resource documents and specialists in the field of Association management to define a management philosophy and framework to guide the activities of volunteers and staff. That framework is summarized as follows:

Governing Body

The Board of Directors is the governing body of the Association and, as such, is the final authority on all matters pertaining to the management of the Association. The Board sets policy for the Association and relies upon elected officers, staff and committees to implement or to develop plans to implement those policies. The Board is ultimately accountable to the membership of the Association.

Management Committee

The Management Committee, with the President as its chair, functions collectively as the Management Committee of the Association. It has the authority to make executive decisions, interpret Board policy, develop interim policies and to direct the business affairs of the Association. The Management Committee is accountable to the Board of Directors for its actions and decisions.

Chief Operating Officer

The Executive Director functions as th e Chief Operating Officer of the Association. He/she has the authority to manage the business affairs of the Association, to carry out established policy and to implement official directives of the Board and the Management Committee.

The Executive Director always functions within a policy framework characterized by approved business plans, budgets and official acts of the Board and the Management Committee. He/she is directly accountable to and serves at the pleasure of the Board of Directors.

Chief Financial Officer

The Treasurer functions as the Chief Financial Officer (CFO) and is responsible to oversee the fiscal affairs of the Association. He/she reviews the financial transactions conducted by the Board of Directors, recommends an independent firm or individual (C.P.A.) to conduct an annual audit, and generally advises the officers, directors and membership on fiscal policy for the Association.

The CFO is appointed by the Board of Directors and is accountable to the Executive Director and the Board of Directors.

Support Staff

Any paid staff of the Association will function in accordance with the approved job descriptions for their positions and the directives of the Board of Directors. They are accountable to the Executive Director and serve at the pleasure of the board.

Committees and Committee Chairs

Committees, both standing and ad hoc, function in accordance with their mission or charge as defined by the by-laws, the Board, the Management Committee or the President. They represent the vehicle through which the principles of our profession are integrated into the activities of the Association.

Committee members function under the direction of their Chair and the Chair is accountable to the Board through the President for the accomplishment of the Committee's mission.

Again, this framework is designed to establish a balance and to clearly define roles among the various members of the International Homicide Investigators Association team. As we work together for the common goals of our Association, learning will take place and roles may change. As they do, this manual should be modified or amended to reflect those changes.

•  Organization of the Manual

This manual is organized by functional topic for convenience as a reference document. Consequently, some policies are repeated in more than one section. This repetition is intentional to ensure that the document clearly communicates official policy and roles within each functional description.

1.0 ORGANIZATION AND MEMBERSHIP

The purpose of this section is to delineate the types of organizational structure used within the Association for the benefit and information of the membership.

1.1 Articles of Incorporation

The International Homicide Investigators Association (IHIA) was incorporated in the State of Pennsylvania as a non-profit member association.

1.2 By-laws

The International Homicide Investigators Association is governed by its by-laws duly adopted and periodically amended by the Board of Directors. The current by-laws are attached as Appendix B.

1.3 Tax Status of the Association

The Association maintains a tax exempt status with the Internal Revenue Service of the United States under Section 501(c)(3) of the U.S. Tax Code.

1.4 Affiliation with Other Associations and Organizations

Action by the Board of Directors is required for affiliation with other organizations and associations. Such affiliations must be consistent with the purposes of the Association as described in the By-laws.

1.5 Central and Regional Offices of the Association

The Board of Directors may designate regional and/or a central office(s) for the conduct of its business.

1.6 Membership Categories

The official categories of membership shall be designated in the By-laws. Current membership categories include:

Active Professional Member,

Associate Member

Life Member

1.7 Members Outside of the Country

Membership in the Association is international and members outside of the United States whose dues are duly paid and who otherwise meet the requirements for membership listed in the by-laws, shall receive all rights of membership provided by the Association. Affiliate chapters may be recognized in other countries in accordance with a procedure authorized by the Board of Directors.

2.0 LEGAL ACTIVITIES

With complex and diverse activities on-going within the Association which include contracts, employee relations, advertising and other needs for legal assistance, it is imperative to retain and use competent legal counsel.

2.1 Use of Legal Counsel

All communication with legal counsel must be through either the President or the Executive Director.

2.2 Methods of Retainer for Legal Counsel

Legal counsel is selected by the Board of Directors. The amount of retainer, if any, and the authorized fees shall be set and budgeted annually.

2.3 Presence of Counsel at Board Meetings

Unless otherwise directed or requested by the Board of Directors, legal counsel will attend meetings of the Board.

2.4 Counsel Review of Board Minutes

Legal counsel sha ll review the minutes of the Board and shall notify the President in writing, that such minutes are approved as to form and substance. If such minutes reflect questionable action, the counsel shall notify the President and Executive Director immediately an d recommend corrective action.

3.0 OFFICERS, BOARD AND COMMITTEES

The purpose of this section is to clarify the role and responsibility of elected officers, board members and appointed officers.

3.1 Overview of By-law Requirements

As required in the by-laws, the Board of Directors consists of the Immediate Past President; the President; the 1 st and 2 nd Vice Presidents, the Secretary; the Chief Financial Officer; and those directors elected by the membership or appointed by the Board. The by-laws may designate ex-officio , non-voting members of the Board.

3.2 Number of Consecutive Terms

Terms of Board members shall be limited as specified in the by-laws.

3.3 Frequency of Board Meetings

Board meetings are required at the annual conference and upon the call of the President or the Management Committee. The number and frequency of board meetings shall be as required to effectively conduct the business of the Association.

3.4 Role of Ex-Officio Members of the Board

Ex-Officio members of the Board are non-voting members, and otherwise shall have the full rights and privileges of board members.

3.5 Ex-Officio Members With Vote

(Reserved for future use.)

3.6 Standing Committees

Standing Committees shall be as specified in the By-laws.

3.7 Ad-Hoc Committees

Other committees to may be established by the President as necessary to conduct the business of the Association. An Ad-Hoc committee exists until its mission is accomplished or until the end of the administrative year, whichever comes first. An incoming president may reconstitute the committee.

3.8 Role of Committee Chairs

Committee chairs are charged with the following:

•  Review and development of a clear understanding of the committee's mission based upon:

•  The mission as described in the by-laws; and

•  Tasks assigned by the President or the Board that are consistent with the approved budget and annual plan of work.

b) Responsibility for the accomplishment of the mission.

c) Coordination of committee member activity and coordination with the staff.

d) Submission of interim and final reports of the committee to the Executive Director for distribution to the Board, after approval of the President .

3.9 Communication With President and Executive Director

Committee members should address their communications to their committee chair. Committee chairs shall communicate directly with the President or the Executive Director for logistical arrangements; and shall make both written and oral reports at Board meetings. Under no circumstances should committee chairs pass task assignments made to them on to the President or Executive Director .

3.10 Election Committee Guidelines

The purpose of this section is to describe the procedure for the nomination and election of qualified members for officer and director positions in the Association.

•  The Election Committee shall, in addition to operating within the provisions of the By-laws, solicit nominations through preparation of nomination forms and execution of a promotional campaign for nominations.

•  The nominations with attached resumes are to be returned to the Secretary. The Secretary will verify membership and length of membership, duplicate and distribute the nominations and resumes to the nominating committee chair, if applicable. The Secretary is responsible for notifying nominees of their nomination in writing, the information requirements for publications and the preparation of all relevant information for presentation to the nominating committee to include:

•  Full name;

•  Current occupation;

•  Official title;

•  Business address and telephone;

•  Mailing address if different; and,

•  A brief biographical sketch

•  Number of years as IHIA member

c) General Guidelines

•  Individuals who are not members in good standing as specified in the by-laws at the time of nomination are ineligible to hold office as an officer or director.

•  Election Committee members shall not be considered for office.

•  Only written nominations shall be considered by the committee. Self nominations are acceptable.

•  Individuals nominated for one office may not run for another office.

3.11 Expense Reimbursement

This section describes the expense reimbursement procedures for officers, directors, members and staff.

a. Officers, Board and Committees

•  Unbudgeted expenses under $100.00 are authorized, if sufficient funds are available in an approved budget category for which the expense was incurred.

•  Unbudgeted expenses over $100.00 require prior written approval by the CFO and Executive Director. Requests for reimbursement are handled as in subparagraph 4) below, except that a copy of the written approval must accompany the request.

•  Budgeted expenses require no prior approval, but must be submitted with receipts for approval and payment as outlined in subparagraph 4) below.

•  Requests for reimbursement are to be submitted to the CFO or Executive Director on an approved expense form (with receipts attached) within thirty days of when they were incurred. Transactions shall be included in the Financial Report to the Board of Directors by the CFO.

b. Employee Expense Reimbursement

The Staff expenses with attached receipts are to be submitted to the Treasurer for approval consistent with the annual budget. In addition, the Executive Director shall prepare an estimate of staff expenses and submit annually as a part of the Association budget for Board of Directors approval.

c. Travel Expense Rules for All Travel

•  Air fare will be reimbursed for up to standard coach rates but members, staff and other approved for travel are expected to plan ahead and take advantage of the discount fares that may be available.

•  An authorized travel agency may be designated by the Board of Directors.

•  The Executive Director may authorize staff and consultant travel.

•  The Executive Director may authorize unbudgeted travel for the board members, officers and staff.

•  Expense reimbursement requests for consultant, staff and board member travel are approved by the CFO and Executive Director.

•  The rules for meals, mileage, etc. are to be established annually by the Board of Directors.

•  The per diem rate for reimbursement for officers, directors and other persons traveling on behalf of the Association with prior approval, shall be the basic GSA per diem rate, as amended from time to time. As an alternative to the published GSA per diem rate, the traveler may receive reimbursement in the amount of $39.00 per day as follows: ( Excluding federal grants which follow federal grant rules for travel and per diem)

Breakfast $ 8.00

Lunch $ 11.00

Supper $ 20.00

Members traveling on behalf of the Association, with prior approval, shall be entitled to receive per diem reimbursement for each day member is traveling for the Association. Per diem shall not be paid for any in-kind meal provided to a traveler by the Association, sponsor or airline or their employer or agency. Under certain circumstances, such as location and international travel, the CFO and Executive Director may authorize reimbursement for actual meals and incidental expenses beyond the basic GSA approved rate, provided receipts are submitted with the Expense Report.

•  Travel by private (non-governmental) automobile will be reimbursed at the current IRS or GSA rate, excluding vicinity travel, as amended from time to time, but shall not exceed the cost of a round trip air fare as set forth above.

•  Hotel room charges are reimbursable at the approved rate. No room incidental charges or other expenses charged to a room will be paid by the Association without approval of the CFO or Executive Director.

3.12 Role of the President

The President's role is described in the by-laws. In making appointments within his or her authority, the President is encouraged to take into consideration: affirmative action, geography, government and private sectors, member activity and responsibility, position and size of member organization (of person's employment) so that those appointments reflect the diversity of the Association's membership.

3.13 Role of the Management Committee

The role of the Management Committee is described in the association bylaws. The Management Committee shall govern the Association whenever the Board of Directors is not is session. Management Committee approval is required for any and all financial changes during the budget year. The Management Committee shall provide an annual performance evaluation of the Executive Director and communicate the results to the Board and to the Executive Director in writing, unless there is a fall/winter meeting of the Board of Directors, at which time, the Management Committee shall conduct the Executive Director's performance appraisal and communicate the results to the Board and to the Executive Director during that meeting. The instrument used to evaluate the Executive Director shall provide space for signature of both the President and Executive Director, which will serve to show that the appraisal was delivered and received. Signature of the Executive Director does not constitute agreement with the appraisal.

The Executive Director shall provide a written response to the Management Committee no later than one month after the appraisal is received by the Executive Director .

3.14 Conflict of Interest

Officers, board members, staff and committee members are prohibited from participating in any business of the Association, which would result in a conflict of interest, financial or otherwise.

3.15 Code of Ethics

The purpose of this section is to outline a code of ethics to govern the officers, board members, staff and committee members.

The officers, board, staff and committee members must abide by the IHIA Code of Ethics and shall conduct themselves in a manner to bring credit to the Association. The code is outlined as follows:

•  Must abide by the constitution of the laws of the United States and the state wherein the Association is chartered and the state where he/she lives;

•  Must declare a personal and financial interest in matters before the Board;

•  Must declare nepotism and family interest;

•  Must not engage in discriminatory action based on race, sex, creed, etc.;

•  Must not use their position for personal gain;

•  As an officer/board/staff/committee members officially representing the Association, may not discriminate against an adopted policy of the Association as established in written By-laws, resolutions and Policies and Procedures of the Association;

•  While conducting Association business, must abide by the By-laws, Resolutions, Policies and Procedures of the Association; and,

•  Must act in a manner that brings credit and honor upon the Association.

3.16 Enforcement of Code Ethics

If necessary, enforcement of the Code of Ethics shall be in accordance with Article II, Section 2.12 of the By-laws.

4.0 IHIA OFFICE ORGANIZATION AND MANAGEMENT

The purpose of this section is to set forth policies to guide the operation of the Association's IHIA Office.

4.1 Role of the Executive Director

The Executive Director is accountable to the Board of Directors and shall follow directions, policies, procedures and all other official requirements of the Board. He/she is responsible for the management of daily operations of the IHIA Office; causes written financial accounts to be prepared; and supervises the management of all grants. The Executive Director supervises all editorial policy and is responsible for the full implementation of said policy. He/she shall have the overall responsibility for directing and managing conference planning including business affairs

•  Staff

The Board of Directors hires staff in accordance with the following procedures:

•  prepares a position description and justification with a recommended salary range and associated budget amendments;

•  once the position is approved, the Board of Directors within the constraints of the budget, to hire, fire and set the terms and conditions of employed staff.

•  General Fund Budget

The Board manages the finances of the Association as follows:

•  The Executive Director prepares, with the assistance of the CFO, an Annual Budget and Annual Business Plan and submits both to the Board through the Management Committee at its Fall/Winter meeting of the Board for approval;

•  He/she may reallocate dollars within a functional or program category (i.e. travel, office equipment, etc.) with prior approval of Management Committee;

•  Requests for changes or shifting of funds between functional or program categories must be presented with justification to the Management Committee action; and,

•  Changes between categories approved by the Management Committee shall be communicated in writing to the Executive Director and CFO.

•  Grants and Grant Management

The Executive Director supervises the management of grants and awards to the Association as follows:

•  grant submission and acceptance must be approved by Management Committee;

•  the Executive Director submits a concept paper for Management Committee approval;

•  if approved, the Executive Director prepares a detailed application;

•  if the grant is awarded, modified or amended, final contracts go through the President to the Management Committee/Board for acceptance and approval ; , after review by legal counsel .

•  if approved, the grant is signed by the President; and,

•  the Management Committee should communicate all approvals in writing to the Board.

4.2 Liaison with Other Associations and Organizations

The President and / or the Executive Director are the primary point of contact with communication with the staff or representatives of other associations for conducting business or carrying out previously approved policy decisions of the Board. The President and/or the Executive Director may also conduct preliminary discussions with or develop proposals with other public or private organizations for submission for approval by the Management Committee/Board.

4.3 Annual Business Plan

An Annual Business Plan shall be prepared by the Executive Director and submitted with the Annual Budget for approval by the Management Committee and the Board. The plan shall include a list of recommended goals and objectives; a description of all items and services offered by the Association; and, a description of all revenue sources and the disposition of the funds.

4.4 Insurance Requirements

The Executive Director shall include in the budget and Annual Business Plan provision for adequate insurance coverage to protect the Association.

4.5 Records Retention and Destruction

The minutes of the Board and Management Committee are kept permanently. Financial records are retained for at least seven years. Other records are kept in accordance with a retention program to be incorporated in the IHIA Office Policy and Procedures manual.

4.6 Property Inventory and Disposition

All property of the Association shall be inventoried, marked as to ownership and updated annually. A copy of this inventory showing depreciation will be approved by the Treasurer and maintained as part of the financial records of the Association. Property disposal shall be in a manner authorized by the Board.

4.7 Management Reports

The Executive Director is res ponsible for preparation and dissemination of three major reports regarding the management and business of the Association:

•  The semi-annual report shall include updates on the activities of the staff, committees, grants and educational programs. Conference plans and arrangements will also be included in this report to the Board.

•  The Quarterly Financial Report for each of the following accounts: General Fund, Conference Account, Grant Accounts, and other special accounts will be received by the Management Committee. Each will provide a Balance Sheet of assets and liabilities, monthly and year-to-date Income/Expense statements. A cash disbursement ledger illustrating monthly transactions will go to the CFO only.

•  The Annual Report to the Membership will be presented at the Annual Business Meeting and published in the association website immediately following the Annual Conference. It shall include but not be limited to:

•  a summary of major accomplishments during the previous year;

•  new resolutions, by-laws, policies, etc.;

•  new projects or programs;

•  new services or benefits; and,

•  income/expense summary for fiscal year

4.8 Media and Press Relations

The President is the official spokesperson for the Association. The Executive Director may issue press releases, respond to media inquiries, organize media events, make public appearances in conjunction with Association conferences or other events. The President or the Executive Director may represent the Association at official events of other professional associations.

4.9 Candidate Support by the Association Prohibited.

Official endorsement or support of any candidate for public office is expressly prohibited. Such support would place the Association's tax exempt status in jeopardy.

4.10 Operation of Exhibits on Behalf of the Association

The Executive Director and staff are authorized to operate exhibits at conferences and events of other associations provided that they are described in the Annual Business Plan and funded in the Annual Budget.

The Board of Directors may approve a daily fee to be paid to exhibit staff where no volunteers are available.

5.0 FINANCE

The purpose of this section is to define the role of different positions within the Association for financial accountability, and for the management of all aspects of finances within the Association including, but not limited to: income, expenditures, records and budgets.

5.1 Annual Budget

The Chief Financial Officer (CFO) shall prepare the Annual Business Plan and the Annual Budget, which shall include all identifiable revenue and expenditure sources including grants (although grants may be separately managed). After a review and approval of the budget, the Management Committee shall submit it to the Board of Directors for review and adoption.

5.2 Role of Treasurer (Chief Financial Officer)

The Treasurer is the Chief Financial Officer for the Association and is expected to monitor and oversee the financial operations and records of the central office on behalf of the Board, the Management Committee and the membership. He/she shall:

•  assist the Executive Director with the preparation of the Annual Budget;

•  review monthly financial reports and monthly cash disbursement statements to ensure compliance with the Association by-laws and Policies and Procedures;

•  approve in writing all checks, approved grant expenditure or contractual payment obligations; and,

•  advise the President, the Management Committee, Executive Director and the Board on all fiscal matters of the Association.

5.3 Dues and Assessments

Dues and Assessments are proposed by the Board of Directors as part of the Budget and Annual Business Plan and therefore require approval by the Board. Any local, state or federal agency that has paid the annual dues or assessments for its employees may request the transfer of unused membership dues from one or more members to new members of the agency, if required by an agency policy.

5.4 Investment of Association Funds

The investment policy is recommended by the Management Committee through the Treasurer. It is presented to the Board after Management Committee approval. The Board of Directors shall annually review a list of approved investment policies. No funds may be invested in any method that may have direct financial impact on the officers or staff.

5.5 Official Fiscal Year

The fiscal year is July 1st through June 30th.

5.6 Method of Accounting

IHIA uses the cash method of accounting.

5.7 Financial Records

The accounts of the International Homicide Investigators Association will be kept according to generally accepted accounting principles.

5.8 Annual Audit of Financial Records

There shall be an annual audit conducted by an outside Certified Public Accountant (CPA). The Management Committee, with the advice of the CFO, shall recommend to the Board of Directors approval of a specific auditor (CPA) for the following year.

5.9 IRS and Grantor Audits

Records and books shall be maintained according to Internal Revenue Service and grantor agency requirements. Full cooperation and assistance shall be rendered by all officers, directors and staff during any audit.

5.10 Audit Exceptions and Corrective Action

The CFO shall report to the Board any exceptions to the audit and any recommendations that were contained in the Management Letter and his/her responses to such comments along with appropriate plans for any corrective action required.

5.11 Selection of Vendors and Subcontractors

The selection of vendors and subcontractors shall be fair, impartial and balanced between price and quality.

5.12 Conflict of Interest

No officer may vote on any action that may have a financial impact upon the officer or his or her immediate family (see Sections 3.14 and 3.15 above).

•  Co-mingling of Funds

Grant or contract funds received for the support of a specific program or purpose shall be used only for those designated purposes and may not be used to offset expenses of any other activity or program. To the extent required by a federal grant or on recommendation by the Association CPA funds for each such grant or contract in excess of $25,000.00 shall be deposited and maintained in separate bank accounts and all transactions, regardless of grant size, shall be recorded separately in the financial records of the Association. This does not necessarily mean that grants or contracts may not have a line item for overhead.

5.14 Gifts, Donations and Sponsorships

All gifts to the Association, donations and sponsorships shall be made public unless a request for anonymity is approved by the President. All goods and services of material value (meals, drinks, etc.) of more than $50 cumulative (per person) within a 30 day period to board members, officers or staff shall be reported in writing within 30 days to the Management Committee. This reporting requirement does not apply to sponsored events at the Annual Conference.

6.0 ANNUAL BUSINESS PLAN

This section establishes the requirement for an Annual Business Plan.

6.1 Responsibility of Planning and Budget Committee

Until such time as a Planning and Budget Committee is appointed, the Chief Financial Officer and the Executive Director shall submit an Annual Budget and Business Plan as part of the budget approval process.

6.2 Content of the Plan

The plan will have separate descriptions of each project, program, product or service to match the program budget.

6.3 Rational and Justifications

The plan will include recommended goals and objectives for the coming year and describe the assumptions underlying the proposed activity. The rational will vary depending on the product, program, good or service but should be sufficient to make clear to the reviewing bodies, the Management Committee and the Board, the value of the program, its costs and benefits, and should provide evidence that the decision was developed through a systematic analysis.

7.0 TRAINING PROGRAMS AND CERTIFICATION

This section sets forth the requirements for the development of an Annual Training Plan for the presentation of training programs in addition to those provided as part of the Annual Conference.

7.1 Responsibility of Training Coordinator

The Board may designate a Training Coordinator who shall develop an Annual Training Plan and submit it to the Board for approval at its mid-year meeting.

7.2 Coordination with Executive Director

The Training Coordinator will work with the Executive Director to develop criteria used to select the providers of training programs and authors of materials.

7.3 Criteria for Selection of Trainers

The selection of trainers will be based upon the quality of both the content of the material and the presentation skills of the individual.

7.4 Method of Delivery

Training programs may be provided in various areas of the country in order to encourage attendance by Association members on a regional basis.

7.5 Trainers Agreements

Before commencing travel to any training course, the designated trainer shall sign the approved Training Agreement, unless teaching while on full duty status with his/her agency.

7.6 Trainer's Fee

Trainers may be compensated for full day of teaching, so long as trainer is not on-duty with his/her agency if funded by a grant or approved by the Board of Directors.

7.7 Training Rules and Regulations

The Executive Director and Training Coordi nator shall promulgate rules and regulations regarding training programs, instructors and other matters related to the conduct of IHIA training.

8.0 PUBLICATIONS

This section sets forth the Association's official policy regarding publications and advertising if and to the extent that the Association develops an official journal.

8.1 Official Publications

The official publications of the International Homicide Investigators Association, if any, shall be designated in the Annual Business Plan of the Association.

8.2 Advertising Policy

Advertising shall be sold in accordance with the Annual Business Plan at established fees and rates recommended by the Editor and approved by the Board of Directors through the budget process. Advertisers purchase space for their message; no other consideration including guaranteed provision of preferential consideration for professional articles or other special treatment is allowed.

8.3 Use of Advertising Sales Representatives

The Annual Business Plan may call for the use of outside advertising sales representatives.

8.4 Role of the Editor

The Editor is selected by the Board in accordance with approved hiring practices. The Editor is responsible for the following:

•  He/she shall review proposed publication content for consistency with the purposes of the Association and official policy. If there is no official policy, the Editor may solicit articles and guest editorials to introduce topics for discussion and debate.

•  Editorial comments should reflect official policy of the Association at all times. The Editor should encourage minority and divergent views through “Letters to the Editor” and guest editorials.

•  He/she shall review minority or divergent views submitted and select representative letters or articles (guest editorials) for publication.

•  The Executive Director shall review and approve all materials published by the Association.

8.5 Editorial Policy

Publications of the Association are communication tools designed to reflect the purpose and goals of the Association.

Vendors may be invited to address general issues but may not describe, promote or introduce specific products or services under the guise of editorial content. Acceptance of articles authored by vendors shall be solely on the basis of their professional content and their value to the reader.

The President and Executive Director are responsible for maintaining adherence to Editorial Policy.

8.6 Review of Articles and Publications

The Board may create a panel of reviewers with specific areas of technical or professional expertise to evaluate articles prior to acceptance for publication.

9.0 ANNUAL CONFERENCE AND MEETINGS

This section sets forth the policies and roles of various individuals and committees as they relate to the planning and implementation of the Annual Conference.

9.1 Role of the Executive Director and IHIA Office

The Executive Director is responsible for all business matters relating to the planning and implementation of the Annual Conference. Specifically, he/she is responsible for:

•  recruiting exhibitors and sponsors within the guidelines set by the Board of Directors;

•  assigning exhibitors to specific booth space on a first come, first serve basis (previous year's exhibitors may be given advance notice);

•  determining layout of booth space with hotel or convention center;

•  collecting monies from exhibitors and sponsors;

•  distributing and receiving exhibitors' contracts;

•  recommending fees as part of the budget;

•  advertising the conference by developing and printing flyers, brochures, and by articles in the Association's publications;

•  collecting conference registrations and fees;

•  maintaining separate accounts for the conference;

•  making arrangements for training equipment and support as recommended by the Conference Planning Committee;

•  producing and publishing follow-up of conference training tapes, papers, etc.;

•  collecting fees as set forth in the Annual Business Plan;

•  managing manpower needs on site;

•  developing Business Meeting agendas; and,

•  negotiating and executing all contracts for hotels and all other conference related goods and services, to assure compliance with the Annual Business Plan and Budget.

9.2 Role of the Host Committee

The host committee is responsible to:

•  provide local site support;

•  recruit conference attendance;

•  operate tours, tournaments and facilities;

•  provide local transportation;

•  select local dignitaries as guests for special functions;

•  arrange for conference security;

•  staff workshops and other special events;

•  assist in obtaining local media coverage;

•  staff conference headquarters in cooperation with IHIA staff;

•  act as liaison between local entities and the Association;

•  recruit local sponsors;

•  assist in special requests;

•  assist in the preparation or duplication of conference materials on site;

•  provide necessary support staff to work at the conference;

•  assist IHIA staff in generating contributions; and,

•  submit all conference related contracts and agreements through legal counsel to the Executive Director for execution.

9.3 Role of the Vice Presidents

The Vice Presidents of the Association may be directed by the Board to oversee specific functions of the Association and to report their findings and conclusions to the Executive Director, Management Committee and the Board.

9.4 Role of the Conference Planning Committee

The Conference Planning Committee shall, within the limits of the Budget and the Annual Business Plan:

•  adopt a conference theme;

•  select program topics;

•  select and recruit speakers;

•  coordinate the development and submission of lesson plans; and

•  develop a conference program agenda, subject to the approval of the Management Committee /Board.

9.5 Role of the Exhibitor Committee

The Exhibitor Committee shall consist of representatives, from companies sponsoring events and/or exhibiting at the previous year's conference. This committee may make recommendations to the Conference Planning Committee and Executive Director for improvements, vendor relations, special events, etc.

9.6 Advance Selection of Sites

Sites may be selected as far in advance of the conference dates as may be necessary to assure adequate accommodations.

9.7 Decision for Site Selection

The site selection for the Annual Conference and Business Meeting will be the responsibility of the Board of Directors. The site selection will be based on the following considerations:

•  consistency with the Association's purpose and by-laws;

•  a spacious, convenient and attractive setting which supports training, exhibits, annual business meeting, registration, special events and member accommodations;

•  costs to the membership for conference accommodations, registrations and events shall be reasonable so as to encourage attendance and participation;

•  the availability of local support;

•  other site attractions that encourage attendance; and,

•  proximity to major transportation centers to minimize travel costs to attendees.

9.8 Authority to Negotiate Contracts and Agreements

The Executive Director is empowered to negotiate and execute contracts and agreements in accordance with the Annual Bu dget and Annual Business Plan. Contractual activity not authorized in the Business Plan shall be submitted to the Management Committee for approval prior to execution by the President. All contracts will be submitted to legal counsel for legal form and suf ficiency approval.

9.9 Type of Agreement With Hotel

Hotel and convention space contracts must be in writing and approved as to form by the Association's legal counsel.

9.10 Travel for Site Selection

The Management Committee may travel or send represe ntatives to sites under serious consideration to host an annual conference. The Association will reimburse the Management Committee members, President and designated staff for approved travel costs. If costs are paid by the host site or hotel, they must be declared along with all other amenities provided when presenting recommendations to the Board of Directors.

9.11 Allocation of Amenities Associated With Hotel Agreement

All amenities will be made known to the Management Committee/Board and included in the written contract. Complimentary rooms will be allocated according to the following priorities:

•  to offset conference expenses of the Association and its staff;

•  a complimentary suite will be provided for the President; and,

•  a suite for use by officers, board, and staff to conduct business of the Association and to host events.

All other complimentary rooms shall be assigned by the President and Executive Director as a courtesy to officers, board members, past presidents, honored guests, etc.

All amenities, financial or otherwise, must be used for the overall benefit of the Association and its collective membership. No special agreements or amenities may be independently negotiated by others (officers, Board or staff members, etc.) Individual gifts or amenities not covered by these guidelines are expressly prohibited.

9.12 Use of Travel Agents and Commissions

The IHIA office deals directly with airlines/hotels to arrange special conference fares. Commissions or complementary flights, if any, go to the benefit of the Association.

9.13 Special Travel Arrangements by Airlines

Free travel shall be used only for business of the Association in the following priority:

•  staff travel to conference;

•  staff/officer travel in support of conference preparation and site selection;

•  other staff business during the year with the approval of the Executive Director; and,

•  officer business during the year with Management Committee approval.

9.14 Allocation of Exhibit Space and Sponsored Events

Exhibit space and sponsorships shall be allocated on a first come, first serve basis in accordance with receipts of reservations and deposits at the IHIA Office.

•  Previous exhibitors and sponsors should receive an opportunity for advance reservations (before general advertising) at or before the Annual Conference for space/sponsorship the following year.

•  Sponsors of specific events, awards, etc. shall be offered the same, but may not be guaranteed exclusivity.

•  Special amenities for individual officers or staff are expressly prohibited in order to guarantee preferential treatment.

•  All fees associated with booths, advertising, sponsorships, etc. shall be described in the Annual Business Plan.

•  The President and Executive Director may arrange to waive fees for exhibit space for other associations in the field on a quid pro quo basis.

9.15 Role of Exhibitors

Donations or fees are accepted in exchange for specific space, booths, events, advertising, etc. as defined by the Annual Business Plan and are considered paid advertising by the vendor.

•  The size of the donation may not be the basis for preferential treatment (i.e., speakers slot on program, articles in publication, etc.); however,

•  Sponsors may be acknowledged at the sponsored event and be allowed to speak briefly.

The President shall assemble an exhibitors/sponsors committee from volunteers at each annual conference to critique the conference from the vendors' point of view and recommend improvements for future conferences (See Section 9.4 above).

9.16 Annual Conference Fees

It shall be the responsibility of the Management Committee to recommend to the Board of Directors fees for the Annual Conference as part of the Annual Business Plan and Budget based on the following criteria:

•  to offset the expenses of the conference:

•  to provide income for operational expenses of the Association; and,

•  costs are reasonable to encourage attendance and participation.

9.17 Conference Budget and Accounts

It is the responsibility of the Conference Planning Committee Chairman, in concert with the Executive Director to develop, plan, prepare and recommend a conference budget to the Board of Directors as part of the Annual Business Plan and Budget process. He/she shall account for all expenses of the conference and provide for a profit for the Associ ation. All conference participants will adhere to the approved budget. Expenses or charges not covered will be submitted to the Management Committee for approval before agreements are made or action is taken.

9.18 Reporting Requirements

At the close of the conference, there shall be a detailed Summary Report and a Conference Closeout Report by the Executive Director with recommendations for future conferences. Both reports shall be submitted at the fall Board meeting.

9.19 Program and Conference Evaluations

Overall evaluation of the conference is the responsibility of the Executive Director. He/she shall oversee, coordinate with others, and direct the planning and resources needed to evaluate the conference and program. The 1st Vice President, as Chai r of the Conference Planning Committee, will arrange for the evaluation of training presented at the conference.

The Executive Director will collect all evaluative data and prepare a Conference Closeout Report to the Board of Directors including feedback from the Exhibitor Committee.

9.20 Financial Reconciliation and Closeout

The Executive Director, working with the CFO, shall develop, plan and carry out methods by which all conference monies, both expenses and income, are documented and accountable. The CFO may assign a bookkeeper to reconcile and closeout the conference records. The final accounting will include all financial transactions as well as all amenities ($50 value or more) afforded the Association and will be reported to the Board of Directors at the next board meeting after the conference has concluded.

10.0 GOVERNMENT AFFAIRS

This section sets forth the Association's policies regarding participation in governmental affairs and political action.

10.1 Responsibility for Government Affairs Activities

Responsibility shall rest with the President who shall receive policy guidance from the Board of Directors.

10.2 Government Affairs Activities Guided by Policy and Resolutions

Participation in government affairs is to be guided by the policies, purposes and resolutions of the Association.

10.3 Lobbying Activities

Lobby activity is to be conducted in accordance with the by-laws and to an extent that will not jeopardize the tax exempt status of the Association.

10.4 Registration as Lobbyists

IHIA will comply with all rules pertaining to registration of lobbyists.

10.5 Monitoring Legislation

The Executive Director will monitor federal legislation activity and the IHIA office will be a clearinghouse for state legislative information sup plied by members and state chapters. Regular reports shall be given to the Management Committee of the Association.

10.6 Appearance Before Legislative Committees and Bodies

The selection of individuals to make appearances before legislative bodies will be made by the President.

11.0 MAINTENANCE, REVIEW & AMENDMENTS OF THE MANUAL

This manual should serve as a tool for conducting the Association's business in a professional, efficient and orderly manner. Its purpose is to facilitate operations in a fair, equitable way for the benefit of all Association members. It should not be ignored. If it is a hindrance or becomes outdated, it should be amended.

11.1 Responsibility for Manual Maintenance

The maintenance of this manual shall rest with the Executive Director of the Association. All officers and board members shall have a current copy. Other copies may be distributed at the discretion of the Board of Directors. All changes made during the year shall be published and distributed to current users as the changes are approved by the Board.

11.2 Annual Review by Management Committee

The Management Committee shall be responsible for an annual review of the manual. The Management Committee may designate some other body within the Association to review and report its recommendations for changes to the Board.

11.3 Amendment Procedures

Recommended changes to the manual shall be made in writing to the President and Executive Director for review and submission to the Board of Directors.

© P.J. Marino 2003/Revised 1-24-04/Revised 8-2-05/ Sec. 3.11c(6)(a)7(b) revised 9-15-07/ Revised 8-23-08/ PJM