### DISTRICT EXPORT COUNCIL 

### POLICIES & PROCEDURES

###### MANUAL

Office of the Deputy Assistant Secretary

Office of Domestic Operations

U.S. and Foreign Commercial Service

International Trade Administration

U.S. DEPARTMENT OF COMMERCE

Spring 2005

# PREFACE

The District Export Council (DEC) Handbook provides policy and operating
guidelines for the network of DECs of the U.S. Department of Commerce
across the United States.

## TABLE OF CONTENTS

**[Section]{.underline}**

**I. DISTRICT EXPORT COUNCILS**

**II. MISSION**

**IV. MEMBERSHIP**

**III. ORGANIZATIONAL STRUCTURE**

**V. STRATEGIC PLAN**

**VI. ACTIVITIES**

**VII. FINANCIAL MANAGEMENT PROCEDURES**

**VIII. LEGAL ISSUES**

**IX. U.S. COMMERCIAL SERVICE STRUCTURE AND ROLE**

**X. APPENDICES**

### I. PURPOSE AND HISTORY OF DISTRICT EXPORT COUNCILS

**Purpose**

District Export Councils (DECs) are organizations of leaders from the
local business community, appointed by successive Secretaries of
Commerce, whose knowledge of international business provides a source of
professional advice for local firms.

For 30 years, DECs have served the United States by assisting companies
in their local communities export, thus promoting our country's economic
growth and creating new and higher-paying jobs for their communities.
Closely affiliated with the Commerce Department's U.S. Export Assistance
Centers, the 58 DECs combine the energies of nearly 1,500 exporters and
export service providers who support the U.S. Government's export
promotion efforts throughout the country.

DECs volunteer their time to sponsor and participate in numerous trade
promotion activities. They also supply specialized expertise to small
and medium‑sized businesses that are interested in exporting. Each DEC's
Executive Committee works with the membership to create an annual
strategic plan that involves all members in mission fulfillment.

## History of District Export Councils

**1960:** President Eisenhower asked the Secretary of Commerce to enlist
the efforts of the U.S. business community in enlarging export
opportunities for American firms. Responding to this challenge, the
National Export Expansion Council was formed.

**1973:** To implement National Council recommendations, and to
stimulate greater business participation in the national export effort,
President Nixon directed the Secretary of Commerce to establish District
Export Councils (DECs) throughout the United States.

**1974:** under the authority of the Department of Commerce, the
Secretary of Commerce established regional DECs. Approximately 1,000
business and trade experts were appointed to serve on the newly formed
DECs.

**1976:** The national DEC conference was held in Cleveland. At the
conference, the National Steering Committee was established to
facilitate communication between individual DECs and the Department of
Commerce, with members chosen by region.

## Present

DECs continue to fulfill their mission as organizations of local
community leaders from business, government, and universities whose
knowledge of international business provides a source of professional
advice to companies seeking to expand international sales. The current
network of DECs includes over 1500 volunteers who support the mission of
the International Trade Administration's U.S. Commercial Service. Export
Assistance Centers.

DECs play a major role in the planning and coordination of export
activities for their communities. As a lead organization serving the
international business community, DECs have the capacity to facilitate
development of an effective export assistance network and can assist in
coordinating the activities of trade assistance partners to leverage
available resources. DECs serve as a communication link between the
business community and the US&FCS, and support the export expansion
activities of the U.S. Department of Commerce in a variety of ways
within their communities. Section VI, Activities, describes the
activities that are available to DECs.

### II. MISSION

The DECs encourage and support exports that strengthen individual
companies, stimulate U.S. economic growth, and create jobs. Export
expansion activities are accomplished by working with the U.S. Export
Assistance Centers to provide opportunities to promote greater export
activity at the local level while developing a trade assistance network.

The mission of the District Export Council is supported through
activities, which may include:

-   Counseling of local businesses;

-   Identifying export financing sources for businesses;

-   Creating greater export awareness in the business community locally;

-   Identifying issues that affect export trade and implementation of
    constructive suggestions for improvement, which are then
    communicated to appropriate bodies for action;

-   Supporting programs and services of the U.S. Export Assistance
    Centers;

-   Building local export assistance partnerships with other
    organizations; and

-   Promoting international education at the community level.

To accomplish these objectives, the DECs support their mission using
funds that are generated through DEC fundraising activities, without any
government appropriations. DECs may not raise funds for profit or
represent the U.S. Government.

#  

# III. ORGANIZATIONAL STRUCTURE

**National DEC Organization**

Members of the DEC National Steering Committee are chosen on a regional
basis during meetings by region of DEC chairs and/or vice chairs at the
National DEC Conference. Ten members each represent the Eastern and
Western regions. Meetings are held as needed to facilitate the Steering
Committee's mission of facilitating communication among DECs, and
between DECs and the U.S. Department of Commerce.

## National DEC Conferences 

National DEC conferences are held annually. These meetings allow for
communication among DEC members, and include participation by
appropriate government officials and other individuals whose
contributions will support the theme of the meeting. The National
Conferences are designed to bring together the diversity of the
individual DEC members, U.S. Government officials and other appropriate
entities in order to share information and reinforce the mission of the
DEC organization.

## 

Each DEC must be represented at the National Conference by an official
member of the DEC. Executive Secretaries shall attend the National
Conferences, in support of the members of their respective DECs.

## 

## Other meetings of DEC Chairs occur as needed on both a regional and national level.

## Leadership

Each DEC is responsible for electing their leadership and Executive
Committee. The Executive Committee consists of the Chair, Vice Chair,
Treasurer, and Executive Secretary. The Executive Secretary is the local
USEAC Director.[^1] Nominations for the Chair and Vice Chair positions
can also be made by the Executive Secretary.

Each DEC's Executive Committee is responsible for establishing (with the
participation of other DEC members) local policy, plans, and program
activities. The Executive Committee provides leadership toward the
council\'s objectives and concurs on membership recommendations.

## Committees

Each DEC shall establish a plan of programs and initiatives, as detailed
in Section V. In order to most effectively implement such programs and
initiatives, DECs may form committees or teams. Committees or Teams may
be established on a permanent or ad hoc basis to address local needs.

Committee Chairs or Team Leaders shall be selected from the membership
and serve for terms established by the DEC. A committee appointment
cannot exceed the member\'s appointment to the DEC.

## 

## Meetings

Each DEC should hold a minimum of two meetings of the general membership
annually. Meeting dates and locations should be determined in accordance
with the rules of governance of each DEC and should be communicated to
the membership at least 30 days in advance of the meeting.

DECs are encouraged to include guests, including prospective members,
after consultation with the Executive Secretary and the DEC Chair.
General session DEC meetings should be open meetings, but executive
sessions of DEC members must be closed and private.

Members should not designate alternates to officially represent them at
meetings without prior approval of the Executive Secretary and the DEC
Chair. Alternates will not able to vote by proxy for the appointed DEC
member.

**Cooperative Agreements**

DECs should seek guidance from the Department of Commerce when
considering any legal agreements or memoranda of understanding with
individuals or organizations, in addition to guidance from any other
legal counsel that may represent the DEC.

## Interns

DECs may sponsor interns to work in conjunction with the U.S. Commercial
Service. DEC interns may be situated in USEAC offices and may perform
work for the USEAC in the course of their activities. Certain procedures
should be followed when locating DEC interns in USEACs, and DECs should
consult with the Executive Secretary to determine what procedures need
to be followed.

Three steps are necessary for locating a DEC-sponsored intern at a
US&FCS domestic office in addition to fulfilling the Department\'s
personnel processing requirements.

[First]{.underline} is the submission of a letter of commitment on DEC
letterhead from the DEC Chair or Vice Chair to the Executive Secretary.
This letter of commitment should state the duties of the intern, length
of internship, and amount of compensation (if any) from the DEC.

[Second]{.underline} is a signed waiver of compensation by the
prospective DEC intern. This waiver protects the Department from
liability. The waiver must be signed even if the intern is compensated.

[Third]{.underline} is the completion of a CD-210 (Record of Gift or
Bequest) by the US&FCS domestic office director. The CD-210 will be sent
with the letter of commitment and waiver of compensation to the Public
and Private Programs office (through the appropriate regional director)
for processing. The package is then submitted to the Deputy Assistant
Secretary for Domestic Operations for approval. Once approved, US&FCS
has the authority to accept the work of the DEC intern as a gift.

### IV. MEMBERSHIP

## Qualifications

Appointment to a DEC recognizes individuals as part of a select corps of
trade experts dedicated to providing international trade leadership and
guidance to their local business community and counsel to the U.S.
Department of Commerce on export development issues. DEC members are
recognized for their knowledge, judgment, and ability to influence the
environment for exporting in their respective regions. In addition, DEC
members are uniquely positioned to influence the global competitiveness
of U.S. businesses through their combined efforts in the national
network of DECs.

DEC members are appointed to high visibility positions, and their
activities reflect on the Secretary and Department of Commerce. A
candidate\'s background and character are pertinent to determining
suitability and eligibility for DEC membership. Since DEC appointments
are made by the Secretary of Commerce, the U.S. Department of Commerce
must make a suitability determination for all DEC nominees to be
appointed.

## Composition and Size

The membership of each DEC has a targeted membership of 30, although
exceptions may be considered upon request. Membership is targeted to
include representation by manufacturers and other exporting industry
sectors, as well as companies and organizations, which support exporters
and representatives of local and state government as well as trade
organizations. Membership should reflect the local community.

DECs do not assess membership dues as a condition for participation or
as a means for raising funds.

## Terms

Members are appointed to staggered, four-year terms. Every two years,
each DEC opens approximately half of its membership positions for
appointment in order to maintain continuity within the organization. In
the interim period, DECs may also include associate members. Associate
members are not appointed by the Secretary of Commerce until a new
membership term opens, but can participate on a limited basis within the
DEC, pending a formal appointment.

Each DEC may also include Ex-Officio or Associate members who represent
organizations that support the DEC mission. Ex-Officio or Associate
members serve as representatives of their respective organizations,
without personal appointment by the Secretary of Commerce. The tenure of
Ex-Officio or Associate members is at the discretion of the DEC, with
approval of the Executive Secretary.

DEC terms begin January 1 of the first year of the term, and terminate
December 31 of the last year of the term.

## Nominations

Nominations of individuals believed to be suitable candidates for DEC
membership should be forwarded to their respective DEC's Executive
Secretary for consideration. The DEC leadership will evaluate all
candidates to determine their interest, commitment and qualifications.
Both the DEC Executive Secretary and the DEC Chair shall approve all
nominees.

Nominations for an upcoming term will be open from July 1 until
September 30 of the preceding year, during which time an announcement
will be made in the Federal Register informing the public of the open
nomination season. By September 30, final nomination packages must be
submitted to U.S. Commercial Service headquarters by the respective DEC
Executive Secretary. The internal vetting process and creation of the
membership certificates will then be completed by the beginning of the
term on January 1.

Nominations for new DEC members are submitted to U.S. Department of
Commerce headquarters by each DEC Executive Secretary. Nomination
submissions must include a District Export Council Nomination Form,
Confidential Suitability Determination Statement signed by the nominee,
justification for nomination, and a Membership Summary for the DEC.

Nominees then go through an extensive vetting process within the
Department of Commerce pending approval for appointment by the Secretary
of Commerce. The U.S. Department of Commerce must make a suitability
determination for all DEC member candidates to be appointed by the
Secretary of Commerce. Nominees will be contacted by the DEC\'s
executive secretary and asked to complete a Confidential Suitability
Determination Statement. Appointment to the DEC cannot be made until the
statement is completed and returned.[^2]

## Transfer, Resignation, and Termination

DEC members are appointed based on their position, affiliation or focus
of work. A member who experiences a change in status, which may possibly
affect his/her continued eligibility as a DEC member, should consult
with the DEC Chair and the Executive Secretary about continued
membership on the DEC.

Any member wishes to resign from the DEC must submit a letter of
resignation to the Secretary of Commerce through his/her Executive
Secretary and the Deputy Assistant Secretary for Domestic Operations,
with a copy sent to the DEC Chair. Any member who relocates to an area
under the jurisdiction of a different DEC, must resign from his/her
current DEC. If the member desires to retain DEC membership, he/she must
inform the Chair and Executive Secretary of his/her original DEC. The
DEC Chair and Executive Secretary will contact the new DEC regarding the
member's status. The decision to accept the member into the new DEC will
be made by the Chair and Executive Secretary of the DEC receiving the
new member. Both Executive Secretaries must then update the DEC database
to reflect the membership status, and submit the transferal of the
membership to the Deputy Assistant Secretary of Domestic Operations.

Any member who wishes to resign from the DEC must submit a letter of
resignation to the Secretary of Commerce through the DEC's Executive
Secretary and Domestic Operations Deputy Assistant Secretary, with a
copy sent to the DEC Chair.

The Secretary of Commerce appoints DEC members for a specific term; and
they serve at the pleasure of the Secretary of Commerce. The Secretary
may terminate membership at any time. Membership may also be terminated
due to inactivity upon recommendation of the DEC.

# V. STRATEGIC PLAN

Key to the success of each DEC program is its strategic plan. The annual
plan provides an outline of the goals and activities to be accomplished
in the coming fiscal year (October 1 - September 30). DEC Executive
Secretaries assist their respective DECs in determining the strategic
plan.

DECs are encouraged to identify strategies that contribute to the local
export assistance infrastructure. As a strategy statement, the annual
plan should focus DEC energies and resources on achieving specific
objectives.

The DEC Chair and DEC Executive Secretary are jointly responsible for
the development of a realistic plan and its communication to DEC members
and other members of the community as appropriate. The annual plan
should be signed by both the DEC Chair and the Executive Secretary and
submitted as part of the USEAC Strategic Marketing Plan.

## Outline of Strategic Plan

The plan should begin with a clear, concise mission statement followed
by a list of objectives and activities stated briefly in one or two
sentences. The activities listed below reflect the mission of the DECs
and should be considered in developing the annual plan.

The annual plan should include committee information (listing committee
name, Chair(s), duties, responsibilities, and membership), and financial
information (budget projections and annual accounting statement).

Where other local trade assistance organizations are already
implementing recommended activities, the plan may outline a strategy for
shared responsibilities or a division of labor to avoid unnecessary
duplication.

Examples of DEC annual plans can be found in Appendix A.

# VI. DEC ACTIVITIES

## Primary Activities

In order to fulfill their mission, DECs regularly engage in a variety of
activities designed to educate and assist their local community
regarding export opportunities and benefits. Certain activities are
integral to a viable DEC export development program, including the
establishment of the organizational structure and membership roster,
educational programs and counseling and referral services. The main
activities in which most DECs engage fall into 5 categories:

# Business Assistance

# Community Outreach (CS and Trade Issues)

# Academic Outreach (School/University)

# Developing the USEAC

# Regional/National Activities

### Business Assistance

DECs interact directly with their local business community in order to
help small and medium-sized businesses promote their goods and services
abroad. They regularly engage in a variety of business assistance
activities such as referring new client contacts to USEACs, identifying
potential export-ready clients to USEACs, create how-to-export
presentations and seminars, and mentor local businesses on export
promotion and the services available at their USEAC. A list of common
business assistance activities follows:

-   Collect export success stories for USEAC

-   Mentor companies on joint visits with USEAC

-   Support USEAC trade events

-   Speak at or sponsor trade events such as seminars, roundtables,
    discussion forums, briefings, videoconferences, World Trade Week
    activities, reverse trade missions, matchmaking or one-on-one
    appointments

-   Provide hospitality receptions for special events such as visiting
    dignitaries, foreign buyers and Commercial Officers

-   Sponsor trade-show booths and/or exhibits

-   Sponsor or support programs for trade shows, trade missions, etc.

-   Promote and recruit CS programs, services, and events

-   Sponsor and/or nominate companies for various awards, such as the
    Director General's Export Achievement Award, the President's
    E-Award, and the DEC Exporter of the Year Award.

-   Create and maintain local trade event calendars

-   Create trade organization and export assistance directories

-   Sponsor business surveys and outreach meetings

-   Issue papers and publications on exporting issues

-   Create how-to-export presentations

## Community Outreach 

DECs perform a vital role for the Commercial Service by reaching out to
the local community on behalf of the Commercial Service. Local media,
elected officials, and business organizations such as Rotary Clubs, are
all appropriate venues for DEC outreach activities. A list of common
community outreach activities follows:

-   Meet with local legislators

-   Co-sponsor events and/or awards with legislators

-   Make presentations to rotary clubs, etc.

-   Write articles, op-eds and letters to the editor

-   Outreach to underserved communities

-   Outreach mailings

-   Host legislative briefings, breakfasts, etc.

-   Invite legislative staff to meetings

-   Monitor state and local trade policy/activity

-   Host town hall meetings, open house events, etc.

-   Outreach to reporters, participate in interviews and serve as a
    contact for export issues

-   Provide media and legislators with talking points and issue papers,
    CS testimonials, etc.

-   Speak on local radio and television talk shows.

**Academic Outreach (School/University)**

DECs provide a substantial educational role in their local communities
for the benefits of international trade and commerce. They often work to
ensure that students and educational activities have a strong
understanding of the nature of exporting and how the global economy
works. This is accomplished by either participating personally in the
education process or by contributing resources to further these goals. A
list of common academic outreach activities follows:

-   Educate members on export programs and issues

-   Scholarships

-   Internships

-   Include students in local trade events

-   Guest speaking in classes

-   Promote international curriculum development

-   Create trade curriculum or certificate programs

**Developing the USEAC**

The local U.S. Export Assistance Center (USEAC) is the primary agency in
the community that has the resources and personnel to promote exports.
Since the DECs are members of the community and are tied more closely
with the current state of the business industries, their information and
advice is integral to helping develop the resources and information
within the local USEAC. A list of common development activities follows:

-   Inform USEAC staff of industry, geographic or local business
    developments

-   Host, or assist with placement of USEAC trade specialists in company
    for their professional development

-   Participate in USEAC strategic planning

-   Provide feedback to USEACs on their programs and/or services

-   Provide USEAC orientations for members

## Regional/National Activities

Each DEC is part of a larger organization that spans the country.
Although each DEC has a great deal of autonomy in developing their
activities and strategic plans, certain activities take place on a
larger regional and national level. These activities help to ensure
consistency in DEC policy and facilitate the dissemination of
information from the U.S. Commercial Service to the greater DEC
community.

-   Participate in DOC/CS national initiatives

-   Volunteer for/provide feedback on export programs and initiatives

-   National DEC conferences

-   Steering Committee

-   Exchange best practices with other DECs

-   Hold joint meetings/events with other DECs

-   Host visiting DOC officials and other VIPs to meet with the DEC

## Lobbying Activities

DECs are private entities, and not part of the federal government, and
their activities are supported without appropriated funds. Therefore,
DECs may engage in lobbying activities, and may encourage others to
lobby, at the federal, state or local level. Such activities may include
contacting members of Congress or state legislatures to influence their
position on legislation). However, DECs that are tax-exempt entities are
responsible for insuring that any lobbying activities are consistent
with requirement under applicable tax codes and relevant state or other
laws governing activities of tax exempt organizations and lobbying
activities.

Under the Anti-Lobbying Act, US&FCS personnel may not participate in, or
otherwise use appropriated funds for, lobbying activities. Federal
employees may not ask DECs to contact Congress to support or oppose any
legislation, nor may they ask their clients to lobby.

#  

# VII. FINANCIAL MANAGEMENT

## Budgets

Each DEC shall prepare an annual budget to reflect the projected costs
of planned activities for the year, related sources of income, and other
financial needs and opportunities of the organization. Uncommitted
reserves should be minimized.

**Financial Records and Collection of Funds**

USEAC personnel are not permitted to be involved in the DEC\'s financial
activities. However, USEAC personnel may provide staffing resources at
DEC-sponsored events to collect fees. Any income received by USEAC
personnel must be transferred to the DEC Treasurer or other authorized
DEC member within one working day and the receipt and transfer recorded.

The Treasurer should maintain financial records compiled at regular
intervals, along with related documents, including bank statements.

USEAC offices may be used as the DEC\'s mailing address, and may receive
bills, bank statements, and other records. These are to be forwarded to
the DEC treasurer or another authorized DEC member within three working
days.

## Fund-Raising Activities

DECs must conduct fundraising activities to raise funds to support their
activities, since they receive no government appropriations. Revenue
generating activities such as seminars, conferences, and trade missions
may be sponsored in conjunction with the USEAC office or other community
organizations. However, DECs may not raise funds for profit.

## Financial Support and Funding Activities

In general, DECs do not provide grants or funds to unrelated
organizations. There are instances, however, where a DEC will present a
gift to support the common goals shared by local export assistance
partners. Such gifts must be appropriate in the context of developing or
strengthening the local infrastructure. Organizations receiving such
funds may include both public and private sector partners (e.g.,
chambers of commerce, Small Business Development Centers, world trade
clubs, universities).

To safeguard against the misuse of funds, or prevent the appearance of
misuse, DECs shall not fund activities that directly benefit their
members. Any gifts to unrelated organizations made by a DEC must first
be approved by the DEC\'s executive committee and then by a majority of
the DEC\'s members. In instances where proposals for funding may
directly benefit or appear to be a conflict of interest to any member,
including those on the executive committee, that member should abstain
from voting.

## Disbursement of Funds

The treasurer maintains the financial records of the DEC and pays
expenses incurred in accordance with the accepted payment policy of the
DEC, as directed under the organizational rules of the DEC. DECs are
urged to consider requiring the signature of the Chair or Vice Chair on
checks that exceed a specified dollar amount. DEC should establish
reasonable financial controls, which may include separation of duties,
internal and/or external audits, and other procedures, to protect DEC
funds.

DECs should evaluate expenses before they are paid to assure that they
are necessary and reasonable within the operations of the DEC and that
there are no deviations from the established practice of the DEC.
Executive Secretaries may contribute to discussions of proposed
expenditures, but should not be directly involved in DEC financial
operations. No government or other personnel not appointed to the DEC
may manage DEC funds or financial records.

## Gifts and Donations; Acceptance of Funds from Partner Organizations

Gifts or donations, including gifts of travel, may be made by DECs to
U.S. Export Assistance Centers upon approval by the Department of
Commerce. DECs wishing to make such gifts or donations should consult
with the Executive Secretary to identify and fill out the required forms
and procedures.[^3]

On occasion, a DEC initiates projects that require more funding than can
be satisfied by normal collections from DEC-sponsored activities. In
these cases, DECs can accept grant funding from public or private sector
organizations (except those within the International Trade
Administration).

Should a DEC choose to grant or otherwise provide funds to another
organization in order to further its goals, the disbursement should be
approved by the DEC membership. In instances where funds may directly
benefit, or appear to be a conflict of interest involving, any DEC
member, that member should abstain from any vote.

## Payment to Outside Contractors

DECs are responsible for complying with reporting requirements to the
IRS for payments made to outside contractors, including interns or other
part-time employees.

DECs should consult with a qualified tax or legal advisor to determine
what action may be required and the dates for filing. In order to insure
that adequate documentation will be available to meet reporting
requirements, DECs should obtain professional advice prior to
contracting.

## Audits

An audit of a DEC's financial activities and records should be made once
every year. The audit may be an internal audit, performed by members of
the DEC not otherwise directly involved in maintaining the funds and
financial records of the organization, or an external audit, performed
by an outside entity. A formal audit performed by an accountant is not
required unless deemed necessary by the members of the DEC.

A special audit review should be performed when there is a change in the
office of Treasurer or other key officers of the DEC who have had
oversight of the financial operations of the DEC, or if unusual
circumstances, such as the sponsorship of a major project, have
occurred.

Federal employees may not participate in any part of a DEC audit.

# VIII. LEGAL ISSUES

## Legal Status

Any DEC that decides to establish as a legal entity must observe general
guidelines. While associations and corporations are subject to state
law, all articles of organization and bylaws must conform to the
following:

-   No government official shall be an incorporator;

-   The Secretary of Commerce may not be a member of the association or
    corporation;

-   USEAC directors may be members. However, documentation, including
    articles and bylaws, must contain a provision stating explicitly
    that federal government employees serve as representatives of, and
    have a paramount responsibility to, the federal government; and

-   All documentation, including articles and bylaws, along with
    amendments and repeals, must be reviewed and approved by the
    Director General, US&FCS.

## Tax-Exempt Status

Incorporation is not necessary to obtain tax-exempt status. Only the
Internal Revenue Service (IRS) can grant federal tax-exempt status. Each
DEC should consult with a legal advisor for more information about
obtaining tax-exempt status if desired.

## DEC Member Personal Liability

Because DECs are not federal advisory committees regulated under the
Federal Advisory and Committee Act (FACA), and DEC members are not
special government employees, the Federal Tort Claims Act does not apply
to DEC activities. The extent to which DEC members and/or the
organization itself may face liability is a matter of a specific
situation and governing state law. DECs may wish to address these issues
in the context of the DEC's activities and applicable law. DECs are
urged to pursue an appropriate course of action to limit such activities
where prudent.

The Department of Commerce can provide a sample waiver of liability form
that can be used in most states to limit personal liability. This form
is available for use in situations where a need for the form is
perceived. However, there is no requirement that the form be used, and
DEC members should balance any perceived need for the form against any
negative reactions that may be encountered if the document is required.
DEC members may also want to check their personal umbrella policy or
employer\'s insurance policy for liability protection provided to cover
volunteer activities, including possible litigation relative to
Affirmative Action policy.

# IX. U.S. COMMERCIAL SERVICE ROLE AND ORGANIZATION

## 

## U.S. Department of Commerce Organization

The organizational structure of the U.S. Department of Commerce consists
of 6 agencies directly reporting to the Office of the Secretary of
Commerce. Each of the 6 agencies is headed by an Undersecretary, and is
further divided into organizations headed by Directors (such the Bureau
of Census) or Assistant Secretaries (such as the U.S. Commercial
Service). A list of the 6 agencies and a brief description follows[^4]:

-   ***National Oceanic and Atmospheric Administration:*** The National
    Oceanic and Atmospheric Administration (NOAA) is dedicated to
    predicting and protecting the environment. NOAA\'s overall mission
    is two-fold: (1) environmental assessment and prediction\--to
    observe and assess the state of our environment, while protecting
    public safety and the Nation\'s economic and environmental security
    through accurate forecasting; and (2) environmental
    stewardship\--protect ocean, coastal and living marine resources
    while assisting their economic development.

-   ***International Trade Administration:*** The International Trade
    Administration (ITA) is the lead unit for trade in the Department of
    Commerce. It promotes U.S. exports of manufactured goods,
    nonagricultural commodities and services.

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-   ***Bureau of Industry and Security:*** The Bureau of Industry and
    Security (BIS) is at the cutting edge of many challenging and
    important issues involving national security and high technology. A
    principal challenge for the bureau is helping stop proliferation of
    weapons of mass destruction, while furthering the growth of U.S.
    exports.

-   ***Economic and Statistics Administration:*** The Economics and
    Statistics Administration (ESA) produces, analyzes and disseminates
    some of the nation\'s most important economic and demographic data.
    The Census Bureau is within the ESA.

-   ***Technology Administration:*** The Technology Administration (TA)
    leads civilian technology for Commerce and works with U.S.
    industries to promote economic competitiveness.

-   ***U.S. Patent and Trademark Office:*** The U.S. Patent and
    Trademark Office (PTO) provides patent and trademark protection to
    inventors and businesses for their inventions and corporate and
    product identification. Through preservation, classification and
    dissemination of patent information, PTO encourages innovation and
    the scientific and technical advancement of American industry.

The International Trade Administration is further divided into 4 offices
covering all aspects of U.S. trade promotion:

-   Market Access and Compliance

-   Manufacturing and Services

-   Import Administration

-   U.S. and Foreign Commercial Service

A Senate-confirmed Presidential Appointee heads each of the 4 offices.
The U.S. and Foreign Commercial Service is charged with the mission of
helping small and medium-sized companies promote their goods and
services in the international market. The Commercial Service's worldwide
network includes over 100 U.S. Export Assistance Centers (USEACs)
throughout the United States and more than 150 international offices,
offering a variety of counseling and advocacy services, market research,
and one-on-one matchmaking services.

## U.S. Commercial Service Coordination with DEC 

The U.S. Commercial Service serves as the primary point of contact for
DECs within the U.S. Department of Commerce. DECs fulfill their mission
of supporting the U.S. Commercial Service through a close working
relationship with the Commercial Service's USEACs. Commercial Service
initiatives are often coordinated with the DECs, and may include
co-sponsorship of seminars, events, projects, and trade missions.

USEAC directors serve as Executive Secretaries of the DECs. As such,
they participate in DEC meetings and DEC activities where appropriate.
The Executive Secretary prepares recommendations for DEC membership in
consultation with the DEC Chair and/or executive committee. The
Executive Secretary is responsible for recording minutes of general
meetings of the DEC and distributing the minutes.

## 

A DEC liaison in the Office of the Deputy Assistant Secretary for
Domestic Operations facilitates communication and activities between the
Commercial Service and the DEC. This liaison is a resource to DECs and
Executive Secretaries with operational and programmatic guidelines,
ideas and best practices. Develops the DEC program through national
initiatives and programs as appropriate. Manages the infrastructure,
such as developing the membership, managing the appointment process, and
establishing operational standards. Respond to external requests or
inquiries regarding DECs.

The DEC Liaison's address is below:

*Office of the Deputy Assistant Secretary*

*Office of Domestic Operations*

*U.S. Department of Commerce*

*14th St. and Constitution Ave., N.W.*

*Room 3810*

*Washington, D.C. 20230*

*(202) 482-4767 (o)*

\(202\) 482-0687 (f)

X.  **APPENDIX A -- SAMPLE DEC ANNUAL PLANS**

Number range CHAPTERWestern Pennsylvania District Export Council

Strategic Plan

2002-2003

Outline

The USEAC Mission

USEAC Performance Measures

DEC'S SITUATION ANALYSIS ("SWOT" Analysis)

![](media/image1.png){width="0.15625in" height="0.15625in"}
Strengths/Advantages/Competencies/Resources

![](media/image1.png){width="0.15625in" height="0.15625in"}
Weaknesses/Problems

![](media/image1.png){width="0.15625in" height="0.15625in"}
Opportunities

![](media/image1.png){width="0.15625in" height="0.15625in"}
Threats/Challenges

Western Pennsylvania DEC's Mission

Elements of the Western Pennsylvania DEC Mission Statement

DEC Vision for the Future

DEC Strategies/Programs/Activities to Achieve the Mission and Vision

Organizational Requirements

######### SAMPLE

**Number range CHAPTERWestern Pennsylvania District Export Council**

**Strategic Plan**

**2002-2003**

[The USEAC Mission]{.underline}

-   Increase export sales in the region

-   Increase number and depth of export markets served

-   Increase export market share

-   Byproduct: strengthen "culture of international trade" in the region

[USEAC Performance Measures]{.underline}

-   Quantifiable "export successes"

-   "But for the USEAC ...." test

-   Office and individual staff targets

[DEC'S SITUATION ANALYSIS]{.underline} ("SWOT" Analysis):

![](media/image1.png){width="0.15625in" height="0.15625in"}
Strengths/Advantages/Competencies/Resources

-   ACCESS to USDOC and entire US Gov global resource network

-   Pure, PUBLIC SERVICE motivation

-   STABILITY - US Gov is not going away; neither is the DEC

-   The varied EXPERIENCE of the DEC members

-   Capable of engaging in STRATEGIC NETWORKING

![](media/image1.png){width="0.15625in" height="0.15625in"}
Weaknesses/Problems

Current membership roster weak on true exporting experience (under
national DEC regulations, 50% of the membership should represent
manufacturing and service companies engaged in exporting)

-   DEC is underutilized

-   DEC has not [taken ownership]{.underline} of its operation

-   The DEC is not currently organized to function as "separate from the
    pack" \--ambiguous environment due to multiplicity of local export
    service providers

![](media/image1.png){width="0.15625in" height="0.15625in"}
Opportunities

-   Can contribute to increasing the number of "export successes"

-   Is in a position to develop special role for communicating the
    benefits of exporting -- as part of the U.S. Government's global
    trade support network

-   A small number of like-minded, strong regional organizations are
    available which can be used to form "strategic alliances" in a
    manner congruent with the accomplishment of the DEC mission (see
    below)

![](media/image1.png){width="0.15625in" height="0.15625in"}
Threats/Challenges

-   Inaction will lead to the DEC's being viewed as [increasingly
    marginal.]{.underline}

-   Need to develop a clear definition of "what is" the DEC

-   Need to convey the "value proposition" to new Board members

-   Need to figure out how to achieve an actionable and communicable
    focus/profile

[Western Pennsylvania DEC's Mission]{.underline}

-   Needs to be aligned with the USEAC mission and with that of the
    national DEC organization

[Elements of the Western Pennsylvania DEC Mission
Statement]{.underline}:

-   Be a major advocate for exporting and promoting W.PA. export
    opportunities

-   Support and augment production of "Export Successes" of the W.PA.
    USEAC

-   Articulate benefits of US trade promotion policies

[DEC Vision for the Future]{.underline}

-   Be viewed as the credible voice of the W.PA. business community for
    international business/exporting expansion

-   Self-sustaining with respect to membership & finances

-   Effective contributor to the attainment of "Export Success" goals of
    the W.PA. USEAC

-   Recognized by peers (other DECs) and by USDOC as an effective
    contributor to the "Export Success" goals of the W.PA. USEAC

[DEC Strategies/Programs/Activities to Achieve the Mission and
Vision]{.underline}

![](media/image1.png){width="0.15625in" height="0.15625in"} New member
recruitment/Executive Committee (2^nd^ quarter Y03)

-   Develop membership recruitment package

-   Develop membership recruitment list, reflecting targeted regional
    industrial sectors and need for specialized expertise

-   Visits to potential new members

![](media/image1.png){width="0.15625in" height="0.15625in"} Name and
charge a Client Development Committee to support USEAC staff by making
referrals, introductions and select client calls. (3^rd^ & 4^th^
quarters FY03 and beyond)

![](media/image1.png){width="0.15625in" height="0.15625in"} Name and
charge an Advocacy Committee to develop and implement a program of
advocacy for the USEAC (2^nd^ quarter FY03 and beyond)

Including topics for Op-Ed pieces and other forms of media coverage

Identify and work with strategic partners

Engage in networking activities

Assist Congressional liaison

![](media/image1.png){width="0.15625in" height="0.15625in"} Name and
charge an Export Events Committee to develop program of events to
support USEAC objectives and develop revenue stream. (2^nd^ quarter
FY03)

Committee lays out program for the rest of FY03 and beyond

![](media/image1.png){width="0.15625in" height="0.15625in"} Executive
committee becomes the coordinator of the DEC's internal and external
communications function

-   Internal oversees/supervises the development of member e-mail
    communications system and conference calls, as well as reports on
    progress by USEAC Director.

-   External: coordinates/supervises media coverage, a newsletter and
    government relations, working closely with the advocacy committee

#### Organizational Requirements

Executive Committee/ Secretary through a membership survey develops a
membership profile (background, expertise, interests; organizational
contacts, including public sector representatives); at a future date,
possibly introduce membership categories, in addition to regular members
(e.g., associate and honorary members, including foreign nationals)

[Committee Structure]{.underline} (see above under
Strategies/Activities)

[Desirable Characteristics/Traits of our DEC membership]{.underline}:

-   Primarily from the private sector; actively involved in exporting

-   Congruent/intersecting with client profile; reflects W.PA. Exporting
    Community

-   Global mind-set

-   Credibility/stature in community

-   Supportive of USEAC \-- no conflicting loyalties

-   Diverse

#### Geographic Structure

-   Erie: form a Northwestern PA chapter of the DEC, covering Erie as
    well as selected northwestern counties, to develop programming that
    is congruent with the overall DEC mission, vision and strategies;
    President of the Chapter is ex officio a member of the Executive
    Committee

-   Central PA: expand the number of DEC members from that area

11/02

**SAMPLE**

![](media/image2.png){width="1.2708333333333333in"
height="1.4in"}ARIZONA DISTRICT EXPORT COUNCIL

STRATEGIC PLAN -- 2003

In FY 2003, ADEC will conduct the following activities:

-   Conduct ADEC quarterly meetings and publish and maintain a
    membership roster

-   Host, organize, sponsor, or make major contributions to export
    awareness programs in the state. These can include export workshops,
    seminars, and conferences involving international trade.

-   Organize and sponsor programs to assist with the mechanics and
    technical aspects of exporting. BIS (BXA) programs are currently
    scheduled for February 11 and 12 in Phoenix. NAFTA (certificate of
    origin) programs are currently planned for Phoenix 12/5/02 and
    Tucson 12/6/02

-   Continue to assist accommodating the matching of foreign buyers to
    Arizona suppliers by supporting the CS sponsored Foreign Buyer
    Programs at selected trade shows. This could include sponsoring
    receptions at events, or hosting visits of foreign delegations.
    (National Association of Broadcasters Reception tentatively planned
    for 4/03, Comdex 11/02 TBD, N + I 4/03 TBD)

-   Maintain special liaison with the Arizona congressional delegation
    on matters involving international trade legislation and resources
    allocated to our Export Assistance Centers. This could involve
    keeping them informed on important developments and hosting members
    at our quarterly meetings, or through individual and committee
    meetings. Also, meeting with congressional staffers as needed.

-   Maintain and improve the azexport.com website to be a first class
    showcase of the Arizona Export Assistance Centers and a first stop
    for Arizona companies looking to export. Currently exploring the use
    of low or no cost host server.

-   Provide the Arizona Export Assistance Centers with responses to
    specific requests for information and views on issues regarding our
    clients, outreach efforts, and interaction with DOC management.

-   Provide Phoenix and Tucson Export Assistance Centers with successful
    internship programs to support operations by providing scholarships
    to their respective schools. The schools can include: The American
    Graduate School of International Management, Arizona State
    University, and the University of Arizona.

**APPENDIX B -- LIST OF EXECUTIVE SECRETARIES**

**SPRING 2005**

+-----------------------+------------------+---------------------------+
| ####### DEC           | ####### Exe      | ######## Email            |
|                       | cutive Secretary |                           |
+-----------------------+------------------+---------------------------+
| Alabama               | George T. Norton | [George.Norton@           |
|                       | Jr.              | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Alaska                | Charles F.       | [charles.becker@          |
|                       | Becker           | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Arizona               | Frank Woods      | [Frank.Woods@             |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Arkansas              | Lon J. Hardin    | [Lon.Hardin@              |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| California Inland     | Fred N.          | [Fred.Latuperissa@        |
| Empire                | Latuperissa      | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Connecticut           | Carl R. Jacobsen | [Carl.Jacobsen@           |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Florida               | John McCartney   | [John.McCartney@          |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Granite State (New    | Susan S. Berry   | [Susan.Berry@             |
| Hampshire)            |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Hawaii/Pacific        | Paul Tambakis    | [Paul.Tambakis@           |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Houston               | Duaine Priestley | [Duaine.Priestley@        |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Idaho                 | Amy Benson       | [Amy.Benson@              |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Illinois              | Mary N. Joyce    | [Mary.Joyce@              |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Indiana               | Mark Cooper      | [Mark.Cooper@             |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Iowa                  | Allen L. Patch   | [Allen.Patch@             |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Kentucky              | Peggy Pauley     | [Peggy.Pauley@            |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Louisiana             | Donald van de    | [Donald.vandeWerken@      |
|                       | Werken           | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Maine                 | Jeffrey W.       | [Jeffrey.Porter@          |
|                       | Porter           | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Maryland/Washington   | Bill Burwell     | [Bill.Burwell@            |
| D.C.                  |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Massachusetts         | Jim Cox          | [James.Cox@               |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Michigan              | Richard Corson   | [Richard.Corson@          |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Mid-America           | Randall J.       | [Randall.LaBounty@        |
|                       | LaBounty         | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Mid-Atlantic          | Michael A. Lally | [Michael.Lally@           |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Minnesota             | Ryan Kanne       | [Ronald.Kramer@           |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Mississippi           | TBD (acting Dan  | [Daniel.Swart@            |
|                       | Swart)           | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Missouri              | Randall J.       | [Randall.LaBounty@        |
|                       | LaBounty         | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Montana               | Mark Peters      | [Mark.Peters@             |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Nebraska              | Meredith M. Bond | [Meredith.Bond@           |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Nevada                | Bill Cline       | [Bill.Cline@              |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| New Jersey            | Carmela Mammas   | [Carmela.Mammas@          |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| New York              | William D.       | [William.Spitler@         |
|                       | Spitler          | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| North Carolina        | Debbie Strader   | [Debbie.Strader@          |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| North Dakota          | Ryan Kanne       | [Ronald.Kramer@           |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| North Georgia         | Tom Strauss      | [Thomas.Strauss@          |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| North Louisiana       | Patricia Holt    | [Patricia.Holt@           |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| North Texas           | Daniel J. Swart  | [Daniel.Swart@            |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Northern California   | Greg Mignano     | [Greg.Mignano@            |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Northern Ohio         | Michael Miller   | [Micheal.Miller@          |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Oklahoma              | Ronald L. Wilson | [Ronald.Wilson@           |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Oregon                | Scott Goddin     | [Scott.Goddin@            |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Puerto Rico/Virgin    | Maritza Ramos    | [Maritza.Ramos@           |
| Islands               |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Rhode Island          | Keith M.         | [Keith.Yatsuhashi@        |
|                       | Yatsuhashi       | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Rocky Mountain        | James Kennedy    | [James.Kennedy@           |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| San Diego             | Matt D. Andersen | [Matthew.Anderson@        |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| South Carolina        | Ann H. Watts     | [Ann.Watts@               |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| South Dakota          | Cinnamon M. King | [Cinnamon.King@           |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| South Georgia         | Sandra Edwards   | [Sandra.Edwards@          |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Southern California   | Rachid Sayouty   | [Rachid.Sayouty@          |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Southern California   | Richard M.       | [Richard.Swanson@         |
|                       | Swanson          | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Southern Ohio         | Dao Le           | [Dao.Le@                  |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Tennessee             | Dean Peterson    | [Dean.Peterson@           |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Texas Camino Real     | Karen Parker     | [Karen.Parker@            |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Upstate New York      | James Mariano    | [James.Mariano@           |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Utah                  | Stan Rees        | [Stan.Rees@               |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Vermont               | Susan Murray     | [Susan.Murray@            |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Virginia              | Greg Sizemore    | [Greg.Sizemore@           |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Washington            | Bob Deane        | [Bob.Deane@               |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| West Michigan         | Thomas Maguire   | [Thomas.Maguire@          |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| West Virginia         | James Fitzgerald | [James.Fitzgerald@        |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Western Pennsylvania  | Lyn Doverspike   | [Lyn.Doverspike@          |
|                       |                  | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+
| Wisconsin             | Paul D.          | [Paul.Churchill@          |
|                       | Churchill        | mail.doc.gov]{.underline} |
+-----------------------+------------------+---------------------------+

**APPENDIX C -- DEC ORGANIZATIONAL STRUCTURE**

DISTRICT EXPORT COUNCIL

**ORGANIZATIONAL CHART**

# SAMPLE DEC ORGANIZATION STRUCTURE

**APPENDIX D -- DEPARTMENT OF COMMERCE ORGANIZATION CHARTS (Attached)**

1.  **Department of Commerce Organization Chart**

2.  **International Trade Administration Organization Chart**

3.  **U.S. and Foreign Commercial Service Organization Chart**

[^1]: A list of the Executive Secretaries can be found in the
    Appendices.

[^2]: The background check is not a clearance for access to classified
    information.

[^3]: Copies of CD 210 Forms can be found from the Executive Secretaries

[^4]: Organizational charts for the U.S. Department of Commerce and the
    International Trade Administration can be found in the Appendices.