MEETING PROFESSIONALS INTERNATIONALSACRAMENTO/SIERRA NEVADA POLICY MANUAL
Reference: MPI Policies Article l

Revision Date: May 1, 2024
All Policies in this manual must agree with approved Chapter Bylaws.
Wherever conflict exists, the language of the Bylaws prevails.

MPI VISION:
To be the first choice for professional career development and a prominent voice for the global
meeting and event community. Reference: MPI Policies Article ll
MPI MISSION:
To provide MPI members, chapters and the global meeting and event community with innovative andrelevant education, networking opportunities and business exchanges, and to act as a prominent voice
for the promotion and growth of the industry. Reference: MPI Policies Article ll
CHAPTER PURPOSE:MPI Sacramento/Sierra Nevada empowers its members to increase their strategic value witheducation, leadership development, and resources to forge powerful partnerships.

I.

MEMBERSHIPSECTION 1. MEMBERSHIP
1.1

MEMBERSHIP QUALIFICATIONS, CLASSIFICATIONS, TRANSFER AND DUES: Shall be as
described in the current MPI Global Bylaws and Policy Manual. Any member in good standingof MPI is eligible to affiliate with a Chapter regardless of geographic area or location ofbusiness. Reference: MPI Policies Article lll, Sections 1-4 and Article VI, Section 1-4.

SECTION 2. CHAPTER AFFILIATION
2.1

CHAPTER TRANSFER: Preferred or Premier Members may transfer their primary chapter at any
time through MPI Global. Membership remains continuous unless expired. Preferred or Premier
Members are to receive member rates for all MPI events even when the event is not associatedwith their primary chapter.

2.2
AFFILIATE MEMBERSHIP: Affiliate Membership in the Sacramento/Sierra Nevada Chapter isavailable for those MPI members who maintain an active/current “primary” membership with another
MPI chapter and would seek affiliation with MPISSN. This allows the following: receipt of all chapter
information/communications, including; the option to participate in special events sponsored by
MPISSN as a chapter member; volunteer with MPISSN programs and committees, access to membersonly content, advertising and sponsorship opportunities. The annual fee is US $75.00. Affiliate
Membership is effective on the date of acceptance of formal application and valid for one year,
provided their primary membership is in good standing.
Appendix A

2

II.

BOARD OF DIRECTORS/OFFICERSSECTION 1. AUTHORITY & RESPONSIBILITY:
Reference: Chapter Bylaws Article VIII, Section I.
1.1

CONFLICT OF INTEREST: All board members are required to review, sign, and adhere to thechapter conflict of interest statement provided by MPI Global and return it to the chapter
President prior to being installed on the board. Appendix B
1.1.1 Definition of conflicts of interest. A conflict of interest arises when a person in aposition of authority over the organization may benefit financially from a decision he or she
could make in that capacity, including indirect benefits such as to family members or businesses
with which the person is closely associated. This policy is focused upon the material financial
interest of, or benefit to, such persons.
1.1.2 Individuals covered. Persons covered by this policy are the MPI Sacramento Sierra
Nevada Chapter’s officers, Chapter Administrator/Executive Director, and contract accountant.
1.1.3 Facilitation of disclosure. Persons covered by this policy will disclose or update to the
President of their interests that could give rise to conflicts of interest, such as a list of family
members, substantial business or investment holdings, and other transactions or affiliations
with businesses and other organizations or those of family members.
1.1.4 Procedures to manage conflicts. For each interest disclosed to the President, thePresident will determine whether to: (a) take no action; (b) assure full disclosure to the Boardof Directors and other individuals covered by this policy; (c) ask the person to recluse fromparticipation in related discussions or decisions within the Organization; or (d) ask the person to
resign from his or her position in the Organization or, if the person refuses to resign, become
subject to possible removal in accordance with the Organization’s removal procedures. The
Organization’s Chapter Administrator/Executive Director will monitor proposed or ongoingtransactions for conflicts of interest and disclose them to the President in order to deal withpotential or actual conflicts, whether discovered before or after the transaction has occurred.

1.2

PRINCIPLES IN PROFESSIONALISM: Chapter Board members must adhere to the Principles in
Professionalism as outlined by MPI Global. Appendix C

1.3

CHAPTER BOARD REPORTS: Board members are required to submit monthly Team Status
Reports (TSRs) by the first day of each month. TSR formats shall be provided to chapter leaders
at the start of each year, and consistent with the business plan.

1.4

MPI GLOBAL REQUIRED DOCUMENTS: Chapters are required to submit annually (by January15th) to MPI Global the following documents as part of the annual planning process: Annual
Business Plan, Budget, 18-month Education Calendar, Marketing Plan/Calendar, Succession
Plan, Current & Updated Bylaws and Policy Manual. Additionally, chapters must submit these
documents as outlined in bylaws or policies: a copy of annual tax return by October 1;
Confirmation that all incoming board members attended their Board 101 training and signed
their conflict-of-interest statements.

31.4.1 COMMUNICATION WITH MPI GLOBAL AND CBM. The Chapter Administrator/Executive
Director will submit the CHAPTER OPERATIONS FORM to MPI HQ by the designateddeadline.
1.5

BOARD MEETING DATES AND ATTENDANCE
Board meetings will be scheduled as needed and usually once per quarter. The meetings areopen for attendance by any Chapter member in good standing. The President can alter thisschedule. A list of meetings will be provided to the board and committee chairs at the
beginning of the calendar year.
Attendance is also required at the annual leadership training event (Chapter Tools), and theannual board planning retreat.
1.5.1. Absences. In-person attendance is required at all in-person Board meetings and virtual
attendance is required at all virtual Board meetings. If a Board member who is not on an
approved leave of absence fails to attend at least seventy-five percent (75%) of Board meetings,
the Board may, in consideration of the totality of circumstances and any excused absences,
remove the member in accordance with the Chapter Bylaws.
For purposes of this policy, an “excused absence” is one where the absent director promptly
notifies the President that they are unable to attend a regularly scheduled Board meeting
because of (i) a previous commitment that was identified to the President when the Board
meeting was first scheduled, (ii) a health-related emergency to the director or their immediatefamily (iii) observance of a generally-recognized religious holiday, or (iv) an unforeseen business
conflict outside the director’s control.

1.6

For purposes of this policy, “approved leave” is the absence from a Board meeting for areasonable duration approved by the Board on the basis of a medical limitation, military
deployment, childbirth or adoption, or other grounds as the Board may determine; provided,
however, that the director on approved leave must use their best efforts to virtually attend
Board meetings, if available, to ensure they are adequately informed of and responsible for theorganization’s affairs.
DOCUMENT RETENTION AND DESTRUCTION POLICY
1.6.1 Rules. The Organization’s staff, volunteers, Board Members and outsiders (i.e.,
independent contractors via agreements with them) are required to honor these rules: (a)paper or electronic documents indicated under the terms for retention below will betransferred and maintained by the Chapter Administrator/Executive Director; (b) all otherpaper documents will be destroyed after three years; (c) all other electronic documents will bedeleted from all individual computers, data bases, networks, and back-up storage after one
year; and (d) no paper or electronic documents will be destroyed or deleted if pertinent to any
ongoing or anticipated government investigation or proceeding or private litigation.
1.6.2. Terms for retention.
a. Retain permanently:
Governance records – Charter and amendments, Bylaws, other organizational
documents, governing board and board committee minutes.
4Intellectual property records – Copyright and trademark registrations and samples ofprotected works.
Financial records – Audited financial statements, attorney contingent liability letters.
b. Retain for Five years: (Moved from Retain permanently)
Tax records – Filed state and federal tax returns/reports and supporting records, tax
exemption determination letter and related correspondence, files related to tax audits.
c. Retain for three years:
Employee/employment records – Employee names, addresses, social security numbers,
dates of birth, INS Form I-9, resume/application materials, job descriptions, dates of hire
and termination/separation, evaluations, compensation information, promotions,transfers, disciplinary matters, time/payroll records, leave/comp time/FMLA,
engagement and discharge correspondence, documentation of basis for independent
contractor status (retain for all current employees and independent contractors and forthree years after departure of each individual).
Lease, insurance, and contract/license records – Software license agreements, vendor,
hotel, and service agreements, independent contractor agreements, employment
agreements, consultant agreements, and all other agreements (retain during the termof the agreement and for three years after the termination, expiration, non-renewal ofeach agreement).
c. Retain for one year:
All other electronic records, documents and files – Correspondence files, past budgets,bank statements, publications, employee manuals/policies and procedures, survey
information.
1.6.3. Exceptions. Exceptions to these rules and terms for retention may be granted only by
the Organization’s President.
1.7

WHISTLEBLOWER POLICY AND CODE OF ETHICS
Each board member will be required to sign a copy of the Whistleblower Policy and the Code of
Ethics at the beginning of each year.
1.7.1. This Whistleblower Policy (Appendix D) of (MPI Sacramento Sierra Nevada Chapter): (1)encourages staff and volunteers to come forward with credible information on illegal practices
or serious violations of adopted policies of the Organization; (2) specifies that the Organization
will protect the person from retaliation; and (3) identifies where such information can bereported.
Encouragement of reporting. The Organization encourages complaints, reports orinquiries about illegal practices or serious violations of the Organization’s policies,
including illegal or improper conduct by the Organization itself, by its leadership, or byothers on its behalf. Appropriate subjects to raise under this policy would include
financial improprieties, accounting or audit matters, ethical violations, or other similar
illegal or improper practices or policies. Other subjects on which the Organization has
existing complaint mechanisms should be addressed under those mechanisms, such as
5raising matters of alleged discrimination or harassment via the Organization’s humanresources channels, unless those channels are themselves implicated in the wrongdoing.
This policy is not intended to provide a means of appeal from outcomes in those othermechanisms.
Protection from retaliation. The Organization prohibits retaliation by or on behalf of
the Organization against staff or volunteers for making good faith complaints, reports,
or inquiries under this policy or for participating in a review or investigation under thispolicy. This protection extends to those whose allegations are made in good faith but
prove to be mistaken. The Organization reserves the right to discipline persons whomake bad faith, knowingly false, or vexatious complaints, reports, or inquiries or who
otherwise abuse this policy.
Where to report. Complaints, reports, or inquiries may be made under this policy on aconfidential or anonymous basis. They should describe in detail the specific facts
demonstrating the bases for the complaints, reports, or inquiries. They should bedirected to the Organization’s chief employed executive or the President; if both of
those persons are implicated in the complaint, report, or inquiry, it should be directedto the President-elect. The organization will conduct a prompt, discreet, and objective
review or investigation. Staff or volunteers must recognize that the Organization may
be unable to fully evaluate a vague or general complaint, report or inquiry that is madeanonymously.
1.7.2 The Code of Ethics (Appendix E) validates the volunteers’ full acknowledgement of thecommitment they are undertaking and their responsibility to carry out their role with theutmost professionalism and integrity.
SECTION 2: EXECUTIVE COMMITTEE
2.1

The Executive Committee: An Executive Committee may be established as an option inaccordance with Article IX, Section 1 of the chapter bylaws. The President chairs special
meetings of the Executive Committee which may occur to address issues or topics that require
attention in between regularly scheduled board meetings. The work of the executive
committee is to a) support the strategic decision-making of the board, b) serve as a sounding
board for management on emerging issues, problems or initiatives, and c) facilitatecommunication on organizational matters. The Executive Committee presents any actions or
recommendations to the board to ratify at the next board meeting, or by email, or
teleconference, if urgent.

SECTION 3. BOARD ELECTION & SERVICE
3.1

NOMINATING COMMITTEE PROCEDURES. Outlined in chapter minimum bylaws Article X,
Section 2. Nomination policies cannot conflict with the chapter bylaws.

63.1.1 Governance and Nominating Committee Formation. The Immediate Past President
shall chair the Nominating Committee, with the President-Elect serving as a member ofthe committee. The remaining members of the Nominating Committee shall be
appointed by the Immediate Past president with the approval of the Board of Directors.
There shall be no less than four (4) members including the chairman.
To eliminate conflict of interest no member of the Nominating Committee shall have hisor her name placed in nomination by the Committee for an office or a seat on the Boardof Directors.
3.1.2. The Governance and Nominating Committee Function. The Committee shall act as theofficial canvasser for the Chapter and shall be responsible for the management of all
aspects of the nomination and election process including the following:
3.1.2.1. Establishing and adhering to a nomination and election calendar that assures
timely completion of the elections in accordance with Chapter Bylaws which
require completion process no later than July 31 of each year.
3.1.2.2. Soliciting nominations from the floor at the first monthly meeting after theannouncement of the slate of candidates.
3.1.2.3. Securing nominee consent.
3.1.2.4. Developing a slate of candidates from among the members of the Chapter who
are eligible for election in accordance with Article VI, Sections 2, 3 and 5 of the
Bylaws. This slate shall include nominees for the positions of President-elect,
Vice Presidents of Finance, Education and Events, Membership, andCommunications, and nominees for other officer positions (directors) as
established and specified by the Board of Directors. Job descriptions andduties for each elected officer may be found in Appendix F.
3.1.2.5. Directing the posting the slate of nominees to Chapter members.
3.1.2.6. Managing any matters regarding a contested slate.
3.1.2.7. Presenting the slate to the Board of Directors for election.
3.1.2.8. Announcing the results of the elections to the MPISSN membership.
3.1.2.9. Submitting names of elected Officers and Board Members to MPI headquarters
by the designated date each calendar year.
3.1.2.10. Implement activities per the annual timeline.
February
March
April
May/June
June
July
August 1

Submit Nomination Committee Members to the Board
Membership Communication inviting consideration
Develop a list of prospects and interested parties
Request nominations from the floor at an event
Contact prospects and gauge interest level
Deliberate and approve slate as presented by Nominations Committee
Post Slate and/or address contested slate per policy to Membership
Submit Slate to HQ and announce to members

73.1.3 Transition processes and orientation requirements. The Governance and Nominating
Committee shall communicate requirements of all newly elected officers and directors
to participate in the annual leadership training event (Chapter Tools) to facilitate thesmooth transition of officers and to ensure appropriate orientation to MPISSN policies
and procedures of operation.
3.2

CONTESTED SLATE POLICY: Once the Nominating Committee has developed a slate of
nominees for election from all the Candidate Interest Forms submitted, the slate is sent to themembership. Additional nominations from the membership shall be permitted; provided anomination is submitted in writing to the Nominating Committee Chair by date provided and is
supported by a minimum of 10% percent of the official chapter membership as of dateprovided. The nominee must identify the specific person he/she is running against in thegeneral election and must have already submitted a Candidate Interest Form to be eligible for
petition. If no additional nominations are received by the deadline, the ballot submitted by the
Nominating Committee will be deemed elected by acclamation and will be installed at thechapter’s annual meeting. If additional nominations are received, a mail ballot will be sent to all
chapter members for those positions having two or more candidates in contention.

3.3

SLATE PRESENTATION AND SUBMISSION: Chapter slate will be presented to membership on
templates provided by MPI Global and allow 30 days for membership to contest prior to bylaw
deadline of August 1st. Chapter will submit to MPI Global the approved slate on the template
provided by MPI Global on or before August 1stof each year, unless MPI Global selects analternate date.

3.4

BOARD TRAINING: Any incoming board member never serving on a MPI chapter board
previously is required to attend the MPI Global Board 101 training on dates specified. Eachcandidate is required to sign the training acknowledgement form and submit to their President
within two weeks of the board member’s term. All chapter leaders are able to and encouraged
to attend MPI Global trainings, Chapter Business Summit (CBS) and Chapter Leader Forum (CLF
at WEC).

3.5

BOARD RETREATS: Chapters are required to hold an annual board planning retreat each year
between September and November of the calendar year. Chapters also have the option to holda mid-year assessment retreat between April and June of each calendar year. Chapters must
engage with an external professional facilitator to oversee the process and flow of the retreat.
Facilitators cannot be a Current Board member from your home chapter or chapter memberthat has served on the board in the last two years. All retreat facilitators must be approved
prior to contracting with your Chapter Business Manager.

SECTION 4. BOARD COMPENSATION
4.1

COMPENSATION: Directors and elected Officers shall not be compensated for their services as
an MPI Chapter Officer or Director or receive any preferential discounts or considerations forattending chapter events.

4.2

GIFTS: Directors and elected Officers shall not accept any gifts over the value of $100.00 unlessotherwise approved by MPI Global.
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III.

COMMITTEES, TASK FORCES, AND ADVISORY COUNCILSSECTION 1. STANDING COMMITTEES
Note: Standing Committees are distinct from other committees prescribed by chapter bylaws(Article X) including the Executive Committee, Audit and Finance Committee, and theGovernance and Nominating Committee, which are addressed elsewhere in this manual.
1.1

STANDING COMMITTEES: A volunteer Chair will be appointed for each standing committee
annually. Chairs are appointed by the President-Elect with the insight of the Immediate Past
President and other directors all of whom are responsible for proper succession planning forthe chapter. Chairs are guided and encouraged to form their respective committees with theassistance of the President-Elect who has a primary duty to organize and recruit volunteers. A
board vote is not required in the appointment of volunteer Chairs and committee members. At
the minimum, these Standing Committees shall form annually:
Committee

Annual event committeeAwards and recognition committee

Crab Feed committee

Education programs committee

Membership recruitment/retention
committee

PurposeTimeline

Responsible to:

Recommended #of Volunteers
5-10

To produce
primary annual
fundraiser/annual
meeting andboard induction
To honor andrecognize
individuals forchapter specificawards andchapter longevity
To produce festive
midyearfundraiser
To plan andimplement all
education
programs
To actively
promote andfostermembership in
MPISSN

February throughOctober

VP Education andEvents

Septemberthrough
December

VP Membership

6-8

October throughFebruary

VP Education andEvents

5-10

Year-round

VP Education andEvents

8 - 10Year-round

VP Membership

8

SECTION 2. ADVISORY COUNCILS AND TASK FORCES
2.1

ADVISORY COUNCILS AND TASK FORCES: Volunteers for any advisory councils and/or task forces
shall be appointed as determined by the board of directors although a board vote is not required

to form a council or task force.

92.1.1 Past Presidents Advisory Council
Purpose: The Past Presidents Advisory Council aids the board of directors by offering
advice and guidance, presenting insight on emerging issues, mentoring directors andofficers, and other issues as needed.
Responsibilities/Timelines:• The past presidents of MPISSN shall be known collectively as the Past Presidents
Advisory Council (PPAC).
• The PPAC shall serve in an advisory and support capacity to the President andBoard of Directors and shall serve as mentors to chapter leaders.
• The PPAC shall be composed of all past presidents who are currently members ingood standing of MPISSN, or who have retired from the industry.
• Past Presidents of MPISSN who no longer members of the Sacramento Sierra
Nevada Chapter, shall be considered affiliate, or ex-officio members of the PPAC
and will be invited to Council meetings and events.
• Following each PPAC meeting, the Chair shall provide a report to the Board of
Directors.
• The PPAC shall meet quarterly, or as determined by the Council members.
• The President and President-Elect will be invited, and are encouraged, to attend
all PPAC meeting.
The Immediate Past President shall serve as the Chair of the PPAC and serve as theliaison to the Board of Directors.
SECTION 3. VOLUNTEER ROLES & RESPONSIBILITIES
3.1

Expectations of Committee, Advisory Council and/or Task Force Chairs: If necessary, co-chairs
may be assigned to share the responsibilities of a position. Position descriptions, including
extensive detail and timelines, are provided in Appendix F for each chair role. There may betimes when not all of these roles are filled, which can be allowed with the approval of the MPI
SSN Board of Directors.
The universal expectations of every volunteer chairperson include the following:
•
•
•
•
•

Clearly communicate purpose/charge for the group. If changes in direction occur,
communicate to group in a timely manner.
Ensure that expenses are within the parameters of the board-approved budget andspecific to line-item detail.
Develop work plans to achieve purpose/charge and clearly communicate
responsibilities/assignments for each member. Create a positive volunteer experience
for all.
Complete any assignments by pre-determined deadlines.
Draft and disseminate meeting notes/summaries to document actions and guidevolunteers.
10

•
•

Draft and submit progress (via TSR reporting) to assigned Board of Director as needed.
Ensure volunteer reimbursement requests are submitted and paid within 30 days offunded meeting.

Volunteer chairs shall convey these minimum expectations of their respective volunteer
committee members to encourage positive outcomes and success in meeting the objectives of
the committee:
•
•
•
•
•
•

Focus on assigned purpose/charge for the group.
Attend meetings and conference calls.
Complete any assignments by pre-determined deadlines.
Communicate any challenges/concerns early to volunteer chair.
Submit volunteer reimbursement requests immediately following approved expenses
but no later than 30 days.
Maintain confidentiality of discussions and background materials and immediately
disclose any conflict of interest that may arise.
IV.

FINANCESECTION 1. CALENDAR YEAR
1.1

The calendar year of the chapter for financial and business purposes is January 1 throughDecember 31 unless otherwise determined by the chapter with MPI Global approval.

SECTION 2. ANNUAL BUDGET
2.1

The annual budget is prepared by the Office of the President (President, President-Elect,
Immediate Past President) in collaboration with the VP Finance and Executive Director/Chapter
Administrator for review by the Executive Committee/Board. The Board of Directors approves
the annual operating budget in compliance with MPI Global bylaws and prior to December 1. All
chapter operations will be in alignment with the annual, board-approved budget. All directors
and chairs will work within the parameters of specific line-item detail. Any adjustments must be
board approved.

2.2

Contractual and Financial Obligation Policy: Among the responsibilities of the Board of
Directors are the execution of contracts and the fiscal encumbrance of the assets of the
Chapter. The Board delegates this responsibility to the President who has sole authority to signon contracts and agreements. In the President’s absence, the Immediate Past President may
sign. Chapter Administrator/Executive Director may also sign at the direction of the OOP.
Board members, committees and staff should be free to incur obligations to the amount of theapproved budget.
MPI Sacramento Sierra Nevada prepares an annual operating budget that is constructed as afunctional budget. It does so in order that various committees can accurately track revenue and11expenses relative to their specific committee(s). Annually, committee chairs propose a specificbudget for their committee, which is then incorporated into the operating budget for final
adjustment. This budget is then reviewed and approved by the Board of Directors. The budget
is developed based on prior years’ data and performance and, in the case of events, on perperson calculations for revenue and expense. Thus, if any committee wishes to deviate fromthe budget numbers, it must first ask and receive approval from the Board of Directors for suchbudget exceptions. The annual budget is developed on a line-item basis. Thus, budget
allocations for one item may not be used to increase the budget for other line items.
2.2.1. Contracts Policy•••

No contracts obligating MPI Sacramento Sierra Nevada shall be executed which are
not reflective of the Policies of MPI Sacramento/Sierra Nevada.
All contracts shall be reviewed by the Chapter Administrator and executed by the
President.
The Chapter Administrator/Executive Director shall report any contractual or otherfinancial obligation to the MPI Sacramento Sierra Nevada Board of Directors within
30 days of execution.

2.2.2. Undisputed Invoices
All undisputed invoices or portions of undisputed invoices from vendors will be paid
promptly on receipt, so long as they are accompanied by the Check Request form
(Appendix G).
SECTION 3. RESERVE FUND
Reference: MPI Policies Article V, Section II Addendum
3.1

Terms: The term “Reserves” for financial purposes will be defined as funds set aside to be usedin emergency cases or in the event of an investment by the Chapter to further its mission.

3.2

Reserve Target: Chapter will maintain reserve target of a minimum of 25% of annual fixed
expenses, excluding event-related expenses, to ensure the Chapter's operational stability This
timeframe is to be a minimum as it is recognized that external events in the industry, significant
downturn in the economy or stock market could make a longer commitment necessary.

3.3

Purpose of Reserves: MPI Sacramento/Sierra Nevada will maintain adequate reserves for thefollowing purposes:• Unpredictable events/emergencies which could substantially impact MPI’s operations orrevenue streams. While such occurrences are rare, reserves can provide the resources
necessary to keep the organization functioning should one occur.
• Identification of a valuable investment opportunity for long term growth. While mostsuch opportunities are managed through budgeted expenditures, the right opportunity
with a significant and dependable return on investment can warrant a decision on thepart of the board to access the organization’s reserves. These investments would
require an acceptable ROI back to the organization and would be sustainable long term
without the initial deemed reserve support.
12

3.4

Access to Reserves: The access of the “reserve” shall first be referred to the VP Finance forconsideration. Final approval by a majority vote of the Board of Directors is required.

3.5

Investment Policy: MPI Sacramento Sierra Nevada shall be attentive to risk and adhere toinvestment guidelines regarding the diversification of MPI Sacramento Sierra Nevada assets;
3.5.1. Investment Objective
The Board of Directors of MPI/Sacramento Sierra Nevada has authorized the Vice
President of Finance to make low risk investments in order to maintain a high level ofcurrent income and to achieve growth in principle over the long term. These guidelines
are a general direction and provide some discretionary authority to the Board in
expectation, but not assurance, that the policy will yield the desired results.
3.5.2. Responsibilities of the Account Representatives
The Vice President of Finance, on behalf of the Board, is responsible for oversight of MPI
Sacramento Sierra Nevada assets. Under the Board’s low risk posture, investments are
restricted to either certificates of deposit or money market accounts. The Vice Presidentof Finance, in consultation with the Accountant and the Chapter Administrator/Executive
Director, will determine which amounts should be held as normal business checking andwhich are to be transferred to higher yielding products, based on an analysis of MPI
Sacramento Sierra Nevada’s cash flow needs.
3.5.3 Risk Tolerance
Investment theory and historical capital market return data suggests that, over long
periods of time, there is a relationship between the level of risk assumed and the level ofreturn that can be expected in an investment program. In general, higher (i.e., volatilityof return) is associated with higher returns. Given this relationship between risk andreturn, the target will be a low-risk strategy.
3.5.4 Performance Evaluation
The Board will monitor the investments and evaluate the success in achieving theinvestment objectives for current and future needs.
3.5.5 Approval
The investment policy as set forth in this document will be reviewed periodically by the
Board to consider and implement changes. Deviations from the investment policies andconstraints outlined in this document may be authorized in writing by the Board when it
determines that the deviation does not constitute a material departure from the spirit ofthis Investment Policy. Only the MPI Sacramento/Sierra Nevada Board of Directors may
make substantial and material modifications of this investment policy and may do so by
mail or facsimile ballot with most of those voting approving the action to be taken.

SECTION 4. REQUEST FOR PROPOSALS
4.1

Request for proposals shall be encouraged for education programs, trade show, crab feed,
annual event, and board retreats. Request for proposals shall include letter of transmittal,
13

qualifications of the firm or company, the approach to be utilized and the maximum, allinclusive fees that will be charged. Request for proposals should be secured from no less thantwo (2) qualified vendors, as possible, and ideally from suppliers who maintain membershipwith MPI.
SECTION 5. REIMBURSEMENT OF EXPENSES OR TRAVEL
5.1

It is the policy of MPI Sacramento Sierra Nevada Chapter to reimburse only reasonable andnecessary expenses actually incurred by Board Members.
5.1.1. Reimbursement for Board of Directors Travel Expense: Expenses incurred while
attending Chapter Business Summit and World Education Congress qualify asreimbursable travel only as budgeted and approved by the board. When incurringbusiness expenses, MPI Sacramento Sierra Nevada Chapter expects Board Members to:• Always seek employer support first.
• Exercise discretion and good business judgment with respect to those expenses.
• Be cost conscious and spend MPISSN’s money as carefully and judiciously as theindividual would spend his or her own funds.
• Report expenses, supported by required documentation, as they were actuallyspent.
5.1.2. Personal and Spousal Travel Expenses: Any additional expenses incurred as a result of
personal travel, including but not limited to extra hotel nights, additional stopovers,
meals or transportation, are the sole responsibility of the individual and will not be
reimbursed by MPI Sacramento Sierra Nevada Chapter. Expenses associated with travelof an individual’s spouse, family or friends will not be reimbursed by MPI Sacramento
Sierra Nevada Chapter.
5.1.3. Reimbursable Travel Expenses:
Airfare: The lowest available coach fare should be booked (e.g. 21-day advancepurchase). Convention meeting dates are published well in advance, allowing fortimely reservations. Costs related to upgrades utilizing frequent flyer miles are
not reimbursable. Delays (weather, mechanical) in travel beyond the control of
the individual will generally be considered reimbursable; however, a fulljustification/explanation and appropriate documentation must accompany the
expense report.
Lodging: For official MPI Sacramento Sierra Nevada Chapter travel to Chapter
Business Summit and WEC negotiates specific hotel rates (Corporate andGovernment). These are the only acceptable rates for reimbursement unless thetraveler has secured a lower rate through their own efforts. Reservations must
be made prior to the room block cut-off date if the traveler is utilizing the rates
negotiated by the HQ. If the Board Member fails to make the reservation prior tothe cut-off date and incurs a higher rate, reimbursement of the higher cost is at
the discretion of the President. If the Board Member chooses to stay at a hotelother than the approved conference hotel(s), only the amount of the negotiated14

rate at the approved hotel(s) will be reimbursed toward the stay at thealternative lodging.
Transportation: If by personal car the current IRS mileage rate should be used.
The cost should not exceed the lowest available airfare, plus necessary groundtransportation. Reimbursement for the use of rental cars is not authorized unlessthey are required for MPI Sacramento Sierra Nevada Chapter business or are lessexpensive than the normal mode of transportation. Advance approval by the
President is required. Rental cars must be refueled prior to return.
Transportation to and from the airport to hotels should be by the lowest cost
available – i.e. – hotel/airport shuttle, metro, taxi.
Parking/Tolls: Parking costs and tolls incurred when using your personal vehicle
or authorized rental car are reimbursable.
Meals: Meals are not covered by the chapter for attendance at any event.
Airport Parking: Airport parking costs are reimbursable. Individuals should selectthe lowest cost option.
5.1.4 Non-Reimbursable Travel Expenditures: MPI Sacramento Sierra Nevada Chapter
maintains a strict policy that expenses in any category that could be perceived as lavish
or excessive will not be reimbursed, as such expenses are inappropriate forreimbursement by a nonprofit organization. Expenses that are not reimbursable include,
but are not limited to:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.
m.

Alcohol
Fees for upgrades of air, hotel and auto costs
Entertainment
Personal travel during MPI Sacramento Sierra Nevada Chapter trip
Spousal expenses
Limousine travel
Business conferences which are not approved by the President or Board
Laundry service
Traffic citations
Auto repairs
In-room movies, costs for use of hotel gym, massage, or sauna
Valet parking, unless there is no “self-park” option, or self-parking is an unsafe
option.
In-room internet access for personal, non-business-related use

All claims must be approved by the President prior to reimbursement. Exceptions to thispolicy must have prior written approval of the Board of Directors.
5.2

For any travel directed or offered by MPI Global, chapter board members will comply withexpense and reimbursement guidelines outlined for such event by MPI Global procedures.
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5.3

Budgeted Chapter Expenses: Officers, directors, chairs, and volunteers shall adhere to thefollowing regarding budgeted chapter expenses.
5.3.1 Expense Report: All requests for reimbursement shall be made using the standard MPI
Sacramento Sierra Nevada Chapter Check Request Form (Appendix G). The form may
be downloaded from the MPISSN website. The check request shall be submitted
immediately and at least within two weeks of the program expense. or completion of
travel (if travel reimbursement is requested). The check request must include:•••

The individual’s name.
If reimbursement for travel is requested, the date, origin, destination, andpurpose of the trip.
The amount of each expense categorized under the appropriate Expense Reportline item with supplemental description, if needed.

All travel expense reports must be signed and dated by the President or President elect.
All other expense reports must be signed by the Vice President for the program area
overseeing the activity.
5.3.2 Receipts: Receipts are required for all expenditures. No expense will be reimbursed toany volunteer unless the individual requesting reimbursement submits the checkrequest form with written receipts or invoice showing the vendor’s name, a descriptionof the services provided (if not otherwise obvious), the date, and the total expenses,
including tips (if applicable).
5.3.3. Compensation and Reimbursement of Guest Speakers’ Expenses: As consideration forservices rendered by speakers, Sacramento Sierra Nevada Chapter shall provide thespeaker:a. Complimentary event registration.
b. Hotel accommodations for the night before or after the presentation (only whenarranged by Sacramento Sierra Nevada Chapter). (In the event the Speaker muststay at the hotel for additional nights due to travel delays through no fault of
Speaker, Sacramento Sierra Nevada Chapter shall pay all hotel accommodation
costs for such additional night(s) otherwise additional nights are the responsibilityof the speaker.)c. Air travel from the nearest large airport to speakers' home to the Sacramento
International Airport and back, and this will only be reimbursed with thepresentation of a receipt of economy class travel made at least 21 days prior to
the event.
d. Ground transportation to and from the speaker’s home and their local airport.
And from the event site to the Sacramento International Airport will bereimbursed when the chapter is provided with a receipt. The chapter will not pay
for car rentals or private transportation.
e. Meals will be reimbursed when the chapter is presented with receipts not toexceed $60 per day including travel days.
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f. An Honorarium will be paid to the speaker by event when presented with an
invoice in advance. No check will be cut without a current W-9 form.
SECTION 6. SPONSORSHIP AND SOLICITATION
6.1

Access to Member Lists: Access to membership and attendance lists shall be restricted to MPI
premiere members in good standing only. Members shall be provided with the opportunity to
opt out of solicitation emails from both the chapter and MPI Global.

6.2

Chapter Sponsorship Policies: MPISSN’s Strategic Partnership & Advertising Kit (Appendix H)
shall reflect the offerings of the chapter. It shall be reviewed annually and approved by theboard of directors to reflect market-appropriate opportunities.

SECTION 7. PAID STAFF ADMINISTRATORS
7.1

Duties: Paid staff administrators must adhere to the standards and qualifications established by
MPI Global. A minimum scope of services as outlined below will be included in administrator
RFP and contracts. Additional services above the minimum requirements can be added by thechapter at their discretion with board approval.
7.1.1. Minimum scope of services of paid administrator shall include the following for theprovision of professional management and administrative services:• Provision of headquarters office and necessary technology to support all
methods of communication with board and members, e.g., phone fax, email,computers, printer, software, etc.
• Proven skills in all administrative functions and support for small associations• Capable in bookkeeping services• Capable in website management, i.e., content management systems• Capable in event management and registration• Capable in recordkeeping and documentation• Capable in all facets of board support

7.2

Management of Paid Staff:
7.2.1 The chapter President is authorized to execute the contract between MPI Sacramento
Sierra Nevada Chapter and its contract Chapter Administrator/Executive Director and Contract
bookkeeper (which may be one and the same), on behalf of the chapter.
7.2.2 The Chapter Administrator/Executive Director Yearly Performance Review shall be theresponsibility of the Immediate Past President. The President Elect, President, Immediate Past
President, and Vice Presidents for the year in review shall offer feedback. Vice Presidents alsoreach out to Committee Chairs (for the year in review) for feedback, when appropriate. Chapter
Administrator/Executive Director evaluations should correlate to the current scope of services.
The Chapter Administrator/Executive Director, Immediate Past President and President should
be present for review. A copy the of signed review shall be kept on file. The Immediate Past
President shall keep the board informed throughout the process.
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7.3

Evaluation of Paid Staff & Contract Renewals: Each chapter is required to complete an annual
review of their administrative services prior to end of the chapter year. The Chapter must at aminimum adhere to the evaluation guidelines provided on the sample template. Additional
processes can be deemed necessary at the chapter’s discretion. All chapters must submit a
copy of their paid staff evaluations to MPI Global within 30 days of completion of theevaluation.

7.4

Process for Determining Compensation: The process for determining compensation for the
Chapter Administrator/Executive Director and/or association management company and/or
third party administrator shall include the following elements: (1) review and approval annuallyby the Compensation Committee (Office of the President) of MPISSN; (2) use of data as tocomparable compensation; and (3) contemporaneous documentation and recordkeeping.
7.4.1

The Office of the President has the authority to negotiate the Chapter
Administrator/Executive Director/paid staff’s annual contract and compensation,
pending the results of the annual, formal evaluation.


Review and Approval. The Compensation of the Chapter
Administrator/Executive Director and/or Association Management Company
and/or Third-Party Administrator is reviewed and approved by theCompensation Committee (Office of the President) of MPISSN annually provided
that person(s) with conflicts of interest with respect to the compensation
arrangement at issue shall not be involved in this review and approval.

Contemporaneous Documentation and Recordkeeping. There iscontemporaneous documentation and recordkeeping with respect to thedeliberations and decisions regarding the compensation arrangement.

SECTION 8. COMPLIMENTARY ADMISSION TO PROGRAMS AND EVENTS
8.1

Complimentary Registrations: Approved complimentary registration may be charged to thebudget line item of the sponsoring committee, group, or individual. Officers, Directors andcommittee chairs shall not receive any compensation for their service to MPI.

SECTION 9. JOINT VENTURE
9.1.

MPISSN shall evaluate its participation in joint venture arrangements under Federal tax law andtake steps to safeguard the organization’s exempt status with respect to such arrangements. It
applies to any joint ownership or contractual arrangement through which there is anagreement to jointly undertake a specific business enterprise, investment, or exempt-purpose
activity as further defined in this policy.
9.1.1. It is the general policy of the Organization to engage in Joint Ventures or other joint
business enterprises only with other tax exempt organizations. However in the event
the Organization enters into any such arrangements then it shall do so only incompliance with the following procedures.
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9.1.1.1 Joint ventures or similar arrangements with taxable entities. For purposes ofthis policy, a joint venture or similar arrangement (or a “venture or
arrangement”) means any joint ownership or contractual arrangement throughwhich there is an agreement to jointly undertake a specific business enterprise,investment, or exempt-purpose activity without regard to: (1) whether theOrganization controls the venture or arrangement; (2) the legal structure of theventure or arrangement; or (3) whether the venture or arrangement is taxed as apartnership or as an association or corporation for federal income tax
purposes. A venture or arrangement is disregarded if it meets both of thefollowing conditions:a. 95% or more of the venture’s or arrangement’s income for its tax year ending
within the Organization’s tax year is excluded from unrelated businessincome taxation including but not limited to: (i) dividends, interest, andannuities; (iii) royalties; (iii) rent from real property and incidental related
personal property except to the extent of debt-financing; and (iv) gains orlosses from the sale of property; andb. the primary purpose of the Organization’s contribution to, or investment or
participation in, the venture or arrangement is the production of income orappreciation of property.
9.1.1.2. Safeguards to ensure exempt status protection. The Organization will: (a)negotiate in its transactions and arrangements with other members of theventure or arrangement such terms and safeguards adequate to ensure that theOrganization’s exempt status is protected; and (b) take steps to safeguard theOrganization’s exempt status with respect to the venture or arrangement. Some
examples of safeguards include:a. control over the venture or arrangement sufficient to ensure that it furthers
the exempt purpose of the organization;b. requirements that the venture or arrangement gives priority to exempt
purposes over maximizing profits for the other participants;c. that the venture or arrangement not engage in activities that would
jeopardize the Organization’s exemption; andd. that all contracts entered into with the organization be on terms that arearm’s length or more favorable to the Organization.
9.1.1.3. Existing Joint Ventures or Joint Business Enterprises. As of the date of adoptionof this policy the Organization does not participate in any joint ventures.
SECTION 10. GENERAL FINANCIAL OPERATIONS
10.1

Fiduciary Responsibility: It is the fiduciary responsibility of every Board Member of the Boardof Directors and every Committee Chair to maintain and improve the financial health of the
Chapter. If there is a proposal to spend money for an event or project, and that expenditure is
not already contained in an approved budget, Board approval must be obtained in advance ofmaking the expenditure. Such requests shall be submitted in writing to the MPI
19

Sacramento/Sierra Nevada Board of Directors and shall specify the amount and reasons for the
expenditure.
10.2

Check Request Forms: It is the responsibility of Board Members and Committee Chairs tocomplete a check request form (Appendix G), duly signed by the requesting party, and submit
it, together with appropriate documentation, to the Chapter Administrator/Executive Director.
The purpose of this policy is not to restrict already budgeted expenditures, but to ensure thatthe expenditures are assigned to the correct budgetary line items. The Chapter
Administrator/Executive Director or bookkeeper shall not cause any payments to be issued that
do not adhere to this policy.

10.3

Invoice Request Forms: It is the responsibility of Board Members and Committee Chairs toprovide information in writing on the Invoice Request Form (Appendix I) to the MPISSN officeregarding commitment for payment to MPISSN. It is the responsibility of the Chapter
Administrator/Executive Director and/or bookkeeper to ensure that invoicing is produced on atimely basis and revenues collected. Examples of such payments are: Key Partnerships,
Sponsorships, and Advertising.

10.4

Check Issuance Policy. Checks will be prepared weekly, or as often as necessary, and submitted
to the authorized individuals with check signing responsibilities. This includes the VP of
Finance, the President, the Immediate Past President, and the President-Elect. In no instanceshall a check be signed by the person to whom the check is issued. Executive Director/Chapter
Administrator shall expedite check processing to ensure timely payment.

10.5

Monthly Bank Reconciliation. Upon receipt of monthly bank statements, the bookkeeper willreconcile the chapter account. The bookkeeper will produce the following financial reports
within ten (10) days of receipt of the statements:• Statement of Financial Position• Profit and Loss Statement• Budget versus Actual Statement• Others as deemed useful for board business and management of program areas

10.6

Credit Card and Online Registration Processing. Credit card transactions and online registration
shall be available to members to facilitate convenience and ease, and security. The Chapter
Administrator/Executive Director manages the application and enters information, as required,manually (i.e., checks or faxed credit card numbers and any transaction not automaticallyhandled by the application) and shall update daily.

10.7

Deposits. Checks received by MPI Sacramento Sierra Nevada will be deposited within the same
week in which they are received by the Contract Bookkeeper and, in no event shall checks beheld for more than eight days without proper justification for doing so. Cash deposits shall be
performed by the Chapter Administrator/Executive Director within one week of receipt.

10.8

Delinquent Accounts. VPs, directors, or chairs who submit an invoice request are responsible
for all follow-up to ensure that receivables do not extend out more than 30 days.
V.

CHAPTER EVENTS
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SECTION 1. EDUCATIONAL & SOCIAL EVENTS:
1.1

Educational Programs: MPISSN shall produce quality, accessible education programs formembers’ professional development, attentive to the following:
1.1.1. Education Luncheon Meeting Fees: The Board of Directors shall determine the effective
pricing of events upon determining the annual budget during the Annual Retreat. Nonmembers shall pay higher rates than Members to attend events. It is at the discretion of
the Board to apply Early Bird or Late Rate tiered pricing.
1.1.2. Payment to hotels and caterers that supply food and beverage for all chapter educationand events will be reviewed by the board of directors as needed. The amount paid to
suppliers for breakfast shall not exceed $8 inclusive, and $28 inclusive for lunch, unlessotherwise pre-approved by the Board.
1.1.3. Audio visual equipment: Whenever possible, audio/visual equipment shall be secured
through donations. The in- house AV company of the facility to be used will be given first
option to provide the equipment at no charge. If the in-house AV company is unable todo this, an AV company with an MPI member on staff will be invited to provide theequipment at no charge with a minimum of one week’s notice prior to the event. A list of
AV companies with MPI Sacramento Sierra Nevada members on staff will be maintainedby MPISSN staff and may be contacted by the committee. If the equipment is not available
at without charge, the company submitting the lowest bid will be selected. At its
discretion, the chapter may purchase its own audiovisual equipment.
1.1.4. Distribution of material/Table-top displays: Only materials related to MPI-sponsored
event or projects, or materials from the event host, or event sponsor may be displayed.
Arrangements are made by the program committee in advance of the meeting.

1.2

Networking/Social Programs: MPISSN shall produce quality, accessible programs for the
purpose of enhanced networking and chapter fundraising, attentive to the following:

1.3

Event Attendance: Chapters must charge a member rate and a non-chapter member rate for all
events. The price difference between member and non-chapter member rates is at the chapter
discretion based on specific event needs. Anyone who is not a preferred or premier level
member, or Affiliate Member is required to pay the non-chapter member rates for events andis limited to no more than 2 events in one fiscal year at the non-chapter member rate.
Partnership events with other industry organizations are excluded from this requirement.
Non-industry guests are exempt from this rule and can be charged a guest rate to be
determined by the chapter.

1.4

Meeting and event registration procedures:21

1.5.7

Cancellation Policy: Should a member or guest pre-pay for attendance at a meeting or
event and need to cancel their registration, an email or fax must be sent to the MPI SSN
office three (3) working days prior to the meeting to assure application of payment to thenext meeting.
1.4.2. No-Show Policy: There are no provisions for refunds to pre-paid members or guests who
do not cancel and do not attend MPI SSN meetings and events. Exceptions may be madefor emergencies. The amount would be credit toward a future event of the same value
and within the same fiscal year.
1.4.3. Invoice Policy: MPISSN will NOT invoice for events and all fees must be paid by the dateof the event or attendance will be prohibited.
1.4.4. Replacement for Pre-Paid Member Registrant: Should an MPISSN member pre-pay andbe unable to attend a meeting or event, an individual from the same organization may
attend. If the replacement is not an MPISSN member, the difference in fee must be paidin advance or at the event.
1.4.5. Pre-Registered Definition: A pre-registered member or guest is one who has registered
online or by fax and paid the fee for the event before the announced cut-off date statedin advertising for the event. Phone or email registrations are not accepted.
1.4.6. Limit on Non-Member Attendance: Guests, nonmembers, and former MPI members may
attend up to a maximum of two events. After two events, the individual must join or rejoin
MPI. This includes special events, tradeshows, or the auction/installation dinner. Past
Presidents, who have retired and who no longer work in the meeting industry and nolonger retain membership in MPI, may attend MPISSN luncheons and events at themember rate.
1.4.7. Attendance of Hotel Staff from Hosting Venue: Up to two (2) hotel/venue representatives
from the host site for a given MPISSN education program may attend that MPISSN
educational luncheon and/or workshop with the understanding that the host venue
covers the representatives’ meal costs, and that the offer is based on space availability.
MPISSN education committee members who are responsible for negotiating hotel venue
locations will maintain some flexibility in negotiating the number of representatives asappropriate if the venue pursues additional representation and space allows.

1.5

Drawing/Raffle Prize Eligibility: All MPI Sacramento/Sierra Nevada members and guests(Planners or Suppliers) shall be eligible to participate in all raffles and/or drawings conductedduring any MPI Sacramento/Sierra Nevada meeting or event unless such participation isprohibited by law. If a meeting sponsor requests that only eligible planners participate in a
special drawing for a prize, they have donated then this will be allowed.

1.6

Media Attendance at MPISSN Functions: Media professionals are required to pay thenonmember rate at all events unless the Public Relations committee requests otherwise. Costof luncheon(s) will be charged to the Public Relations Committee. If media professionals wish toattend, but not eat, they may do so without charge.
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VI.

COMMUNICATIONSSECTION 1. BRAND STANDARDS
1.1

All Chapters must adhere to the MPI Chapter Logo and Identity Standards document provided.
Any theme specific logos for events must not be in conflict with the MPI Global Brand Standards
and must be approved by MPI Global prior to use.

SECTION 2. CHAPTER COMMUNICATIONS
2.1

MPISSN shall communicate chapter activities six weeks prior to the events as planned per thechapter’s 18-month calendar.

SECTION 3. ADVERTISEMENTS
3.1

MPISSN shall honor the annually approved sponsorship/advertising package and its rates, sizes,
and deadlines within.

SECTION 4. MAILING LISTS
4.1

Mailing List Policy: MPI Sacramento/Sierra Nevada may sell and distribute membership mailinglabels in accordance with the following policy.
• Membership mailing labels may be exchanged with any other MPI chapter free ofcharge and to any other organization with prior approval of the MPISSN Board of
Directors.
• Membership mailing labels may be sold to private and public not-for-profit
organizations and agencies offering products and services including educational
programs which may further the professional goals of the membership or member client
for a cost of $75 per set of labels.
• Membership mailing labels may be sold to private for-profit organizations, companies,
corporations, agencies, and individuals for a cost of $75 per set.
• Staff shall require payment in advance and require a signed contract detailing thelimitations of the use of the labels to one-time use.
• Staff shall report monthly on the sale and distribution of MPI Sacramento/Sierra Nevada
membership labels.

23

VII.

MISCELLANEOUS

SECTION 1. PHILANTHROPIC ACTIVITY
1.1

Community Outreach Program: MPISSN Develops and presents plans for the interaction of the
Chapter with the greater Sacramento community in programs for public benefit.
MPI SSN will contribute 100% of the revenue generated by fundraising activities at monthly
programs to a charity or charities within the geographic region of the chapter, so long as thegeographic region selected is within the state of California (required by Attorney General of thestate of California. Revenue generated by fundraising activities at monthly events is posted as”
Community Outreach Income.” In May of each year, a call will go out to the membership
soliciting proposals for charity(ies) for the upcoming program year. Any MPI SSN member may
submit a proposal recommending support of a charitable event or organization to theCommunity Outreach Committee. The charitable organization shall be determined annually by
a vote of the Board of Director at its year-end meeting (held prior to the new program year forwhich the charity(ies) will receive funds). MPISSN contributions distributed by the Community
Outreach Committee shall be posted as a Community Outreach Committee expense line item.
Charity Selection Process is outlined in Appendix J.

1.2

MPI Foundation “Spare Change” Collection: MPISSN may take opportunities at education
programs and events to collect “spare change” for the MPI Foundation. A total sum will be
forwarded to MPI Foundation at year-end.

24