About Us - IWEA Policies Policy Number: 001 Policy Name: Advertising Enactment Date: April 29, 2005 Policy: The IWEA does not accept paid advertisements in its newsletter or on its website, or in its meeting and seminar announcements and program documents. Further Information: The IWEA secretary will respond to advertising requests with a letter stating this policy. The letter will also include information on other venues open to vendors such as conference sponsorships or conference exhibits. ______________________________ Policy Number: 002 Policy Name: Sharing Membership Lists Enactment Date: April 29, 2005 Policy: The IWEA does not share its membership list with vendors or advertisers. The IWEA may, on a case by case basis, share its membership lists with other organizations. The IWEA will share its membership list with other Water Environment Federation Member Associations Further Information: All requests for copies of the IWEA membership list are to be directed to the Secretary. The IWEA may agree to share its membership list with other organizations on a case by case basis. The Secretary must obtain prior approval from the Executive Board before sharing the IWEA membership list with other organizations. ______________________________ Policy Number: 003 Policy Name: Conference Speakers Enactment Date: April 29, 2005 Policy: Conference Speakers are expected to register for the conference and pay the appropriate registration fee. No travel or assistance funds are available for speakers. If a speaker is attending only the session at which he will be speaking, the registration fee will be waived. In such instances, the speaker is still responsible for other costs such as meals. Further Information: none ______________________________ Policy Number: 004 Policy Name: Travel Reimbursement Enactment Date: December 5, 2009 Policy: The IWEA may reimburse a representative designated by the President for travel expenses to attend WEFMAX meetings, MA Leadership Conferences at WEF Headquarters, WEFTEC or other IWEA related events. Reimbursement of expenses is limited to actual lodging and travel expenses of the designated representative. No employer-paid expenses will be reimbursed to the employer or employee. Travel expenses are limited to out-of-state lowest coach class airfare to the meeting site.  Alternately, travel by personal vehicle shall be reimbursed at current IRS mileage rate per mile for travel within 395 map miles of the traveler’s home. The IWEA shall also reimburse only direct lodging expenses, plus applicable taxes, for the days of the meeting. Meals, beverages, room service, and all other incidental expenses are ineligible for reimbursement Reimbursement shall be limited to a maximum of $1,000 unless the Executive Board approves a greater amount. Further Information: The President may designate a member of the Executive Board to represent the IWEA at the following WEF functions: WEFMAX meetings, WEFTEC and the Annual MA Leadership Conference at WEF Headquarters.  If no Executive Board Members volunteer, the President may select with Board approval an alternate from among the Committee Chairs.  The IWEA shall not pay expenses in advance of the event. In order to be eligible for reimbursement, the designated representative must submit a pre-travel estimate of travel and lodging expenses for approval by the President Elect.  If the President Elect is the designated representative, the President shall approve the estimate.  No Board member is eligible for reimbursement for consecutive events, unless no other Executive Board members are willing or able to attend. The traveler shall submit copies of receipts for all allowable expenses for which reimbursement is requested within 30 days of completion of travel. The President Elect shall approve reimbursement made by the Treasurer, and paid by check, within 45 days of submittal of required documentation.  If the President Elect was the traveler, the President shall approve the reimbursement. ______________________________ Policy Number: 005 Policy Name: Succession Planning Enactment Date: September 23, 2005 Policy: Members serving as the Secretary or Treasurer will give a one-year notice to the Executive Board prior to resigning from the Position. At that time the President will appoint an ad-hoc committee to find a replacement. Further Information: One year prior to planned retirement from the position, the Secretary and Treasurer will submit a letter of planned resignation to the IWEA Executive Board that states the planned retirement date. At the first Board meeting following the letter of resignation, the President will appoint two members from the Nominating Committee and an additional at-large member of the Executive Board to provide a list of candidates to replace each position. At the Executive Board meeting following the appointment of the search committee, the committee will present the list of proposed candidate(s) to the Board. The Executive Board will review the list of candidates and provide a recommendation for appointment to the position. Three months prior to the resignation, the appointment shall be made by the Executive Board. The Secretary or Treasurer will assist in training their replacement. ______________________________ Policy Number: 006 Policy Name: Support/Opposition to Legislation Enactment Date: September 23, 2005 Policy: The IWEA will neither support nor oppose legislation regarding any issue.. Further Information: The IWEA is a community of water environment professionals. Its members are treatment plant employees, consulting engineers, manufacturers’ representatives, government regulators, and students. These members may represent diverse, and sometimes even opposing, views regarding government regulations and legislation. Thus, the organization will neither support nor oppose any legislative issue. ______________________________ Policy Number: 007 Policy Name: Use of Purchase Orders Enactment Date: March 7, 2007 Policy: The IWEA does not accept purchase orders in lieu of payment for registration purposes. Further Information: Payments to the IWEA can be made using cash, check or credit card. ______________________________ Policy Number: 008 Policy Name: E-mail Voting Enactment Date: March 18, 2009 Policy: A member of the Executive Board may submit a motion for vote by e-mail. After all members of the Board have a chance to comment on the motion, a vote can be called for. Further Information: For any action requiring a Board Vote, a Board Member prepares a draft motion and secures a second, then sends the motion to the Secretary. The secretary sends the motion via e-mail to all members of the Board for comment.  All members have three days to comment on the proposal.  For discussion purposes, members making comments must respond to “all” when making the comments. After three days, the secretary will take all comments and, in consultation with the Board Member presenting the original motion, if necessary, amend the motion for a vote by the Board.  The Secretary will send the motion via e-mail to all voting Board members. Board Members will have two days to respond to the Secretary with a “yes” or “no” to the motion.  The vote will be recorded by the secretary. For purposes of commenting and voting on the motion, the days counted are Monday through Friday.  Any holidays observed by the State of Illinois will not be counted as a day for voting. The vote will be included in the meeting minute record for approval at the next Executive Board meeting. ______________________________ Policy Number: 009 Policy Name: Sharing Attendance Lists Enactment Date: September 17, 2010 Policy: The IWEA will make available by email the attendance list to registered vendors after the event. The information provided will include name, company, address and phone number. Email addresses will not be made available. The IWEA may post attendee lists on the website for 120 days after an event. The IWEA may, on a case by case basis, share its attendance list prior to the event by request. The IWEA will share its attendance list with other attendees by request. Further Information: All requests for copies of an IWEA event attendance list are to be directed to the Executive Manager.    ______________________________ Policy Number: 010 Policy Name: Committee Chair Succession Enactment Date: December 2, 2011 Policy: This policy provides a procedure for committee chair succession. Further Information: A chair who wishes to resign is required to contact their executive board liaison who will inform the board.   Upon resignation of the chair, the committee vice chair will assume the responsibilities of the chair until a new chair is appointed by the President. When a vice chair position becomes vacant, the chair will solicit all committee members to determine interest in the vacated vice chair position.  This may be done via email provided that the executive board liaison is copied on the email.The committee chair will forward the name(s) of interested member(s) to the executive board liaison and to the President, who will appoint the new vice chair.