I 2 SL Chapter Kit A Guide for Creating an I 2 SL Chapter Last Updated: May 9, 2018

Transcription

1 I 2 SL Chapter Kit A Guide fr Creating an I 2 SL Chapter Last Updated: May 9, 2018 Page 1

2 Table f Cntents Abut I 2 SL... 3 I 2 SL s Missin Statement... 3 Why Start an I 2 SL Chapter... 4 Chapter Benefits... 4 Chapter Structure... 5 Chapter Requirements... 5 Reprting... 5 Payments... 6 Representing I 2 SL... 8 Chapter Administratin... 8 Starting an I 2 SL Chapter... 9 Hw t Becme Chartered as an I 2 SL Chapter Disslving an I 2 SL Chapter Page 2

3 Abut I 2 SL The Internatinal Institute fr Sustainable Labratries (I 2 SL ) is a 501(c)(3) nnprfit prfessinal rganizatin that specializes in training and educatin, research thrugh internatinal and industry cllabratin, and technical assistance t help imprve the energy and envirnmental sustainability f labratries and related high-technlgy facilities wrldwide. I 2 SL prvides a glbal frum fr infrmatin exchange t fster internatinal cperatin in creating and maintaining mre sustainable labratries and related high-tech facilities that accmmdate the rapid pace f science, medicine, research, and develpment in an ever-changing and dynamic wrld. Incrprated in Washingtn, DC, in 2005, I 2 SL is headquartered in Luray, Virginia, USA. I 2 SL Headquarters (I 2 SL HQ) maintains a grwing netwrk f thusands f individuals representing hundreds f cmpanies frm arund the wrld. I 2 SL s Missin Statement I 2 SL s missin is t: Prmte resurce-effective and envirnmentally-respnsible facilities fr science educatin, testing, medicine, and research and develpment thrugh advanced and sustainable design, engineering, and peratinal practices. Encurage the develpment f technlgically advanced, energy-efficient, and envirnmentally-respnsive labratries and related high-tech facilities thrughut the wrld. Facilitate a sustainable "whle-building" and systems integratin apprach in designing, engineering, cnstructing, perating, and using labratries and related facilities. With its missin rted in the gals f the Labratries fr the 21st Century (Labs21 ) prgram, I 2 SL was selected t be the fficial cspnsr f the Labs21 Annual Cnference and Wrkshps until 2010 when the prgram was cmpletely given t I 2 SL. By leveraging this respnsibility, I 2 SL HQ nw facilitates a netwrk f technical capabilities t address glbal needs in the fllwing areas while incrprating a whlebuilding apprach t sustainable, high-tech, and lw-energy labratries. These capabilities include: Offering prject-specific technical assistance and charettes Sharing new technlgies thrugh custmized training and wrkshps Develping case studies and best practices Cnducting cnferences and netwrking t encurage change within the industry Crdinating initiatives within the cmmunity f service prviders, wners, and labratry persnnel Page 3

4 Why Start an I 2 SL Chapter I 2 SL seeks individual leaders and rganizatins t share in the rewards f creating and prmting mre sustainable labratries and related high-tech facilities wrldwide by becming I 2 SL Chapters. Organizatins and individuals interested in starting an I 2 SL Chapter will cmmit t use cntacts, events, and ther resurces within the chapter area f activities t prmte the missin and activities cnsistent with thse f I 2 SL HQ. Chapter Benefits Permissin t be branded as an I 2 SL Chapter. Exclusive use f the registered trademark I 2 SL lg with the chapter name beneath it upn acceptance f the chapter charter by I 2 SL s Bard f Directrs. I 2 SL will prvide lg use guidelines with the chapter lg that the chapter must hnr. Use f the I 2 SL HQ mailing list f cntacts that exist within the chapter s area f activities. Dedicated page n the I 2 SL website where infrmatin prvided by the chapter, including its activities, is psted with a link t the chapter s self-hsted website, nce available. A address that nly the chapter will have access t. Access t I 2 SL accunting services, including prcedures t receive the benefits assciated with I 2 SL s 501(c)(3) tax-exempt status. (This benefit des nt apply t chapters lcated utside f the United States.) I 2 SL will cllect, bank, and distribute funds upn request frm the chapter. I 2 SL will nt be respnsible fr ensuring sufficient chapter perating funds. This respnsibility lies specifically with the chapter s Bard f Directrs. Opprtunities t raise chapter perating revenues thrugh reginal educatin events and activities that are cnsistent with the missin f I 2 SL. Directrs and fficers insurance fr chapter fficers, as well as liability insurance by I 2 SL HQ. I 2 SL HQ web page f resurces available t chapters. Frequent refresher messages are sent arund t help chapters in their planning and activities. Upn request, I 2 SL HQ ffers the chapter the fllwing services at an additinal, t be determined, cst: Access t I 2 SL s wrkshps as a revenue sharing pprtunity. Wrkshps will be ffered upn request and may be taught by an I 2 SL-apprved chapter instructr. Early assistance in planning an I 2 SL Chapter event. I 2 SL wuld participate in ne kick-ff meeting during which I 2 SL wuld prvide the chapter with lgistical guidance fr rganizing and prmting the event. Manage registratin fr chapter events. Page 4

5 Access and ability t share with chapter members any materials I 2 SL maintains. Chapter Structure All I 2 SL Chapters will perate under the 501(c)(3) tax umbrella f the headquarters rganizatin (except internatinal chapters). By perating under I 2 SL HQ s tax umbrella, the chapter will avid substantial csts assciated with incrpratin, annual reprting t the Internal Revenue Service, and necessary insurance fees. Als, by perating under the I 2 SL HQ tax umbrella, a chapter will receive accunting services frm I 2 SL HQ fr an annual maintenance fee t be billed in the secnd and subsequent years f the chapter. Chapters will be accuntable t I 2 SL HQ fr all financial transactins it undertakes nce the chapter charter is apprved. Internatinal chapters are nt respnsible fr U.S. tax reprting but might have their wn cuntry s laws and regulatins t satisfy. The chapter, nt I 2 SL, is respnsible fr meeting such bligatins. I 2 SL will nt include tax-related services in internatinal chapter annual fees. Chapter Requirements Reprting Submit t I 2 SL, as requested belw, the fllwing required dcuments: Chapter Event Reprt Frm. This frm must be used by I 2 SL Chapters perating under the umbrella f I 2 SL HQ s 501(c)(3) tax status and will be due within 30 days f a chapter event fr which spnsrships were received, funds were cllected, and/r expenses were paid. Nte: The infrmatin requested in the chapter event reprt frm can be submitted in alternative ways such as scanning and submitting a hardcpy attendance sheet and cpies f receipts and invices, nting if any need t be paid r reimbursed. Additinally, if a chapter utilizes a direct depsit system (e.g., Event Brite r Square), thse direct depsit funds must be reprted t I 2 SL HQ within 90 days r they will be released fr use by I 2 SL HQ. This frm is nt required f internatinal chapters. Reprts f Nminatin and Electin f Chapter Bard f Directrs. Each chapter is required t elect fficers that include a president, vice president, and treasurer. Other members (e.g., secretary and membership chair) may be elected as the chapter sees fit. It shall be the duty f the chapter fficers t furnish the I 2 SL Bard f Directrs a cmplete list f the elected Bard f Directrs (i.e., fficers and members) as electins are cmpleted. The chapter s inaugural fficers shuld cmmit t managing and guiding the chapter thrugh its critical first three years. I 2 SL encurages chapters Page 5

6 t ensure prfessinal diversity amng its Bard f Directrs. Chapter Prmtinal Messages, Newsletters, and Publicatins. Chapter newsletters r publicatins must be previewed by I 2 SL HQ tw weeks prir t their issuance. Payments Activity Reprts. Frm time t time the I 2 SL HQ Bard f Directrs may request reprts n chapter activities. A reasnable time will be negtiated fr submitting any requested reprt. Remit payment t I 2 SL as fllws (Nte: I 2 SL reserves the right t adjust fees t adequately cver services ffered, but it will give chapters at least 60 days ntice befre any adjustments are made): $1,600 Start-Up Fee. All chapters are required t make an initial, ne-time payment t I 2 SL HQ within tw mnths f chapter charter apprval. This fee will cver accunting, insurances, and lgistics supprt as described in the Chapter Benefits sectin. Internatinal chapters will have a reduced initial fee f $1, % f nn-membership grss revenues. A chapter is a franchise f I 2 SL HQ, and as such the chapter has purchased rights and privileges t infrmatin and branding develped by I 2 SL HQ. I 2 SL HQ must recver csts assciated with the creatin and management f these shared activities, including but nt limited t updates t the chapter s page n I 2 SL s site, maintenance f mailing lists, prcessing and managing American Institute f Architects (AIA) credits, and prfing materials. Therefre, each chapter will be required t pay I 2 SL HQ 10% f the rganizatin s nn-membership grss revenues as calculated at the end f I 2 SL s fiscal year n March 31, given the fllwing: Nn-membership chapter revenues are defined t include cnference registratins fees (individual and crprate), training revenues, and chapter spnsrships. Revenue frm chapter membership dues will nt be cnsidered when deducting the 10% grss revenues. Exempted frm the 10% payments are gvernment and educatinal grants received by the chapter as well as dnatins received strictly fr student schlarships. A minimum f $300 is required t be submitted t I 2 SL HQ fr rganizatins that earn less than $3,000 in grss revenues during a Page 6

7 given fiscal year. Chapters that are apprved after Octber 1 are nt subject t this fee until their next perating year. A chapter s perating year begins n the date the chapter received fficial apprval frm I 2 SL HQ s Bard f Directrs. Chapters may be expected t share registratin fees with I 2 SL HQ where cursewrk and training materials cnducted by a chapter are prduced and maintained by I 2 SL HQ. Chapters are encuraged t develp educatinal training curses and wrkshps f their wn but these must be reviewed by I 2 SL HQ prir t prmtin. $900 Annual Accunting Fee. This fee is t be paid by chapters perating under I 2 SL HQ s tax umbrella. This fee will cver accunting services I 2 SL HQ must undertake in reprting the full incme f I 2 SL, including that received frm the chapter, s that the chapter can be exempted under I 2 SL s 501(c)(3) status. Nt applicable t internatinal chapters. By perating under I 2 SL HQ s tax-exempt status, chapters are required t have all revenues depsited t I 2 SL HQ s bank accunt fr distributin t the chapter as needed. This prcess will be develped between the chapter and I 2 SL HQ n a case-by-case basis. This fee will be inviced by I 2 SL HQ at the beginning f the chapter s secnd perating year. A chapter s perating year begins n the date the chapter received fficial apprval frm I 2 SL HQ s Bard f Directrs. Figure 1. I 2 SL Chapter Fee Chart Fee T Be Paid Cst t Chapter Chapter Start-Up Fee One-time fee t be paid within tw mnths f receiving acceptance as an I 2 SL Chapter $1,600 $1,200 fr internatinal Chapter Annual Operatin Fee (including internatinal chapters) Annual fee t be paid upn invice frm I 2 SL HQ at clse f I 2 SL s fiscal year n March 31. Chapters that are apprved after Octber 1 are nt subject t this fee until year*. chapters 10% f chapter grss revenue (minimum $300) Page 7

8 Chapter Annual Accunting Fee Nt applicable internatinal chapters. Annual fee t be paid upn invice frm I 2 SL HQ at beginning f the chapter s secnd perating year*. $900 Representing I 2 SL * A chapter s perating year begins n the date the chapter received fficial apprval frm I 2 SL HQ s Bard f Directrs. Accurately represent I 2 SL by fllwing I 2 SL s lg use guidelines and emplying its missin statement. N chapter r any member f the chapter shall enter int any cntracts with thers in the name f I 2 SL r use the name f I 2 SL in marketing f prducts r services t thers withut the written cnsent f chapter fficers and the I 2 SL HQ Bard f Directrs. Share with I 2 SL HQ any technical training materials, case studies, best practices, tls, and ther technical dcuments created by the chapter (these materials will need t be reviewed by I 2 SL HQ in advance f publicatin) fr prmtin and use by thers. Prmte the I 2 SL Annual Cnference. Prmte I 2 SL wrkshps, webinars, and ther training pprtunities as apprpriate. Chapter Administratin The I 2 SL Annual Cnference is a great way fr industry prfessinals t hear and share the latest, cutting-edge industry knwledge and t netwrk with tp tier talent frm acrss the glbe. Hwever, nt everyne can attend as many have cnstraints n cst and time. T address this dilemma, I 2 SL HQ began accepting interest frm grups wanting t establish a lcal chapter as a grassrts vehicle fr wider disseminatin f the latest industry knwledge. These grups als saw the chapter as pprtunities t netwrk with ther prfessinals in their lcal markets. Lcal chapter educatinal events can be especially valuable fr training yunger prfessinals r t prvide needed cntinuing educatin credits fr established veterans. As I 2 SL membership and the chapters grw, this helps strengthen and sustain I 2 SL and its missin. Page 8

9 Invite a member f the I 2 SL HQ Bard f Directrs t present and participate in at least ne chapter meeting annually and cnferences r prgrams rganized by the chapter. The attendance f an I 2 SL HQ Bard f Directrs member will depend n I 2 SL funds. Chapters can elect t pay fr travel csts t ensure the attendance f a Bard f Directrs member. Schedule regular chapter meetings t cnduct chapter business. Cnsider develping chapter-specific bylaws. I 2 SL HQ s bylaws and varius chapter bylaws are available as examples. Ntify I 2 SL HQ in writing at least tw mnths befre the chapter desires t undertake any I 2 SL Chapter activities that invlve revenue sharing, including but nt limited t ffering I 2 SL wrkshps, hlding a cuntry/reginal/city cnference, r using any I 2 SL tls that may require I 2 SL HQ supprt. Chapters are required t submit financial reprts as fund in I 2 SL Chapter Reprt Frm fr any event and ther activities that may generates revenues r expenses within 30 days f the event/activity. Ensure that all chapter members, and particularly chapter fficers, are I 2 SL HQ Members in gd standing. Chapter members may jin directly thrugh I 2 SL HQ s website at s chapters need nt cllect and remit membership fee payment t I 2 SL HQ. Chapters must achieve and maintain apprximately 25 members n an annual basis. I 2 SL encurages chapters t ensure prfessinal diversity amng its members. Chapters may establish their wn chapter member fee t supprt its activities. These fees shall be cllected directly by the chapter. Starting an I 2 SL Chapter The fllwing steps must be cmpleted in rder t start an I 2 SL Chapter: 1. Cntact inf@i2sl.rg if yu have read this Chapter Kit and are a leader with a histry f invlvement with Labs21 and I 2 SL t express yur interest in frming a chapter in yur cuntry, regin, r city. 2. Schedule an infrmal meeting with knwn clleagues in the regin that share a similar interest in frming an I 2 SL Chapter. a. These clleagues and ther interested individuals shuld be familiar with I 2 SL and have a cmmitment t supprt rganizatin f an I 2 SL Chapter. The grup f chapter start-up members shuld include a balance f Page 9

10 public- and private-sectr prfessinals spanning labratry and related high-tech facility designers, engineers, industrial hygienists, wners, and manufacturers. 3. Schedule a secnd meeting f the initial interested cntacts and thers within the regin. 4. Develp an annuncement abut this secnd meeting and send the annuncement t inf@i2sl.rg fr input. I 2 SL will prvide a list f cntacts within the regin t which chapters can send the annuncement. 5. Hld the secnd meeting. Items t be cvered in this meeting include: a. Review f I 2 SL s Chapter Kit b. Grup s acceptance f I 2 SL HQ and chapter membership requirements i. I 2 SL s missin and purpse ii. Chapter benefits iii. Chapter respnsibilities iv. Selectin f chapter fficers (i.e., president, vice president, and treasurer) v. Discussin, apprval, and signatures n Chapter Charter Applicatin, including Petitin and Agreement 1. A minimum f 10 members (including fficers) must be signatries n the petitin. All f these members must be I 2 SL HQ Members in gd standing at the time the petitin is received. 6. Submit the cmpleted Chapter Charter Applicatin t philwirdzek@i2sl.rg. Upn written apprval frm I 2 SL HQ (given within 30 days f receipt f the cmpleted Chapter Charter Applicatin), begin sliciting chapter members and spnsrs and intrduce them t the cncept and purpse f the chapter t increase chapter membership and cllect seed funding t supprt chapter activities. Hw t Becme Chartered as an I 2 SL Chapter In rder fr a chapter t be chartered, a cmpleted Chapter Charter Applicatin must be cmpleted and submitted t I 2 SL HQ. A cmpleted Chapter Charter Applicatin will include a: 1. Cntact list f the chapter s funding Bard f Directrs fficers 2. Petitin fr chapter charter, including cnfirmed I 2 SL membership by all signers 3. Signed Chapter Agreement Page 10

11 All materials shuld be submitted t I 2 SL HQ at: I 2 SL c/ Philip J. Wirdzek, Funding President and Executive Directr philwirdzek@i2sl.rg I 2 SL HQ s apprval f a chapter charter will be cnditinal n applicatins that exhibit the fllwing: A strng and representative membership that declares supprt fr the new chapter. A Bard f Directrs (minimum president, vice president, and treasurer) that agrees t manage and guide the chapter thrugh its critical first three years. I 2 SL HQ will review Chapter Charter Applicatins and prvide the charter applicants acceptance r rejectin f the charter within 30 days f receipt f the Chapter Charter Applicatin. I 2 SL HQ will frmally recgnize all new chapters during the I 2 SL Annual Cnference. Disslving an I 2 SL Chapter Chapters wishing t be disslved must prvide a written ntice signed by the elected president. A letter f disslutin will be prvided by I 2 SL HQ that requires the signatures f all current chapter fficers n behalf f the chapter s membership. In additin t ntifying I 2 SL f its intent t disslve, an incrprated chapter must disslve itself n its wn and in accrdance with applicable federal, state, and lcal requirements. Nte that chapter disslutin des nt impact chapter members status as I 2 SL HQ Members. Page 11