[Sig-l] SIG updates and officer orientation!

[Kathryn La Barre]

*Greetings and Happy New Year!*



All SIGs have now received their post-AM fiscal accounting from Jan. We’ve
also posted these on the SIG wiki here:

http://www.asis.org/wiki/chapters-sigs/index.php/SIG_Financial_Reports



Heather has now updated all SIG officer information on the ASIST website:

http://www.asist.org/SIG/sigs.html



General SIG resources are available here (scroll down to SIG resources and
reports):

http://www.asis.org/wiki/chapters-sigs/index.php/Main_Page#SIGs



As promised, I’m hosting an online SIG officer orientation, and general Q/A
session. I’ll send around an agenda prior to the session. As promised at
the annual meeting SIG Cabinet is hosting an officer orientation/ question
and answer session during the last week of January. If you would like to
join us please take a moment to register your availability here (be sure to
note which SIG(s) you will represent:

http://doodle.com/fds9wphk5c7re8uq



Don’t worry if you can’t send a representative – I’ll be recording the
session. Just send along your questions beforehand! If you have any items
you’d like to be sure we cover please contact klabarre at illinois.edu



One item we’ll be discussing at the orientation is how to apply for the SIG
Project and Reserve Fund. Details below. We have $12,000 to distribute this
year.



*SIG Project and Reserve Fund*

The SIG Project and Reserve Fund was established by the Board of Directors
to assist SIGs that want to undertake worthwhile projects but lack
sufficient funds.  It also exists as an emergency or loan fund for SIGs
that run into financial difficulties.  The Fund is administered by the SIG
Cabinet Steering Committee.  The SIG Cabinet Director regularly reports to
the Board of Directors and the SIG Cabinet on each use of the Fund.



Requests for funds from the SIG Project and Reserve Fund may be submitted
at any time, but all submissions must follow the approved procedures and
guidelines.  "General Procedures for Administration of the SIG Project and
Reserve Fund" (APPENDIX C) describes types of requests, application
procedures, evaluation process, criteria for project approval, special
emergency allocations and administrative reporting.



The Project & Reserve Fund never exceeds the Board-mandated ceiling of
$10,000 at the end of the fiscal year.  At the end of the year, funds above
the $10,000 ceiling will be released to the Society for general use.



*APPENDIX C*

(Approved by ASIS&T Board, 5/19/79)

*GENERAL PROCEDURES FOR ADMINISTRATION OF THE *

*SIG PROJECT AND RESERVE FUND*



*BACKGROUND AND PURPOSE*

The SIG Project and Reserve Fund was established by the ASIS&T Council (now
Board) in 1971 to assist those SIGs wishing to undertake worthwhile
projects but lacking sufficient funds.  It also exists as an emergency or
loan fund for SIGs which run into financial difficulties as a result of
annual operations. The Fund is administered by the SIG Cabinet Steering
Committee.



*TYPES OF REQUESTS*

There are five general types of requests which can be made.

1. Loans as front end money to be paid back at the completion of a money-
making

project.

2. Cost-sharing projects between the SIG and the Fund.

3. Direct Grants from the Fund for special projects with high technical
merit.

4. Emergency loans to SIGs which run into financial difficulties as a
result of annual

operations.

5. Emergency grants to SIGs which run into financial difficulties. (In only
special cases will money be given as a direct grant not requiring
repayment.)



*APPLICATION PROCEDURES*

Any SIG wishing to apply for a loan or grant from the Fund may submit a
written request

to the SIG Cabinet Director at any time, but at least 90 days before the
money is to be used.  The request must be signed by the SIG Chair and must
also contain a statement indicating that the SIG Treasurer has reviewed and
approved the proposal. A request must contain the

following specific items:

1. SIG(s) making request.

2. Purpose, amount requested, type of request, and description of the
project for which

funds will be used.

3. The SIG's resources that will be used to complete the project, e.g.
technical experts, management capabilities, other sources of additional
funds.

4. If it is a loan, the proposed terms of repayment.

5. Financial Statement from the SIG including latest treasury balance, and
expected

itemized expenses for the remainder of the fiscal year.

6. Any special circumstances or considerations to the request.

7. Date before which a final decision regarding the request is required.



*CABINET STEERING COMMITTEE EVALUATION PROCESS*

Upon receipt of the request, the Cabinet Director will forward copies to
the Cabinet Steering Committee with any appropriate comments or
recommendations. The Cabinet Steering Committee will either approve or
disapprove the request by a majority vote with the Director only voting to
break a tie.



*CRITERIAL FOR APPROVAL*

The Steering Committee will use the following considerations in making a
decision.

1. Is the project technically valuable?

2. Does the SIG have the resources to bring it to successful completion?

3. How much money is in the Project and Reserve Fund?

4. Is the amount requested reasonable for the Fund to handle and is it
reasonable for the

value of the project?

5. The special considerations submitted in the SIG request.



*SPECIAL EMERGENCY ALLOCATIONS*

Under special circumstances the SIG Cabinet Director will have
discretionary authority to

make emergency allocations of up to $200.  These may either be in the form
of a grant or loan.



*ADMINISTRATIVE REPORTING*

1. For those SIGs receiving allocations, the Chair of the SIG is required
to submit a

financial report at the end of each fiscal year indicating how much has
been spent for what purposes and how much remains to be spent in the next
fiscal year.  The money remaining must be earmarked for special purpose in
order not to be handled as

end-of-the-year money in the SIG treasury.

2. The Cabinet Director will submit to the Cabinet a written report of all
Project and Reserve Fund allocations since the previous report at each SIG
Cabinet Meeting (i.e., at Annual).

3. A copy of the written report will also be submitted to the Board for
information purposes.



*RESTRICTIONS*

The SIG Project and Reserve Fund will not be used to compensate ASIS&T
members for

1. Travel expenses unless they are an intrinsic part of an approved SIG
project and are specifically outlined in the original request.

2. Expenses incurred at an ASIS&T national or regional meeting unless they
are part of an approved project

3. Expenses for breakfast, lunch and dinner meetings.

4. Honoraria to speakers at an ASIS&T national or regional meeting.

5. Professional time spent on a project.



These procedures supersede all other policies regarding the SIG Project and
Reserve Fund.
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