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Board and IAG Reports and Minutes Guidelines

Internal Advisory Group

Reports and Minutes

The chairs of specialty groups, task forces, and committees submit several types of reports to the board each year. These include tri-annual reports for regular board meetings, Internal Advisory Group reports, and annual reports.

Tri-annual Reports to the AIC Board

The AIC Board meets three times per year to review current activities, develop policy, and plan for the future of the organization. Integral to the AIC Board meetings are the reports by the chairs of specialty groups, committees, and task forces. These reports outline the group's recent activities related to the charge or goals and outline plans for future activities. They may include questions or recommendations for the board.

Reports should be no more than two pages on length and sent by email to the board liaison. The board liaison compiles the reports into one document and forwards them to the AIC executive director for inclusion in the board notebook.

Internal Advisory Group Report

The Internal Advisory Group is composed of the chairs of all specialty groups, task forces, and committees. The IAG meets with the board once a year in fall. This report is an opportunity for the various groups to be updated on all activities and to coordinate overlapping or complementary charges. It includes the group's activities since the last IAG meeting and any issues or questions to be discussed at the IAG meeting. It does not include issues intended for board review.

IAG reports should be no longer than two pages and sent by email to the board liaison. The board liaison compiles the reports into one document and forwards them to the AIC executive director for inclusion in the IAG meeting packet.

Annual Report

The AIC annual report includes brief summaries of the activities of each group during the prior year. The annual report appears in the May AIC News.

A one-or-two paragraph summary of prior-year activities is sent by email to the board liaison, who forwards the reports as one document to the executive director for inclusion in the AIC annual report.

Deadlines: Board and IAG Reports

6 weeks prior to board meeting: Staff sends email to board members to give deadline notice to IAG officers

6 weeks prior to IAG meeting: Staff sends email to board members to give deadline notice to IAG officers

5 weeks prior to board meeting: Liaison sends reminder, 2nd notice, to assigned groups

5 weeks prior to IAG meeting: Liaison sends reminder, 2nd notice, to assigned groups

4 weeks prior to board meeting: IAG officer submits board report to board liaison

4 weeks prior to IAG meeting: IAG officer submits IAG report to board liaison

2 weeks prior to board meeting: Liaison submits board reports to executive director

2 weeks prior to IAG meeting: Liaison submits IAG reports to executive director

2 weeks prior to board meeting: Board secretary submits minutes of prior meeting to executive director

1 week prior to board meeting: Staff mails board notebook to board members

1 week prior to IAG meetings: Staff mails IAG packet IAG members

Within two weeks following a board meeting: Board secretary sends a list of to-do and action items to the board and executive director

Deadlines: Annual Report

March 1: IAG officer submits summary of prior year activities to board liaison

March 15: Liaison submits compilation of summaries to the executive director