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The Policies and Procedures of the Illinois GIS Association are part of the internal governance documents utilized by the Board of Directors and Committees of the Association. 

Policies and Procedures of the Illinois GIS Association

Foreword

The Policy and Procedures of the Illinois GIS Association is a governance document, and should be used in conjunction with the two other ILGISA governance documents: the ILGISA Bylaws and the organization’s Articles of Incorporation. The Policy and Procedures of the Illinois GIS Association contains detailed managing and governing positions of the association that do not need not be included in the articles of incorporation or bylaws. Policy needs to be flexible and adaptable to changing conditions, and so it is adopted, waived, and amended by resolution of the Executive Board.

The Policy and Procedures of the Illinois GIS Association reflects ILGISA current practice, as well as requirements in the field of association management.

General

All members, chairpersons, and Board of Directors will insure that all activities move us toward our Association goals and objectives.

Official Location

The Headquarters of ILGISA shall be located at 148 N. 3rd. Street, DeKalb, IL, 60115. The Offices of the Executive Director are located at 1120 East Diehl Road, Naperville, IL, 60563

Electronic Addresses

The Headquarters e-mail address is contact@ilgisa.org. The ILGISA website address (URL) is http://www.ILGISA.org.

Mission

To advance the understanding, growth, and effectiveness of geographic information systems within the State of Illinois through professional development and education.

ARTICLE I.  CONFLICT OF INTEREST POLICY

Policy

The Board commits itself and its members to ethical, businesslike, and lawful conduct, including proper use of authority and appropriate decorum when acting as Board members.

Accordingly:
a. Members must have loyalty to the ownership as a whole, unconflicted by loyalties to any sub-group of the ownership, to staff, other organizations, and any personal interest as a consumer.

b. Members must avoid conflict of interest with respect to their fiduciary responsibility.
     i. There will be no self-dealing or business by a member and the organization except when openness and appropriate competition are ensured.

     ii. When the Board is to decide upon an issue about which a member has an unavoidable conflict of interest, that member shall absent him/herself without comment from not only the vote, but also from the deliberation.

     iii. Members will annually disclose their involvement with other organizations, with vendors, or any other associations that might produce a conflict.

Duty to Disclose

In connection with any actual or possible conflicts of interest, an interested person must disclose the existence and nature of his or her financial interest to the directors and members of committees with board delegated powers considering the proposed transaction or arrangement.

Determining Whether a Conflict of Interest Exists

After disclosure of the financial interest, the interested person shall leave the board or committee meeting while the financial interest is disclosed and voted upon.  The remaining board or committee members shall decide if a conflict of interest exists. If the committee decides, by majority vote, that a potential conflict does exist, the matter must be referred to the board for a vote.

Procedures for Addressing the Conflict of Interest

The chairperson and board, by majority vote of the disinterested directors, shall have final say as to whether a reasonable person might determine that a potential conflict of interest exists and, if appropriate, shall appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.

After exercising due diligence, the board shall determine whether the Organization can obtain a more advantageous transaction or arrangement with reasonable efforts from a person or entity that would not give rise to a conflict or interest.

If a more advantageous transaction or arrangement is not reasonably attainable under circumstances that would not give rise to a conflict of interest, the board shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the Association's best interest and for its own benefit and whether the transaction is fair and reasonable to the Association and shall make its decision as to whether to enter into the transaction or arrangement in conformity with such determination.

Annual Policy Statement

Each director shall annually sign a statement which affirms that such person:
a. Has received a copy of the conflicts of interest policy,

b. Has read and understands the policy,

c. Has agreed to comply with the policy, and

d. Understands that the Association is a 501 (c) (6) organization and that in order to maintain its status it must engage primarily in activities which accomplish one or more of its educational and professional purposes.

Violations of the Conflicts of Interest Policy

If the board or committee has reasonable cause to believe that a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.

If, after hearing the response of the member and making such further investigation as may be warranted in the circumstances, the board or committee determines that the member has in fact failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

ARTICLE II.   FINANCIAL POLICIES

Maintenance of Corporate Accounts

ILGISA shall maintain a minimum of three checking accounts: one for operations, one for reserves and one for the educational endowment fund.

All revenues shall be deposited in their respective accounts in a timely manner.

All checks issued must:
a. Be accompanied by a disbursement form filled out by the Executive Director stating the funds needed, purpose of funds, amount of funds and check disbursement number

b. Be accompanied by any supporting documentation (bill/receipt/PO request)

c. Bear a signature of an official from the offices of Northern Illinois University, certifying their review of attached documentation and legitimacy.

All disbursements for day-to-day business shall be by check drawn on the operations account.

The Executive Director shall forward a complete copy of the ILGISA electronic books to the ILGISA certified public accounting firm annually.

All monthly bank statements shall be sent directly to the ILGISA Executive Director for reconciliation, from which a monthly financial statement is prepared and reviewed by the Board of Directors at their monthly meetings.

The monthly financial statement is distributed to the Executive Board and any other members upon request and approval of the Board.

Funding

Funding for the administration and operation of the Association may come from a variety of sources. These may include receipts from membership, subscriptions to publications, advertising revenue, and proceeds from conferences, and interest on savings.

Refunds

There will be no refunds for membership dues.

Form 990 Requests

Any interested party may request a copy of our Form 990.  It must be produced for the interested party within 30 days of the request. The request must be made in writing.

Performance to Budget

The Association shall develop, approve, and adhere to a reasonable budget which shall be adopted by the Executive Board at their final meeting of the fiscal year.

Financial Reviews and Audits

As recommended by the Finance Committee and approved by the Executive committee, the Association shall conduct an annual financial review of its books and records to assure adherence to outstanding policies and procedures. The Association shall conduct an audit of financial records as required by the state of Illinois for 501 (c) (6) organizations.

Insurance

The Treasurer should review insurance coverage with the Executive Director at the beginning of each fiscal year.  All activities held in the public domain must be reviewed for insurance risk.

Reimbursement of Expenses

Reimbursement for individuals traveling on ILGISA business must have the advance approval of the Executive Board.

Under no circumstances will travel, lodging, or food costs be reimbursed without proper receipts being forwarded to the Executive Director.

Rates for approved travel shall be calculated as follows:
a. Air travel shall be reimbursed at 30-day advance booking coach rate.

b. Mileage shall be reimbursed at the current government rate.

c. Food will be reimbursed at actual cost, unless a per-diem applies.

d. Parking shall be reimbursed at actual cost.

e. Hotel rooms will be at single rate, including all applicable taxes and fees.

f. Personal telephone charges, child care, entertainment, bar tabs, or excessive costs will not be reimbursed.

Authorized expenses reimbursable for approved travel and expense for the Association business shall be extended to the Executive Director.

The Association shall pay the cost of the Executive Director’s room for attending the general membership meetings, Executive Board meetings, and Annual Conference. In addition to the hotel/motel cost, all meals and travel expenses shall be reimbursed.

All financial commitments shall be predicated upon the availability of funds.

Investment Policy

The investment objectives of the ILGISA portfolio are to
a. Ensure the safety of investment principal;

b. Provide for portfolio liquidity; and

c. Maximize the income (yield) for the total portfolio.

The ratio of equity (stock) investments shall not exceed 30 percent of the total investment portfolio.

The optimum cash reserves shall be, minimally, 50 percent of current operating expense (six months’ projected expenses). The Executive Director shall prepare 6-month projected operating expense reports at the January and July Board meetings.

The Finance Committee shall monitor the ongoing performance of the ILGISA portfolio.

ARTICLE III.  RECORDS OF PROCEEDINGS

Meeting Minutes

The minutes of the board and all committees with board-delegated powers shall contain:
a.  The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the board's or committee's decision as to whether a conflict of interest in fact existed.

b.  The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternative to the proposed transaction or arrangement, and a record of any votes taken in connection therewith.

ARTICLE IV.   COMMITTEE POLICY & PROCEDURES

Conference Committee

The Conference Committee shall have oversight regarding the regulation of the following policies and procedures:
a.  Review and selection of all submitted working paper/abstract/dissertation/poster for inclusion in said conference.

b.  Determine which individuals qualify as “Non-Member, Invited Panelists” for the purpose of offering exempt registration status. Determine which individuals qualify as “Key Note Speaker” or “Plenary Presenter” for the purpose of offering complimentary registration status.

Education Committee 

The mission of the ILGISA Education Committee is to create a sustainable professional network for the purpose of establishing relationships between students, educators, and the GIS community to foster educational and professional opportunities.

Membership of the Education Committee shall be composed primarily of GIS educators in Illinois, although any ILGISA member with an interest in GIS education is invited to serve on the Committee. The Committee shall be composed of two subcommittees:
1) an Executive Subcommittee; and
2) an Advisory Subcommittee.

The Executive Subcommittee shall be composed of the Committee Chair and additional members as determined by the Chair. The Executive Subcommittee shall be tasked with defining Committee initiatives and members shall have voting privileges for Committee business. The quorum will be established by the size of the Executive Committee, but at least 50% of the Executive Committee must be present in order to conduct official committee business.

Members of the Advisory Subcommittee will not have voting privileges, but will serve in an advisory capacity for Committee initiatives and tasks. The number of members for both the Executive Subcommittee and Advisory Subcommittee will be determined by the Committee Chair. As feasible, Committee membership should represent the range of educators in the state in respect to geographic region (northern and southern) and type of institution (K-12, community college, college, and university; public and private). Committee members shall serve one-year terms and selection of Committee members normally shall occur at the beginning of each academic year.

The ILGISA Education Committee will be responsible for:

a. Advancing specific initiatives and tasks that promote GIS education in the state of Illinois to ILGISA members. Each year the Committee Chair, in consultation with other Committee members, shall define specific initiatives and tasks for the Committee and present that to the Board of Directors for their approval.

b. Coordinating and developing periodic GIS workshops, webinars, outreach events, and related educational activities in conjunction with other ILGISA committees (e.g., Website Committee) and the Executive Director.

c. Reviewing and approving applications, and defining membership criteria for ILGISA student chapter at institutions of higher education in the State of Illinois. Approval of student chapter applications shall be granted by majority vote of Executive Subcommittee members. See Appendix 1 for current student chapter requirements and application procedures.

d. Organizing and promoting professional activities for students at ILGISA conference, such as poster and paper competitions (Spring Conference only), paper sessions specifically designed for students, student assistantships as a means of assisting the Executive Director during conference planning, and career panel sessions.
 

Finance Committee

The Financial Committee shall have oversight regarding the regulation of the following committee responsibilities:
a. Minutes shall be taken of all meetings and distributed to the Executive Board. All motions passed by the Finance Committee shall be reported and entered into the minutes of the next regularly scheduled meeting of the Executive Board.

b. Review the financial position and investment holdings of ILGISA, and recommend action(s) to amend financial instruments due to changing economic conditions, trends, significant national or international events, or advice of professional investment counselors who manage the account(s).

Honors Committee

The Honors Committee shall have oversight regarding the regulation of the following committee responsibilities:
a. Each year the Committee will review the submitted nominations and select those individuals that meet the specified requirements for the awards.  The number of awards presented may not exceed that stipulated in the ILGISA Bylaws.  

Should no nominations be received for said awards, the Committee has the right to choose not to distribute awards for that year.

b. The Committee has the ability to determine if an award can be given on an ad hoc basis. Before any such awards might be given the Committee shall receive the approval of the ILGISA Board of Directors to make a special ad hoc award.

The Honors Committee shall have oversight regarding the regulation of the following operating policies and procedures:
a. The Chair of the Honors Committee shall see that a “Call for Nominations” is communicated to the membership of ILGISA.  The “Call” will spell out what is required to support a nomination.  

b. If no nominations are received, or too few are received, the Committee shall take action to generate nominees by soliciting nominations from contacts from across the State. Nominations from previous years may be carried over to successive years.

c. Committee will collect material in support of the nominations and evaluate the supporting material.  In order to be considered, each submission must support the following criteria for each award is as specified below: 
     i. Student Award Criteria

     ii. Service Award Criteria

     iii. Dahlberg Award Criteria

d. Committee will transmit the nomination recommendations along with supporting material to the Board of Directors for their action.

e. The Committee will distribute awards according to the following schedule:
         i. Student Award(s) will be distributed at the Spring Conference

          ii. Service Award(s) will be distributed at the Fall Conference

          iii. Dahlberg Award will be distributed at the Fall Conference

f. Committee Chair will contact the awardees to inform them of their award and to arrange for them to be present to receive recognition. 

g. The Executive Director shall arrange for the creation of the awards for presentation.

h. The Committee Chair will make the presentations of said awards to the winners.

i. The Committee will write a press release on each awarded for placement in the ILGISA newsletter, GIS Notes, as well as distribution to any other publications relevant to GIS Technology in Illinois.

Membership Committee

The Membership Committee shall promote the benefits of membership, enhance the visibility of ILGISA and connect the GIS communities in Illinois.

The Membership Committee shall be responsible for:
a.  Preparing an annual report of membership to include:
     i.  An annual review of ILGISA member benefits or items which add value to membership

     ii.  Examining membership retention rates

     iii.  Consolidating member feedback pertaining to membership of perception of member     benefits from any survey material received during the calendar year

b. Organizing and instituting any membership drives to increase or retain ILGISA members to include a presence at ILGISA conferences specifically to highlight membership benefits.

c. Collaborate and network with other like organizations to expand the influence of ILGISA and add further value to membership.  Examples of similarly driven organizations are:
     i. Illinois statewide GIS initiatives of any kind

     ii. Neighboring state’s GIS membership organizations

     iii. Regional GIS membership organizations

Nominating Committee

The Nominating Committee shall have oversight regarding the regulation of the following committee responsibilities:

a.  Each year the Committee will review the submitted nominations and select those individuals that meet the specified requirements for election to the Board of Directors.

b. The Nominating Committee shall be familiar with the duties, term of office, and other requirements of each Executive Board position to be filled.

The Nominating Committee shall have oversight regarding the regulation of the following operating policies and procedures:

a. The Chair of the Nomination Committee shall see that a “Call for Nominations” is communicated to the membership of ILGISA.  The “Call” will spell out what is required to support a nomination.  Potential nominees may be solicited by the committee from:

     i. Recommendations from ILGISA members and Officers

     ii. Interest expressed by potential candidates.

     iii. Active solicitation by the committee itself.

The Nominating Committee will evaluate the relative merits of prospective candidates and base their selections on these criteria:

a. Past Experience and Performance 
     i. The scope and depth of knowledge and experience the candidate has with community associations and related matters

     ii. Other aspects of the candidate's recent background which demonstrate the   ability for leadership, team building, and formal decision-making.

b. Personal Characteristics as they relate to ILGISA 
     i. Each candidate will be evaluated as to the extent that the candidate can articulate a clear vision of ILGISA’s future and communicate a sense of excitement about the candidate's role in achieving that vision.

     ii. Will be effective in the strategic thinking and planning necessary for the Association.

     iii. Is able to perform as a team player, working effectively with others for the accomplishment of ILGISA’s goals.

     iv. Maintains a positive and professional attitude in ILGISA activities.

     v. Would be an effective spokesperson and representative for ILGISA, particularly outside the ILGISA arena.

     vi. Has available time and resources to devote to ILGISA leadership functions.

c. Additional Considerations To the extent that it is relevant, each candidate will also be evaluated on how effectively the candidate: 
     i.  Demonstrates a sincere interest and excitement in the opportunity to serve ILGISA.

     ii.  Exhibits good listening skills and is responsive to feedback from others.

     iii.  Is articulate, candid, and willing to express opinions constructively.

     iv.  Will be an effective decision-maker with a "big picture" perspective.

     v.  Offers fresh and creative new ideas.

     vi.  Brings special or unique skills or expertise.

Committee Chair will contact the nominees to inform them of their nomination and to arrange for them to submit a short biography for inclusion on the ballot.

The Executive Director shall prepare the ballot and distribute it electronically to the membership for voting.  Voting polls will remain open a minimum of two weeks but no more than four weeks from the time it is distributed.  The Executive Director will provide the Committee Chair with the final ballot numbers at the conclusion of voting.

The Committee Chair will contact all individuals following the close of elections and shall formally thank them for their willingness to serve on the Board of Directors.  At that time the Chair will notify those individuals elected and extend an invitation for them to attend the Fall Conference Board Meeting in preparation of the Board turnover.

Publications Committee

The Publications Committee shall have oversight regarding the organization and preparation of ILGISA publications.

The Committee will be responsible for:

a. Coordinating the publication of GIS Notes, the flagship publication of the Association, on a biannual basis (currently distributed in January and July).

b. Working in consultation with the Board and Executive Director to determine content, sections, and article topics and authors for each issue of GIS Notes. See Appendix 1 for current suggested sections and authors for GIS Notes content.

c. Soliciting articles and content for GIS Notes from the membership and the GIS community as appropriate.

d. Developing a call for articles and content and a list of author guidelines that may be distributed to the membership prior to each issue of GIS Notes.

e. Managing the digital submission process for all articles and content for GIS Notes.

f. Reviewing all content as it is received, and evaluating its suitability for publication in GIS Notes. Any article or content that promotes an organization, private enterprise, or educational institution in an unfair or inappropriate manner, or is otherwise unsuitable, may be deemed unacceptable for publication in GIS Notes by a majority vote of the Committee.

g. Assisting the Executive Director with final proofing and editing of GIS Notes prior to distribution to the membership.

h. Hyperlinking content in GIS Notes with material posted on the ILGISA website as appropriate.

i. Assisting the Board and Executive Director with other publication initiatives as appropriate.

Appendix 1: Suggested Sections for GIS Notes

Website Committee

The Web Committee shall have oversight regarding the regulation of the following policies and procedures:

a. Review and management of all information displayed at the ILGISA website in accordance with the guidelines defined by Article V. of this document pertaining to the ILGISA Website Criteria for public access area and Criteria for “members only” area policies.

b. Editorial review, content review, and appropriate placement of new information proposed by ILGISA Board Members or Committee Members for inclusion on the ILGISA website.

c. Enforcement of established ILGISA website design parameters and website design best practices.  Recommendation of changes to proposed or existing website content or design revisions due to changing information technology capabilities, web best practices, industry trends, or upon advice of counselors who represent professional web service providers and/or the ILGISA web hosting service provider.

d. Review and oversight of all information contributions made by subscribers on all social media websites with an established ILGISA presence.

Revisions to information and digital resources contained within the ILGISA website or the established ILGISA presence on social media websites will be implemented by, or at the request of, the Executive Director.  The Web Committee shall designate a single Board Member to coordinate with the Executive Director to implement requests for editorial changes or content additions.  The Executive Director retains the authority to make necessary changes to the ILGISA website without consultation with the Web Committee or the ILGISA Board.  Typical, or routine, necessary changes could include:  updating conference information, highlighting ILGISA News features, posting new editions of Illinois GIS Notes, showcasing upcoming deadlines, adding job postings or student internship announcements, repairing broken links, fixing typos, correcting misinformation, etc.

ARTICLE V.      COMMUNICATIONS

Electronic Addresses

The Headquarters e-mail address is contact@ilgisa.org.

Public Relations/Marketing

The President of the Association or his/her designee will serve as the official media spokesperson of the Association.

The ILGISA letterhead stationary is never used for personal business. 

ILGISA Logo Usage

The attached logos are the property of the Illinois GIS Association ("ILGISA").  Requests to reprint, in whole or in part, or otherwise use ILGISA copyrighted materials, shall be submitted in writing to the Executive Director for approval in advance of such use.

Modification of logo not allowed. The logo shall not be modified or integrated with another symbol. It must be used without modification or enhancement of any kind.
 
The official logo colors utilize CMYK colors for printing:

Green: 60c 5m 95y 0k
Blue: 110c 90m 35y 25k
Black: 100%k
Gray: 30%k

The logos must be printed in their official colors or in black.

Items offered for sale
Prior permission must be obtained from the Executive Director at LGISA Headquarters for use of logo on items offered for sale or for use by other individuals or companies.

ILGISA Website

ILGISA shall maintain an Internet website for the benefit of ILGISA members and nonmembers.

Criteria for public access area:
a. It shall be professional in both content and appearance in accordance with industry standards.

b. It shall provide useful services to nonmembers who visit the site.

c. It shall promote ILGISA and its products and services.

d. It shall spotlight Corporate Sponsors alphabetically, in order of sponsorship level, without favoring one sponsor at a given sponsorship level over another at the same level.

e. It shall include Internet hyperlinks that point only to other websites that are professional in both content and appearance in accordance with industry standards.

f. Copyrighted material shall be used only with appropriate authorization.

g. It shall include advertising of products and services relevant to the goals of ILGISA.

Criteria for “members only” area:
Access shall be limited to current registered members by some means such as personal identification, such as login identities and passwords.  Criteria for content of the “members only” website area shall be the same as those for the public site.  In addition, this section may also include:

a. Digital materials and access to information resources that are considered benefits of ILGISA membership.  Membership benefits include:  access to the current membership directory, current and past issues of Illinois GIS Notes, timely updates about future events, access to ILGISA Board meeting minutes, and resources for working groups, committees, or other appropriate groups.

ILGISA Presence on Social Media Websites

The ILGISA group on LinkedIn.com is named ILGISA.

ILGISA currently maintains a presence on the following Social Media websites: LinkedIn.

Initial access to the ILGISA LinkedIn group is granted  by the Executive Director or Web Committee Chairperson to GIS professionals, persons in related professions, or students who express an interest in the Illinois GIS community.

The ILGISA LinkedIn group discussion board is intended to be an open forum related to information relating to the Illinois GIS community.  Posting off-topic jokes, chain letters, sports pools or other gambling activities, unprofessional statements, etc. will be deemed inappropriate.  The Web Committee retains the right to eject any person from the ILGISA social media groups on a case-by-case basis.  No person will be ejected from ILGISA social media groups without warning or due cause.
 

GIS Notes

Nature of publication
GIS Notes is the “flagship” publication of ILGISA, and consists of editorially-reviewed technical papers; other technical material of interest, relevance and value to its readers; administrative and organizational updates; advertising; information on student chapters; publication updates; conference activities; and other information of technical or organizational merit.

Frequency and Format
GIS Notes is published at least twice a year, electronically, and is available as a .pdf document for download on the ILGISA Member’s Only section of the website.

Subscribers
A subscription to GIS Notes is provided to ILGISA members as a benefit of membership, and is an integral part of the member dues. 

Membership Directory

The ILGISA membership directory is for the exclusive use of members only. The membership directory is updated annually, in April, and available electronically via pdf. File format from the “member’s only” section of the ILGISA website.

Membership Information Lists

Lists of ILGISA membership information (email address, etc.) are not provided to any individual or entity without the approval of the Board of Directors.

Conference Attendee Lists

Conference attendee lists are provided in printed or pdf. format only and are provided the week before each conference.

ARTICLE VI.     PERIODIC REVIEWS

To ensure that the Association operates in a manner with its educational and professional purposes and that it does not engage in activities that could jeopardize its status as an association, a periodic review shall be conducted.  The periodic review shall, at a minimum, include the following subjects:

Whether compensation arrangements and benefits are reasonable and are the results of arms ‘length bargaining.

Whether partnership and joint venture arrangements with other organizations conform to written policies, are properly recorded, reflect reasonable payments for goods and services, further the Association’s purposes and do not result in inurnment or impermissible private benefit.

In conducting the periodic reviews, the Association may, but need not, use outside advisors.  If outside experts are used their use shall not relieve the board of its responsibility for ensuring that periodic reviews are conducted.

(Approved June 30, 2010)

Definitions
(Approved March 2010)

Alcohol: As used herein, the term “alcohol” is intended to include alcohol and any alcoholic beverages (e.g., wine, champagne, beer, mixed drinks).

Award Winner:  An individual or group of individuals who have been selected by the Illinois GIS Association Honor’s Committee for recognition in accordance with the annual awards as stated within the Associations Bylaws.  Said individual(s) are provided complimentary admission to any event/conference/educational seminar to which they have been invited to attend in order to receive their award.

Bylaws:  The law of the Association by its members for government of its members and regulation of its own internal affairs.

Complimentary Admission (Comp’d):  Admission to an Illinois GIS Association event, conference,  or educational seminar which has been waived by the sponsoring committee as a result of services provided in the course of:

a. Key note presentation
b. Plenary presentation
c. Award winner [scholarship or annual ILGISA Award as determined by Bylaws].
Complimentary admission will entail free access to event for the designated day along with any associated meals.

Conflict of Interest: The situation of a person who finds that one of her activities and/or interests can be forwarded at the expense of another.

Exempt from Registration: Admission to an Illinois GIS Association event/conference/educational seminar which has been waived by the sponsoring committee as a result of services provided in the course of panel discussion. Exempt registration will provide entrance to the individual for the specific panel.  Registration badge must be returned to the registration desk immediately following the completion of said panel.  No meals are provided to the individual with exempt from registration status, and access to any other sessions/presentations/workshops/key note address or plenary sessions is prohibited unless a paid admission for the day’s events is paid.

Function: As used herein, the term “function” is intended to include meetings, conferences and other events sponsored by the Association, as well as informal gatherings such as “hospitality suites” hosted by Association members in connection with Association-sponsored events.

Keynote Speaker: Individual providing a key note address at any Illinois GIS Association event/conference/educational seminar.  The Key Note Speaker will not receive any form of an honorarium.  The cost of transportation to/from the event will be provided as will accommodations, should they be necessary.  Admission to the event for the Key Note Speaker will be complimentary.

Non-for-Profit Exhibitor: An entity that currently holds 501 (c) (6) or 501 (c) (3) status wishing to exhibit at an Illinois GIS Association event/conference/educational seminar.  Said entity would be entitled to discounted registration rates as designated by the event committee.

Non-Member, Invited Panelist: An individual who has been invited by the event/conference/educational seminar committee to participate in a panel discussion.  This individual is exempt from registration.  This individual should not be a current member of the Illinois GIS Association.

Plenary: A session presented by an invited speaker during the course of an Illinois GIS Association event/conference/educational seminar for which the anticipated audience is significantly larger than that which can be accommodated by the typical presentation session. The topic would be of interest/value/relevance to the GIS field as a whole.

Plenary Presenter: An individual(s) who has been invited by the corresponding Illinois GIS Association Committee to present a plenary presentation at an event/conference/educational seminar.  Admission to the event is complimentary for the plenary presenter(s). Complimentary admission will entail free access to event for the designated day along with any associated meals.
Policies: The standards for the conduct of the affairs of the Illinois GIS Association.  Policies are determined by the Board of Directors.  Policies affecting the privileges of membership are brought to the membership for ratification.

Presentation:  A submission of a working paper/abstract/dissertation for presentation at an Illinois GIS Association event/conference/educational seminar by an individual who will be attending said event. The presenting individual(s) are required to register for the day of the event to which they are presenting. Presentations may be pulled from an event should it be determined that the presenter has not registered for the event.

Presenter: An individual(s) who has submitted a working paper/abstract/dissertation for presentation at an Illinois GIS Association event/conference/educational seminar.  This individual(s) is required to register for the day of the event to which they are presenting.

Procedures:  The customary way of doing things in order to comply with specific provisions of the Bylaws, Standing Rules, and Policies. Procedures are designed by the In-Association Committee.

Special/Ad Hoc Committee: A committee established on a temporary basis, charged to investigate an area of Association interest, with anticipated dissolution upon completion of the investigation.

Standing Committee: Those committees that do the work of the organization and have no anticipated dissolution.