American National Standard
An American National Standard implies a consensus of those substantially concerned with its scope and provisions. This American National Standard is intended as a guide to aid the service provider, the consumer, and the general public. The existence of an American National Standard does not in any respect preclude anyone whether approving the Standard or not, from using processes not conforming to the Standard. American National Standards are subject to periodic review and users are cautioned to obtain the latest editions.
CAUTION NOTICE: This American National Standard is permitted to be revised or withdrawn at any time. The procedures of the American National Standards Institute require that an action be taken to reaffirm, revise, or withdraw this Standard no later than five years from the date of publication. Purchasers of American National Standards receive current information on all Standards by calling or writing the American National Standards Institute.
Published by:
AMC Institute
Formerly International Association of Association Management Companies (IAAMC)
Copyright April 2002 by AMC Institute
(Formerly the International Association of Association Management Companies)
Not to be reproduced without specific authorization from AMC Institute
This AMC Standard was developed by AMC Institute (Formerly the International Association of Association Management Companies or IAAMC). The American National Standards Institute (ANSI) recognized AMC Institute as the AMC Standard Developer on March 28, 2000. ANSI approved the IAAMC AMC Standard on April 23, 2002.
Foreword
(This Foreword is not a Part of ANSI/AMCI A100.1-2002)
Members of AMC Institute (formerly the International Association of Association Management Companies or IAAMC) have developed a Standard of Good Practices for the Association Management industry. The AMC Institute Standard assists a professional Association Management Company (AMC) in the establishment of its own internal quality service system. The AMC Institute Standard will be used as the source document for the AMC Institute AMC Accreditation Program.
An AMC that can demonstrate that it has adopted and utilized internal quality service systems shall be eligible to apply for AMC Institute Accreditation.
This Standard is not intended to obstruct but rather to encourage the development of improved management practices and AMCs are expected to request appropriate revisions to this Standard as they become identified.
This Standard is intended to create a message that communicates to present and prospective clients, as well as the marketplace, that the AMC has demonstrated the commitment and the ability to deliver service to its clients through conformance to this Standard.
| 1. |
Scope |
| 1.1 |
This Standard establishes requirements that provide a measurement for practices that are utilized by all sizes and types of Association Management Companies (AMCs) in order to enhance the performance of the AMC and its staff. |
| 1.2 |
This Standard establishes requirements that each individual AMC is permitted to use to create its own measurables. An AMC's compliance with this Standard will depend on its adoption and implementation of its own definitions, procedures, and policies as they relate to each element in this Standard. |
| 2. |
Definitions |
| 2.1 |
Association Management Company (AMC): A for-profit professional service company that manages two or more associations, societies, foundations or other types of organizations. |
| 2.2 |
Client Team: Employees of an AMC who work together with a particular client or clients. |
| 2.3 |
Performance Policy Statement: A document adopted by an AMC containing the procedures it has in place, which will cause it to be in conformance with this Standard. |
| 2.4 |
A Performance Service System:
| 2.4.1 |
Ensures that a client's needs are identified and the services to be provided by the AMC are agreed upon by the AMC and the client; |
| 2.4.2 |
Requires regular feedback from clients; |
| 2.4.3 |
Provides for understanding and a prompt response to clients' needs and reasonable requests; |
| 2.4.4 |
Supports a staff personnel training and development program; |
| 2.4.5 |
Fosters an organizational culture embracing professional performance attributes; and |
| 2.4.6 |
Controls costs, improves efficiency, and promotes prompt performance of quality services to the client. |
|
| 3. |
General |
| 3.1 |
The AMC shall adopt a manual incorporating at least the following:
| 3.1.1 |
A Performance Policy Statement; |
| 3.1.2 |
Performance requirements identifying responsibilities and the personnel authorized to carry them out; |
| 3.1.3 |
Performance requirements that accomplish what the AMC states it will accomplish; |
| 3.1.4 |
A procedure for revising the Manual; |
| 3.1.5 |
Procedures for a periodic and independent audit of the Performance Service System and the implementation of required revisions. (provisions in 3.1.1 through 3.1.4) |
|
| 4. |
Client Contracts: Review Procedures and Requirements |
| 4.1 |
AMCs shall maintain written agreements with their clients whenever feasible. |
| 4.2 |
AMCs shall adopt client contract review procedures, which shall ensure that all contractual requirements are acceptable to the client and the AMC before the AMC agrees to provide services to the client. This includes written service commitments ensuring that service and service delivery processes meet the client's needs and expectations. |
| 4.3 |
AMCs shall adopt and document internal procedures to coordinate the periodic review of client contracts and their amendments. |
| 4.4 |
AMCs shall adopt procedures specifying how client contracts are amended and ensuring that changes in the contract are communicated through the AMC organization. |
| 4.5 |
AMCs shall adopt transition procedures and include steps to be taken for the return of client's property in the event an agreement is terminated. |
| 5. |
Servicing the Clients and Service Delivery Procedures |
| 5.1 |
AMCs shall establish service policies and service delivery systems that include the following characteristics:
| 5.1.1 |
Quantity and types of services to be provided; |
| 5.1.2 |
Competence and knowledge of staff servicing the client; |
| 5.1.3 |
Service accessibility and availability; |
| 5.1.4 |
Service speed and accuracy; |
| 5.1.5 |
Ability to increase and expand services for the client with appropriate staff; |
| 5.1.6 |
Ensure that the client is the focal point of the policy; |
| 5.1.7 |
Emphasize the importance of customer satisfaction; |
| 5.1.8 |
Provide an internal communication policy that emphasizes performance of service; |
| 5.1.9 |
Measure the performance of the service and service delivery processes against established objectives; |
| 5.1.10 |
Establish methods to improve performance. |
|
| 5.2 |
AMCs shall establish responsibilities owed to the client and assign authority to staff for implementation. |
| 5.3 |
AMCs shall establish a system of internal communication including, as appropriate, briefings, meetings, memos, email, reports, and telephone conversations with staff on the client team. |
| 5.4 |
AMCs shall establish a system of communication with clients including staff communication and interaction, reaction to client expectations and comments, and information about the AMC and the services being provided. |
| 5.5 |
AMCs shall establish procedures to correct or prevent failures to perform as they are identified by the client or the AMC. |
| 6. |
Project (Service) Completion, Reviews, and Post Contractual Procedures |
| 6.1 |
AMCs shall adopt methods for clients to use to evaluate the performance of AMC services, include methods for measuring client satisfaction. |
| 6.2 |
AMCs shall adopt an internal measuring system that evaluates service performance and provides a basis for identifying areas where performance needs improved. |
| 7. |
Financial Management and Internal Controls |
| 7.1 |
AMCs shall establish procedures that ensure that the most recent year-end financial statements present fairly, in all material respects, the financial position and changes in net assets, and that cash flows at year-end are in conformity with generally accepted accounting principles (GAAP) as determined by the American Institute of Certified Public Accountants or corresponding organization for internationally based AMCs. |
| 7.2 |
AMCs shall establish procedures that ensure financial control and reporting systems, which conform to GAAP, are in place and utilized as appropriate. |
| 7.3 |
AMCs shall adopt a written policy that prohibits co-mingling of any and all client assets with AMC or any other client assets. |
| 7.4 |
AMCs shall adopt written policies and procedures to protect the privacy and integrity of client's proceedings, records, and data. |
| 7.5 |
AMCs shall adopt policies to ensure disclosure to clients of all income received from commissions, finders' fees, and other sources directly attributable or related to such clients. |
| 7.6 |
AMCs shall propose to Client Boards the need for an outside independent review or audit of all financial transactions and records by a qualified third party (CPA) approved and budgeted for by each client. |
| 8. |
Insurance Coverage |
| 8.1 |
AMCs shall have in place a comprehensive insurance program that provides the following minimum coverage where such coverage is available in the state or country where the AMC has its headquarters.
| |
|
Minimum Amount or Recommendation
for AMC to determine amount based
on the suggested criteria. |
| 8.1.1 |
Commercial General Liability |
$1,000,000 |
| 8.1.2 |
Property (including property in transit) |
Full value of property |
| 8.1.3 |
Valuable Papers |
Full value to reconstruct |
| 8.1.4 |
Employee Dishonesty |
|
| 8.1.5 |
Money and Securities |
Maximum amount of cash on hand
including convention receipts |
| 8.1.6 |
Computer Equipment and Data |
Full value of equipment and
reconstruction of data |
| 8.1.7 |
Non-Owned and Hired Auto Liability |
$1,000,000 |
| 8.1.8 |
Worker's Compensation |
Minimum amount based on each state's
regulations |
| 8.1.9 |
Errors and Omissions |
$1,000,000 |
|
| 9. |
Employee Recruitment and Selection |
| 9.1 |
AMCs shall adopt a procedure for creating, reviewing and updating employee job descriptions, and shall adopt procedures for interviewing and assessing candidates for positions within the AMC. |
| 9.2 |
AMCs shall adopt a procedure for exit interviews and personal assessments from departing employees. |
| 10. |
Employee Training and Professional Development Procedures |
| 10.1 |
AMCs shall adopt an evaluation procedure for all employees covering competencies, performance assessment, and professional development. |
| 10.2 |
AMCs shall provide periodic training in the following areas:
| 10.2.1 |
Process monitoring and control; |
| 10.2.2 |
Data collection and analysis; |
| 10.2.3 |
Performance improvement and corrective action; |
| 10.2.4 |
Teamwork, interaction, and communications. |
|
| 11. |
Subcontracting and Purchasing Requirements |
| 11.1 |
AMCs shall adopt procedures to ensure that due diligence is exercised when purchasing products or services for clients and that they meet all service requirements. |
| 11.2 |
AMCs shall adopt procedures to ensure that due diligence is exercised when preparing purchase or service order and bids/quotes documents for clients. |
| 11.3 |
AMCs shall adopt procedures that permit the AMC or clients to verify acceptability of products or services purchased. |
| 11.4 |
AMCs shall adopt procedures for evaluating the hiring of subcontractors. Include the following:
| 11.4.1 |
The subcontractor's service procedures and facilities; |
| 11.4.2 |
Samples of the subcontractor's products or services; |
| 11.4.3 |
Experience other companies have had with the subcontractor. |
|
| 11.5 |
AMCs shall adopt procedures to track and record the identity and use of products and services provided by subcontractors and used by the AMC to service clients. |
| 12. |
Record Keeping Requirements |
| 12.1 |
AMCs shall adopt a records retention policy that identifies and defines the information and records that are to be retained and identifies what property, files, data, and materials are the property of the client. |
| 12.2 |
AMCs shall adopt procedures to maintain and control a record keeping system to:
| 12.2.1 |
Collect and record information (create records); |
| 12.2.2 |
File, index, store, and maintain records; |
| 12.2.3 |
Remove, archive, or destroy old records on a predetermined time basis; |
| 12.2.4 |
Prevent records from being altered without approval of a designated authority; |
| 12.2.5 |
Safeguard records from damage or deterioration; |
| 12.2.6 |
Protect records from unauthorized access. |
|
| 12.3 |
AMCs shall adopt procedures for the management of software and electronic records. |
| 13. |
Internal and External Audit Requirements |
| 13.1 |
AMCs shall adopt internal and external audit procedures that:
| 13.1.1 |
Determine whether performance complies with the AMC's written plans, procedures, and programs; |
| 13.1.2 |
Verifies the effectiveness of the AMC's corrective actions. |
|
| 13.2 |
These procedures shall also ensure that:
| 13.2.1 |
Audit activities are appropriately planned; |
| 13.2.2 |
Internal auditors are independent of the procedures and people being audited, and external auditors are recognized independent entities; |
| 13.2.3 |
Audit results, corrective actions, and corrective action results and consequences are appropriately recorded; |
| 13.2.4 |
Audit conclusions are discussed with the people whose activities and results are being audited, and deficiencies are corrected; |
| 13.2.5 |
Copies of the audit reports are kept on file for future reference in accordance with the records retention policy but for not less than four years. |
|
AMC Institute Standard Review 2006-2007
In April 2002, IAAMC published a Standard of Good Practices for Association Management Companies (AMC). The Standard's purpose is to establish requirements that help measure practices that can be utilized by all sizes and types of AMCs to enhance the performance of the AMC and its staff.
IAAMC felt strongly that its Standard should become an American National Standard and has, therefore, become an American National Standard Institute (ANSI) approved Standards Development organization through the canvass method. In the canvass method, organizations and individuals known to have substantial concern and competence in the subject covered by the scope of the Standard are canvassed or polled in order to obtain evidence of consensus for approval of the Standard.
ANSI requires that an action be taken to reaffirm, revise, or withdraw the Standard no later than five years from the date of publication. Due to the fact that the AMC Institute Board of Directors approved a new section for the Standard on transition details, AMC Institute must follow the steps for a revision.
Public Review
Individuals that have a direct and material interest in the Standard and its revision process have an opportunity to participate in the review of the standard during the public review process. If you are interested in providing your comments regarding the revisions to the Standard, please notify Andrea Bower at abower@fernley.com.
Information for Canvass Participants — RECIRCULATION
The constructive and insightful comments we have received have been taken into consideration and many of these comments have been incorporated into the most recent version of the Standard, which is now out for recirculation.
All Ballots must be received no later than Monday, January 29, 2007. Below you will find the information you need to participate.
- Standard Review Canvass Process Steps to Follow
- AMC Institute Official Canvass Ballot
- The Standard of Good Practices for Association Management Companies AMC Institute A100.1-2007
- AMC Institute Standard Review Canvass Participant List
- Additional Information
- Questions?
Standard Review Canvass Process Steps to Follow:
Step 1) Review of materials
Please be sure to review all of the materials you received in your email message as well as the three attached documents so that you may become familiar with this process in its entirety.
Step 2) Standard Review
Read this document: The Standard of Good Practices for Association Management Companies AMCi A100.1-2007, paying special attention to the proposed edits which have been highlighted for your convenience and the revisions to the document which can be found in blue text.
Step 3) Vote
You now have the opportunity to provide us with your feedback regarding the revisions to the Standard. You be will be asked to provide us with one of the following positions:
- Affirmative
- Affirmative, with comment
- Negative, with reasons
- Abstain
Please note that the reasons for a negative vote must be provided on the enclosed Comments section of the Ballot, and if possible should include specific wording or actions that would resolve the objection. The AMC Institute Standard Advisory Committee will provide consideration and response given to the written views and objections of all participants. Abstentions should also be accompanied by a reason for the abstention, which you can also list on the enclosed Comments section of the Ballot form.
Step 4) Return the Ballot form by JANUARY 29, 2007
The Canvass Ballot period will be closed two weeks from the date of this email, therefore all Ballots are to be returned to our office no later than, January 29, 2007. We will be contacting Canvass participants mid-way through this process if we have not heard from you. An extension of up to thirty days shall be granted upon request from any canvassee giving a legitimate reason; however, this will also further extend the length of time the AMC Institute Standard Advisory Committee has to respond to your written views and objections.
All Ballots must be received by Monday, January 29, 2007. You can send them via:
Email: abower@fernley.com
Fax: 215-963-9784
Mail: AMC Institute - Standard Review Canvass Process Recirculation
100 North 20th Street, 4th Floor
Philadelphia, PA 19103-1443
Click here to open the AMCinstitute Official Canvass Ballot.
Click here to open the AMCi Standard Review Canvass Participant List.
Additional Information about ANSI and the Standard:
Purpose - In April 2002, IAAMC published a Standard of Good Practices for Association Management Companies (AMC). The Standard's purpose is to establish requirements that provide a measurement for practices that can be utilized by all sizes and types of AMCs in order to enhance the performance of the AMC and its staff. ANSI requires that an action be taken to reaffirm, revise, or withdraw the Standard no later than five years from the date of publication. Due to the fact that the IAAMC Board of Directors approved a new section for the Standard on transition details, IAAMC must follow the steps for a revision.
History - In May 1999 the International Association of Association Management Companies (IAAMC) established a task force to review and recommend a plan and process to develop a standard for the association management company industry. IAAMC felt strongly that its Standard should become an American National Standard and has, therefore, become an American National Standard Institute (ANSI) approved Standards Development organization through the canvass method. In April 2002, IAAMC published a Standard of Good Practices for Association Management Companies (AMC). Currently, we are in the process of reviewing and revising this Standard.
ANSI's Role and Function - The American National Standards Institute is a non-profit, privately funded membership organization that coordinates the development of U.S. voluntary national standards and is the U.S. member body to the International Organization for Standardization (ISO) and the International Electrotechnical Commission (IEC) via the United States National Committee (USNC).
The Institute was founded in 1918, prompted by the need for an "umbrella" organization to coordinate the activities of the U.S. voluntary standards system and eliminate conflict and duplication in the development process. For over seventy years, this system has been successfully administered by the private sector, via ANSI, with the cooperation of federal, state, and local governments. The Institute serves a diverse membership of over 1400 companies, 250 professional, technical, trade, labor and consumer organizations and some 30 government agencies. Standards exist in all industries, including safety and health, telecommunications, information processing, petroleum, medical devices, etc.
ANSI does not itself develop American National Standards; rather it facilitates development by providing the structure within which standards can be developed and consensus can be achieved. ANSI approval of these standards is intended to verify that the principles of openness and due process have been followed in the approval procedures and that a consensus of those directly and materially affected by the standards has been achieved. The voluntary standards system in the United States consists of a large number of standards developers that write and maintain one or more national standards. The Institute ensures that its guiding principles — consensus, due process and openness — are maintained throughout the process of accreditation.
One of the methods of accreditation is the Canvass method. In the canvass method, organizations and individuals known to have substantial concern and competence in the subject covered by the scope of the Standard are canvassed or polled in order to obtain evidence of consensus for approval of the Standard.
For further information, contact the PSA Department at ANSI Headquarters: psa@ansi.org
Should you have questions at any point during this process, please do not hesitate to contact Andrea Bower at abower@fernley.com
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