Section 1
Title Page 1
Table of Contents 2
Advertising Rates, Sponsorship Rates, Ticket Pricing
3
Alcoholic Beverage Policy 3
Complimentary Tickets
Honors Convocation and Luncheon at SAE Congress
4
Section events 4
Expense Reimbursement Policy
Section expenses 5
Section Officers Leadership Seminar 5
Prayer at Section Events 5
Smoking Policy 6
Financial
Section Investment Strategy/Philosophy 6
Financial Position Review 6
Governing Board Decision Making 6
Section 2
Appendix
Expense Report Form 1
The current Section advertising rates, sponsorship
rates, and ticket prices are as follows.
Date current prices were adopted by the Governing
Board: April 15, 1996
Ticket Prices Per Person
single meeting - member $12.00
single meeting - student $6.00
single meeting - non-member $22.00
season ticket booklet (5 meetings) $50.00
Members Only Night $7.00
Recognition Night $17.50
Golf Outing $30.00
Synchronizer Advertising Rates
single issue - half page $175.00
single issue - full page $300.00
seven issues (full year) - half page $1,050.00
seven issues (full year) - full page $1,800.00
Sponsorship Rates
technical dinner meeting or special event - partial $500.00
technical dinner meeting or special event - full $900.00
Members Only Night $500.00
Ticket Printing Sponsor $500.00
golf outing - one hole $300.00
golf outing - two holes $550.00
At the April 3, 1995 Section Governing Board meeting
the following policy was adopted regarding alcoholic beverages
at Section events.
"Beginning with the 1995-1996 Section Year,
there will be no Section sponsored alcohol at technical meetings,
social functions, Governing Board and Executive Committee meetings."
This policy was adopted in response to a memo issued
by John Casker, Manager - Section Relations Division, SAE International
dated September 1, 1993 regarding "host liquor liability."
This 1993 memo stated: "Hosting drinks from the section
treasury puts SAE International and the section in jeopardy as
SAE's insurance is very specific concerning host liquor liability.
Therefore, all section activities where alcohol is served must
be at the individual member's expense."
Given this policy, there are two acceptable ways
to serve alcohol to members at Section events. First, members
may purchase alcoholic beverages through a cash bar. Second,
members may obtain alcoholic beverages at a (non-SAE) vendor sponsored
open bar. In the latter case, it should be confirmed in writing
with the vendor that their sponsorship money is being used to
fund alcoholic beverages.
Since adopting the policy, the Section has been conducting
meetings with a cash bar for alcoholic beverages and made all
non-alcoholic beverages available to event ticket holders at no
additional cost.
Honors Convocation and Luncheon at SAE Congress
The Section Chair or someone designated by the Section
Chair will coordinate a Section sponsored table at the SAE International
Congress Honors Convocation and Luncheon each year. Mid-Michigan
SAE will pay for the tickets of those attending the event. The
Honors Convocation and Luncheon has historically been held on
Tuesday of Congress week. Congress is usually at the end of February
or the beginning of March each year at Cobo Hall in Detroit, Michigan.
Mid-Michigan SAE members receiving awards at the event and thus
gratis tickets from SAE International should first be invited
to sit at the Section sponsored table. Next current Section Executive
Committee members should be invited to attend. If there are still
seats available at the table, then other members of the Section
Governing Board should be invited at the discretion of the Section
Chair. If there are an unusually large number of award recipients
attending from the Section, then a second Section sponsored table
may be necessary. Note that historically there have been 10 seats
at each table. Also note that Louis Bur has historically received
a gratis ticket so he can attend and be part of the presentation
of the award named after him.
Section events
The following people shall receive the indicated
number of complimentary tickets to Section events:
Speaker 2
Meeting Sponsor (partial or full) 2
Individual Meeting Arrangements Chair 1
Individual Meeting Program Chair 1
Golf Outing Sponsor 2 per sponsored hole
student SAE members on "Student Night"
1
On "Family Night" tickets will be provided
for the speaker, his/her spouse, and all their children who wish
to attend.
The General Program Chair, General Arrangements Chair,
and Special Activities Chair are not eligible to receive complimentary
tickets to meetings or events which fall under their area of responsibility.
Complimentary tickets are offered to individual meeting program
and arrangements chairs as an incentive to get non-governing board
members more involved in the Section.
Section expenses
Section members who incurred expenses on behalf of
the Mid-Michigan Section will be reimbursed by the Section Treasurer
if an appropriate expense report is submitted along with all applicable
receipts. The expense report can be submitted on a standard form
as in the appendix of this policy manual or in the form of a memo
to the Section Treasurer. An expense report submitted on the
non-standard form shall contain the following information: the
name, complete mailing address, and phone number of the person
submitting the expense report, the total reimbursable amount,
a description of all the expenses, receipts for all expenses,
and the date.
Section Officers Leadership Seminar
Every year the SAE Sections Board holds a Section
Officers Leadership Seminar (SOLS) for incoming Section officers.
Mid-Michigan SAE has made it a practice to send the incoming
Section Chair and Section Vice-Chair to SOLS. SAE International
reimburses one representative from each Section for all SOLS related
expenses, including transportation, meals, lodging, etc. Mid-Michigan
Section will reimburse SOLS related expenses for the second participant
from the Section upon that participant submitting an expense report
to the Section Treasurer. The Section bears the cost of any SOLS
registration fees for the attending officers. Note that expenses
for partner's programs offered at SOLS are not reimbursable.
At the October 10, 1994 Section Governing Board meeting
the following prayer was adopted to be read prior to meals at
all Section events. Per the original motion, this prayer is the
only one to be used at Section events until such time as further
action by the Governing Board changes this policy.
"Let us take this brief moment before our meal
to thank God and ask for God's blessing:
Almighty and Gracious God
We give thanks
for all created things
for the resources of the earth
for the gift of human life.
We give thanks
for the continuing work of creation and our share in it
for the creative vision and inventive skill you have placed in our minds and hearts.
We ask that You bless us gathered here, and our families
And we ask Your blessing on the meal we are about
to receive from Your bounty.
Amen."
The Section Chair, General Program Chair, or Meeting
Program Chair should recruit a volunteer to read the prayer before
meals at Section events.
Section events are to be non-smoking.
Smoking will only be allowed in the areas of the
meeting facility designated as smoking areas and which are not
being used by Mid-Michigan SAE.
Section Investment Strategy/Philosophy
text to be added
Financial Position Review
text to be added
The following motion was approved by a vote of the
Section Governing Board on October 12, 1992.
Matters of Section investment, (Capital/Other Expenses)
per budget line item 2230 in excess of $100.00, and all pricing
policy issues must be brought to the attention of the Section
Executive Committee (EC) for discussion with a follow-up vote
by the Section Governing Board (GB) at the GB meeting following
that EC meeting.
Submitted by:
Street Address:
City: State: Zip:
Total Expense this report: $_______.___
Attach all receipts.
Expense Description
Item: Amount: $_______.____
Item: Amount: $_______.____
Item: Amount: $_______.____
Item: Amount: $_______.____
Item: Amount: $_______.____
Item: Amount: $_______.____
Item: Amount: $_______.____
Item: Amount: $_______.____
Other Description/Purpose:
Signature: __________________________________________
Date: ________________
Submit to: Section Treasurer Check #:
Mid-Michigan SAE
PO Box 190456 Date:
Burton MI 48519-0456
Account #: