Reimbursement and Selection of Representatives

East Bay/Oakland Chapter

Construction Specification Institute

Adopted: May 17, 2011

SECTION 1PURPOSE

This Reimbursement and Representative Selection Policy is based on the premise that the East Bay/Oakland Chapter funds are to be spent in the best interest of the Chapter members and towards the objectives of CSI.

SECTION IIREIMBURSABLE EVENTS

The Chapter’s Board shall determine which Institute, Region, and Chapter events qualify for reimbursement. These events should appear as line items in Chapter’s annual operating budget.

SECTION IIIQUALIFICATIONS FOR REIMBURSEMENT

  1. Be recognized by the Chapter’s Board as an East Bay/Oakland Chapter Representative prior to attending the Event.
  1. Attend the Event and conduct Chapter business as directed by Chapter’s Board.
  1. Present a written report within 45 days of the end of the Event suitable for publication in the Chapter’s newsletter.
  1. Present a completed Expense Report to the Chapter’s Treasurer within 45 days of the end of the Event. Include copies of invoices and receipts, and a copy of the written report.

SECTION IVSELECTION OF REPRESENTATIVE

  1. Representatives must have an understanding of Chapter Business and actively participate in Chapter Business.
  1. Board shall determine “active participation”. The following areas are offered as a guideline.
  1. Planning of Chapter Events including board meetings, chapter meetings, committee meetings, classes and product displays.
  1. Attendance at Chapter events including board meetings, chapter meetings, committee meeting, classes and product displays.

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Reimbursement and Selection of Representatives

East Bay/Oakland Chapter

Construction Specification Institute

Adopted: May 17, 2011

  1. Promotion of the Chapter by publication or distribution of Chapter newsletter, flyers, or other literature.
  1. Recruitment of new members or sponsors for Chapter Events.

Applicants shall present their qualifications to the Board. The Board shall select Representatives with a majority vote.

  1. Definition of Active Participation:
  1. Ten percent (10%) toward full “active participation” shall be earned by the approved Representative for each Chapter meeting, committee meeting, or event attended; or publication developed where the Representative is the primary developer of the document; or new member or chapter sponsor recruited.
  1. Active participation shall be based upon the participation of Representative during preceding fiscal twelve (12) months.
  1. Prospective Representatives are responsible for providing additional documentation substantiating their active participation.

SECTION VREIMBURSEMENT AMOUNTS

  1. The Chapter’s Board will determine the maximum amount available to be reimbursed for any one Event prior to the Event.
  1. The Chapter’s Board shall notify each Representative, prior to each event, of the maximum reimbursable amount for the Event.
  1. Representative chosen by the Board shall be eligible to receive reimbursement as outlined in this Policy.
  1. No reimbursement amount shall exceed the out-of-pocket expenses for that Representative.
  1. Reimbursements will be made for Registration Fees, Transportation, Lodging, and Meals as defined below:
  1. Registration Fees: cost of full registration not-to-exceedthe “early bird” registration fee, if available, nor include “spouse/companion” events.

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Reimbursement and Selection of Representatives

East Bay/Oakland Chapter

Construction Specification Institute

Adopted: May 17, 2011

  1. Transportation: If “air fare”, then the lowest priced advance-purchase coach fare. If within driving distance, then the current government allowed mileage rate.
  1. Lodging: cost of hotel accommodations for the lowest single occupancy at venue of Event. Chapter’s Board will determine maximum number of nights prior to Event.
  1. Meals: Board will determine “Per Diem” amount prior to Event. Meals included in registration fee will be subtracted from that day’s per diem allowance.
  1. Chapter President: 100% of all expenses as outlined above.
  1. Chapter President-Elect: 75% of Chapter President’s amount, but not less than amount available to other Representatives.
  1. Region Director: 100% of all expenses to Region Conferences and Mid-year Region Board Meetings.
  1. Other Representatives: Amount to be determined by Chapter’s Board.

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Reimbursement and Selection of Representatives

East Bay/Oakland Chapter

Construction Specification Institute

Adopted: May 17, 2011

SECTION VINOTICE TO REPRESENTATIVES

The following information will be provided to each Representative prior to each Event.

  1. You,

have been selected by the East Bay/Oakland Chapter to serve as a Representative for the following Event.

  1. As a Representative you have certain rights and responsibilities as outlined in the Chapter’s Policy for the Reimbursement and Selection of Representatives. If you do not have a copy of this Policy, please contact the Chapter Secretary prior to the Event and a copy will be provided to you.
  1. As a Representative for the East Bay/Oakland Chapter you are specifically directed to attend the following events or conduct the following business on behalf of the Chapter.
  1. The Chapter’s Board has determined that the following amounts will be reimbursable:

Registration Fees:

Transportation:

Lodging:

Meals:

Maximum Allowable:$

If you have any questions, please contact a member of the Chapter’s Board as soon as possible.

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