CYCLE ONE: PERFORMING STANDARDS - America's Leading ...



CYCLE ONE: PERFORMING STANDARDS2021 SELF ASSESSMENT(Updated February 24, 2021)OperationsAffiliates shall adopt and maintain necessary policies to ensure fiscal and legal integrity for their operation, including:NOT COMPLETEDIN PROGRESSCOMPLETEDMaintain and regularly review by-laws, ensure compliance with NAA/ State Affiliate governing documents???Bylaws should be reviewed at least every three years to ensure that the association is operating in accordance with what is written and that it still complies with changes in state or national governing documents. If not, the board should approve the appropriate changes to the pliance Question: When did you last review your bylaws? Click or tap here to enter text.Resource: AEX page on BylawsNOT COMPLETEDIN PROGRESSCOMPLETEDMaintain annual operating budget and tax returns???Compliance Question: Do you have a board-approved budget for the current fiscal year? Yes ? No ?Compliance Question: Have you filed a federal form 990, 990EZ, or 990N in the last year? Yes ? No ?Compliance Question: Have you filed any necessary tax documents at the state level? Yes ? No ?Resource: Contact your Resource Director for help with budgeting and understanding form 990.NOT COMPLETEDIN PROGRESSCOMPLETEDMaintain minimum insurance as appropriate (association, directors, officers and staff)???Associations should, at a minimum, have Directors and Officers Insurance, but may want to consider other types of insurance depending on their portfolio of pliance Question: Do you have a current D&O insurance policy? Yes ? No ?Resource: AEX page on InsuranceResource: NAA offers a group D&O plan. Contact your Resource Director to learn more.NOT COMPLETEDIN PROGRESSCOMPLETEDAdditional corporate documents conforming to local, state and federal laws as required???Many states require that nonprofit organizations file an annual report with the state and pay a small fee. Often you must report the names of the current pliance Question: Have you filed the necessary documents with the state? Yes ? No ? N/A ?Resource: Reach out to colleagues in your state, your state organization, or your Resource Director for help determining what is required in your state, or check out this link as a starting point.NOT COMPLETEDIN PROGRESSCOMPLETEDReview the financial practices and position of the association through:An audit performed at least every three years by an outside CPA; or,Annually conduct a financial review by an outside CPA; or,An annual board financial review which includes a review of an asset/liability report that clearly illustrates the current cash position of the association and projected cash position relative to anticipated liabilities at year end???Only one of the three is required to meet this standard. If your association uses a CPA firm to do a formal audit at least once every three years or uses a CPA firm to conduct the less stringent financial review, you meet this standard. If you use option C, a board financial review, we want to make sure that you are providing, at least annually, the appropriate financial documents to the board for review, which include a Statement of Position (Balance Sheet), a Statement of Activities (Income Statement or Profit and Loss Statement), and a Statement of Cash Flows.Producing those three documents are an important part of a board review, but do not address the important regular oversight of the association financial practices, such as a review of payroll, a review of reimbursed expenses, the separation of duties between receiving checks and depositing checks, and a policy requiring multiple signatures on significant pliance Question: Did you use an outside CPA to conduct a formal audit of the association’s finances in the last three years? Yes ? No ? If so, what year? Click or tap here to enter pliance Question: Did you use an outside CPA to conduct a financial review of the association in the last year? Yes ? No ?Compliance Question: Did you provide your board with the documents necessary for a thorough review of the association’s finances? Yes ? No ? If so, when did the board review those documents? Click or tap here to enter text.Resources: AEX pages on Financial Management and OversightNOT COMPLETEDIN PROGRESSCOMPLETEDMaintain and report on Affiliate unit counts on a bi-annual basis (April and October)???This is the standard unit count reporting that all associations with members submit each April and pliance Question: Did you submit your unit, member, and supplier member counts in both April and October? Yes ? No ?Resource: Contact Olivia Foroughi at NAA with any questions about submitting your unit and member counts.NOT COMPLETEDIN PROGRESSCOMPLETEDRemit all required membership dues to NAA in a timely manner and by the established payment dates???NAA dues and invoices are now available online, and payment can be made online as well. Additionally, a regular ACH transfer can be set up for dues so that they are paid automatically. Paper invoices are no longer mailed to affiliates. Checks are still pliance Question: Is the association more than 90 days past due on dues payments to NAA? Yes ? No ?Resource: Use the online Community Hub by logging in to and clicking on Member Services to access youronline statements.Resource: Contact Olivia Foroughi for help with Community Hub or assistance with obtaining invoices, links for payment, or setting up auto-pay for affiliate dues.Leadership and StrategyNOT COMPLETEDIN PROGRESSCOMPLETEDMaintain an active Board, which convenes regularly on an annual basis, capturing Board Meeting minutes in compliance with state/ federal laws???An active board is a board that meets regularly to lead the strategic direction of the association and provides oversight for the Association Executive and organization pliance Question: How often does the board hold formal meetings to conduct regular business such as approving budgets, reviewing association progress, reviewing finances, etc.? Click or tap here to enter pliance Question: Does the organization take minutes of the board meeting and present those minutes for approval by the board at the next meeting? Yes ? No ?Resource: Contact your Resource Director for good practices about conducting board meetings, the duties of board members, and the role of the board versus the role of the Association Executive.Resource: AEX pages on Board Responsibilities and ManagementCommunicationsNOT COMPLETEDIN PROGRESSCOMPLETEDAt minimum, maintain monthly communications with members via magazine, newsletter, e-newsletter, or other approved platform, to include communications to inform new or existing members of the benefits of membership (e.g. in-person orientation, benefits “roadmap,” etc.) ???Regular and relevant communications from the state or local level are a key part of the value proposition and aid in member pliance Question: Do you communicate with all members at least once monthly through electronic, print, or other means? Yes ? No ?Compliance Question: Please indicate which of the following are regular communication tools for your association:? Association Magazine ? Print Newsletter ? Electronic Newsletter ? Social Media (LinkedIn, Twitter, Facebook, etc.) ? Other Click or tap here to enter text.Resource: Contact your Resource Director if you would like to discuss the development of new communications.NOT COMPLETEDIN PROGRESSCOMPLETEDMaintain an up-to-date calendar of events on affiliate website???Members and prospective members should be able to easily find out what the association is doing at the local, state, and national level through an online calendar of pliance Question: Does your association have an online calendar of events that includes local, state (if applicable), and national events? Yes ? No ?Resource: NAA has developed two website templates that are available to our affiliate associations with no cost for development (the association will ultimately have to pay hosting fees and must work to keep the site up to date). Contact your Resource Director if you are interested in learning more.NOT COMPLETEDIN PROGRESSCOMPLETEDProvide member orientation and promote each of the following through member communications at least 4 times annually:Click and Lease Program (where offered)???NAA programs, NAAEI programs and online professional development???NAA meetings and conferences???Membership networking???NAA research???NAAPAC???Grassroots lobbying tools???There are two parts to this standard. The first, member orientation is a great way to let new members (or any member that wants a refresher) know about the value of being a member in the association. This will typically include a brief overview of the programs, services, discounts, and other benefits offered to members as well as basic information about accessing these benefits (member logins, etc.).Related to this, the second part of the standard is to make sure that members are aware that they are part of the larger federation by communicating at least four times a year about the NAA benefits listed pliance Question: Do you conduct a member orientation at least once annually? Yes ? No ?Compliance Question: Do you promote the NAA programs and services listed in the standard at least four times annually? Yes ? No ?Resource: AEX page on Member Orientation.Resource: NAA Member Benefits Video.Resource: AEX page on Marketing Materials for NAA programs. This includes the ability to both download electronic images and text as well as order print materials.Resource: Each issue of Affiliate Staff Update includes text that is suitable for cutting and pasting into your member communications.Resource: Your Resource Director can help connect you with departments at NAA responsible for programs like Click & Lease, NAAEI education, and Advocacy to help increase participation.Stakeholder ExperienceNOT COMPLETEDIN PROGRESSCOMPLETEDSubmit roster at least semi-annually (April and October) via electronic data interchange that includes:Member roster with required fields???Leadership contact roster with required fields???Key contacts for Member and Supplier Companies???This is the standard roster reporting that all associations with members submit each April and pliance Question: Did you submit your full membership roster in both April and October? Yes ? No ?Resource: Contact Olivia Foroughi at NAA with any questions about submitting your roster.Resource: The “required fields” noted in the standard are still being defined by the Technology Committee. In the interim we will continue to collect the rosters using the current data template.NOT COMPLETEDIN PROGRESSCOMPLETEDAdhere to the member service pledge???Adhering to the member service pledge has been a regular part of affiliate association compliance. The pledge simply outlines your association’s commitment to serving the pliance Question: Does your association adhere to the member service pledge? Yes ? No ?Resource: The member service pledge is included in the NAA policy manual.NOT COMPLETEDIN PROGRESSCOMPLETEDConvene at least two general membership meetings or equivalent networking events annually???Providing an opportunity for members to meet for education, networking, or advocacy is a significant part of the association’s value pliance Question: Did you hold at least two general membership meetings, or equivalent, this year? Yes ? No ?Resource: Contact your Resource Director or use NAA Connect to reach out to your colleagues about ideas for your membership meetings.AdvocacyNOT COMPLETEDIN PROGRESSCOMPLETEDOffer at least one structured state or local advocacy event annually???Advocacy is a highly valued part of any trade association. Holding or participating in a state or local “advocacy day” is a key method of engaging members in the process of influencing the legislative and regulatory pliance Question: Did your association offer at least one structured state or local advocacy event this year? Yes ? No ?Resource: The NAA Government Affairs team can assist any association interested in starting or improving their advocacy event. Your Resource Director can connect you to a GA team representative.NOT COMPLETEDIN PROGRESSCOMPLETEDProvide or distribute information and communications regarding the value of investing in, and the benefits received from, the individual’s participation in the PAC and demonstrate participation in state and national calls to action???Individual giving in support of a PAC at the state and/or national level is an important tool in the association’s ability to ensure leaders are elected who support policies promoted by the industry. Members need to be aware of the importance of giving, and associations must be aware of the rules that govern contributions, as they vary by pliance Question: Did the association communicate about the value and benefits of individual members’ investing and participation in the PAC? Yes ? No ?Compliance Question: Did the association encourage members to participate in legislative calls to action at the local, state, and/or national level, such as requests to contact legislators or provide comments to regulators? Yes ? No ?Resource: The NAA Government Affairs team has produced several resources available online, including a guide on PACs.CYCLE TWO: PERFORMING STANDARDS2021 SELF ASSESSMENT(Updated February 24, 2021)Leadership and strategyNOT COMPLETEDIN PROGRESSCOMPLETEDIncoming Affiliate Presidents complete a minimum of five hours of leadership training (an equivalency of past training and/or experience serving in NAA leadership role will be considered)???The president brings leadership and focus to the board’s work and it is critical they understand the presidents, board and AE’s role as they lead the nonprofit organization with a focus on sound governance practices. The board has a duty of care, loyalty and obedience to the organization and the president should ensure these legal obligations are met. Anyone starting a new term as president will need to meet these requirements which includes online or live training and opportunities provided by NAA. Compliance Questions: How many hours has the incoming Affiliate President completed of leadership training? Click or tap here to enter pliance Question: How many years has the incoming affiliate president served in a NAA, Affiliate Association or other nonprofit board leadership role? Click or tap here to enter text.Resources: NAA to offer a virtual Leadership Series throughout 2021 with a minimum of five hours of education. The recordings will be posted on AEX to watch on-demand.NOT COMPLETEDIN PROGRESSCOMPLETEDEncourage stakeholder participation in annual member satisfaction surveys ???The annual member survey is to determine the overall member satisfaction of NAA and their benefits. This net promoter score survey consists of one rated question and one open ended pliance Question: Did the affiliate association encourage members to participate in the survey? Yes ? No ? Compliance Question: How many times did the affiliate association reach out to inform members of the survey? Click or tap here to enter text.Resources: Association Resources staff will provide a link to the annual member survey by the end of the first quarter of 2021.NOT COMPLETEDIN PROGRESSCOMPLETEDEvery affiliate shall annually certify that its board of directors has reviewed and discussed the association’s business or strategic plan and related metrics (goals/KPIs)???A strategic plan is a living document that provides direction and focus for the organization, where the organization is going, how it’s going to get there and how it will know it is successful through related metrics and Key Performance Indicators (KPI’s). Strategic plans should be reviewed every year with a full strategic planning process implemented every three years by the board. A yearly operating plan that focuses on the strategic plan objectives and programs is also developed which aligns with the budget. For the purpose of this standard a yearly operating plan or guiding document which includes Key Performance Indicators and has been developed by the AE and staff and approved by the board would be acceptable at a minimum. Compliance Question: Does the affiliate association have a strategic plan? Yes ? No ?Compliance Question: Did the board review and discuss the strategic plan this year? Yes ? No ?Compliance Question: Does the affiliate association have goals/Key Performance Indicators (KPI’s associated with the strategic plan? Yes ? No ?Compliance Question: When was the last time a strategic planning process was implemented with the full board? Click or tap here to enter pliance Question: Did the board approve a yearly operating plan and budget? Yes ? No ?Resource: AEX Page on Strategic Planning; Contact your Resource Director to facilitate a strategic planning process and develop metrics. CommunicationsNOT COMPLETEDIN PROGRESSCOMPLETEDMaintain an association management system, or independent technology provider of Affiliate’s choosing???It has the functionality to adhere to network-wide common data fields,???It accommodates online payments and registrations???It collects data stipulated through the NAA data governance policy???It integrates/ connects with national database system???An association management system allows the association to streamline the day-to-day operations of running the association; reduce staff time lost to manual processes and provide a better, more integrated experience for your members. The association will be able to integrate (export data that can be uploaded by NAA) using network-wide common data fields developed by NAA for the association pliance Question: The association has an integrated association management system (AMS)? Yes ? No ? Compliance Question: The associations management system accommodates online payments and registrations? Yes ? No ? Compliance Question: If not using an AMS, what system are you using that meets the requirements of this standard? Click or tap here to enter pliance Question: The association adheres to the network wide required data fields for the member Roster? Yes ? No ? Resources: AEX Page on Association Management Systems; Affiliate PortalNOT COMPLETEDIN PROGRESSCOMPLETEDMaintain an interactive website through the NAA unified digital platform or an independent provider that includes the minimum information outlined in the NAA Affiliates Websites Project, to include online application form and clear procedures for joiningii Provide local information: About, How to Join, Events Calendar, Contact Information, Leadership Information, Programs/Services???Provide State information (if applicable): About, Events Calendar, Contact Information, Advocacy???Provide National information: About NAA, NAA Click & Lease, NAA Member Benefits, NAA Upcoming Meetings, Federal Advocacy, NAA Education Institute???An interactive website provides member value in obtaining critical information for their business and the industry and allows for stronger engagement through online application and online meeting registrations. Note: In Cycle One Performing Standards an up-to-date calendar is to be maintained on the organization’s pliance Question: The association has an interactive website? Yes ? No ?Compliance Question: The website includes online application form with clear procedures for joining? Yes ? No ?Compliance Question: Does the website include state information (if applicable)? Yes ? No ?Compliance Question: Does the website include NAA information? Yes ? No ?Resource: Contact your Resource Director to obtain NAA information for your website. NAA has developed a website template that is available to our affiliate associations with no cost for development (the association will ultimately have to pay hosting fees and must work to keep the site up to date). Contact your Resource Director if you are interested in learning more.NOT COMPLETEDIN PROGRESSCOMPLETEDPromote Click and Lease Program ???Click and Lease is not only a member benefit but a revenue driver for NAA and affiliates. The Click and Lease program allows for revenue share with the affiliate associations and also is a driver for member retention. Compliance Question: Did you promote the Click and Lease program to members during the year? Yes ? No ?Resource: AEX Page: Tools to Promote Click and LeaseStakeholder ExperienceNOT COMPLETEDIN PROGRESSCOMPLETED20. Offer at least 20 hours of in-person or online education programming annuallyiii Programming offered in partnership/ reciprocity with another NAA Affiliate may be considered???Providing education programs for association members is a key pillar of the affiliate association. It is also critical to support the development of current and future employees’ careers for continued success of the individual and the rental housing industry. There are over 125 VISTO/NAAEI online learning programs to offer members in addition to six in-person credentialing programs along with any local programs (online or in-person) the association pliance Question: How many hours of local in-person education programming did you offer? Click or tap here to enter text. Compliance Question: How many hours of local online education programming did you offer? Click or tap here to enter pliance Question: Do you have a link to Visto or other online education providers on your website? Yes ? No ?Compliance Question: How many hours of in-person education programming provided through NAAEI did you offer? Click or tap here to enter pliance Question: How many hours of in-person or online education programming was offered in partnership/reciprocity with another NAA Affiliate association? Click or tap here to enter text.Resource: NAA Affiliate VISTO Toolkit; Contact NAAEI Staff for more information on promoting NAAEI education courses and posting your credentialing courses on the NAAEI website.AdvocacyNOT COMPLETEDIN PROGRESSCOMPLETED21. Arrange meetings with members of Congress during Advocate if present and/or at the local level to coincide with Advocate ???Advocacy is a highly valued part of any trade association. Meeting with members of Congress during Advocate allows the industry to engage in the process of influencing the legislative and regulatory process. Compliance Question: Did your association arrange virtual meetings with members of Congress during Advocate? Yes ? No ?ORCompliance Question: Did your association arrange meetings with members of Congress at the local level to coincide with Advocate? Yes ? No ?Resource: The NAA Government Affairs team can assist any association in arranging meetings with members of Congress during Advocate. Your Resource Director can connect you to a GA team representative.i 54% of Affiliates that responded to the 2017 Affiliate Survey reported at least monthly electronic communication with membersii Each website should have information about other levels of the association.Local: About, How to Join, Events Calendar, Contact Information, Leadership Information, Programs/ServicesState: About, Events Calendar, Contact Information, AdvocacyNational: About NAA, NAA Click & Lease, NAA Member Benefits, NAA Upcoming Meetings, Federal Advocacy, NAA Education Instituteiii Programming offered in partnership/ reciprocity with another NAA Affiliate may be considered.iv Exemptions apply for extenuating circumstances. ................
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