Board of Directors Meetings

CSM would manage all Client staff. Within the structure of the multi-management system, the staff members are hired by CSM and their workload is distributed among the clients as required by those clients’ needs. CSM provides all employee benefits. Since we have professional staff who have remained with the company for lengths of tenure from five to twenty years each, we offer the Client more than the average aggregate of experienced management skills.

CSM will provide all general administrative support of the Client, including provision and maintenance of a permanent office in the Orlando area, maintenance of Client files, maintenance and upgrading of office space, computer equipment, telephone, etc. to staff the contracted functions, and all other activities necessary to maintain an efficient, responsive, and economical headquarters operation. CSM also pays for and requires all employees to continue their education within their fields of expertise.

We provide all of the organizational management services you will require, such as 24-hour faxing, e-mail, and database management computer hardware and software.

Business and Policy Guidance

CSM will advise the organization and its officers of their responsibilities and procedures according to the organization’s bylaws. We have extensive experience in bylaw composition and interpretation, as well as administrating rules of order for all types of business meetings.

CSM will provide management, general business counsel, and bylaw interpretation for all Officers, Boards, and Committees.

CSM will work with all committee chairs to facilitate implementation of specific programs, ensuring that they fall within Client policy guidelines.

CSM will maintain neutrality in the administration of Client affairs.

Daily Administration

On a continual basis, CSM will facilitate communication between Officers, Committees, the membership, staff, and any other parties as required.

In order to facilitate communication, CSM will: answer or relay all outside inquiries to the appropriate officer; maintain computer and data processing capability to carry out the functions required while providing necessary reports, backups, and controls; represent the Client in all business matters with other organizations, and complete required correspondence with the consent of the officers; and provide headquarters support for Client programs.

Corporate Legal Requirements

CSM agrees to conform to all legal requirements specified by the Client, including but not limited to:

• Maintenance of corporate files of the Client;
• Filing all required legal documentation and all corporate reports for the Client;
• Maintaining liaison with the regulatory agencies and any other federal and/or state agencies with which the Client is by law involved;
• Keeping, printing, and distributing minutes of the annual meetings of the membership of the Client and the meetings of the Board of Directors.

Introduction

CSM will administrate all board operations as specified by the Client. CSM would agree to follow any direction given by the President or Board members with regard to preparation for meetings.

CSM's current standard procedure includes preparation of an agenda book that is mailed two weeks prior to the meeting. This agenda book includes the following: agenda for the meeting; minutes of the previous meeting; financial statement; correspondence and other agenda materials as submitted by the Board members or general membership.

This procedure has proven to be very successful because the Board member arrives at the meeting prepared to discuss and make recommendations regarding agenda topics. The booklet is prepared with special attention to its organization and presentation of materials in a bound format, providing an easy index to agenda items for future reference.

All meeting room and meal arrangements for meetings will be coordinated by CSM. Should meetings be conducted via conference call, CSM will initiate the call, prepare and distribute preliminary materials, and take minutes. If required by the Client, CSM will provide additional general coordination services, such as member reservations.

Services

Specifically, CSM is prepared to:

• Plan and manage relevant logistics; i.e., date, place, etc.;
• Communicate with participants on details;
• Prepare and disseminate all necessary materials in agenda books for participants in keeping with Client policies;
• Assist in the preparation and distribution of draft of minutes;
• Copy and distribute approved minutes;
• Administer and implement decisions resulting from meetings.

Administrative and Business Leadership

On a continual basis, CSM is prepared to:

• Negotiate and monitor contracts for purchased services;
• Develop necessary systems and procedures to meet the organization's objectives;
• Advise of professional business trends and identify areas of impact on the organization;
• Support all committees as outlined in the Client operating procedures.

Flexible Management Capability

CSM has always, as a matter of policy, maintained a flexible management capability. We will be always amenable to initiating or assuming new responsibilities as requested. These services can be negotiated as they arise, on a fee-for-service basis or as amendments to existing contracts.