Management Services
AMP/MS has over 20 years experience providing membership services. We have established an efficient system to handle a large volume of incoming mail, sorting and forwarding, application processing and continuing education credit tracking. AMP/MS uses state-of-the-art association management database software to establish and maintain the necessary data for each member. As part of the membership support, AMP/MS will:
Maintain an "up-to-date" automated database of member information and status.
Track membership dues, continuing education credits and member certification.
Produce membership renewal notices, membership reports and mailing labels as needed.
As the Executive Office of our client, AMP/MS will:
- Provide telephone answering service and maintenance log of calls/responses.
- Provide voice mail, facsimile and e-mail services.
- Maintain a document archive.
- Provide storage space with content itemization and systematic retrieval options.
- Copy and distribute mailings.
- Provide meeting space.
- Maintain inventory of printed materials.
Facilitating Board and Committee meetings is another area of expertise for AMP/MS staff. We will arrange Board meetings and assist in analyzing and recommending solutions to issues to help the client meet its mission, goals and objectives. In that effort, AMP/MS will:
- Facilitate communications with/ between Board members.
- Track committee projects.
- Train committee chairs on leadership skills.
- Work with committee members on goal setting planning, developing and implementing.
Financial accuracy is of paramount importance to AMP/MS, evidenced by the fact that we have a Certified Public Accountant serving as Chief Financial Officer. AMP/MS will manage the financial activities and provide advice to the Board in fiscal matters, as follows:
- Assist with budget preparation prior to the beginning of each fiscal year.
- Maintain local checking and money market accounts for the client and reconcile bank statements monthly.
- Print accounts payable checks and compare actual receipts/expenses with budget.
- Sign checks up to an amount established by the client.
- Prepare computerized monthly or quarterly financial statements.
- Review cash flow projections over time to manage reserves successfully.
- Provide cash disbursements and receipts reporting, general ledger, trial balances and preparation of financial statements.
- Prepare and file state and federal tax reports.
- Assist the client in securing the services of a reputable accounting firm, to assist in an annual audit of financial records.
We currently plan and manage more than 100 meetings and events annually. Most of our clients are lead by volunteer boards that have full time jobs (in addition to their volunteer positions), so we understand the time and resource limitations in planning, scheduling, choosing venues and themes, and ensuring that everything occurs as planned and within budget. Within this area, AMP/MS will:
- Research and recommend meeting sites
- Conduct site visit for two prospective locations.
- Negotiate with hotel and airlines to obtain competitive rates.
- Set agendas and organize supporting documentation to maximize board and committee meeting time.
- Prepare agenda books and documentation; mail in advance of the meeting so members have time to review and prepare.
- Plan, design, write copy and coordinate the typesetting, printing and mailing of materials.
- Plan and coordinate recreation and social activities, theme parties, meetings or conferences.
- Plan menus, coordinate ground transportation, determine room set up, find and contract with entertainment groups and decorators.
- Solicit new exhibitors, develop and coordinate printing and mailing of exhibit materials.
- Coordinate and implement fund raising activities.