Volunteer Reference Guide 2012 - Automotive Industry Action Group

More documents

Recommendations

Info

Volunteer Reference Guide • Attendees are required to compile notes to produce a post travel report which is part of the expense report (obtain the forms from AIAG staff), that speaks to the major discussion topics and items of interest and concern to AIAG. • Meeting notes must be reviewed by the program manager involved in the area of interest before any other distribution takes place. • Do not make commitments or enter into any agreements on behalf of AIAG unless the potential agreement has already been discussed and agreed to by AIAG management and appropriate volunteer committees. These issues need to be brought back to AIAG for review and consideration before any action is taken on behalf of the organization. • Find out as much as possible about the culture and business working style of the country you will be visiting. EXPENSES At times, volunteers are sent by their own companies at their company’s expense to attend a meeting or activity at which they are also representing AIAG. In those cases, follow your regular company travel/expense policy. • If AIAG is paying the trip expenses, you will need to get information on AIAG’s travel policies from the program manager in your area. You must file an Expense/Travel Report when you return, listing all approved expenses along with proper documentation. Receipts are required for all expenses regardless of the amount. • If AIAG is paying trip expenses, travel arrangements must be made through AIAG especially air travel arrangements. Please do not book flights through your own company. 2007-021 13 Revision Date2/8/13
Volunteer Reference Guide DOCUMENTING VOLUNTEER COMMITTEE MEETINGS THE MEETING AGENDA To ensure the openness of meetings and to satisfy anti-trust requirements, every committee must publish an agenda before each meeting. AIAG satisfies this requirement typically by attaching the agenda of the next meeting to the minutes of the prior meeting or through the Action Items posted in the minutes. The agenda must be the first item reviewed at the meeting. Adherence to this policy will help ensure effective and efficient meetings as well as compliance with anti-trust requirements. Figure 1 shows the general recommended meeting agenda for committee meetings. MEETING MINUTES Minutes must be kept of all meetings in order to comply with anti-trust requirements regarding potential restraint of trade. SECRETARY A secretary must record the minutes of every meeting. A meeting cannot proceed until a secretary is identified. The secretary for the meeting: • Records the items discussed in the meeting minutes (see “Contents of Meeting Minutes” below). • Ensures that the sign-in sheets are turned in immediately after the meeting. • Ensures that copies of all handouts and presentations made at the meeting are posted to your e- community. • Turns in the minutes of the committee meeting to minutes@aiag.org within five business days of the meeting. CONTENTS OF MEETING MINUTES An electronic template for minutes is available. The content of the minutes: • Should follow the agenda of the meeting. • Must summarize the accomplishments of the meeting, especially any decisions made regarding deliverables or project status. • Must summarize discussion overviews. • Should list any specific assignments made during the meeting. • Should include the proposed agenda for the next meeting. DOCUMENTING DISCUSSIONS AND DECISIONS IN MINUTES All committee decisions must be documented in the meeting minutes to document discussions and decisions, the minutes must include: • A statement of the issue/proposal discussed. • Brief bullet points of the main concerns expressed and discussed. 2007-021 14 Revision Date 2/8/13
Page 1 and 2: VRG Volunteer Reference Guide 2013
Page 4 and 5: Volunteer Reference Guide Table of
Page 6 and 7: Volunteer Reference Guide PURPOSE F
Page 8 and 9: Volunteer Reference Guide Table 1.
Page 10 and 11: Volunteer Reference Guide Table 2.
Page 12 and 13: Volunteer Reference Guide PARTICIPA
Page 14 and 15: Volunteer Reference Guide AIAG MEET
Page 18 and 19: Volunteer Reference Guide • A sta
Page 20 and 21: Volunteer Reference Guide 2007-021
Page 22 and 23: Volunteer Reference Guide 2007-021
Page 24 and 25: Volunteer Reference Guide AIAG will
Page 26 and 27: Volunteer Reference Guide Figure 3.
Page 28 and 29: Volunteer Reference Guide ACHIEVING
Page 30 and 31: Volunteer Reference Guide ONE COMPA
Page 32 and 33: Volunteer Reference Guide PROJECT M
Page 34 and 35: Volunteer Reference Guide E-COMMUNI
Page 36 and 37: Volunteer Reference Guide • AIAG
Page 38 and 39: Volunteer Reference Guide ENDORSEME
Page 40 and 41: Volunteer Reference Guide S2ME appl
Page 42 and 43: Volunteer Reference Guide Rights an

Volunteer Reference Guide 2012 - Automotive Industry Action Group

Create successful ePaper yourself

Delete template?

Save as template?