Host Guidelines - printer-friendly

Financial Resources

The Treasurer, as Association financial designee, will manage the financial resources to maximize return on investment. Investment of funds may include certificates of deposit, savings, checking accounts, or any other viable investment accounts, through appropriate trust companies, banks, or savings and loan associations. MAPPA shall maintain a minimum balance of $50,000 in the treasury.

Registered Agent

Per Article I of the MAPPA Bylaws, "Principal Office and Registered Agent," the MAPPA Board will maintain both a principal office and registered agent. It will be the responsibility of the MAPPA Treasurer to be the liaison for the Association and to ensure that the registered agent has a copy of the current Bylaws.

Annual Meeting

An annual meeting of the MAPPA membership shall be held within the confines of the seven states of the region. To provide for maximum participation of the membership at annual meetings, the meeting sites will be rotated within the seven states. The purpose of the annual meeting is to provide an education forum for the exchange of information amongst the members of the Association. This meeting is also the site of the annual membership business meeting of the Association. Annual meetings are to be revenue neutral at minimum or generate a small profit.

The recommended site for the meeting shall be determined by a Site Selection Committee that shall consist of the Past President, and Junior and Senior APPA Board Representatives. The Past President will chair this committee. To ensure adequate time for planning the event, the site selection should be made at least two years in advance.

To assist with the planning for the annual meeting, there will be two committees of MAPPA. The Host Committee, comprised of individuals from the host institution(s), will be responsible for all physical arrangements for the meeting to include housing, meals, receptions, special transportation requirements, meeting rooms, and vendor displays. The Chair of the Host Committee shall be a member of the MAPPA Board of Directors. The Program Committee, chaired by the MAPPA President Elect, shall consist of the MAPPA Education Committee and two at-large members of the Chair's choice. The Program Committee shall be responsible for planning the educational and information exchange programs. The Host Committee will work closely with the Program Committee to provide on-site support, and plan a Spouse/Guest program and entertainment that will complement the educational program.

The chairs of the Host and Program Committees shall present to the MAPPA President a budget for the annual meeting, to include the proposed registration fee early in the year of the annual meeting. The President will distribute this information to the Board for their approval. The Host and Program Committees will use the Annual Meeting Final Report from the previous meeting to assist them in preparing the budget and establishing the fee. The Host and Program Committees shall provide regular updates to the MAPPA Board as the planning progresses, identifying any concerns so they may be addressed early in the planning process.

MAPPA may fund up to 20 "first-time" scholarships for each Annual Meeting. MAPPA will waive the registration fee and reimburse travel expenses for non-APPA presenters, if requested.

Upon selection as a site for an upcoming Annual Meeting, the Host Committee Chair shall make arrangements with the MAPPA Treasurer to establish an account for the meeting. The finances may be run through the host school's accounting system (if permitted), or a separate checking account may be established. The Treasurer will provide seed money up to $3,000 for the Host Committee to begin making arrangements. The seed money is expected to be returned to MAPPA at the end of the meeting and is not intended to be included in any revenue.

Once the site and date have been selected, the Host Committee shall provide that information to the newsletter editor so that it may be included in the list of upcoming activities in the newsletter. As the date approaches, the Host Committee will promote the conference by submitting articles to the newsletter; registration materials may also be established on the MAPPA website through the newsletter editor.

The following are previous and future meeting sites and hosts:

Suggested Agendas and
Formats for Meetings

To assist with the planning for the annual meeting and to provide continuity for future meetings, suggested agendas, and format for the Annual Meeting, Membership Business Meeting and the Spouse/Guest Programs have been included below.

Proceedings of the Annual Meeting

After the meeting, presenters are encouraged to submit their presentations to the MAPPA webmaster for inclusion on the MAPPA web page.

Annual Meeting Final Report

The Host and Program Committees shall supply the Board of Directors with a complete financial statement of the Annual Meeting by the first scheduled Board Meeting following the Annual Meeting, usually held in early December. The Committee Chairs will present the information at the Board Meeting.

The Host Committee shall provide to the Board of Directors a detailed report of the Annual Meeting to be used in conjunction with the planning calendar as a guide by the next Host Committee. The report shall include, but is not limited to the following information:

• Copies of all final program materials (invitation and registration packets, etc.)

• Final attendance and registration figures (grouped by participants, spouse/guests, retirees, APPA guests, etc.)

• Database of vendors (including those contacted as well as those participating), including address, e-mail, phone, and fax

• Copies of all correspondence to participants, sponsors, and vendors

• Calendar of planning activities

• Comments regarding successes and failures of activities that would be useful to subsequent Host and Program Committees

• Explanation of processes or activities specific to the host institution (i.e., payment of staff working at conference, policies for host school employees attending the conference, etc.). While it is recognized that each institution has their own set of guidelines for handling such activities, it is helpful in planning to know what has been done previously at other schools.

Annual Meeting - for Members

Annual Meeting - for Spouses & Guests

Annual Business Meeting

• Minutes of Previous Annual Meeting

• Minutes of Other Membership Meetings

• Treasurer's Report

• Report of the MAPPA President

• Reports of MAPPA Committees

  • Nominating Committee

  • Next Annual Meeting Host Committee

  • Education Committee

  • Membership Committee

  • Scholarship Committee

  • Site Selection Committee

• Report of MAPPA Newsletter Editor

• Reports of MAPPA Representatives to APPA Committees

• Report of Senior Representative to APPA Board

• Remarks by any APPA Officers Present

• Old Business

• New Business

• Remarks by Incoming President

• Adjournment

Annual Banquet

The Master of Ceremonies will be the Annual Meeting Host.  Official ceremonies begin at the conclusion of the dinner.

• Recognition of Special Guests

  • Head Table

  • APPA Officers Present

  • New MAPPA Board

  • Dignitaries or Special Guests

• Presentation of any Special Awards

• Recognition of Outgoing Board Members

• Installation of Officers

• Remarks by the Outgoing President

• Exchange of the Gavel

• Remarks by Incoming President

• Entertainment

• Adjournment

Annual Meeting Planning Calendar

In advance ...

MAPPA Lending Library

MAPPA maintains, for the benefit of its member institutions, a library of instructional, technical, motivational and safety related materials. The current Education Committee Representative will oversee the Library on behalf of the MAPPA Board of Directors. The materials are loaned free of charge to member institutions. The normal loan period is three weeks. However, a 2-week extension is available, upon request, if the materials have not been scheduled by another institution. The user organization will be responsible for return, insured postage. The user will also be responsible for the replacement cost of any materials returned in an unacceptable condition. The materials are purchased without copyright privileges; therefore, no copies may be made of the materials. The MAPPA Librarian encourages recommendations for additions to the library. For a complete copy of the MAPPA Library, log onto the web at http://www.fac.ilstu.edu/MAPPA or contact:

MAPPA Lending Library
9000 Facilities Management
Illinois State University
Normal, Illinois 61790-9000

Newsletter

The MAPPA Board of Directors will appoint an editor for the newsletter. The editor will have the same status as any other Board Member. The editor will be responsible for the publication of the MAPPA newsletter and its distribution to the membership on a regular basis. The newsletter will be posted on the MAPPA web site, and distribution of the printed copies shall be as follows:

• The institutional representative at each member institution

• Emeritus members

• Subscribing Members or other organizations that support MAPPA

• Other regional presidents and newsletter editors

• APPA officers and staff

Previous Newsletter Editors

• 1981-83 John Houck

• 1983-87 Frank Rice

• 1987-91 John Houck

• 1991-93 Gary Kent

• 1993-95 Jim Christenson

• 1995-02 Becky Hamilton-Hines

• 2002-09 Ernie McVay

• 2009 - current Gail Riese

Duties of the Newsletter Editor

• The Editor shall publish a newsletter that is intended to complement the national publications of APPA, by focusing on local interest items.

• The MAPPA newsletter editor will oversee the MAPPA website, shall maintain the "non-profit" mailing status for the organization, and shall be the official keeper of the regional mailing list from APPA. The Editor shall also prepare and mail additional materials as directed by the Board.

• The Editor shall prepare an annual budget to be submitted to the Board at the Annual Meeting.

• The Editor shall also assist with Annual Meeting publications as requested by the Host and Program Committees.

Suggested Calendar for the Newsletter

The following is a suggested calendar for publishing various types of articles in the MAPPA Newsletter. The intent of this calendar is to give future Newsletter Editors guidance on types of information that should be included and a suggested publication date.  The Editor should attempt to publish the newsletter quarterly with the following items included when appropriate:

• Active Member News Articles

• Emeritus Member Articles

• State Chapter Articles

• General Interest Articles

• Campus Profile Articles

• President's Comments

• APPA Rep's Comments

• Develop Survey Topics

• Survey Membership

• Report Survey Findings

• MAPPA Meeting Presentations

• MAPPA Lending Library Catalog

• Call for APPA scholarships

• Call for MAPPA scholarships

• Plans for MAPPA Annual Meeting

• Get Out the Vote - APPA Offices

• APPA Meeting Announcements

• Call for APPA/MAPPA Nominations

• Announce APPA Committee Reps

• APPA Membership Meeting Report

• Publish MAPPA Candidates

• MAPPA Membership Meeting

• Treasurer's Report

• Announce MAPPA Officers

• MAPPA Board Meeting Reports

• Job Vacancy Notices

Committees

The Association has several committees that assist with the administrative functions of the organization. These committees are:

Annual Meeting Host Committee

This committee is responsible for the planning of the physical arrangements for the Annual Meeting. Normally this committee is composed of representatives from member institutions in the same geographic location as the Annual Meeting site. The Chair of the Host Committee serves as a member of the MAPPA Board for the year preceding the Annual Meeting through the Board Meeting at the end of that year.

Membership Committee

This is a subcommittee to the APPA Membership Committee. The purpose of this committee is to recruit new membership and deal with member-related concerns of existing members. There should be representatives from each MAPPA state on the Membership Committee. This is a subcommittee of the APPA Membership Committee and the Chair of this Committee is a member of the APPA Membership Committee.

Program Committee

This Committee is responsible for the development of the educational programs for the Annual Meeting. The committee shall be comprised of the MAPPA Education Committee and two at-large members chosen by the Chair. The Chair of this Committee is the President Elect.

Scholarship Committee

This Committee, which is chaired by the immediate Past President, reviews Midwest Region applications for scholarships to the Institute for Facilities Management and any of the programs within the Leadership Skills Academy (Personal Effectiveness Skills Program, Organizational Skills Program, or Professional Skills Program) and makes recommendations to the MAPPA Board for the awarding of scholarships. 

Applicants for scholarships for the APPA Institute for Facilities Management should print out and complete the Scholarship Application Form available at APPA's web site. Note the "Other Information," "Supervisor's Evaluation," and "Institutional Member Representative's Endorsement" sections at the end of the form. The Application will be considered for one of five MAPPA Scholarships and one of two (one for each Institute) APPA Scholarships. The MAPPA Treasurer will pay the full tuition directly to APPA for those awarded MAPPA Scholarships and will reimburse documented travel expenses up to $400. 

The applications must be received by the immediate Past President by May 31 for the September Institute in the same year. Normally, a maximum of three of the five MAPPA Scholarships for the September Institute will be awarded early in June. Applications for the January or September Institute of the following calendar year should be sent to APPA and the MAPPA Past President by August 15 to be considered for scholarships from either organization. 

Applicants who were not awarded a MAPPA Scholarship for the current year's September Institute in June will also be automatically considered for the following year's Institutes unless they notify the Past President otherwise. Applicants from the combined pool who are not awarded the remaining available MAPPA Scholarships will be considered for the two APPA Scholarships, which do not include travel reimbursement. In summary ...

Criteria for selection include ...

• Reasons given for wanting to attend

• Recommendation from the Physical Plant Director/CFO of the school

• School must be a member of APPA and MAPPA

• Preference for small schools

• Only one from each school per calendar year

• Elapsed time since the same school received a scholarship

• Level of activity in MAPPA

MAPPA will normally fund three full tuition scholarships each year to any one of the programs in the Leadership Skills Program, described at this web page. In addition, MAPPA will reimburse documented travel expenses up to $400 for each scholarship recipient. There presently is no APPA scholarship form available. Applicants for the Leadership Skills Scholarship should provide information in the general format used in the Facilities Management Institute Scholarship Form described earlier. 

To provide adequate time for evaluation, applications should be submitted three months before the beginning of the program requested. Applications received later will be considered but will have a lower probability of funding. The application for scholarship should be sent to the immediate Past President of MAPPA and the requests for travel reimbursement to the MAPPA Treasurer.

Education Committee

The Education Committee enhances communication and information about existing training and educational programs and opportunities available to MAPPA institutions. In addition, the Committee augments the Program Committee and assists in the planning and execution of the MAPPA annual meeting. The Committee is comprised of a Chairperson, who also serves as the MAPPA representative on the APPA Education Committee, and eight members: four from institutions without dedicated training personnel (small schools) and four from the Big Ten Trainers' Team (large schools). The goal is to have all member states represented on the Committee. Members shall serve a minimum of two years and a maximum of three years on the Committee.

Annual Meeting Site Selection Committee

This Committee determines the sites for Annual Meetings in accordance with the guidelines established by the MAPPA Bylaws. The Committee is comprised of the Past President and the Junior and Senior APPA Representatives. Meeting site order is as follows by state:

Meritorious Service Award

Members who have performed meritorious service for the success of the Association may be awarded the Certificate of Meritorious Service upon a majority vote of the MAPPA Board of Directors. Such awards shall be made at the Annual Meeting of the Association. Members previously awarded this recognition are:

• Frank Rice - University of Wisconsin

• Charles Codding - Bowling Green State University

• William Domke - Valparaiso University

Presidential Service Award

The President's Award is given at the discretion of the MAPPA President, with the approval of the Board, to recognize an individual who has provided service to MAPPA that is above and beyond the normal expected participation. The award shall be a certificate that will be presented by the President at the Annual Meeting Banquet. No more than three certificates can be awarded on an annual basis.

APPA Awards and Recognition

APPA provides several opportunities to recognize members for their accomplishments. It is suggested that nominations for these awards be coordinated through the MAPPA Board of Directors. Criteria and deadlines for these awards are listed below:

APPA Fellow Award

Deadline for nominations: February 15, annually.
While most awards recognize past achievements, the APPA Fellow designation brings with it both recognition of specific accomplishments to date and expectations for continuing involvement in APPA's leadership program through research and mentoring. This is APPA's highest individual achievement award. Individuals must be an active member of APPA for a minimum of ten years; graduated from APPA's Institute for Facilities Management; completed APPA's Leadership Academy; and completed an approved research project under APPA's Center for Facilities Research.

APPA Award for Excellence

Deadline for nominations: February 15, annually.
APPA's highest institutional honor, the Award for Excellence in Facilities Management provides educational institutions with the opportunity to receive national and international attention for their outstanding achievements in facilities management.

APPA Effective and Innovative Practices Award

Deadline for nominations: February 15, annually.
APPA's Effective & Innovative Practices Award recognizes programs and processes that enhance service delivery, lower costs, increase productivity, improve customer service, generate revenue, or otherwise benefit the educational institution. Entries can describe either a new program or significant restructuring of an existing program or process. This award includes a cash prize and is given to no more than five programs each year.

APPA Meritorious Service Award

Deadline for nominations: February 15, annually.
Each year APPA members bestow the Meritorious Service Award upon the individual member or members who have made significant contributions to APPA and to the profession of educational facilities management. APPA's highest individual honor, the Meritorious Service Award is given to no more than three individuals each year.

APPA Pacesetter Award

Deadline for nominations: January 31, annually.
The Pacesetter Award is the newest addition to APPA's awards profile. The Pacesetter Award is designed to encourage further participation in APPA among those who have already made significant contributions at their regions or chapters. Up to seven Pacesetter Awards may be given each year.

Protocol for APPA Officers
at MAPPA Events

It is customary for each region of APPA to extend a formal invitation to the APPA President, or their designated representative, and the APPA Executive Vice President and their spouses to attend the MAPPA Annual Meeting. APPA appropriates a portion of its annual income to pay the expenses for these individuals to attend regional meetings. As a result, MAPPA is under no obligation to reimburse APPA or the individuals involved for their travel expenses or housing.

The invitation to attend is normally accomplished in the following manner - The Senior Representative informs the APPA Officers of the Annual Meeting dates at the APPA Annual Meeting one year prior to the MAPPA Meeting and extends a verbal invitation. In February, an official invitation is extended by the Regional President. At least sixty days prior to the MAPPA Annual Meeting, the Annual Meeting Host confirms their attendance with the details related to housing and their place on the program.

Normally the registration fee and meal charges for these individuals and their spouses are waived. The APPA Officers should be introduced to the membership at the opening ceremonies. This not only makes the officers feel welcome, but also serves to identify them to those members who might not have previously met them. At the banquet, the highest-ranking APPA official present and their spouse should be seated at the head table.

MAPPA Representation
on APPA Committees

The MAPPA President, after consultation with the MAPPA Board of Directors, shall recommend to the APPA President members of MAPPA as candidates to serve on the various APPA Committees. The actual appointment to serve will be made by the APPA President. Appointments to APPA Committees are normally three years in duration. The APPA Committees are:

• Educational Program

• Information Services

• Membership

• Professional Affairs

• Awards and Recognition

Partnerships and Alliances

MAPPA will support and encourage involvement in all Partnerships and Alliances that may be established between APPA and other Professional Organizations in order to promote and facilitate the professional development of our members.

MAPPA Presidents

Suggested Order of Business for MAPPA's Calendar of Events

October

• Annual Meeting

• Board of Directors meeting - Annual Meeting

• Election of Officers on Tuesday morning of Annual Meeting

• Installation of Officers - Tuesday evening of Annual Meeting

• Publish newsletter

November

• Publish newsletter - to include Treasurer's Report and new Officers

• President publishes agenda of December Board Meeting

• President appoints members to MAPPA committees

• Senior Representative calls for nominations to APPA offices

December

• President Elect appoints Program Committee - one member from each state

• Board Meeting at site of the next Annual Meeting

• Senior Representative submits written report to APPA

• Senior Representative submits nominations for APPA offices

January

• Program and Host Committees meet

• Host Committee develops prospectus for vendor displays at Annual Meeting

• Junior and Senior Representatives and Past President attend APPA Board Meeting

February

• Publish newsletter

• President distributes tentative Annual Meeting budget to Board

March

• Program Committee selects speakers for Annual Meeting

April

• MAPPA representatives to APPA Committees meet with appropriate committees

• Program Committee finalizes program for Annual Meeting

May

• Publish newsletter (tentative program for Annual Meeting, agenda for Membership Meeting at the Annual APPA Meeting, proposed Bylaw changes to be voted on at the Annual APPA Meeting)

• APPA Committees continue meetings

• MAPPA President identifies representatives to APPA Committees for next year and submits to APPA President Elect

June

• President distributes agenda for MAPPA Board Meeting at Annual APPA Meeting

July

• Annual APPA Meeting

• President conducts Board and Membership Meetings at the APPA Meeting

August

• Publish newsletter (call for nominations to MAPPA offices, Program and registration information for MAPPA Annual Meeting, possible amendments to Bylaws, slate of officers and continue call for nominations)

• President identifies possible candidates for Meritorious Service Awards

• President Elect orders plaque for outgoing President

• Scholarship Applications submitted by member institutions to APPA

September

• President has gavel engraved with President Elect's name

• APPA returns Scholarship applications to MAPPA for consideration at the Annual Meeting