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International Reading Association

Board Member Visits to Councils and Affiliates

The IRA Board of Directors
serves to fulfill the goals of the organization as well as to sustain
and support its member councils and affiliates.  Board members
are committed to the well being of councils and interested in the issues
confronted by council members; in fact, most Board members have been,
and continue to be, active in their own councils.   

Board members are available
to attend council and affiliate conferences and other professional development
events, leadership workshops and executive meetings.  IRA Board
members are accomplished speakers with a wealth of information to share
at professional events.  They also appreciate opportunities to
interact with council leaders and members.  Check the IRA Website
for information on the specific presentations or areas of expertise
for each board member <http://www.reading.org/dir/board/index.html>.

IRA Board members use the
time they visit councils and affiliates to promote the Associations
goals and objectives and to encourage membership and participation in
Association activities.  They also use this time to learn about
the achievements of council and affiliate members in and out of the
classroom, to ascertain the issues that members in particular locales
face, and to provide information about developments in education.

Some of the ways Board
members can support your council and the international organization
include:

bringing greetings from IRA at a plenary session or social event
delivering a keynote speech at your conference
presenting a break-out session 
attending an executive meeting or Annual General Meeting
meeting with council members to discuss issues of concern
participating in a Leadership Workshop
making an appearance or providing assistance at a membership or publications
booth

You can assist the Board
member by:

ensuring that arrangements are made as far in advance as possible
making your expectations of the Board member's responsibilities very
clear
providing invitations/tickets for meal functions and social events
informing the Board member about council meetings and events that
may be taking place during a conference
facilitating opportunities  to interact with as many people as
possible at the event
introducing the Board Member at official functions
inviting him/her to join you for meals, receptions or other hospitality
events that might planned by the conference committee

The IRA Board and staff
are committed to ensuring that your council is as successful as possible. 
Please do not hesitate to contact any of them to discuss events and
issues pertaining to your council.

The attached form should
be completed after you have contacted the Board Member and discussed his
or her responsibilities at your council event.

 

The IRA Board members are provided with limited travel
budgets.  Councils/affiliates should share the travel expenses
associated with an IRA Board members visit to their meetings. 
Sharing of expenses enables the Board members to visit more councils/affiliates.

The following policy on
Honoraria and Expenses for Officers, Board Members, and Staff and was
adopted by the IRA Board.

1. When the International Reading Association pays the expense of an
officer, board member, or staff member to give a program presentation
on behalf of the Association, no honorarium may be accepted.  However,
if the person incurs loss of salary or is responsible for paying a substitute
for the time given, this cost may be reimbursed.

2. When
the International Reading Association does not pay expenses, financial
arrangements will be left to the discretion of persons involved.

IRA Board Policy also states
that up to two IRA Board members may be supported for any given event
or conference on IRA travel funds.  This policy is interpreted
to mean that IRA funding even though these funds may not support the
total cost of a particular visit may support only two IRA Board members.

Procedure to follow for
requesting a visit from a specific individual IRA Board member:

 
Plan your invitation process well in advance of the event.

   
Note: Please avoid requesting an IRA Board member to visit your council
or affiliate on the dates for future IRA Board meetings.  The projected
meeting dates (subject to change) are:

For 2004: January 15-17;
April 30-May 1; July 24-25; and Sept. 16-18

For 2005: January 20-22;
April 28-29; July 15-16; and Sept. 15-17

  Make sure you have
a copy of the Board Member Visitation Request Form (included in this
packet).

 
Identify the individual in your council/affiliate who will complete
the Board Member Visitation Request Form and who will continue and confirm
arrangements.

 
On this Request Form: 

list dates and
location of the activity, roles and responsibilities: expected of the
Board member, and the cost-sharing for that members travel expenses
indicate who
should make the Board members arrangements for lodging and for travel
to and from the lodging site and the air or train terminal
identify the