VACC

PROPOSAL ON ASSOCIATION MANAGEMENT SERVICES SMITH MOORE & ASSOCIATES

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EXECUTIVE SUMMARY

The Vascular Access Certification Corporation (VACC) must periodically review any engagement and vendors to ensure their agreements continue to meet the needs of the organization. VACC has expressed a need for services in Finance, Meetings, Website Management, Marketing, and Certification management.

MISSION STATEMENT

The mission of the Vascular Access Certification Corporation (VACC) is to facilitate demonstration of cognitive competence through accredited certification in the specialty of vascular access.

AN INNOVATIVE APPROACH VACC has taken great care to develop a detailed threeyear strategic plan. In this proposal, we go beyond that foundation and offer a creative approach to advance VACC’s objectives around identifying the needs of current and future stakeholders for purposes of marketing, messaging, and education. Assistance in the creation of the specialty Certificate of Mastery (COM) Programs.

Support and improve the people, business processes, and technology, while always ensuring Financial Stability.

SMA has taken the four Strategic Domains that came from your strategic plan to serve as the basis for our approach and provided examples of the “value added” capability of the SMA team.

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1 - AWARENESS, ADVOCACY, AND MARKETING With award-winning expertise in communications, graphic design, branding, campaigns, and marketing, SMA will work to develop customized marketing collateral and to increase awareness among patients, hospital management, and consultant firms as outlined in VACC’s strategic plan.

Technology and the ongoing pandemic, are forcing the world to change how we work, learn, and interact with each other every day. We will use both traditional and new media to attract new participants into VACC’s programs, deliver creative education and program content, and promote VACC externally. Developing a targeted social media plan to current certified individuals will keep VACC top of mind.

Increasing the external profile of VACC as noted in the Strategic Plan will expand overall recruitment for the certification program, while showing the importance of quality education to the efficiency and safety of healthcare institutions.

SMA would suggest a “kit” for prospective certification candidates to better sell the program. For employers who often underwrite the cost of the certification, it would be helpful for the professionals who are seeking that support to have a “plug and play” justification describing the value and benefits of the program to employers and their organizations.

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2 - ACCREDITATION CERTIFICATION AND CREDENTIALING (INCLUDES EDUCATION) The three-year plan includes opportunities for refinement of current program offerings. We can tell the body of knowledge exists within the organization, it’s simply a matter of organizing the data and managing the process as it grows.

Our team of professionals take pride in their organizational and project management skills. We have in-house marketing and creative staff. This allows for keeping it all tied together as a cohesive project. Simplifying and allowing great efficiencies when marketing the COM Program and other education while developing your own Continuing Education offerings.

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3 - PEOPLE, BUSINESS PROCESS, AND TECHNOLOGY Looking at ways to bring greater efficiency to VACC, while maintaining a sense of connectedness and involvement will be a top priority. New technologies can assist with these efforts. Ensuring there is a comprehensive knowledge of the existing technology, while still being open minded about new technology will keep VACC mindful of the future.

Additionally, on the lower-tech end, the Strategic Plan identifies work to analyze the Board structure and training to ensure effective use of volunteer resources and maintaining business continuity by developing an emergency preparedness plan.

At this time of change, it is wise to ensure that the overall structure still aligns with core goals and objectives. SMA has extensive expertise in all aspects of organizational governance for 501c3s, along with a large network of independent audit teams.

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4 - FINANCIAL STABILITY Membership in VACC has been increasing for the last three years. Going forward, we must secure that growth and seek to accelerate it. Job one will be to ensure continued industry support by fostering existing relationships with key people and organizations. Seeking partnerships with companies and organizations that share the vision of safety and efficiency for all vascular access will be a key avenue for new relationships.

A marketing angle to support these efforts could include the collection of testimonials from current partners, certification holders and participants at VACC education events. The focus would be on the value realized from their support of the organization. If done on video, these vignettes could be used on the website, on social media, and anywhere we need to increase our presence.

Becoming more familiar with the motivation that drives existing partners will be important to identifying how to maintain and grow this support.

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MEETING THE IMMEDIATE NEEDS AND FULFILLING FUTURE GOALS Following transition meetings with the current association management team, SMA will evaluate unmet 2020 goals and focus on near-term 2021 priorities to develop a plan to fulfill immediate needs. SMA also will confirm existing commitments for programs, sponsorships, and governance participation. SMA has identified specific approaches to fulfill the Strategic Plan initiatives as described in this proposal. These ideas will be vetted through the appropriate governance channels, along with already identified actions to fulfill the organization’s goals going forward. SMA will provide VACC with a proven team of association management professionals who will oversee the transition, fulfill immediate needs of the organization as well as position themselves quickly to tackle the strategic initiatives identified by VACC. Elizabeth Cardwell will serve as the Executive Director. Elizabeth will be supported by Justin Lewis who is a partner in SMA and Chief Information Officer of the firm. Angelique Grellus will serve as the VACC Association Coordinator. Professionals from Communications, Design, Marketing, Information Technology, Accounting, and Core Services will support Elizabeth and Justin with day-to-day operations of the organization.

JUSTIN LEWIS SMA Partner

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ELIZABETH CARDWELL Executive Director

ANGELIQUE GRELLUS Account Coordinator

WHY SELECT SMA? As a full-service association management and communications firm established in 2006, SMA offers a range of services from full association management to select services and consulting.

SMA believes non-profit organizations are “champions for change.” To successfully achieve change, an association needs to empower their Board leadership and volunteers to focus on the bigger picture—such as industry trends, legislative initiatives, regulatory issues and environmental alterations that can be either challenges or opportunities. The leadership needs to be focused on enhancing the value of engagement by identifying programs and services that increase members’ return on investment. Boards need to ensure their volunteers have a rewarding experience, and that no high-performing members are over-utilized or “burnt out.”

SMA strives to partner with our clients by providing high-quality association management support for day-to-day operations, relieving Boards from operational concerns. SMA will also collaborate with leadership on strategic initiatives to achieve the organization’s mission and vision.

For full-service clients, SMA provides all necessary executive management, including professional staff, computer and office equipment, and office space to support the organization. SMA engages an in-house team of ancillary support professionals with expertise in their respected fields of administration, non-profit accounting, conference and meeting planning, IT, membership, communications, and graphic design. SMA currently has multiple certified professionals on staff (CAE, CMP) and has a strong commitment to the professional development of our team members.

For specific-service clients, SMA provides those selected professionals on staff to operate within the organization in an effective and efficient manner. A variety of consulting services is also available through our staff and associates.

Our firm’s values are included in this proposal. SMA staff embraces and embodies these values every day. We have a strong teamwork approach, have fun working together, and enjoy working with our clients. We believe together we can build on VACC’s past success and move the organization into an even more amazing future.

SMA has transitioned clients in a few days as well as transitioning with current executive leadership in place to ensure the changeover is seamless. We provide our clients with a comprehensive checklist to guide the transition.

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BEING THE RESOURCE. We are professionals and as professionals, we recognize that the volunteer leadership are the decision makers of the association. We offer our expertise and professional opinions to support the leadership as they guide the association.

TEAMWORK. We help each other whenever and however necessary, regardless of job titles or responsibilities.

EXCEPTIONAL CUSTOMER SERVICE. We are friendly and courteous, and make every effort to go above and beyond when dealing with our clients’ members.

BEING RESPONSIVE. We value the volunteers’ time. Most client requests are handled within hours (or even minutes) of the request.

CULTIVATING CAREERS. We work with our staff to determine interests and career goals, and nurture these aspirations. Working at Smith Moore & Associates is professionally and personally rewarding.

BEING A PARTNER. We are our clients’ staff. Our office is their office. Client leadership should forget that they are working with an association management company, and client members should never be able to tell the difference.

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PROVIDING EXCELLENT CLIENT RELATIONS. Staff identify and adapt to our client’s culture and interact with them accordingly.

ATTENTION TO DETAIL. When dealing with our clients and their members, we not only answer a request as presented, but we determine the intent of the request and respond accordingly.

EXECUTIVE LEADERSHIP AND PARTNERS

Catherine A. Smith, CAE is SMA’s Chief Executive Officer (CEO). With more than 35 years of experience in association and nonprofit administration on local, state, national and international levels, Catherine founded SMA in 2006. Previously, she served as the executive director of a statewide trade association for 15 years. Catherine graduated from the University of Toledo, Ohio, with a bachelor’s degree in communications and earned a master’s in communications and public affairs at California State University, Sacramento. She received the prestigious Certified Association Executive (CAE) designation from the American Society of Association Executives (ASAE) in 2000 and has presented at state and national forums, speaking on association management and governance issues.

Justin Lewis is SMA’s Chief Information Officer. Justin has worked in the IT field for 20 years and has experience with installation, configuration and support for Internet connections, networks, websites, listservs and more. He has experience in programming languages Python, R and the Web framework Django. Justin is often an invited speaker on association management technology. Prior to joining SMA, Justin was a systems administrator for an Internet service provider, giving him experience and preference for command line interfaces and the Linux operating system. He has knowledge of database administration, including everything from the DOS-based PC File to software such as MySQL, the world’s most popular open-source CORE SERVICES TEAM - ACCOUNT EXECUTIVES, COORDINATORS AND ASSISTANTS ACCOUNT EXECUTIVES

Account Executives (AEs) are the key point of contact between clients’ and SMA and are responsible for managing a client’s overall operations to ensure client and member satisfaction. AEs are responsible for overseeing membership management, event management, accounting, boards and committees, design and communications, general customer service and administration. As lead of the client’s team, AEs rely on their collaborative skills and communication to ensure client needs are effectively translated and addressed.

Representing SMA’s core services, AEs are carefully selected based on proven skills and a positive attitude as well as demonstrated enthusiasm. Below is an overview of SMA’s Account Executives.

Carmen Berry has provided years of high-level services to a multitude of nonprofit organizations and is certified in Virtual Event and Meeting Management. Her extensive background in association management results in strong organization, direction and strategy for SMA clients. Carmen previously served as the Director of Membership for a Sacramento association management company where she increased clients’ educational offerings and focused on increasing clients’ returns and profit margins. Thoughtful and thorough, Carmen is known for her attention to detail and professional work product. She is forward-thinking and keeps a creative eye on opportunities for growth while addressing challenges to uncover rewards for clients and SMA. Elizabeth Cardwell, Certified Meeting Professional (CMP) joined SMA in 2007. Prior to that time, she worked in the communications office of the California Department of Alcohol and Drug Programs where she served as the assistant to the Public Information Officer. Since that time, she has incorporated that knowledge and experience into her role as an AE. Elizabeth has a bachelor’s degree in interpersonal communications from California State University, Sacramento. In 2012, Elizabeth received the CMP designation from the Events Industry Council (EIC). She is known for her attention to detail and excellent follow-through with clients in all areas of management, including board and committee work; membership and events; and communication and more.

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Sarah Erck, Certified Meeting Professional, CMP joined SMA in 2013 after serving as a co-owner of a local family business. While there, Sarah managed product and service contract negotiations, branding, employee management and human resources, as well as supervised customer service and vendor relationships. Additionally, she represented the company at tradeshows and professional association events.

Sarah has applied her experience in astutely managing client operations. In 2017, she earned the CMP designation from the Events Industry Council (EIC). Sarah graduated from Diablo Valley College with an associate degree in liberal studies and later earned a paralegal certification from St. Mary’s College of California.

Yelena Martynovskaya has been with SMA since 2007. Yelena is an exceptional multi-tasker on behalf of clients. She particularly excels in organizing process; accessing technology to address client needs as well as data collection and analysis to yield excellent outcomes for clients. Her focus on creative solutions leads to increased client satisfaction. Yelena graduated from California State University, Sacramento, with a master’s degree in art studio and is an accomplished artist. She has exhibited through the Sacramento Center for Contemporary Art and The Verge Gallery in Sacramento, California.

ACCOUNT COORDINATORS

Account Coordinators (AC) are a key member of a client’s team. ACs are responsible for numerous work processes on behalf of clients. Providing direct support to AEs, ACs perform autonomous tasks relating to membership renewal, database maintenance, exhibitors and sponsors, accounting, marketing e-blasts and boards and committees. ACs work directly for the AEs and oversee the work of Account Assistants.

Angelique Grellus has an extensive background in customer service and communications. Angelique is exceptional at managing complicated projects while staying focused on details and outcomes. Her patience and determination are assets in dealing with stressful situations and bringing them to a successful close. Angelique has a bachelor’s degree in psychology from California State University and is a strong asset to the SMA team.

Abi Hague has a background in working as a member services representative with a large statewide trade association. She excels at member services, event support and database management. Abi’s kind and skilled approach to addressing the client’s needs is an asset to both the client and the SMA team.

Zach Seals has a background in both customer service and administrative work. As an AC, his responsibilities include database and member account management, communications, event assistance, and committee support. Zach’s experience and professionalism translate into his ability to handle anything that comes his way. He focuses on superior customer service that results in delighted clients.

ACCOUNT ASSISTANTS

Account Assistants (AA) are members of the core association management team. Working closely with ACs, AAs closely manage the membership database for clients and coordinate with accounting on invoicing, event registration, dues renewal and post event accounts receivable. They play a key role on event preparation, including creating name badges, packing collaterals and materials for onsite services and support to facilitate timely, effective events.

Rayneedae Garcia has experience in multiple professional fields with an emphasis in communications.

Prior to joining SMA, she worked in public affairs and communications at a statewide trade association.

Rayneedae places an emphasis on concise, transparent and effective client communications. Her can-do attitude leads to positive results. Rayneedae has a bachelor’s degree in public relations, communications from Sacramento State University.

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Wesley Lee graduated from University of California, Davis with a degree in physiology. He has a strong customer service background having worked in the food and healthcare industries. Wesley puts his SMA team and clients first and strives to bring his charisma & efficiency skills into his member services role.

Kristina McKittrick recently joined SMA having worked for several years in customer service and event planning with organizations across the United States and internationally as well. Kristina focuses on responsive communications and problem solving for clients. She earned her bachelor’s degree with a double major in political Science and international studies from Elon University in North Carolina.

SMA DESIGN AND COMMUNICATIONS TEAM

SMA Communications Team (SMA Launch) supports the membership and events’ teams in developing and distributing effective communications. With a focus on providing marketing support and sterling design and communications, Launch includes employees focused on marketing strategies, branding, graphic design and layout, web design, photography and more. SMA believes transparent, efficient and compelling communication is a core client service.

David Blue Garrison is the SMA Director of Marketing and Design Development. He is responsible for the design and layout of marketing and communication materials for client conferences and education events as well as branding. With a background in editorial design, David has ten years of working in the freelance world creating more than 100 publications and marketing materials for art organizations in Sacramento.

Audie Whitt is the SMA Communications Director. With experience in graphic and web design, he is responsible for providing clients with innovative publication designs and website updates. Audie serves as the liaison between the communications and IT departments to ensure the client’s brand remains cohesive.

He earned a bachelor’s degree in art studio.

Dayna Dixon is the Senior Graphic Designer/Marketing Coordinator. Dayna works comfortably in all forms of graphic design in illustration and brings a fresh perspective to client projects. With a focus on working with client exhibitors and sponsors, Dayna ensures consistency of design with branding. She graduated with a bachelor’s degree in graphic and web design from the Rocky Mountain College of Art and Design.

INFORMATION TECHNOLOGY (IT)

SMA Information Technology Team (SMA Drive) is responsible for supporting the technological needs and objectives of the client by staying abreast of the best practices and tech trends. This team will consistently and appropriately push the client forward in advanced, affordable, productive, and intuitive ways. SMA Drive connects our departments and the clients to powerful innovation.

Amanda Rae Smith, SMA’s Information Technology Coordinator is a key member of SMA’s information technology infrastructure, which is led by executive leader, Justin Lewis. Amanda is SMA’s Information Technology Coordinator and focuses on the development of client websites, databases, email systems and software solutions. Before developing her IT skills, she worked in a physical fitness center and honed her excellent customer service skills. Amanda is creative and has can-do attitude as she works on a wide variety of projects.

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SMA FINANCE TEAM

The Finance Team is responsible for GAAP compliance, accounting procedures, creation of financial reports and budgets, tax and audit oversight, investment policies and AR reports.

Sandy Goree is SMA’s Controller. With over 25 years in accounting management and nonprofit accounting, she has a thorough knowledge of accounting policies and procedures, human resources, budgeting, internal controls, accounting information systems, banking relationships, credit and data processing. She is responsible for the management and leadership of accounting operations. This includes creation of accounting procedures, staff training, GAAP compliance, federal and state compliance reporting, annual audit and 990 oversight, banking liaison, annual budget development, payroll, and monthly financial reporting for board presentation, monthly and annual closings, accounts payable and accounts receivable. Sandy has prior accounting experience in the fields of financial consulting, real estate development, retail sales, financial investment and transportation.

Joanie Bockus is an SMA Accountant with more than 35 years of experience. From 1987 to 2013, Joanie advanced from staff accountant to accountant directly below the finance director for Disability Rights California. Joanie excels in GL reconciliation. She is detail orientated and has become invaluable with preparing our Associations for the Audit process. Joanie is more than just a positive person; she is a ray of sunshine in our SMA environment.

Amelia Clarke is an SMA Accountant and brings more than 23 years in accounting and management from a variety of industries, including banking, insurance to non-profits. Amelia was a successful business owner before coming to work with SMA. Because of that, she knows the importance of communication and education. She stays focused on the financial health of her Associations. She understands how to communicate the financial details in a manner that can be understood by non-financial people.

Najib Ghafari is an SMA Accounting Clerk and has 14 years of experience in different international organizations; Creative Associates International Inc., USAID Projects (AWDP) & (BESST) in Kabul Afghanistan, KEEA (Kabul Embassy Employees Association) US Embassy Kabul Afghanistan, and Mehar Aslam Building Maintenance L.L.C In Sharjah UAE,. Notable skills include; administration, finance, accounting, monitoring & evaluation and IT. Najib has a Bachelor degree in Business Administration and Majors in (Management).

Krunal Sagar is an SMA Accounting Clerk. He has been working in the accounting department for 1 year while concurrently working on his bachelors at Sacramento State University. His focus is on the export/import functions of financial data between the data base and the accounting system.

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ADMINISTRATIVE SUPPORT STAFF

Although our clients may not interact directly with this department, they are an integral part of the SMA team. Our administrative staff members keep the firm running smoothly behind the scenes allowing our association management team to focus on our clients needs. Keeping SMA up and running efficiently, effectively and with great organizational infrastructure is this department’s priority.

Angela Kellogg joined the staff in January of 2020 as the Executive Assistant to the Partners of Smith Moore & Associates. Angela graduated from the University of Central Oklahoma with a Bachelor’s in Accounting and a Master’s in Business Administration (MBA.) Angela has an extensive background helping organizations with work in accounting, management, and event planning. Prior to working at Smith Moore & Associates, Angela worked as a Supervisory Financial Analyst at the Forest Service and as a supervisory accountant at a physician management company, but her favorite job was helping couples through their process at an adoption law office. Angela thrives when helping others and problem solving.

Alencia Camargo joined SMA in January 2018 as a high school senior work intern. This position was established to give a local high school student valuable hands-out office experience that could help them as they transition out of high school and into the working world. As an intern and in her current position, Alencia handles special projects, filing, credit card receipt reconciliation, telephones, mail processing and a number of other administrative tasks. Upon graduation, Alencia stayed on with SMA in a part-time capacity as she pursues her degree at California State University, Sacramento where she is majoring in communications- public relations.

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SMA PROPOSED FEES SMA association management contracts are billed as a monthly retainer and includes all of the services listed in your Statement of Work. In addition to that work, SMA’s team of in house Information Technology staff would be able to handle the items listed in 2.51 SUPPORT and 2.5.2 DATABASE MANAGEMENT as part of the retainer. Our creative services staff is in house and can provide as many design hours as you need to support your mission at our standard rate for clients (currently $100/hour). Our team can create virtually everything you need digitally including, but not limited, to logos, save the dates, social media specific images, email blasts, videos, commercials, and animated gifs.

Based on the Vascular Access Certification Corporation Statement of Work Request for Proposals, SMA will provide the Statement of Work (with minor details to be determined in negotiation) for $19,000/month, or $228,000/year. In addition, VACC agrees to allow SMA to include commissionable rates on any hotel contracts negotiated on behalf of VACC. Direct expenses, including staff travel and meal reimbursements, telephone, office supplies used on behalf of VACC, storage, etc, are in addition to the fees outlined above and will be billed back to VACC monthly. SMA provides a detailed invoice with supporting documentation for all reimbursable expenses. SMA does not mark up any of our client’s direct expenses.

SMA outsources client’s tax preparation and audits to an agreed-upon CPA firm. CPA services are billed directly to VACC. Audit preparation hours will be billed separately and only when utilized.

Any expenses incurred on behalf of VACC not included in the annual budget will be preapproved by the organization’s leadership.

TRANSITION A one-time transition fee of up to $7,500 may be incurred for staff hours, transport of archives or other related tasks. Transition costs are billed as actual expenses.

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APPENDICES APPENDIX A - REFERENCES

Russell Palarea, Ph.D.

Association of Threat Assessment Professionals - President 10319 Westlake Dr. #244 Bethesda, MD 20817 (202) 359-1076 rp@oppsych.com Professional society: 3,000 members

Jamil S. Ibrahim PH, PMP, ENV SP

American Institute of Hydrology - President Elect Principal Hydrologist (916) 418-8407 jamil.ibrahim@stantec.com Professional society: 500 members

James D. Burner, MD

California Blood Bank Society - President Associate Professor of Pathology Director, Transfusion Medicine Fellowship Program Associate Director, Pathology Residency Program University of Texas Southwestern Medical Center Medical Director, Transfusion Services, Hemostasis and Apheresis Parkland Hospital and Health Services (214) 648-9198 james.burner@utsouthwestern.edu

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APPENDICES APPENDIX B - ORGANIZATION CHART

SARAH ERCK

ACCOUNT EXECUTIVE

MEMBERSHIP & EVENTS

EXECUTIVE ASSISTANT

CATHERINE SMITH, CEO/PARTNER

ANGELA KELLOGG

YELENA MARTYNOVSKAYA ACCOUNT EXECUTIVE

ZACH SEALS

ACCOUNT COORDINATOR

KRISTINA MCKITTRICK ACCOUNT ASSISTANT

ELIZABETH CARDWELL ACCOUNT EXECUTIVE

ABI HAGUE

ACCOUNT COORDINATOR

ANGELIQUE GRELLUS

ACCOUNT COORDINATOR

WESLEY LEE

ACCOUNT ASSISTANT

sma SMITH MOORE & ASSOCIATES smarter managed associations

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CARMEN BERRY

ACCOUNT EXECUTIVE

ALENCIA CAMARGO

RAYNEEDAE GARCIA ACCOUNT ASSISTANT

RECEPTIONIST

APPENDICES APPENDIX B - ORGANIZATION CHART

IT & COMMUNICATIONS TEAM JUSTIN LEWIS, PARTNER

AMANDA RAE SMITH IT COORDINATOR

AUDIE WHITT

COMMUNICATIONS DIRECTOR

DAVID BLUE GARRISON

DIRECTOR OF MARKETING & DESIGN DEVELOPMENT

DAYNA DIXON

SENIOR GRAPHIC DESIGNER/ MARKETING COORDINATOR

FINANCE TEAM CATHERINE SMITH, CEO/PARTNER

SANDY GOREE CONTROLLER

AMELIA CLARKE ACCOUNTING I

NAJIB GHAFARI

ACCOUNTING CLERK

JOANIE BOCKUS ACCOUNTING I

KRUNAL SAGAR

ACCOUNTING CLERK

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Smith Moore & Associates www.smithmooreassoc.com 700 R Street, Suite 200 Sacramento, CA 95811