Date: September 11, 2002

Reply to: Jennifer T. Garner
Phone: (202) 626-5737
email: jgarner@itic.org

At the May 13-15, 2002 meeting of the INCITS Executive Board, the 2003 INCITS Secretariat Services were approved. At the August 7-9, 2002 meeting of the INCITS Executive Board, the following additional services were added to the list of approved 2003 INCITS Secretariat Services: Develop New Work/Fast Track Facilitator and Recruit and Retain Membership.

a) Review and assure INCITS that all applications for membership on INCITS are in accordance with the procedures contained in the SD-2.

b) Review administrative matters of note for INCITS and its subgroups, recommending or taking action to assist the process, and assure good management practices are followed.

c) Maintain INCITS' accreditation. Achieve successful closure of ANSI audits in a timely manner.

d) Conduct appeals in accordance with SD-2 (5.9).

e) Convey forecasted cost of operations to INCITS no later than September 1st. Provide recommendations on service fees and structures.

f) Prepare and distribute invoices in a timely manner. Issue periodic collection reminders for past due invoices with notification for the possible termination due to lack of payment. Conduct aggressive follow up on unpaid invoices to meet the budgeted revenue stream. Produce timely and accurate accounting statements. Manage efficiently requests for waiver of service fees.

g) Function as the Secretary for INCITS parent: Provide for administrative services, including arrangements for meetings and timely preparation and distribution of documents related to the work of INCITS, including all related action items:

• preliminary agenda/meeting notice four weeks prior (4.3.3)
• document distribution two weeks prior (4.3.4)
• final agenda two weeks prior (following close of items for action, 4.3.4)
• action items timely follow-up such that members can take necessary action
• minutes within four weeks after adjournment of the meeting (4.3.6).

h) Prepare pre-meeting minutes including motions prior to officers preparation meeting.

i) Maintain appropriate records for INCITS and its subgroups, managing file retention in accordance with INCITS and ANSI policy and procedures and legal guidelines.

j) Assist the officers and members of all INCITS Subgroups by providing administrative support, advice, and guidance to them in carrying out their programs of work. Maintain current and accurate database information.

k) Organize annual INCITS' Officer Symposium and Awards Ceremony.

l) Prepare and provide INCITS' Officer Training, monitoring and posting timely status (4.6). Carry out the entire procedure for the appointment or recall of INCITS' Officers.

m) Maintain the INCITS' standing documents.

n) Perform the necessary tasks associated with the required 5-year review of American National (ANSI) Standards (5.2).

o) Perform the necessary tasks associated with the review and approval of draft (ANSI) standards, including the creation of new projects (5.1).

p) With awareness of the INCITS' membership, serve as an INCITS spokesperson to essential, external activities (e.g. ISSB, World Standards Day).

q) Provide web-based distribution of all documents, including minutes, meeting notices, subcommittee activities, contact information, etc. Refresh web site with current and accurate information weekly.

r) Maintain and administer the online store and its associated revenue. Meet targeted sales figures. Negotiate royalties and contracts.

s) Develop enforceable patent and copy right policies. Protect INCITS' intellectual property. Ensure ANSI's patent policy is followed.

t) Administer the online letter ballot system, constructing timely, accurate postings. Ensure the system is available (24/7, advance notification for reasonable maintenance) and that notification of new ballots are distributed. Provide tracking and notification of members in jeopardy.

u) Determine and implement marketing strategy. Increase membership within the technical committees by 5% per annum. Actively prepare press releases to be submitted to no less than three widely recognized industry publications within a week of the event.

v) Processing of JTC 1 and ISO standards projects under INCITS auspices.

w) Review of all sets of minutes before they are distributed to involved committees

x) Increased training of new participants to old TCs

y) Manage general legal issues - IPR, copyright, financial infrastructure for TCs (hotel contracts)

z) Develop New Work/Fast Track Facilitator

aa) Recruit and Retain Membership