2018 ACLS Annual Meeting Philadelphia

Conference of Executive Officers (CEO) 2018 Spring Meeting

Meeting of the CEO

April 28, 8:00-11:30 am Bromley/Claypoole

Jim Grossman, Chair, Executive Committee of the CEO, American Historical Association

Agenda

1. Business Meeting a) Welcome from the Chair b) New Member Introductions c) Elections to the Executive Committee of the CEO d) Update on Learned Society Data Collection Efforts e) Report on Meeting of the ACLS Board of Directors

2. ACLS Leadership Transition – Pauline Yu and Steve Wheatley

3. Report on NHA Activities – Stephen Kidd, Executive Director, National Humanities Alliance

4. Development: Planned Giving – Kathleen Heins, ACLS, Director of Philanthropy

5. Choosing an Auditor (and more) –Nancy Kidd, American Sociological Association; Craig Klafter, American Society for Legal History

6. Visualizing PhD Career Paths – Jim Grossman, American Historical Association

7. Small Group Discussions Suggested topics: Diversity and Inclusion (beyond policy and principal), Financial Viability, Benefits Beyond the Conference, Membership Retention You may also organize the discussion around any topics that are of interest to the group. Small (under 1,000): moderator-Julie Van Camp, American Society for Aesthetics-Cook Medium (1,000-2,499): moderator- Lisa Berglund, American Society for Eighteenth-

Century Studies-Frampton Medium/Large (2,500-5,999): moderator-Amy Newhall, Middle East Studies Association-

Flower Large (over 6,000): moderator- Emily Kirkpatrick, National Council of Teachers of

English-Bromley/Claypoole

8. Grab Bag/Ideas for November Meeting – Jerry Hauser, Rhetoric Society of America (moderator)

Wrap-up

Optional Post-Meeting Discussion: Counsel from Taylor, Whiteford & Preston will be available for questions. (11:30 am-12:15 pm)

Upcoming Meetings

Learned Society Leadership Seminar, September 17, 2018 Facilitator: Bruce Lesley

2018 CEO Fall Meeting, Tampa Bay, FL, November 1-4 (Thursday-Sunday)

2018 ACLS Annual Meeting Philadelphia, PA

Conference of Executive Officers (CEO) Spring Meeting April 28, 2018

PARTICIPANTS

* Member of the Executive Committee of the Conference of Executive Officers

Mark D. Agrast, Executive Director, American Society of International Law

Suzanne Moyer Baazet, Executive Director, African Studies Association

David Barclay, Executive Director, German Studies Association

Alex Beecroft, Chief Administrative and Financial Officer, American Comparative Literature Association

Lisa Berglund, Executive Director, American Society for Eighteenth-Century Studies

Sandra Bradley, Director of Member Relations, ACLS

Eva Caldera, Associate Secretary and Chief Operating Officer, Phi Beta Kappa

Helen Cullyer, Executive Director, Society for Classical Studies

Margery Berg Daniels, Executive Director, International Society for Third-Sector Research

Mary Ellen Davis, Executive Director, Association of College and Research Libraries

Paul Erickson, Director of Academic Programs, American Academy of Arts and Sciences

*Amy Ferrer, Executive Director, American Philosophical Association

Jack Fitzmier, Executive Director, American Academy of Religion

Candace Frede, Director of Web and Information Systems, ACLS

Ryan Frisinger, Operations Administrator, International Center of Medieval Art

*Jim Grossman, Executive Director, American Historical Association

*Jerry Hauser, Executive Director, Rhetoric Society of America

Kathleen Heins, Director of Philanthropy, ACLS

Warren Hoffman, Executive Director, Association for Jewish Studies

Bruce Janacek, Executive Director, Sixteenth Century Society and Conference

Bob Judd, Executive Director, American Musicological Society

Nancy Kidd, Executive Director, National Communication Association

Steve Kidd, Executive Director, National Humanities Alliance

Emily Kirkpatrick, Executive Director, College Forum of the National Council of Teachers of English

Craig Klafter, Treasurer, American Society for Legal History

Paula Krebs, Executive Director, Modern Language Association of America

John Kutsko, Executive Director, Society of Biblical Literature

Louis Kyriakoudes, Executive Director, Oral History Association

Ed Liebow, Executive Director, American Anthropological Association

Tim Lloyd, Senior Advisor for Partnerships, American Folklore Society

Robert (Jay) Malone, Executive Director, History of Science Society

Caleb Maskell, Executive Director, American Society of Church History

Allan Metcalf, Executive Secretary (former), American Dialect Society

Jim Nafziger, Chief Administrative Officer, American Society of Comparative Law

Amy Newhall, Executive Director, Middle East Studies Association of North America

Hunter O’Hanian, Executive Director, College Art Association

Lena Cowen Orlin, Executive Director, Shakespeare Association of America

*Lynda Park, Executive Director, Association for Slavic, East European, and Eurasian Studies

Elizabeth Prevost, Executive Director, North American Conference on British Studies

Alyson Reed, Executive Director, Linguistic Society of America

Julie Roberts, Executive Secretary, American Dialect Society

Peter Rousseau, Executive Director, American Economic Association

Eleanor Shevlin, North American Liason, Society for the History of Authorship, Reading and Publishing

*Jill Simpson, Executive Director, Society for Cinema and Media Studies

Steven Rathgeb Smith, Executive Director, American Political Science Association

Amanda Jeanne Swain, Administrative Executive Director, Association for the Advancement of Baltic Studies

Gregor Thuswaldner, Executive Director, Austrian Studies Association

Jessica Turner, Executive Director, American Folklore Society

*Julie Van Camp, Executive Director, American Society for Aesthetics

*Andy Vaughn, Executive Director, American Schools of Oriental Research

Carla Zecher, Executive Director, Renaissance Society of America

Steve Wheatley, Vice President, ACLS

Pauline Yu, President, ACLS

April 2018

2018 ACLS Annual Meeting Philadelphia

Conference of Executive Officers (CEO) Spring Meeting

April 28

Elections to the Executive Committee of the CEO

The Executive Committee is composed of seven members of the CEO. Members of the Executive Committee serve terms of three years, beginning and ending at the semi-annual meeting each spring. Members elected in spring 2018 will serve until spring 2021. Each year a nominating committee is appointed, composed of one outgoing member of the Executive Committee, serving as chair, and two other members of the CEO.

The members of the 2018 Nominating Committee are Jerry Hauser, Rhetoric Society of America, Chair Jack Fitzmier, American Academy of Religion Victoria Long, Society for Music Theory

The Nominating Committee proposes the following slate for two openings on the Executive Committee:

1. Julie Van Camp, American Society for Aesthetics (S)2. Andy Vaughn, American Schools for Oriental Research (M)

Other nominations may be made from the floor.

The seven current members of the Executive Committee and their terms are:

James Grossman, Chair, American Historical Association (2019) Amy Ferrer, American Philosophical Association (2020) Andy Vaughn, American Schools for Oriental Research (2018) Gerard Hauser, Rhetoric Society of America (2019) Lynda Park, Association for Slavic, East European, and Eurasian Studies (2019) Jill Simpson, Society for Cinema and Media Studies (2020) Julie Van Camp, American Society for Aesthetics (2018)

The membership categories (based on individual membership) used for determining service on the Executive Committee are as follows: S (small) = < 999; M (medium) = 1,000–2,499; M/L (medium large) = 2,500-5,999; L (large) = > 6,000.

CEO Spring Meeting, April 28, 2018

Development: Planned Giving at ACLS

ACLS has a planned giving mini-site (plannedgiving.acls.org) that is embedded within its website but managed by an external vendor. Below is the landing page.

[landing page continued on back]

Dear Donor,

We realize that many people who plan to support the American Council of Learned Societies through their estate and/or financial plans prefer to keep their intentions private. However, by letting us know of your plans, we can thank you during your life, and confirm that we are able to fulfill your stated intentions.

Please know that completing this form is non-binding — we understand that you may change your plans at any time. Please also know that all information you share with us is kept strictly confidential.

Kathleen Heins, Director of PhilanthropyAmerican Council of Learned SocietiesPhone: (646) 485-5951Email: kheins@acls.org

Planned Gift Notification – ConfidentialPersonal Information

Name:

Spouse Name:

Address:

City: State: Zip:

Phone: Email:

Date(s) of Birth:

Your Gift Intention

Please provide the following information and attach a copy of the documentation or appropriate language from your will or trust, if available. Please complete all that apply.

I/We want to support the mission of the American Council of Learned Societies through a planned gift as described below:

I/We have included a bequest for ACLS in my/our will or living trust.I/We have named ACLS as a beneficiary of an asset:

Retirement Plan Bank, Investment, or Other Financial AccountLife Insurance Policy Other:

I/We have named ACLS as a revocable/irrevocable (circle one) beneficiary of a charitable remainder trust.

The anticipated value of my/our gift is/will be approximately $ or % of my/our estate. (If possible, please include a copy of the bequest language or other wording describing your planned gift.)

Please provide a general description of the gift provision (such as, asset to be donated if other than cash or securities, how gift is to be used, whether gift is to create an endowment, etc.):

Yes, you may include me/us in listings of planned gift donors.

Please indicate how you would like your name(s) to appear in the 1919 Society listings. (Please note the amount of your intended gift will not be published):

No, please do not include me/us in listings.

Signature(s):

Date:

Return form to: Kathleen HeinsDirector of PhilanthropyAmerican Council of Learned Societies633 Third Avenue New York, NY 10017Phone: (646) 485-5951Email: kheins@acls.org

Date 9/25/2017 Name xx Organization xx Address xx City, State Zip xx Dear xx, The American Historical Association (AHA) is accepting proposals from CPA firms to provide audit and tax services in the fiscal year ending June 30, 2018, with possibility for renewal. We invite your firm to submit a proposal to us by October 31, 2017, for consideration. A description of the Association, the services needed, and other pertinent information follow. Background of the American Historical Association The AHA is a 501(c)(3) nonprofit membership organization founded in 1884 and incorporated by Congress in 1889. The largest professional association for historians in the world, the Association promotes history and historical work through publications (print and digital) an annual meeting, professional development, prizes, ongoing committee activities, and special projects (usually grant funded). Annual revenues are between $4 million and $5 million per year, and the Association employs 19 people in one location. The organization is membership-based and has approximately 12,500 individual members and 600 institutional members worldwide. Major sources of revenue include membership dues, annual meeting registration fees, subscription royalties, job ads, display advertising, outsourced publication sales revenue, and grants. (Note: The AHA receives federal grants, but does not meet the threshold for audit under the Uniform Grant Guidance.) The AHA uses QuickBooks for its general ledger/accounting software and Clear Vantage (CV) for its association management software. The Association’s business office staff consists of the Senior Accountant, Deputy Director, and the Office and Archives Assistant. The Association has a June 30 fiscal year-end, with a requirement to file an audited financial statement with the bank and general membership by September 30 of each year. For informational purposes, please visit our website at www.historians.org. Services to Be Performed Your proposal is expected to cover the following services:

1. Annual audited financial statements in accordance with GAAP 2. Tax filings for the association (990, 990-T, and D-20) 3. Quarterly reviews of internally prepared financial statements 4. Meetings with the AHA’s finance committee, as necessary (including teleconference) 5. Response to technical requests that might arise during the year

All working papers and reports must be retained, at the auditor's expense for a minimum of 7 years. The auditor will be required to make working papers available on request to AHA. In addition, the firm shall respond to the reasonable inquiries of successor auditors, and allow successor auditors to review working papers relating to matters of continuing accounting significance Your Response to This Request for Proposal Your response to this request should include the following information: General

1. Detail your firm’s experience in providing auditing and tax services to organizations in the not-for-profit sector, as well as associations of a comparable size to the AHA, including those that are membership based. Please note whether you currently provide accounting services to any related associations or groups.

2. Describe how and why your firm might be different from other firms being considered,

and why our selection of your firm as our external accountants is the best decision we could make.

3. Discuss commitments you will make to staff continuity, including your relevant staff

turnover experience in the last three years.

4. Please submit information on the firm’s liability insurance coverage. Approach to Audit

5. Identify the partner, manager, and in-charge accountant who will be assigned to our job if you are successful in your bid, and provide biographies. Indicate any complaints against them that have been leveled by the state board of accountancy or other regulatory authority, if any. Indicate any corrective actions that have been taken by the firm with respect to these people.

6. Discuss the firm’s independence with respect to the AHA. Explain how you monitor and maintain your independence on an ongoing basis.

7. Describe how your firm will approach the audit of the AHA, including the use of any Association personnel and the areas that will receive primary emphasis. Also discuss the firm’s use of technology in the audit. And finally, discuss the communication process used by the firm to discuss issues with management and with the finance committee of the Association’s governing Council.

8. Provide a timeline for planning, fieldwork, and expected completion of the audit, delivery of the financial statements, management letter, and tax returns.

Fees and Billing

9. Set forth your fee proposal for the 2018 audit and tax preparation, with whatever guarantees can be given regarding increases in future years. Your fee proposal should also delineate hours by level of staff and billing rates for classes of professional personnel. Describe how you will bill for questions on technical matters that may arise throughout the year.

References and Reports

10. Provide the names and contact information for other similarly sized clients of the partner and manager that will be assigned to our organization for reference purposes.

11. Include a copy of your firm’s most recent peer review report, the related letter of

comments, and the firm’s response to the letter of comments. Key Personnel of the AHA Following are key contacts for information you may seek when preparing your proposal: Dana Schaffer, Deputy Director, dschaffer@historians.org, 202-544-2422, ext. 114 Betsy Orgodol, Senior Accountant, borgodol@historians.org, 202-544-2422, ext. 110 Please send requests for additional information to Betsy Orgodol, Senior Accountant. Please send an electronic copy of the complete proposal by October 31, 2017 to Dana Schaffer, Deputy Director. Evaluation of Proposals The AHA will evaluate proposals based on the experience and reputation of the firm, completeness and responsiveness of the proposal, and proposed cost. This includes a review of the firm’s peer review process and related materials, interviews with senior engagement personnel to be assigned to our Association, results of discussions with other clients, and the firm’s completeness and timeliness in its response to us. Please note that the AHA’s Finance Committee and Council are the decision-makers in the hiring of the Association’s external auditor. Proposals will be reviewed in-house as they are received and by our finance committee. Two or three firms may be contacted to present their proposal to senior management and the finance committee. We anticipate selecting an auditor by the end of November 2017 in time to seek AHA Council approval at its regularly scheduled meeting in January 2018. AHA reserves the right to reject or accept any proposal or to waive any irregularities in any proposal deemed to be in the best interest of the organization. Issuance of this RFP does not obligate AHA to make an award. AHA retains the right to award all or parts of this contract to more than one proposer, not to select any proposals, and/or to re-solicit proposals

If you choose to respond to this request, please do so by October 31, 2017. We would also appreciate a response if you decline to submit a proposal.

Sincerely, Dana Schaffer Deputy Director American Historical Association Attachments: Most recent audited financial statements and IRS Form 990

Grab Bag: Management/Operations

Jerry Hauser, Rhetoric Society of America, moderator

This iteration of the ‘‘grab bag’’ session will be focused on managerial and operational issues. After a brief introduction, the moderator will open the floor so that people can air concerns, vexations, puzzlements, and botherations, as well as success stories, relating to the day-to-day running of a learned society. Participants can also put on the table issues and questions they would like to discuss at a future CEO meeting.