Dear Management Representative:

We represent the Executive Committee of the American Society of Ichthyologists and Herpetologists, an organization of approximately 2,700 members engaged in the study of fishes, amphibians, and reptiles. Our Society, which was established in 1915, has traditionally relied upon volunteers to conduct the business functions of ASIH. As Co-Chairs of an Ad Hoc Committee to Investigate Professional Management, we have been asked by the Executive Committee of ASIH to investigate the possibility of contracting with a professional business management organization, for the purpose of managing many of the functions currently handled by volunteers. We are now initiating the process of identifying appropriate management organizations and requesting competitive bids for the services we seek. As an organization with a history of service to professional societies similar to ours, we are asking that you consider tendering a competitive bid for such services, for consideration by our Board of Governors.

Enclosed you will find a detailed prospectus that outlines the significant aspects of our Societyís administrative structure and financial status, including copies of our year-end financial statements for 1998. You will also find a list of specific business and conference services that we would expect from a professional management organization, as well as some additional services that are not essential but may be desirable. In addition, we urge you to visit our website (http://www.utexas.edu:80/ftp/depts/asih/) for additional information concerning ASIH.

Ideally, we would like to be able to consider this matter at our next annual business meeting, which will be held on 24 June 1999 at Pennsylvania State University. We realize that this presents an ambitious time frame in which to prepare our Society to make such an important decision. However, the Board has been advised that it may be asked to consider the issue of professional business management at its meeting in June. For our part, we are prepared to provide you with any further details you may need regarding the administration or financial condition of ASIH. We are also prepared to meet with a representative of your organization, if necessary, in advance of our Board meeting this June. 

As Co-Chairs of the ad hoc committee, please direct your correspondence and inquiries concerning this matter to Dr. Savitzky at the e-mail address, telephone number, or postal address above. As you consider this request for a competitive bid, please feel free to contact us at any time. The decision to move to professional business and conference management would be the most far-reaching administrative action our Society will have undertaken since its inception. We appreciate your involvement in this important process, and we look forward to receiving a competitive proposal for your services. 

Sincerely,

Alan H. Savitzky Immediate Past-President, ASIH

Lawrence M. Page Treasurer, ASIH

Name of Organization:

American Society of Ichthyologists and Herpetologists (ASIH)

Address of Business Office:

c/o Dr. Robert K. Johnson, Secretary
Grice Marine Laboratory
University of Charleston, SC
205 Fort Johnson Road
Charleston, SC 29412
Telephone: 843-406-4017
Fax: 843-406-4001
E-mail: johnsonr@cofc.edu
Website: http://www.utexas.edu/depts/asih/

Purpose of Organization:

- From the ASIH Constitution:
"The object of this Society shall be to advance the science of the study of fishes, amphibians, and reptiles."
- Mission Statement:
"The American Society of Ichthyologists and Herpetologists is dedicated to the scientific study of fishes, amphibians and reptiles. The primary emphases of the Society are to increase knowledge about these organisms, to disseminate that knowledge through publications, conferences, symposia, and other means, and to encourage and support young scientists who will make future advances in these fields. The programs of the American Society of Ichthyologists and Herpetologists are part of a global effort to interpret, understand, and conserve the Earth's natural diversity and to contribute to the wise use of natural resources for the longterm benefit of humankind."
- Founded in 1915
- Most members of ASIH are academic biologists and graduate students working in universities and museums around the world.

Governance and Administrative Structure:
ASIH operates under a Constitution and Bylaws, which determine the administrative structure.

- Current Officers:
President: Robert C. Cashner
President-Elect: Harry W. Greene
Secretary: Robert K. Johnson
Treasurer: Lawrence M. Page

- Executive Committee:
-Consists of the following officers:
President, President-Elect, immediate Past-President, prior Past-President, Secretary, Treasurer, Editor, Chair of the Long Range Planning and Policy Committee, and Chair of the Endowment and Finance Committee
- Meets annually at the annual meeting of the Society

- Board of Governors, consisting of:
- Incumbent officers of the Society, all living Past Presidents, and approximately 50 elected Governors (each of whom serves for five years) - Total size of the Board of Governors: approximately 80
- Meets annually at the annual meeting of the Society

- Committee Structure:
Standing committees: approximately 16
Continuing committees and representatives: approximately 17
Recurring committees: approximately 7

- All current policies are enumerated in the ASIH Procedures Manual Available online at the Society website (http://www.utexas.edu/depts/asih/pubs/policy/Policy41.html)

Membership and Dues:

- Total membership: approximately 2,770
- Approximate number of members by category (dues in parentheses):
Regular: 1,350 ($50.00)
Student: 725 ($25.00)
Foreign: 280 ($50.00)
Life: 200 ($1250.00 = 25 times regular annual membership)
Associate: 50 ($10.00; for second membership in same household)
Sustaining: 30 ($65.00)
Honorary Foreign: 35 ($0.00)

- Approximate number of institutional subscriptions to journal (cost in parentheses):
Domestic: 745 ($90.00)
Foreign: 300 ($90.00)

Financial Information:

- See attached copies of year-end financial statements for 1998.
- ASIH is a nonprofit organization
- ASIH was incorporated in the District of Columbia, 22 November 1945
- Fiscal year: corresponds to calendar year
- Authorization to sign checks resides with the Treasurer
- Membership dues and subscriptions presently are remitted directly to Allen Press (Lawrence, KS)
- Several restricted accounts provide support for small grants made to students and for awards made to students and senior investigators in recognition of meritorious achievement
- A General Endowment Fund was established in 1992 -Investment decisions are made by the Executive Committee upon the recommendation of the Endowment and Finance Committee

Publications and Editorial Policy:

- Copeia, the primary publication of ASIH, is a scholarly journal
Published quarterly
Contains approximately 1,000 pages per year
Published by Allen Press (Lawrence, KS)
Current printing cost for Copeia is approximately $100,00

- Editorial control is vested in the Editor
Editorial policy is determined by Board of Governors upon the recommendation of the Editor and the Editorial Policy Committee (which includes the Editor, approximately eight section editors, and the Secretary)
- Membership directory is published every several years
- Newsletter in under development and may be published only electronically
- Additional works are published irregularly as approved by the Board of Governors, upon recommendation of the Committee on Special Publications
- Further information concerning Society publications is available on the website (http://www.utexas.edu/depts/asih/pubs/pubs.html)

Meetings:

- ASIH holds one annual meeting
- Meeting site varies each year
- Most, but not all, recent meetings have been held on the campuses of major universities
- Attendance at meetings ranges from approximately 700-1500

Spouse/guest attendance: approximately 10-20%
- ASIH often meets jointly with two to four other professional societies with similar interests
- Events at annual meeting include:

Presentation of plenary lectures and scientific papers
Business and committee meetings
Workshops
Social events
Exhibits (primarily commercial vendors)
Field trips
Spouse/guest programs

- Regional meetings: None (There is one regional chapter, which arranges its own meetings, independently of the national organization.)
- Meeting costs:

- Annual meeting costs have varied considerably in recent years
- Registration costs usually have been approximately $150.00 for regular members, $75.00 for students, and $60.00 for spouses/guests
- Housing costs (in university dormitories) have been approximately $25.00 per night (double room, per person)
- Meal plans often have been available through university dining services

- Updated guidelines for hosting the annual meeting of ASIH are under development Additional details on annual meetings for 1995-1999 are available through links from the ASIH website (http://www.utexas.edu/depts/asih/meetings/meetings.html)

Public Relations Program:

- None
- A public education program is under development

Governmental Relations Program:

- None
- The Environmental Quality Committee and Executive Committee occasionally comment on public policy issues on which the Society can offer special expertise.

Website:

ASIH currently manages its own site on the World Wide Web, using a combination of contractual and volunteer service.

The following list includes those services that the American Society of Ichthyologists and Herpetologists (ASIH) expects from a professional business management organization.

Financial Services:



1. Establish a checking account for ASIH (at the highest possible rate of interest)

2. Deposit into that account income from the following sources:

Membership dues and subscriptions
Sales of special publications
Page charges (contributions toward publication costs for journal articles)
Sales from use of mailing list
Royalties
Contributions (donations)


3. Confirm that all payments due ASIH are collected

4. Transfer of funds from checking account into other accounts maintained for special funds.
For example, contributions to the General Endowment Fund should be deposited in the appropriate account. Reports of fund transfers should be sent periodically to the Treasurer and the appropriate oversight committees of the Society.

5. Pay invoices as received from Treasurer.
Treasurer will receive invoices and forward to management organization with authorization to pay.

Monitor balances in the following special funds and provide information on those funds as requested: General Endowment; Life Membership; Gaige Award; Raney Award; Storer Award; Stoye Award; Gibbs Award; Fitch Award; Student Travel Award

Maintain and manage portfolio of Society investments, possibly including mutual funds, certificates of deposit, U.S. Treasury Notes, common stocks, savings accounts, etc. This service may include researching and recommending to the Society investment options and strategies. It would be conducted under the oversight of the Treasurer, Executive Committee, and Endowment and Finance Committee

Prepare documentation as requested for annual audit and arrange for the completion of that audit.

Possibly store and sell back issues of Copeia and special publications.

Annual Meeting:

1. Identify sites for hosting the annual meeting of the Society
This service would include:

Working with Society officers and committees to select geographic locations for future meeting sites

Obtaining and evaluating competitive bids from conference centers and/or universities to host the annual meeting, including the establishment of the lowest possible conference fees, room rental rates, and housing costs

Providing logistic support in organizing the scientific and social program for the annual, in conjunction with the appropriate officers and committees of the Society and any designated local representatives

Providing logistic support prior to and during the annual meeting, such as handling pre-registration, onsite registration, spouse/guest programs, liaison with conference center or hotel staff, etc.

Other Society Business Functions:



1. Organize and distribute business materials to the Board of Governors in advance of the annual meeting

Maintain archives of committee files and other business activities of the Society

Possibly maintain the ASIH website or interact with our current Webmaster on an ongoing basis

Possibly retain legal counsel on behalf of the Society, in the event that routine consultation on legal matters is required

Assist with marketing the Society and its publications, including attracting new members and institutional subscribers

Solicit advertising or exhibitors in association with the annual meeting and perhaps the newsletter (Note that the Copeia does not accept advertising.)