Guidelines of Operation
Adopted by the Board of Directors 1/30/03
1. Participation in Proceedings. AAI may participate in court and administrative proceedings, including matters pending before federal, state, or international authorities.
2. Limitation on Lobbying. As a 501(c)(3) entity, AAI shall spend no more than minimal time lobbying before Congress or antitrust authorities.
3. Limitation on Joint Activities. The AAI will generally act independently of other nonprofits and private companies. This will not preclude co-sponsorship of specific events such as symposia, workshops, etc., or participating in programs, rallies, etc.
4. Contributions and Disclosures.
4a. AAI will accept contributions to its general treasury and will maintain a list, available to anyone on request, of all contributors who have given $1,000 or more, cumulatively, since formation of the AAI. This is in addition to disclosures of Form 990 that may be required by law. This policy will be made known in advance, wherever possible, to contributors.
4b. AAI will not disclose amounts of funds received from its contributors, except as required by law.
4c. AAI will not accept earmarked funds from private sources for specific positions, research or statements. The AAI shall not function as a law firm or consulting firm.
5. Government Meetings. When the AAI meets with government officials, we will attempt to establish ground rules for later discussion of the meeting with the press and others, and will abide by any agreement made as to confidentiality, in accordance with law.
Adopted by the Board of Directors 4/28/09
1. Resolution Regarding IRS Form 990 - The AAI Board resolves that a draft Form 990 will be provided to the Board for comment and approval prior to its submission to the IRS.
2. Resolution Regarding Conflict of Interest - The AAI Board resolves that:
2a. In addition to disclosures mandated by law, the AAI will disclose upon request a current list of revenue sources, which have provided at least $1,000.00 cumulatively to the AAI. The amounts associated with each donation will not be revealed. Potential donors are hereby put on notice of this policy.
2b. Directors and Officers shall inform the Board of Directors whenever they have a real or potential conflict of interest or may reasonably be perceived to have a conflict of interest as they represent the AAI, participate in decision-making, or advise the AAI. The Board, upon receiving such notice, will determine whether the Director or Officer shall recuse himself or herself from the matter in question.
2c. Whenever a Board Member, Officer, Advisory Board Member, Employee, Fellow, contractor or pro bono volunteer provides advice within the AAI or proposes to represent the AAI or to place material on the AAI website, he or she must first disclose any conflict of interest to the President, who will determine whether recusal is appropriate. This determination may be appealed to the Board of Directors.
3. Resolution Regarding Whistleblowing - The Board resolves that any employee who believes that someone working for or on behalf of the AAI is violating the law or about to violate the law is encouraged to bring such information to the attention of any Board Member. No employee or contractor who has acted in good faith shall be disadvantaged as a result of such whistleblowing action.
4. Resolution Regarding File Destruction - The Board resolves that minutes and official documents such as tax records and accounting reports shall be maintained in paper files for a minimum of ten years. Matters that are the subject of inquiry by a public authority shall not be destroyed during the pendency of the inquiry. Otherwise, files, including computerized records, may be destroyed at the discretion of the various filekeepers.
5. Resolution Regarding Compensation Process - The Board resolves that compensation shall be determined by majority vote of the Board, with the employee whose compensation is in question, if a Board member, not participating in the vote. The voting members of the Board shall satisfy themselves that the compensation of officers is appropriate. If the compensation does not exceed the highest level of compensation that may be earned by a civil servant working in the District of Columbia, this shall be prima facie evidence of appropriateness.
6. Resolution Regarding Making Certain Policies Public - The Board resolves that its charter and bylaws will be made available upon request and payment of reasonable copying and postage costs. Policies relating to usage of the website, privacy, copyrights, and conflict of interest will be made available to the public on the AAI website no later than the completion of the planned redesign of the website. Financial statements and materials produced by the AAI’s accountants or attorneys will not generally be made available to the public.