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Governing Principles National Association for the Self-Employed, Inc.
ASSOCIATION GOVERNANCE PRINCIPLES AND PRACTICES A. THE ROLE OF THE BOARD OF DIRECTORS -
Direct the Affairs of the Association for the Benefit of the
Members
The Board believes that the primary responsibility of directors
is to oversee the affairs of the Association for the benefit of
the members.
The Board further believes that day-to-day management of the
Association is the responsibility of management and that the
role of the Board is to oversee management’s performance of that
function.
The responsibility of directors is to exercise their business
judgment to act in what they reasonably believe to be in the
best interests of the Association and its members. In
discharging that obligation, directors are entitled to rely on
the honesty and integrity of the Associations senior executives
and its independent advisors and auditors. Directors are
expected to attend Board meetings and meetings of committees on
which they serve, and to spend the time needed and meet as
frequently as necessary to properly discharge their
responsibilities with due care. Directors should review in
advance any information and data that are distributed in writing
to directors before meetings.
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Long-Range Strategy Development
The Board believes that long-range strategic planning and
development should target the fulfillment of the Association’s
mission, vision, and multi-year member goals as approved by the
Board.
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Review of Financial Goals and Performance
The Board approves the annual operating plan consistent with the
goals and strategies prior to the start of the fiscal year and
financial performance periodically, but not less than quarterly,
during the year (actual and in comparison to plan). The Board
also believes it is important to establish and evaluate
longer-term objectives and not to over-emphasize short-term
performance.
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Ethical Business Environment
The Board believes that the long-term success of the Association
is dependent upon the maintenance of an ethical business
environment that focuses on adherence to both the letter and the
spirit of regulatory and legal mandates, as well as the
Association’s Code of Business Conduct and Ethics. The Board and
its oversight committees (Finance, Benefits, and Governance)
expect management to conduct operations in the manner supportive
of the Board’s view.
The Board and committee agenda and materials are established
with legal and regulatory requirements in mind, including
periodic reports by management on various ethical, regulatory
and legal topics. In addition to putting such topics on the
agenda for Board meetings, Board members may request additional
material and presentation from internal and/ or external counsel
whenever they deem it appropriate. Independent auditors will be
retained by the Board to annually report on the Association’s
financial condition and results of operations.
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President’s Performance Evaluation
The Board believes that the President’s performance should be
evaluated annually related to his progress toward long-term
goals and strategies as well as current year results as a
regular part of any decision with respect to the President’s
compensation. The Board and the Governance Committee share this
responsibility jointly. The Board, after approval of the
President’s annual goals, has delegated responsibility to the
Governance Committee to evaluate the President’s performance.
The Finance Committee will evaluate all salary, bonus and
long-term incentive awards. All compensation arrangements will
be included in the President’s employment agreement.
The President’s salary, bonus and long-term incentives will be
approved by the Board (with the President being excused from the
meeting) following the Committee’s action. Discussion of the
President’s performance is part of the ratification process. The
Chairperson of the Board and/or the Chairperson of the
Governance Committee will review comments of the Board with the
President following each such meeting, as appropriate.
The Board believes that evaluation of the President should be an
objective process, based on both qualitative and quantitative
factors, including the execution and performance of the business
processes, accomplishment of long-term objectives, positioning
of the Association for the future, development of management and
leadership of the Association in both the industry and market
segments in which it competes.
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Compensation of Other Association Officers
The Board establishes the compensation and benefits programs for
other Association officers. The Board has delegated oversight of
compensation and benefits plans to the Governance Committee,
under policies and procedures approved by the Board which
include regular reporting to the Board.
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Classification of the Board
Under its Bylaws, the Association maintains a classified Board.
A classified Board provides both appropriate continuity on the
Board and negotiating strength to achieve maximum value for all
members.
The Association’s Board is divided into three classes, each
roughly equal in size, for election to a three-year term. If a
new Board member is not elected to a class directly by the
member’s at the annual meeting, he or she will serve until the
next annual meeting, in accordance with the Bylaws, and then
will be assigned by the Board to a class, guided primarily by
the need to balance the classes in size.
B. MEETINGS OF THE BOARD OF DIRECTORS -
Frequency of Meetings
The Board believes that the number of scheduled Board meetings
should vary with the circumstances and that special meetings
should be called as necessary. While the Board recognizes that
directors discharge their duties in a variety of ways, including
personal meetings and telephone contact with management and
others regarding the business and affairs of the Association,
the Board feels it is the responsibility of individual directors
to make themselves available to attend both scheduled and
special Board and committee meetings on a consistent basis.
There will be a minimum of four Board meetings annually.
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Executive Sessions of Independent Directors
The Board believes that independent directors should have the
opportunity to meet in executive session during Board meetings.
Some of the executive sessions should be with the President, who
is not an independent director, and some should be absent the
President and any other non independent directors or members of
management. The agenda for each Board meeting shall provide for
an executive session.
It is the policy of the Board for independent directors to meet
in executive session in conjunction with each meeting of the
Board. Topics at this executive session include President’s
compensation and performance (no non independent directors are
present), management succession (the President is generally
present) and other topics determined by the Board and the
President (the President may or may not be present during these
discussions, at the option of the Board). Following each
executive session, the results of deliberations and any
recommendations should be communicated to the President by the
Chairperson or Vice Chairperson.
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Access to Management
Board members have complete access to management. The
Chairman of the Finance Committee has access to the Chief
Financial Officer. It is assumed that Board members will use
judgment to ensure that contact is not distracting to the
business operations of the Association and that such
contact, if in writing, to be copied to the President and
the Chairperson of the Board.
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Attendance of Non-Directors at Meetings
The Board believes that the Chairperson of the Board or the
President should have discretion to invite such members of
management or guests as the Chairman or President deems
appropriate to attend the Board meetings, subject to the Board’s
right to request that such attendance be limited or
discontinued.
The Board believes it is important for directors to have
exposure to the Association’s key managers, advisors and
consultants and believes their limited attendance at and
participation in Board meetings may be useful in attaining the
Association’s objectives.
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Agenda and Presentations
The Board believes that Chairperson of the Board and the
President should establish the agenda for each Board meeting,
taking into account suggestions of Board members.
Board members are encouraged to suggest the inclusion of
particular items on the agenda and the Chairperson from time to
time is expected to ask directors for their suggestions or
opinions on possible agenda items.
As with the agenda, the Board believes that the Chairperson and
President should determine the form of each presentation to the
Board and the person to make such presentation. It is the policy
of the Board that the President is responsible to present the
financial results of the Association’s operations and related
issues at each Board meeting.
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Information Flow
The Board should receive information important to understanding
presentations, discussions and issues at each meeting, in
writing and sufficiently in advance of the meeting when possible
to permit appropriate review. Longer and more complex documents
should contain executive summaries. The focus of materials
should be on analysis rather than data.
The Board periodically reviews the information flow to Board
members to ensure that directors receive the right kind and
amount of information from management in sufficient time to
prepare for meetings. The Chairperson has directed the
Association’s Secretary to coordinate the information flow to
the directors and to periodically discuss director satisfaction
with Board materials with individual directors and to encourage
directors to offer suggestions on materials.
C. BOARD STRUCTURE -
Director Independence
A super-majority of the directors will be independent directors
under the proposed New York Stock Exchange (NYSE) rules.
All future non-employee directors will be independent. Directors
who do not meet NYSE’s independence standards can be retained
provided they are able to make valuable contributions to the
Board and to the Association by reason of their experience and
wisdom. To be considered independent under the proposed NYSE
rules, the Board must determine that a director does not have
any direct or indirect material relationship with the
Association or entities with which the Association does
business. The Board has established the following guidelines to
assist it in determining director independence in accordance
with that proposed rule:
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A director will not be independent if, within the preceding
five years: (i) the director was employed by the Association;
(ii) an immediate family member of the director was employed by
the Association as an officer; (iii) the director was employed
by or affiliated with the Association’s (present or former)
independent auditor; (iv) an immediate family member of the
director was employed by the Association’s (present or former)
independent auditor as a partner, principal or manager; or (v)
an Association executive officer was on the Board of directors
of a company which employed the Association director, or which
employed an immediate family member of the director as an
officer.
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The following commercial or charitable relationships will not
be considered to be material relationships that would impair a
director’s independence: (i) the Association director is an
executive officer of another company that does business with the
Association and the annual sales to, or purchases from, the
Association are less than five percent of the annual revenues of
that company; (ii) the Association director is an executive
officer of another company which is indebted to the Association,
or to which the Association is indebted, and the total amount of
either company’s indebtedness to the other is less than five
percent of the total consolidated assets of that company; and
(iii) the Association director serves as an officer, director or
trustee of a charitable organization and the Company’s annual
contributions to that organizations are less than $100,000. Any
contributions in excess of $100,000 made by the Association will
be reviewed by the Governance Committee. The Board will annually
review all commercial and charitable relationships of directors.
Whether directors meet these categorical independence tests will
be reviewed and will be made public annually prior to their
standing for reelection to the Board.
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For relationships not covered by or independent of the
guidelines in subsection (b) above, the determination of whether
the relationship is material or not, and therefore whether the
director would be independent or not, shall be made by the
directors who satisfy the independence guidelines set forth in
subsections (a) and (b) above, other than the director in
question. For example, if a director is the CEO of a company
that purchases products and services from the Association that
are more than five percent of that company’s annual revenues,
the other independent directors could determine, after
considering all of the relevant circumstances, whether such a
relationship was material or immaterial, and whether the
director would therefore be considered independent under the
proposed NYSE rules. The Association would explain the basis for
any Board determination that a relationship was immaterial
despite the fact that it did not meet the categorical standards
of immateriality set forth in subsection (b) above.
The Association will not make any personal loans or extensions
of credit to directors or executive officers. No director or
family member may provide personal services for compensation to
the Association, without the express approval of the Governance
Committee and disclosure to the Board.
In addition to the requirement that a super-majority of the
Board satisfy the independence standards discussed above,
members of the Finance Committee must also satisfy an additional
NYSE independence requirement. Specifically, they may not
directly or indirectly receive any compensation from the
Association other than their directors’ compensation. In
addition, no payments (other than normal Board compensation)
shall be made to any director without the approval of the
Governance Committee.
In the event that any director becomes aware of any potential
conflict of interest involving any director or nominee for
election as director which conflicts with the independence
guidelines set for above, it shall be the responsibility of that
director to report such conflict to the President of the
Association.
- Size of the Board
The Board believes the Association is best served be relatively
limited number of Directors, but understands that the size of
the Board will fluctuate from time to time depending on
circumstances. The Association Bylaws establish the number of
seats on the Board. Currently, the maximum number of seats for
the Board is nine (9). The Bylaws may be amended by the Board of
Directors to change the maximum seats allowed.
- Director Retirement Age and Term Limits
The Board has established a retirement policy for directors
which it feels is appropriate for current circumstances. The
Governance Committee periodically reviews the retirement policy
to ensure that it remains appropriate in light of the
Association’s needs.
The Board believes that consistent quality in the directorship
can be achieved effectively without term limits. Through the
evaluation of the Governance Committee, incumbent directors and
the strengths and weaknesses of the Board as a whole are
reviewed at least annually.
- Director Appointments
The Board believes that directors should be nominated for Board
approval by the Governance Committee of the Board, which
consists entirely of independent directors. The Board expects
the Governance Committee to consider the views of the
Chairperson and the President in making appointments, but it is
the Governance Committee’s responsibility to make director
recommendations to the full Board for appointments to fill
vacancies of any unexpired term on the Board and to recommend
nominees for submission to the membership for approval at the
Annual Meeting. It is the responsibility of the Chairperson to
extend the offer to a director candidate to serve on the Board.
The Company believes that candidates for election to the Board
should show evidence of leadership in their particular field,
have broad experience and the ability to exercise sound business
judgment, possess the highest personal and professional ethics,
integrity and values, and be committed to representing the
long-term interests of the members. Directors must be willing to
devote sufficient time to carrying out their duties and
responsibilities effectively, and should be committed to serve
on the Board for an extended period of time.
The
Governance Committee will annually nominate the Association
officers and the Board will consider the nominations and
make its decision.
- Chairperson of the Board
The Chairperson of the Board may be an officer or director and
may not be the same individual as the President.
- Vice Chairperson
The Board may formally appoint a Vice Chairperson. The Vice
Chairperson will assume the responsibilities of chairing any
meeting or executive session of the directors at which the
Chairperson is not in attendance, or to lead the discussion of a
particular matter. The Vice Chairperson will act as a conduit to
bring ideas and feedback to the Chairperson and President.
- Director Orientation
In order to promote director effectiveness management is
responsible for an orientation process for new directors to the
Association, its operation and the policies and procedures of
the Board, which may include meeting with key members of
management and visits to Association offices and facilities.
- Director, Board and Committee Evaluations
The Board believes that the Governance Committee should review
the performance of incumbent directors prior to their
re-election. The Board expects the Governance Committee to
recommend appropriate action to effect changes in incumbent
directors if, in the opinion of the Governance Committee after
discussion with the Chairman of the Board and President, any
director is not contributing to the work of the Board.
The Board also believes that the Governance Committee should
periodically review the Board’s performance and effectiveness as
a body, including its corporate governance policies and
practices, and that a similar review should be undertaken with
respect to each of the Board’s committees. The assessment of the
Board and each committee should address the body’s contribution
as a whole and specifically review areas in which the Board or
management believes a better contribution could be made. This
assessment should also include issues of diversity, age and
skills, all in the context of an assessment of the perceived
needs of the Board or the relevant committee at that point in
time. The Governance Committee will coordinate these
assessments, which may consist of surveys and self-evaluations,
and report to the Board the results of its analysis and any
recommendations following each such review. The Governance
Committee shall coordinate such reviews at least annually.
- Director Compensation
The Board believes that the level of director compensation
generally should be competitive with that paid to directors of
other corporations of similar size and complexity. The President
will report annually to the Governance Committee on the
competitive status of Board compensation. The Governance
Committee is responsible for making recommendations to the full
Board, which approves director compensation and benefits
programs. D. COMMITTEES OF THE BOARD -
Number and Types of Committees
The Board believes that committees should be created and
disbanded depending on the particular interests of the Board,
issues facing the Association and legal requirements. The
current “standing” committees of the Board that is, committees
expected to operate over an extended period are the Finance
Committee, the Benefits Committee and the Governance Committee.
The Board also expects that the committee structure would be one
of the matters considered by the Governance Committee from time
to time as part of its review of overall Board effectiveness.
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Assignment and Rotation of Committee Members
The Board believes that the Governance Committee should
recommend committee appointments for approval of the full Board.
The Board expects that assignments would be made within the
following guidelines: assignments may be rotated periodically,
though not necessarily within any specified time frame; the
Finance Committee and the Governance Committees should be
comprised solely of independent directors.
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Frequency of Committee Meetings
It is the responsibility of committee chairs, in consultation
with committee members, to determine the frequency and length of
committee meetings.
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Committee Agenda
Committee chairs, in consultation with appropriate members of
management and committee members, should determine committee
agenda.
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Committee Reports
Reports of committee meetings are submitted to the full Board
following each committee meeting. Committee chairs are offered
the opportunity to comment on committee activities at each Board
meeting.
E. OTHER ASSOCIATION GOVERNANCE ISSUES -
Communications with the Public
The President is responsible for establishing effective
communications with the Association’s stakeholder groups,
including members, customers, employees, communities, suppliers,
creditors, governments and corporate partners. It is the policy
of the Association that management speaks for the Association,
and the Chairman of the Board speaks for the Board. This policy
does not preclude independent directors from meeting with
stakeholder groups, but it is suggested that any such meetings
be with management present.
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Periodic Review
These principles shall be reviewed by the Governance Committee
from time to time (not less than annually).
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