Reasons for decision and methodology used to select SmithBucklin

1.      Why did HRPS decide to use the services of an association management company?

After a careful review of our existing operations, the HRPS Board and Executive Committee - along with our President & CEO - determined that our current capabilities were not in line with our future strategies. As HRPS continues to grow, our resource needs are changing. We need to focus on improved efficiencies, staff productivity, customer satisfaction and membership growth. To accomplish this, we need an increased depth of staff knowledge and skills in all areas of association management, including operational oversight, membership services, convention and trade show management, marketing and branding, technology (including our membership database, Web services, social networking, etc.), publishing, education and financial management. We believe that this wide range of services can most cost effectively and best be provided by an association management company.

2.      Can you describe the process by which SmithBucklin was selected?

The Board of Directors identified what the "future HRPS" should look like based on the organization's strategic goals. The first step was then to conduct an organizational assessment of the current headquarters staff, structure and operations. The results of the assessment helped us to determine that an association management company would provide the best mix of staffing resources and cost efficiencies for HRPS. This evaluation was conducted with our current staff's full knowledge.

After a review of various options, we selected SmithBucklin's Chicago, Illinois office to serve as the organization's new management firm. SmithBucklin serves more than 225 client organizations, has 59 years of association management experience, and employs more than 750 professional employees specializing in all phases of association activity, including executive management, member administration, convention and trade show management, marketing and branding, technology and Web services, education and programs, government relations and financial management. Through an international partnership, SmithBucklin also provides global reach and services to organizations operating internationally. 

3.      Who was involved in this decision?

As elected representatives, the Board of Directors has collectively promised to manage HRPS' resources to effectively and efficiently meet the needs of its primary stakeholders: the membership. In making this change the Board was fulfilling its duty and promise to the membership. As the transition takes its course, members will receive regular updates from Society leadership keeping them abreast of the latest developments.

The HRPS staff

4.      How will this affect HRPS' current staff in New York City?
On behalf of the Board of Directors, we would like to thank our previous staff that has served us well and provided a solid foundation on which we can build. Our review and search was conducted with their full knowledge, and we have been completely transparent with staff at all times. We have made transition arrangements with our staff members and we wish them the best in their future endeavors. We greatly appreciate the professional support and leadership they are providing us throughout this transition. Also, as mentioned elsewhere, Walt Cleaver, President & CEO will continue to serve HRPS.

5.      Whom will I call with questions regarding my member benefits?

Until further notice, please continue to contact the HRPS staff at the current office in New York City. We will furnish contact information for our new headquarters office in Chicago, Illinois, as soon as that location is fully operational (approximately July 1, 2008).

Benefits of working with SmithBucklin

6.      What is the cost/benefit of hiring SmithBucklin as a management company?

The management fees charged by SmithBucklin are lower than our current operational costs. Also, by partnering with SmithBucklin, more of our dollars will be spent on developing and delivering value than ever before. We will now have a state-of-the-art database, we will develop a robust Web site, expanded product offerings, etc. Our volunteer leaders will focus their energies and expertise on strategy, objectives, member value and strategic alliances. Paired with the operational expertise that SmithBucklin offers, we will be positioned for growth and greatness.

7.      What new benefits will SmithBucklin bring to the HRPS membership?

We anticipate improved member services and greater cost efficiencies (see answer to question 1 for more details).

8.      In what ways will this change in infrastructure help HRPS become more competitive in the marketplace and promote growth?

SmithBucklin's depth of staff knowledge and skills in all areas of association management, including executive oversight, member administration, conference management, marketing and branding, Web services, publishing, education and programs, government relations and financial management, will position us to reach both our short-term and long-range goals.

The HRPS-SmithBucklin working relationship

9.      How will the Board of Directors ensure a seamless transition from our former management structure to SmithBucklin?

The Board has been working with SmithBucklin to develop a very detailed transition plan and calendar, with a list of deliverables and key dates. The SmithBucklin staff is committed to ensuring quality service to the HRPS membership during the transition process.

10.  When it assumes management of HRPS on a daily basis will SmithBucklin have a seat on the Board of Directors?

No. SmithBucklin is managing the day-to-day operations of HRPS but will not have a seat on the Board of Directors. Walt Cleaver, our President & CEO, will work with the Board to recommend strategies and determine the best way to leverage the organization's resources to meet member needs.

11.  Is there a formal agreement between SmithBucklin and HRPS?

Yes. It includes provisions to protect both HRPS and SmithBucklin, including strict financial accountability on both sides, detailed scope of service on which the budget is built, insurance coverage, annual headquarters review, detailed service charges for the new headquarters team and a 180-day termination clause.

12.  How will SmithBucklin's performance be evaluated?

In reviewing the various staffing alternatives available to us, our leadership was very impressed with SmithBucklin's "Client Stewardship" principle. Part of this principle involves a pledge to become deeply vested in HRPS's vision, purpose, goals, values, and long-term success. Additionally, SmithBucklin has developed a comprehensive annual service assessment for all of their client organizations. This assessment will allow us to evaluate SmithBucklin's services in all areas, and identify and address any areas that may be of concern.

HRPS finances

13.  Is HRPS financially viable or was the decision made due to budget challenges?

We are fortunate to have a healthy financial position as well as a strong value proposition. The decision to move to a management company was made to better position HRPS for future growth and to provide stability, improved benefits and services to the membership.

14.  Will my dues increase?

No dues increase is planned. One reason for making this change is to better use our existing resources rather than increase membership dues.

15.  As a member, to what type of financial information do I have access?

Annual financial reports will be made available to the HRPS membership. Questions relating to our financial reports may be directed to Walt Cleaver, President & CEO.