Attach to Form 990 or 990-EZ.
Go to www.irs.gov/Form990 for the latest information.
| Return Reference | Explanation |
|---|---|
| FORM 990, PART VI, SECTION A, LINE 6 | THE ASSOCIATION'S MEMBERSHIPS ARE CORPORATE AND RENEWED ON AN ANNUAL BASIS. EACH MEMBER HAS AN INDIVIDUAL WHO SERVES AS PRIMARY CONTACT WHO MAY, AT THEIR DISCRETION, ADD ADDITIONAL INDIVIDUALS TO THE ASSOCIATION'S LIST TO RECEIVE COMMUNICATIONS. THE MEMBERSHIP DUES ARE BASED ON VOLUME OF IMPORTS AND EXPORTS IN U.S. DOLLAR VALUE (FOR IMPORTER AND EXPORTER MEMBERS), NUMBER OF PERSONNEL (FOR SERVICE PROVIDERS SUCH AS FORWARDERS, BROKERS AND TRADE LAW FIRMS) OR FLAT FEES (FOR ASSOCIATIONS OR PORT AUTHORITIES). |
| FORM 990, PART VI, SECTION A, LINE 7A | MEMBERS OF THE ASSOCIATION'S BOARD OF GOVERNORS ARE ELECTED BY VOTE OF THE CORPORATE MEMBERS' PRIMARY CONTACTS. |
| FORM 990, PART VI, SECTION A, LINE 7B | AAEI'S BYLAWS PROVIDE FOR AAEI MEMBERS TO VOTE IN THE ANNUAL ELECTION ON A SLATE OF CANDIDATES FOR BOARD OF GOVERNORS (ART. 5 & 4) AS WELL AS COMMENT ON ANY AMENDMENTS TO THE BYLAWS APPROVED BY 2/3 VOTE OF THE BOARD OF GOVERNORS (ART. 20). |
| FORM 990, PART VI, SECTION B, LINE 11B | THE FORM 990 WAS PREPARED BY THE OUTSIDE ACCOUNTANTS AND REVIEWED BY THE ASSOCIATION'S AUDIT COMMITTEE. IT WAS THEN SENT TO ALL BOARD MEMBERS BEFORE IT WAS FILED WITH THE IRS. |
| FORM 990, PART VI, SECTION B, LINE 12C | THE BOARD OF GOVERNORS REQUIRES ALL COVERED PERSONS (COVERED PERSONS INCLUDE THE BOARD OF GOVERNORS, EXECUTIVE COMMITTEE MEMBERS, OFFICERS AND EMPLOYEES) TO: A. COMPLETE AND SUBMIT AN ANNUAL STATEMENT OF DISCLOSURE DETAILING ANY FACTS OR CIRCUMSTANCES THAT MIGHT CONSTITUTE A CONFLICT OF INTEREST. B. SUBMIT AN AMENDED STATEMENT OF DISCLOSURE TO REFLECT ANY MATERIAL CHANGES OR ADDITIONS TO THE SUBMITTED INFORMATION THAT MAY ARISE DURING THE COURSE OF THE YEAR. 1. ALL COVERED PERSONS MUST PROMPTLY DISCLOSE TO THE CHAIR OF THE AUDIT COMMITTEE THEIR INTENT TO ENTER INTO A BUSINESS RELATIONSHIP WITH AAEI, 2. REPORT IMMEDIATELY TO THE CHAIR OF THE AUDIT COMMITTEE, ANY SET OF CIRCUMSTANCES THAT MAY APPEAR TO POSE A CONFLICT OF INTEREST, EVEN IF THERE IS UNCERTAINTY AS TO WHETHER SUCH CIRCUMSTANCES SHOULD BE DISCLOSED. WHENEVER A COVERED PERSON DIRECTLY OR INDIRECTLY SEEKS TO PROVIDE GOODS OR SERVICES TO AAEI AS A PAID VENDOR: A. THE COVERED PERSON MUST RECUSE HIMSELF OR HERSELF FROM ALL DELIBERATION, DEBATE, AND VOTING RELATED TO THE CONTEMPLATED BUSINESS RELATIONSHIP; B. IF THE VALUE OF THE TRANSACTION EXCEEDS $5,000, AAEI MUST SOLICIT PROPOSALS OR APPLICATIONS FROM A RANGE OF OTHER QUALIFIED CANDIDATES FOR THE AGREEMENT OR PROJECT UNDER CONSIDERATION; C. THE BOARD OF GOVERNORS MUST DETERMINE, WITHOUT THE PRESENCE OR PARTICIPATION OF THE COVERED PERSON, THAT THE TRANSACTION IS FAIR AND IN THE BEST INTEREST OF AAEI; AND D. IF THE BOARD OF GOVERNORS APPROVES THE BUSINESS RELATIONSHIP UNDER CONSIDERATION, THE COVERED PERSON MAY NOT PARTICIPATE IN ANY PROCESS BY WHICH HIS OR HER PERFORMANCE AS A VENDOR, GRANTEE, OR RECIPIENT IS EVALUATED OR IN ANY SUCH EVALUATION OF A RELATED PARTY. |
| FORM 990, PART VI, SECTION B, LINE 15A | REVIEW AND APPROVAL OF THE CEO'S COMPENSATION IS CONDUCTED BY THE ASSOCIATION CHAIR, CHAIR-ELECT, EXECUTIVE COMMITTEE AND/OR BOARD OF GOVERNORS. COMPARABLE DATA IS USED IN THE COMPENSATION PROCESS OF THE CEO AND THE PROCESS OF DELIBERATION AND DECISION IS DOCUMENTED. THE EXECUTIVE DIRECTOR SIGNED A NEW CONTRACT THAT BECAME EFFECTIVE ON JUNE 1, 2016. |
| FORM 990, PART VI, SECTION C, LINE 19 | THE ORGANIZATION'S GOVERNING DOCUMENTS, CONFLICT OF INTEREST POLICY, AND FINANCIAL STATEMENTS ARE KEPT ON THE ASSOCIATION'S PREMISES AND ARE AVAILABLE TO THE PUBLIC UPON REQUEST. |
| FORM 990 PARTS VIII AND IX - MISCELLANEOUS REVENUE AND EXPENSE: | DURING THE YEAR ENDED MARCH 31, 2018, MANAGEMENT BECAME AWARE OF A MATERIAL MISAPPROPRIATION OF ASSETS, APPROXIMATELY $74,000 THAT WAS ULTIMATELY DEEMED FRAUDULENT ACTIVITY BY AN EMPLOYEE WITHIN THE ACCOUNTING FUNCTION. THIS WAS DISCLOSED ON THE FORM 990 FOR MARCH 31, 2018. AS PART OF THE INVESTIGATION, THE ASSOCIATION ALSO FOUND THAT A PORTION OF THE MISAPPROPRIATION IMPACTED THE MARCH 31, 2019 FISCAL YEAR. THE AMOUNTS SHOWN IN PART VIII, LINE 11 AND PART IX, LINE 24 REFLECT THAT RECONCILIATION. |
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