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AITP Chapter Operations Manual (Part 2)
AITP Chapter Operations Manual (Part 2)
Publicity Committee
Duties:
1. To keep the community informed about the Association in general and your chapter in particular, send news releases, photos and background information to the news media; and in other ways obtain recognition of and understanding for the chapter's operations and activities.
2. To assist fellow officers and committee chairs in the compilation of a list of potential members.
3. To arrange for media coverage of significant chapter events and interviews of chapter officers.
4. Arrange for photographs to be taken and distributed with accompanying captions and other text to the news media, including the chapter’s own newsletter and the Association’s INSIDE AITP.
Why Publicity is Important
Greater public awareness of your chapter's plans, activities and services will enhance the community’s view of your chapter. Publicity is a key function of any successful chapter and should be treated as an opportunity, not a chore.
Know Your Association
To be an effective publicity chair, you should know AITP's purposes, principles, people and programs. The full scope of the national and local services is outlined in the membership brochure and in pamphlets available from AITP headquarters.
Keep abreast of what is going on in your chapter. Attend meetings and make a schedule of future program plans and other activities.
Begin developing details of each activity well in advance of the date on which it is scheduled. If you are not sure of some of the details ask questions early so you will have all the facts when you begin to write your release.
Objectives:
· To provide information about chapter activities to the IS community and general public.
· To have favorable news article and photographs appear throughout the year in local news media.
· To influence the local IS professional to accept your chapter and it's members as an important part of the IS community.
· To stimulate chapter members to increase their participation and enthusiasm in their organization, and to attract new members.
· To establish the chapter's role in maintaining and advancing professional standards.
Membership Committee
Membership Retention
The area of membership retention for AITP is broad, and interacts with virtually all areas of the organization.
To arrive at specific solutions to the problem of how AITP can retain its membership it is important to understand some of the factors that are at work.
Basically, there are three types of factors involved: human factors, organizational factors and communications.
Within the area of human factors we find attitudes, needs, willingness to participate and amount of time individuals have available to devote. AITP must acknowledge these factors in its membership as a whole and with each member individually. Also included in the human factors would be diversity of interest, experience and the interaction with other members.
Organizational factors include proper interaction between AITP and its members and the profession. Emphasis with regard to this interaction is essential because AITP is a voluntary organization
Some of the communications AITP uses include the monthly newsletter, INSIDE AITP; monthly staff update; and films, video tapes and slide shows. These items are available to all regions and local chapters.
There tends to be an inefficient use of materials. Chapters must realize that written communication (newsletter, etc.) is the least effective means of communication. A conversation, whether in person or on the telephone, will have the most positive
results.
Recommendations for Achieving the Highest Level of Membership Retention:
1. Knowledge of the members (who they are, what they do) is not enough. Knowledge of their needs, attitudes and capabilities is more essential. Formal information gathering techniques should be initiated and maintained. For example:
a. Data banks on member capabilities, interests and previous participation.
b. Regular surveys of member's attitude toward AITP, its programs and goals.
c. Assign the Board of Directors to get to know both active and inactive members.
d. Provide frequent opportunities for group discussions of AITP, its goals and policies.
2. Involve new members at the earliest possible moment. Involved members will gain a sense of personal involvement and the knowledge that they are influencing future policy. This knowledge will give them a sense of personal satisfaction. Members must be convinced that they have necessary and important tasks to perform.
3. Recognize members for their efforts on behalf of AITP (especially non-board members). Certificates, recognition at meetings, pins, etc., make members feel appreciated and encourages future participation.
4. Permanent name tags help members become familiar with each other and lend an air of stability. The name tags give them a feeling of "belonging to the group."
5. A planned orientation meeting for new members is essential. Possible topics to cover in this meeting would be:
a. Explain the benefits of AITP membership, its goals and philosophy.
b. Explain what the local chapter is doing on both a local and regional level.
c. Explain COPA and IPA awards and the importance of each.
6. Encourage student chapters at all levels. Give whatever assistance is necessary and if possible, assign projects to them to help involve the students with the regular members.
7. Conduct exit interviews with all members who do not renew their membership. The information gathered can be used to improve programs, meeting places, etc. Ensure that the chair of the membership retention committee gives a report on individuals on the termination list and what steps have been taken to regain them as members. The report should include:
a. What can we do to have you renew your membership?
b. What kinds of programs would you like to have seen, but did not?
c. Is the meeting place satisfactory?
8. Encourage speakers from within the local chapter. Members are a wealth of knowledge, usually untapped.
9. Above all, keep programs in line with current issues, techniques and technology.
Chapter Vitality Survey
Membership
Do you have a welcome committee for visitors?
Do you have a prospective member kit for your visitors?
Does someone give it to them?
Do you regularly get names and addresses of your visitors?
Do you add visitors to your newsletter mailing list?
Do you have a membership drive annually?
Do you provide incentives for members to recruit new members?
Are new members recognized at chapter meetings?
Are new members personally encouraged to participate on committees or projects?
Did you make your membership goal last year?
Is your membership more than it was in January?
Member Retention
Does anyone contact members whose memberships are expiring?
Do your committee chairs contact members not on the board or other committees for help?
Does your chapter have an annual member recognition and awards program?
Does your meeting format encourage or allow time for attendees to get acquainted and socialize?
Did you have at least 72 percent retention last year?
Board Meetings
Does your board meet monthly?
Does it meet at a regular time and place?
Are the board members contacted prior to the meeting?
Is ample time allocated to conduct the chapter's business?
Is there an agenda?
Are there written committee reports?
Do all officers make reports?
Do you usually have a quorum?
Chapter Meetings
Do you have monthly meetings?
Do you have business meetings in connection with your monthly meeting?
Do committee chairs and officers make reports?
Is your chapter aware of what the Region and Association are doing?
Leadership
Does your chapter leadership include both experienced and new members?
Does your chapter leadership participate in chapter, region and national activities?
Are there ample nominees for chapter leadership positions?
Do you avoid always asking the same people?
Officer Installation Procedure Followed by Some AITP Chapters:
1. Current president introduces the installing officer (chapter's Association Director, member of another chapter, Region or Association Officer) and gives his background and qualifications.
2. Installing officer:
a. Opening comments
b. Calls new officers by name to rostrum, then members of the Board of Directors. Some chapters include the AD and all returning members of The Board.
c. Introduces each incoming officer and Board member
President
Executive vice president (vice president)
Secretary
Treasurer
Past president
Board members
d. Charges each officer in turn individually and then Board members as a group, or vice versa. Suggested opening comment: "Ladies and gentlemen, before you stand duly elected, you are charged with certain duties and responsibilities of officer" (Refer to duties list for each office).
e. Turn meeting back to current president.
3. Current president thanks installing officer, congratulates the group and asks them to be seated, except for the incoming president to whom he presents the gavel and President's pin. Incoming president presents Past President's pin to current president.
4. Current president, in brief remarks, expresses thanks and appreciation for support during the past year. He or she then turns meeting over to incoming president.
5. Incoming president expresses thanks for his or her election and asks for help and cooperation in the coming year.
Duties of the President:
________________________, you have been elected to the highest office of the chapter may confer upon you. I congratulate you upon reaching this high position of trust and honor.
It will be your duty to be chief executive officer of the ___________chapter and to preside at all chapter meetings of the Board of Directors. Further, you will call such meetings as you deem necessary, giving due consideration to the chapter bylaws, with regard to calling special meetings.
The supervision and welfare of the chapter is ever in your charge and you will keep in constant touch with the other chapter officers and Board of Directors relative to all matters of policy.
You cannot and must not assume these duties lightly.
Duties of the Executive President (Vice President)
________________________, you will do well to review and familiarize yourself with the admonitions just given to your president, for during your term of office it may become necessary for you to:
In the absence, or incapacity, of the president, perform all duties and assume all responsibilities of the office of the president.
It will also be your duty to coordinate the activities of all chapter committees.
Duties of the Secretary
_____________________, the office you have been elected to is perhaps as important as that of the president. It has often been said that the success of an organization depends upon the abilities of its Secretary. I, therefore, urge you to be attentive to your duties.
As Secretary you will take the minutes and record attendance at all monthly Board of Directors meetings. All chapter records, except financial and committee records, shall be in your keeping.
You will forward all membership records to Association AITP headquarters promptly and maintain a file of the correct names and addresses of all chapter members.
Also, you shall be required to keep such records and prepare such reports as may be requested by the chapter, Region or Association.
Duties of the Treasurer:
_______________________, as Treasurer you shall have charge of all monies of the chapter and shall report thereon at all regular Board of Directors meetings.
You shall receive and disburse the funds of the chapter. You will also keep and preserve proper vouchers and books of accounts, which shall be open to inspection by the Board of Directors.
As Treasurer you will submit a monthly financial report to the Board of Directors, an annual report to the chapter membership and such reports as may be requested by Association AITP headquarters.
Duties of the Immediate Past president
________________________, you now become the Venerable Past president of your chapter. You have had to face and solve many problems of the chapter this past year. It is because of these enviable accomplishments that your knowledge is desirable to the new officers. You will therefore:
Attend all regular meetings of the Board of Directors and serve in the capacity as ex-officio to the president.
Further, you will review the chapter operations and procedures and recommend to the chapter president any changes which you consider desirable for the more efficient operation of the chapter.
Duties of a Member of the Board of Directors
_______________________, you now have been elected to a place on the Board of Directors of this chapter and in general such duties require that you attend all meetings of the Board and cooperate with them in constantly reviewing the policies and procedures of the chapter, being ready at all times to make determination of such policy.
Further, it shall be your duty to assist the chapter officers in the management of the affairs and assets of the chapter.
Final Installation Charge:
Members of the ______________chapter of the Data Processing Management Association.
Before you stand your duly elected officers for the year_____are you satisfied with your choice?
(We are).
Therefore, by the power vested in me, as your installing officer, I proclaim the officers of this chapter duly installed in regular form for the ensuing year.
Chapter Records Retention and Turn-over
Introduction
Record keeping is as important for an association and all of its chapters, as it is for any company or organization. Determining what records to keep and how long to keep them is a serious responsibility, requiring both common sense and a familiarity with applicable law.
The record keeping procedure in many AITP chapters is informal and often incomplete. This is true also for the transmission of records, manuals guidelines, etc. from outgoing to incoming officers and committee chairmen. The purpose of this manual is to offer some specific suggestions regarding the types of records which should be kept by various chapter officers and committee chairmen; and a schedule indicating length of time certain of these records should be kept. It also recommends certain "turnover-of-records" procedures to incoming officers to assure more effective chapter continuity and operation. It's important that incoming officers and committee chairmen be fully aware of the responsibilities of their office and that they be provided with the tools to perform their tasks more effectively. This bulletin includes a "checklist" to accomplish this objective.
Legal Implications
Apart from practical considerations, there are important legal implications in choosing to retain or destroy records. Among these are the Internal Revenue Service forms required of organizations exempt from income tax. Before commenting on the retention aspect of these and other forms and records, it is appropriate here to outline the rules which govern the filing of these tax forms.
The rules for filing are:
Form 990, Return of Organization Exempt from Income Tax:
An annual return is required of organizations exempt from Federal Income Tax, such as AITP, that have gross receipts in excess of $10,000. The return must be on the basis of the established annual accounting period which, in our case, is the calendar year. Form 990 must be filed on or before the 15th day of the fifth month following the close of the accounting period, or May 15, 19___.
If an organization fails to file a return on or before the due date, it will be liable for $10.00 for each day the return is late (not to exceed $5,000) unless it can be shown that the failure was due to reasonable cause.
Form 990T, Exempt organization business income tax return:
An annual return is required of organization exempt from Federal Income Tax if they have gross revenues of $1,000 or more derived from unrelated business activities. This usually takes the form of advertising income.
Please note, a chapter may have to file a Form 990T even though a Form 990 wasn't required. Form 990T must be filed on or before the 15th day of the fifth month following the close of the taxable year, or May 15, 19___.
Forms 990 and 990T may be obtained from local a IRS office.
Please send a photocopy of the chapter's returns for the files at Association AITP headquarters.
Records and Manual Maintenance
Following a list of the various records, manuals, documents, etc., which should be maintained by the chapter officers, board members and committee chairmen. Individual chapters can, of course, modify this division of responsibilities to meet their own needs and capabilities of individuals serving in various positions. Each officer and committee chair should maintain records in an official binder or binders. All reports, manuals, records, etc., should be placed in these binders and kept in good working order until they are turned over to incoming officers and committee chairmen, elected or appointed, as soon as possible after their installation. Some chapters hold a special "old board-new board" meeting at which there is an orderly transfer of records. Others hold an annual dinner, sponsored by the chapter, which is attended by past and new officers, board members and committee chairmen.
One AITP chapter holds a turn-over meeting in early November, starting at 9 AM, with coffee and donuts. An agenda is followed which includes discussion of past year developments and new year plans. The programs set up for the first two or three months are outlined. Break for lunch is funded by the chapter. After lunch, more discussion takes place regarding duties of officers, board members and committee chairmen. All manuals, bulletins, records, procedures, etc. are explained and turned over to incoming officers. The meeting adjourns at 4 PM. Each new officer, board member and committee chair then has approximately two months to adapt to the new positions before installation in January.
Another chapter, taking advantage of past experience, has put together a complete list of responsibilities, or detailed duties, of chapter officers and committee chairmen which supplements the guidelines in manuals provided by AITP headquarters at a nominal cost. For example, the Treasurer submits a member perfect attendance record at the end-of-the-year Board meeting. The Board subsequently decides on what type of recognition is to be awarded to these members.
Included in the checklist which follows is the material available from AITP headquarters for various areas of activity. If indicated manuals, guidelines, etc. are not presently in the possession of the chapter, copies can be obtained from AITP headquarters on a cost recovery basis.
Checklist
Chapter President
Model chapter bylaws
Chapter bylaws
Rules for special interest groups
Past officer involvement
Association Director
Association director's manual
Association bylaws
Communications from AITP headquarters
Policy statements
Position statements
Annual report to the membership
Secretary
Membership processing instructions and reports manual
Membership supply kit (member application, transmittal forms, blank invoices, change request forms, supply order forms)
Chapter stationery, badges, member pins
Membership and roster information (or held by membership committee chair)
Meeting attendance records
History of past officers and other historical records
Chapter correspondence
Meeting minutes (board and general or special meetings)
Articles of incorporation, if chapter is incorporated
Chapter charter
Chapter and member supply sheets
Treasurer
General ledger
Cash receipts
Cash disbursements
Treasurer's reports
Bank statements and reconciliations
Canceled checks
Accounts payable and receivable
IRS exemption letter
Expense report forms
Sample charter annual budget
Information on and copies of, IRS form 990T or 990
Membership Committee Chair
Membership roster information (or held by secretary)
Membership processing instructions and reports manual(or held by secretary)
Sample promotion brochures
Education Committee Chair
Film/video request form from AITP headquarters
Education resources sheets
Newsletter or Publicity Chair
Ideas for producing a chapter newsletter
Member roster
Copies of monthly newsletters, special communications
Awards Committee Chair
Awards Rules Manual for Chapter Outstanding Performance (COPA), Association Membership Award (AMA), Individual Performance Award (IPA) and Annual Newsletter contests
COPA record forms
IPA record forms
Chapter and member supply sheets (lists suggested plaques, jewelry, gifts)
Nominating Committee Chair
Chapter bylaws
Association bylaws
Robert Rules of Order (revised)
Chapter records of member attendance, service and performance
Recommendations to AITP Nominating Candidate Declaration form
Bylaws Committee Chair
Model chapter bylaws
Association bylaws
Robert Rules of Order (revised)
Policy Statements
Position statements
Chapter annual meeting report and minutes
Reports of Association Board of Directors, Executive Council
Retention Recommendations
On the basis of opinion by one legal firm, the following record retention schedule is recommended:
Recommended Period of
Type of Document Retention in Years
Contracts (other than those on a 4 years from date of
continuing basis) publication
Correspondence 1 year
Committee minutes 2 years
Records of disciplinary action 4 years following the date of
proceedings final disposition of cases
Financial audit statements and reports permanent
Tax returns 7 years
Canceled checks 7 years
Paid vouchers 7 years
Bank statements 7 years
Official transactions permanent
Bylaws permanent
Articles of Incorporation permanent
Official Publications permanent
Advertising contracts 4 years from date of publication
Membership application permanent
chapter historical records permanent
Individual Performance Award records permanent
