Chapter Secretaries’ Workshop Dale Roscovich SCTE Chapter Relations Administrator Jason Ciastko Comcast Communications Michiana Chapter
Communicate com·mu·ni·cate-to give or interchange thoughts, feelings, information, or the like, by writing, speaking, etc.: -to express thoughts, feelings, or information easily or effectively. - to be joined or connected
Communication is Key • • • •
Chapter membership Chapter board SCTE headquarters Chapter Webmaster - Events, meetings, Board is current on chapter Web site
Position Responsibilities • Maintain Chapter Records and Documents -Bylaws, Board Meeting Minutes, Meeting Reports, Strategic Plan -Chapter Membership and Participant Lists -Chapter Board Contact List
Chapter Compliance Secretary Information
• Review Bylaws – Annual Review – report sent by Jan 30 or within 30 days of the election – New bylaws required for 2010 – Submit changes or signed review form – Available on – Changes are approved by Operations Committee
• Board Meetings – Meets 4x per year • Minutes emailed to Chapter Support, if received within 10 days of meeting +5
Chapter Compliance Secretary Information
• Board – Current SCTE Membership • SCTE checks on a quarterly basis
• Chapter Board Contact Sheet - Available in MS Word • Email, Fax, or Mail to headquarters • Board list on SCTE Web site • Chaplist is updated • Membership Directory and Databases are updated
Chapter Compliance Secretary Information
• Election information - Call for Nominations to chapter membership - Ballot - Results - Communications to chapter membership - Election Results to headquarters
Chapter Compliance Award Secretary Information
Professional Development – Technical training hours (30 hours) • Meeting reports and attendance roster submitted within 30 days of the meeting +10
Bank Signature Card – Copy of new card or notification that it is current should be received by April 30 – SCTE staff member must be signer
2010 Compliance and Awards Matrix Quarterly Reports
Bank Signature Card current
Financial report, schedules, bank statements and bank reconciliation completed and submitted
Headquarters to receive reports within 30 days after the close of a Quarter. At an absolute minimum all financial reports must be turned in by January 30th. Headquarters to receive reports within 15 days after the close of a Quarter
Copies received in Exton with current Copy of new Card received by April 30 or Board and signators on account. Email notification received noting that no Approved SCTE staff member MUST BE changes were made a signer on account.
Compliance & Bonus 5 points for having it in within 30 days after close of Quarter 10 points
Compliance
Chapter Board Bylaws Meets Regularly
SCTE membership Election Results
Annual review and/or update of Chapter Bylaws Minimum of 4 times per year
Entire board are current SCTE members Yearly election dates, candidates and results are submitted.
Notification of review, changes or new bylaws submitted to headquarters by Jan. 30 or within 30 days of election Copy of minutes sent to headquarters Copy of minutes sent to headquarters within 10 days; Points awarded for 4 meetings max When board contact information submitted, headquarters will check quarterly Report submitted to headquarters by Jan. 30 or within 30 days of election
Compliance Compliance 5 points
Compliance Compliance
Professional Development Technical Training
Meeting reports and attendance rosters Minimum of 30 technical training hours to submitted to headquarters within 30 days be provided per year of the close of each Quarter Meeting Reports and attendance rosters submitted to headquarters within 30 days of the meeting
Compliance
10 points
Membership Affiliated Members
Minimum of 50 chapter affiliated SCTE members
Membership numbers pulled on December 31
Compliance
Matrix Changes for 2010 Affiliated members
• Minimum of 50 chapter affiliated SCTE members Scholarship Program • Removed from matrix Donations • Must be aligned with mission of SCTE • Approved 501c3 charity
Secretaries’ Toolkit – SCTE Compliance Information – 2010 Compliance Matrix – Chapter Bylaws Template and Forms – Board Meeting Minutes Templates – Technical Seminar Report Forms – Chapter Leadership Roster – Certification Testing Report Form
Secretaries’ Toolkit (cont.) – Elections Procedure – Elections Results Form – Strategic Planning Information – SCTE Chapter Support Structure – Chapter Handbook – Secretary Handbook – SCTE Staff
Membership Lists • List sent to chapter president and secretary in January • List of current, lapsed and soon to lapse members can be requested at any time • Available in • Information that is provided should be used for official chapter business only.
CLAS Chapter Leadership Access Site Online access site that will allow chapters to register individuals for an event, view registration lists, and allow chapters to access their chapter membership information online.
CLAS
(cont.)
• The chapter submits names of two individuals who are current board members for the chapter. • The individual must sign a confidentiality agreement.
Strategic Planning • • • •
Templates available on Calendar of events and goals for the year Assign responsibilities Submit copy to headquarters and keep a record in the chapter files • Review during each Board Meeting to keep on track • Required to receive full 50 points in matrix
Board Meetings • Board must meet a minimum of 4 times a year • Record board attendance to document absencesmay be removed according to bylaws • Need a quorum to vote- note in minutes • Treasurer’s report presented and reviewed at each board meeting
Minutes-Do’s • • • •
Previous meeting minutes approved or corrected All adopted or defeated motions Names of motion makers? Names of all members giving reports and their topics • Names of all elected or appointed members • Tally of all votes • Adjournment and time
Minutes–Don’ts • Discussions and opinions expressed • Motions withdrawn • Entire reports-no attachments
Minutes - Other • Be self serving- Document all details that may be needed for future reference • “5 years by strangers” Look Back Rule
Seminar Announcements • Create flyer with meeting details • Distribute via email • Include SCTE Chapter Support staff member or
[email protected] • Create meeting announcement for distribution at local system offices • Template on • Post on Social Networking Sites
At the Meeting • Attendance Rosters • Have a list of current SCTE members • SCTE Video Presentation • SCTE Certification Presentation • Certificates of Attendance, if requested • Available on • Thank you note for the speaker
SCTE has developed the following record retention policy for chapters taking into consideration the IRS, state and local government requirements: Attendance reports
4 years
By-laws, Policy and Procedures
Permanently
Chapter meeting reports
4 years
Contracts and leases
7 years
Correspondence(legal and important matters)
Permanently
Minutes of director and committee meetings
Permanently
Where? • Fax: 610-363-5898 • Mail: • Chapter Support • c/o SCTE • 140 Philips Road • Exton, PA 19341 • Email:
[email protected]
From one Secretary to Another… Organization, organization, organization… Spend a few minutes before every meeting to have everything you think you’ll need…. Pens, sign in sheets, credit card form, receipts, or electronics at Technical Sessions Agenda, past meeting minutes, reports at Board meetings Do you need anything from other Board Members?
Keep Communication Open… Remember YOU are the primary point of contact to your Chapter! • Communicate often with your President and other Board Members. » Do they need your help? • Communicate with your members. » What do they want or need from the Chapter. • Communicate with your neighboring Chapters. » What do they have going on? Can you learn anything from what they are doing? Can you help coordinating Technical Seminars to help out on costs? (Can you say Teamwork Points on the Matrix?) • Most importantly, communicate with SCTE headquarters. » Keep them in the loop.
Try to get help… Smaller Chapters may not have many resources… Use your Board members to help. Remember you don’t have to do it all yourself. Can someone work the registration table? How about working the phones or email to get a speaker? You have enough on your plate with just your basic duties. Help is essential to keep from burnout… Ask me how I know…
Teamwork The way a team plays as a whole determines its success. You may have the greatest bunch of individual stars in the world, but if they don't play together, the club won't be worth a dime. ~Babe Ruth
