New Chapter Officer Training Guide
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- Dortha Henderson
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1 New Chapter Officer Training Guide 1
2 Created: September 2016 Table f Cntents Overview.. 3 Organizatin. 3 Dcument Retentin. 5 Finance. 6 Annual Checklist.. 7 2
3 Overview Taking n the respnsibilities f a chapter fficer can be a daunting challenge. This guide is a general verview t help new fficers and chapters understand the many cmpnents and rles f a successful chapter and hw t transitin thse respnsibilities t newly-elected fficers. Many chapter bards have minimal guidance, and lack successin planning r knwledge transfer when bard members change. The New Chapter Officer Guide is a supplement t the Lcal Chapter Guide. The Lcal Chapter Guide is the main resurce fr chapters and shuld be reviewed by Chapter Officers and Bard Members yearly. Fr assistance frm the APA and ther chapter leaders, tweet a questin using #APAChapters r chapterrelatins@americanpayrll.rg. Organizatin The rganizatin f a chapter is ne f its mst vital cnsideratins. Whether starting a new chapter r transferring knwledge t newly-elected fficers, it is imprtant t understand the standard chapter structure and the cmpnents that ensure its success. Standard chapter rganizatin shuld include: By-laws These specify hw the bard will perate and cnfigures the fficers New chapters shuld draft by-laws and get bard apprval. Example by-laws can be fund in the Lcal Chapter Guide. Transitin tip #1 -- New fficers shuld be expected t read and understand the chapter s by-laws. Cnsider asking each new fficer t initial that they have read and understand the by-laws. Transitin tip #2 The chapter bard shuld check annually t ensure its by-laws adhere t APA Natinal guidelines utlined in the Lcal Chapter Guide. Transitin f duties Clear instructins fr new and transitining fficers make a big difference in the successful peratin f yur chapter lng term. Write clear standard perating prcedures fr each bard and staff psitin t define each persn s rle and assist with new fficer training and knwledge transfer. Electins The structure f yur chapter s electins shuld be utlined in yur by-laws. Typically electins are held yearly. Chapter Officers/Bard Members Chapter Officers, Bard Members, Directrs, Crdinatrs/Cmmittee members, and vlunteers are referenced as they are utlined in yur bylaws. A minimum f three bard members is typical. Funding bard members and Chapter Officers are very special. They usually knw the funder/s f the rganizatin and believe strngly in its cause. The bard might be made up f thse peple wh were interested in yur missin early n, r it culd be a grup f individuals wh wrked tgether t get the rganizatin started. 3
4 Either way, the funding bard guides the nnprfit as it rganizes as a nnprfit crpratin and applies t the IRS fr tax-exempt status. Being n a funding bard is hard wrk, s members need t be willing t give cnsiderable time and energy t the rganizatin. Thse first bard members may have t d a lt f the grup s wrk and fundraise extensively. Serving n a nnprfit bard has serius fiduciary, legal, and ethical respnsibilities. Bard Members/Chapter Officers can be held accuntable fr derelictin f duties. Bard Members/Chapter Officers are expected t help supprt the rganizatin financially by helping t raise funds. Bard Members/Chapter Officers need t understand the difference between the respnsibilities f the bard, cmmittee members, and vlunteers. The first Bard Member/Chapter Officers shuld set up a nminatin cmmittee whse jb will be t find new bard members t bth expand the bard and t fill pen psitins as they arise. A great funding bard will nt micrmanage the bard, cmmittee members and vlunteers, but cncern itself with stabilizing the rganizatin financially. Use each bard member s cntacts t braden the nnprfit s reach and influence. Typical Bard Officer psitins are listed belw and descriptins can be fund in the Lcal Chapter Guide: President Vice-President Treasurer Secretary Gvernment Liaisn Officer Officer transitin ptins Term limits Cnsider staggering bard terms Fr instance, ne culd serve ne year, ne culd serve tw years. Yu ll want t specify in yur articles f incrpratin and bylaws what the maximum term is fr bard members ging frward. Staggering bard terms ensures there is always fresh talent cming nt yur bard Ask bard members if they agree t staggered terms Cycle changes Secretary t Treasury; Treasury t Vice President; Vice-President t President Define Successin Planning Annually General transitins Unknwn transitins death f fficer/bard member shuld be cnsidered and planned fr. Typically unknwn transitins can be address by either special electins r by what is written in yur chapter by-laws. Cmmittees and their rles 4
5 A chapter will frm a cmmittee t cmplete a special prject r assignment that requires mre than ne persn. Examples include: Natinal Payrll Week Membership Cmmittees Vlunteer Cmmittee/Cmmunity Outreach Educatin Cmmittee, may include study grups Chapter Cntests Speaker Cmmittee Cmmunicatins Cmmittee Scial Media Cmmittee Applicatin fr Chapter Reaffiliatin Required annually by APA Natinal. The applicatin and instructins fr the Applicatin fr Chapter Reaffiliatin is fund in the APA s Lcal Chapter Guide. This shuld be submitted annually when new chapter fficers are elected. As part f annual reaffiliatin prcess, all chapter leaders must verify they have read and understand APA s Lcal Chapter Guide. A chapter membership list is required t be included with the Applicatin fr Chapter Reaffiliatin as part f the guidelines which started in The chapter must aim t have 51% f its members be APA Natinal members. Any questins shuld be directed t APA Natinal Chapter Relatins ffice chapterrelatins@americanpayrll.rg. Dcument Retentin The dcument retentin plicy identifies the recrd retentin respnsibilities f bard, cmmittee members, vlunteers, members, and directrs fr maintaining and dcumenting the strage and destructin f the rganizatin s dcuments and recrds. Yur chapter shuld have a dcument retentin plan and secure lcatin t stre vital materials. Examples include: Electrnic/clud-based strage Cnvenient but can lead t subscriptin csts One Drive Drpbx Hard-cpy strage Safety depsit bx/strage facility Be sure t purge annually 5
6 Finance Lcal chapters need t have gd financial infrmatin t understand the financial health f the chapter. It is particularly imprtant t mnitr cash flw t ensure the chapter has the necessary resurces fr running the chapter. Review/create annual budget Generate revenue (spnsrship, dues, etc.) Get assistance if needed Tweet #APAChapters APA Chapter Relatins (chapterrelatins@americanpayrll.rg) Chapter Finances File annual tax returns Federal/State/Lcal Ensure yu maintain exempt status Maintain all gvernment filings annually Bank accunt Signatries gd t have mre than ne t avid challenges when the signatry is n leave Electrnic bank statements Using Square Payments thru the website Mailbx Multiple keys t P.O. Bx r dedicated address fr treasurer Chapter Cmmunicatins Cmmunicatins t the chapter members is vital fr chapter success. Leaders f the chapter are expected t effectively cmmunicate with chapter members. Chapter members becme engaged when they are aware f chapter events and knw their chapter leaders. Cmmunicatins shuld infrm yur members n upcming meetings, share breaking news, and entertain them with scial media feeds and phts frm chapter meetings r events. Belw are suggestins t cmmunicate with chapter members: Newsletter A chapter newsletter shuld include the fllwing infrmatin: Date Upcming events and meetings Chapter Officers and Bard members names and cntact inf APA lg and link t APA website An easy way t subscribe Scial Media An imprtant tl fr chapters t remain engaged with its members. Chapters shuld cnsider frming a cmmittee t send and mnitr messages received t its scial media channels. Typical scial media channels fr chapters: Facebk LinkedIn Twitter Instagram 6
7 Website s 7
8 Annual Checklist Operatins Annual Successin Planning Submit the Applicatin fr Chapter Reaffiliatin yearly, including the chapter membership list t APA Review APA s Lcal Chapter Guide and cmpare t Chapter s by-laws. Filing f required tax returns Federal State Lcal APA Invlvement Share yur chapter accmplishments t receive recgnitin and prizes frm APA Jin an APA Cmmittee Enter the yearly chapter cntests: Chapter f the Year Best Chapter Website Best Statewide r Reginal Meeting Cntest Chapter Pictrial NPW Chapter Prmtin Cntest NPW Chapter Pht Cntest NPW Natinal Educatin Champins Cntest NPW Educatinal Outreach and Cmmunity Service Cntest NPW Lcal Media Outreach Cntest NPW Lcal Gvernment Outreach Cntest Special Events Statewide r Reginal Meetings One-day events NPW events Cmmunity Outreach Study grups 8
9 Onging Operatins Liability insurance Maintaining meeting ntes Wrking with vendrs/spnsrs Chapter meetings Organize chapter meetings/speakers at the beginning f the year Survey the membership at the end f the year fr tpics fr next year Mentr members wh are interested n the scheduled tpics t be a back-up fr scheduled speakers Use Outlk/website/Cvent t schedule delivery f newsletters, meeting ntices, etc. 9
10 APA wuld like t thank the 2016 Bard f Advisrs fr creating this New Chapter Officer Guide: Owhen Astrga Susan Baptista, CPP Debbie Cuch, CPP Rnald Gilsn, CPP Billy Meyerkrth, CPP LaTisha O Neal, CPP Stephanie Salavejus, CPP Michael Schelles, CPP Christine Stlpe, CPP 10
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