SECRETARY WORKSHOP

Dale Roscovich, SCTE,

Chapter Relations Coordinator

SECRETARY DEFINED

Definition:

a person who is in charge of the records, correspondence, minutes of meetings, and related affairs of an organization, company, association, etc.

POSITION RESPONSIBILITIES

Maintain Chapter Records and Documents

Bylaws

Board Meeting Minutes

Chapter Board Contact List

Election Reporting

Meeting Reports and Attendance Rosters

Chapter Membership and Participants

CHAPTER OFFICER RESOURCES- CORE Handbooks Templates Forms Information Training Miscellaneous

CHAPTER OFFICER RESOURCES- CORE

2014 COMPLIANCE AND AWARDS MATRIX Top Section of Matrix- COMPLIANCE

Financial Reporting and Current Bank Card

Bylaws

Board Meetings (4)

Chapter Officer Contact List• Membership Status

Election Results

Technical Training Hours (30)

Minimum 50 Affiliated active SCTE members

CHAPTER BYLAWS

Each Chapter Maintains their own Bylaws Outlines Compliance Requirements All Board Members Review-Required by 1/31 or

within 30 days of Elections

Submit Review Confirmation or Change Form

New Bylaws• Template in CORe• Submitted for Bylaws Subcommittee approval

SCTE

Financials

Tax Status – 501(c)6

Each Chapter is under our IRS Tax ID

Your Chapter Financials are reported to the IRS

Form 990 Legal

Your chapter and board members are covered under our liability insurance however board members have a responsibility to the chapter and the entire society (SCTE) as a whole.

YOUR CHAPTER BYLAWSLegal – The chapter shall comply with all federal, state and local laws, rules and regulations governing chapter operations. Also, the chapter shall comply with all applicable policies and reporting requirements to Headquarters in order for SCTE to maintain its tax exempt status.

Liabilities – Except in cases of fraud or acts of bad faith, the directors and officers of this organization shall not be held personally responsible for debts, obligations, or liabilities of the organization or for their actions on behalf of the organization.

FIDUCIARY DUTY OF THE BOARD

Directors owe duties of “care” and “loyalty” to the organization. These duties require the board of directors to:

» act in good faith.» with the care of an ordinarily prudent person in a like

position would exercise under similar circumstances, and

» in a manner he or she reasonably believes to be in the best interest of the organization and its members.

FIDUCIARY RESPONSIBILITIES

Funds used to accomplish SCTE Mission Keep accurate financial records Enforce financial internal controls Follow policies, procedures & bylaws Safeguard funds Keep chapter board informed Whistleblower policy

CHAPTER BOARD MEETINGS

Board must meet a minimum of 4 times a year

Notify the board of upcoming meeting• Time frame defined in bylaws

Send agenda and previous minutes for review

Record minutes

Send to board and/or president for review

Submit to chapter support– 5 points if within 10 days

BOARD MEETINGS- WHAT TO RECORD Attendance Previous Minutes Reviewed and Approved Quorum- 50% or greater in attendance

Must have quorum to vote on motions

Treasurer’s Report (Required) Adopted or Defeated Motions Board member providing report and topic Document all details for future reference Start and Adjournment

BOARD MEETING TEMPLATE

CHAPTER OFFICER CONTACT LIST

According to chapter bylaws, all board members and associate board members must be active SCTE members

Chapter Leadership Roster submitted by January 31st or within 30 days of elections

Headquarters reviews membership status quarterly.

CHAPTER ELECTIONS

Required annually, per chapter bylaws Vote for half of the board Board members have a two year term New- term limits Officers elected by the board Goal- Chapter membership has a voice in the

process Resources in CORE

ELECTION PROCESS Nominating Committee

At least one board member not up for election

Seeks candidates for ballot• Email to all chapter participants (members and non-

members) Call for Nominations• Newsletter, social media sites, meeting notice,

chapter website• Personal outreach

Establish ballot• Paper or electronic• Distributed to chapter membership list

ELECTION TIMELINE 3 months prior to elections

Create nominating committee 2 months prior to elections

Publicize elections-send call for nominations

Start accepting nominations 1 month prior to elections

Review nominations received, establish ballot and distribute

Hold elections Send results to membership

SECRETARY ROLE- ELECTION PROCESS Communications

Call for Nominations

Ballot

Election Results to membership

Submit Election Results to headquarters

Submit Chapter Officer Contact List

Copy chapter support on all communications

TECHNICAL TRAINING- NOTICES

Publicize trainings in advance!

Calendar for the year• Promote topics and dates• Newsletter, social media, email, website

Create flyer with meeting details• Word document, PDF, HTML Template in CORe• Include location, topic, fees, start time, contact

person• Add chapter website, social media sites, board list

EMAIL COMMUNICATION

Suggested notification schedule- 30 days, 2 week and 1 week reminders

Distribute via email

Chapter Gmail account- use chapter name

Email Marketing Services– MailChimp: http://mailchimp.com free under 2000– Constant Contact: http://www.constantcontact.com– BenchmarkEmail: http://wwwbenchmarkemail.com

Follow Email Protocol– Keep Confidential

Include chapters@scte.org

METHODS OF COMMUNICATION

Social Networking Sites Chapter Newsletter Chapter Website

• Notify webmaster of details

Local System Locations Personal outreach to local management

THE TRAINING SESSION Attendance Roster

Current list of chapter members Provide Certificates of Attendance

Template available in CORe SCTE “Benefits of Membership” Presentations

NEW- in CORe

Report for “Recruitment” points SCTE Video, SCTE Certification Presentation Submit meeting report and attendance roster

One meeting report per day

WEBINARS

Meeting Notice Required Record Attendance for each location Locations with 5 or more attendees= training

hours Submit Summary- Locations and Attendance Teamwork- Host chapter receives “Teamwork”

points Participating chapters receive training hours

MAINTAINING CHAPTER MEMBERSHIP Compliance requirement- minimum of 50

affiliated SCTE members List sent to chapter president and secretary in

January Retention/Outreach

• Lists in CORe• Retention example letters available

CLAS- Chapter Leadership Access Site• Chapter member information and event registration

reports

ADDITIONAL OBJECTIVES

Strategic Plan (Due June 30th)

Goals for the year and beyond Newsletter Website

Current Chapter Board

Current Events Social Media Sites Recruitment Emails

TEAMWORK Being a part of a successful team can be a

rewarding and engaging experience. One of the critical keys to team success is effective communication. Knowing how to enhance communication within a working team can result in higher productivity, lower occurrence of conflict, and higher levels of cohesion and cooperation. By implementing targeted communication strategies, you can build a team capable of higher and more beneficial output.

QUESTIONS?