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Chapter Secretaries’ Workshop Steven D. Johnson Sooner State Chapter Secretary SCTE Chapter Secretary • Responsible for maintaining chapter compliance • 2-year term; may be re-elected • One of the most time-consuming • Official recording officer • Maintain contact with National • The Heart of the Chapter Position Responsibilities • Maintain Chapter Records and Documents -Bylaws, Board Meeting Minutes, Meeting Reports, Strategic Plan -Chapter Membership Lists -Chapter Board Contact List Communication is Key • • • • Communicate with chapter membership Communicate with chapter board Communicate with SCTE National Communicate with chapter Webmaster - Events, meetings, Board is current on chapter Web site First of the Year Duties • Board Officer Contact List – Available in MS Word (CORe site) • • • • Email, Fax, or Mail to National Board list on SCTE Web site Chaplist is updated Membership Directory and Databases are updated Secretaries’ Toolkit • • • • • CORe web page SCTE Compliance Information 2007 Compliance Matrix Chapter Bylaws Template and forms Board Meeting Minutes Templates Secretaries’ Toolkit (cont.) • • • • • Strategic Planning Information Technical Seminar Report Forms Chapter Leader Roster SCTE Chapter Support Structure Certification Testing Report Form Strategic Plan • Templates available on CORe site • Calendar of events for the year • Be sure to submit copy to National and keep a record in the chapter files – Review during each Board Meeting to keep on track Annual Review • Chapter Bylaws – Submit changes or signed review form – Available on CORe Web site – Changes are approved by Operations Committee and then by the National Board of Directors • Bank Signature Card – Copy of new card or notification that it is current should be received by April 30 Board Meetings • Board must meet a minimum of 4 times a year • Record board attendance to document absences- may be removed according to bylaws • Need a quorum to vote • Treasurer’s report presented and reviewed at each board meeting Board Meeting Reporting • Templates are available on CORe Web site • Copy of minutes submitted to National – within 30 days (compliance) – within 7 days (5 points per meeting) • Distribute minutes to all board members • Impact on compliance matrix Meeting 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 CORe website • Snail mail At the Meeting • Attendance Rosters – Have a list of current SCTE members • Certificates of Attendance, if requested – Available on CORe • Thank you note for the speaker Meeting Reports • A minimum of 30 technical training hours per year are required • Meeting reports and rosters submitted to National within 30 days of close of quarter (compliance) • Report submitted within 30 days of meeting - 10 bonus points per meeting How Do I Submit a Meeting Report? PDF Meeting Report Form PDF available on Web site • Fax it • Snail Mail it Online Meeting Report Form Where? • Fax: 610-363-5898 • Mail: Chapter Support c/o SCTE 140 Philips Road Exton, PA 19341 • Email: [email protected] Maintaining Chapter Database • SCTE database – SCTE National can share database • Export Excel lists of affiliates and prospects • Better registration site • Internet connection at meetings? – Sign members up on site – Take registrations online Check What? • Check chapter PO Box for mail • Check SCTE Web site for accuracy - Meeting details - Chapter Board - Chapter address & contacts And Finally. . . . .