Transcript The Standing Orders of Alpha Phi Alpha Fraternity

A Century of Leadership & Service
Chapter Operations Plan
Implementation Training
87th General Convention
Orlando, Florida
Alpha’s Strategic Planning Process
• Internal data collection through the Strategic Focus Survey –
11/05 – 1/06
• External data collection through the Maryland Association of
Non-Profits – 9/05 – 3/06
• Board of Directors Planning Retreat – 5/06
• General President’s Strategic Plan Overview/Dissemination of
Brochure – Centennial Convention – 7/06
• Regional, Foundation, Commission and Committee Operations
Plans developed aligned with Strategic Plan – 6/06 – 11/06
• Board Approval of the Strategic Plan – 11/06
• Board Approval of the Chapter Operations Plan – 3/07
• Chapter Operations Plan Training at Regional Convention ` Spg ‘07
• Implementation Training – General Convention – 8/07
Why Strategic Planning for Alpha?
• Establishes a clear set of goals and action steps that apply at all
levels of the fraternity.
• Focuses the work of the fraternity so that we are all working
towards the same purposes.
• Clarifies/specifies Alpha’s work (our brand) in the
communities where we are located.
• Supports continuity of procedures and processes from one
General Presidential administration to the next.
The Mission
Alpha Phi Alpha Fraternity, Inc.
Develops Leaders, Promotes
Brotherhood and Academic
Excellence, While Providing Service
and Advocacy For Our Communities.
2006-2011 Strategic Plan
GOAL #1
ORGANIZATIONAL MANAGEMENT
To implement a comprehensive set of
operational procedures and a plan to
strategically focus the work of a chapter for the
year consistent with expectations established by
the National Board of Directors and Regional
Vice Presidents.
Chapter President and Public Relations Committee
11/07
GOAL #2
COMMUNICATIONS/PUBLIC RELATIONS
To develop a comprehensive plan to address chapter
Internal Communications and Public Relations
consistent with the plan developed by
Alpha Phi Alpha Fraternity, Inc.
Chapter President and Public Relations Committee
2/08
GOAL #3
MEMBERSHIP MANAGEMENT
To Effectively and Efficiently Manage Membership
Chapter President and Membership/Intake Coordinator
6/08
GOAL #4
FISCAL MANAGEMENT
To ensure that a financial infrastructure that clearly defines,
processes for fiscal accounting and management, organizational
integrity, and revenue generation is developed
Chapter President, Chapter Fiscal Officers, Chapter Advisor
1/08
GOAL #5
PROGRAM MANAGEMENT
To annually implement the mandated National Programs and
selected Special Projects of the fraternity in a manner that will
facilitate community outreach and ensure the viability of Alpha’s
programs and projects.
Chapter President/Director of Educational Activities/Executive Committee
7/08
Chapter Operations Plan Training
Internal Communications Plan
Public Relations Plan
Marketing Plan
Brand Management Plan
Reclamation Plan
Crisis Management Plan
Financial Transparency Plan
Balanced Scorecard
Internal Communications Plan
Goal
•To Steer Brothers in a Direction of a Set of Common Goals
on Which They Can Act Every Day
Purpose
•To Bring Coherence
•To Allow Better Coordinated Action
•To Establish a Common Culture that will permit
Brothers to Act with Empowerment
How
•By Clearing Up Ambiguity in the
What's, How's, When’s , Where’s and Why's
Internal Communications Plan
Recommended Strategies
Internal Newsletter
•Mailed to all Financial Chapter Members
•Utilized as a Reclamation Tool
Web Site
•A brothers-Only Portal
•Chapter Specific Information Such as Chapter
Directory, Committee Reports, Minutes, etc.
•Password Protected
Listening Committee
Listening Session
Chapter Operating Guide
Official Fraternity Forums
Internal Communications Plan
Implementation
•The Associate Editor to the Sphinx serves as the Chapter
Internal Communications Committee Chairman* (12/07)
•Each Chapter Should Develop an Internal Communications
Plan (11/07)
•The Public Internal Communications Plan Must be Submitted
to the Chapter’s Executive Committee (11/07)
•The Internal Communications Plan Must be Submitted to the
Chapter for Approval (12/07)
Public Relations Plan
Public Relations
•The Acts of Communicating
What You Are To the Public
•Creates Awareness and Support Among an Organization's
Constituents
•Helps Build Credibility, Manage Risk, Establish
Reputations and Drive Support
Public Relations Plan
AΦA Policy
•Must Obtain Approval From General Organization To
Represent AΦA
•Includes Interviews, Personal Appearances, Step Shows, TV
Shows, Movies or Videos, Auditions, Serving as An Extra or
Participating in a Show Where the Wearing of the Insignia of
AΦA or Representing the Name of the Fraternity Is a
Requirement
•Includes the Authorization of the Use of any symbol of AΦA
In Any Public/Media Appearance
Public Relations Plan
Strategies
Media Kit
• News Releases
• Public Service Announcements (PSA)
• Bios of Participants of Event(s)
• History of Alpha Phi Alpha
• History of Chapter
• Timeline of Event(s)
Media Relations Manual
• Listings of Local and Regional Media
• News Conference Guidelines
• Dos and Don’ts with Reporters
• Getting Prepared for the Interview
Public Relations Plan
Implementation
•The Associate Editor to the Sphinx serves as the
Chapter PR committee chairman* (12/07)
•Each Chapter should develop a Public Relations Plan
and a Media Kit (1/08)
•The Public Relations Plan and Media Kit must be
submitted to the Chapter’s Executive Committee (1/08)
•The Public Relations Plan and Media Kit must be
Submitted to the Chapter for Approval (2/08)
Marketing Plan
•AΦA Has Established Itself as a Reputable, Informed and
Concerned Service Organization
•AΦA is Concerned With How We Are Perceived in the
Communities We Serve and Within Our Brotherhood
•Because Fraternities Perceived as Elitist and Exclusive
•Perceptions of Hazing and Underground Pledging
Strongly Negates and Overshadows our Efforts
•Each Chapter Must Take Advantage of Our Good Standing and
Notoriety to Grow and Market AΦA in a Positive Framework.
Marketing Plan
Strategies
Advertising/Publicity
•In All Advertisements Assure the Name is Clearly Identifiable
Association Contacts, Internal & External
•Develop Relationships Outside of the Chapter
Newsletter
•A Great Tool for Routinely Communicating the Activities
Web Site
•Should Highlight the Fraternity’s History
•Must be Approved by the Fraternity
Promotional Displays Public
•In Public Forums, Festivals , Events, Etc.
Develop Action Plan
Budget Develop a Marketing Budget
Marketing Plan
Implementation
•The Associate Editor to the Sphinx Serves as the Chapter PR
Committee Chairman* (12/07)
•Each Chapter Should Develop a Public Relations Plan and a
Media Kit (1/08)
•The Chapter Marketing Plan Must be Submitted to the
Chapter’s Executive Committee (1/08)
•The Chapter Marketing Plan Must be Submitted to the
Chapter for Approval (2/08)
Brand Management Plan
WHAT IS IT?
•The Application of Marketing Techniques to a
Specific Product, Product Line, or Brand
•Brand Includes a Name, Fonts, Color Schemes,
Symbols, and Sound Logo, and/or Design Scheme
•This Brand May be Developed to Represent
Implicit Values, Ideas, and even Personality
• Brand Management Involves Managing
the Tangible, as well as, the Emotional Connections Derived
as a Result of the Experience, Identity, Communication and People
•It Should Embody our History, Members and Accomplishments.
Brand Management Plan
What is the Alpha Phi Alpha Brand?
•The Name (including Greek letters)
•The Colors
•The Fraternal Shield
•The Coat of Arms
•The Seal
•The General President
•The Brothers of Alpha Phi Alpha
•History & Legacy
•Etc.
The Name of Alpha Phi Alpha and the
Greek Letters “AФA” and Its Various
Symbols are registered and trademarked
Symbols of the National Organization.
Brand Management Plan
Use of the AФA Brand
•When utilized with the Name AФA,
the chapter designation (i.e. Iota Chapter of AФA ) belongs to
AФA and not the local chapter
Use of prefix in front of the Name i.e. “Bloody”, Gangster”,
“Merciless”, etc. and Chapter Designation Highlighted in “RED”
is Prohibited. Can Be
Misinterpreted in Cases of Legal action
Displaying Name on the Body of a Brother through Physical
Branding, Tattoos, etc. is Prohibited
A Complete Protocol Associated with the Use of the Alpha Brand
Will Be Included in the National Protocol Manual (under
development)
Brand Management Plan
Strategies
• Include as Part of Your PR Program
• Focus on National Programs At All Levels
• When Appropriate, Release Public Statements (National &
Local); Avoid Political Posturing
• Increase Visibility & Awareness of General President
• Develop Media Kit
• Develop & Sustain Partnerships
• Develop an Approved Web Sites That Supports the
Branding Objectives.
Reclamation Plan
Strategies
Planning
• Identify a Chapter Reclamation Chair
• Set a Reclamation Goal
• Identify Inactive Brothers in the Area
• Identify Inactive Life Members in the Area
• Develop a Chapter Brochure and Business Cards
• Invite Inactive Brothers to Chapter meetings
and other Chapter Events
Reclamation Plan
Strategies
Program Implementation
• Make Contact with Them via Letter, by Email,
Phone or In Person
• Be Sensitive in Recognizing New, Visiting and
Returning Brothers at Chapter meetings
• Collect Contact Information at Chapter Meeting
• Send a Letter or Email Acknowledging a New,
Visiting and Returning, Along with an Invoice
• Provide Tokens as Incentives for Reactivating, i.e. Chapter
Shirt or Hat or a New Members Chapter Tax Discount.
• Provide a Mini Orientation for Reclaimed Brothers
• Designate a Day of Reclamation
Reclamation Plan
Strategies
Follow-Up
• Evaluate the Chapter’s Success in Reclaiming.
• Identify the Ages, Marital Status and Careers of the Brothers
Who Have Been Reclaimed to Determine if any Patterns Exist
That Should be Considered in Making Program Plans, Social
Activities, etc.
•
Consider the Cost/Benefits of Dues Discounts (Reclaimed
Member Discount, College to Alumni Chapter Discounts and
Other Prorated Dues) and Pay As You Oo Plans (Dues in
Installments) on Chapter Program and Operations.
Reclamation Plan
Implementation
Each Chapter should develop a Implement
the plan to retain and reclaim brothers
(12/07)
Crisis Management Plan
What is A Crisis?
•A Critical Incident That Involves Death,
or Serious Injury or Threat to People
•Damage to Environment, Animals, Property and/or Data
•Disruption of Operations
•Threat to the Ability to Carry Out Mission
•Threat to the Financial Welfare
and Image of a Person or Organization
•An Adverse Incident or Series of Events that has the
Potential to Seriously Damage the Organization’s People,
Operations, Finance or Reputation.
What is Crisis Management?
•Involves Identifying a Crisis, Planning a Response to the
Crisis and Confronting and Resolving the Crisis
Crisis Management Plan
Examples of Crisis
• Sudden Illness of a Member, Aspirant or Guest
• Death or Injury of a Member, Aspirant or Guest
• An Injury or Accident involving
Alcohol or Fire Arms at Social Events
• An Injury or Accident involving a Member, Aspirant and/or a
Non-member at or During or Immediately After a Chapter
Event or on Chapter Property.
• A News Story or Media Event That Could Potentially Destroy
the Credibility of the Organization, i.e. Allegations of Hazing,
Unruly Conduct, Misappropriation of Funds, etc.
Crisis Management Plan
Strategies
•Avoid the Crisis Altogether
•Follow the Alpha Phi Alpha
Fraternity, Inc.
Risk Management Guidelines
Crisis Management Plan
Strategies
• Chapter President is In Command
• Call 911, First
• Call Fraternity Officers Starting with Chapter Advisor or
Area Director. The Follow Protocol
•
Informing Members Not To Making Public Statements.
Comment to No One Other Than School, Police or
Fraternity Officials
• Do Not Notify Parents or Next of Kin, the
Medical Personnel Will
• University Officials are Always Available for Counseling
• After the Crisis, Evaluate
Crisis Management Plan
Implementation
•The Executive Committee is responsible for developing a
Chapter Crisis Management Plan as part of its Public
Relations Plan (1/08)
•The Chapter Crisis Management Plan must be submitted
to the Chapter for Approval (2/08)
Financial Transparency Plan
•Involves the Production, Testing, Dissemination and Use
of Information Related to an Organization’s Financial
Performance.
•Steps in the Process
•Gathering and Reporting Accurate Information
•Verifying the Information
•Analyzing, Comparing, and Judging the Performance
•Supervising the Financial Management Organization
to Ensure That It Complies with Applicable Standards
Financial Transparency Plan
Why Important?
•Essential if the Organization is to Remain Credible with All
Stakeholders, i.e. Members, Donors and Constituents.
•Makes it Easier for Auditors and Supervisors to Oversee the
Safety of the Financial System,
•Gives Additional Confidence to Stakeholders
.
Financial Transparency Plan
Strategies
• Each Chapter Must Have a Process for Gathering and
Reporting Accurate Information
Each
Must
1.Each
Have
Chapter
Chapter
a Process
Must
Must
Have
for
Have
a Process
an External
and
for Reporting
Internal
Audit Process
Controls
Accurate
• Chapter
Each 1.Each
Chapter
Must
Have
aGathering
Process
for
Internal
ControlsInformatio
• Each Chapter Must Have an External Audit Process
• Each Chapter Must Have a Process for Full Financial
Statement Disclosures
Financial Transparency Plan
Process for Gathering and Reporting Accurate Information
• Must Develop an Annual Budget
• Must Record on the Alpha Local Chapter Budget Report
Each Chapter1.Each
Must
1.Each
Have
Chapter
Chapter
a Process
Must
Must
Have
for
Have
Gathering
a Process
an External
and
for Reporting
Internal
Audit Process
Controls
Accurate Informatio
Format
• Must Submit a Report of Revenue and Expenses at Each
Chapter Meeting. Report Must be on the Alpha Local
Chapter Financial Report Form
• A Separate Alpha Local Chapter Financial Report Shall Be
Maintained and Reported On For Each Separate Entity
• Assure that Chapter Funds and 501 (c3) Funds are Kept
Separately
Financial Transparency Plan
Each Chapter Must Have a Process for Internal Control
•
•
•
•
Treasurer and Financial Secretary Should Be Bonded
All Receipts Deposited Within 5 Business Days
All Request for Funds Done with Reimbursement Form
Each Chapter shall have a form for members to request
reimbursements.
Each
1.Each
Must
1.Each
Have
Chapter
Chapter
a Process
Must
Must
Have
for
Have
Gathering
aauthorized
Process
an External
and
for Reporting
Internal
Audit
Process
Controls
Accurate Informatio
• Chapter
All reimbursements
must
be
by the
Financial
Secretary before a check can be issued
• All checks written on Chapter accounts must carry the
signature of two individuals, preferably the Financial Secretary
and the Treasurer
• Members Must Control All Non-For-Profit Entities, e.g. must
be able to vote on ultimate issues such as amendments to
bylaws, election of directors, and have the right of the members
to receive annual report of any and all such entity
Financial Transparency Plan
Each Chapter Must Have an External Audit Process
• Must Establish an Audit
Each Chapter1.Each
Must
1.Each
Have
Chapter
Chapter
a Process
Must
Must
Have
for
Have
Gathering
a Process
an External
and
for Reporting
Internal
Audit Process
Controls
Accurate Informatio
• Committee Members of the Audit Committee Cannot Be
Financial Officers of the Chapter or Members of the
Financial Committee
Financial Transparency Plan
Must Have a Process for Full Financial
Statement Disclosures
Each Chapter1.Each
Must
1.Each
Have
Chapter
Chapter
a Process
Must
Must
Have
for
Have
Gathering
a Process
an External
and
for Reporting
Internal
Audit Process
Controls
Accurate Informatio
• Each Chapter Must Make its Books Available For Review
by Any Member of the Chapter at Any Time, Upon Request
• The Books of the Chapter Must Be Available Upon Request
of Any District, Regional or National Officer of Alpha Phi
Alpha Fraternity, Inc.
Financial Transparency Plan
Implementation
• Plan to implement BOD approved financial controls
at the Chapter level (9/07)
Each Chapter
1.Each
Must
1.Each
Have
Chapter
Chapter
aBOD
Process
Must
Must
Have
for
Have
Gathering
a Process
anpolicies
External
and
for Reporting
Internal
Audit
Process
Controls
Accurate Informatio
• Implement
approved
and procedures
that reflect transparency in chapter fiscal
operations(11/07)
• Develop and enhance income streams and fundraising
opportunities (12/07)
• Present any plans to enhance income streams and
fundraising opportunities to the chapter for approval
(1/08)
Balanced Scorecard
•Measures an Organization’s Activities in Terms of Its
Mission, Vision and Strategies
•Continuously Reveals Whether an Organization and Its
Members Achieve the Results Set Forth by the Strategy
•Helps the Organization Express the Necessary Objectives
and Initiatives to Support the Strategies
•Forces Members to Focus on the Important Performance
Metrics That Drive Success
•Balances a Financial Perspective with Customer, Process,
Context and Membership Perspectives
•Provides Indicators of Future Performance
Balanced Scorecard
Guiding Principles
•Integrated into the Existing Chapter Directory and Officer
Report
•into the system. It should
•Must
Mirror
the 2007-2012
Strategic Plan
also
allow
forNational
compilation
of
•Provides a Means of Calculating an overall score to gage a
data
on toathedistrict,
regional
chapter’s
adherence
2007-2012 Strategic
Plan
andof Recognition
national
•Provides a Means
as Partbasis.
of National Awards and
Achievement Process
•Allows for Ease of Reporting Data. Therefore, AlphaNet Will Be
Enhanced to Allow Chapters to Input Their Report Directly Into
the System. It Should also Allow for Compilation of Data on a
District, Regional and National Basis
Balanced Scorecard
ORGANIZATIONAL MANAGEMENT
(Two point for a “Yes” Balanced Scorecard Answer)
1.
2.
3.
4.
5.
6.
Charter?
Chapter Constitution and By-Laws ?
Ritual?
Chapter Seal?
Is the chapter a member of the local Pan-Hellenic Council?
Was the Chapter’s Executive Committee covered on the
National Strategic Plan?
7. Does the Chapter have a set of Operating Procedures
consistent with Robert’s Rules of Order?
8. Does the Chapter have a Set of Operating Policies and
Procedures to Govern all Chapter Operations?
9. Did the Chapter Develop an Annual Chapter
Operation/Business Plan? (If yes, list under Section VIII.)
10.Is the chapter in good standing with the National
Organization?
___
___
Balanced Scorecard
COMMUNICATIONS/PUBLIC RELATIONS
(Two point for a “Yes” Balanced Scorecard Answer)
1
•
1.Did the Chapter Appoint a Public Relations Chair?
2.Did the Chapter Develop an Internal Communications
Process?
3.Did the Chapter Develop a Marketing Plan?
4.Does Your Chapter Produce an External Newsletter?
5.Does Your Chapter Have a Website?
6.Has Your Chapter’s Website Been Approved by the
National Information Management Committee?
___
___
7.Did the Chapter
Develop a Public Relations Plan?
8.Does Your Chapter Have a Media Kit?
9.Was all External Communications Approved by the
National Organization?
10.Did the Chapter Developed a Crisis Management Plan?
Balanced Scorecard
MEMBERSHIP MANAGEMENT
(Two points for Alumni Chapters and Four points for College Chapters for a “Yes”
Balanced Scorecard Answer)
• Did the Chapter Participate in the Intake Process
•Did the Chapter Have At Least One Informational Seminar?
•Did the Chapter Develop a Reclamation Program?
•Did the Chapter Reclaim More than 5 New Brothers?
•Did the Chapter Reclaim More than 10 New Brothers?
•Did the Chapter Reclaim More than 20 New Brothers?
•Did the Chapter Reclaim More than 30 New Brothers?
•Did the Chapter Reclaim More than 40 New Brothers?
•Did the Chapter Reclaim More than 50 or More New Brothers?
•Did the Chapter Develop a Plan for Fraternal, Personal and
Professional Development of Brothers?
•Did the Chapter Develop a Plan to Maximize the Member’s
Balanced Scorecard
FISCAL MANAGEMENT
(Four points for a “Yes” Balanced Scorecard Answer)
Did the Chapter Implement the National Local Chapter
Budget Report?
Did the Chapter Implement the National Local Chapter
Financial Report?
Did the Chapter Implement Policies and Procedures That
Reflect Transparency in Chapter Fiscal Operations?
Did the Chapter Develop and Enhance Income Streams
and Fundraising Opportunities?
Did the Chapter End the Fiscal Year With a Balanced Budget?
Balanced Scorecard
PROGRAM MANAGEMENT
(Four points for a “Yes” Balanced Scorecard Answer)
Did the Chapter Implement “Project Alpha” During the
Last Fraternal Year?
Did the Chapter Implement “Go-To-High School,
Go-To-College” During the Last Fraternal Year?
Did the Chapter Implement “A Voteless People is
a Hopeless People” During the Last Fraternal Year?
Did the Chapter Implement Special Projects During
the Last Fraternal Year?
Did Your Chapter Award Scholarships?
The LIGHT of the World
IT IS UP TO US TO PROTECT THIS LIGHT
A Century of Leadership & Service
Chapter Operations Plan
Implementation Training
87th General Convention
Orlando, Florida