2010 KCSAE 101 Chapter Development
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The document discusses various aspects of chapter development for associations, including typical chapter structures like geographic boundaries and size; dues collection processes; communication methods between national and chapter levels like publications and websites; leadership development programs; and fostering positive relationships between national and chapter organizations to provide value to members.
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2010 KCSAE 101 Chapter Development
- 2. Chapter Development Moderator: Nancy Fisher, CAE, Manager of Chapter Relations, American Academy of Family Physicians Panelists: – Trevor Mitchell, Director of Member Services, ARMA International – Brian Van Norman, CAE, Director of Chapter Relations, American Public Works Association
- 3. Association Overview • Mission • Membership • Governance • Chapters
- 4. Chapter Structures • Geographic Boundaries • Size • Management • Incorporation • Bylaws • Governance • Representation of chapters in organization
- 5. Dues Collection • National or Chapter • Dispersion of Money • Timing • e-Commerce
- 6. Communication • Publications • Web Sites • Web Site Maintenance • Collaboration (Web 2.0) • Discussion Lists
- 7. Leadership Development • Programs at National and Chapter Level • Volunteer and Staff Involvement • Relationship to Governance Structure
- 8. National - Chapter Relationship • Efforts to Foster Positive Relationships • Roles of the National and Chapter Organizations • Value to Members
Editor's Notes
- Nancy – AAFP founded in 1947 AAFP Mission - The Mission of the AAFP is to improve the health of patients, families and communities by serving the needs of members with professionalism and creativity. Membership – 94,700 members – family physicians and medical students Must be a member of National and the Chapter – and the local Chapter if there is one Governance – BOD (17) – 3 yr. terms; COD – 2 from ea. Chapter; (6) Commissions Chapters – 55 (1 in ea. state & Virgin Islands, Guam, Puerto Rico and Uniformed Services) Trevor – ARMA International founded in 1955 Mission – The Mission of ARMA International is to educate, advocate, and provide resources that enable professionals to manage information as a critical element of organizational operations and governance. Membership – 10,000 members – records and information managers, archivists, Legal, IT Governance – BOD (16) Officers 1 yr term; directors 3 yr term, 10 Region Managers and 37 Coordinators Chapters – 120, 3 International, 14 in Canada, 103 in US
- Nancy – Geographic Boundaries - 1 Chapter in ea. state – Larger states also have local Chapters. Mbr must belong to Size - Chapters range in size from 16 mbrs – 7k mbrs. Sm=<400 Med = 401 – 1k Lg = >1k Management - Most run by pd. Staff – ranges from (1) p/t exec to 15 staff – About 6 run by Association Management Companies About 1/3 have a foundation Incorporation – Each Chapter individually incorporated Bylaws – Each Chapter has their own bylaws but they must be in accordance with AAFP Bylaws and must be approved by AAFP each time they are amended Governance – Each Chapter has a BOD (10 – 70) – some have a COD. Most meet quarterly – some 2 x yr. - couple every month Representation of Chapters – 2 Delegates from ea. chapter Trevor – Geographic Boundaries – 11 Regions (9 in North America) Europe and International Size - Chapters range in size from 10 mbrs – 450+ mbrs. Sm=<35 Med = 36 – 80 Lg = 81-150 VL = 150+ Management – all are run by volunteers. 3 larger chapters have a hired admin to aid in chapter activities Incorporation – Each Chapter individually incorporated, moving them to be maintained by HQ Bylaws – Each Chapter has their own bylaws but they must be in accordance with ARMA Bylaws and must be approved by ARMA each time they are amended Governance – Each Chapter has a BOD (4-20). Most meet monthly as a board along with a monthly education program for the chapter members Representation of Chapters – Each Region Leader is assigned no more than 4 chapters to work with throughout the year. They provide feedback to the Region Manager and they report to HQ and the Board about all chapters in the region.
- Nancy – National or Chapter – AAFP Manages dues – invoicing; receives pymts; reminders, etc. Dispersion of Money – Send ck to ea. chapter monthly – AAFP pd. 1st, then chapter, then local Timing – Dues due on Jan 1 – have just switched to requiring payment at time of application – used to carry for 8 mos. before dropping. – now 4 Chapters supplement AAFP communications to mbrs with their own Trevor – National or Chapter – ARMA Manages dues – invoicing; receives pymts; reminders, etc. Dispersion of Money – Send ck to ea. chapter monthly on the 15th – ARMA pd. 1st, then chapter Timing – Dues due at the time of application or renewal. Membership is on an anniversary basis so renewal process is ongoing. Chapters supplement ARMA communications to mbrs with their own e-Commerce --
- Trevor Publications – Most chapters have their own newsletter and distribute them electronically at an average frequency of bi-monthly. Web sites – most chapters operate and maintain their own website. We are getting ready to launch a program where HQ can provide them with hosting, templates, and a CMS that will allow them to have a website at a low yearly costs and they will be able to do online registrations as well that all ties back into our database system. Collaboration/Discussion Lists – we use an custom social media site for our leaders to discuss issues going on within their chapters.
- Trevor Leadership Academy- 11 Online courses available to Chapter leaders at no charge, to general membership there is a fee. Speaker provided at each Region Leadership Meeting in the summer. Grants: 25 Speaker Grants $500 2 per Region Leadership Grants $400 Meetings: Region Meetings -- 2 day event in summer focusing on chapters sharing as well as relative items from HQ, Board, Ed Foundation, and certifying board. Conference – ½ day prior to start of conference for chapter leaders to share knowledge and best practices from all chapter leaders.
- Trevor Efforts: Yearly needs assessment to evaluate programs and services effectiveness and areas to best assist chapters. Presentation at Summer Conferences to highlight key items for chapter leaders and use opportunity to meet face to face. Chapter Connection – monthly e-newsletter on items related to chapter leaders Roles: HQ provide assistance and support to leaders. Chapters carry out daily activities Value: Members have opportunity to advance their leadership skills in the chapter where they otherwise wouldn’t. Members have a closer connection to association due to meetings and networking events.