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 DocumentsBylawsBoard Meeting MinutesChapter Board Contact ListElection ReportingMeeting Reports and Attendance RostersChapter 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 CardBylawsBoard Meetings (4)Chapter Officer Contact List

• Membership StatusElection ResultsTechnical 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 ElectionsSubmit Review Confirmation or Change FormNew Bylaws

• Template in CORe• Submitted for Bylaws Subcommittee approval

SCTE Financials

Tax Status – 501(c)6Each Chapter is under our IRS Tax IDYour Chapter Financials are reported to the IRSForm 990

LegalYour 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 yearNotify the board of upcoming meeting

• Time frame defined in bylawsSend agenda and previous minutes for reviewRecord minutesSend to board and/or president for reviewSubmit 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 electionSeeks candidates for ballot

• Email to all chapter participants (members and non-members) Call for Nominations

• Newsletter, social media sites, meeting notice, chapter website

• Personal outreachEstablish 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 nominationsStart accepting nominations

1 month prior to electionsReview 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 nameEmail 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 COReReport 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 BoardCurrent 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?