Chapter Secretaries’ Workshop

Dale Roscovich

SCTE

Chapter Relations Administrator

Jason Ciastko

Comcast Communications

Michiana Chapter

Communicate

com·mu·ni·cate-

-to give or interchange thoughts, feelings, information, or the like, by writing, speaking, etc.:

-to express thoughts, feelings, or information easily or effectively.

- to be joined or connected

Communication is Key

• Chapter membership• Chapter board• SCTE headquarters• Chapter Webmaster

- Events, meetings, Board is current on

chapter Web site

Position Responsibilities

• Maintain Chapter Records and Documents

-Bylaws, Board Meeting Minutes, Meeting Reports, Strategic Plan

-Chapter Membership and Participant Lists

-Chapter Board Contact List

Chapter ComplianceSecretary Information

• Review Bylaws– Annual Review – report sent

by Jan 30 or within 30 days of the election

– New bylaws required for 2010

– Submit changes or signed review form

– Available on – Changes are approved by

Operations Committee

• Board Meetings– Meets 4x per year

• Minutes emailed to Chapter Support, if received within 10 days of meeting +5

Chapter ComplianceSecretary Information

• Board– Current SCTE Membership

• SCTE checks on a quarterly basis

• Chapter Board Contact Sheet- Available in MS Word

• Email, Fax, or Mail to headquarters

• Board list on SCTE Web site

• Chaplist is updated

• Membership Directory and Databases are updated

Chapter ComplianceSecretary Information

• Election information- Call for Nominations to chapter membership

- Ballot

- Results

- Communications to chapter membership

- Election Results to headquarters

Chapter Compliance AwardSecretary Information

Professional Development– Technical training hours (30 hours)

• Meeting reports and attendance roster submitted within 30 days of the meeting +10

Bank Signature Card– Copy of new card or notification that it is current should

be received by April 30– SCTE staff member must be signer

2010 Compliance and Awards MatrixHeadquarters to receive reports within 30 days after the close of a Quarter. At an absolute minimum all financial reports must be turned in by January 30th.

Compliance & Bonus 5 points for having it in within 30 days

after close of Quarter

Headquarters to receive reports within 15 days after the close of a Quarter

10 points

Bank Signature Card current

Copies received in Exton with current Board and signators on account. Approved SCTE staff member MUST BE a signer on account.

Copy of new Card received by April 30 or Email notification received noting that no changes were made

Compliance

Chapter Board

BylawsAnnual review and/or update of Chapter Bylaws

Notification of review, changes or new bylaws submitted to headquarters by Jan. 30 or within 30 days of election

Compliance

Meets Regularly Minimum of 4 times per year Copy of minutes sent to headquarters ComplianceCopy of minutes sent to headquarters within 10 days; Points awarded for 4 meetings max

5 points

SCTE membership Entire board are current SCTE membersWhen board contact information submitted, headquarters will check quarterly

Compliance

Election ResultsYearly election dates, candidates and results are submitted.

Report submitted to headquarters by Jan. 30 or within 30 days of election

Compliance

Professional Development

Technical TrainingMinimum of 30 technical training hours to be provided per year

Meeting reports and attendance rosters submitted to headquarters within 30 days of the close of each Quarter

Compliance

Meeting Reports and attendance rosters submitted to headquarters within 30 days of the meeting

10 points

Membership

Affiliated MembersMinimum of 50 chapter affiliated SCTE members

Membership numbers pulled on December 31

Compliance

Quarterly ReportsFinancial report, schedules, bank

statements and bank reconciliation completed and submitted

Matrix Changes for 2010

Affiliated members

• Minimum of 50 chapter affiliated SCTE members

Scholarship Program• Removed from matrix

Donations• Must be aligned with mission of SCTE• Approved 501c3 charity

Secretaries’ Toolkit

– SCTE Compliance Information– 2010 Compliance Matrix– Chapter Bylaws Template and Forms– Board Meeting Minutes Templates– Technical Seminar Report Forms– Chapter Leadership Roster– Certification Testing Report Form

Secretaries’ Toolkit (cont.)

– Elections Procedure– Elections Results Form– Strategic Planning Information– SCTE Chapter Support Structure– Chapter Handbook– Secretary Handbook– SCTE Staff

Membership Lists

• List sent to chapter president and secretary in January

• List of current, lapsed and soon to lapse members can be requested at any time

• Available in • Information that is provided should be used for

official chapter business only.

CLAS

Chapter Leadership Access Site

Online access site that will allow chapters to register individuals for an event, view registration lists, and allow chapters to access their chapter membership information online.

CLAS (cont.)

• The chapter submits names of two individuals who are current board members for the chapter.

• The individual must sign a confidentiality agreement.

Strategic Planning

• Templates available on • Calendar of events and goals for the year• Assign responsibilities• Submit copy to headquarters and keep a record in

the chapter files• Review during each Board Meeting to keep on

track• Required to receive full 50 points in matrix

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- note in minutes • Treasurer’s report presented and reviewed at

each board meeting

Minutes-Do’s

• Previous meeting minutes approved or corrected• All adopted or defeated motions• Names of motion makers?• Names of all members giving reports and their

topics• Names of all elected or appointed members• Tally of all votes• Adjournment and time

Minutes–Don’ts

• Discussions and opinions expressed

• Motions withdrawn

• Entire reports-no attachments

Minutes - Other

• Be self serving- Document all details that may be needed for future reference

• “5 years by strangers” Look Back Rule

Seminar Announcements

• Create flyer with meeting details• Distribute via email

• Include SCTE Chapter Support staff member or chapters@scte.org

• Create meeting announcement for distribution at local system offices• Template on

• Post on Social Networking Sites

At the Meeting

• Attendance Rosters• Have a list of current SCTE members

• SCTE Video Presentation• SCTE Certification Presentation• Certificates of Attendance, if requested

• Available on • Thank you note for the speaker

SCTE has developed the following record retention policy for chapters taking into consideration the IRS, state and local government requirements:

Attendance reports 4 years

By-laws, Policy and Procedures

Permanently

Chapter meeting reports 4 years

Contracts and leases 7 years

Correspondence(legal and important matters)

Permanently

Minutes of director and committee meetings

Permanently

Where?

• Fax: 610-363-5898• Mail:

• Chapter Support• c/o SCTE• 140 Philips Road• Exton, PA 19341

• Email: chapters@scte.org

From one Secretary to Another…Organization, organization, organization…

Spend a few minutes before every meeting to have everything you think you’ll need….

Pens, sign in sheets, credit card form, receipts, or electronics at Technical Sessions

Agenda, past meeting minutes, reports at Board meetings

Do you need anything from other Board Members?

Keep Communication Open…Remember YOU are the primary point of contact to your Chapter!

• Communicate often with your President and other Board Members. » Do they need your help?

• Communicate with your members. » What do they want or need from the Chapter.

• Communicate with your neighboring Chapters. » What do they have going on? Can you learn anything from

what they are doing? Can you help coordinating Technical Seminars to help out on costs? (Can you say Teamwork Points on the Matrix?)

• Most importantly, communicate with SCTE headquarters. » Keep them in the loop.

Try to get help…Smaller Chapters may not have many resources…

Use your Board members to help. Remember you don’t have to do it all yourself. Can someone work the registration table? How about working the phones or email to get a speaker?

You have enough on your plate with just your basic duties. Help is essential to keep from burnout… Ask me how I know…

Teamwork

  The way a team plays as a whole determines its success.  You may have the greatest bunch of individual stars in the world, but if they don't play together, the club won't be worth a dime.

  ~Babe Ruth