creating a chapter€¦ · web viewchapter spotlight “as a chapter co-president in san diego i am...
TRANSCRIPT
AMERICORPS ALUMS CHAPTER TOOLKIT
SUMMER 2015
2
TABLE OF CONTENTS CREATING A CHAPTER......................................................................................................................................3
Welcome Letter.......................................................................................................................................4
Alums 101................................................................................................................................................5
BUILDING A GREAT CHAPTER............................................................................................................................8
Benchmarks for Chapter Growth & Impact.............................................................................................9
Regional Support Structure...................................................................................................................16
Chapter Calls..........................................................................................................................................17
Communication Templates....................................................................................................................18
LEADERSHIP AND GOVERNANCE.......................................................................................................................19
Building A Council..................................................................................................................................20
AmeriCorps Alums Chapter Councils.....................................................................................................22
Sample Council Leadership Application.................................................................................................24
Establishing a Fiscal Structure...............................................................................................................26
Building a Strong Council & Having Effective Meetings.........................................................................32
Sample Bylaws.......................................................................................................................................36
RECRUITING AND MAINTAINING MEMBERSHIP...................................................................................................42
Recruiting Your First Followers..............................................................................................................43
General Guidelines for Creating a Communications Plan & Strategy....................................................45
Three Ways to Increase Your Online Outreach......................................................................................46
FAQs on Developing Chapter Media Social Handles..............................................................................47
Member Benefits...................................................................................................................................49
BUILDING YOUR CHAPTER NETWORK THROUGH PARTNERSHIPS............................................................................50
Introduction to Partnerships.................................................................................................................51
State Service Commissions....................................................................................................................52
Our National Partners............................................................................................................................53
Introduction to HandsOn Network........................................................................................................54
GETTING THINGS DONE!.................................................................................................................................55
Hosting and Supporting Events..............................................................................................................56
Event Guide Cheat Sheet (Sample)........................................................................................................57
Event Planning Overview (Sample)........................................................................................................58
Event Examples......................................................................................................................................60
Acknowledgements...................................................................................................................................61
3
4
CREATING A CHAPTER
Members of our Sacramento chapter during service!
CHAPTER SPOTLIGHT
“As a Chapter Co-President in San Diego I am in a unique position to listen, learn and lead AmeriCorps Alums and current members as they lead, mentor/network, serve/advocate and enhance self-care/well-being” – Susan Paul, former AmeriCorps Alums San Diego Chapter Co-President
From:
“Why I Decided To Become An AmeriCorps Alums Chapter Leader” by Susan Paul. Please see the original blog post here.
5
Welcome LetterDear Chapter Leader,
Whether you are new to our network or have been serving as a chapter leader for years, thank you! We are a thriving community because of alumni like you who take your energy and dedication to service well beyond your years in AmeriCorps, never losing your drive to get things done for America!
However, energy and dedication alone are not enough. Structure and community guide us and provide the solid foundation upon which our work rests. This is why we have designed this toolkit to give you the materials you will need to get your new chapter on board and bound for success.
In order to help you navigate the toolkit, we have divided it into six sections:
1. Creating a Chapter—information necessary to start a chapter
2. Building a Great Chapter—guidelines on developing your chapter over time and establishing a high-impact chapter
3. Leadership and Governance—outlines of the expected leadership structure of a chapter along with a sample set of bylaws
4. Recruiting and Maintaining Membership—tips to both recruit members and manage them effectively
5. Building Your Chapter Network through Partnerships—overviews of external organizations that may be able to assist you in your work
6. Getting Things Done!—suggestions and concrete examples of service, networking, and social events to engage your members
We have specifically designed the toolkit to reflect the shared wisdom, know-how and best practices of chapter leaders from around the country. As you read through this toolkit, please know that we are all here to support you! This toolkit—and our community—rely on your dedication, smarts and know-how.
Do you have resources or recommendations to share? Do you have tools to add or examples to incorporate? Let us know! Now let’s get things done for America!
In service,
Stef Vestal Mary Bruce Ben Duda
Chair, National Chapter Council Co-Executive Director Co-Executive Director
6
Alums 1011. What is AmeriCorps Alums?
AmeriCorps Alums is a community of engaged citizens and civic leaders that gets things done for America. It is the only national network that connects the nearly one million alumni of all AmeriCorps programs who have served since 1994 (and the VISTA volunteers who came before) to the people, ideas, and resources that support their life and service after AmeriCorps.
Local chapters like yours around the country engage members in events ranging from service projects to professional development to networking. Together, we are the voice and action network that lives out a lifetime of service.
To learn more about the history of our organization, please visit the About section of our webpage.
2. Who Makes Up the AmeriCorps Alums Chapter Network?
As of January 2015, there are over 80 AmeriCorps Alums chapters all throughout the country and they are supported by a National Chapter Council (NCC.)
3. Who Leads the Chapter Network?
Our national staff is based in the Points of Light offices in Atlanta and Washington D.C.
In addition to our national staff, the network is guided by the National Chapter Council, which includes current and former chapter leaders. This committee sets the agenda for our quarterly chapter calls and shapes our chapter activation and support strategy. Each member directly assists a set number of chapters and brings their concerns to monthly committee meetings.
4. How is the Chapter Network Organized?
Since we regularly add new chapters to our network, there is a wide variation of size/scope among our 80 chapters. We created a benchmark organizational system to guide your chapter in meeting milestones in your chapter growth and understanding your role in the chapter network.
Currently, we organize chapters into Emerging, Established, Signature, and High-Impact groups based on their progress toward achieving the benchmarks of a successful chapter. Our Emerging Chapters are just starting out, while our Established chapters have consistent management structures, our Signature
7
Chapters have a presence in their community, and High-Impact Chapters are making a consistent, measurable impact on their community.
For more details on the Emerging, Established, Signature, and High-Impact stages of a chapter’s growth cycle please see our Chapter Benchmarks section.
5. How Do I Stay Connected to the Alums Community?
Alums utilizes a virtual network that allows chapter leaders to communicate with each other and other registered alums who are part of, or interested in joining, chapters. Please share all chapter questions and concerns with your National Chapter Council Representative who will be checking in at least once a quarter. You can also email the AmeriCorps Alums staff at [email protected]. The other primary modes of communication are:
a. AmeriCorps Alums Website: The quickest and easiest way to stay connected with the wider network of Alums is to register at www.americorpsalums.org and make an individual profile. Once you have chosen the chapter you are affiliated with, you can connect with other members around the country, search for events and enjoy a wide array of online services.
b. Social & Traditional Media (Facebook, Twitter, LinkedIn): Keep up to date and share the latest news and developments for AmeriCorps alums.
AmeriCorps Alums Facebook: https://www.facebook.com/foramericorpsalumsAmeriCorps Alums Twitter: https://twitter.com/americorpsalums AmeriCorps Alums LinkedIn: https://www.linkedin.com/groups/AmeriCorps-Alums-105198 AmeriCorps Alums Blog: http://blog.americorpsalums.org/ - We encourage you to subscribe!General Alumni Newsletter: http://www.americorpsalums.org/?NewsletterArchives Alumni Career Newsletter: http://www.americorpsalums.org/?CareerNewsletter
c. Chapter Leader Google Group : AmeriCorps Alums maintains a Google Group/e-mail listserv where alums, staff, and chapter leaders post resources such as e-mail/newsletter templates and activities. It’s also a way for you to communicate with all chapter leaders across the network to ask questions or share ideas. All chapter leaders should be subscribed to this list as it is our primary way of communicating with chapters. The website for our Google group is: https://groups.google.com/forum/#!forum/americorps-alums-cl.
You do not need a Google/Gmail account to participate. The group email is [email protected] , and that email is used whenever a message needs to be sent to the entire group.
8
If you want to add another member of your leadership team to this distribution list, send an email to [email protected] and request to be added to the group. You can also instruct the chapter member to send an email to [email protected]. After sending this email, the chapter member will receive an automatic confirmation request from Google. Be sure they complete this step. Please also be sure they set their settings so that they receive e-mails (rather than log into the group) to view them!
Alternatively, you can visit https://groups.google.com/ and search for “AmeriCorps Alums Chapter Leaders” and request to join. If you transition from your role and no longer want to be a part of this listserv, send an email to [email protected].
6. What Resources Does Alums Provide to Chapter Leaders?
a. First off, we’ll support you in the governance and start-up aspects of launching and building a chapter. We provide many resources such as sample bylaws, council meeting protocol and more. Lots of people have done this before you, so don’t re-invent the wheel! This toolkit has lots of information for you.
b. You’re building a chapter under an established network. Our branded materials and existing network (blogs, social media, etc.) will help you establish and build your chapter.
c. AmeriCorps Alums chapters also gain access to resources through our quarterly chapter calls. During these online convenings, we offer best practices, guest trainers, event and organizational updates, communications/marketing resources, and more!
d. We also have many opportunities throughout the year, ranging from mini-grants that support service projects to discounts on conferences. The best way to learn about these is on the quarterly chapter leader call and over our Google Group.
9
BUILDING A GREAT CHAPTER
Our Washington DC Chapter serving alongside City Year on MLK Day.
CHAPTER SPOTLIGHT
“Build a chapter you’d want to join!” – Allie Sheldon, Co-Founder of Oklahoma City Chapter
From:
“10 Steps to Starting a Successful AmeriCorps Alums Chapter,” please see the original blog post here.
10
Benchmarks for Chapter Growth & Impact
As stated in the Alums 101 section, we classify chapters in four different categories based on where they are in their stage of development. These categories are Emerging, Established, Signature, and High-Impact. We share the specific details of each category here, both to assist you in determining what stage of development you are in and to provide you with specific goals for where to take your chapter next.
Emerging Chapter(establish the following 1 year from start date)
Established Chapter(establish the following in 2 years from start date)
Signature Chapter(establish the following in 3 years from start date)
High-Impact Chapter(establish the following in 4 years from start date)
Leadership Choose 2 Co-Chairs (that serve 2 years each, and stagger their terms) and establish a working relationship with the National Chapter Council
Same as Emerging Chapter
Same as Emerging Chapter
Same as Emerging Chapter
Council Establish a council, with 3-5 active council members who lead committees specializing in the following categories: • Outreach• Service• Professional
Development• Finance• Communications• Social
5 active council members, including an executive committee comprised of• 2 Co-Chairs• Vice-Chair• Treasurer• Communications
And committees with chairs in each of the following categories• Outreach• Service• Professional
Development• Communications• Social
10 active council members, including an executive committee comprised of• 2 Co-Chairs• Vice Chair• Treasurer• Communications
And committees with chairs now sitting on the executive committee in each of the following categories• Outreach• Service• Professional
Development• Communications• Social
Same as Signature Chapter
11
Emerging Chapter(establish the following 1 year from start date)
Established Chapter(establish the following in 2 years from start date)
Signature Chapter(establish the following in 3 years from start date)
High-Impact Chapter(establish the following in 4 years from start date)
Governance • Create bylaws by amending sample chapter bylaws.
• Adopt and vote on the bylaws.
• Attend quarterly chapter leader calls.
• Ratify and update the bylaws annually.
• Attend chapter leader meetings hosted by Alums’ National Chapter Council & Staff
Same as Emerging Chapter.
Same as Established Chapter.
Chapter Members
Minimum of 5 active members registered on www.americorpsalums.org
Minimum of 15 active members registered on www.americorpsalums.org
Minimum of 30 active members registered on www.americorpsalums.org
Same as Signature Chapter.
Fiscal Structure
Under review & in development. All Chapter Leadership should make AmeriCorps Alums a top giving priority.
Partnerships
Letter of partnership from one local government official (e.g. chief service officer in a local office).
Chapter leader builds relationships with:
- State Service Commission
- Local Hands On Network Affiliate (if
Letter of recognition from at least 3 local officials (government, nonprofit, and private sector are all applicable)
• Meet with Local CNCS and State VISTA Office at least once a year.
• Establish one local host institution (e.g. a college, state
Letter of recognition from at least 5 local government officials.
Meet with Local CNCS and State VISTA Office at least twice per year; partner with them on at least one event.
• Establish one local host institution (e.g. a college, state commission, service center, etc.) that can lend
Same as Signature Chapter – review annually and update as public officials change
12
Emerging Chapter(establish the following 1 year from start date)
Established Chapter(establish the following in 2 years from start date)
Signature Chapter(establish the following in 3 years from start date)
High-Impact Chapter(establish the following in 4 years from start date)
applicable)- Local
AmeriCorps Programs, especially our 20 th anniversary partners
- Local CNCS State and VISTA Office
commission, service center, etc.) that can lend institutional support; host institution has 1 seat on local chapter council.
institutional support; host institution has 1 seat on local chapter council.
Communications
• Share all social media handles, blogs, websites etc. with AmeriCorps Alums Communications staff
• Maintain an active Facebook page or group with at least two posts per month.
• Maintain an active Twitter account and post at least once a day
• Check-in monthly to national chapter council representative in the NCC.
• Repost AmeriCorps
• Share all social media handles, blogs, websites etc. with AmeriCorps Alums Communications staff
• Maintain an active Facebook page or group with at least one post per week.
• Maintain an active Twitter account and post 3-5 times a day
• Report monthly to national chapter council representative in the NCC.
• Repost AmeriCorps Alums national
• Same as Established Chapter
Same as Established Chapter
13
Emerging Chapter(establish the following 1 year from start date)
Established Chapter(establish the following in 2 years from start date)
Signature Chapter(establish the following in 3 years from start date)
High-Impact Chapter(establish the following in 4 years from start date)
Alums national content
• Submit 1 blog posts to AmeriCorps Alums/year
• Maintain a chapter homepage on americorpsalums.org with an introduction from the Chapter Co-Leaders.
• Post one resource every 3 months to the Chapter Leader Google Group
content on an ongoing basis
• Submit 2 blog posts to AmeriCorps Alums/year
• Maintain a chapter homepage on americorpsalums.org with an introduction from the Chapter Co-Leaders.
• Post one resource every 3 months to the Chapter Leader Google Group
Accountability
• Submit a monthly report through Alums.
• Communication with NCC representative at least once a month.
• Have at least 1 member of leadership attend quarterly chapter call hosted by NCC and Alums staff.
• Attend quarterly chapter calls (required) and Alums staff/NCC
Same as Emerging Chapter.
Same as Emerging Chapter.
Same as Emerging Chapter.
14
Emerging Chapter(establish the following 1 year from start date)
Established Chapter(establish the following in 2 years from start date)
Signature Chapter(establish the following in 3 years from start date)
High-Impact Chapter(establish the following in 4 years from start date)
–lead webinars (topic specific, as needed.)
Action
• Hold strategic planning meetings with chapter members at least once a year to establish chapter goals and an achievable action plan. These goals should help to build the strong foundation of the chapter, and could focus on topics including governance (e.g. build out the council), social (e.g. have at least 3 social events with 20 people), partnerships (e.g. meet with community service leaders to learn more about community needs), etc. – whatever makes the most sense for your
• Meet with chapter members at least twice per year to establish chapter goals and an achievable action plan.
• Host information gathering meetings with potential partners, stake holders, and chapter members.
• Host at least two networking events per year to engage chapter members and keep up momentum.
• Host at least two service days per year.
• Host at least two professional development/education events per year.
• Meet with chapter members at least twice per year to establish chapter goals and an achievable action plan.
• Meet at least 8 times/year with your council.
• Host informational meetings with potential partners, state holders, and chapter members.
• Host at least two networking events per year to engage chapter members and keep up momentum.
• Host at least two service days per year.
• Host at least two professional development/education events
• Participate in at least one national service advocacy event/campaign.
• Have at least one mention in a local newsletter/radio/
• Same as Signature Chapter.
Goal: “making communities safer, stronger, and healthier” (a quote from the AmeriCorps pledge!); pick 1 of the Alums 5 priority areas; focus on outcomes, not outputs. Work with regional NCC lead to define actions and outcomes.
15
Emerging Chapter(establish the following 1 year from start date)
Established Chapter(establish the following in 2 years from start date)
Signature Chapter(establish the following in 3 years from start date)
High-Impact Chapter(establish the following in 4 years from start date)
chapter; as you grow to a “High-Impact Chapter,” we’ll ask you to focus more on the impact your chapter can have on your community.
• Host at least one information gathering meeting with potential partners, stake holders, and chapter members.
• Host at least one networking event per year to engage chapter members and keep up momentum.
• Host at least one service day per year.
• Host at least one professional development/education event per year.
etc. for your service and leadership (e.g. op-ed, letter to the editor, etc.)
16
Regional Support Structure
In March 2014, AmeriCorps Alums created an ad hoc Chapter Steering Committee, which became a standing “National Chapter Council” (NCC) in January 2015. The goal of this council is to bring together a small group of former and current chapter leaders to support day-to-day chapter operations. Committee members serve as liaisons between current chapter leadership and AmeriCorps Alums staff. Together with AmeriCorps Alums staff, they are dedicated to improving the alumni network by supporting chapters on the local level.
As a part of the NCC model, each chapter will become part of a regional model to connect them to chapters in their area and also receive mentoring support from an NCC representative. More information on our regional network will be come soon on http://www.americorpsalums.org/?chapters.
Joining the NCC is something for you to think about, too! NCC takes applications once a year. So stay tuned for their next round of application calls! Benefits of joining the Chapter Council include: establishing and expanding your network, helping other chapters grow and develop their boards and operations, advising current chapter leaders on best practices to run a successful chapter, and supporting and contributing to AmeriCorps Alums policy and goals.
17
Chapter Calls
Each quarter, AmeriCorps Alums hosts a chapter call. In these calls, chapter leaders from around the country come together to share best practices, connect with peers, and together chart the course of the organization. These calls are announced well in advance over the Chapter Leader Google group.
In addition to the quarterly calls, we have content-specific calls (e.g. best practices in recruitment, social media, etc.) on an ongoing and needed basis. These are designed by the National Chapter Council. Please recommend topics to your NCC representative.
Call-In/Computer Log-In Instructions
Web: http://pointsoflight.adobeconnect.com/americorpsalumsPhone: 1-800-375-2612 (toll-free)Participant Code: 630395
18
Communication Templates
To see some examples of e-mail, chapter communication, and social media templates please request to join our Chapter Leader Google Group. Once a member, you will be able to search for a variety of communication templates.
You can also find more information about best practices for communications and marketing in the Recruiting and Maintaining Membership section on creating a communications plan and strategy.
19
LEADERSHIP AND GOVERNANCE
The Boston chapter board after planning
CHAPTER SPOTLIGHT
“The Boston Alums Board is the first board I ever served on, and I have really appreciated the opportunity to learn from and serve with such a dedicated and passionate group of alums who have worked tirelessly to connect alums and current members through socials, networking, service and professional development – Sean McDevitt, Boston Chapter Leader, 2009-2013
From:
“Celebrating the Chapter Leadership of Rachel Turner and Sean McDevitt,” please see the original blog post here.
20
Building A Council
Now that you have gathered a group of like-minded individuals who share a common interest in helping solve America’s problems, what is the next step? One of the most important things a chapter can do early in its founding is establish not only a proper leadership structure but also a system of rules to ensure that chapter leader transitions function as smoothly as possible in the future. Because of this, we have consulted with some previous chapter leaders and asked for their advice based on observations of the challenges (and successes!) they have witnessed within their own chapters. Here are some of the most helpful tips:
1. Establish Chapter Leader Term Limits – Establish clear chapter leader term limits very early in a chapter’s life. It is critical to ensure that one chapter’s survival/identity is not linked with one particular (undoubtedly hard-working!) person. It is inevitable that sudden changes happen in life and sometimes a chapter leader has to suddenly relocate to a new area or starts a new career that demands much more of his/her time. If this leader has to resign from his/her position, the survival of the chapter may be at stake. We strongly encourage chapter leadership to fulfill their terms, but we understand that sometimes circumstances require a transition (e.g. going to grad school, moving for a new job, illness, etc.). By establishing clear term limits, a chapter ensures that there is a steady talent pipeline to keep the chapter afloat in turbulent times.
2. Encourage Co-Chairs – For the very reason listed above, we encourage chapters to have co-chairs instead of one leader. This way, co-leaders can share volunteer duties, especially when, for example, a co-chair experiences an uptick in responsibilities in non-chapter activities (e.g. finals in grad school, job transition, an illness in the family, etc.). Also, if one chapter leader has to resign from his/her position for any reason, there will already be a figure with the expertise to maintain operational functions while searching for a new co-chair. We recommend a Chair/Vice-Chair model with the senior co-chair prepping the junior co-chair. Upon the junior co-chair’s transition to senior co-chair, a new junior co-chair will be selected from the chapter membership.
3. Establish A Structure – See bylaws for descriptions of different chapter roles. Benchmark goals of how many leadership positions your chapter needs and by when are available to review in our Chapter Benchmarks. It’s okay to leave the occasional vacancy, but the goal should be to fill these positions over time.
4. Find Great People – We hear again and again “I should have asked for help!” So, ask! There are probably lots of great alums in your area who want to get involved. A good way to find them is through an application process. (Please see our attached draft in the Sample Council Leadership Application). Consider sharing the application over social media and with nonprofit networks in your area.
21
5. Vote In Your Leadership – At the beginning, the election process may be more informal and that’s okay. As time progresses, however, it will be to your benefit to have more formal processes in place in order to ensure that the transfer of positions remains as efficient as possible. Some possible electoral structures: a.) simple majority vote by chapter membership b.) vote of the leadership council to select co-chairs c.) do an application.
6. Feedback, Feedback, Feedback – while we here at AmeriCorps Alums strive to provide you with all the best practices we can, no one knows a chapter better than its current membership. Because of this, we encourage chapters to give feedback surveys to anyone involved in the chapter leadership process. Whether someone is transitioning out of a leadership position or even applying to be a chapter leader, their feedback is extremely valuable and they may be able to tell you things about the entire process that will help you make your chapter leadership structure as strong as possible.
7. Plan for Leadership Transitions – Another important task is ensuring that a process is in place for efficient leadership transitions. Identify areas (i.e. other nonprofits, city or state governments, undergraduate/graduate schools, etc.) in which potential leaders can be found and establish/maintain relationships with them. Think about what sort of connections you would like to establish with local service and business communities and think about the kinds of people who are best able to help you do this. Schedule introductory meetings among current leadership, new leadership, and key chapter stakeholders in order to make sure that your objectives are aligned and that knowledge and contacts are passed on to the next leaders. Set goals for the first 30-90 days of new chapter leadership in order to help new leadership stay on track. Also, keep a list of key files/materials to be turned over to new chapter leaders and work to create a sustainability folder for chapter leaders in the future.
22
AmeriCorps Alums Chapter Councils
The most effective AmeriCorps Alums Chapters make use of their human resources by matching members up with the roles that fit their interests and skills. A simple way to accomplish this is by creating Councils for each goal that the chapter has set. Each committee should have a well-defined set of tasks to accomplish. Here are some of the most common councils that have developed in chapters along with some sample responsibilities of each (please see Sample Bylaws for more detailed descriptions of Council responsibilities).
Outreach Council
Build chapter membership and community relationships Plan/coordinate events to encourage the above Summarize/photograph any outreach events Distribute event recaps to activity participants Send Follow up thank you messages to activity participants
Service Council
Plan, coordinate, and participate in monthly service projects Coordinate projects along with national AmeriCorps Alums service initiatives and State
Commission days of service (such as MLK, 9/11, AmeriCorps Week, etc.) Partner with local organizations and HandsOn Action Centers as well as create independent
projects
Professional Development Council
Provide the chapter with free or low-cost workshops, panels, presentations or resources to help build marketable skills and complement the interests of the members
Summarize and photograph PD events Coordinate with the communications leader to distribute event recap and thank you surveys to
attendees within 72 hours of PD events
Finance Council
Serve as the point of contact for budgeting of expenses Coordinate financial administration and work with Service Council to coordinate fundraising and
grant applications as well as handling any event fees, donations or group expenses Set forth a chapter budget as well as a budget for Service Council, Professional Development
23
Council, Social Council, and any other administrative or official expenses
Communications Council
Oversee the social media and all other chapter and community communication Promote local chapter events and opportunities through a wide variety of creative methods
including event registration through mass email, social media (Facebook, Twitter, blog site, Flickr), and event follow-up
Work closely with other councils to distribute information and promote events on a regular basis
Social Council
Oversee the social and networking events of the chapter and serve as the point of contact for planning social events
Shall not only oversee, but participate in all activities Plan social and networking events that allow Alums to connect with each other and the larger
community that supports them
Our New Hampshire chapter….made in AmeriCorps!
24
Sample Council Leadership Application
Note: We recommend Survey Monkey or Google Forms to gather this information.
To apply to be on the AmeriCorps Alums (INSERT CHAPTER NAME) Council for the (INSERT YEAR) term (INSERT STARTING & END MONTHS), please fill out the short application below. Email (INSERT NAME) with any questions by (INSERT DATE).
Leadership Commitment
The Chapter Council team meets once per month year round. Leaders are expected to attend and actively participate in 75% of meetings and chapter events. Chapter Council members are expected to commit to a one year term and to voluntarily step down if unable to meet this commitment.
Applicants will be contacted after the deadline of (INSERT DATE).
1. First and Last Name
2. Email Address
3. Phone Number
4. Why do you want to volunteer for a chapter leadership role?
5. Please select three skills/areas of expertise that you can contribute as part of your chapter’s leadership
6. Please select three skills/areas of expertise that you would like gain in a chapter leadership role.
7. What is your current involvement with AmeriCorps Alums? What other commitments currently fill your time?
8. What position are you applying for? If you are interested in more than one position, please rank based on interest).
25
Service Chair _____
Advocacy Chair _____
Social Chair _____
Professional Development Chair _____
Treasurer _____
Communications _____
Co-Chair _____
Social Chair _____
Professional Development Chair _____
9. Please share any additional information about your interest in the positions you have selected.
26
Establishing a Fiscal Structure
Chapters are a part of AmeriCorps Alums, an enterprise of Points of Light and a registered 501(c)3 (please see Alums 101 for more on this history of Alums). Chapters are not separate fiscal agents, and we do not encourage them to become separate 501(c)3s. First, we share a brand, identity, and mission – we’re all part of the same effort! Second, we have found that the benefits of being a separate 501(c)3 do not outweigh the significant paperwork and administrative burdens (e.g. a yearly audit!).
That being said, in many cases it makes sense to have a “fiscal agent.” A fiscal agent is a local non-profit entity that has a fiscal relationship with the chapter. This includes banking/bookkeeping and use of their 501(c)3 tax ID to get a tax exemption on some purchases.
Below we outline the “how” and “why” of setting up a fiscal partner, as well as when to bring in Alums staff on financial matters. That being said, a fiscal sponsor is not a requirement of a chapter. Many successful chapters have gone for years without one in place. Before starting this process, make sure you answer the question “why do we need a fiscal sponsor?” Be sure you have a strong answer and a chapter champion within the leadership structure of your chapter to lead the process of establishing a fiscal sponsor.
We encourage chapters to find a fiscal sponsor at the local level. This means finding a nonprofit with a shared mission (we have found local volunteer centers and HandsOn Networks are a great fit) that is willing to support you in this way.
There will be some work in setting up this partnership, so why do it?
Banking & Bookkeeping/Reimbursements – This will vary chapter by chapter. The Boston chapter (see sample fiscal partnership MOU at the end of this section) describes their situation as follows: “Our money is held in a special account with MSA. When we want to spend, we can fill out a check request form and have MSA cut the check, or (what we usually do) just pay for things ourselves and then get reimbursed through MSA. Not having to deal with banking, etc. on our own is very helpful.” Please be sure to explore such possibilities for yourself and your chapter.
Donations! – In-kind donations to the chapter are tax-deductible, which is always helpful. In-kind donations can include refreshments for a social event or gift cards for a raffle. In some instances, you may want to apply for a small grant—a fiscal agent and 501(c)3 are often required for this. Some chapters have also applied for small financial grants with fiscal sponsors.
1. What Do I Need to set up a Fiscal Structure?
a. A Chapter Council Champion: Pick 1 person to lead this initiative. They will build a list of potential nonprofit partners and lead on outreach and communication.
27
b. A Friendly Nonprofit (to become a sponsor organization.)c. A Letter of Support (see next page for a sample)
2. When should I connect with AmeriCorps Alums staff on financial matters?
If applying for grant funds, please email Mary, Co-Executive Director at [email protected]. Alums may be able to provide sample language for you or even have relationships at the granting agency that could be helpful. In some instances, we may want to explore a larger partnership. Further, we are always interested in any new and innovative funding models. Please share those with your National Chapter Council representative and later on the chapter calls.
3. A Note on Dues, Event Fees, and Fundraising
Some chapters have dues—either for their leadership council or for their full membership. They find this is a way to create a small pot of money to support chapter activities. AmeriCorps Alums is in the process of conducting a national assessment—both of Alums chapters and peer organizations—to assess best practices in dues structures. We have learned that many national networks with chapter structures (e.g. college alumni associations, the Rotary, etc.) have a dues structure that supports both local activation and national infrastructure. We are looking forward to having a conversation with chapters about this research as well as your experiences with dues.
Some chapters also charge event fees for certain events. In most instances, this is a small donation (e.g. $10 for a professional development training session), and in others, it pays for the full event (e.g. baseball tickets). Chapters have found that charging for some events not only defrays the costs of events (and even helps build a small pool of funds for future events!), it also helps with retention to events (meaning, more people who RSVP to an event will attend when a small ticket price is included). This isn't appropriate for all events, but it is something to consider. We are also looking forward to a conversation with chapters about when this has worked well, when it hasn't, and how to do it.
We recognize that having a chapter can have financial implications (those chips don't buy themselves!), and we are actively working to learn what's working well in local fundraising – as well as to create additional fundraising opportunities. We look forward to hearing your ideas, and together, creating new and better fundraising and financial structures.
28
FISCAL SPONSORSHIP AGREEMENT
This Agreement is made by and between the Massachusetts Service Alliance (MSA) and the Greater Boston Chapter of AmeriCorps Alums (Boston Alums). MSA is a private, nonprofit organization located in Boston, MA, that is qualified as exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code (IRC).
A. The MSA Board of Directors has approved the establishment of a restricted fund to receive donations of cash and other revenue to support the Boston Alums and to make disbursements in furtherance of the chapter’s mission. The Boston Alums is an unincorporated association, established to create positive impact in the greater Boston area and throughout the Commonwealth of Massachusetts through volunteerism and civic engagement, and to support current AmeriCorps members in their professional and leadership development.
B. MSA desires to act as the fiscal sponsor of the Boston Alums, by receiving assets and incurring liabilities identified with the Boston Alums beginning on the effective date, and using them to pursue the objectives for which the Boston Alums has been established, which MSA’s Board has determined will further the charitable goals of the Massachusetts Service Alliance. The Boston Alums desires to manage its operations under the sponsorship of MSA.
NOW, THEREFORE, THE PARTIES HEREBY AGREE AS FOLLOWS:
1. Term of Agreement. On ____December 10, 2010___, (the effective date), the MSA shall assume operation of the Boston Alums, which operation shall continue in effect unless and until terminated under Paragraph 8 below.
2. Boston Alums Activities and Sponsorship Policies/Use of MSA EIN. All disbursements of Boston Alums funds (including grants), and volunteer projects planned by the Boston Alums shall be the ultimate responsibility of the MSA and shall be conducted in the name of the MSA beginning on the effective date. Authority to manage the program activities of the Boston Alums is delegated to the Boston Alums, subject at all times to the ultimate direction and control of the MSA Board of Directors. Boston Alums may use the employer identification number (EIN) of MSA solely in connection with fundraising conducted in accordance with the terms of this Agreement. MSA must approve all uses of its EIN by Boston Alums in advance.
3. Restricted Fund/Variance Power. Beginning on the effective date, the MSA shall place all gifts, grants, contributions, and other revenues received by MSA and identified with the Boston Alums into a restricted fund to be used for the sole benefit of the Boston Alums’ mission as that mission may be defined by the Boston Alums from time to time with the approval of MSA. MSA retains the unilateral right to spend such funds so as to accomplish the purposes of the Boston Alums as nearly as possible within MSA's sole judgment, subject to any donor-imposed restrictions, as to purpose, on the charitable use of such assets. The parties agree that all money in the restricted fund be reported as the income of the MSA, for both tax purposes and for purposes of MSA's financial statements. It is the intent of the parties that this Agreement be interpreted to provide MSA with variance powers necessary to enable MSA to treat the restricted fund as MSA's asset in accordance with Interpretation No. 42 of Statement No. 116 issued by the Financial Accounting Standards Board, while this Agreement is in effect.
29
4. Restricted Fund Management/Performance of Charitable Purposes. All of the assets received by the MSA under the terms of this Agreement shall be devoted to the purposes of the Boston Alums, within the tax-exempt purposes of MSA. No item of revenue shall be earmarked to be used in any attempt to influence legislation within the meaning of IRC Section 501(c)(3); no agreement, oral or written, to that effect shall be made between MSA and any revenue source. MSA shall not use any portion of such assets to participate or intervene in any political campaign on behalf of or in opposition to any candidate for public office, to induce or encourage violations of law or public policy, to cause any private inurnment or improper private benefit to occur, nor to take any other action or inaction inconsistent with IRC Section 501(c)(3). The Boston Alums shall notify MSA immediately of any such agreement, use of funds, action or inaction.
5. Cash and Check Policy. The Greater Boston AmeriCorps Alums are required to submit all check requests to MSA at least 15 business days prior to the date for which the funds requested are needed. All check requests are subject to approval by MSA in accordance with the terms of this Agreement. The check request process will consist of:
a. The Treasurer of the Boston Alums’ Board of Directors must first secure approval of projected expenses by the Boston Alum’s Chapter Leader/Board Chair.
b. The Boston Alums Treasurer will then submit a check request signed by the Boston Alums Chapter Leader to a designated MSA staff member. Requests will consist of a brief description of the proposed project and a breakdown of use of funds for said project (see attached Addendum I: Cash and Check Request Form). Requests must be submitted in hard copy via mail or personal delivery, not via electronic mail.
c. After confirmation of MSA approval of the expense, the designated MSA staff member will process the request and mail or deliver a check to the Boston Alums’ Treasurer within 15 business days of such approval. The Boston Alums Treasurer must disburse the funds directly to the vendor or to the proper committee within the Boston Alums’ Board as indicated on the check request submitted.
d. The Boston Alums Treasurer must submit supporting documentation of all expenses incurred by the Boston Alums to MSA within 30 calendar days of receipt of funds. The designated MSA staff will attach all documentation to the original request form.
e. The Boston Alums Treasurer must submit a brief report of the progress/completion of the project/event to MSA within 30 business days of the project/event with sufficient detail, as determined by MSA, to inform MSA fully of the project/event and its connection to the Boston Alums’ mission (see attached Addendum II: Project/Event Progress Report Form).The designated MSA staff will attach the final report to the original request form as well. This report can be submitted in hard copy or electronically.
All gifts, grants, contributions, and other funds received by the Boston Alums from fundraising events, grants, etc. must be submitted to MSA within 30 days of receipt by Boston Alums to be put into the restricted fund held and managed by MSA and designated for the Boston Alums. The Treasurer of the Boston Alums’ Board will submit all funds and supporting documentation (i.e. grant award letters, donation cards, receipts of cash from fundraising events) along with the proper fund submission form (see attached Addendum III: Grant/Donations Received Form).
6. Fiscal Sponsor Responsibilities. MSA will work closely with the Boston Alums to help assure the quality of all Boston Alums’ events and projects, and to accommodate reasonably the needs of the Boston Alums for assistance. MSA will process all cash and check requests as set forth in Section 5. MSA
30
will process and deposit all Boston Alums’ funds into the Boston Alums’ restricted account within 30 business days of receipt by MSA.
7. Acknowledgement Format. The Boston Alums is to acknowledge the MSA in all promotional and educational materials that pertain to the funded activities and events. This includes, but is not limited to: special event invitations and speaking programs, promotional flyers, posters, pamphlets, event signage and printed programs, newsletters, web sites, videos, media interviews and events, press releases and advertisements. Proper acknowledgement means either using the following credit line to recognize the MSA: “The Greater Boston Chapter of AmeriCorps Alums is supported in part by the Massachusetts Service Alliance;” or using MSA logos to recognize the MSA and its relationship to the Boston Alums. MSA must approve in advance all uses of the MSA logo by Boston Alums.
8. Termination. Upon giving of notice of termination by either party for any reason, Boston Alums shall immediately cease all activity under this Agreement to the extent practicable. Except as otherwise permitted under this Section, either the MSA or the Boston Alums may terminate this Agreement on 60 days' written notice to the other party, so long as another organization which is tax-exempt under IRC Section 501(c)(3) and is not classified as a private foundation under Section 509(a) (a Successor), is willing and able to sponsor the Boston Alums and is approved in writing by both parties by the end of the 60-day period. If the parties cannot agree on a Successor within such period, the Boston Alums shall have an additional 60 days to find an alternate Successor. If a Successor is found, the balance of assets in MSA’s restricted fund for the Boston Alums, together with any other assets held or liabilities incurred by the MSA in connection with the Boston Alums, shall be transferred to the Successor at the end of the notice period or any extension thereof, subject to the approval of any third parties that may be required. If the Boston Alums has formed a new organization qualified to be a Successor as set forth in this Section, such Successor shall be eligible to receive all such assets and liabilities. If no Successor is found, the MSA may dispose of the Boston Alums assets and liabilities in any manner consistent with applicable tax and charitable trust laws, including honoring all donor restrictions. Either party to this Agreement may terminate this Agreement, based upon a material breach of this Agreement by the other party, by giving 10 days' written notice to the other party. MSA may terminate this Agreement immediately in the event that any agreement, use of funds, action or inaction of Boston Alums negatively impacts MSA’s tax-exempt status or otherwise causes MSA reasonable concerns about such activity’s impact on its tax-exempt status.
9. Miscellaneous. This Agreement shall be interpreted and construed in accordance with the laws of the Commonwealth of Massachusetts. Time is of the essence of this Agreement and of each and every provision hereof.Legal/Financial10. Entire Agreement. This Agreement constitutes the only agreement, and supersedes all prior agreements and understandings, both written and oral, between the parties with respect to the subject matter hereof. All exhibits hereto are a material part of this Agreement and are incorporated by reference. This Agreement, including any exhibits hereto, may not be amended or modified, except in a writing signed by all parties to this Agreement.
IN WITNESS WHEREOF, the parties have executed this Fiscal Sponsorship Agreement effective on the _______ day of _________________, 2010.
31
Emily Haber, CEOMassachusetts Service Alliance100 North Washington Street, 3rd FloorBoston, MA 02140
By:____________________________
Dated:_________________________
Hilary Sullivan and Mary Bruce, Chapter LeadersGreater Boston Chapter of AmeriCorps AlumsBoston, MA
By:____________________________ and __________________________
Dated:________________________
32
Building a Strong Council & Having Effective Meetings
The following is a presentation by Andy Davis, who at the time of this webinar was serving as Vice Chair of the AmeriCorps Alums National Advisory Council and working as the Director of Training at BoardSource, an organization that helps strengthen and develop the boards of nonprofit organizations. In this presentation, Andy speaks of the life cycle of a board (or, for the sake of this Toolkit, “council”) and what differentiates a strong council from a weak council. Andy also gives practical advice for ensuring that council meetings are as productive and meaningful as possible. A recording of this webinar is available here. (Note: the presentation begins roughly 6 minutes into the webinar.)
33
34
35
36
Sample Bylaws
BY-LAWSof the
AmeriCorps Alums DC Chapter(as amended May 9, 2012)
ARTICLE I
Name. The name of the Organization shall be The AmeriCorps Alums DC Chapter
ARTICLE II
Function of Leadership and Mission Statement. The Leadership shall establish policy and direction for the Chapter to align with policy and direction of the national AmeriCorps Alums. Mission: To provide benefits and resources to AmeriCorps Alums in the Greater DC area while promoting and supporting current local AmeriCorps programs and national AmeriCorps Alums events, and addressing issues and needs of the Greater DC metro area through a continued commitment to volunteer service and civic engagement. In addition, the chapter will be a strong advocate for future AmeriCorps funding and programs.
ARTICLE III
SECTION 1. Leadership. In June, the Leadership of the Chapter will self-organize to fill all the enumerated roles of the chapter. After Year One, the Chapter Co-Chair(s) shall be elected by the Chapter membership body present by a simple majority, and appoint the other Leaders of the Chapter. To be a candidate for the role of Chapter Co-Chair, the chapter member must be nominated by two other chapter members.SECTION 2. Terms of Leaders. Council Leaders shall serve for a term of one fiscal year. No Leader may serve for more than two consecutive one-year terms in the same position. An individual may only serve in one Leadership role per term and may not occupy two roles.SECTION 3. Vacancies. a.) In the event a vacancy occurs in a Council Leader role, the Co-Chair(s) shall appoint a successor
within 60 days of such vacancy, unless the vacancy should occur within 120 days of the end of the fiscal year.
b.) Should a vacancy occur in the role of the Presidency, prior to 120 days before the end of the fiscal year, an Interim Co-Chair may be elected to serve.
c.) A vacancy is defined as the inability to serve due to death, medical infirmity or resignation, or removal pursuant to clause (d) of this Section.
37
d.) A Council Leader may be removed if the member is unable to meet the attendance or other requirements specific to their role or for behaving in a manner that negatively reflects upon or impacts the local chapter or national AmeriCorps Alums.
ARTICLE IV
SECTION 1. Leaders Enumerated. The Chapter Leaders shall be 2 Co-Chairs, a Finance Leader, a Secretary/Communications Leader, 2 Service Leaders, 2 Outreach Leaders, 2 Professional Development Leaders, 2 Social Leaders, and 2 Advocacy Leaders. A Chapter Board will oversee the Chapter Leaders as a whole. All other members of the Chapter shall be Council Members or Members.SECTION 2. Terms and Elections of Leaders.a.) After Year One, vacant roles shall be appointed by the Co-Chair(s). Newly appointed Leaders will
take office beginning June 1st or when appointed. These leaders shall extend until May 31, regardless of date of appointment.
b.) Should a Leader recognize that he or she is unable to fulfill his or her duties and commitment until the end of the term, he or she is asked to help recruit or suggest possible replacements that the Co-Chair(s) may appoint to fill the role.
c.) No member shall hold the same office for more than two one-year terms consecutivelySECTION 3. Duties of the Co-Chair(s). The Co-Chair(s) shall lead the chapter in its execution of the chapter vision and mission and by ensuring that they align with those of the national AmeriCorps Alums. The Co-Chair(s) shall be responsible for representing the national AmeriCorps Alums to the chapter and for communication between the chapter and the national office, through required monthly Leader calls to total twelve (12) per year. The Co-Chair(s) shall set the agenda and direct monthly meetings and will record attendance at all meetings. The Co-Chair shall participate in and support all types of events (Service, Social, Professional Development and Advocacy) as well as support the Finance and Communications Leaders and Councils.SECTION 4. Duties of the Secretary /Communicationsa.) The Communications chair shall oversee and be the point of contact for the promotion, social
media and all other chapter and community communication. The Communications Leader shall oversee and participate in all Communications Council activities. The Communications Leader shall ensure that all Communication responsibilities are carried out.
b.) The Communications Leader is responsible for promoting local chapter events and opportunities through a wide variety of creative methods including event registration through Eventbrite, mass email, social media (Facebook, Twitter, blogsite, Flickr),and event follow-up using Survey Monkey. The Council is also charged with maintaining the AmeriCorps Alums local chapter page, and the online Leadership group forum (such as Google groups). The Communications leader will work closely with the Service, Professional Development, Advocacy, and the Social Councils to distribute information and promote events on a regular basis.
SECTION 5. Duties of the Finance Leader/Treasurera.) The Finance Leader shall oversee the financial health of the chapter and shall be the point of
contact for budgeting of expenses and shall not only oversee, but participate in all Finance Council activity. The Finance Leader would set forth a Chapter budget as well as a budget for areas of Service, Professional Development, Social and Networking, Advocacy and any other
38
administrative or official expenses to be reviewed and approved by the Chapter Co-Chair(s). The Finance Leader would also establish guidelines for Leaders to implement and manage their individual budgets.
b.) The Finance Council shall be responsible for financial administration including, but not limited to working with Service Council to coordinate fundraising and grant applications as well as handling any event fees, donations or group expenses.
SECTION 6. Duties of the Professional Development Leader(s) and Council. a.) The Professional Development Leader(s) shall oversee providing professional development
resources and workshops as an enrichment benefit to chapter members and shall be the point of contact for all professional development community coordination and resource sharing as well as oversee and participate in all Professional Development Council activity. The Professional Development Leader(s) will be responsible for summarizing and photographing events and will coordinate with the communications leader to distribute an event recap and thank you survey to attendees within 72 hours of the event.
b.) The Professional Development Council is responsible for providing the chapter with free or low-cost workshops, panels, presentations or resources to help build marketable skills and complement the interests of the members. The Council is charged with coordinating at least one workshop, panel or presentation each quarter to total at least four (4) events a year. It is strongly recommended that the local chapter take advantage of any national AmeriCorps Alums professional development opportunities and that the Council work with ServeDC for the Life after AmeriCorps conference, highlighting the experience and special skills of local members as mentors, exhibitors and panelists/speakers.
SECTION 8. Duties of the Social and Networking Leader(s) and Council. a.) The Social and Networking Leader(s) shall oversee the social and networking events of the
chapter and shall be the point of contact for planning social events and shall not only oversee, but participate in all Council activity. The Social and Networking Leader(s) will be responsible for summarizing and photographing events and will coordinate with the Communications Leader to distribute an event recap and thank you survey to attendees within 72 hours of the event.
b.) The Social and Networking Council shall be responsible for planning social and networking events that allow Alums to connect with each other and the larger community that supports them. The Council is charged with planning at least one chapter social event every other month to result in six (6) meetings per year. The Council may choose to partner with other organizations to facilitate networking within the chapter members’ interest areas.
SECTION 9. Duties of the Service Leader(s) and Council.
a.) The Service Leader(s) shall oversee and be the point of contact for the coordination and execution of service events and shall not only oversee, but participate in all Service Council activity. The Service leader(s) will be responsible for summarizing and photographing events and will coordinate with the Communications Leader to distribute an event recap and thank you survey to attendees within 72 hours of the event.
b.) The Service Council is responsible for planning and coordinating bi-monthly service projects to total six (6) per year. The Service Council should mirror the three areas of focus of AmeriCorps: education, environment, emergency response and economic opportunity, etc. and participate in projects in coordination with national AmeriCorps Alums service initiatives and State Commission days of service (such as MLK, 9/11, AmeriCorps Week, etc.) The Council should
39
partner with local organizations and HandsOn Action Centers as well as create independent projects. The Council should also reach out to local active AmeriCorps programs to partner on service projects to create greater impact, build relationships, and share resources.
SECTION 10. Duties of the Advocacy Leader(s) and Council
a.) The Advocacy Leader(s) shall oversee and be the point of contact for the coordination and execution of Advocacy events of the chapter and shall not only oversee, but participate in all Advocacy Council activities. The Advocacy Leader(s) shall also be responsible for summarizing and photographing Advocacy events and will coordinate with the Communications Leader to distribute an event recap and thank you survey to participants within 72 hours of the event.
b.) The Advocacy Council is responsible for creating opportunities for chapter members to participate in advocating for future AmeriCorps funding and programing. The Council is charged with planning and coordinating at least one advocacy activity each quarter to total at least four (4) events a year. It is strongly recommended that the local chapter work in partnership with the National AmeriCorps Alums office and the ServiceNation partnership to strengthen the impact of our work.
SECTION 11. Duties of the Outreach Leader(s) and Council
a.) The Outreach Leader(s) shall oversee and be the point of contact for the coordination and execution of Outreach Activities of the chapter and shall not only oversee, but participate in all Outreach Council activities. The Outreach Leader(s) shall also be responsible for summarizing and photographing any outreach events and will coordinate with the Communications Leader to distribute an event recap and thank you survey to participants within 72 hours of the event.
b.) The Outreach Council is responsible for building chapter membership and community relationships. The Council is charged with planning and coordinating at least one Outreach activity each quarter to total at least four (4) events a year. It is strongly recommended that the local chapter work in partnership with the National AmeriCorps Alums office to strengthen the impact of our work.
ARTICLE V
Leadership Commitment a.) The Leadership team shall meet at least once per month to total twelve (12) meetings per year
at a routine meeting time and place.b.) Leaders are expected to attend and actively participate in 75% of meetings (nine of twelve
meetings) and chapter events and activities.d.) All Leaders are expected to commit to a one (1) year term and to voluntarily step down if
unable to meet this commitment.
ARTICLE VI
40
SECTION 1. Required Chapter Events.a.) There will be a total of six (6) service events, per year.b.) There will be a total of six (6) social/networking events each year.c.) There will be a total of four (4) professional development events each year.d.) All Leaders should coordinate together under the advisement of the Co-Chair(s) to create an
evenly distributed calendar of events throughout the year. At the discretion of the Co-Chair, some events may qualify for two areas and fulfill separate event requirements with one occurrence.
ARTICLE VII
By-Laws. The By-Laws may be amended or repealed upon the affirmative vote of two-thirds of the membership in attendance of the vote, provided such amendment or repeal has been proposed at a meeting prior to the meeting at which the vote is to be taken. A Leader unable to be present at a meeting at which a vote on the By-Laws is to be taken may submit his/her vote by mail, e-mail, or fax, to be received by the Co-Chair(s) no later than one day prior to the meeting at which the vote is to be held.
ARTICLE VIII
Fiscal Year. The fiscal year shall be June 1 through May 31st.
Leadership Commitment
I, _______________understand that as a member of the leadership team of the AmeriCorps Alums DC Chapter I have a legal and ethical responsibility to ensure that the organization pursues its mission: To provide benefits and resources to AmeriCorps Alums in the Greater DC area while promoting and supporting current local AmeriCorps programs and national AmeriCorps Alums events, and addressing issues and needs of the Greater DC metro area through a continued commitment to volunteer service and civic engagement. In addition, the chapter will be a strong advocate for future AmeriCorps funding and programs. I believe in the purpose and the mission of the organization, and I will act responsibly and prudently as leadership of the chapter.
As part of my responsibilities as a member of the Leadership Team:1. I will interpret the organization’s work and values to the community, represent the organization,
and act as a spokesperson.2. I will attend all chapter meetings and special events whenever possible.3. I will be held responsible for full-filling the duties listed in the by-laws for my specific role.4. I will act in the best interests of the organization, and excuse myself from discussions and votes
where I have a conflict of interest.
41
5. I will stay informed about organizational activities. I will ask questions and request information.6. I will work in good faith with other members as partners towards achievement of our goals.7. I will review my own performance as a Leader of the Chapter, the chapter’s performance as a
whole on a regular basis.8. If I do not fulfill these commitments to the AmeriCorps Alums DC Chapter, I will expect the
Chapter Leader(s) to contact me in order to discuss my performance
Signed:
__________________________________Chapter Leadership Member, AmeriCorps Alums DC
42
RECRUITING AND MAINTAINING MEMBERSHIP
Members of our Austin chapter showing teamwork at its finest!
CHAPTER SPOTLIGHT
“The purpose of the Alums Outreach and Recruitment initiative was to train current members and alums to conduct AmeriCorps outreach and recruitment that targets
under-resourced high school youth and college students whose extracurricular activities and/or areas of study are linked to service.”
From:
“Sacramento Chapter of AmeriCorps Alums Helping To Drive AmeriCorps Recruitment,” please see the original blog post here.
43
Recruiting Your First Followers
When you enter the room for your first chapter meeting ever—or your first of the year—who do you want to be there? The first task as a chapter leader is to recruit your first followers. By “first followers” we mean your chapter fans, also known as your fellow chapter members.
But, how do you move from being a lone chapter leader or group of leaders to inspiring alums to come to events and meetings? How do you get your first follower to show up?
Here are a few best practices to start recruiting your first chapter members. Check out this video, “Lessons from Dancing Guy,” to see how these practices work in action. (The video is worth the watch!)
1. Go PublicYou’re already an official chapter with AmeriCorps Alums, and we’ve sent your chapter logos. It’s time to start establishing yourself and your chapter. Go public. Identify yourself to fellow alums.
How can you start identifying your chapter? Here’s a few ways to get started.- Connect with your AmeriCorps State Commission – Introduce yourself and your chapter
leadership and purpose (to connect alumni to one another for service, networking, advocacy, and social initiatives, etc.).
- Post your chapter and contact information on the AmeriCorps Alums website.- Build your chapter brand with business cards, Alums gear, a chapter banner, and consider
developing a social media presence on Facebook and/or Twitter. In order to purchase your own Alums gear, please go to the AmeriCorps Alums store here.
2. Start SimpleMake your first invite to alums to join the chapter simple.
Make your first ask to alums near you just to be present at an event, happy hour, or some other welcome event you host. Keep the event small, affordable, and something that’s easy for everyone to join like coffee, happy hour, or pizza at a chapter leader’s house. Chapters just starting out do need other alums to help lead events and committees, but resist the temptation to ask for more help in your first outreach to prospective members. However, do include this in your follow-up!
3. Welcome & Praise Your First MembersKeep track of who comes to your first chapter meeting. Pay close attention to the first to arrive. Know them by name and give them a shout-out. Make sure they are on your invite list to your next event.
44
4. Build MomentumBe sure to follow-up within 48 hours with a thank-you and an invite to your next event or a recommendation of where else they can connect with your chapter.
5. Ask For HelpEncourage those who attend the first simple events to get more involved with chapter leadership. Choose a date in the near future to release the Chapter Council Leadership Application. Find out what other people’s talents and interests are and explore how they could put that to work for the chapter. You don’t have to go it alone!
6. Set Up Some StructureIt is a great idea to have small social events to get to know the community. Do also begin to establish a leadership committee and host a planning meeting for a small group of those most invested. The governance process for chapter leadership really matters and it will take some time and talent to make it work.
45
General Guidelines for Creating a Communications Plan & Strategy
Want to build your membership, share service stories, and have more alums at your events? Start a conversation and keep it going. Communicating with chapter members is key to keeping people invested in your chapter and in-the-know about the latest news, stories, and events from your chapter.
Here are three tips to keep in mind as you work on your communications strategy.
1. Develop a PlanWhen you first start off a chapter, the question most leaders ask is, “How can I get more members?” The second question should be, “What am I going to say when they get here?” As you develop your communications plan, you’ll want to address these key questions.
a) What do you want members to know about your chapter?b) How often do you want communicate with your chapterc) Who is going to be point person on communications?
The answers to these questions will differ depending on your chapter’s needs and stage of growth. You’ll want to revisit this plan as your chapter grows and make adjustments based on your current needs and capacity. We recommend having a communications council member who focuses on this work and is the primary “voice” curator.
2. Make Each Communication CountBefore you hit send, tweet, record, or post, ask yourself, “Will this communication inform, benefit, entertain, or help chapter members?” Each communication should have a purpose for you and your audience. In other words, each message you send should add value or be meaningful to your chapter members.
A good rule of thumb when creating communications is to ask yourself if you would open or share the information you’re sending. If you’re excited and interested to share it, odds are your chapter members will be too. If not, take a second look and reevaluate.
You want to build trust and credibility with each communication. Also, you want your audience to have high expectations for the content you send. Each communication you send should create the expectation that you’re always going to have “must-read” messages.
3. Be a Story Curator and Story Teller, Not a Reporter.People love stories. They also love telling them. If you want to tell people about your chapter, don’t give a biographical report. Instead, tell the story of how you established the chapter. Give us the details – the meetings at the coffee shop or pizza spot where you and a friend first decided to start your chapter. Or, tell us about your first event or meeting and the most memorable moment. Bonus points, if your story has heart and humor. How you communicate is just as important as what you communicate.
46
In addition to telling your story, ask people for theirs. People liked to be asked about their experiences. Part of building rapport with chapter members is building common bonds through shared experiences. Telling stories is a great way to do that.
Three Ways to Increase Your Online Outreach
There are a number of ways to reach your chapter audience using online tools. The tools most commonly used by chapters are the AmeriCorps Alums website, chapter blogs, and emails/newsletters.
1. Use the AmeriCorps Alums Website
The AmeriCorps Alums website is a great place to start building your chapter identity and reaching new members. Here are a few ways to use the Alums website:
Add your chapter name and contact info (email, social media handles, blog, etc.) to the Our Locations page.
Post your events to our Community Calendar. While your event will only show up in your chapter calendar at first, AmeriCorps Alums’ Communications Coordinator will change it to show up in the national calendar too.
Use the AmeriCorps Alums website to find registered members in your area to invite them to your local chapter.
(Note: To do this, a chapter leader with webpage administration privileges should go to your chapter webpage and click the “Group Admin Options” tab. Under the “Member Management” section, click “Export Group Members” to download a spreadsheet of all registered alums in your area.)
2. Create a Chapter Blog
Establish a blog online to share your stories and repost stories from the AmeriCorps Alums blog or other national service blogs. There are a number of free bloggings sites include Google Blogger, Tumblr, and WordPress. Pick your site and start blogging!
Want to see some examples first? Check out chapter blogs from our Austin, Boston, Connecticut, New Orleans, and North Texas chapters.
3. Send Direct Emails & Newsletters
Reach out directly. Sometimes it’s harder to get people to visit your site or blog, so when you have big news or events coming up, reach out over email. Also, consider creating a monthly newsletter (like the AmeriCorps Alums newsletter) or a quarterly, biannual, or yearly newsletter.
47
FAQs on Developing Chapter Media Social Handles
AmeriCorps Alums recommends chapters have a social media presence on Facebook and Twitter at least.
1. Are there any rules for creating our social media names, handles, or pages?
On Facebook pages and groups, use your full chapter name. For instance, the Boston chapter uses AmeriCorps Alums: Boston Chapter on their Facebook page.
On Twitter, your handle should begin @ACAlums and end with a reference to your location. For example our D.C. chapter handle is @ACAlumsDC.
We understand that in some cases some social media handles may have been taken and are no longer managed that use the suggested Facebook and Twitter names. In that case, please reach out to the AmeriCorps Alums staff for guidance.
2. How often should I post on Facebook?
Generally, most organizations post once a day. However, this question will differ from chapter to chapter depending on your capacity. For instance, some chapters have communication leads that post once a day. Chapters just starting out may only be able to post once a week at first. Do what you can at first and use the Chapter Benchmarks to guide you as you grow.
3. How often should I post on Twitter?
The AmeriCorps Alums account tweets about once an hour at different times. We understand that not all chapters have the capacity or the news to warrant tweeting once an hour. Since Twitter is a quick, 24-hour medium, you’ll want to tweet at least a few times a day or once a day to start. Use the Chapter Benchmarks as you build capacity to better understand how to keep growing your Twitter account as your chapter grows.
4. When’s the best time to post on social media?
There are lots of theories on this. In general, you always want a few posts for the lunch hour. You also want to try and reach different demographics like the early birds checking Facebook at 7 a.m. before they go to work. Think too about the new moms or dads taking a breather on the weekend to check their social media that they haven’t checked up on all week. Similar to when you’re planning event dates and times, vary the times you post to try and hit as many demographics as possible and also post during high-traffic times like lunch.
5. Where can I find content to post?
Start by following national service social media accounts like AmeriCorps Alums, AmeriCorps, AmeriCorps NCCC, AmeriCorps VISTA, and the Corporation for National and Community Service. We also recommend following fellow chapters and getting ideas from what they post.
48
Consider setting up Google alerts for AmeriCorps and AmeriCorps Alums news. There are lots of nonprofits, AmeriCorps programs, and news outlets covering national service. Setting a Google alert can help this information come to you rather than you having to seek it out.
As you start following social media accounts, you’ll find new people to follow that care about the same issues you care about and post interesting things for you to share with your chapter. By listening in to what other people and chapters are saying, you’ll get a better idea of the conversation happening around national service and AmeriCorps Alums. The more you know, the better able you’ll be to jump in to that conversation.
And, of course, don’t forget to share your content. Tweet or tag AmeriCorps Alums and share pictures and stories from your events.
6. How can I gain more followers?
The two best ways to gain followers are to ask people to follow you and post good content that people want to share. Make sure your chapter members know what your social media handles are and encourage them to reference them in their own posts. Also, be a good partner. Follow, talk about, and tag the organizations you partner with on service projects or events in your posts and they often follow you back or re-share your content. You might find a new follower who saw you from following one of your partners and then chose to follow you.
7. Where can I find more tips?
There is so much advice out there on communications that it can be hard to keep track of. Here’s a few other websites that share helpful communications tips.
- Hatch : a website to guide you in creating your organization’s story- YouTube for Nonprofits : get started with videos for your chapter- Vertical Response Blog : Email and social marketing tips
49
Member Benefits
Chapter members become involved in AmeriCorps Alums because they wish to continue their service to others and their country. While the communities and individuals served by AmeriCorps Alums benefit from this service, chapter members are also helping themselves in a variety of ways. We here at AmeriCorps Alums want to ensure that your time with us is fruitful and enriching. Because of this, we guarantee members will have access to:
1. Community – Whether you finished your service last month, last year or a decade ago, a chapter provides instant access to a community of likeminded individuals and knowledgeable alums. Additionally, these communities of likeminded individuals will provide you with excellent networking opportunities. Make professional and social connections!
2. Professional Development – Members have access to a wide variety of resources to help with their professional development. To get started, we encourage our members to begin by watching our Career Webinars. Afterwards, members should read our Career Newsletters. Finally, members are encouraged to apply the information by beginning their career search in our Career Center!
3. Higher Education – AmeriCorps Alums provides members with resources to further their educations. In addition to advising members on how to best use their Segal Education Awards, Alums hosts a Virtual Grad School Fair so members are able to converse directly with admissions representatives at a host of partner graduate schools in fields ranging from Public Policy to Environmental Science. Each month we also feature graduate schools that offer financial incentives to AmeriCorps alums in our Career Newsletter.
4. Advocacy and Government Relations – Members are able to participate in advocacy events in which they share their stories directly with elected representatives at local, state and federal levels. This is a way for members to actively contribute to shaping the “Voice” of AmeriCorps through storytelling. Please click here to see one alum’s experience. Also learn more about this work by visiting our partners ServiceNation and Voices for National Service.
5. Service and Volunteering – We know of alums who met future colleges, bosses, and even spouses (!) thanks to the chapter network. That’s a lot of Ameri-love! Be sure to check out our online community as well. (Facebook, Twitter, LinkedIn, and our blog.)
6. Discounts – AmeriCorps Alums provides deals on essentials such as car insurance, mortgage assistance, tax returns, support navigating health care exchanges, discounts on BoardSource’s organizational membership for nonprofits, discounted international volunteer vacations, and more! For more information on how to gain access to these benefits, please visit our website.
50
BUILDING YOUR CHAPTER NETWORK THROUGH PARTNERSHIPS
Our Miami chapter enjoys a quick break during a day of service!
CHAPTER SPOTLIGHT
“We were able to pull off the project successfully with happy and busy volunteers, no accidents or trips to the hospital, and no complaints! In the end, we were able to provide books and
improve the literacy programs for four different local non-profits.” – Patti Kurtz, AmeriCorps alum
From:
“Chicago Chapter of AmeriCorps Alums partners with Allstate to Make Big Impact for Chicago Public Schools,” please see the original blog post here.
51
Introduction to Partnerships
The national service field includes many organizations working to help people find an opportunity to serve. These organizations can be great partners for Alums chapters ranging from shared service to mentoring opportunities with currently serving members. This section will serve as a guide to the various networks with whom you can explore partnership opportunities.
52
State Service Commissions
State Service Commissions are the state agencies with the responsibility of translating federal AmeriCorps funding into direct, on-the-ground service and community impact. For more about the history and responsibilities of State Service Commissions, please visit the About State Service Commissions page at nationalservice.gov or visit the American Association of State Service Commissions.
In our experience with chapters, we have learned that establishing a relationship with your Service Commission helps grown your chapter. Service Commissions provide a rich variety of service-related programming, a network of like-minded professionals, and valuable links with support structures throughout your state. Also, they are frequently looking for outside support for their events!
Before reaching out to the commission, be sure to check with other chapters in your state to certify if they have a relationship. When reaching out, we suggest starting with an alum on the commission staff.
To find a Service Commission in your state (or district/territory) please click here.
53
Our National Partners
We encourage you to follow these organizations on Facebook and Twitter. They are key partners in our work to ensure all young people have an opportunity to serve. Learn more at ServiceNation, Voices for National Service, the Franklin Project at the Aspen Institute, and NCoC (the National Conference on Citizenship).
For the 20th anniversary of AmeriCorps, we also worked with over 70 state commissions and nonprofit partners to support Corps members and alums. Together, we made sure all alumni are connected to the ideas, people, and resources they need to support their commitment to a lifetime of service.
Look to see if these partners have local affiliates near you. Consider reaching out to a program director or an alum on their local or city staff to explore partnership opportunities.
54
Introduction to HandsOn Network
Through its network of more than 200 HandsOn Action Centers, HandsOn Network allows citizens to find volunteer projects and programs that connect a volunteer’s passion with real needs in local communities. From training to become a volunteer leader to using a volunteer’s professional skills to get local non-profit organizations on track, the options are endless. Its Action Centers are in more than 200 communities across the country and 16 international locations. Annually, the network delivers approximately 30 million hours of volunteer service valued at $626 million!
We suggest that you reach out to a local HandsOn Network affiliate to explore opportunities related to service event planning, professional development, and mentorship programs. For more information, please visit their website here.
Members of the North
55
GETTING THINGS DONE!
Some members of our Baltimore chapter
CHAPTER SPOTLIGHT
“Our work has been both rewarding and challenging. We’re building a community from the ground-up united by the belief that AmeriCorps is one of our most
meaningful life experiences. To keep building on that experience, we need to find other alums, connect with them, and support them.”
From:
“When the Road You Need Isn’t Found on a Map,” by Mandy Zoelzer. Please see the original blog post here.
56
Hosting and Supporting Events
After your chapter structure has been established, hosting events will be the bread-and-butter of what you will do as a chapter. These events can range from service events to networking events to social events. Regardless, remember that it is important to set realistic/achievable goals and have a plan to achieve them. We also recommend that you track your progress and assess what works and what doesn’t.
Below we provide a few examples and templates to get you started.
Reminder: Be sure to track these events in the event tracker! Alums staff use this data to share with funders and stakeholders – with the goal of getting more resources for you!
57
Event Guide Cheat Sheet (Sample)
One Month or More before Event 1.) Brainstorm Event Ideas 2.) Finalize Event Details (Date, Time, Location)3.) Register Event on AmeriCorps Alums website calendar through your chapter page
(Note: In order to do this, please click on the “Group Admin Options” tab on your chapter’s homepage and click “Add an Event.”)
4.) Fill Out Event Planning Overview Document5.) Promote the Event by Emailing Past Event Attendees
Week before Event1.) Send Out Reminders (Email People Who Have RSVP’d)2.) Gather/Create Materials for Event (email Chapter leaders for assistance). Consider bringing …
Sign-in Sheet (Note: Please click here for a sample sign-up sheet.)
Chapter Signs & Banner (especially good for crowded venues) AmeriCorps Alums Swag Flyers for Upcoming Events Stay Involved Handouts (get from Chapter Co-Chairs)
(Note: Please click here to see a sample handout from the DC chapter.)
3.) Draft Blog PostGuidelines for Blog Post
100 to 500 words Summary of the Event Include Links to Any Partners Involved in the Event Ideally Include Quote from Attendee
4.) Create Post Event Survey with a Survey Monkey Account (find examples of previous surveys from the DC chapter here and here)
Event1.) Arrive Early to Set up Materials2.) Have People Sign In3.) Take Pictures
At Least One Group Picture, Ideally with the Banner Several “Action Shoots”
Post Event - Within 72 Hours1.) Email Post Event Survey to Attendees with Thank You Email2.) Send Pictures to Communication Chair3.) Finish Blog Post and Send to Communication Chair 4.) Fill Out Event Tracker Google Spreadsheet
Post Event – Next Board Meeting1.) Report on Event and Share Any Lessons Learned (1 -3 minutes)
58
Event Planning Overview (Sample)
Please complete this form at least a month before your event and email it to Chapter Leaders.
Event Details
1.) Name of Committee Coordinating Event:
2.) Board Member Point of Contact for Event:
3.) Event Title/Name:
4.) Event Date:
5.) Event Location:
6.) Event Description:
7.) Registration Link:
8.) Estimated Number of Attendees or Min/Max Number of Attendees:
9.) Is this event being planned in partnership with any other groups or individual? If so, please list their names and contact information.
10.) Are there any materials or assistance you need from chapter leadership? Is there any additional information chapter leadership should know about the event?
59
Event Promotion
Please indicate below what types of promotion and materials you would like for this event.
Yes/No Type of Promotion/Collateral Specific Language, Hashtags, Links, or Notes (Optional)
Share on Facebook
Share on Twitter
Share in Alums Newsletter. If yes, please include a 2-3 sentence blurb with registration link and send logo or specific graphic via email.
Event Flyer
Alums Signs for Event
Will You Need the Alums Banner?
Other Collateral?
60
Event Examples
You have a wide variety of resources available to you as you plan events. The resources include (but are not limited to) other chapter leaders, your NCC representative, and event write-ups at our blog. In particular, please see our blog’s Chapter Spotlight page to see examples of truly creative, exceptional events. Here are a few examples to help you as you navigate the Chapter Spotlight Page:
Networking:
Networking Night (Miami)
Service:
MLK Day (Various Chapters)
Spooky, Scary Service (Connecticut)
Thanksgiving Service (Los Angeles)
Advocacy:
Alums Advocate for Service (St. Louis)
Professional Development:
Graduate School Fair (North Texas)
Social/Fundraising:
Trick or Treat Crawl (Miami)
61
Our Bay Area alums enjoying themselves at a social event!
62
Acknowledgements
Many individuals have been helpful in sharing their experiences and best practices as we sought to develop this toolkit for chapters. The Alums staff would like to thank the following individuals whose tremendous efforts have made this possible. They include:
Andy Davis, BoardSource Chris Bentson, Boston Chapter of AmeriCorps Alums Morgan St. Jean, DC Chapter of AmeriCorps Alums National Chapter Council Tom Brenan, Association of American State Service Commissions William Berry, AmeriCorps Alums Graduate Fellow
Additionally, the Alums team would like to thank the authors of the 2009 Chapter Toolkit which informed this work.
Finally, the Alums team thanks all current and former chapter leaders. None of this would be possible without your hard work and passion. We hope that this Toolkit will be of some use to you as you continue to get things done for America!
63
Do you have feedback, ideas, or questions about this toolkit? Please share them with us at [email protected]!