Presentation on theme: "CHAPTER SECRETARY TRAINING MODULE TRAINING MODULE."— Presentation transcript:
CHAPTER SECRETARY TRAINING MODULE TRAINING MODULE
GENERAL GUIDELINES Feel free to ask questions during a presentation. Follow agenda : Please stay on topic and to the point. Speak one at a time and so everyone can hear you. Please return from breaks promptly (or quietly).
VIRTUAL ADMINISTRATIVE REMARKS Please ensure your phone is kept MUTED. NEVER put your phone on hold. Review participant logon screen features. Slides and reference materials are posted on-line.
SECRETARY RESPONSIBILITIES As per ASIS Procedure 4006 Keep and make regular entries in the book of minutes regarding the proceedings of all chapter meetings. Cause the minutes to reflect accurately and concisely the decisions and recommendations of the chapter on each question considered. The minutes will also record the names of those members and guests present. Proposed minutes will be prepared by the Secretary or acting Secretary of the chapter and forwarded to the Chair for approval.
SECRETARY RESPONSIBILITIES Prepare and forward to ASIS International headquarters all chapter activity reports, promptly following each chapter meeting and ensure proper distribution of the submission is forwarded to the Regional Vice President. Hold safely all books, correspondence, and records that he/she is required to keep or that come into his/her possession, custody, or control by virtue of the office of Secretary. When his/her term of office is over, the Secretary’s successor will come into possession of these records. ASIS Headquarters retains copies of chapter correspondence for three years. Chapters are responsible for retaining their permanent files of correspondence.
SECRETARY RESPONSIBILITIES Give advance notice of all chapter meetings. Contact new chapter members following chapter notification by ASIS HQ. Certify to HQ the election of new chapter officers. Notify members of the dates on which chapter dues become payable and their amounts. Collect these monies for transmittal to the Chapter Treasurer. Handle all communications in the name of the chapter, except as otherwise specified, as directed by the Chapter Chair.
BEING CHAPTER SECRETARY MEANS … The Chapter Secretary is not: A toy (“How to Success in Business Without Really Trying”). A courthouse stenographer. The Chapter Secretary is: The “Chief Record Keeper ” of the chapter. The “Historian” of the chapter. Keeping accurate detailed records of all chapter and executive board meetings that can answer the questions: Who, What, Where, When and Why?
POLICY 4005 : RECORDS Chapters will maintain appropriate records of chapter business. Copies of chapter minutes, proposed minutes, reports, and correspondence regarding them should be considered and treated as official records of ASIS. After the chapter minutes have been approved, the minutes must be made available for inspection by any member of the chapter, SRVP and/or the RVP, or ASIS Director. Nonmembers may not examine these records without the authorization of the ASIS President.
POLICY 4005 : RECORDS Retain as a permanent record all correspondence, minutes, and financial records deemed appropriate. Chapters should establish a policy pertaining to length of record retention, with a minimum of 3 years. Records of a historical nature should be saved in the chapter archives. Chapters are required to maintain their chapter charter in a safe place and have it available for display upon request. Any chapter that misplaces or inadvertently damages or destroys its chapter charter should request a new copy from headquarters as soon as possible.
CHAPTER EXECUTIVE BOARD REPORTS Policy 4010 : All acts of the Executive Committee will be the first order of business during each following chapter meeting, and these acts must be adopted, amended, or rejected by the chapter's membership.
MONTHLY CHAPTER ACTIVITY REPORTS Secretary prepare and forward to ASIS HQ and RVP all chapter activity reports promptly following each chapter meeting. Includes all Chapter Executive Board meetings. Treasurer ensure that the financial information on the report is properly completed each month. Chair confirm completed activity report is promptly submitted at the end of each meeting.
HOW TO FILE & GET CHAPTER REPORTS Provide on-line demonstration of how to file and search chapter activity reports on ASIS HQ web site. Steps: Logon with member number and password Click on “Membership” tab on left side drop down menu. Click on “Volunteer Leaders” tab Click on “Volunteer Leaders Reports” tab Click on “Submit Chapter Activity Report” tab (to file report) Remember to click “Submit Report” button!OR Click on “Reports Archive” tab (to review old report) Can search chapter files by beginning and end dates.
EXAMPLE ACTIVITY REPORT From: email@example.com [mailto:firstname.lastname@example.org] Sent: Monday, September 21, 2009 2:50 PM To: email@example.com; firstname.lastname@example.org; Quin, George; email@example.com; firstname.lastname@example.org Subject: ASIS Chapter Activity Report Chapter Information Name:Ann Marie Acree Chapter Office Held:Secretary Date:09/21/2009 Chapter:Houston - Chapter 012 Email:email@example.com Chapter Chair Email:firstname.lastname@example.org RVP Email:email@example.com Meeting Information Meeting Date:September 16, 2009 Speaker:Tim Oeittmeier Place:The Hess Club Topic:City of Houston Crime Stats Meeting Type: Monthly Luncheon
EXAMPLE ACTIVITY REPORT (Cont.) Members Attending:51 Guests Attending:6 Total Attendance:57 Newsletter Promotion:yes Flyer Promotion: Email Promotion:yes Telephone Solicitation: Coverage Of TopicAbove Average Speaking Ability:Above Average Financial Status Previous Month Balance:26,595.65 Income this Month:6,956.07 Subtotal:33,551.72 Expense this Month:7,741.58 Current Balance - All:25,810.72 Account Types Reported: Checking:yes CD:Savings:yes Scholarship Fund:yes Other Account:
EXAMPLE ACTIVITY REPORT (Cont.) Activities and Recommendations Chapter Business and Committee Activities: ASIS HOUSTON CHAPTER MEETING MINUTES 9/16/09. The luncheon meeting was held at the Hess Club with Chapter Chairman Tom Hamilton presiding. We had 51 paid attendees and 6 guests for this monthbs luncheon. The lunch was called to order at 12 Noon with a welcome to all from Tom Hamilton, Chapter Chairman. Butch Roberson, Chapter Chaplin, to lead us in the Pledge of Allegiance and prayer. Tom went around the room and let guests introduce themselves. Chris Dempster gave the Treasury Report b" July financials are on the table b" August figures are a bit off due to operational issues. Most expenses have been for the golf tournament. b" The chapter is doing very well. Darrin Dillon, Golf Committee * The golf tournament is now sold out. * We have 8-9 teams on a wait list. * We still need hole sponsors, door prizes and gift to stuff in players packs like golf balls, tees, pens etc. * Special thanks to so many people * Asked for every person to bring a bottle of booze to place in a wheel barrel. We will then raffle off the wheel barrel after the tournament. Tom Hamilton Announcements: * Commented how remarkable it was to sell out the golf tournament so quickly in such a bad economy. Great job everyone. * We will start honoring both a contract and propriety security officer of the month along with our ongoing officer of the Month honoree program. Anyone interested in nominating an officer please see Bill Ewing or Tom Hamilton. Check out the web site for the guidelines. * The next meeting will be October 28 and it will be off site at Space Center Houston.
EXAMPLE ACTIVITY REPORT (Cont.) There will be 2 sign up sheets. One sign up sheet will be for the luncheon and the other sheet will be for a tour of SCH. *At next months luncheon we will be taking nominations for board members. Anyone interested in nominating an officer please see Bill Ewing or Tom Hamilton. Check out the web site for the guidelines.. The next meeting will be October 28 and it will be off site at Space Center Houston. There will be 2 sign up sheets. One sign up sheet will be for the luncheon and the other sheet will be for a tour of SCH. * At next monthbs luncheon we will be taking nominations for board members. So if anyone is interested in running for office please contact him and he will submit your name. * We will be having a regional training class for Region 6 and other regions will join us. It will be done via computer. * The Sentry is going to press and the last day to submit anything will be the close of business on 9/25/09. Tom Hamilton introduced and honored the Hermann Lift Flight Crew He has always wanted to honor this group because he has always respected and have been impressed by what they do. Tom told a personal story of an incident that happened in his neighborhood when a neighbor of his needed Hermann Life Flight. He introduced the entire crew one by one. Each crew member came forward and gave a brief description of what their responsibilities are. Todd Grubbs, Pilot - Tim Welch, Flight Paramedic, and Penny Dick, Flight Nurse. Also present was Eric Von Wenckstern Director of Flight Operations. Tom Hamilton introduced this monthbs speaker, Dr. Tim Oeitttmeier, Assistant Chief of Police for the City of Houston. Dr. Oeittmeier broke his presentation into 3 parts, history of the Houston Police Department, the kind of work the officers do and how can you assist the police department to prevent crime.
EXAMPLE ACTIVITY REPORT (Cont.) Factoids: b" Houston has the 2nd largest land mass in the US b" Houston is a mix of sprawl & density. b" 50% of the population of Houston live in multi family housing b" Houstonbs population consists of 2.2 million people b" The Houston police department receives 1.2 million calls per year b" The police department has only 5200 police officers b" They need to expand our partnerships b" They want to partner with organizations that focus on people b" Their key partner should be a Sr. manager that can use their contacts to help communicate their cause throughout the country. Tom Hamilton presented Dr. Oeittmeier with a plaque of appreciation from the Houston Chapter for his presentation. Tom asked anyone who didnbt sign in upon their arrival to be sure to do so before they leave. Tom asked an attendee to pull the winning door prize ticket for the $50.00 AMEX gift card. The winner was presented with the Gift Card. Tom asked if there were any questions or new business. With no other comments the meeting was adjourned at 12.47 PM. Next Meeting: Date:10/28/09 Topic: Conoco Phillips Speaker: Jim Snider Dates/Description of Planned Special Activities/Projects: Darrin Dillon, Golf Committee * The golf tournament is now sold out. * We have 8-9 teams on a wait list. * We still need hole sponsors, door prizes and gift to stuff in players packs like golf balls, tees, pens etc. * Special thanks to so many people * Asked for every person to bring a bottle of booze to place in a wheel barrel. We will then raffle off the wheel barrel after the tournament.
CHAPTER NEWSLETTER RULES Distribution should be limited to local chapter members, own RVP, ASIS officers and directors, headquarters staff, and other selected individuals within the geographic territory served by the chapter (e.g., local law enforcement officials, elected public officials, and security vendors). Copies may be sent to other Chapter Chairs & RVPs. No charge may be made to any recipient for the newsletter.
CHAPTER NEWSLETTER RULES Contents may include material reprinted from ASIS Dynamics. Credit should appear as follows at the end of the article: “Reprinted by permission from ASIS Dynamics, (as it appears in the issue you are reprinting from), and copyright (year of issue).” No portion of the ASIS Directory of Members may be reprinted for any reason whatsoever. No material from Security Management may be reprinted without obtaining advance written permission from the publisher. No material shall be used from any copyrighted source without prior written permission from the publisher.
CHAPTER NEWSLETTER RULES Advertising is secured solely for the financial support of the publication and other authorized chapter activities. Advertising solicitation must be limited to firms operating within the boundaries of the geographic territory encompassed by the chapter membership. All monies received from the sale of advertising are subject to the requirements of Procedure 4011. To avoid misunderstanding on the part of either party, all advertising sales orders should be obtained in writing. An advertising contract is preferred.
CHAPTER NEWSLETTER RULES Chapters are authorized to use ASIS logo/emblem on their newsletters only in accordance with the guidelines set forth in Policy 1070. Photocopying copyrighted ASIS publications that are sold, including the CPP Study Guide, may not be photocopied or reprinted for any reason. Chapters should contact ASIS Education to obtain and pay for licensing agreements should they wish to copy these materials.
NEWSLETTER & WEBSITE REVIEW Review and discuss Region 6 chapter newsletters. Review and discuss Region 6 chapter web sites. Review “Chapter Newsletter of the Year” and “Chapter Website of the Year” Award criteria on 2010 Chapter Resource CD.
QUESTIONS? END OF CHAPTER SECRETARY MODULE. WRAP-UP MODULE STARTS AT 4:45 PM.