Chapter Secretaries’ Workshop Dale Roscovich SCTE Chapter Relations Administrator Jason Ciastko Comcast Communications Michiana Chapter

Communicate com·mu·ni·cate- -to give or interchange thoughts, feelings, information, or the like, by writing, speaking, etc.: -to express thoughts, feelings, or information easily or effectively. - to be joined or connected

Communication is Key Chapter membership Chapter board SCTE headquarters Chapter Webmaster - Events, meetings, Board is current on chapter Web site

Position Responsibilities Maintain Chapter Records and Documents -Bylaws, Board Meeting Minutes, Meeting Reports, Strategic Plan -Chapter Membership and Participant Lists -Chapter Board Contact List

Chapter Compliance Secretary Information Review Bylaws –Annual Review – report sent by Jan 30 or within 30 days of the election –New bylaws required for 2010 –Submit changes or signed review form –Available on –Changes are approved by Operations Committee Board Meetings –Meets 4x per year Minutes ed to Chapter Support, if received within 10 days of meeting +5

Chapter Compliance Secretary Information Board –Current SCTE Membership SCTE checks on a quarterly basis Chapter Board Contact Sheet - Available in MS Word , Fax, or Mail to headquarters Board list on SCTE Web site Chaplist is updated Membership Directory and Databases are updated

Chapter Compliance Secretary Information Election information - Call for Nominations to chapter membership - Ballot - Results - Communications to chapter membership - Election Results to headquarters

Chapter Compliance Award Secretary Information Professional Development –Technical training hours (30 hours) Meeting reports and attendance roster submitted within 30 days of the meeting +10 Bank Signature Card –Copy of new card or notification that it is current should be received by April 30 –SCTE staff member must be signer

2010 Compliance and Awards Matrix

Matrix Changes for 2010 Affiliated members Minimum of 50 chapter affiliated SCTE members Scholarship Program Removed from matrix Donations Must be aligned with mission of SCTE Approved 501c3 charity

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

Secretaries’ Toolkit (cont.) –Elections Procedure –Elections Results Form –Strategic Planning Information –SCTE Chapter Support Structure –Chapter Handbook –Secretary Handbook –SCTE Staff

Membership Lists List sent to chapter president and secretary in January List of current, lapsed and soon to lapse members can be requested at any time Available in Information that is provided should be used for official chapter business only.

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

CLAS (cont.) The chapter submits names of two individuals who are current board members for the chapter. The individual must sign a confidentiality agreement.

Strategic Planning Templates available on Calendar of events and goals for the year Assign responsibilities Submit copy to headquarters and keep a record in the chapter files Review during each Board Meeting to keep on track Required to receive full 50 points in matrix

Board Meetings Board must meet a minimum of 4 times a year Record board attendance to document absences- may be removed according to bylaws Need a quorum to vote- note in minutes Treasurer’s report presented and reviewed at each board meeting

Minutes-Do’s Previous meeting minutes approved or corrected All adopted or defeated motions Names of motion makers? Names of all members giving reports and their topics Names of all elected or appointed members Tally of all votes Adjournment and time

Minutes–Don’ts Discussions and opinions expressed Motions withdrawn Entire reports-no attachments

Minutes - Other Be self serving- Document all details that may be needed for future reference “5 years by strangers” Look Back Rule

Seminar Announcements Create flyer with meeting details Distribute via Include SCTE Chapter Support staff member or Create meeting announcement for distribution at local system offices Template on Post on Social Networking Sites

At the Meeting Attendance Rosters Have a list of current SCTE members SCTE Video Presentation SCTE Certification Presentation Certificates of Attendance, if requested Available on Thank you note for the speaker

SCTE has developed the following record retention policy for chapters taking into consideration the IRS, state and local government requirements: Attendance reports 4 years By-laws, Policy and Procedures Permanently Chapter meeting reports 4 years Contracts and leases 7 years Correspondence(legal and important matters) Permanently Minutes of director and committee meetings Permanently

Where? Fax: Mail: Chapter Support c/o SCTE 140 Philips Road Exton, PA

From one Secretary to Another… Organization, organization, organization… Spend a few minutes before every meeting to have everything you think you’ll need…. Pens, sign in sheets, credit card form, receipts, or electronics at Technical Sessions Agenda, past meeting minutes, reports at Board meetings Do you need anything from other Board Members?

Keep Communication Open… Remember YOU are the primary point of contact to your Chapter! Communicate often with your President and other Board Members. »Do they need your help? Communicate with your members. »What do they want or need from the Chapter. Communicate with your neighboring Chapters. »What do they have going on? Can you learn anything from what they are doing? Can you help coordinating Technical Seminars to help out on costs? (Can you say Teamwork Points on the Matrix?) Most importantly, communicate with SCTE headquarters. »Keep them in the loop.

Try to get help… Smaller Chapters may not have many resources… Use your Board members to help. Remember you don’t have to do it all yourself. Can someone work the registration table? How about working the phones or to get a speaker? You have enough on your plate with just your basic duties. Help is essential to keep from burnout… Ask me how I know…

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