Chapter Secretaries’ Workshop Steven D. Johnson Sooner State Chapter Secretary SCTE

Chapter Secretary Responsible for maintaining chapter compliance 2-year term; may be re-elected One of the most time-consuming Official recording officer Maintain contact with National The Heart of the Chapter

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

Communication is Key Communicate with chapter membership Communicate with chapter board Communicate with SCTE National Communicate with chapter Webmaster - Events, meetings, Board is current on chapter Web site

First of the Year Duties Board Officer Contact List –Available in MS Word (CORe site) , Fax, or Mail to National Board list on SCTE Web site Chaplist is updated Membership Directory and Databases are updated

Secretaries’ Toolkit CORe web page SCTE Compliance Information 2007 Compliance Matrix Chapter Bylaws Template and forms Board Meeting Minutes Templates

Secretaries’ Toolkit (cont.) Strategic Planning Information Technical Seminar Report Forms Chapter Leader Roster SCTE Chapter Support Structure Certification Testing Report Form

Strategic Plan Templates available on CORe site Calendar of events for the year Be sure to submit copy to National and keep a record in the chapter files –Review during each Board Meeting to keep on track

Annual Review Chapter Bylaws –Submit changes or signed review form –Available on CORe Web site –Changes are approved by Operations Committee and then by the National Board of Directors Bank Signature Card –Copy of new card or notification that it is current should be received by April 30

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 Treasurer’s report presented and reviewed at each board meeting

Board Meeting Reporting Templates are available on CORe Web site Copy of minutes submitted to National –within 30 days (compliance) –within 7 days (5 points per meeting) Distribute minutes to all board members Impact on compliance matrix

Meeting 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 CORe website Snail mail

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

Meeting Reports A minimum of 30 technical training hours per year are required Meeting reports and rosters submitted to National within 30 days of close of quarter (compliance) Report submitted within 30 days of meeting - 10 bonus points per meeting

How Do I Submit a Meeting Report?

PDF Meeting Report Form PDF available on Web site Fax it Snail Mail it

Online Meeting Report Form

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

Maintaining Chapter Database SCTE database –SCTE National can share database Export Excel lists of affiliates and prospects Better registration site Internet connection at meetings? –Sign members up on site –Take registrations online

Check What? Check chapter PO Box for mail Check SCTE Web site for accuracy - Meeting details - Chapter Board - Chapter address & contacts

And Finally.....