Mastering Your Quarterly Report AIM-IRS Prepared by Ja Rita Johnson Midwest Region, RVP Annie L. Ray Southwest Region, RVP

Regional Vice President Activities Regional Vice President Activities Report RVP activities Report RVP activities Can be assigned to RR to complete, but RVP will provide information Can be assigned to RR to complete, but RVP will provide information

Examples of items to include: Any meetings/chapter visits held with chapters or RRs Any assignments completed on a National Committee Regional Vice President Activities Continued Regional Vice President Activities Continued

Regional Representatives Activities Completed by the Regional Representatives Completed by the Regional Representatives Examples of items to include: Examples of items to include: Any meetings/chapter visits held with assigned chapters Any meetings/chapter visits held with assigned chapters Any duties completed on behalf of RVP Any duties completed on behalf of RVP Any assignments completed on a National Committee. (Fundraiser, awards, ABMTS, CAMP etc.) Any assignments completed on a National Committee. (Fundraiser, awards, ABMTS, CAMP etc.)

General Overview of Chapter Activities RVP provides a summary of regional activity RVP provides a summary of regional activity Brief synopsis of chapter activities, issues, concerns Brief synopsis of chapter activities, issues, concerns RVP will use Chapter reports to complete this section RVP will use Chapter reports to complete this section

Current Officers Must be updated each quarter for the executive officers, i.e. the President, 1 st and 2 nd Vice Presidents, Secretary and Treasurer Must be updated each quarter for the executive officers, i.e. the President, 1 st and 2 nd Vice Presidents, Secretary and Treasurer Must be completed with name, title, home address, mailing address, and telephone contact information Must be completed with name, title, home address, mailing address, and telephone contact information Must be updated after a change in the executive officers Must be updated after a change in the executive officers Must be updated when an executive officer’s information changes Must be updated when an executive officer’s information changes

Financial Report List all active bank accounts belonging to the chapter List all active bank accounts belonging to the chapter List the dollar amount held in each and the date the amount was identified List the dollar amount held in each and the date the amount was identified No funds in a restricted CFC account No funds in a restricted CFC account Make sure the total lines are completed Make sure the total lines are completed Attach a copy of your treasurer’s report preferably in the Quicken software Attach a copy of your treasurer’s report preferably in the Quicken software

Membership Must be completed each quarter Must be completed each quarter Number should match what you have submitted to National Number should match what you have submitted to National In the event your membership increases after May 1 st, you must follow the same membership procedures in reporting to National In the event your membership increases after May 1 st, you must follow the same membership procedures in reporting to National All per capita dues and regional financial responsibilities must be forwarded immediately to National/Region upon receipt of the members dues before and after the May 1 st deadline All per capita dues and regional financial responsibilities must be forwarded immediately to National/Region upon receipt of the members dues before and after the May 1 st deadline

Workshops & Workshop Descriptions You must list You must list a. Workshop Title a. Workshop Title b. Presenters Name(s) b. Presenters Name(s) c. Date, time and location (if presented more c. Date, time and location (if presented more than once) than once) d. Description of workshop which includes the d. Description of workshop which includes the objective and the intended audience objective and the intended audience Attach programs/flyers that support the workshop Attach programs/flyers that support the workshop

Workshops & Workshop Descriptions Continued Workshops & Workshop Descriptions Continued Don’t loose sight of the purpose of Programmatic meetings… career advancement, finances and health Don’t loose sight of the purpose of Programmatic meetings… career advancement, finances and health Having a workshop on scrapbooking, fundraising etc., is not considered a Programmatic meeting Having a workshop on scrapbooking, fundraising etc., is not considered a Programmatic meeting Each Chapter should provide their membership with 10 workshops per year. However, to remain in good standing you need to complete a minimum of five. Each Chapter should provide their membership with 10 workshops per year. However, to remain in good standing you need to complete a minimum of five. Workshops presented at Spring Conferences can only be claimed by the hosting chapter, unless a chapter presents it later to their local chapter Workshops presented at Spring Conferences can only be claimed by the hosting chapter, unless a chapter presents it later to their local chapter

Scholarships & Awards List List scholarship/award recipients name scholarship/award recipients name award date award date amount amount Scholarship/award type (i.e. tuition, books, certificate, plaque, etc…) Scholarship/award type (i.e. tuition, books, certificate, plaque, etc…)

Fundraising List the date of the fundraiser List the date of the fundraiser Be specific when listing event information Be specific when listing event information List your net profit List your net profitREMEMBER: No fundraising Sept. 15 th – Dec. 15 th

Community Activities Include all activities that support community service efforts Include all activities that support community service efforts Examples: Examples: VITA VITA School Supply Drives School Supply Drives Coat Drives Coat Drives Christmas Adoptions Christmas Adoptions Assisting local Shelters Assisting local Shelters

Elections List the date of the election List the date of the election List all officers and directorships and notate vacant for any positions not filled List all officers and directorships and notate vacant for any positions not filled Always list if a person is interim or temporarily appointed Always list if a person is interim or temporarily appointed

Chapter Concerns List concerns in the appropriate quarter List concerns in the appropriate quarter If there are no concerns notate report with “None” If there are no concerns notate report with “None” Be specific with concerns stating the who, what, when, where and how Be specific with concerns stating the who, what, when, where and how

Managerial Involvement Report should reflect all managerial participation, i.e. Report should reflect all managerial participation, i.e. Workshop presenter Workshop presenter Keynote speaker for conference Keynote speaker for conference Actively involved in chapter’s activities Actively involved in chapter’s activities

Overview of Chapter Activity Chart Make sure you insert the correct year in the first column above the months Make sure you insert the correct year in the first column above the months You need to be specific if the meetings were general meetings and/or board meetings, list all meeting dates and type under the appropriate month You need to be specific if the meetings were general meetings and/or board meetings, list all meeting dates and type under the appropriate month Mark an “X” in the box indicating you had Newsletter and/or website activities Mark an “X” in the box indicating you had Newsletter and/or website activities Under the column for VITA information you must include all dates for each month you participated and the number of participants working your site Under the column for VITA information you must include all dates for each month you participated and the number of participants working your site

Regional Council List the RVP, Immediate Past RVP, Regional Reps, Chapter Presidents and Immediate Past Chapter Presidents List the RVP, Immediate Past RVP, Regional Reps, Chapter Presidents and Immediate Past Chapter Presidents Include their title, address, telephone numbers, and home address (if they have no home address, leave blank. DO NOT use an IRS address) Include their title, address, telephone numbers, and home address (if they have no home address, leave blank. DO NOT use an IRS address) Must be accurate at all times because National Executive Secretary uses it to complete the Group Exemption Report Must be accurate at all times because National Executive Secretary uses it to complete the Group Exemption Report

Things to Remember Adhere to the deadlines set to submitting your report Adhere to the deadlines set to submitting your report If you have nothing to report in a section of the report, never leave it blank, state “None” or “N/A” (This let’s your RVP know that you did not overlook the section) If you have nothing to report in a section of the report, never leave it blank, state “None” or “N/A” (This let’s your RVP know that you did not overlook the section) Be as detailed as possible Be as detailed as possible Make sure you have attached the CFC reporting form, treasurer’s report and any flyers or programs Make sure you have attached the CFC reporting form, treasurer’s report and any flyers or programs Include any pictures of events that can be sent electronically. Especially pictures that will support the organization in showing we do our part in supporting CFC type activities. Include any pictures of events that can be sent electronically. Especially pictures that will support the organization in showing we do our part in supporting CFC type activities. DO NOT change the format of the report (no adding/deleting boxes, changing titles, etc.) DO NOT change the format of the report (no adding/deleting boxes, changing titles, etc.) Remember it cost your Region $5.00 per day for each day the report is late. Remember it cost your Region $5.00 per day for each day the report is late. “Remember your report is a reflection of you” “Your report is a reflection of your chapter”