Chapter Secretaries’Workshop

Steven D. JohnsonSooner 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)

• Email, 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 email

– Include SCTE Chapter Support staff member or chapters@scte.org

• 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: 610-363-5898

• Mail: Chapter Support

c/o SCTE

140 Philips Road

Exton, PA 19341

• Email: chapters@scte.org

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. . . . .