CHAPTER OFFICER TRAINING - SME · • If you have any difficulties, please email [email protected] Your Presenters •Dick Tiano is a senior program manager at SCRA and chair of SME's

CHAPTER OFFICER TRAININGApril 2016

Webinar Housekeeping Rules

• 1 hour webinar: 45 min + 15 min Q&A.

• Attendee phones will be muted during the webinar.

• At any time during the presentation, you can ask your questions in the “Chat” or “Q&A” windows of the WebEx

screen.

• During the Q&A session, immediately following the presentation, the moderator will ask the questions asked

during the webinar via “Chat” or “Q&A” windows.

• The presentation will be recorded and available at the SME Website for SME Members in 5 – 7 business days.

• If you have any difficulties, please email [email protected]

Your Presenters

• Dick Tiano is a senior program manager at SCRA and chair of SME's Greater Charleston

Chapter 430. Dick has been instrumental in helping Chapter 430 achieve Platinum status.

• Dean Phillips is currently a production enhancement engineer with LINK Systems. Dean’s

also the 2016 vice-chair of the SME Member Council. Over the years, he’s held a variety of

leadership positions in SME’s Nashville Chapter 43.

• Ralton Emory manages SME’s Corporate/Emerging Professionals.

• Dave Moulton manages SME’s Chapter Services and Operations.

CHAIR AND CHAIR ELECT

Chapter Chair

Responsibilities

• Setting the chapter mission

• Coordinating activities

• Assuring continuity

• Making a difference

• Setting the chapter vision of what the chapter wants

to be

– What are we about?

– What do we want to accomplish?

– What is our legacy?

– What is our path?

– Connecting the chapter to SME programs

Responsibilities

• Coordinator of the chapter volunteer leaders

– Advising

– Coaching

– Making sure there is a plan

– Getting everyone to help

• Assuring continuity for the next year (succession

planning)

– Finding potential leaders

– Developing potential leaders

Chapter Chair

Your Role

• Manage and lead the chapter

• You are the LEADER of the other

VOLUNTEERS!

• Provide answers to questions regarding SME

policies and procedures

• Assure a solid chapter plan is in place for your

year

• Ensure that all required reports are filed with

SME Headquarters

Making A Difference

• Want to assure that…

– Chapter officers and members know the yearly plan

– Members need to know who you are

– How can members contact you?

– Phone (Work/Home/Cell)

– Chapter website

– Email

Chapter Chair-Elect

• Fills in for the chair in his/her absence

• Assists in management and leadership of chapter and its plan, as well as oversees any committees assigned

• Assures continuity of chapter leadership and its plan

• Chapter may choose to assign nominations committee, recruitment and retention strategic planning to chair-elect

• The role can vary from chapter to chapter

Chapter Planning Components

Opportunities

• A chapter’s main goal is to provide unique

member benefits that cannot be received if

members do not belong to your chapter

• Well defined mission and vision

Chapter Goals

• Every chapter may have different goals to meet

the needs of their members today

• What do your members need most that your

chapter can provide?

Chapter Planning Components

Programs

• Strive for six (6) chapter events for program year

• Provide key deadlines

• Be open-minded to revise goals and objectives

• Assure all reports and meeting minutes are properly filed

• Schedule and conduct all executive board meetings

• File all required forms every year on time

• Schedule planning meeting for next year

Team Work

• Work to carry out objectives

• Establish a team to help

• Succession planning for each volunteer role

Question 1: What is your chapter doing for chapter planning?

TREASURER AND SECRETARY

Treasurer Responsibilities

Maintaining Records

• Receiving, holding and safeguarding all funds

• Disbursing funds for chapter operations

• Prepare Annual Financial Report (due to

SME Headquarters by Jan. 31)

– Information is needed to file a

consolidated tax return

Committees Reporting to the Treasurer

• Budget Planning

• Optional Committees

– Professional Development

– Certification

Treasurer Responsibilities

Budget

• Prepare and submit a budget to the chapter

officers for approval

• Budget should include:

• Income sources

• Expected expenses

Records & Audit

• Record all transactions

• Maintain complete records

• Funds received and disbursements made

• Income and expenses

• Pay by check, EFT, Pay Pal, Square, etc.

• Require two members on the account

• Verify and reconcile all bank statements

• Report financial status at each meeting

• Schedule an annual audit of chapter accounts

• Audit should be conducted by an auditing

committee

Requirements for Chapter to Receive Funding

• For professional chapters to receive funding, they must:

• Submit Chapter Officer Listing form by Jan. 31 – submitted by the Chair

• Submit Annual Chapter Financial Report by Jan. 31 – completed by the Treasurer and approved and

submitted by the Chair

• Submit Chapter Planning and Assessment Guide (CPAG) by Jan. 31 – submitted by the Chair

IRS Rules and Regulations

Chapter Tax Filings Requirements

• Due to Federal Tax Requirements, SME and its

chapters are required to file the required tax

form to maintain nonprofit status

• Typically Federal Forms 990 or 990-N

• This must be done yearly; filing is typically

initiated as part of completing yearly Chapter

Financial Form

• As such, NOT filing the Chapter Financial Form

has significant tax and tax liability implications

Chapter Tax Filings Requirements

• The majority of chapters file the simple Federal

Form 990-N (e-postcard)

• SME is still willing to file on behalf of the

chapters, but the chapter must give

Headquarters permission

• Permission is granted by checkbox on the

annual Chapter Financial Form

• A professional chapter can choose to file on

its own

IRS Rules and Regulations

• Chapters that do not file on their own, or as part of SME’s return for three (3) consecutive years, automatically lose their

not-for-profit status – there are no exceptions – this is automatic from the IRS

• SME cannot amend a chapter’s tax return to reinstate the status once it has been lost

• The professional chapter is responsible for filing all its own tax returns, including the missing years. Any chapter that has

lost its nonprofit status must be officially closed by SME so that SME’s corporate nonprofit status is not lost

• The required form for filling are based on chapter income

• Chapters with income <$50,000 are to use Form 990-N

• Chapters with income >$50,000 are to use Form 990

• The IRS looks at a three-year average gross receipts for the senior chapter and its subordinate student chapters to

determine the $50,000

Question 2: What is your chapter doing to safeguard the chapter treasury?

Secretary Responsibilities

• The recording officer for chapter

• Member of chapter officer group

• Official minutes

• Meeting agendas

• Meeting notices

• All records

• Endorsing reports

• Compiling Committee Reports

• Web site

• Student Relations/Development

• Sponsorships

• Communications

Secretary Responsibilities

Chapter Minutes

• Essentials of chapter minutes are:

• Name of chapter

• Date and place of meeting

• Name and function of attendees

• Approval of previous minutes

• All main motions

• Meeting times and adjournment

• Determination of quorum

• Secretary must sign minutes

Quorum

• Take attendance to determine quorum or simple

majority

• Quorum must be present during the following

meetings:

• Chapter officer meetings

• Chapter officer nominations and elections

Secretary Responsibilities

Agendas

• Prepare or oversee preparation of an agenda for

each meeting

• Arrange meetings, logistics and posting of all

meeting notices

Keeper of the Records

• All records are the responsibility of secretary

• Legal records:

• Minutes and financial data must be kept for a

period of seven years

• Historical documents (optional):

• Original chapter charter

• Names of each year’s officers

• Annual reports/membership statistics

• Photographs

• Resource information on sme.org

RESOURCES

Resources

• For chapter leaders

• SME website ‒ sme.org

• Volunteer Leader Toolkit ‒ sme.org/volunteers

• Best Practices ‒ sme.org/best-practices

Resources

• For Chapter Chairs and volunteer leaders

• SME Connect ‒ connect.sme.org

• Chapter & Tech Group Administrators

• Continue the conversation on SME Connect

• Member Council representatives

• Membership Consultant

• Robert’s Rules of Order

• SME Governance Document

Chapter & Member Communications

• From the Desk of…

• Chapter communications

• Quarterly chapter communication email

• SME Member News

SME Chapter Rosters

Login at sme.org

Click On Your Account

SME Chapter Rosters

• Click On Member Unit Roster

– All chapter members

– Contact method identified (mail, email, phone)

Chapter Events and Announcements on SME Connect

Post Reminders and News

about your Chapter

• Announcements

– information and reminders,

meetings, etc.

– manufacturing news in your local

area

– What’s New? Local Manufacturing

Plant Opening?

• Chapter Events

MEMBERSHIP INITIATIVES

2016 Membership Initiatives

• Diversify member profile with strong focus on youth and launch of Bright Minds High School Member

Program

• Recruit and engage emerging professionals as they enter the workforce to ensure a smooth transition

from student member to professional member

• Revitalize local chapter network, introduce new funding model and engage/retain individual professional

members through a segmented lifecycle program

• Create manufacturing’s premier “Connected Universe” and utilize SME Connect as the principle entry

platform for members

• Launch corporate/organizational memberships and recruit organizations and their employees to join

SME

Future Chapter Officer Training Webinars

• May 10 – SME Education Foundation – PRIME®

– While many continue to talk about the current skills gap in manufacturing, your SME Education Foundation is

doing something about it! Learn about how the purposeful work of PRIME (Partnership Response In

Manufacturing Education) is making a difference in communities across America and how SME chapters can fulfill

key engagement objectives by partnering with SME-EF.

• May 24 – SME Membership Revitalization Plan Review

– Come and hear SME’s Director of Membership Christopher Wojcik as he reviews the progress on the revitalization

of membership and the 2016 initiatives.

Membership Staff

• High School and Postsecondary Programs – Natalie Lowell [email protected] 313-425-3129

• Emerging Professionals – open position

• Professional Members and Chapters – Dave Moulton [email protected] 313-425-3213

• Corporate Membership – Ralton Emory [email protected] 865-248-4913

• SME Connect – Dolores Nixon [email protected] 313-425-3130

• Technical Community Network & NAMRI/SME – Suzy Marzano [email protected] 313-425-3237

• Director of Membership – Christopher Wojcik [email protected]

• Member Services – Chris Werth [email protected] 313-425-3220

• East Coast Member Relations Manager – Laura Moon [email protected] 313-425-3217

• Midwest Member Relations Manager – Mark Price [email protected] 313-425-3215

• West Coast Member Relations Manager – Sandy Wilton [email protected] 313-425-3219

QUESTIONS & ANSWERS

THE CONVERSATION CONTINUES ON SME CONNECT

CONNECT.SME.ORG