MidAtlantic Region

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Mid-Atlantic Region

• Officer Training and
• Membership Committee Training
• (Rev. 12-2006)

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Start

• Mid-Atlantic Region
• Chapter Development Training
• Part I
• Chapter Officers and Directors
• Part II
• Membership (Committee) Training

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Part I Mid-Atlantic RegionChapter Development
Training

• Officers and Directors Training

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Resource Material Pro Forma Bylaws Chapter
Bylaws National Bylaws Policy
Statement Regional Bylaws Manual of Operations
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Pro Forma

• ARTICLE III MISSION
• Sec. (1) The purpose of the Association for the
  Improvement of Minorities in Internal Revenue
  Service is to educate our members to their
  fullest career and personal potential, and
  instill in them the highest degree of confidence
  in their abilities in a manner that is free from
  negative influence and discriminatory policies
  and practices.
• Sec. (2) To achieve that purpose we will
• Educate and counsel its members as to
  opportunities for career and personal
  advancement
• Foster Equal Employment Opportunity
• Provide a Self-Help network to further the
  general welfare of its members
• Promote local and community wide services that
  assist individuals seeking career and educational
  support
• Cooperate with all government agencies and other
  organizations in taking lawful actions to ensure
  the removal of discriminatory policies and
  practices.

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AIM Office Terminology as Related to the
Region/Chapters

• National
• National Board of Directors (RRs and RVPs),
  National Executive Committee (RVPs), National
  President, Senior Vice President, National
  Secretary and/or National Treasurer. It may also
  include National Body (Chapter Delegates) and
  national staff personnel
• The Region
• Regional Council (Chapter Presidents, Immediate
  Past Chapter Presidents, RVP, RR, Regional
  Secretary, and/or Regional Treasurer. It may also
  include Regional staff personnel

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AIM Office Terminology as Related to the
Region/Chapters

• The Board
• Board of Directors 24 voting members
• Executive Committee 10 voting members
• National President
• Senior Vice President
• Regional Vice President from each of the 7
  Regions
• Immediate Past National President
• Directors 14 voting members
• Two Regional Representatives from each of the 7
  Regions

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AIM Office Terminology as Related to the
Region/Chapters

• National Officers Directors
• 1 National President
• 1 Senior Vice President
• 7 Regional Vice Presidents
• 1 Immediate Past National President
• 1 National Treasurer (no voting privileges)
• 1 National Secretary (no voting privileges)
• 1 National Parliamentarian (no voting privileges)
• 14 Directors Regional Representatives

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AIM Office Terminology as Related to the
Region/Chapters

• The Body
• (National) General Membership Body
• Two delegates from each of the chapters in good
  standing with the national organization. The two
  delegates represent their respective chapter
  views, concerns, and voting preferences. Any
  delegate may speak before the general membership
  body.

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AIM Office Terminology as Related to the
Region/Chapters

• Due Date(s)
• Membership Per capita March 01
• Postmark Date (Pay Date)
• 10-Day Mail Receipt Grace Period
• ARTICLE IV REVENUE Sec (1) (a)National Bylaws
• Region receives 2.00 rebate (2007) for each
  regional member paid on or before this date.
• Membership (ABMTS) May 01
• Receive Date
• Member as of this date will be recognized as
  members eligible for members rate for ABMTS
• Chapter will be responsible for the difference in
  ABMTS registration rate if it is determined that
  the chapter failed to submit per capita timely
  for member to receive membership rates.

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AIM Office Terminology as Related to the
Region/Chapters

• Per capita (National Bylaws Article IV Sec 2)
• AIM-IRS National membership dues amount (included
  in local chapter dues) established by the AIM-IRS
  National Board of Directors as a revenue source
  for organizational activities and support
• Chapter Dues
• Amount established by the local chapter Board of
  Directors to finance chapter activities and
  support. This amount includes the National Per
  capita dues established by the AIM-IRS National
  Board of Directors

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AIM Office Terminology as Related to the
Region/Chapters

• Officers
• Chapter Board
• Regional Vice President and Regional
  Representatives
• Regional Council (Chapter Presidents)
• National President
• National Senior Vice President
• National, Regional, or Local Policy

• Voters
• Chapter Membership
• Chapter President and Immediate Past Chapter
  President (Regional Council)
• Chapter Delegates
• Chapter Delegates
• Board, Council, Chapter Delegates, or Membership

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Policy StatementsASSOCIAT
ION FOR THE IMPROVEMENT OF MINORITIESIN THE
INTERNAL REVENUE SERVICE (AIM-IRS)
POLICY STATEMENTSThe
following Policy Statements have been promulgated
to address a number of concerns arising in the
normal course of AIM-IRS business. The Policy
Statements shall govern all activities of the
National as well as all affiliating chapters.
They are enumerated below and additions will be
made whenever needed.
AIM Office Terminology as Related to the
Region/Chapters
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Policy StatementGood Standing

• AIM P-1
• There has been an ongoing concern about chapters
  being timely in submitting various necessary
  assessments, which are required by the
  Constitution and/or By-Laws of AIM-IRS
  (National). Chapters not submitting their monies
  by the prescribed due dates shall be deemed not
  in good standing with the National body. All
  rights and privileges shall be suspended and said
  chapter and its members shall have no standing,
  no voting privileges, or other recognition for
  any purpose whatsoever.
• Members of chapters that are not in good standing
  pursuant to Article (5) of the By-Laws shall, in
  all matters be treated as non-members of the
  Association for the Improvement of Minorities.

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Policy StatementUse of Govt Equipment

• AIM P-2
• Chapters shall be prohibited from entering into
  any agreements, or other transactions which are
  or may be construed as binding upon the National
  organization.
• AIM P-3
• No member shall utilize government property for
  AIM-IRS business.
• AIM P-4
• No member shall solicit on behalf of AIM-IRS on
  government property.
• AIM P-5
• Whereas AIM-IRS is a separate entity from the
  Internal Revenue Service, IRS has no obligation
  to fund, underwrite, or otherwise sponsor AIM-IRS
  activities.

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Policy StatementCommunications

• AIM P-6
• AIM-IRS is not a bargaining agency and does not
  participate in Labor/Management disputes.
• AIM P-7
• No member or officer at any level in AIM-IRS
  shall make statements or comments (written or
  oral) which shall be inconsistent or
  contradictory to our expressed mission and
  purpose.
• AIM P-8
• All chapter correspondence pertaining to AIM-IRS
  which is addressed to District Directors must be
  cleared through the respective Regional Vice
  President. Any regional correspondence
  pertaining to AIM-IRS which is addressed to any
  IRS executive must be cleared through the
  National President.

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Policy StatementRole Against Discriminatory
Policies

• AIM P-10
• AIM-IRS National shall, pursuant to its Mission,
  elect to participate in and serve as a vehicle
  for addressing discriminatory policies and
  practices.
• It shall be the responsibility of the National
  Board to gather and research sufficient
  information, as a prerequisite to supporting such
  causes or organizations. The National Board (via
  the National President) shall have the exclusive
  right, power and authority to form such alliances
  by its own initiative, or at the request of one
  or more of its members, chapters or non-related
  organization. The character of the support shall
  be determined by the National Board of Directors.
• AIM P-11
• Local chapters are encouraged to be alert to
  opportunities, to play a role in recognizing and
  resolving issues on the local level that fall
  within the scope of the Mission of AIM-IRS.

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Pro Forma Bylaws Officers

• ARTICLE XIII OFFICERS
• Sec. (1)
• The officers of the Association shall be a
  President, two Vice Presidents, a Secretary, and
  a Treasurer, all whom shall be elected biannually
  at the annual election and shall hold office for
  two (2) years or until a qualified successor or
  successors are elected and installed. A
  qualification as an officer aforementioned shall
  be at least one full year of service on the Board
  of Directors of the AIM-IRS _______________
  Chapter or another local chapter of AIM-IRS.
  (Rev. July 19, 2005)

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Chapter Officers

• President
• Vice Presidents
• Secretary
• Treasurer

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Pro Forma Bylaws Chapter President

• Article XIII Sec. (2) President. The President
  shall supervise the executive affairs of the
  Association and make an annual report thereof to
  the general membership. He or she shall preside
  at all meetings of the Association and by virtue
  of his or her office function as Chairperson of
  the Board of Directors.
• He or she, except as it relates to the Executive
  Committee, shall be an ex officio member of all
  committees without power to vote. He or she
  shall assign direct supervision of committee work
  to the Vice Presidents, officers, and Directors.
  
• The President shall submit to the Board of
  Directors for their concurrence, recommendations
  for committee chairperson (see Article XIV). The
  President, without the approval of the Board of
  Director, shall appoint the chairperson and
  members of the Fair Election Committee (see
  Article XI). The President shall appoint the
  chairperson of all special committee and advise
  on its membership.

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CHAPTER PRESIDENT The Chapter President is an
elected position. He/she serves as a member of
the local Regional Council. Manual of
Operations

• Duties
• Oversee the executive affairs of the Chapter
• Serve as Chairperson of the Chapter's Board of
  Directors and Executive Committee .
• Make an annual report to the general membership.
• Preside at all meetings of the Chapter, unless
  otherwise delegated to Vice Presidents).
• Assign direct supervision of committee work to
  the Vice Presidents), Officers and Directors.
• Appoint the Chairperson of all special committees
  and advise on committee membership.

• QUALIFICATIONS
• Served one year on the Board of Directors of the
  local Chapter
• Knowledge of the history, purpose, goals and
  Bylaws of the organization
• Ability to communicate effectively
• Knowledge of Parliamentary Procedure
• Leadership skills
• Dependability
• Knowledge of the organizational structure of IRS

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Chapter Officers

• President
• Vice Presidents
• Secretary
• Treasurer

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Pro Forma Bylaws Chapter Vice Presidents

• Article XIII Sec. (3)
• The First and Second Vice Presidents . Each
  Vice President, one to oversee external affairs,
  the other to oversee intra-chapter programs,
  shall assume direct supervision over the
  responsibility and functions of the Directors and
  committees assigned to them by the President.
• Each Vice President shall have supervision over
  three standing committees chaired by Directors.
  Each shall assume such other duties as may be
  assigned to them by the President or Board of
  Directors. The President shall appoint one of
  the Vice Presidents to perform his or her duties
  in his or her absence.

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CHAPTER VICE PRESIDENTManual of Operations

• Qualifications
• One year of service on the Board of Directors of
  the local Chapter
• Knowledge of the organization, purpose, history
  and Bylaws of AIM-IRS Leadership skills
• Basic knowledge of Parliamentary procedure
• Ability to communicate effectively
• Dependability
• Knowledge of the organization of IRS desirable

• Duties
• Assume direct supervision over the
  responsibilities and functions of the Directors
  and committees assigned to them by the President.
• Be assigned duties by the President or the Board
  of Directors.
• Be appointed by the President to perform his/her
  duties in his/her absence.
• In the event there are two Vice Presidents, one
  will oversee external affairs and the other will
  oversee intra-chapter affairs.

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Chapter Officers

• President
• Vice Presidents
• Secretary
• Treasurer

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Pro Forma BylawsChapter Secretary

• Article XIII Sec. (4)
• Secretary. The Secretary shall be responsible
  for all official records of the Association and
  shall have custody of the official seal and
  supervision over three standing committees
  chaired by Directors.
• The Secretary, or such person as he or she may
  direct and no other person shall give notice of
  all meetings of the membership or the Board of
  Directors and any other duties as may be assigned
  from time to time by the President of the Board
  of Directors.
• The Secretary shall assume direct supervision
  over the responsibility and functions of the
  Directors and Committees assigned to them by the
  President.

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CHAPTER SECRETARY Manual of Operations

• Duties
• Maintain the official records of the Chapter.
• Assume custody of the official seal of the
  Chapter.
• Notify appropriate individuals of all meetings of
  the membership, Board of Directors and Executive
  Committee.
• Supervise and be responsible for all functions
  assigned to him/her by the Chapter President.
• Complete minutes of all meetings of the Executive
  Committee, Board and General Membership.
• Maintain copies of all correspondence in an
  appropriate fashion.
• Maintain an accurate and current membership
  list.
• Complete and mail membership list to the AIM
  National Executive Secretary and Treasurer in a
  timely manner as prescribed in the National
  Bylaws.

• QUALIFICATIONS
• One year served on the Board of Directors of the
  chapter
• Writing skills
• Typing/word processing skills desirable
• Basic knowledge of Parliamentary procedure
• Knowledge of the organization, history, purpose
  and the Bylaws or AIM-IRS
• Dependability
• Ability to communicate effectively

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Chapter Officers

• President
• Vice Presidents
• Secretary
• Treasurer

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Pro Forma BylawsChapter Treasurer

• Article XIII Sec. (5)
• Treasurer. The Treasurer shall receive and
  disburse all funds of the Association and keep an
  accurate account of all receipts and expenditures
  and supervise three standing committees chaired
  by Directors. He or she shall make a report
  thereon at each regular meeting of the Board of
  Directors and shall make an annual report to the
  Association. He or she shall pay all bills on
  order or direction of the Board of Directors. The
  Treasurers book shall be open at all times for
  inspection by the auditor and the Board of
  Directors.
• An annual audit shall be performed on all
  Association financial records. Said audit shall
  be performed by an independent party who is not a
  member of __________ Chapter of AIM-IRS. Said
  independent party shall be selected on a
  rotational basis and approved by the Board of
  Directors. The Treasurer shall not be relieved of
  his or her responsibilities for his or her term
  of office until said audit has been completed and
  approved by the Board of Directors. The
  Treasurer shall assume direct supervision over
  the responsibility and functions of the Directors
  and Committees assigned to them by the President.
  (Rev. July 19, 2005)

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CHAPTER TREASURERManual of Operation

• Duties
• Receive and disburse all funds of the Chapter.
• Maintain cash receipts and cash disbursements
  voucher.
• Be responsible for making a report at each
  meeting of the Board of Directors.
• Be responsible for the Annual Treasurer's Report.
• Ensure that the books and records be open at all
  times for auditing by the Regional or National
  auditors.
• Have the books in order for the annual audit.
• Not be relieved of his/her responsibilities until
  the annual audit is completed.
• Be responsible for the timely submission of the
  Per Capita dues check to the secretary to be
  mailed to the National Treasurer.

• Qualifications
• One year of service on the Board of Directors of
  the local Chapter
• Knowledge of basic Accounting Principles
• Knowledge of the organization, history, purpose,
  goals and Bylaws of AIM-IRS
• Ability to communicate effectively
• Dependability
• Knowledge of automation and accounting software
  desirable

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Pro Forma Bylaws

• Article XIII Sec. (6)
• Section 4 (a) and (b) and Section 5 of Article
  XII shall apply to officers as well as Directors.
  
• (Removal and Vacancies, respectively)

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Board of Directors

• Directors
• (Chairpersons)

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Pro FormaBoard of Directors

• Article XII Sec. (6)
• Meetings
• Regular meetings of the Board of Directors shall
  be held once monthly prior to the regular
  membership meetings at such time and place as
  shall be determined by the Board of Directors and
  such meetings shall be open to the voting
  membership. The Board of Directors may, by
  majority vote of the Directors present at the
  meeting at which such action is taken, change a
  meeting date or cancel a meeting date.
• Special meetings of the Board of Directors may
  be held at such time as the President or three
  members of the Board of Directors shall determine
  and such meetings shall be open to the
  membership. No notice of regular meetings need
  be given. Notice of special meetings shall be
  given either orally or in writing.

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Pro FormaBoard of Directors

• Article XII Sec. (7) Quorum -
• At any meeting of the Board of Directors, 51 of
  the board members thereof shall constitute a
  quorum and a majority vote of those present shall
  rule unless otherwise specified in these Bylaws.
• Article XII Sec. (8) Contracts, Committee
  Projects, or other Transactions -
• Any contract, committee project, or other
  transaction by which the Association will incur
  direct liability for a non-budgeted expenditure
  of more than ten dollars must be approved by an
  affirmative vote of a majority of the members of
  the Board of Directors present at a meeting
  thereof in order to authorize the incurring of
  such expenditures and notice of such expenditure
  is to be voted upon shall be given to the
  Treasurer, in writing, for advice and assessment
  five days prior to the date of the meeting at
  which such vote shall be taken.

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Pro FormaBoard of Directors

• ARTICLE XII BOARD OF DIRECTORS
• Sec. (1) The management and administration of
  the Association shall be vested in the Board of
  Directors, which shall be the governing body with
  ultimate responsibility to the membership.
• Sec. (2) The Board of Directors serves at the
  pleasure of the membership and shall consist of
  five officers and up to twelve Directors.
• Sec. (3) Election of Directors and terms of
  office
• (a) Six Directors shall be elected in odd
  years and at the annual election. Five
  Directors shall be elected in even years at
  the annual election and one is appointed by
  the President. Directors shall hold office for a
  period for a period of two years or until their
  successor or successors are elected and
  qualified.
• Odd years Conference Planning, Fund Raising,
• 
  Legal/Legislative, Membership,
• 
  Program and Development,
• 
  Issues and Research
• Even Years Bylaws, Evaluation, Awards
  Scholarships,
• 
  Fair Elections (appointed by
  President),
• 
  Finance and Budget,
  Nominating,
• 
  Public Information and History

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Pro FormaBoard of Directors

• Article XII Sec (3)
• Any Director who fails to meet the eligibility
  requirements in Article IV during his/her term of
  office shall be ineligible to continue holding
  such office. A successor appointed by the
  President shall fill the unexpired term.
• There shall be up to seventeen members of the
  Board of Directors to include the President and
  Chairperson of the Board of Directors, the
  Treasurer, the First Vice President for
  Inter-Chapter Programs, and the Second Vice
  President for Intra-Chapter Programs, the
  Secretary and up to twelve Directors. (Rev. July
  19, 2005)

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Pro FormaBoard of Directors

• Sec. (4) Removal of Directors
• (a) Any Director may be recalled by an
  affirmative vote of two-thirds
• of the active members present at any
  business meeting of the
• Association provided that notice of said
  action shall have been
• mailed to all active members at least ten
  days prior to such meeting.
• (b) Any Director who shall be absent from three
  consecutive regular meetings of the Board
  of Directors shall be automatically
  suspended and removed for the balance of his or
  her term of office unless he or she shall have a
  just cause for absence and shall notify the
  President of his or her expected absence and
  the reason therefore. A just cause for absence
  shall be determined by the sole discretion of
  the Board of Directors by a majority vote
  of those present at the meeting at which the
  question is raised and after said Director has
  been given opportunity to be heard.

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Pro FormaBoard of Directors

• Article XII Sec. (5)
• Vacancies -
• Any vacancy in the Board of Directors arising
  out of resignation or under the provision of
  Section 4 above shall be filled by the Board of
  Directors at the second meeting following the
  occurrence of said vacancy and a majority vote of
  those present shall elect a new Director to fill
  the vacancy. Any person elected to the Board of
  Directors to fill a vacancy under the provisions
  of this section shall serve until the annual
  elections. Anything in this Section 5 to the
  contrary notwithstanding if a Director has
  completed one year of a two year term of office
  and is elected to a higher office at any annual
  election, his or her unexpired term of office
  shall automatically be filled from among those
  persons running for election as Directors at the
  annual election on the basis of the next greatest
  number of votes received among them at said
  annual election.

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Manual of OperationsPrincipal Duties of Board
of Directors

• Establish Major Administrative Policies governing
  the affairs of the chapter.
• Devise Measures for Growth and Development of the
  Chapter
• Determine Dates and Place of Meetings
• Publicize meetings at least_____days prior to
  event
• Obtain CPA to perform audit and certification of
  financial status yearly
• Appoint Standing Committees and all other
  committees not otherwise provided for
• Sponsor a minimum of ten (1 0) Programmatic
  Meetings per year. (This can be a combination of
  all Post of Duty workshops)
• Administer a Scholarship Program (Scholarship
  fund must have separate account)
• Various fund-raisers subject to the approval of
  Regional Vice President and or the National Board
  as appropriate. (No fundraisers may be held
  during the CFC Campaign Period)
• Hold Annual Business Meeting
• For a detailed list of the committees and
  committee responsibilities, refer to Chapter
  Bylaws.

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Pro Forma Bylaws Directors

• ARTICLE XIV DIRECTORS
• Sec. (1)
• There will be up to twelve (12) Directors of the
  Association whose major responsibility will be to
  chair and oversee the work of a standing
  committee and serve as a Director on the
  Associations Board for the purpose of making
  decisions on Association business affairs.
  Directors will function under and report through
  one of the Associations officers (see the
  Associations organizational chart).
• Directors can be removed and replaced as set
  forth in Article XII, Section 4 and 5.
• Sec. (2)
• Directors will be elected and subsequently
  appointed to chair a standing committee based on
  their experience, expertise and the need of the
  Association. Chairpersons of the 12 standing
  committees shall be referred to as Directors.
  The size, organization and functions of each
  standing committee shall be at the discretion of
  its Directors.

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Pro Forma Bylaws Board of Directors

• Article XIII Sec. (7)
• The Board of Directors may select assistant
  officers as it may deem necessary or desirable
  for such term of office as it may direct.
  Assistant Officers are not members of the Board
  of Directors or the Executive Committee.

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Manual of Operations Board of Directors

• BOARD OF DIRECTORS MEETINGS
• These meetings are held monthly. Each director
  assigned to a committee as the Chairperson will
  give a written report on their committee's
  activities. These reports will be submitted to
  the secretary where the secretary will
  consolidate said reports into a quarterly report
  for the President to submit to the Regional Vice
  President. Each committee chairperson will also
  submit a budget at the beginning of the year to
  the Financial Chairperson who will prepare a
  budget for the Executive Committee's review and
  approval, prior to being submitted for approval
  by the Board of Directors.

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Manual of OperationsBoard of Directors

• ANNUAL BUSINESS MEETING
• The Annual Business Meeting can be held in
  November or December. At this meeting, the Annual
  Report of the chapter's activities will be
  presented to the membership.
• A copy of the Annual Report will be submitted to
  the Regional Vice President and Regional
  Representative.

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Manual of OperationsBoard of Directors

• PROGRAMMATIC MEETINGS - at least 10 annually
• A Programmatic meeting is a informational
  meeting of chapter members that includes a
  chapter sponsored program that reflects the
  development of the members, the concerns and
  interest of all members or the majority of the
  members.
• Programmatic Meetings should not address only
  one aspect of your members, but should be reflect
  the issues that are affecting your members or
  potential members. Because of the possibility of
  potential members, programmatic meetings can be
  open to non-members.

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Manual of Operations REQUIRED REPORTS TO REGION

• The Secretary, Treasurer and Financial (Finance)
  Committee Chairperson are responsible for
  preparing the following reports to the Chapter
  President, whose responsibility it is to ensure
  the reports are timely prepared and timely
  submitted.

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Manual of Operations REQUIRED REPORTS TO REGION

• QUARTERLY CHAPTER REPORT
• Quarterly reports are due to the Region on the
  fifth (5) day of each quarter (January, April,
  July, October) to your Regional Representative
  who will submit them to the Regional Secretary
  for consolidation for the Regional Vice
  President.
• Usually the Regional Vice President will tell you
  if he/she only wants you to send the report to
  the Regional Secretary for consideration.

47
Manual of Operations REQUIRED REPORTS TO REGION

• ANNUAL REPORT TO STATE
• Each year, an annual Report is sent to the State
  (This report will give the names and addresses of
  all your officers).
• ANNUAL TREASURER'S REPORT
• The Annual Treasurer's report should be attached
  to the annual financial report submitted by the
  financial officer. This report will reflect all
  your income and expenditures for the year.

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Manual of Operations REQUIRED REPORTS TO REGION

• CFC ANNUAL REPORT
• This report will reflect your CFC income and
  expenditures. It will also indicate any
  scholarships given for the year. This report
  should indicate the name, dollar amount and type
  of scholarship given along with the date.
• FINANCIAL REPORT
• A financial report will be prepared on a monthly
  basis and shared with the chapter members. This
  report shall be consolidated on a quarterly basis
  and attached to the quarterly report. There
  should be a separate CFC report attached to the
  Financial Report. Even if there was no activity,
  a CFC report will be prepared.

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Pro Forma Bylaws

• ARTICLE XV EXECUTIVE COMMITTEE
• Sec. (1)
• The President, the two Vice Presidents, the
  Secretary and the Treasurer shall constitute the
  Executive Committee of the Board of Directors.
• Sec. (2)
• This committee shall formulate board policy,
  establish and resolve general plans for the
  activities of the Association and submit such
  plans to the Board of Directors for its approval.
• Sec. (3)
• The Executive Committee shall also exercise such
  powers as may be delegated to it by the Board of
  Directors.

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Pro Forma Bylaws

• ARTICLE XVI ADVISORY COMMITTEE
• Sec. (1)
• The three immediate past presidents of the
  Association shall constitute the Advisory
  Committee. The Board of Directors will select
  members in good standing to serve on this
  committee.
• Sec. (2)
• The duties of this committee shall be to attend
  all Board Meetings and to advise and consult with
  the officers and the Board of Directors through
  the President. Each member thereof shall not
  have the power or authority to act or vote on
  Board of Directors or Associations business
  matters.
• Sec. (3)
• Vacancies in the Advisory Committee shall not be
  filled when said advisor shall resign or be
  dismissed from membership.

51
Pro Forma Bylaws Standing Special Committees

• ARTICLE XVII STANDING AND SPECIAL COMMITTEES
• Sec. (1)
• The Board of Directors shall decide upon the
  standing committee being proper and necessary to
  fulfill the obligation and purposes of the
  Association. Such committees shall become the
  responsibility of the Directors and shall not
  exceed 12 in number. A formal written and verbal
  report to the membership at the annual business
  meeting will be made by the committee Director to
  include budget and program information.

52
Pro Forma Bylaws Standing Committees Special
Committees

• Sec. (2) The general functions of the 12
  standing committee shall be
• Listed by Officer Responsibility
• Treasurer
• First Vice President
• Second Vice President
• (Recording) Secretary

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Treasurer

• (a) Under the Treasurer
• The Budget and Finance Committee shall be
  responsible for planning and monitoring the
  Associations financial affairs in accordance
  with the provisions of these Bylaws at the
  direction of the Board of Directors.
• The Fund Raising Committee shall be responsible
  for approving and overseeing all fund raising
  activities entered into by and on behalf of the
  Association. This committee shall at the
  direction of the Board, plan and implement vital
  fund raising activities
• The Conference and Planning Committee shall be
  responsible for scheduling and evaluating all
  conferences attended by Association members.
  This committee, at the direction of the Board of
  Directors, also has responsibility for planning
  and implementing chapter conferences.

54
First Vice President

• (b) Under the First Vice President
• The Legal/Legislative Review Committee shall be
  responsible for overseeing all legal and
  legislative matters pertaining to the operation
  and programmatic purposes of the Association.
  This committee shall work closely with Legal
  Counsel.
• The Issues and Research Committee shall be
  responsible for deciding what member problems
  shall become Association issues to be addressed
  during the year. This committee will design,
  present and oversee research relative to the
  development of member concerns and regarding
  discrimination and careers.
• The Bylaws Committee shall be responsible for
  overseeing the review, restructuring and
  rewriting of the Associations Bylaws when
  appropriate and necessary. This committee will
  also be responsible for the interpretation of
  said Bylaws for the Board of Directors and to the
  membership.

55
Second Vice President

• (c)) Under the Second Vice President
• The Program and Development Committee shall be
  responsible for planning and conducting the
  regular membership meetings of the Association.
  This committee will also be responsible for
  planning, conducting and approving all
  Association developmental and educational
  activities.
• The Evaluation, Scholarships, and Awards
  Committee shall be responsible for the ongoing
  evaluation of all Association activities. This
  includes, but is not limited to, an annual
  written critical assessment of how the
  Association is functioning, due in April of each
  year. This committee is also responsible for
  identifying, selecting and awarding appropriate
  recognition to members and friends of the
  Association. The committee shall also be
  responsible for overseeing and implementing the
  chapters scholarship program. This includes,
  but is not limited to, determining eligibility,
  selection criteria, and award presentations.
  (Rev. July 19, 2005)
• The Fair Election Committee shall be responsible
  for planning and overseeing annual elections as
  well as any campaigning, special elections and
  reporting results of same to the Board of
  Directors and the membership in accordance with
  these Bylaws.

56
(Recording) Secretary

• Under the Recording Secretary
• The Public Information and History Committee
  shall be responsible for the oversight of all
  information going to the public on behalf of the
  Association. This committee shall advise the
  Board of Directors as to the appropriateness or
  inappropriateness of public communications. This
  committee shall also establish and maintain a
  written historical sketch of the Associations
  activities. This committee will also write, edit
  and publish at least heartily the official
  Association publication.
• The Nominating Committee shall be responsible for
  certifying the eligibility of members who run for
  an Association office at the annual election
  meeting or special election meeting. The
  Nominating Committee will formulate the annual
  election slate in accordance with these Bylaws.
• The Membership Committee shall be responsible for
  establishing, evaluating and maintaining the
  membership roster. This committee is also
  responsible for membership orientation and making
  recommendation to the Board of Directors on
  membership applications. The committee will also
  handle the general administration of the
  membership process to include resignations,
  dismissals and reinstatements. The committee
  will also send monthly meeting notices.

57
Pro Forma Bylaws

• Sec. (3)
• The President shall appoint and decide upon the
  special committees being proper and necessary to
  fulfill the obligations and purpose of this
  Association.

58
Regional Responsibility

• Council Members
• Chapter President
• Immediate Past Chapter President

59
Regional Bylaws

• ARTICLE VII REGIONAL COUNCIL
• The Regional Council shall consist of the
  Executive Committee, as defined in Article VIII
  Sec. (1) hereof, and the President and Immediate
  Past President from each chapter in the region.
  The voting members of the council shall consist
  of the Regional Vice President, two Regional
  Representatives, the immediate past Regional Vice
  President, and the President and the immediate
  past President from each chapter. No appointed
  member (including Article V Sec. (2)
  "...secretary, parliamentarian) of the Council
  shall have a voting privilege unless he/she has a
  valid proxy/proxies as described in Article VII
  Sec. (4).
• Sec. (1) QUORUM
• One-third of all Chapter Presidents and
  immediate past Chapter Presidents, or their
  authorized proxies shall constitute a quorum for
  all Regional meetings. In the event any business
  is transacted at a meeting at which a quorum is
  not present, the action taken shall be deemed as
  valid as if a quorum were present, if it
  thereafter is expressly approved in writing by
  the affirmative vote of a majority of the
  Chapters of the Region on the basis of two votes
  per chapter.
• Sec. (2) REGULAR MEETINGS
• The Regional Council shall hold at least two
  regular meetings during each year. One such
  meeting shall be called the 'Annual Meeting', and
  shall be held no later than 60 days before the
  ABMTS. The ABMTS may be used as the second
  meeting. Notice of any regular meeting shall be
  sent in writing to all Regional Council members
  at least four weeks prior to the date of such
  meeting. Both meetings shall include in their
  schedule educational programs or sessions for all
  members attending.

60
Regional Bylaws

• Sec. (3) SPECIAL MEETINGS
• Special meetings may be called by the National
  President, the Regional Vice- President, a
  majority of the Regional Executive Committee, or
  not less than one- fourth of the members of the
  Regional Council. Notice thereof shall be sent in
  writing to all Regional Council members at least
  two weeks prior to the date of such meeting, and
  shall set forth the purpose for which such
  meeting is called.
• Sec. (4) PROXIES AND VOTING
• A Chapter President or immediate past President
  may designate, in writing, an active member of
  the Chapter to act as a proxy or proxies of the
  Chapter at any Council meeting. No other proxies
  shall be valid at any such meeting. Each member
  of the Regional Council, or proxy as authorized
  above, in attendance is entitled to one vote. Any
  active member who carries the proxies of both the
  President and immediate past President from a
  Chapter is entitled to two votes and any such
  member who is also entitled to a vote as a
  Regional officer is entitled to three votes. All
  other members shall be limited to a maximum of
  two votes.
• Sec. (5) AUTHORITY
• The Regional Council, subject to all limitations
  set forth in the Regional Constitution and Bylaws
  and by the Articles of Incorporation, Bylaws and
  policies of the National Board of Directors,
  shall be the governing body of the Region for the
  transaction of all business of the Region.

61
National Responsibility

• Pro Forma Bylaws
• ARTICLE XX NATIONAL AIM-IRS REPRESENTATIVE
• Sec. (1)
• The __________ Chapter of AIM-IRS shall have, by
  ascension, a National AIM-IRS Representative.
  The National Representative shall be the
  immediate past president and chairperson of the
  Board. The National Representative is purely an
  advisory position and will officially represent
  the Associations views and concerns at all
  national and regional meetings. This national
  AIM-IRS representative will also sit on the
  ___________ Chapter Advisory Committee. The
  ascension of the immediate past president to the
  ___________ Chapter National Representative post
  shall be subject to approval by the Board of
  Directors.
• Sec. (2)
• The National AIM Representative will have his or
  her expenses paid to officially represent the
  _________ Chapter at the National Convention.
  The national AIM-IRS representative is
  responsible for reporting to the President and
  the Board of Directors, both verbally and in
  writing, his/her activities and findings. When
  the national representatives cannot perform his
  or her travel duty, the president may appoint one
  of the members from the Advisory Committee to
  travel in his/her absence.

62
Mid-Atlantic Regional Council

• Officers
• Regional Vice President
• Charles Horton (interim)
• Regional Representatives to the National Board of
  Directors
• Regional Franklin
• Rebecca Lewis-McDonald
• Regional Secretary
• Sandra L. Fletcher
• Regional Treasurer
• Albert Adams
• Immediate Past Regional Vice President
• Evelyn Stephens

63
Mid-Atlantic Council

• Council
• Newark Chapter
• Hymar Joshua, Newark Chapter President
• _____________ Immediate Past President
• Philadelphia Service Center Chapter
• Fred Banks, PSC Chapter President
• ___________ Immediate Past President
• Philadelphia Chapter
• Michael Bibb, Philadelphia Chapter President
• Theresa Gilliam, Immediate Past President
• Pittsburgh Chapter
• LeArttis Freeman, Pittsburgh Chapter President
• Rebecca Lewis-McDonald, Immediate Past President
• West Virginia Chapter
• Marion Taylor, West Virginia Chapter President
• Jean Schley-Burrell, Immediate Past President
• District of Columbia Chapter
• Edna Dudley, DC Chapter President
• Denise Patterson, Past President

64
Chapter Officer Training End

• Overview
• Questions
• Suggestions

65
Part II Mid-Atlantic RegionChapter Development
TrainingMembership (Committee) Training
66
Mid-Atlantic RegionMembership Committee Training

• Resources
• National Bylaws
• Pro Forma Bylaws
• Membership Information (aimirs.org)
• Former Chapter Officers

67
AIM-IRS Income Source Membership

• ARTICLE IV REVENUE Sec (1) and (2)(a)(b)and
  (c)National Bylaws
• Sec. (1) SOURCE The administrative operation
  of AIM-IRS shall be financed by an annual per
  capita payment, special assessments on chapters,
  charter fees, sale of literature and supplies,
  fund raising activities, interest income, gifts
  and donations, and any other appropriate sources
  of revenue. The calendar year shall begin
  January 1. (Amended 08/06/86)
• 2007 15 per member

68
Pro Forma Bylaws Types of Membership

• ARTICLE V MEMBERSHIP
• Sec. (1) There shall be three (3) categories of
  members
• Present or Former Internal Revenue Service
  Employees - Persons in this membership category
  shall entitled to all privileges, full
  participation and voting rights within the
  Association.
• Retired Internal Revenue Service Employees This
  category of membership is for any eligible former
  IRS employee who has retired from the internal
  Revenue Service. Persons in this membership
  category shall be entitled to all privileges,
  full participation and voting rights within the
  Association.
• Associate This category of membership is for
  anyone who supports morally and financially the
  mission of the Association but does not actively
  participate in AIM-IRS business affairs and has
  no voting rights.
• Subsections a. and b. maybe combined in next
  revision.

69
Membership

• ARTICLE IV REVENUE Sec (1) and (2)(a)(b)and
  (c)National Bylaws
• Sec. (2) PER CAPITA PAYMENT (Amended
  08/06/86, 08/10/89, 08/08/90, 07/31/91)
• (a) Each member chapter shall pay an annual per
  capita due for each member at a rate established
  by the National Board of Directors from time to
  time. This shall be paid annually by March 01 of
  each year, based on the total membership of the
  chapter as of February 28. The per capita
  payment for each chapter shall be determined
  based on the approved budget. The recommended
  budget will be submitted by the National
  President at the Annual Business dates.
• The Treasurer of each chapter shall prepare on
  forms furnished by the AIM-IRS National Board a
  list of all members, their status with the
  mailing addresses of each, and shall forward the
  list to the National Executive Secretary and the
  remittance to the National Treasurer for the per
  capita dues payment within ten (10) days after
  March 01 of each year.
• Any chapter which fails to forward its annual
  remittance or the remittance for a new individual
  member within 60 days after it becomes payable
  shall be delinquent and not in good standing so
  long as the indebtedness remains unpaid, and such
  conditions may be considered cause for
  suspension. The annual per capita dues payment
  report shall also contain a list of all members
  dropped or transferred since the previous report
  and such other information and data as may be
  required by the National Board of Directors.

70
Pro Forma Bylaws

• ARTICLE VIII MEMBERSHIP RENEWAL
• All members renewing their membership must pay
  their annual dues within the first 60 days of the
  calendar year.
• (January 01 - March 01)

71
ARTICLE XII - REGIONS

• Sec. (2)
• HOW FINANCED For the purpose of efficient
  administration, each region shall submit an
  annual budget based on 2.00 per paid member in
  said region using the prior year's membership as
  a basis. Regional budgets should be submitted to
  the National Treasurer and are due by March 01 of
  each year. Budgets which exceed the 2.00 per
  paid member shall be subject to approval by the
  National Board of Directors. No Regional Officer
  shall receive a salary or other compensation
  except when receiving reimbursement of expenses
  incurred for the good of AIM-IRS.
• (Suspended 07/16/87 Reinstated 08/10/89
  Amended 08/08/90) Amended 8/1/2006)
• 1.50 in 2006

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• Potential Additional Funds
• 231 members x 1.50 346.50

75

• Postmarked after 5/1/06
• 11/1/2006 DC Chapter 220.00
  22
• 5/27/2006 Newark Chapter
  70.00 7
• 6/2/2006 Philadelphia SC Chapter
  40.00 4
• 5/27/2006 Pittsburgh Chapter
  40.00 4
• 6/27/2006 Pittsburgh Chapter
  20.00 2
• 39
• 39 members x 1.50 58.50
• Members were not be eligible for the members
  rate for the ABMTS
• Scenario
• These 17 members (white font) paid the
  membership rate to attend the ABMTS. The members
  were notified that they must pay the non-member
  rate because their membership was not paid by May
  01. However, the 17 members had receipts showing
  they each paid their dues prior to May 01.
  Because the chapter failed to submit the dues
  timely, the respective chapters would be accessed
  the difference between the members rate and the
  non-members rate (150) for each of their
  members attending the ABMTS.
• Newark 1050 PSC 600 Pittsburgh 900
  Total 2,550

76
Regional Rebate 2006 1.50 / 2007 2.00

• Your Regions budget relies on all chapters
  submitting their respective membership renewals
  and new membership per capita by March 01.
• If at least all 412 member renew their
  membership on or before March 01, 2007 (Pro Forma
  Bylaws Article VIII), the minimum regional rebate
  for 2007 will be 824 (412 x 2.00)

77
ARTICLE IV REVENUE Sec (1) and (2)(a)(b)and
(c)National Bylaws

• (b) The Treasurer of a chapter shall, on request
  of a member in good standing, furnish such
  member with a letter or card showing the date to
  which the member's per capita payment is made,
  which will entitle the individual member when
  transferring to another chapter, to do so
  without paying to the other chapter any per
  capita payment for that annual period.
• c) Members of the Board of Directors shall pay
  their dues to the National Treasurer who will
  remit any difference to the chapter. (Amended
  08/10/89)

78
2007MEMBERSHIP REPORTING PROCEDURES

• The Membership Reporting Procedures are designed
  to have accurate listings of the membership in
  each of the AIM chapters. These procedures have
  two parts-- the membership roster and the
  correction method.
• These procedures have two parts
• The Membership Roster and
• The Correction Method

79

• PART I The Membership Roster
• A. All membership DUES and (copy of membership
  list) must be sent to the National Treasurer
• David Hines
• P. O. Box 398743
• Dallas, Texas 75339
• B. All membership NAMES and (copy of dues check)
  must be sent to the Executive Secretary
• Carlton Hill
• 4990 Bambeck Rd.
• Medina, OH 44256
• C. Both DUES and NAMES must be received by March
  1, 2007
• (Postmark will be used as the received by date)
• D. On the membership roster, indicate with the
  letter Y all renewals
• E. Indicate with each submission, submission ,
  the date, chapter name, and total regular
  members,

80
Membership Roster

• Provides previous membership status for the two
  prior years (FY05 and FY06) and preprinted
  information for each of your 2006 chapter
  members
• LAST NAME
• FIRST NAME
• STREET
• CITY
• STATE
• ZIP
• MEMBERSHIP NUMBER
• What You Need to Do
• For Renewals, place either a Y (Yes) under the
  FY07 column for 2007 renewal, or leave blank if
  not renewed,.
• For New Members, write-in new members
  information. Place Y under FY07 column.
• Do not include per capita payments for National
  Board of Director members. They pay per capita
  directly to National Treasurer. Place NBD
  beside his or her name to indicate no per capita
  for this member is included in submission.
• Provide list to Treasurer to submit with a per
  capita check.
• Membership Committee must indicate any
  Corrections with a C and complete Correction
  Form (Corrections name spelling, address, new
  address, etc.).

81

• PART II The Membership Correction Method
• A. If there are no corrections on the membership
  roster, no entry should be made on the membership
  correction form
• B. Use the membership correction table. Take this
  opportunity to contact membership for name and
  address corrections. This will save time during
  your membership recruitment
• C. All entries on this form must be typed, WITH A
  FONT SIZE OF 12 AND FONT TYPE OF TIMES NEW ROMAN
  OR COURIER
• D. Submit the membership roster, copy of dues
  check and membership correction form (if
  applicable), to the Executive Secretary
• E. Indicate on the membership roster with letter
  C those members requiring any or all
  corrections (NOTE some names may have both a
  Y and an C)
• F. Indicate retirees by placing a R next to
  the members name.

82
Tips for Submitting Membership Roster

• Save a hardcopy and/or electronic version
  membership roster spreadsheet.
• Highlight names being submitted
• After submission, copy worksheet
• Use copy to update next submission
• Repeat 2 - 4

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86
AIMIRS Membership FAQ(Frequently Asked
Questions)

• 1. Q What are the 2007 per capita dues for
  membership?
• A 15.00
• 2. Q Does the 15.00 per capita dues also apply
  to retirees?
• A YES
• 3. Q When are the per capita dues due to
  National?
• A March 1
• 4. Q Is the March 1 date a receipt date or
  postmark date?
• A Postmarked Date.
• 5. Q Will there be a 2.00 dues rebate from
  National in 2007?
• A Yes, as long as the dues are received by March
  1 and dues and membership list reconcile.

87
AIMIRS Membership FAQ(Frequently Asked
Questions)

• 6. Q Will Chapters be able to fax membership
  list to National?
• A NO.
• 7. Q What if there is an error in either the
  membership list or amount of dues remitted?
• A Membership will not be deemed timely if not
  corrected by March 1
• 8. Q How will National inform the Chapter if
  there is an error?
• A National will notify the Chapter and RVP for
  that respective region by Email or telephone
  call.

88
AIMIRS Membership FAQ(Frequently Asked
Questions)

• 9. Q Whom are you referring to when you say
  National?
• A Regarding the 2007 membership, National will
  be the National Executive Secretary and National
  Treasurer.
• 10. Q Where are the dues and membership lists to
  be sent?
• A Send DUES and (copy of membership list) to
  David Hines, National Treasurer, P. O. Box
  398743, Dallas, Texas 75339 AND
• MEMBERSHIP and (copy of dues check) to Carlton
  Hill, 4990 Bambeck Rd., Medina, OH 44256.
• 11. Q What is the May 1 due date?
• A The May 1 date is the date used for members
  wishing to receive the member Conference
  registration rate for the 2007 Annual Business
  Meeting and Training Seminar.

89
AIMIRS Membership FAQ(Frequently Asked
Questions)

• 12. Q Is the May 1 date a received date or
  postmark date?
• A For 2007, the May 1 date is a received date?
• 13. Q Who is responsible for any and all errors
  on membership list?
• A Any and all errors regarding membership lists
  and/or dues are the responsibility of the
  Chapter.
• 14. Q What if the membership list or dues is
  sent to the wrong person or address?
• A The membership will not be deemed timely if
  not submitted to National by the received date.

90
AIMIRS Membership FAQ(Frequently Asked
Questions)

• 15. Q What happens if National cannot read the
  membership list or dues and membership do not
  agree?
• A The membership will be deemed not timely
  unless corrected by either March 1 or May 1
  received dates whichever is applicable secondly,
  notification will be given to the Chapter and the
  respective RVP by Email and U. S. mail within 5
  days. Membership list and money will be returned
  to Chapter with a copy to RVP.
• 16. Q Must all dues and membership list be
  mailed?
• A YES for consistency and uniformity purposes.

91
AIMIRS Membership FAQ(Frequently Asked
Questions)

• 17. Q When can the Chapters expect to receive
  the Membership list and Reporting Procedures?
• A The reporting procedures will be issued
  December 2006. The membership list will be sent
  on or before the first business day of January
  2007 to the RVP via USPS. It will be the
  responsibility of the RVP to forward each Chapter
  their respective membership list.
• 18. Q Why is the list being sent to the RVP
  rather than to the Chapters directly?
• A T