Chapter Secretaries

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Chapter SecretariesWorkshop

• Steven D. Johnson
• Sooner State Chapter Secretary
• SCTE

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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

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Position Responsibilities

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

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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

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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

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Secretaries Toolkit

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

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Secretaries Toolkit (cont.)

• Strategic Planning Information
• Technical Seminar Report Forms
• Chapter Leader Roster
• SCTE Chapter Support Structure
• Certification Testing Report Form

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(No Transcript)
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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

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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

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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
• Treasurers report presented and reviewed at
  each board meeting

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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

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Meeting Announcements

• Create flyer with meeting details
• Distribute via email
• Include SCTE Chapter Support staff member or
  chapters_at_scte.org
• Create meeting announcement for distribution at
  local system offices
• Template on CORe website
• Snail mail

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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

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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

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How Do I Submit a Meeting Report?
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PDF Meeting Report Form

• PDF available on Web site
• Fax it
• Snail Mail it

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Online Meeting Report Form
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Where?

• Fax [phone]
• Mail
• Chapter Support
• c/o SCTE
• 140 Philips Road
• Exton, PA 19341
• Email chapters_at_scte.org

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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

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Check What?

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

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And Finally. . . . .
Thank You!