IAAP® Kalamazoo Chapter Chartered February 14, 1946

Resource Manual 2012 - 2013

Updated: November 2012

Table of Contents Page

Kalamazoo Chapter IAAP® Officers – 2012 - 2013 ...... 4 Chapter Goals Updated 7/10/10 ...... 5 IAAP® 2012 - 2013 Calendar of Events...... 6 Team Guidelines...... 7 Guidelines for Team and Annual Reports ...... 9 Team Guidelines and Team Member Listing ...... 11 Certification Team ...... 11 Communications Team ...... 12 Fund Raising Team ...... 13 Membership Team ...... 14 Member Orientation Team ...... 16 Program/Hostess Team ...... 17 Publicity/Historian Team ...... 18 Scholarship Team/Student Chapter Program ...... 20 Sponsored Membership Team ...... 22 Seminar Team ...... 23 Student Chapter Program Team ...... Error! Bookmark not defined. Website Team ...... 25 Special Teams ...... 26 Certified Professional Secretary (CAP) & Certified Administrative Professional (CAP) ...... 26 Honorary Members ...... 27 Notary Public ...... 27 2012 - 2013 Fiscal Budget ...... Error! Bookmark not defined. Kalamazoo Chapter Bylaws and Standing Rules ...... 29 ARTICLE I - NAME AND LOCATION ...... 29 ARTICLE II - FISCAL YEAR...... 29 ARTICLE III - DUES ...... 29 ARTICLE IV - OFFICERS, QUALIFICATIONS, NOMINATION AND ELECTION PROCEDURE, TERM, AND DUTIES ...... 29 ARTICLE V - BOARD OF DIRECTORS ...... 32 ARTICLE VI - TEAMS ...... 33 ARTICLE VII - MEETINGS ...... 34 ARTICLE VIII - AUDIT ...... 34 ARTICLE IX - REPRESENTATION ...... 34 ARTICLE X - DISSOLUTION ...... 34 ARTICLE XI - AMENDMENTS ...... 36 Standing Rules ...... 37 IAAP® Michigan Division Officers 2012 - 2013 ...... 39 IAAP® International Board of Directors 2012 – 2013 ...... 40

KALAMAZOO CHAPTER IAAP® – 2012 - 2013 2

IAAP® History ...... 42 International Mission, Vision, Purpose & Objectives ...... 43 Code of Ethics ...... 45 Parliamentary Eye-Opener ...... 46 Procedure for Handling a Motion ...... 47 The Chair and a Sample Order Of Business ...... 48 Policies of IAAP® Regarding Mark Licensing/Requests for Mark Use ...... 51 IAAP® and Divisional Acronyms ...... 55 Spending Your Chapter's Money ...... 56 Guidelines for Sympathy Flowers and Cards ...... 57 NOTES ...... 58

KALAMAZOO CHAPTER IAAP® – 2012 - 2013 3

Kalamazoo Chapter IAAP Officers – 2012 – 2013

President Carla Thomas, CAP-OM Home 269-388-8100 West Michigan Cancer Center Office 269-373-7456 Mobile 269-998-3954 Work Email [email protected]

President-Elect Michelle Stickley Home 269-673-6445 State Farm Insurance Office 269-553-2086 Mobile 269-744-4319 Work Email [email protected] Home Email [email protected]

Communications Secretary Bonnie Stuut Home 269-624-1162 MPI Research Office 269-668-3336 x 1246 Mobile 269-370-3031 Work Email [email protected] Home Email [email protected]

Recording Secretary Sandy Oaks, CAP-OM Home 269-382-2464 John E. Fetzer Institute Office 269-375-2000 Mobile 269-329-8764 Work Email [email protected] Home Email [email protected]

Treasurer Jana Stermer Home 269-321-5460 United Health Care Office 269-216-2116 Mobile 269-352-2526 Work Email [email protected] Home Email [email protected]

Board Advisor Marie Ouzoonian, CAP-OM Home 269-375-1705 Greenleaf Trust Office 269-553-6913 Mobile 269-377-2674 Work Email [email protected] Home Email [email protected]

Kalamazoo Chapter mailing address: PO Box 2556, Kalamazoo, MI 49003-2556 Kalamazoo Chapter e-mail address: [email protected] Kalamazoo Chapter website: http://IAAP-Kalamazoo.org IAAP® Michigan Division website: http://www.IAAPmichigan.org IAAP® Headquarters website: http://www.IAAP-hq.org

KALAMAZOO CHAPTER IAAP® – 2012 - 2013 4

Kalamazoo Chapter IAAP® – Mission and Goals

Mission Statement

The Kalamazoo Chapter of IAAP® is dedicated to being the acknowledged leader for administrative and office professionals

Chapter Strategic Plan (2012 – 2013)

Engage membership and participation:  Hold diverse networking events  Recruit new team members  Hold Q & A at chapter meetings  Host webinar that is open to the public  Host member outside events

Encourage Outreach:  Market IAAP® to businesses  Promote community outreach through volunteerism

Effective Interaction:  Develop strong mentors  Provide welcome greeters for guests  Ensure timely communication

Enthusiastic Appeal  Positively promote Kalamazoo Chapter, Michigan Division and International events  Kalamazoo Chapter Website Relevant and Current

Chapter Goals (2012-2013)

 Retain 90% of our current membership  Grow our membership by 5 members this year  Use our resources to reach out to our community three times this year  Encourage participation in Member of Excellence Program  Maintain Chapter of Excellence Status

Chapter Goals Updated: August 5, 2012

KALAMAZOO CHAPTER IAAP® – 2012 - 2013 5

IAAP® 2012 - 2013 Calendar of Events

Chapter Meetings: First Monday of each month (September meeting second Monday due to Labor Day) (RSVP to Jana Stermer by Wednesday before meeting) Meeting Location: Kalamazoo RESA Meeting Begins: 5:00 p.m. Networking 5:25 p.m. Inspirational Message 5:30 p.m. Dinner 5:50 p.m. Introductions and Welcome 6:00 p.m. Program 7:00 p.m. Business Meeting & Announcements 7:30 p.m. Meeting Adjourned

 September 10, 2012 – Chapter Meeting – Kalamazoo RESA – Resolving Workplace Conflict*  September 15, 2012 – Michigan Division Education Workshop (MDEW) – Clare, MI*  October 1, 2012 – Chapter Meeting - Kalamazoo RESA – Healthy Foods to Enhance Work*  November 5, 2012 – Chapter Meeting – Kalamazoo RESA – Job Transition/Surviving Unemployment*  December 3, 2012 – Chapter Meeting – Kalamazoo Ladies Library – Holiday Program  January 7, 2013 – Chapter Meeting – Kalamazoo RESA – Handling Multiple Manaagers*  February 4, 2013 – Chapter Meeting – Kalamazoo RESA – Technology Tips and Tricks*  March 4, 2013 – Chapter Meeting – Kalamazoo RESA – Being a Caregiver / Supporting Elderly Parents*  April 8, 2013 – Chapter Meeting – Kalamazoo RESA – Vendor Mart  April 22-26, 2013 – Administrative Professionals Week  April 24, 2013 – Administrative Professionals Day  May 6, 2013 – Annual Chapter Meeting – Kalamazoo RESA – Parliamentary Procedures*; Election of Officers  May 17-18, 2013 – Michigan Division Annual Meeting (MDAM) – Traverse City, MI  June 3, 2013 – Chapter Meeting – Kalamazoo RESA – Understanding Adobe*; Installation of Officers  July 27-31, 2013 – Educational Forum and Annual Meeting (EFAM) – Anaheim, CA

*Re-certification points awarded

Future Educational Forum and Annual Meeting Dates:  2013 - Anaheim, CA: July 28-31, Anaheim Convention Center  2014 - Milwaukee, WI: July 27-30, Milwaukee Convention Center  2015 - Louisville, KY: July 26-29, Louisville Convention Center

KALAMAZOO CHAPTER IAAP® – 2012 - 2013 6

Team Guidelines

Board Contact

Teams are directly responsible to the Board of Directors, and shall submit all plans for activities to the Board of Directors for approval through the Team Board Contact.

Brochures

Brochures describing IAAP® and the Kalamazoo Chapter are available for membership recruitment and information by handing out at seminars, speaking engagements, and other Chapter events. Other IAAP® brochures are available through the IAAP® catalog. Contact the Treasurer or President for items in the IAAP® catalog.

Budget

Each Team has been given a budget to perform the duties of that Team. The Team shall stay within budget and inform Board Contact if need arises to exceed it.

Catalogs

Catalogs listing IAAP® forms, certificates, plaques, and other materials available from IAAP® Headquarters are part of the Treasurer's file; the President also has copies. All items (except for personal use) should be ordered through the Treasurer.

Engraving

Engraving of plaques, name badges, etc. should be done at Dr. Hook's; 4504 Stadium Drive, Kalamazoo, MI 49006; phone: 375-0182; fax: 375-9724. (Is this still accurate information?)

Expenses

All bills from Team members shall be forwarded to the Team Leader within two weeks. After recording the expenses, the bills are forwarded to the Chapter Treasurer. An Expense Report form and supporting invoices should be submitted to the Treasurer when requesting reimbursement for committee expenses. This form can be found on the website and must be signed by the Team Leader and approved by the Board Contact. If any expenses are personally covered by any member, expenses should appear in the final report so that they are taken into consideration for the following year.

Handbooks

An IAAP® Leader’s Guide containing information regarding all IAAP® programs is available on IAAP® website at http://www.IAAP-hq.org.

The Michigan Division Resource Manual is updated each year and is available on the Michigan Division Website at http://www.IAAPmichigan.org.

The Marketing Sourcebook contains general information on marketing, as well as a source of specific examples to use in the Chapter's marketing efforts. New updates to the Sourcebook are received by the President who distributes copies to each Team Leader and Board member.

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Letterhead

All correspondence relating to Chapter activities should be printed on Chapter letterhead using a 2.75" left margin and 1.25" right margin. Chapter President and Board Contact should be copied on all correspondence. The template is available from the Chapter Recording Secretary.

Printing

Printing of invitations, programs, brochures, etc., should be done by obtaining at least two competitive bids, after approval from Board of Directors.

Publicity/Historian

A copy of all invitations, programs, news releases, etc. associated with any Chapter event should be given to the Publicity/Historian Team since they maintain the official history of the Kalamazoo Chapter. A member of this Team serves as Chapter photographer, and is reimbursed for processing fees.

Post Office Box

The Kalamazoo Chapter has a U.S. Postal Box located at the Main Kalamazoo Post Office on Miller Road. This postal box will be the official address for the Chapter: P.O. Box 2556, Kalamazoo, MI 49003- 2556. The postal box is maintained and checked weekly by a Board member.

Reports

Monthly updates on Team progress should be presented at the Executive Board Meeting by the Board Contact. Team Leaders shall submit an annual report of activities covering the past year prior to July 31 to Chapter President. .

Records Retention

Files and records pertaining to Team activities shall be kept for a period of three years (current plus two years). All records and files of a Team must be transferred to the incoming team leader or Board of Directors at the records exchange meeting.

Trademarks, Certification Marks, and Service Marks

Proper use of trademarks, certification marks, and service marks on printed material is important to insure that the mark remains strong and enforceable. Please refer to Guidelines for Using the Service Marks, Trademarks, and Certification Marks of IAAP® on Stationery and Other Printed Material published in a separate section of this manual.

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Guidelines for Team and Annual Reports

Purpose of Team/Annual Reports:

. Show in summary form what was accomplished . Give future officers and Team leaders a concise introduction to the activities entailed in the office or team . Advise the membership of officer or Team leader activities.

Qualities of a Good Report:

. Brief: Give facts without flowery details . Clear: Write in simple language and directly to the point . Selective: Include only related details . Complete: Include all fundamental responsibilities and obligations and the means by which they were carried out . Descriptive: Give a fair picture of the responsibilities

Items to Include:

. Title of office or Team . Length of time office or Team was active . Duties of the position and how they were carried out

Format:

. Write in third person . Write in short sentences or outline form with a brief introduction and/or conclusion . Identify Team members . Allow 1-1/4” right and left margins; 1” top and bottom margins to allow for binding . Identify office or Team name

Definition of a Team

A group of willing and trained individuals who are: . United around a common goal . Depending on each other to achieve it . Structured to work together . Sharing responsibility for their task . Empowered to implement decisions

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Characteristics of a Good Team Leader . Visionary . Coach . Positive . Dedicated . Role Model . Open . Communicative . Dependable . Involving . Good Listener . Objective . Initiator

Team Leader Functions

. Team Building . Team Members’ Coach . Work Coordinator . Meeting

Characteristics of a Good Team Member . Knowledgeable . Cooperative . Committed . Good Listeners . Dependable . Trusting . Supportive . Flexible . Involved . Hard Workers . Open, Honest . Enthusiastic

Team Member Functions

. Share the Team’s Work . Represent the Team . Prepare to Contribute . Participate

Commandments for an Enthusiastic Team

I. Help each other to be right - not wrong II. Look for ways to make new ideas work - not for the reasons they won’t III. If in doubt - check it out! Don’t make negative assumptions about each other IV. Help each other win and take pride in each other’s victories V. Speak positively about each other and about your organization at every opportunity VI. Maintain a positive mental attitude no matter what the circumstances VII. Act with initiative and courage VIII. Do everything with enthusiasm - it’s contagious IX. Whatever you want - give it away X. Don’t lose faith - never give up XI. Have fun!

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Team Guidelines and Team Member Listing

Certification Team

Purpose

Stimulate interest and encourage participation in the CAP-OM program. Promote and publicize the CAP- OM program to management. Plan study sessions in preparation for the CAP-OM exam. Each shall be composed of a Team Leader and three or more members.

Policy

The team is directly responsible to the Board of Directors and shall submit all plans for activities to the Board of Directors for approval through the Team Board Contact.

Duties

. Keep up-to-date with changes occurring in the CAP-OM program as issued by the Institute for Education and keep membership informed of these changes.

. Provide assistance and information to members/non-members interested in becoming a CAP or CAP- OM.

. Announce deadlines for applications at meetings and provide brochures on review classes.

. Continue the relationship developed with Davenport College and Kalamazoo Valley Community Colleges.

. Assist KVCC in providing proctors for the CAP-OM examination held in November and May.

. Order CAP-OM information materials through Chapter Treasurer.

. Recognize CAP-OM recipients.

. Request, in writing, a listing of new CAP-OM recipients from the Michigan Division President; to be done by the Chapter President.

. Recognize new CAP-OM certification holders. The Team Leader invites newly-certified holders from the area to attend Chapter meeting as guests.

. Coordinate publicity for CAP-OM recognition and review classes with the Publicity Team Leader.

. Report updates verbally to chapter members at monthly meetings

. Provide written report to Board Contact by the 2nd Friday of each month

Team Leader: Bonnie Stuut Board Contact: Michelle Stickley

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Communications Team

Purpose

Advise members of Chapter functions and activities by phone, fax, or e-mail. This shall be the responsibility of the Communications Secretary and/or the President.

Policy

The team is directly responsible to the Board of Directors and shall submit all plans for activities to the Board of Directors for approval through the Team Board Contact.

Duties

. Report updates verbally to chapter members at monthly meetings

. Provide written report to Board Contact by the 2nd Friday of each month

Team Leader: Bonnie Stuut Board Contact: Carla Thomas, CAP-OM

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Fundraising Team

Purpose

Devise and promote projects to raise funds for the operation of the Chapter.

Policy

The Team is directly responsible to the Board of Directors and shall submit all plans for activities to the Board of Directors for approval through the Team Board Contact.

Duties

 Meet the beginning of the Chapter year to decide on fund raising projects/activities for the year.

 The Board of Directors and Team should concur on all projects and activities before approaching the membership to solicit help and involvement.

 Team should not abuse the funds they are working with; the income belongs to the Chapter membership. Membership has a right to vote on the use of funds.

 Receipt of funds:

o All money collected by the Team shall be submitted to the Team Leader with a record pertaining to the project. o Team Leader shall record all receipts. o Team Leader shall forward all money to the Chapter Treasurer with a record pertaining to the project.

 Disbursement of funds: o Requests for disbursements by the Team shall be submitted to the Team Leader with a copy of the invoice. o Team Leader shall record all disbursements. o Team Leader shall forward an Expense Report to the Chapter Treasurer requesting payment with a record pertaining to the project.

 Report updates verbally to chapter members at monthly meetings

 Provide written report to Board Contact by the 2nd Friday of each month

Team Leader: Marybeth Peters Board Contact: Jana Stermer

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Membership Team

Purpose

Direct all activities concerned with recruiting and maintaining members. Responsibility also includes orientation of new members to acquaint them with the structure and functions of IAAP® at all levels of the organization.

Policy

The Team is directly responsible to the Board of Directors and shall submit all plans for activities to the Board of Directors for approval through the Team Board Contact.

The Team shall be composed of a Leader and four or more other members.

The Team Leader will call meetings throughout the year as necessary. The Board Contact should be invited to attend each meeting.

Duties

 Update Chapter brochure and be updated as soon as all pertinent information is known.

 Keep a supply on hand of updated IAAP® brochures.

 Bring Chapter information packets to each IAAP® meeting for distribution to interested guests.

 Coordinate the membership drive with the Membership Team.

 Members who have received second notices regarding renewals from International should be telephoned. This encourages renewal of membership.

Procedure

 The names of prospective members are received from the membership, Administrative Professionals Week event, Seminar attendees, and other contacts.

 Upon receipt of inquiry, each prospective member should receive a membership packet containing the following:

o Introductory letter o Chapter membership brochure o Membership application o Chapter Newsletter o IAAP® brochures o Copy of OfficePro magazine

 If there is no response after the packet is sent, make a telephone call or send an e-mail to see if there is further interest.

. After the Chapter Treasurer receives the application and check, a copy of the application is sent to the Membership Team Leader. A congratulatory letter is sent to the new member. A request for

KALAMAZOO CHAPTER IAAP® – 2012 - 2013 14

biographical information, a new member interest finder, and a Chapter roster is enclosed. A letter expressing appreciation is also sent to the employer.

. The returned new member interest finder should be given to the Executive Board.

. The membership packet will be mailed to the Team Leader from International.

. The Team Leader writes a "bio" which will be read at the new member's welcome into the Chapter. A copy should be given to the Chapter Treasurer and the Chapter Communications Secretary (for newsletter publication).

. A personally engraved badge should be given to each new member, along with pin and packet, at the time of the official welcome.

. A New Member Orientation should be held immediately following the welcome meeting. Each new member is given a description of IAAP® acronyms, and the brochure, "Opening Doors." The entire Board of Directors and Membership Team will participate.

. Report updates verbally to chapter members at monthly meetings

. Provide written report to Board Contact by the 2nd Friday of each month

Expenses

. Stay within the budget.

. Request payment of expenses on an Expense Report form and which is given to the Chapter Treasurer.

. Report any expenses personally covered by a member or their employer; these amounts should be included in the final report. This enables realistic assessments of future costs.

. Receipt of funds:

o All money collected by the Team shall be submitted to the Team Leader with a record pertaining to the project. o Team Leader shall record all receipts. o Team Leader shall forward all money to the Chapter Treasurer with a record pertaining to the project.

. Disbursement of funds:

o Requests for disbursements by the Team shall be submitted to the Team Leader with a copy of the invoice. o Team Leader shall record all disbursements. o Team Leader shall forward an Expense Report to the Chapter Treasurer requesting payment with a record pertaining to the project.

Team Leader: Marie Ouzoonian, CAP-OM Board Contact: Jana Stermer

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Member Orientation Team

Purpose

Welcome and encourage member participation by providing guidelines through orientation & mentoring initiatives and work cohesively and closely with the Membership Team on a regular basis.

Policy

The team is directly responsible to the Board of Directors and shall submit all plans for activities to the Board of Directors for approval through the Team Board Contact.

Duties

. Seek members wanting to learn more about IAAP® and the Kalamazoo Chapter

. Report updates verbally to chapter members at monthly meetings

. Meet with interested members one-on-one or as a group (depending on the style preferred by the interested members)

. Provide written report to Board Contact by the 2nd Friday of each month

Team Leader: Sandy Oaks, CAP Board Contact: Michelle Stickley

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Program/Hostess Team

Purpose

Coordinate diverse monthly programs of interest to Chapter members. Shall be composed of President- Elect as Team Leader and 10 members, each chairing the Hostess Team for one monthly meeting.

Policy

The Team is directly responsible to the Board of Directors and shall submit all plans for activities to the Board of Directors for approval through the Team Board Contact.

Duties

 Business meetings shall be conducted whenever deemed necessary by the Board of Directors.

 Select someone to sit at the registration table and greet/welcome the members and their guests at the meeting. It is proper for all Hostess Team members to welcome members and introduce themselves to the guests.

 Assist the President-Elect with food, networking preparations and the distribution of handouts if needed.

 Report updates verbally to chapter members at monthly meetings

 Provide written report to Board Contact by the 2nd Friday of each month

Team Leaders: Michelle Stickley Board Contact: Carla Thomas, CAP-OM

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Publicity/Historian Team

Purpose

Make the public aware of IAAP® by publicizing the activities of the Chapter through releases to the press and other publicizing media; and, maintain a permanent record of the history of the activities of the Chapter. This team shall be composed of a Team Leader with three or more members to serve as Chapter photographer and historian.

Policy

The Team is directly responsible to the Board of Directors and shall submit all plans for activities to the Board of Directors for approval through the Team Board Contact.

Duties – Publicity

 Assign Team members to news sources, i.e., newspapers, radio, television stations or Chapter web site (as directed by the Team Leader). Press releases and/or announcements will be disseminated to their assigned media sources.

 Obtain the name of a contact person at each media source and follow-up with telephone call on acceptability of request/article (as conducted by the Team Member).

 Assist other Chapter teams in publicizing their events.

o Specific events o Monthly Chapter meetings o Installation of Officers o CAP-OM recipients and those recertifying o Administrative Professional Day/Week announcement o Scholarship recipients o Chapter Seminar

Duties – Photographer

 Responsible for taking pictures at the following events:

o Educational Forum and Annual Meeting (if unavailable, a Chapter member attending may take pictures) o Michigan Division Annual Meeting (if unavailable, a Chapter member attending may take pictures) o Chapter Seminar o Initiation of new members o Installation of Officers o Civic involvement

 Photographs should be sent to the Historian and Website Team Member for insertion into the scrapbook/website.

Duties – Historian

 Maintain a permanent record chronicling the activities of the Chapter.

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 Items included in the scrapbook are invitations, programs, pictures, publicity, etc. and should be filed from the events list referenced above and in the Kalamazoo Chapter Program Brochure.

 Copy of all press releases published in the area newspapers.

- Election of Officers - Administrative Professionals Week - Michigan Division Annual Meeting - Community Outreach - Educational Forum and Annual - Meeting

 Report updates verbally to chapter members at monthly meetings

 Provide written report to Board Contact by the 2nd Friday of each month

Team Leader: Merna Francis, CAP Board Contact: Sandy Oaks, CAP-OM

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Scholarship Team/Student Chapter Program (suspended 2012-2013)

Purpose

Selection of scholarship recipients in accordance with the Chapter's Bylaws and Standing Rules and instructions from the membership. Shall be composed of a Team Leader and consist of three or more members.

Policy

Duties

 Team shall meet in January to:

o Determine deadline date for application submission by students (traditional) to their high school principal or guidance counselor and the Chapter's Scholarship Team.

o Determine deadline date for application submission by non-traditional students and past recipient applicant.

o Determine deadline for two letters of recommendation and transcripts for submission to the Scholarship Team.

o Send letters to local high schools/colleges; enclose several applications, counselor/principal reports and IAAP® announcements for their bulletin boards. For non-traditional applicants, the Team may publicize availability of the scholarship through letters to adult high school education departments and to the local Family Independence Agency. THIS STATEMENT SHOULD BE THE FIRST ONE UNDER THIS SECTION.

 Team shall meet in February to:

o Respond to any further requests for applications.

o Determine if all requested paperwork has been submitted.

o Contact applicant, principal, or counselor if application is incomplete.

o Team shall meet in March to:

o Select scholarship recipients (see Criteria for Selection of Scholarship Recipient in Team’s records).

o Select recipient(s): if a recipient declines or something unforeseen occurs, a replacement recipient may be chosen.

o Team Leader or designee contacts recipients immediately after selection process is complete.by telephone with an invitation extended to the recipients, parents, or close family member, advising them when the scholarship awards will take place including date, time, and location.

o Send a follow-up letter confirming the invitation and letters to the recipient’s principal and/or counselor.

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 Team shall meet in May/June to:

o Invite past year recipient to June Meeting for update.

o Submit press release to Publicity Team Leader announcing the Selection of the scholarship recipients.

o Present Scholarship Certificate and include a brief biography of the recipient.

o Purchase dinner for recipient and their guests; if budget allows, purchase a corsage.

o Anytime after presentation of scholarship certificate, and before fall semester, payment of scholarships is made to an accredited college or university upon selection of school by recipients and their admittance by that college.

o Request Treasurer to make check payable to recipient and college.

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Sponsored Membership Team

Purpose

Encourage activities of the Chapter relating to promotion of student members and encourage local colleges to promote professional membership for future career in the office support field.

Policy

The Team is directly responsible to the Board of Directors and shall submit all plans for activities to the Board of Directors for approval through the Team Board Contact.

The Team Leader will call meetings throughout the year as necessary and the Board Contact should be invited to attend each meeting.

Duties  Meet with prospective student members and tell them about the program, purpose, and objectives.

 Invite to attend Kalamazoo Chapter meetings.

 Maintain contact with local college business/office instructors to bring awareness of the local IAAP® Chapter by inviting to monthly meetings.

Team Leader: Kelly Reggio, CAP Board Contact: Carla Thomas, CAP-OM

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Seminar Team

Purpose

Sponsor an educational program with a quality speaker for the administrative profession, offer Continuing Education Units, and help raise funds for the Kalamazoo Chapter. Shall be composed of Co-Team Leaders and eight to ten members.

Policy

The Team is directly responsible to the Board of Directors and shall submit all plans for activities to the Board of Directors for approval through the Team Board Contact.

Duties

. The Team Leaders will hold meetings as deemed necessary prior to the seminar.

. A top-quality speaker(s) should be obtained at a reasonable and negotiable price. The topic should be one that is well-known or in demand at the time. Make arrangements with speaker for biographical resume and photo to be used in the brochure and for publicity. Keep in contact with the speaker so you can plan expenses such as airfare, hotel accommodations, meals, etc.

. The Fetzer Center is recommended because of the theater style seating, large number of conference rooms, reasonable rental fee, luncheon, and break fees.

. Contact should be made as early as possible to potential exhibitors so they are available on the seminar date. Make more contacts than you expect to secure. Send invitations to exhibitors announcing the seminar, speaker, etc., encouraging them to attend. After exhibitors are secured, send an acknowledgment letter indicating their participation fee was received. Keep exhibitors informed of set-up time, teardown time, location of their booth, how many participants, etc.

. The layout of the brochure can be done by a Chapter member or selected printers. Produce brochures based on prior year attendance, or more as required. There should be no deadline date on the brochure and it should be mailed out eight or nine weeks prior to the seminar. An Early Bird Drawing has been very successful and should be utilized each year. Posters are also good for publicity purposes. Members are notified electronically, annually. The brochure and program announcement is supplied to other Michigan Chapter Presidents and included on the Michigan Division events webpage.

. Mailing labels need to be updated each year. An IAAP® member from each company can update their company list. A contact person from other businesses should be asked to update those lists.

. Each registration form should be date stamped for verification of the Early Bird Drawing. The amount of the check, personal or company, should be noted on each registration form. IAAP® members will wear a special designation on their name badges.

. Contacts should be made to include an announcement of the seminar in the Michigan Connection and each Michigan Division Chapters’ newsletters. News media announcements should be mailed to area publications including the Kalamazoo County Chamber of Commerce, the Kalamazoo Gazette (both Kalamazoo and Portage editions), and any other media deemed as useful to promote the event.

KALAMAZOO CHAPTER IAAP® – 2012 - 2013 23

. The team has the option of awarding door prizes. If desired, solicit area businesses for door prizes for the seminar and follow-up with confirmation letters. Make arrangements to pick up the door prizes and decide how they should be awarded at the seminar.

. Continuing Education Unit (CEU) credits will be requested through IAAP® Headquarters using the form in the booklet Awarding the Continuing Education Unit Through IAAP®. After approval is granted, place an order for blank CEU forms from IAAP®. These can be printed on a laser printer by a member, printed at IAAP® Headquarters, or a local printer. All other paperwork should be submitted to IAAP® Headquarters within 10 days after the seminar.

. Keep in contact with the Fetzer Center about the set-up of the exhibitor rooms. Fax a listing of the exhibitors to the Fetzer Center so they can draw a layout of where each exhibitor is located.

. On the day of the seminar, the Team Leader introduces speakers, gives a welcome address, and makes any other announcements.

. After the seminar, thank-you letters are sent to speaker, conference center, exhibitors, businesses that donated money or gift items, and any individuals who contributed to the seminar.

. Report updates verbally to chapter members at monthly meetings

. Provide written report to Board Contact by 2nd Friday of each month

Team Leaders: Michelle Stickley Board Contact: Carla Thomas, CAP-OM

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Website Team

Duties – Webmaster

. Maintain a current website on behalf of the Chapter and its activities working cohesively with the Communications Team.

Team Leader: Laura Loveland Board Contact: Bonnie Stuut

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Special Teams

Policy

The Teams are directly responsible to the Board of Directors and shall submit all plans for activities to the Board of Directors for approval through the Team Board Contact.

Audit

Responsible for conducting an audit of the Chapter's financial records in accordance with Article VIII of the Bylaws and Standing Rules. Team Leader is appointed by the President in April.

Bylaws & Standing Rules

Shall maintain conformity in Chapter Bylaws and Standing Rules with International and Division Bylaws and Standing Rules.

Nominations

This team is formed at the January meeting. One of the members of this team volunteers to be the Team Leader. This is discussed prior to the end of the meeting so that the Board and Members are informed.

For a complete listing of Chapter Past Presidents and SOTYs please contact the Chapter Historian.

Certified Professional Secretary (CAP) &

Certified Administrative Professional (CAP-OM)

Sandra Berry, CAP Sandy Oaks CAP Tonya Chartrand CAP-OM Marie Ouzoonian CAP-OM Colleen Cook CAP-OM Kelly Reggio CAP Merna Francis CAP Brenda Saylor CAP Joni Frick CAP Karen Shultz CAP Betty Gruber CAP Kathy Spackman CAP Andrea Houseman CAP Carla Thomas CAP-OM Barbara Jagielski CAP-OM Carol Ann Todd CAP Rose LaFountain CAP Jennifer Mitchell CAP

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Honorary Members

International:

Ms. Anita Reed 100 Bluebell Dr. Georgetown, TX 78628-4747512-863-6856 512-863-7267 e-mail: [email protected]

Chapter:

Ms. Winifred Pape 8803 Dolphin Street Kalamazoo, MI 49024 269-327-5795

Notary Public

Kalamazoo Chapter IAAP® members who are notary publics are:

Laurie Andrus Rose LaFountain, CAP Caryl Bartholomew Gail McFanin Sue Bos Jennifer Mitchell, CAP Tonya Chartrand, CAP-OM Marie Ouzoonian, CAP-OM Joni Frick, CAP (For Pfizer only) Geneva Packard Diane Groh Carla Thomas, CAP-OM Betty Gruber, CAP Carol Todd, CAP Leanne Jeannot Bonnie Stuut

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Approved: 2012

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IAAP® Kalamazoo Chapter Bylaws and Standing Rules

Bylaws

ARTICLE I - NAME AND LOCATION The name of this Chapter shall be Kalamazoo Chapter of IAAP®. It shall be located in the city of Kalamazoo.

ARTICLE II - FISCAL YEAR The fiscal year for the Kalamazoo Chapter of IAAP® is July 1 through June 30.

ARTICLE III - DUES Annual Chapter dues shall be: Professional Members $20.00 Professional-Merited Members 10.00 Student Member 5.00

ARTICLE IV - OFFICERS, QUALIFICATIONS, NOMINATION AND ELECTION PROCEDURE, TERM, AND DUTIES

Section 1. Officers

The Chapter Officers shall consist of a President, President-Elect, Recording Secretary, Communications Secretary, and Treasurer.

Section 2. Qualifications

A. A candidate for office shall have been a Professional or Professional-Merited Member of this Chapter for at least one year prior to nomination, and a candidate for the office of President shall have preferably served as an officer of this Chapter at least one full year prior to nomination.

B. No member shall hold more than one Chapter office at a time. No member shall hold a Division office, serve as a Division Team Leader, or serve on an International Department or Team while serving as a Chapter Officer, except to allow for normal overlap in difference of installation time.

Section 3. Nominations and Election

A. The Nominations Team shall consist of a Team Leader appointed by the President, with the approval of the Board of Directors, at least two months prior to the Annual Meeting. The Team Leader shall appoint up to three members for the team and this team shall carry out the duties prescribed in this Section

B. The Nominations Team shall submit to the membership at the April Chapter meeting a slate of one or more candidates for each office.

C. Nominations may also be made from the floor prior to the election. Nominations from the floor shall receive two seconds and qualifications must be verified by a Chapter officer.

D. A majority vote of the members present at the Annual Meeting shall be required for election, which shall be by ballot, except that if there is but one candidate for each office, the officers may be elected via voice.

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Section 4. Term of Office

A. The term of office shall begin July 1 and shall be for one year or until successors are elected and installed.

B. No officer shall serve more than two consecutive terms in the same office. Any officer serving six months or more in an office shall be deemed to have served one term.

Section 5. Duties

Chapter Officers shall be obligated to uphold and represent the interests of IAAP® and the profession as a whole.

A. The President shall:

1. Perform the duties prescribed by these Bylaws and by the Parliamentary Authority adopted by IAAP®.

2. Subject to the approval of the Board of Directors, appoint the Team Leaders of all Teams, unless otherwise specified, prior to the September meeting of the Chapter.

3. Be a member ex-officio of all Teams except the Nominations Team and the Audit Team.

4. Keep the Division President fully informed on all matters concerning the Chapter.

5. Be bonded with fees paid by the Chapter and be authorized to co-sign with the Treasurer checks drawn on the Chapter's funds.

6. Call meetings of the Board of Directors whenever such meetings are necessary.

B. The President-Elect shall:

1. In the absence of the President, serve as presiding officer of the Chapter or of the Board of Directors.

2. In the event of a vacancy in the office of President, succeed to the office for the unexpired term.

3. Succeed automatically to the office of President.

4. Act as Team Leader of the Program Team and appoint hostesses for the monthly meetings.

5. Perform such other duties as may be assigned by the Board of Directors.

C. The Recording Secretary shall:

1. Be responsible for the minutes of all Chapter and Board of Directors meetings.

2. Have custody of the Chapter Charter and other official documents.

3. Have available at all meetings up-to-date copies of the International, Division, and Chapter Bylaws and Standing Rules.

4. Perform such other duties as may be assigned by the Board of Directors.

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5. Submit a copy of the Chapter Bylaws and Standing Rules to the Michigan division and International headquarters on an annual basis.

D. The Communications Secretary shall:

1. Conduct the correspondence of the Chapter in accordance with the direction of the President and/or Board of Directors.

2. Following the installation of officers, file the names and addresses of the newly-elected officers with the local Chamber of Commerce, Better Business Bureau, library and post office, and keep such information up-to-date throughout the year.

3. The Communications Secretary as directed by the Board of Directors will assume the responsibility of the Chapter’s newsletter, which will be distributed on or before the next Chapter meeting. In the event that the Communications chair is vacant, the Board can appoint a member to accept responsibility for the chapter newsletter. The Board will also allow for an alternate chapter member to accept this responsibility if the Secretary is unable to perform this duty. The Audit and Annual Reports shall be posted on the Kalamazoo Chapter website in the Members Only section.

4. Contact Chapter members appropriately during special or difficult times.

5. Perform such other duties as may be assigned by the Board of Directors.

6. Compile yearly an accurate Membership Directory and a Resource Manual, and distribute a copy to each member, and post on the Kalamazoo Chapter website in the Members Only section.

E. The Treasurer shall:

1. Be responsible for all Chapter funds, making disbursements promptly by check only as authorized by the Chapter, either by specific action or by adoption of a budget to be administered by the Board of Directors. The Treasurer shall be bonded with fees paid by the Chapter.

2. Maintain the financial records on a current basis and make a monthly report to the Chapter, which will be available at each chapter meeting.

3. Receive and process all applications for membership, including reinstatements and transfers, and shall notify the membership of such applications upon submission.

4. Upon direction by the Board of Directors, issue a Certificate of Transfer to any member in good standing of this Chapter who requests a transfer to another IAAP® Chapter.

5. Two weeks after the close of her/his tenure of office, submit to the Audit Team the financial records of that office. The Audit Team will in turn transfer the financial records to the incoming Treasurer after completion of the audit.

6. Prepare a "Proposed Budget" to be submitted to the Board of Directors for recommendation and approval prior to the March Board of Directors’ meeting. The "Proposed Budget" will then be submitted to the membership at or before the April meeting, for approval at the May meeting Annual Meeting.

7. Prepare a detailed financial report for the year ending June 30 to be published in the September newsletter.

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8. Prepare nametags for guests and have them available at the registration table.

9. Perform such other duties as may be assigned by the Board of Directors.

Section 6. Vacancies

In the event of a vacancy in the office of President, the President-Elect shall succeed to the office for the unexpired term and shall continue in the office of President for the following year. The office of President-Elect shall remain vacant until the next regular election. In the event of a vacancy in the office of President-Elect, for any other reason, the office shall remain vacant until the next regular election at which time both a President and a President-Elect shall be elected. In the event of a vacancy in the offices of both President and President-Elect, the Recording Secretary shall succeed to the office of President for the unexpired term. In addition, that individual shall be eligible to seek re- election to the office of President for the following year. A vacancy in any other office shall be filled by the chapter Board of Directors for the unexpired term, with appointment from the membership of the Chapter.

Section 7. Records

All records pertaining to any office are the property of the Chapter and must be transferred as directed by the Board of Directors within 15 days by the person vacating the office for any reason whatsoever.

ARTICLE V - BOARD OF DIRECTORS

Section 1. Composition

The Board of Directors shall consist of the Officers of this Chapter and the Advisor, formerly known as the Immediate Past President, as an ex-officio member.

Section 2. Meetings

Regular meetings of the Board of Directors shall be held on the third Monday of each month, unless otherwise designated by vote of the Board of Directors. Special meetings may be called by the President or by a majority of the Board of Directors.

Section 3. Quorum

The quorum for any meetings of the Board of Directors shall be a majority.

Section 4. Non-Performance of Duties

The Board of Directors may, by a majority vote, remove any officer or team leader, for misconduct or neglect of duty. The Board of Directors shall request the resignation of such officer or team leader from the respective office. If the resignation is not received by the Board of Directors within 15 days after it has been requested, the Board of Directors is empowered to and shall thereupon declare the office vacant, and it shall be filled in accordance with the provisions of these Bylaws.

KALAMAZOO CHAPTER IAAP® – 2012- 2013 32

ARTICLE VI - TEAMS

Section 1. Teams

Teams shall consist of a Team Leader and members as necessary. Appointments shall become effective July 1 for a term of one (1) year. A. Certification: Promote the CAP-OM Exam B. Communications: Inform members of significant events C. Fundraising: Plan fund raising events D. Membership: Recruit and retain members E. Member Orientation: Welcome and inform members F. Program/Hostess: Plan programs for meetings G. Publicity/Historian: Publicize Chapter activities through releases to the media; keep and maintain history of the Chapter H. Scholarship: Award scholarship(s) to traditional/non-traditional students (inactive) I. Seminar: Plan yearly seminar J. Sponsored Membership: Encourage local colleges to promote IAAP® membership K. Student Chapter Program: Encourage and participate student member chapters (combined with Scholarship Team) L. Website: Maintain a current website

Section 2. Duties

Refer to Chapter Guidelines

Section 3. Special Teams

A. Audit: This Team of 2-3 members meets at the end of the fiscal year to review the books. Team Leader reports back to the Board and a report is published in the newsletter.

B. Bylaws and Standing Rules: The Team will consist of the Board of Directors and at least one chapter member, either nominated by the Board or who volunteers from the membership. Bylaws will be reviewed yearly and if no changes are made, a reviewed date will be added to the bylaws. If there are changes, the revised date will be added to the bylaws.

C. Nominations: This team shall submit to the members a slate of one or more candidates for each office at least 30 days before the Annual Meeting.

D. Other Special Teams may be appointed when deemed necessary by the Board of Directors.

Section 4. Responsibilities

All Teams, with the exception of the Nominations and Audit Team, shall be directly responsible to the Board of Directors and shall submit all plans, prior to execution, to the Board of Directors for approval. All Team Leaders shall, within fifteen (15) days after the completion of their term of office, transfer their files to their successors or to the Board of Directors.

Section 5. Annual Reports

All standing and special Team Leaders shall, by July 31, submit a written annual report to the President to be published to members in a separate portfolio at the September meeting.

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ARTICLE VII - MEETINGS

Section 1. Regular and Annual Meetings

Meetings of this Chapter shall be held on the first Monday of each month September through June, with the September meeting being held on the 2nd Monday of the month. Business meetings are held whenever deemed necessary by the Board of Directors.

Section 2. Special Meetings

Special meetings may be called by the President, by a majority of the Board of Directors, or by one-third of the membership, provided notice specifying the principle business of the meeting is given to all members at least fifteen (15) days prior to the date of the Special Meeting.

Section 3. Annual Meeting

A. The May meeting of each year shall be the Annual Meeting.

B. Officers shall be elected at the Annual Meeting in May and installed at the Installation Meeting in June.

C. Proposed budget shall be approved by the membership for the coming year.

Section 4. Quorum

A quorum for any meeting shall be 25% of the Chapter membership.

ARTICLE VIII - AUDIT

A. An audit shall be made of the Chapter financial records by the Audit Team. The audit shall be completed at the close of the fiscal year, a written report covering the audit submitted to the Board of Directors, and the records transferred to the incoming Treasurer.

B. In the case of a vacancy in the office of Treasurer, the financial records will be transferred to the President, who will, within two (2) weeks, ensure an audit is completed and then forward the financial records to the incoming Treasurer.

ARTICLE IX - REPRESENTATION

1. The delegate and alternate to the International Educational Forum and Annual Meeting (EFAM) and Michigan Division Annual Meeting (MDAM) shall be an officer of the Chapter, in the following order: President, President-Elect, Treasurer, Recording Secretary, Communications Secretary, Board Advisor. The delegate shall go uninstructed but informed unless otherwise indicated by the membership. If a chapter officer is unable to attend EFAM or MDAM, members of the Kalamazoo Chapter who are attending the conference may represent the chapter.

2. A proxy vote may be submitted if the chapter does not have a delegate in attendance. Proxy voting shall be limited to the election of International officers and foundation trustees.

ARTICLE X - DISSOLUTION

In the event of dissolution, abandonment, or termination of the Charter, no income, contribution, or other revenue or funds shall inure to the benefit of any individual or of any group not affiliated

KALAMAZOO CHAPTER IAAP® – 2012- 2013 34

with IAAP®, and any and all assets then possessed by the Chapter, after current indebtedness has been paid, shall be delivered to the Retirement Trust Foundation.

KALAMAZOO CHAPTER IAAP® – 2012- 2013 35

ARTICLE XI - AMENDMENTS

Section 1. Bylaws

These Bylaws may be amended by any of the following methods:

A. By a two-thirds vote, provided the proposed amendments shall have been mailed to the members at least ten (10) days prior to the meeting date or have been read at the previous regular meeting.

B. By unanimous vote, if not distributed previously as required in A. of this Section.

Section 2. Standing Rules

A. Standing Rules may be adopted without previous notice by a majority vote at any meeting of the Chapter.

B. Standing Rules may be amended or rescinded:

1. By a majority vote, provided the proposed amendments shall have been mailed to the members at least ten (10) days prior to the meeting date or have been read at the previous regular meeting.

2. By a two-thirds vote without previous notice.

Section 3. Corrections

Automatic grammatical, punctuation and correlation corrections in these Bylaws and Standing Rules, which in no way alter the intent of the respective Bylaws and Standing Rules, shall be affected by the Bylaws and Standing Rules Team, subject to the approval of the Board of Directors.

Section 4. Enactment

These Bylaws and Standing Rules, and/or amendments thereto, shall become effective upon adjournment of the meeting at which adopted, unless otherwise specified.

Bylaws Adopted: 10/6/52

Bylaws Revised: 05/07/07

Bylaws Revised: 05/04/09

Standing Rules Revised: 11/05/12

KALAMAZOO CHAPTER IAAP® – 2012- 2013 36

Standing Rules

1. It shall be the duty of the delegate to attend all meetings and to represent the Chapter in all matters coming before the Educational Forum and Annual Meeting (EFAM), Michigan Division Annual Meeting (MDAM) and/or Michigan Division Educational Workshop (MDEW). If an alternate is represented at the EFAM or MDAM, it is his/her responsibility to attend all business meetings.

2. A summary of highlights on the business portions of the meetings will be published within sixty (60) days after the conference/meeting. A full, detailed report will be available at Chapter meetings and mailed to any member requesting a copy. No oral reports will be given at meetings.

3. The expenses of the delegate and alternate to the Educational Forum and Annual Meeting (EFAM), and Michigan Division Annual Meeting (MDAM), and Michigan Division Educational Workshop (MDEW) shall be reimbursed to the extent of the Chapter budget for these events for that Chapter year, only if Chapter funds are available. The delegate and alternate shall present an itemized statement of expenses incurred, with substantiating vouchers, to the Treasurer for payment.

4. Regular meetings shall be held at locations designated by the President-Elect and shall begin with networking at 5:00 pm, followed by the dinner and the program or business session.

5. All members are responsible for making their dinner reservations for the monthly meeting by contacting the Treasurer no later than Thursday prior to the meeting. Payment for meals must be paid no later than the evening of the meeting. Dinner reservations made by the member which are not cancelled by noon on Friday prior to the meeting must be paid for by the member; the Treasurer will invoice the member for non-attendance.

A. During any chapter year, first time guests shall attend the meeting and the meal will be complimentary, an application form will be given to the guest at that time. For visits two and three, guests may attend the meeting and if they choose, may purchase the meal. For visits four and any subsequent visits, guests will be charged an applicable meeting cost; and if they choose to purchase the meal, this would be an additional charge. Guests will be reminded that membership is suggested to receive all the benefits of IAAP®. Applicable meeting costs will be announced at the beginning of a Chapter Year.

6. A member shall have been a Professional member of IAAP® for five years to qualify as a Professional-Merited Member; such members (retired minimum age 55) shall pay either Professional member or Professional-Merited member dues.

7. At the time of installation, each officer shall be presented with a pin, emblematic of the office.

8. The retiring President shall be presented with a Past President's pin as a gift from the Chapter.

9. Any member qualifying for a one-year anniversary will receive a congratulatory certificate. Members who have qualified with 5 year membership anniversary and subsequent 5 year increments will be recognized at the February meeting or as designated by the Board of Directors and be given a congratulatory certificate. When a member has reached a 5-year anniversary gifts may be given, dependent on the budget. Recognition will occur in the calendar year, between January 1 – December 31 of the year the anniversary is recognized.

KALAMAZOO CHAPTER IAAP® – 2012- 2013 37

Standing Rules Adopted: 10/6/52

Standing Rules Revised: 05/07/07

Standing Rules Revised: 05/04/09

Standing Rules Revised: 11/05/12

KALAMAZOO CHAPTER IAAP® – 2012- 2013 38

IAAP® Michigan Division Officers 2012 - 2013

BOARD OF DIRECTORS BOARD CONTACTS

President Board Contact for: Ruth Sorensen 231.777.5233 W Chapters: Northern Michigan, Lansing Baker College of Muskegon 616.842.1451 H 1903 Marquette Avenue Teams: Marketing/Public Relations, Muskegon, MI 49442 Parliamentary Advisor E-mail: [email protected]

President-Elect Board Contact for: Melissa Sundquist, CAP-OM 248.371.7408 W Chapters: Detroit, Midland 5110 Cecelia Ann 248.673.3375 H Clarkston, MI 48346 248.515.2558 C Teams: Nominations, MDAM 2012 Liaison E-mail: [email protected] 231.943.4587 H

Vice President Board Contact for: Jan Stewart, CAP-OM 734-913-6972 W Chapters: Kelly Services, Oakland County 8250 Granite Court 734-424-9718 H Dexter, MI 48130 734-274-0213 WC Teams: Membership E-mail: [email protected]

Recording Secretary Board Contact for: Denise Haselhuhn, CAP 989.638.9684 W Chapters: Ann Arbor, Saginaw Valley The Dow Chemical Company 989.615.6964 H 2030 Dow Center 989.615.6964 C Teams: Bylaws & Standing Rules, Certification Midland, MI 48674 & Education E-mail: [email protected]

Communication Secretary Board Contact for: Kathy Burnham 231.777.5390 W Chapters: Grand Rapids, Kalamazoo, DMALs Baker College of Muskegon 231.343.7717 C 1903 Marquette Avenue Teams: Website, Newsletter & Website Awards Muskegon MI 49442 Email: [email protected]

Treasurer Board Contact for: Wendy Gauthier, CAP-OM 231.946.9259 W Chapters: Sandy Shores, Western Shores 10545 S. Walnut Drive 231.941.4908 H Traverse City, MI 49684 231.463.6216 C Teams: Financial Review, Foundation E-mail: [email protected] Ambassador

KALAMAZOO CHAPTER IAAP® – 2012- 2013 39

IAAP® International Board of Directors 2011 – 2012

Karlena Rannals, CAP-OM, International President Judith Yannarelli, CAP-OM, President-Elect

San Clemente, CA 92672-2114 Longs, SC 29568

Contact: Email Contact: Email

Antoinette Smith, CAP-OM, Vice President Kristi Rotvold, CAP-OM, Secretary

Florissant, MO 63031 Fargo, ND 58102

Contact: Email Contact: Email

Tammy Pierce, CAP-OM, Director, Great Lakes District (13) Dortha Gray, CAP-OM, Treasurer Fairborn, Ohio 45324 Houston, TX 77095 Contact: Email Contact: Email 2011-2013

KALAMAZOO CHAPTER IAAP® – 2012- 2013 40

Doris Goode, CAP-OM, Director, Southeast District (13) Lina Veglia, Director, Canada District (13)

Drummonds, TN 38023 Cambridge, ON N1P 1J9

Contact: Email Contact: Email

2011-2013 2011-2013

Michelle Spradley, CAP-OM, Director, Southwest District Sharon K. McPherson, CAP-OM, Director, Northeast District

(14) (14)

La Porte, TX 77571 Centerville, MA 02632

Contact: Email Contact: Email

2012-2014 2012-2014

Lisa A. Hogan, CAP-OM, Director, Northwest District (14) Kelly Reggio, CAP-OM, Chair, The Foundation of IAAP

Veseli, MN 55046 Portage, MI 49024

Contact: Contact:

2012-2014 2012-2014

KALAMAZOO CHAPTER IAAP® – 2012- 2013 41

IAAP® History

The International Association of Administrative Professionals (IAAP) is a 501 (c) (6) registered not-for- profit professional association for office professionals with approximately 22,000 members and affiliates and over 500 chapters worldwide. Our mission is to enhance the success of career-minded administrative professionals by providing opportunities for growth through education, community building and leadership development.

The association founded in 1942 as the National Secretaries Association to provide a professional network and educational resources for secretarial staff. The association’s name was changed in 1998 to the International Association of Administrative Professionals to encompass the large number of varied administrative job titles and recognize the advancing role of administrative support staff in business and government. More information about the history of IAAP can be found at http://www.iaap-hq.org/about.

Kalamazoo Chapter IAAP® is a not-for-profit professional organization dedicated to the educational self- improvement of its members. It is not a club or social organization. Our mission and core values reflect our position that office professionals are an integral part of the management team. Membership is open to all office professionals in Kalamazoo and the surrounding communities.

KALAMAZOO CHAPTER IAAP® – 2012- 2013 42

International Mission, Vision, Purpose & Objectives

IAAP® World Headquarters 10501 NW Ambassador Drive PO Box 20404 Kansas City, MO 64195-0404 Phone: (816) 891-6600 Fax: (816) 891-9118 e-mail: [email protected]

Mission

Enhancing the success of career-minded administrative professionals by providing opportunities for growth through education, community building and leadership development.

Vision

To inspire and equip all office professionals to attain excellence.

Purpose

To provide education and training, and set standards of excellence recognized by the business community on a global perspective.

Objectives

To elevate the standards of the secretarial profession and to promote its working relationship with management through continuing education, authorized programs, and publications.

Definition of an Administrative Professional

Administrative professionals shall be defined as individuals who are responsible for administrative tasks and coordination of information in support of an office related environment and who are dedicated to furthering their personal and professional growth in their chosen profession.

Certified Administrative Professional

CAP is a registered service mark of IAAP® and is the acronym for the Certified Administrative Professional rating, a professional designation awarded by the Institute for Certification (IC), a department of IAAP®. The IC first developed and administered the CAP Examination in 1951. To achieve the CAP rating, one must complete various educational and employment requirements and pass a three-part, one- day examination. Areas tested include Finance and Business Law, Office Systems and Administration, and Management.

KALAMAZOO CHAPTER IAAP® – 2012- 2013 43

CAP-OM

Certified Administrative Professional – Organizational Management

Office Proficiency Assessment and Certification Program

The OPAC System is IAAP®'s entry-level certification program for office workers and is designed to test basic office skills. The comprehensive computerized assessment assists employers, applicants, students, and teachers in determining levels of proficiency in word processing, language arts, records management, financial applications, and spreadsheets and databases. OPAC is sold to corporations, employment agencies, and educational institutions.

Retirement Centers Trust

IAAP® is one of the few associations worldwide that sponsors a retirement center. Located in Rio Rancho, near Albuquerque, New Mexico, the Vista Grande Retirement Center is a more than $6 million facility. With financial support from members, it's the world's only retirement center built for and funded by Administrative Professionals.

IAAP® World Headquarters and Training Center

IAAP®, using funds raised through member, private, and corporate donations, purchased a World Headquarters building in Kansas City, MO. Contributions to this Fund are totally committed to the maintenance and upkeep of the office facility and training center.

KALAMAZOO CHAPTER IAAP® – 2012- 2013 44

Code of Ethics

Recognizing that a position of trust imposes ethical obligations upon administrative assistants, office coordinators, executive secretaries, and other types of administrative professionals to act for the benefit of employers, clients, and the public, members of IAAP® established and promulgated five standards of professional conduct and resolve to be guided by them as embodying the ethical ideals of their profession.

The development of a Code of Ethics demonstrates that the administrative support profession accepts the obligation to engage in self-discipline and accepts the responsibility and trust earned by administrative professionals throughout past generations.

Each administrative professional has a personal obligation to support and follow the Code, recognizing that the greatest penalty possible for its violation is loss of the respect of professional colleagues and the trust of employers, clients, and society.

1. Ethical behavior is encouraged by both the Code and the profession. An administrative professional’s personal ethical behavior may often exceed the requirements of the Code, which do not demand less than the law, and often exceed those of the law. Persons found guilty of violating laws will be considered in prima facie violation of the Code and may be censured or otherwise penalized by the association or profession.

2. The administrative professional shall act as a trusted agent in professional relations, implementing responsibilities in the most competent manner and exercising knowledge and skill to promote the interests of the immediate and corporate employer.

3. The administrative professional shall strive to maintain and enhance the dignity, status, competence, and standards of the profession and its practitioners.

4. The administrative professional shall insist that judgments concerning continued employment, compensation, and promotion be based upon professional knowledge, ability, experience, and performance.

5. The administrative professional must consider the promotion and preservation of the safety and welfare of the public to be the paramount duty.

KALAMAZOO CHAPTER IAAP® – 2012- 2013 45

Parliamentary Eye-Opener

Member Protocol

. Members arrive on time for meeting.

. Members do not leave until the meeting is adjourned, unless for a special reason and they have informed the presiding officer of this fact.

. Members address the Chair before they speak.

. When addressing the Chair, they use “Madam Chairman.”

. They are prompt to second motions in order to bring business to the point of discussion.

. A member does not try to compete with the speaker by chit-chat with neighbors; does not sleep, does not doodle.

. Members are well-mannered and attentive at all times; they have developed the art of listening.

. One rap of the gavel from the President and members come to instant attention.

. All are contributing members and serve on committees - either voluntarily or when requested.

. When accepting an assignment, members complete the work as quickly as possible and as capably as they can.

. Members avoid cliques - they break up Chapters.

. When speaking, members avoid personalities, are brief, courteous and correct.

. All members are friendly to new members and guests and offer assistance, if needed.

. Whether or not the elected officers are your personal choice, cooperate with them. Remember, they were elected by the majority.

By Marguerite M. Morgan, CAP Parliamentary Advisor

KALAMAZOO CHAPTER IAAP® – 2012- 2013 46

Procedure for Handling a Motion

I. Obtaining and assigning the floor

A. A member rises when no one else has the floor and addresses the chair: "Mr./Madam President," "Mr./Madam Chairman," or by other proper title.

1. In a large assembly, the member gives his name and identification. 2. The member remains standing and awaits recognition by the chair.

B. The chair recognizes the member by announcing his name or title, or in a small assembly, by nodding to him.

II. How the motion is brought before the assembly

A. The member makes the motion: "I move that (or "to")..." and resumes his seat.

B. Another member, without rising, seconds the motion: "I second the motion" or "I second it" or, even, "Second."

C. The chair states the question on the motion: "It is moved and seconded that (or "to")... Are you ready for the question?"

D. Members discuss Chapter business in the meeting by participation.

III. Consideration of the motion

A. Members can debate the motion.

1. Before speaking in debate, members obtain the floor as in I above. 2. The maker of the motion has first right to the floor if he claims it promptly. 3. All remarks must be addressed to the chair. 4. Debate must be confined to the merits of the motion. 5. Debate can be closed only by order of the assembly (2/3 vote) or by the chair if no one seeks the floor for further debate.

B. The chair puts the question (puts it to vote).

1. The chair asks: "Are you ready for the question?" If no one then rises to claim the floor, the chair proceeds to put the question. 2. The chair says: "The question is on the adoption of the motion that (or "to")... As many as are in favor, say 'Aye'. (Pause for response) Those opposed, say 'No'. (Pause for response)

C. The chair announces the result of the vote.

1. "The ayes have it, the motion is adopted, and... (indicating the effect of the vote or ordering its execution)." (or) 2. "The no’s have it and the motion is lost."

KALAMAZOO CHAPTER IAAP® – 2012- 2013 47

The Chair and a Sample Order Of Business

Call to Order The presiding officer, after determining that a quorum is present, rises, waits or signals for quiet, and says, "The meeting will come to order."

Opening Ceremonies (religious, patriotic, ritualistic, etc. - optional) "Please rise and remain standing for the invocation, which will be given by..., and the Pledge of Allegiance to the Flag of the United States of America, which will be led by ..." (If given, the invocation, the National Anthem, and the Pledge of Allegiance to the Flag of the United States of America are given in that order.)

Roll Call (if customary) "The Administrative Professional will call the roll of officers (or "will call the roll").

Reading and Approval of Minutes "The Administrative Professional will read the Minutes." (The presiding officer sits down.) Except in the smallest of meetings, the Administrative Professional stands to read the Minutes.

"Are there any corrections to the Minutes?" (Pause) "If there are no corrections, the Minutes stand (or "are") approved as read."

With corrections: "If there is no objection, the Chapter Secretary will make the correction(s).... If there are no further corrections, the Minutes stand (or "are") approved as corrected."

Reports of Officers, Boards, and Standing Teams "The next business in order is hearing reports of the officers, boards, and standing committees."

Officers and standing committees are called on in the order they are listed in the bylaws.

The chair usually calls on only those who have reports to make. In calling on the Chapter Secretary: "Is there any correspondence?" In calling on the Treasurer: "May we have the Treasurer's report." A Treasurer's report is never adopted. An auditor's report, usually made annually, is adopted.

"The question is on the adoption of the Auditor's report. As many as are in favor, say 'Aye'. Those opposed say 'No'. The ayes have it and the Auditor's report is adopted.

An officer should not move the implementation of a recommendation in his report; another member can make such a motion following the officer's report.

The Chapter Secretary or other reporting member of a board and the Team Leader or other reporting member of a team, "on behalf of (or "by direction of") the Board (or "the committee")," moves the adoption of the necessary motion to implement any recommendations the board or committee makes.

A motion arising out of an officer's, board’s, or team's report is taken up immediately.

Reports of Special Teams (announced only if there are such teams prepared or instructed to report).

"The next business in order is hearing reports of special teams. The team appointed to... will now report."

Special teams are called on in the order in which they were appointed.

The reporting member (usually the chairman), "on behalf of (or "by direction of") the committee," moves the adoption of motions or resolutions in the report.

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Special Orders (announced only if there are such items)

Unfinished special orders from the previous meeting and items made special orders for this meeting and not set for specific hours are taken up under this heading. Matters set by the bylaws for a particular meeting may be taken up.

"The next business in order is the consideration of special orders. At the previous meeting, the motion relating to _____ was postponed to this meeting and made a special order. The question is on the motion that... Are you ready for the question?"

"The Chapter Secretary will read from the bylaws Article ______Section____ concerning the election of a Nominating Team."

Unfinished Business and General Orders (announced only if there are such items.)

Any questions previously introduced and not finished or any postponed to the present meeting are under this heading.

"Under Unfinished Business and General Orders, the first item of business is the motion relating to... that was pending when the previous meeting adjourned. The question is on the adoption of the motion that... Are you ready for the question?"

"The next item of business is the motion relating to... that was postponed to this meeting. The question is on the adoption of the motion that... Are you ready for the question?"

New Business "Is there any new business?"

"Is there any further new business?"

Announcements "The chair has the following announcements... Are there other announcements?

Program The chair does not "turn the meeting over" but announces "The Program Team will now present the program" or "... will introduce our speaker."

Adjournment "Is there any further business? (pause) Since there is no further business, the meeting is adjourned." (or) "A motion to adjourn is in order."

In announcing an affirmative vote: "The ayes seem to have it. (Pause) The ayes have it and the meeting is adjourned." (A single rap of the gavel may be used.)

Pertinent Facts

A main motion brings business before the assembly.

A subsidiary motion assists the assembly in treating or disposing of a main motion and sometimes of other motions.

A privileged motion deals with special matters of immediate importance. It does not relate to the pending business.

An incidental motion is related to the parliamentary situation in such a way that it must be decided before business can proceed.

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Forms of Voting

A voice vote is the most commonly used form of voting.

A rising vote is the normal method of voting on motions requiring a two-thirds vote for adoption. It is also used to verify a voice vote or a vote by show of hands. The chair can order a rising vote or a single member can call for a division of the assembly.

A show of hands is an alternative for a voice vote, sometimes used in small assemblies if no other member objects.

A count can be ordered by the chair or by a majority vote of the assembly.

General consent is a vote of silent agreement without a single objection.

A ballot or roll call vote can be ordered by a majority.

Rulings of the chair can be appealed.

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Policies of IAAP® Regarding Mark Licensing/Requests for Mark Use

1. IAAP® will not permit use of its marks by others without a written license agreement, unless the use falls within item No. 2 below.

2. A license agreement is not required if the use of any mark is strictly "fair-use" or a certification mark use.

a. "Fair-use": The use of the term (other than as a trademark or service mark) which is descriptive of and used fairly in good faith only to describe the goods, services, or the certification rating offered by IAAP®. Any such use is a fair-use only if it does not create the impression of sponsorship or endorsement by IAAP®.

b. Certification mark: The term "certification" mark means "CAP" “CAP-OM” or “Certified Administrative Professional” when used by a person to certify that he or she has passed the CAP or CAP-OM exam.

3. IAAP® may, at its sole discretion, license its marks to others. The licensing guidelines used by IAAP® follow. IAAP® will not license its marks to others for a use:

a. which might devalue, dilute, weaken, or lead to an abandonment of any of its marks;

b. which would be inconsistent with the objectives or goals of IAAP®;

c. which might diminish the reputation, integrity, status, image, or nonprofit status of IAAP®;

d. which results in gain to a third party without corresponding consideration running to and control remaining in IAAP®;

e. which relates solely to a third-party's enrichment of a commercial nature;

f. when the nature and quality of which cannot be controlled by IAAP®; and

g. which threatens the integrity of the CAP-OM exam (in the instance when the license is sought for products or services related to the CAP-OM program).

Guidelines for Using the Service Marks, Trademarks, and Certification Marks of International Association of Administrative Professionals on Stationery and Other Printed Material

Proper use of trademarks, certification marks, and service marks on printed material is important to encourage the reader to recognize the mark as the identification of a particular source of products and services. Always keep in mind that a mark (trademark, service mark, or certification mark) is grammatically classified as an adjective. It is not the name of a product or service, and therefore, it is not a noun. Since it conveys something about the product, service, or person certified, it is an adjective and there must be a noun for it to modify. That noun is the generic name of the product or service.

Also, a mark is not just an adjective, but a proper adjective entitled to a distinguishing display. This may take the form of an initial capital letter, all capital letters, special type, or other forms tending to make it stand out as something other than an ordinary word or group of words.

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A proper mark notice should be used to ensure that the reader recognizes terms that are trademarks or service marks of IAAP®. This may be done by utilizing the full legend, "Registered in the U.S. Patent and Trademark Office," the abbreviated version "Reg. U.S. Pat. & Off.," or, the symbol "" if the mark is federally registered. If the mark is not federally registered, a service mark should be accompanied by an "SM" and a trademark should be accompanied by a "TM." Exception: It is not necessary to use the mark notice for certification marks, as illustrated below for CAP or CAP and CERTIFIED PROFESSIONAL SECRETARY or CERTIFIED ADMINISTRATIVE PROFESSIONAL.

When the mark is used by permission (license), an ownership legend should also be used, combining it with the registered notice. For example, "CAP, CERTIFIED PROFESSIONAL SECRETARY, and CAP, CERTIFIED ADMINISTRATIVE PROFESSIONAL are certification marks and Registered Service Marks of International Association of Administrative Professionals. It is not necessary that the mark notice and ownership statement be used each time the mark appears in a document. At least one prominent use of the mark notice and ownership statement early in the document is normally satisfactory.

Please note that individuals and organizations must generally be licensed to use IAAP® marks. Any materials produced for publication by licensees which include marks owned by IAAP® are required (under the license) to be submitted to the Executive Director for review and approval. Licenses for use of marks are granted in accordance with published licensing guidelines.

To illustrate, the above noted guidelines are applied to the most frequently used IAAP® marks.

Certified Professional Secretary, CAP, Certified Administrative Professional(cm), and CAP-OM(cm)

CERTIFIED PROFESSIONAL SECRETARY, CAP, CERTIFIED ADMINISTRATIVE PROFESSIONAL, and CAP can function as either service marks or certification marks. The marks function as service marks when used to denote the source of services originating with or in some fashion controlled by IAAP® (e.g., CAP/CAP(cm) program, CAP/CAP(cm) exam, CAP/CAP(cm) seminar, CAP /CAP(cm) Society of Indianapolis). The marks function as certification marks when used to refer to persons who are certified or to the certification rating itself (for example, "CAP /CAP(cm) holder," "CAP/CAP(cm) rated," "CAP/CAP(cm) recipients," CAP/CAP(cm) certificate"). Proper use of the service mark encourages the reader to recognize that the services (program, exam, seminar) originate with or are somehow controlled by IAAP®. Proper use of the certification encourages the reader to recognize not only that the individual has been certified, but also that the certification rating originates with a single source IAAP®.

It is best to remember that the marks are adjectives and use the generic name in association with the marks. A simple test regarding this rule is to question whether a complete thought is still expressed when the mark is omitted from the sentence. For example, "The CAP program is beneficial to the secretarial profession" (service mark use) or "She qualified for the CAP rating." (certification mark use).

The terms "CAP", "Certified Professional Secretary," "CAP," "Certified Administrative Professional," when used in a certification mark context (rather than a service context) do not require the use of the mark notice ("" registration symbol, "SM" service mark symbol, "TM" trademark symbol, or "cm certified mark symbol"). For example, in "CAP-OM holder," "CAP-OM rated," "CAP-OM recipients," and "CAP-OM certificate," the term "CAP-OM" is a certification mark and requires no mark notice.

In "CAP /CAP(cm) program," "CAP/CAP(cm) seminar," and "CAP /CAP(cm) exam," the term "CAP-OM" is a service mark and should include the mark notice (registration symbol "/cm") at least once in any document in which the mark is used.

A mark is not a noun and should not be used as a noun. "Dear Certified Professional Secretary" is undesirable. "Dear Certified Professional Secretary recipient" is acceptable. The mark should not be pluralized because it suggests it is a noun. "CAPs/CAPs" is improper. "CAP-OM holders" is acceptable.

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The use of a mark as a verb should be avoided, as should the use of the mark as a possessive. "That is a CAP's/CAP-OM's pin" is improper. Also, avoid modifications, such as adding hyphens or changing spelling. Do not be creative by using such variations as "CAPers/CAP-OMers" or "CERTIFIED PROFESSIONAL SECRETARIES."

Variations in the mark should be held to a minimum. An accepted version of the mark should be used where possible to avoid introducing confusion as to whether the mark, last seen in a different context, is the same mark displayed now. Accepted versions are: simple capital letters; the key design bearing the letters CAP-OM; and the logo which utilizes a lower case "c" and "p" with an enlarged, stylized "S."

Each of the following is a proper use of the CAP-OM certification mark (to denote certification):

Jane Jones CAP-OM John Smith, Certified Professional Secretary/Certified Administrative Professional Dear CAP-OM professional: Dear CAP-OM holder: To recipients of the CERTIFIED PROFESSIONAL SECRETARY/CERTIFIED ADMINISTRATIVE PROFESSIONAL rating: Team for the formation of an international society for CERTIFIED PROFESSIONAL SECRETARY/CERTIFIED ADMINISTRATIVE PROFESSIONAL awardees. Secretaries who have qualified for the CAP-OM rating. Luncheon for CAP-OM recipients. The CERTIFIED PROFESSIONAL SECRETARY/CERTIFIED ADMINISTRATIVE PROFESSIONAL rating.

Each of the following is a proper use of the CAP-OM service mark (to denote a source of the CAP-OM services):

The CAP /CAP(cm)Society of Indianapolis: The CAP /CAP(cm) program is offered by IAAP®. The CAP /CAP(cm) exam is offered to qualified candidates.

The following should be avoided:

Dear Certified Professional Secretary: (noun, no special typography, no registration notice)

There are over 30,000 Certified Professional Secretaries (noun, plural, no special typography, variation)

CAPs/CAPs (noun, plural, variation)

CERTIFIED PROFESSIONAL SECRETARY's luncheon (possessive, variation)

The rating of CERTIFIED PROFESSIONAL SECRETARY (suggests a noun)

Office Proficiency Assessment and Certification Program and OPAC

Each of the following is a proper use of the OPAC trademark and service mark (to denote the IAAP® software product and service, respectively):

The Office Proficiency Assessment and Certification program

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The OPAC candidates The Office Proficiency Assessment and Certification software To all OPAC test sites:

The following should be avoided:

OPAC is a new program for IAAP® (noun, no trademark)

I have three OPACs on order (noun, plural, no trademark)

The Office Proficiency Assessment and Certification tests entry- level office skills (noun, no trademark)

International Association of Administrative Professionals and IAAP®

The only exception to the above guidelines applies to the terms International Association of Administrative Professionals and IAAP®. Either term may be used as a trade name to denote the association's identity, as contrasted to a mark to denote the products or services offered by the association. WHEN USED TO DENOTE THE NAME OF THE ASSOCIATION, THE GUIDELINES REGARDING NOUN USE DISCUSSED ABOVE DO NOT APPLY AND THE TERMS MAY BE USED AS A NOUN. Whenever the terms are used as a mark to denote a source of services or products originating with IAAP®, such use should comply with the guidelines stated above. It should be emphasized that in either case, (use as either a trade name or mark), the registration symbol "" should appear with "International Association of Administrative Professionals" at least once in any document in which this term appears.

Questions regarding uses not addressed above should be directed to Executive Director of IAAP®.

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IAAP® and Divisional Acronyms

APD Administrative Professionals Day APW Administrative Professionals Week BBU Bulletin Board User CAP Certified Administrative Professional CAP-OM Certified Administrative Professional – Organizational Management CEU Continuing Education Unit CMP Certified Meeting Professional CND Canada District EFAM Educational Forum and Annual Meeting GLD Great Lakes District IAAP International Association of Administrative Professionals IC Institute for Certification IE Institute for Education MDAM Michigan Division Annual Meeting MDEW Michigan Division Education Workshop MOE Member Outside Event MOS Microsoft Office Specialist MOUS Microsoft Office User Specialist NED Northeast District NWD Northwest District OPAC Office Proficiency Assessment and Certification PIP Past International President R&E Research & Educational Foundation RCC Retirement Centers Committee RCT Retirement Centers Trust RTF Retirement Trust Foundation SED Southeast District SOTY Secretary of the Year SWD Southwest District

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Spending Your Chapter's Money

A frequent question asked by IAAP® members is how they may legitimately use their Chapter funds. There are many misconceptions about this, and most center around the issue of what they supposedly “cannot” do.

IAAP® is recognized by the Internal Revenue Service of the U.S. as a 501 (c) 3 nonprofit corporation. The issue that comes into play with regard to spending is usually the “personal inurement” provision, which is intended to keep individual members at such associations from personally profiting from the organization's proceeds. As with most IRS issues, this is sometimes a gray area, and the key consideration is intent.

No Chapter should be using its money with the intent of helping a certain member or members to personally profit. However, this is not to say that a Chapter cannot give awards, recognition, incentives, gifts, or even money to members if it is earned through some effort which assists the Chapter in achieving its stated goals as an organization.

If your Chapter desires to recognize a member with some object of value for a service performed on behalf of the Chapter, the organization, or secretarial profession, it may do so as long as the recognition or award is reasonable and proportionate to the service rendered. The key phrase is “compensation for service rendered.” In other words, if a member performs a service for the Chapter, (which could include something as simple as bringing in a new member) then the Chapter can compensate the member in a reasonable and proportionate way, just as they could for anyone outside the Chapter. For example, it would be reasonable to give them a pin, a small gift, plaque, etc. It would not be reasonable to give them something of great value out of proportion to the service rendered. The Internal Revenue Code defines such a violation as an “excess benefit transaction,” i.e., a situation in which the economic benefit to a member exceeds the value of the consideration received by the organization.

While it is not recommended that a Chapter award a member with discounted dues, it is not illegal to do so, again, as long as the award is not out of line with the service performed for the Chapter. Awards in the form of dues or cash are discouraged primarily because of the negative “image” they may create.

The key question in this entire area of discussion is “Will the expenditure of the money help the Chapter to fulfill its stated purpose as an organization - by helping it to become stronger, last longer, or be a more viable force in the profession”? If spending the money helps your Chapter to better perform its purposes as a not-for-profit organization, you have satisfied the most important criterion.

Another frequently asked question relates to the conduct of lotteries, drawings, etc., for fund raising purposes. Keep in mind that the laws regarding these types of activities vary greatly from state to state and province to province. Check with your state and/or provincial authorities before conducting such events.

Many Chapters award scholarships to individuals for various purposes, usually for educational purposes. While many Chapters exclude members from being eligible for such scholarships that is a choice, not a legal requirement. So long as a member is treated impartially and follows the same criteria for eligibility as anyone else, there is no legal reason he or she cannot be eligible. However, every caution should be used to be sure that no partiality is shown to someone because of his or her affiliation with the Chapter. If they are awarded the scholarship, the Chapter should be prepared to demonstrate that the individual was the best candidate of those who applied or were otherwise eligible.”

2/97

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Guidelines for Sympathy Flowers and Cards

A card will be sent to Chapter members for the death of a member’s immediate family (i.e., child, spouse, parent, significant other or sibling).

A card will be sent to each member on his/her birthday and on the member’s chapter anniversary.

A card will be sent to Chapter members when there is a hospital stay or extended illness.

A thank you card will be sent to members upon membership renewal (to be completed by treasurer).

Communication (e-mail or phone) will be activated for death of a member, hospitalization, or death of an immediate family member.

Communication (e-mail or phone) will be activated when a Member misses two consecutive meetings.

08/19/96 Reviewed: 07/21/07 Reviewed: 07/18/09 Revised: 07/10/10 Reviewed: 08/05/12

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NOTES

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