Chapter Policy and Procedures Manual

January 2015

1333 Meadowlark Lane, Suite 105, Kansas City, KS 66102 • (913) 788-3000 • Fax (913) 788-3398 [email protected] • www.grantprofessionals.org

[email protected] • www.grantprofessionals.org 8541 Waverly Avenue, Kansas City, KS 66109 (913) 788-5310 • Fax (913) 788-3398 The Chapter Policy and Procedures Manual is intended to assist chapters with developing and maintaining a functional chapter of the Grant Professionals Association (GPA), a 501(c)(6) professional organization. Each section has been prepared with the needs of the local chapter in mind. The original manual was based on feedback provided to the Chaptering committee by Regional Representatives and members of local chapters.

The GPA Mission Statement:

The Grant Professionals Association (GPA), a nonprofit membership association, builds and supports an international community of grant professionals committed to serving the greater public good by practicing the highest ethical and professional standards. To achieve this mission, GPA:  Serves as a leading authority and resource for the practice of grantsmanship in all sectors of the field.  Advances the field by promoting professional growth and development.  Enhances the public image and recognition of the profession within the greater philanthropic, public, and private funding communities.  Promotes positive relationships between grant professionals and their stakeholders.

GPA values, embraces, and supports the rich diversity within the grant profession.

The Chapter Policy and Procedures Manual is intended to be a “living document” with updates, additions and/or deletions made accordingly and in a timely manner by the GPA. Suggestions and inquiries to The Chapter Policy and Procedure Manual may be directed to the GPA Headquarters via email, at: [email protected].

[email protected] • www.grantprofessionals.org 8541 Waverly Avenue, Kansas City, KS 66109 (913) 788-5310 • Fax (913) 788-3398 Chapter Policy and Procedure Manual

TABLE OF CONTENTS

1. Establishing a Chapter 1.1 Minimum Requirements for a chapter 1.2 Preparing for the chapter formation meeting 1.3 Conducting the chapter formation meeting

2. Chapter leaders reporting responsibilities

3. Chapter dues 3.1 New Members 3.2 Renewing members 3.3 GPA members joining new chapter before their anniversary date 3.4 Processing of chapter dues and GPA membership dues

4. Start up expenses

5. Chapter accounting procedural tips

6. Role of the GPA Headquarters

7. Role of the Chapter Advisory Task Force

8. Frequently Asked Questions

[email protected] • www.grantprofessionals.org 8541 Waverly Avenue, Kansas City, KS 66109 (913) 788-5310 • Fax (913) 788-3398 1 . Establishing a Chapter

1.1 Minimum requirements for a chapter. The minimum requirements for establishing a chapter:  10 members who have paid GPA membership dues and local dues established by the chapter.  Chapter officers who are elected by the charter members.  Approval of chapter bylaws.  Agreement to meet a minimum of four times per year.  Minutes of the first meeting as well as other mandatory forms submitted to the GPA Headquarters.

1.2 Preparing for the chapter formation meeting. Regional Representatives, chapter official (or GPA Headquarters designee) coordinate chapter formation meetings by email, conference call or in person prior to the chapter formation meeting. Should the forming chapter be in a state without an assigned Regional Representative, the following individuals may be used to fill the role: a Regional Representative from a neighboring region; a GPA Board of Director’s member; or a designee by the GPA Chief Executive Officer. Each attendee will receive a meeting agenda and a copy of the chapter bylaws in advance of the meeting. The Regional Representative/official designee is responsible for providing the GPA Membership Application Forms, and a Chapter Charter Application at the meeting. These forms may be accessed at www.grantprofessionals.org, or in the Chapter Tool-kit (provided by GPA Headquarters). The Regional Representative/official designee may request a guest speaker from the GPA Headquarters.

If a Regional Representative/official designee chooses to request a guest speaker, they must notify the GPA Headquarters. Potential guest speakers include the Chief Executive Officer and members of the Board of Directors. The GPA Headquarters will coordinate travel arrangements with the guest speaker.

The Regional Representative/official designee will have a current list of GPA members in their geographic area so current members can identify their anniversary date with GPA. Members who are already GPA members must submit a chapter dues check for the remaining months until their membership dues are due. Thereafter, the GPA membership dues and chapter dues will be billed at the same time. Individuals who join GPA and a local chapter at a chapter formation meeting will send in one membership form and check/PO/credit card information for GPA membership dues and chapter dues and with the chapter charter application. All dues are to be sent to the GPA Headquarters for processing.

1.3 Conducting the chapter formation meeting. The Regional Representative/official designee will organize a meeting of current GPA members and others in the geographic area who have expressed interest in forming a chapter. The Regional Representative/official designee will preside over the meeting and call for the approval to organize as a chapter. All attendees who sign the chapter charter application must be current in their GPA membership dues and chapter dues. Following are items that must be addressed:  Approval of the Chapter Bylaws  Frequency of Chapter Meetings

[email protected] • www.grantprofessionals.org 8541 Waverly Avenue, Kansas City, KS 66109 (913) 788-5310 • Fax (913) 788-3398  Chapter Dues  Election of Officers  Signing of the Chapter Charter Application.

The Regional Representative/official designee will collect all membership forms, purchase orders or payments to confirm that all who signed the chapter charter application have paid their GPA membership dues and chapter dues. The Regional Representative/official designee will also collect the signed chapter charter application form, officer contact information form, and signed chapter bylaws.

After the meeting, the Regional Representative/official designee will send a complete package with the required items and the membership dues to the GPA Headquarters.

Upon receipt of the complete package from the chapter charter application meeting, the GPA Headquarters will send two original copies of the chapter charter to the Chapter President. Within 60 days, the chapter must hold its first meeting. After that meeting, the Chapter President must send one original charter (with at least 10 signatures) and the minutes from the first meeting of the chapter to the GPA Headquarters to complete the chaptering process.

2. Chapter Leaders Reporting Responsibilities to the GPA Headquarters: 1. Submit annual report with information regarding chapter officers and finances after the chapter’s annual meeting/officer elections each year.

3. Chapter Dues. Each chapter establishes chapter dues at the chapter formation meeting. Chapter dues may change at the discretion of the chapter. Chapter dues vary across chapters, with $25 being the average annual amount. Initial chapter dues will be submitted with the chapter charter application, pro-rated for existing GPA members. In future years, chapter dues will be billed with the GPA membership dues at the member’s renewal date. Chapter dues MUST be forwarded to the GPA Headquarters. Chapters are not authorized to collect and deposit dues from individual members.

The following dues processing procedures will be followed when: A. A person joins both GPA and a local chapter-New Members B. A person renews both their GPA and local chapter memberships-Existing Members C. An existing GPA member joins a local chapter before their anniversary date

3.1 New Members 1. New member sends application form and payment to GPA Headquarters with payment for both GPA membership and local dues. Payments may be in the form of check, purchase order or credit card.

3.2. Renewing Members 1. Two months before the anniversary date, GPA Headquarters invoices members for their combined GPA membership and local dues.

[email protected] • www.grantprofessionals.org 8541 Waverly Avenue, Kansas City, KS 66109 (913) 788-5310 • Fax (913) 788-3398 2. Members send renewal payment for their GPA membership and local chapter dues to the GPA Headquarters. Online payment is also available.

3.3 Existing GPA Members Joining New Chapter Before Their Anniversary Date. As new chapters form around the world, there will be existing members who join a chapter prior to the renewal date for their GPA membership dues. Such members may pay a portion of the annual chapter dues, pro-rated to their anniversary date, for the first year only. After this initial year, the member’s chapter dues will be on cycle with his/her GPA membership dues renewal. It is at the chapter’s discretion if they choose to pro-rate the dues or ask individuals to pay a full year of chapter dues at the time of the chapter formation.

3.4 GPA Headquarters Payment Processing for all chapter dues: Upon receipt of the applications and chapter dues, the GPA Headquarters processes the application and sends welcome e-mail to the new member. The GPA Membership Director also forwards the new member information to the Chapter President and/or Regional Representatives.

By the 25th day of the following month, the GPA Headquarters forwards a financial statement and a check for any dues collected the previous month (when a chapter has a checking account) to all local chapter treasurers.

Chapter dues form the basis of a chapter’s budget. The Treasurer of each chapter may contact the GPA Headquarters for assistance with chapter financial matters

4. Start Up Expenses: GPA has a limited budget to assist Regional Representatives with chapter charter formation meetings. All expenses for which the Regional Representative seeks reimbursement must be approved in advance by the GPA Headquarters. Travel expenses, door prizes and other minor incidental expenses have been budgeted. Incidental expenses may include such items as the cost of an advertisement in a local business journal, conference calls for organizing meetings, room charges for the meeting, and other out of pocket expenses that may be incurred by the Regional Representative. All Regional Representatives are encouraged to seek the most cost effective method of travel, plane or automobile, and submit an estimate to the GPA Headquarters in advance of incurring travel expenses. For out of town travel, mileage is paid at the current allowable rate as noted by the IRS and other travel expenses will be reimbursed if approved by the GPA Headquarters in advance. In addition, the budget may cover the travel expenses for the Chief Executive Officer or a member of the Board of Directors to attend a chapter formation meeting. A GPA financial reimbursement form (Attachment Five) must be submitted to receive reimbursement.

GPA will also cover the cost of GPA membership brochures and other GPA materials requested from the GPA Headquarters.

5. Chapter Accounting Procedural Tips (follow when possible)

 The bank statement should be sent unopened to some knowledgeable chapter person other

[email protected] • www.grantprofessionals.org 8541 Waverly Avenue, Kansas City, KS 66109 (913) 788-5310 • Fax (913) 788-3398 than the person who signs the checks and/or reconciles the bank account. After timely reviewing the monthly bank activity, the statement should be sent on to the person who does the bank reconciliation. In order for this procedure to work effectively, the chapter’s bank needs to send check image pages or the actual cancelled checks with the monthly bank statement.  Attempt to conduct all disbursement activity by check rather than cash, credit or debit card.  Have two check signers, if logistically possible.  Develop a routine of routing, approving and paying expenditures.  Purchase a customized stamp to process bills that includes the following information: Approved by, Paid by, Check Number and Date paid.  Keep all accounting records (bills, deposit tickets, bank statements, etc.) for four years.

6. Role of GPA Headquarters. The GPA Headquarters is responsible for:  Receiving the chapter charter application and reviewing memberships for those who have signed the application.  Sending two original Chapter Charters and an email with pertinent chapter information.  Establishing and maintaining a database for chapters, including members, dues paid, and leadership.  Maintaining chapter files. A chapter file is complete when, at a minimum, it contains a chapter application form signed by 10 GPA and chapter dues-paying members; a signed copy of chapter bylaws; a leadership roster; minutes from the first meeting; and one copy of the signed chapter charter.  Acting as paymaster for chapters that are unable to establish individual checking accounts due to state laws. Monthly financial statements will be sent to the individual chapter who must use this method.  Collecting all dues related to GPA membership, including GPA membership dues and local chapter dues (set by each chapter). The GPA Headquarters will also invoice existing members for both their GPA membership dues and local dues on the member’s anniversary date of joining GPA.  Providing welcome emails to new members that either welcome the new member to the chapter or encourage them to join a chapter. The chapter president is then forwarded the new member email.  Forward GPA or GPA Chapter’s promotional information to GPA chapter members, when pertinent.

Following are the reports the GPA Headquarters sends to chapters. 1. By the 25th of each month, GPA Headquarters will mail the chapter treasurer an updated accounting of local dues received by GPA Headquarters and paid to the local chapter since the beginning of the fiscal year. Local dues received during the previous month will be included, with a listing of members whose dues have been received. 2. An email forwarded to the Chapter President regarding each new member in the state or with the chapter with the contact information for the new member. 3. The membership roster is accessible on the GPA website. Chapter Presidents and designated Chapter Content Editors may access the information at any time.

[email protected] • www.grantprofessionals.org 8541 Waverly Avenue, Kansas City, KS 66109 (913) 788-5310 • Fax (913) 788-3398 GPA Headquarters contact information: Grant Professionals Association 1333 Meadowlark Lane, Suite 105 Kansas City, KS 66102 Phone: (913) 788-3000 Fax: (913) 788-3398 E-mail: [email protected] Website: www.GrantProfessionals.org

7. Role of the Chapter Advisory Task Force

The role of the Chapter Advisory Task Force is to assist the Chief Executive Officer with pertinent decisions relating to chapters and Regional Representatives. The Task Force meets on a monthly basis (or as needed) and discuss various issues relating the chapters and Regional Representatives. The Chief Executive Officer distributes information to the Task Force and the members of the Task Force vote on the various items. The role of the Task Force Members is: o Serve as an active member of the Task Force. o Attends all meetings of the Task Force. o Carries out Task Force assignments. o Assists the Chief Executive Officer by reviewing initial and reappointment Regional Representative applications. o Reviews and provides guidance on all applicable forms, policy changes, bylaws, marketing materials, and trainings. o If needed, assists the GPA Headquarters with scheduling guest speakers for chapter formation meetings in their geographical area.

8. Frequently Asked Questions

What is the timeline for starting a chapter? There is not a single model for establishing a chapter. Some chapters have had two or three information meetings before calling a chapter formation meeting. Some have simply sent out emails to people who have expressed interest, and the chapter charter application process is completed at the first meeting.

Can Regional Representatives serve as an officer for a chapter? No. A Regional Representative can be a member of a chapter. They are not permitted to serve as an officer.

Are the officers listed in the bylaws the only positions for the chapter Board of Directors? No, but each chapter must have a President, Vice President, Secretary and Treasurer. Some chapters combine the role of Secretary and Treasurer. Some chapters have appointed Membership Chairs and Program Chairs.

[email protected] • www.grantprofessionals.org 8541 Waverly Avenue, Kansas City, KS 66109 (913) 788-5310 • Fax (913) 788-3398 Must officers be elected at the chapter organizing meeting? No, but officers must be elected before the chapter charter application process is complete and before the chapter charter application is sent to GPA Headquarters.

How does a chapter handle a tie in voting for officers? Since the bylaws do not establish a process for handling ties when voting for officers, each chapter may establish their own guidelines.

Do members of the Grant Professionals Association have to join the chapter that is formed in their geographic region? No, GPA members are not required to join a chapter. However, an individual must be a member of the Grant Professionals Association to be a member of a chapter.

Is there a student rate for GPA members? GPA has a student rate for full-time students and part-time graduate students. Chapters have the flexibility to decide if they choose to allow for a student rate with their chapter dues.

How may I access the GPA logo to personalize chapter correspondence? In the Resource Center of the GPA website (you must be logged in) all of the GPA logos are available. The files may be found at www.grantprofessionals.org or in the Chapter Tool-kit in the Resource Center. If you have additional questions, please send an email to [email protected].

What does a chapter budget look like? There is no one model for a chapter budget. Some chapters charge dues to cover meal expenses for meetings and some chapters have individuals pay for meals at every meeting. Some chapters budget dues to provide scholarships for membership or attendance to the GPA annual conference. Some chapters have events to collect funds for holiday parties or sponsoring a booth at an event. The parameters accepted by the chapter should be within the standards set by the Grant Professionals Association in its Financial Policy Manual, approved by the local chapter and reflected in their chapter minutes.

How do I obtain membership lists for my chapter? You can find your chapter’s membership roster on the GPA website. You must be logged in and be designated as the Chapter’s Content Editor or Chapter President to be able to export an Excel document of the roster. All chapter members can view their chapter’s roster (names and emails only) by logging in and clicking on the Chapters and Committees link under Quick Links. This roster is automatically updated. GPA does not send the chapter any membership rosters and will refer each chapter leader to export their membership roster from the GPA website. If there are any questions regarding this, please contact the GPA Membership Director at [email protected]. A Regional Representative may request to be added to each of their chapter’s membership list from the GPA Headquarters at any time.

How do chapters know when new members in the chapter’s geographic area have joined? When a new member joins GPA, the GPA Headquarters will process their membership and send out a membership packet. In addition, a welcome email will be sent to the new member. The

[email protected] • www.grantprofessionals.org 8541 Waverly Avenue, Kansas City, KS 66109 (913) 788-5310 • Fax (913) 788-3398 Chapter President is then forwarded the membership confirmation for each new member. The GPA Membership Director sends these out whenever a new member joins. The Chapter President may then contact the new member to invite him/her to join the chapter or thank them for joining the chapter. If there are any questions regarding this, please contact the GPA Membership Director at [email protected].

How often are chapter meetings held? Each chapter establishes its meeting schedule at the chapter charter application meeting. All chapters are required to meet quarterly, although many chapters meet more frequently.

Can chapter bylaws be changed? No, chapters cannot change their bylaws, but each chapter can set their own policies and procedures.

Does GPA have to be in the chapter’s name? No. However, to distinguish GPA chapters from other organizations, it is advised to incorporate GPA into the chapter’s name.

What if state laws prevent my chapter from opening a checking account? For chapters that are unable to establish individual checking accounts due to state laws, the GPA Headquarters will act as paymaster. Monthly financial statements will be sent to the individual chapter (Treasurer) who must use this method.

How do I access the GPA Chapter President’s Community Forum? Upon notification of a new chapter president, the GPA Headquarters will add the chapter president to the Chapter President’s Community. Chapter Presidents may then log in to the GPA website, as a member and click on GPA Community under Quick Links. You will then be able to access the community to post and/or read prior postings. If you have questions regarding the community, contact the GPA Headquarters at: [email protected].

Are press releases available? Yes. If you would like to obtain a press release sample, please contact the GPA Membership Director at [email protected]. The GPA Headquarters has many samples already designed to make it easier for you.

Does GPA provide each chapter a website? GPA Headquarters provides each chapter two pages on the GPA website – a public page (to promote the chapter) and a private page (to add minutes from meetings, etc.). The GPA Headquarters can update the chapter’s public page since it is built into our database. However, it is up to the chapter president to assign a content editor to manage the chapter’s private page. Once assigned, the GPA Headquarters will give the content editor the ability to edit and design their chapter’s private page and will be provided necessary instructions on how to edit the page. It is the content editor’s responsibility to maintain and update the chapter’s pages. It is the GPA Headquarter’s recommendation that each chapter provides GPA Headquarters the content for their chapter’s public page and also places information on their private page to ensure that individuals that wish to join the chapter has the necessary information to be well-informed.

[email protected] • www.grantprofessionals.org 8541 Waverly Avenue, Kansas City, KS 66109 (913) 788-5310 • Fax (913) 788-3398 What support services does GPA Headquarters provide to chapters? GPA Headquarters provides chapters the following services: 1. Linkages from the GPA website to local chapter websites. Each chapter receives two pages on the GPA website – public page (to promote the chapter) and private page (to add minutes from meetings, etc.) as well as their membership roster. It is up to the chapter president to assign a content editor for these pages. Once assigned, the GPA Headquarters will give the content editor the ability to edit and design their chapter’s pages. 2. A professional, student, organizational, retiree and entry-level membership rate. 3. Chapter Toolkit with many resources, samples and documents. 4. One complimentary GPA membership, per year to be given to any individual of their choosing. 5. Professionally designed marketing brochure-specific for chapters. 6. All reports as indicated above. 7. Financial policies for chapters that minimize the burden on chapters.

Are there models of e-vites for chapter charter application meetings? Yes. Please see the Chapter Tool-kit in the GPA Resource Center for all sample documents.

Other than chapter meetings, what are some activities that chapters are involved in that include their members?  The members of the (former) Puerto Rico Pioneers Chapter of GPA served as translators and interpreters at a Compassion Capital Fund Grants educational conference sponsored by the Institute of Youth Development.

 There are a few chapters that have designed websites outside of the GPA website. If your chapter decides to do this, the GPA Headquarters requires that you provide the website URL on your chapter’s public page on the GPA website to refer individuals to.

 The Ohio Chapter has sponsored a table at the Ohio Prospect Research Network.

 The Alabama Chapter was invited by Congressman Arthur Davis to speak about GPA and the grants process at his brown bag meetings he conducted across the state. GPA – Alabama Chapter members have also been invited to speak about GPA at the Governor’s Black Belt Action Commission.

 Many chapters have hosted regional conferences. The Chicago Chapter was the host of GPA’s first Regional conference.

[email protected] • www.grantprofessionals.org 8541 Waverly Avenue, Kansas City, KS 66109 (913) 788-5310 • Fax (913) 788-3398