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AFA Mission. The Air Force Association Educates the public about the critical role of aerospace power in the defense of our nation. Advocates aerospace power and a strong national defense.Supports the United States Air Force, the Air Force family. and aerospace education.. AFA Vision. To be
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1. Welcome on behalf of Sylvia, Mary Nauheimer and myself
-- For those who dont know it, Heather Spencer has left
-- Getting married this weekend moving to Boston
-- No replacement as of nowWelcome on behalf of Sylvia, Mary Nauheimer and myself
-- For those who dont know it, Heather Spencer has left
-- Getting married this weekend moving to Boston
-- No replacement as of now
2. AFA Mission The Air Force Association
Educates the public about the critical role of aerospace power in the defense of our nation.
Advocates aerospace power and a strong national defense.
Supports the United States Air Force, the Air Force family. and aerospace education.
Lets begin with the AFA Mission
-- New phrasing approved by the Board in 2002
-- Very clear statement
with action verbs (advocates, supports, promotes)
-- of what we do
-- Great basis for an elevator speechLets begin with the AFA Mission
-- New phrasing approved by the Board in 2002
-- Very clear statement
with action verbs (advocates, supports, promotes)
-- of what we do
-- Great basis for an elevator speech
3. AFA Vision To be the premier professional military association in the United States dedicated to aerospace pre-eminence and a strong national defense. And AFAs new vision statement
-- Puts into words what the AFA leadership would like us to become
-- Doesnt mean were there yet
-- But does establish a target for us
And AFAs new vision statement
-- Puts into words what the AFA leadership would like us to become
-- Doesnt mean were there yet
-- But does establish a target for us
4. AFA Values Integrity First
Service Before Self
Excellence in All We Do And our Values
Have adopted those of our Air Force
Hard to improve on thoseAnd our Values
Have adopted those of our Air Force
Hard to improve on those
5. Purpose of AFA 101
To acquaint AFA Volunteers with their responsibilities as Field Leaders.
To review Chapter Operations and procedures. First focus today is on you State Presidents and Region Presidents
-- Want you to be thinking from that point of view
-- Rather than the my chapter approach
-- Your chapter may or may not be typical of your challenges at the State level
Will also concentrate on what the chapters are supposed to be doing
-- You are the folks who must communicate with your chapter presidents
-- Requirements
-- New planning process
-- Expectations First focus today is on you State Presidents and Region Presidents
-- Want you to be thinking from that point of view
-- Rather than the my chapter approach
-- Your chapter may or may not be typical of your challenges at the State level
Will also concentrate on what the chapters are supposed to be doing
-- You are the folks who must communicate with your chapter presidents
-- Requirements
-- New planning process
-- Expectations
6. Overview Organizational Requirements
State and Chapter
The Money Formula
Planning Requirements
Reporting Requirements
Program Requirements
Communication Requirements
Membership Requirements
Tips and Other Things to Consider This is what well be covering over the course of our time together
The vast majority of the information is in the Field Operations Guidebook (FOG)
-- You have a copy in your binder
-- Major distribution is over the WEB
-- Paper copies always available on requestThis is what well be covering over the course of our time together
The vast majority of the information is in the Field Operations Guidebook (FOG)
-- You have a copy in your binder
-- Major distribution is over the WEB
-- Paper copies always available on request
7. StateOrganizational Requirements At least 2 active chapters
Approved constitution and bylaws
Sponsor an annual state convention to include business meeting/election of officers
Sponsor a minimum of four state executive committee meetings
FOG Chapter 8FOG Chapter 8
8. StateOrganizational Requirements AND
File Annual Activity and Financial Plans annually, along with an Officer Roster (new each October)
File Quarterly Activity and Financial Reports
FOG Chapter 8FOG Chapter 8
9. State Organizational Requirements (Cont) Officers
Elected
President, Vice President, Secretary, Treasurer (Sec/Treasurer may be combined
Appointed
VPs (as many as you want for each function)
Executive Committee
ALL state officers & chapter presidents FOG Chapter 8FOG Chapter 8
10. State Organizational Requirements (Cont) Annual
File Annual Activity and Financial Plans annually, along with an Officer Roster
FOG Chapter 8FOG Chapter 8
11. ChapterOrganizational Requirements Minimum of 20 voting members
Approved constitution and bylaws
Minimum of 3 elected officers
AFA Field Operations Guidebook lists responsibilities of each elected officer
Chapter Officer Roster filed annually
Properly submitted reports FOG Chapter 9FOG Chapter 9
12. The Chapter Officers What does that title mean? The answer that first comes to mind for me is
that these folks have committed to
-- give of their time at designated times
-- give of their talents to perform certain tasks
-- acting in trust on behalf of the entire membership
The answer that first comes to mind for me is
that these folks have committed to
-- give of their time at designated times
-- give of their talents to perform certain tasks
-- acting in trust on behalf of the entire membership
13. Requirements to Hold Office Elected Officers (3 or 4)
Current Member of AFA
Expanded Membership Definition with 501(c)(3) status
Anyone can be a member
Affiliated with the Chapter
Appointed Officers
Current Member of AFA
Affiliated with the Chapter
14.
and Notice That
The Contact-Select-Invite Goals of the Chapter Plan are all included as an italicized task in one of these job descriptions
Especially your APPOINTED vice-presidents
So
if the job isnt filled
Someone else will have to pick up the responsibility
15. Chapter President Recruits new AFA members
Conducts 12 monthly Executive Committee meetings w/Agendas
Conducts 4 quarterly chapter programs
Attends 4 quarterly state meetings
(if held by State)
Attends Regional meetings
Conducts other planning and organizing sessions as required
Recruits and mentors new officers
Self explanatorySelf explanatory
16. Appoints committee VPs
Prepares/Submits Annual Activity Plan
Submits Annual Financial Plan
Submits Officer Roster
Submits 4 Quarterly Activity Reports
Submits individual and unit awards to state
Makes personal contact with senior officers/NCOs at least once per quarter
Makes personal contact with representatives of aerospace industry (if located in chapter area)
Chapter President (Cont)
17. Vice President
Recruits new AFA members
Normally in line to succeed the President
12 monthly Executive Committee meetings
4 quarterly chapter programs
Other items as directed by the President Self explanatorySelf explanatory
18. Trains to replace president
Assists President is all aspects of operations
Recruits, mentors and coaches other officers
Assumes special project assignments
19. Secretary* Recruits new AFA members
Prepare Chapter Officer Roster
Prepares 4 Quarterly Activity Reports
12 monthly Executive Committee meetings
4 quarterly chapter programs
Custodian of the Chapter Constitution
Other items as requested by President
*May be combined with Treasurer Note the reports
-- Helps to have someone with typing/computer skills
-- Hint
-- Pick a template
-- Keep it up to date
-- In a form you can send electronically
NOTE: You as a state/region president need to be clear with all of your chapters/states about your position and capability on electronic reports
-- Encourage them if possible
Note the responsibility for the Constitution ditto at the state level for the State Secretary
Note the reports
-- Helps to have someone with typing/computer skills
-- Hint
-- Pick a template
-- Keep it up to date
-- In a form you can send electronically
NOTE: You as a state/region president need to be clear with all of your chapters/states about your position and capability on electronic reports
-- Encourage them if possible
Note the responsibility for the Constitution ditto at the state level for the State Secretary
20. Treasurer* Recruits new AFA members
Prepare 4 Quarterly Financial Reports
Prepare and monitor annual chapter budget
12 monthly Executive Committee meetings
4 Quarterly Chapter Programs
Other items as requested by President
*May be combined with Secretary
Note the financial forms responsibility
Helps if person has computer skills
Hint:
-- Pick a template to use
-- Keep it up to date as you go
-- Send electronically if possible
Note the financial forms responsibility
Helps if person has computer skills
Hint:
-- Pick a template to use
-- Keep it up to date as you go
-- Send electronically if possible
21. Appointed Vice Presidents/Committees
Leadership Development
Programs
Membership
Community Partners
Communications
Aerospace Education
Government Relations
Veterans Affairs
Awards
Cadet Operations Can have as many as you would like or can find
Many hands make light work concept
Great way to develop follow-on leaders
Best done if you give them small, well-defined, specific tasks at first and then work upCan have as many as you would like or can find
Many hands make light work concept
Great way to develop follow-on leaders
Best done if you give them small, well-defined, specific tasks at first and then work up
22. More active members = more vice presidents
More vice presidents = more to report
More to report = more money for your chapter
More money = more programs
More programs = AFAs mission is met
Achieving the mission = more active members
23. Leadership Development Serve as chairman of chapter nominating committee
Complete reports as directed
Introduce and provide leadership training
Assess the performance of members for future advancement
Assist in awards program for those who have done a good job
Insure all required term limits are enforced
Attend executive committee meetings Self explanatorySelf explanatory
24. Programs Coordinate programs which achieve the goals of the Strategic Plan for the year (Conduct or Support goals listed on the next slides)
Look for Contact-Select-Invite goals under the job descriptions of each appointed vice-president
Brief on status of all programs at monthly executive committee meetings Self explanatorySelf explanatory
25. Programs At least one outreach program for non-choir audience per year
At least one program for AFA members that promotes an understanding of national defense or aerospace issues per year
At least one aerospace or science, technology, engineering and math (STEM) program per year
At least one program to recognize/support USAF/ANG/AFRES Self explanatorySelf explanatory
26. Programs (Cont.) At least one program to support families of the deployed forces
An education program or activity for dependents
At least one program to support veterans/retirees per year (with Veterans Affairs VP)
At least one program to support CAP, JROTC or AFROTC (with Cadet Operations VP) Self explanatorySelf explanatory
27. Membership Conduct Quarterly Membership Drives
Participate in one annual national membership awareness campaign
Implement membership retention program
Download unit roster monthly
Send letter to newly affiliated members
Send letter to lapsed members
Provide names of new members to communications VP for newsletter
Monitor chapter success for membership awards (Jack Gross & Storz Awards)
Provide membership report at each executive committee meeting Self explanatorySelf explanatory
28. Community Partners Process renewal applications
Review unit roster to insure membership
Provide names of new community partners to newsletter
Provide community partners report at each executive committee meeting
Train members on how to recruit community partners
Conduct membership drives as needed Self explanatorySelf explanatory
29. Communications Prepare Quarterly Newsletter
Ensure proper distribution
Maintain Address Book for emailing to members
Attend all executive committee meetings
Self explanatorySelf explanatory
30. Aerospace Education Be the Chapter Resource and Monitor for AE Programs
CyberPatriot
Visions of Exploration
Chapter/State/National Teacher of the Year
Educator Grants
Spouse Scholarships
Jodi Callahan Award
Pitsenbarger Award
Ensure Chapter qualifies for AFA AE Awards
Attend all executive committee meetings
Coordinate all these programs with communications VP to ensure proper dissemination
Make personal contact with Base Education Center to increase their knowledge of AFA scholarships/grants Self explanatorySelf explanatory
31. Government Relations Make annual contact with each member of the House or Representatives (or staff) in your chapter area
Secure acceptance of AFA (complimentary) membership for members of congress in your area
Invite local/state/national politicians and/or staff representatives to chapter events
Ensure congressional members in your area join AF Caucus
Review the Government Relations Section of the AFA Web site often
Brief Key Government Relations activities at the monthly executive meetings
Provide input to the Newsletter Self explanatorySelf explanatory
32. Veterans Affairs Review Legislative Update, Key Legislation, and Legislative Achievements of the Government Relations Section of the AFA Web site often
Be active with other Veteran Groups in your area
Brief Key Veteran Affairs at the monthly Executive Committee meetings
Provide input to the Newsletter
Conduct at least 1 veteran/retiree program per year Self explanatorySelf explanatory
33. Cadet Operations Conduct at least one cadet program per year
Monitor the CAP Unit and Aerospace Educator Grants
Monitor the JROTC Grants
Assist in the presentation of CAP/JROTC/AFROTC awards
Maintain close liaison with all CAP/JROTC/AFROTC units in the area
Obtain input to the newsletter from these units
Attend the monthly executive committee meetings Self explanatorySelf explanatory
34. Awards Coordinate with VP for Leadership Development and recommend members for awards
Monitor the Chapter Matching Grant Program
Monitor the CAP/JROTC/AFROTC awards program
Provide Award information for the newsletter
Attend the monthly executive committee meetings Self explanatorySelf explanatory
35. The Money Formula Membership Rebates to Chapters
Chapter Support Payments
State Support Payments
State Allocations
Community Partners
FOG Chapter 11 Finances
Chapters are the grass-roots working level
They do the work and get paid based on performance
States are paid some money as organizing seed money
Rest depends on how well their chapters do
So how does it all work?
Look at the three terms here
.FOG Chapter 11 Finances
Chapters are the grass-roots working level
They do the work and get paid based on performance
States are paid some money as organizing seed money
Rest depends on how well their chapters do
So how does it all work?
Look at the three terms here
.
36. Membership Rebates(Chapters) New Member
New Members
(1 year) - $15.00
(3 year) - $25.00
New (not converted) Life - $45.00
(when the final payment is made)
Rebates are for new Chapter recruited members
New members are those who are truly first time or who have been out of the association for more than 12 months.
Converted Life is an existing member/patron who changes from annual/three year to Lifetime.Rebates are for new Chapter recruited members
New members are those who are truly first time or who have been out of the association for more than 12 months.
Converted Life is an existing member/patron who changes from annual/three year to Lifetime.
37. No $ rebates for the following:
Renewals
Half-price members (but are counted as ˝ member for membership goals). Includes Cadets, Jr. Enlisted.
Complimentary memberships (are not included towards membership goals)
Community Partners (but, fully count towards membership goals) Membership Rebates(Chapters) Some categories dont get rebates BUT in SOME cases they are COUNTED in the new member total which goes toward the membership goal
Renewals
Cadets (who only pay half-price)- AND ARE COUNTED AS HALF
Complimentary (Salute) who pay nothing and do not count for new member goals
Community Partners rebate is wrapped up in the $37.50 the chapter keeps. THEY DO COUNT TOWARD THE NEW MEMBER GOAL
Some categories dont get rebates BUT in SOME cases they are COUNTED in the new member total which goes toward the membership goal
Renewals
Cadets (who only pay half-price)- AND ARE COUNTED AS HALF
Complimentary (Salute) who pay nothing and do not count for new member goals
Community Partners rebate is wrapped up in the $37.50 the chapter keeps. THEY DO COUNT TOWARD THE NEW MEMBER GOAL
38. Quarterly Support Payments(Chapters) For each qualified member affiliated with the chapter except for
New chapter recruited members in the last 12 months
Half-price or complimentary members
Community Partners
Base amount for current chapter support payments is figured at $.57 per person, per quarter or $2.28/year
NOTE: Chapters and States have slightly different rules
CHAPTERS
base amount of support payments on all affiliated members (EXCEPT chapter recruited new members the first year already covered by rebates, Cadets, complimentary members, and Community Partners)
STATES
-- amount of support payments based on ALL affiliated members of chapters within the state PLUS an ALLOCATION for each chapter which will vary according to the performance of the chapter.NOTE: Chapters and States have slightly different rules
CHAPTERS
base amount of support payments on all affiliated members (EXCEPT chapter recruited new members the first year already covered by rebates, Cadets, complimentary members, and Community Partners)
STATES
-- amount of support payments based on ALL affiliated members of chapters within the state PLUS an ALLOCATION for each chapter which will vary according to the performance of the chapter.
39. Quarterly Support Payments(States) For each qualified member affiliated with a chapter in the state
Current state support payments are figured at $.195 per person, per quarter or $.78/year NOTE: Chapters and States have slightly different rules
CHAPTERS
base amount of support payments on all affiliated members (EXCEPT chapter recruited new members the first year already covered by rebates, Cadets, complimentary members, and Community Partners)
STATES
-- amount of support payments based on ALL affiliated members of chapters within the state PLUS an ALLOCATION for each chapter which will vary according to the performance of the chapter.NOTE: Chapters and States have slightly different rules
CHAPTERS
base amount of support payments on all affiliated members (EXCEPT chapter recruited new members the first year already covered by rebates, Cadets, complimentary members, and Community Partners)
STATES
-- amount of support payments based on ALL affiliated members of chapters within the state PLUS an ALLOCATION for each chapter which will vary according to the performance of the chapter.
40. Quarterly Allocations(States)
An allocation is paid to each State for each active, qualified chapter in the state.
$48.00 per quarter per chapter
Amount is increased or decreased based on the performance of the chapter NOTE: Chapters and States have slightly different rules
CHAPTERS
base amount of support payments on all affiliated members (EXCEPT chapter recruited new members the first year already covered by rebates, Cadets, complimentary members, and Community Partners)
STATES
-- amount of support payments based on ALL affiliated members of chapters within the state PLUS an ALLOCATION for each chapter which will vary according to the performance of the chapter.NOTE: Chapters and States have slightly different rules
CHAPTERS
base amount of support payments on all affiliated members (EXCEPT chapter recruited new members the first year already covered by rebates, Cadets, complimentary members, and Community Partners)
STATES
-- amount of support payments based on ALL affiliated members of chapters within the state PLUS an ALLOCATION for each chapter which will vary according to the performance of the chapter.
41. The Kicker Some payments are based on performance
Each chapter earns actual support payments based on meeting quarterly activity requirements
A percentage of the base amount for each requirement
Each state receives an allocation based on how well the chapters do
Your money is inextricably intertwined Actual payments to chapters and states is based on whether or not they actually meet the requirements.
Some state money (allocation) based on chapter performance.Actual payments to chapters and states is based on whether or not they actually meet the requirements.
Some state money (allocation) based on chapter performance.
42. Chapter Requirements Annual
File Annual Activity and Financial Plans annually, along with an Officer Roster
Quarterly
Submit Quarterly Activity and Financial Reports
Accomplish chapter goals that meet or exceed requirements in support of the Strategic Plan
Distribute one newsletter per quarter
Meet quarterly membership goals FOG Ch 11FOG Ch 11
43. Community Partners Businesses/organizations supporting AFA
Instant source of revenue for chapters
Regular membership for one or two
Category one $90.00
$45.00 stays with the chapter
Category two $180.00
$90 stays with the chapter
Handsome plaque
Recognition in chapter newsletters
Annual renewal is critical
44. The Support Payment Formula(Same as 2009)Earn 100% and More! Your actual support payment is computed by multiplying the base amount by the percent the chapter earns between 0% and 125%
So thats the incentive a 25% higher support payment amount EACH QUARTER all elements are completed
BUT:
One Roster
Two Plans
done once FOR THE YEAR
Membership can be front loaded get all the requirements early and then youre good to go.
So not everything must be done each quarter.Your actual support payment is computed by multiplying the base amount by the percent the chapter earns between 0% and 125%
So thats the incentive a 25% higher support payment amount EACH QUARTER all elements are completed
BUT:
One Roster
Two Plans
done once FOR THE YEAR
Membership can be front loaded get all the requirements early and then youre good to go.
So not everything must be done each quarter.
45. The Basic Support Payment Formula
0% - Prerequisites to ANY Payment
Officer Roster
Annual Activity/Financial Plans
Quarterly Activity/Financial Reports
25% - Complete 1 Conduct-Support Goal
25% - Complete Any Other Goal
Another Conduct-Support Goal
Other (Contact-Select-Invite) Goal
25% - Newsletter
25% - Membership
TOTAL = 100% Your actual support payment is computed by multiplying the base amount by the percent the chapter earns between 0% and 125%
So thats the incentive a 25% higher support payment amount EACH QUARTER all elements are completed
BUT:
One Roster
Two Plans
done once FOR THE YEAR
Membership can be front loaded get all the requirements early and then youre good to go.
So not everything must be done each quarter.Your actual support payment is computed by multiplying the base amount by the percent the chapter earns between 0% and 125%
So thats the incentive a 25% higher support payment amount EACH QUARTER all elements are completed
BUT:
One Roster
Two Plans
done once FOR THE YEAR
Membership can be front loaded get all the requirements early and then youre good to go.
So not everything must be done each quarter.
46. Performance Criteria Summary
47. Roster & Planning RequirementsNo $$$ until the paperwork is done!
48. State/Chapter Officer Roster AFA HQ required to furnish IRS a complete roster of all field units
AFA HQ also uses the roster to compile and update HQs mailing list
No payments if CURRENT roster and Annual Plans are not on file with AFA National This is a MUST
-- before any payment is made to a chapter or state
-- current means dated this year a new copy of last years if nothing has changed but positively identified as being current.
-- WE DO NOT ASSUMEThis is a MUST
-- before any payment is made to a chapter or state
-- current means dated this year a new copy of last years if nothing has changed but positively identified as being current.
-- WE DO NOT ASSUME
50. State/Chapter Officer Roster If you use your own form
Joe J. Jones
1234 Main
Somewhere, USA 00001
((951) 389-7878 (951) 679-9642
make the home phone the first one or better yet indicate
(H) (O) (C) This is a MUST
-- before any payment is made to a chapter or state
-- current means dated this year a new copy of last years if nothing has changed but positively identified as being current.
-- WE DO NOT ASSUMEThis is a MUST
-- before any payment is made to a chapter or state
-- current means dated this year a new copy of last years if nothing has changed but positively identified as being current.
-- WE DO NOT ASSUME
51. Annual Activity Plan MUST use the Planning Template
Automatically aligns chapter with AFA Strategic Plan
Available on www.afa.org
SHOULD also set annual schedule
Quarterly Programs Purpose
Projected date/location
Monthly Meetings (Executive Committee, Membership, etc.)
Special Meetings (Special programs, etc.)
52. Annual Activity Plan Where Can I Find It?
53. Annual Activity Plan (Cont)Minor 2010 Update from 2009
54. Annual Activity Plan (Cont)Minor 2010 Update from 2009
55. Annual Activity Plan (Cont)Minor 2010 Update from 2009
56. Annual Activity Plan (Cont)Minor 2010 Update from 2009
57. Annual Financial Plan Annual Budget
Estimated Income
Support Payments
Membership rebates
Community Partner income
Program income (e.g. fundraisers)
Special funding
Newsletter advertising income
Additional income
Total = $$$ Note ANNUAL
Required for chapters for payment
Not required for states
Should make it parallel what youve set out to do in the strategic plan
Income should be based on the size of the chapter and the expected performance as to what % you expect to earn.
-- Include other fundraisers as sources of income
-- Do not depend solely on AFA $Note ANNUAL
Required for chapters for payment
Not required for states
Should make it parallel what youve set out to do in the strategic plan
Income should be based on the size of the chapter and the expected performance as to what % you expect to earn.
-- Include other fundraisers as sources of income
-- Do not depend solely on AFA $
58. Annual Financial Plan (Cont.) Estimated Expenses
Programs/special functions/receptions
Aerospace Education/ROTC/CAP support
Awards
Support to attend state, regional and/or national meetings and events
Postage, copies, phone calls, etc.
Contributions to regional/state events
Projected purchases from National
59. Annual Financial Plan (Cont.) No prescribed format
BUT
Since Activity Plan is done on a quarterly basis most Financial Plans should be also
60. Due Dates Oct. 31st - State/Chapter Officer Rosters
Original to AFA HQ ATTN: Field Services
Copy to Region & State Presidents
Dec. 31st - Annual Activity and Financial Plans
Send through the State and Region Presidents for Endorsement
Note: No payments are made to Chapters unless Officer Rosters and Annual Plans are on file with AFA HQ Please send the rosters this way NOT to any specific individual.
You may send copies of plans directly to AFA headquarters and we will record them. Please send the rosters this way NOT to any specific individual.
You may send copies of plans directly to AFA headquarters and we will record them.
61.
Reporting Requirements
No $$$ until the paperwork is done!
62. Quarterly Activity Report Should cover every activity
Activities are meetings, programs, award ceremonies, special events and anything else chapter members did
Be sure to include event synopses, participation in region and state activities, and other items of note like printing of quarterly newsletters, submission of reports, etc.
Must have sufficient detail so that a reasonable person will know what the chapter did
These notes come directly from the FOG Chapter 10
Some aspects of reporting will likely change with the new Strategic Planning system.
But you MUST report quarterly.
Hints:
-- Get someone who knows typing and the computer
-- Use a standard template each quarter
-- Do the report as you go as you accomplish your plans throughout the quarter
-- Submit electronically if possible
STATE AND REGION PRESIDENTS MUST LET THEIR PEOPLE KNOW IF THEY CAN OR CANNOT HANDLE ELECTONIC REPORTING.
These notes come directly from the FOG Chapter 10
Some aspects of reporting will likely change with the new Strategic Planning system.
But you MUST report quarterly.
Hints:
-- Get someone who knows typing and the computer
-- Use a standard template each quarter
-- Do the report as you go as you accomplish your plans throughout the quarter
-- Submit electronically if possible
STATE AND REGION PRESIDENTS MUST LET THEIR PEOPLE KNOW IF THEY CAN OR CANNOT HANDLE ELECTONIC REPORTING.
63. Quarterly Activity Report
64. Quarterly Activity Report Example
Not acceptable
Too brief/no detail
65. Quarterly Activity Report Example
Not acceptable
Too brief
66. Quarterly Activity Report Example
Better picture of what the chapter actually did
67. Quarterly Activity Report Example
Most thorough
68. Quarterly Financial Report Must contain complete itemization and details of all receipts and disbursements
Receipts and vouchers must be kept in the units files
Required to protect the individual who received the funds, the unit and the Association Key here is enough information to track the money both in and out of the chapter.
We are a nonprofit organization and each subordinate unit operates under AFAs umbrella.
-- Need to be able to substantiate that the flow of funds is for the tax-exempt purposes of the organization.Key here is enough information to track the money both in and out of the chapter.
We are a nonprofit organization and each subordinate unit operates under AFAs umbrella.
-- Need to be able to substantiate that the flow of funds is for the tax-exempt purposes of the organization.
71. Electronic Reporting Prepare activity & financial reports using standard programs like Word, WordPerfect and Excel
Send the reports as attached files
DO NOT just type reports as text messages in an email
Transmit the report to the state president, who will then send it to the region president who will in turn send it to National
Remember we accept a forwarded or attached message from the state or region as endorsed. Should include a statement such as read and approved. We do not need a real or electronic signature
We have made a lot of progress
-- And continue to work both on e-mail and attachment as well as Web-based solutions.
For now
be clear with your chapters on what you expect and can handle.
SAVE A COPY OF EVERYTHING
BE SURE TO CHECK RESULTS ON THE FIELD RESOURCES PORTION OF THE WEB
Reports received/paid
And the Membership reports
Anything you send in should eventually show up as a credit to the chapter/state
If it does not, let us know and your next level and we will investigate it.Remember we accept a forwarded or attached message from the state or region as endorsed. Should include a statement such as read and approved. We do not need a real or electronic signature
We have made a lot of progress
-- And continue to work both on e-mail and attachment as well as Web-based solutions.
For now
be clear with your chapters on what you expect and can handle.
SAVE A COPY OF EVERYTHING
BE SURE TO CHECK RESULTS ON THE FIELD RESOURCES PORTION OF THE WEB
Reports received/paid
And the Membership reports
Anything you send in should eventually show up as a credit to the chapter/state
If it does not, let us know and your next level and we will investigate it.
72. Due Dates Quarterly Activity and Financial Report forms due to Headquarters
February 15th August 15th
May 15th November 15th
PLEASE do NOT send info copies to National only final, endorsed copies.
-- 252 x 45 (states) x 14 (regions) is too much paper (or too many electrons) to short throughPLEASE do NOT send info copies to National only final, endorsed copies.
-- 252 x 45 (states) x 14 (regions) is too much paper (or too many electrons) to short through
73. DO THE MATH !!! Submitting none or just some of the things weve just talked about -- means NO (zero, nada) money!
Officer Roster, both annual plans, both quarterly reports
ALL of them means the chapter has fulfilled the administrative prerequisites to receive support payments they have earned
74. Program Requirements
75. Program Requirements Each chapter must sponsor a minimum of four programs (one each quarter) in accordance with their approved Annual Activity Plan (FOG, Chapter 9)
Specifics can be found in
Annual Planning Templates
Located on the web www.afa.org/ in the Field Resources/Library/Planning section
Report fulfillment of Strategic Plan Requirements in the Quarterly Activity Report
76. Program Requirements (Cont.)
A meeting is NOT a program (except when officer elections are held). We need to work to understand what this meansWe need to work to understand what this means
77. Program Requirements (Cont.)
Something to think about:
Whats the difference between an activity and a program?
Your quarterly report must CLEARLY SHOW WHAT THE UNIT DID We need to work to understand what this meansWe need to work to understand what this means
78. Communication Requirements
79. Newsletters Suggested Contents Listing of officers with phone and email
Chapter Activities
Meeting synopses/program recaps
Awards presented/received
Upcoming events - who, what, when, etc.
Listing of Community Partners
Items of interest from HQ, Region & State Remember each state president has the authority to excuse each chapter from one quarterly newsletter during the operating year.
PLEASE LET US KNOW WHO YOU HAVE EXCUSEDRemember each state president has the authority to excuse each chapter from one quarterly newsletter during the operating year.
PLEASE LET US KNOW WHO YOU HAVE EXCUSED
80. Newsletter (Cont) Remember each state president has the authority to excuse each chapter from one quarterly newsletter during the operating year.
PLEASE LET US KNOW WHO YOU HAVE EXCUSEDRemember each state president has the authority to excuse each chapter from one quarterly newsletter during the operating year.
PLEASE LET US KNOW WHO YOU HAVE EXCUSED
81. Newsletter (Cont) Remember each state president has the authority to excuse each chapter from one quarterly newsletter during the operating year.
PLEASE LET US KNOW WHO YOU HAVE EXCUSEDRemember each state president has the authority to excuse each chapter from one quarterly newsletter during the operating year.
PLEASE LET US KNOW WHO YOU HAVE EXCUSED
82. Newsletter (Cont) Remember each state president has the authority to excuse each chapter from one quarterly newsletter during the operating year.
PLEASE LET US KNOW WHO YOU HAVE EXCUSEDRemember each state president has the authority to excuse each chapter from one quarterly newsletter during the operating year.
PLEASE LET US KNOW WHO YOU HAVE EXCUSED
83. Newsletter (Cont) Remember each state president has the authority to excuse each chapter from one quarterly newsletter during the operating year.
PLEASE LET US KNOW WHO YOU HAVE EXCUSEDRemember each state president has the authority to excuse each chapter from one quarterly newsletter during the operating year.
PLEASE LET US KNOW WHO YOU HAVE EXCUSED
84. Newsletter Distribution Two Options
Traditional
New approved by the delegates for 2008 and beyond Newsletters cost a lot
Postage costs a lot
The principle of newsletter distribution is that it is the chapters responsibility to put a newsletter into the hands of each of its affiliated members once each quarter.
-- It must be in a positive push format
-- Something the member can read or choose NOT to read
-- Paper
-- Electronic attachment to an e-mail or hot, clickable URL
-- What is NOT acceptable
-- A newsletter posted on the chapter website that members can go look at once a month (but the chapter CAN send a message DIRECTING them to the website with a single click)Newsletters cost a lot
Postage costs a lot
The principle of newsletter distribution is that it is the chapters responsibility to put a newsletter into the hands of each of its affiliated members once each quarter.
-- It must be in a positive push format
-- Something the member can read or choose NOT to read
-- Paper
-- Electronic attachment to an e-mail or hot, clickable URL
-- What is NOT acceptable
-- A newsletter posted on the chapter website that members can go look at once a month (but the chapter CAN send a message DIRECTING them to the website with a single click)
85. Newsletter Distribution(Option 1 Traditional) Chapters MUST distribute a copy of the Newsletter to EACH chapter member each quarter
Via either electronic or snail mail
Also always send a copy to
Region and state presidents
AFA National Headquarters
Newsletters cost a lot
Postage costs a lot
The principle of newsletter distribution is that it is the chapters responsibility to put a newsletter into the hands of each of its affiliated members once each quarter.
-- It must be in a positive push format
-- Something the member can read or choose NOT to read
-- Paper
-- Electronic attachment to an e-mail or hot, clickable URL
-- What is NOT acceptable
-- A newsletter posted on the chapter website that members can go look at once a month (but the chapter CAN send a message DIRECTING them to the website with a single click)Newsletters cost a lot
Postage costs a lot
The principle of newsletter distribution is that it is the chapters responsibility to put a newsletter into the hands of each of its affiliated members once each quarter.
-- It must be in a positive push format
-- Something the member can read or choose NOT to read
-- Paper
-- Electronic attachment to an e-mail or hot, clickable URL
-- What is NOT acceptable
-- A newsletter posted on the chapter website that members can go look at once a month (but the chapter CAN send a message DIRECTING them to the website with a single click)
86. Newsletter Distribution(Option 2 New) Chapters MAY make an annual communication to members asking for updated e-mail address or to indicate they wish to continue receiving hard copy
For the remaining 3 quarters e-mail to all with valid addresses and hard copy to only those who specifically requested it
Repeat the process each year
Also always send a copy to
Region and state presidents
AFA National Headquarters Newsletters cost a lot
Postage costs a lot
The principle of newsletter distribution is that it is the chapters responsibility to put a newsletter into the hands of each of its affiliated members once each quarter.
-- It must be in a positive push format
-- Something the member can read or choose NOT to read
-- Paper
-- Electronic attachment to an e-mail or hot, clickable URL
-- What is NOT acceptable
-- A newsletter posted on the chapter website that members can go look at once a month (but the chapter CAN send a message DIRECTING them to the website with a single click)Newsletters cost a lot
Postage costs a lot
The principle of newsletter distribution is that it is the chapters responsibility to put a newsletter into the hands of each of its affiliated members once each quarter.
-- It must be in a positive push format
-- Something the member can read or choose NOT to read
-- Paper
-- Electronic attachment to an e-mail or hot, clickable URL
-- What is NOT acceptable
-- A newsletter posted on the chapter website that members can go look at once a month (but the chapter CAN send a message DIRECTING them to the website with a single click)
87. Membership Requirements
88. Membership Requirements 0.75% of chapter total (as of Oct. 1st) per quarter
Bonus level is 1.5% for the quarter
Total is cumulative (not retroactive)
(New in 09) Achievement is computed over four quarters current quarter and trailing three quarters
Based on date of receipt, not postmark
May sometimes benefit chapter to buy one membership or more to meet the quota
this serves multiple purposes (e.g. development, outreach, coalition, etc.)
Hint:
Get started early
Get ahead of the game
Look into the numbers and gage whether a chapter gift will actually help both relationship building AND membership
-- Remember an AFA complimentary membership does NOT count
-- A chapter complimentary membership DOESHint:
Get started early
Get ahead of the game
Look into the numbers and gage whether a chapter gift will actually help both relationship building AND membership
-- Remember an AFA complimentary membership does NOT count
-- A chapter complimentary membership DOES
89. The Support Payment Formula(Same as 2009)Earn 100% and More!Whats this about? Your actual support payment is computed by multiplying the base amount by the percent the chapter earns between 0% and 125%
So thats the incentive a 25% higher support payment amount EACH QUARTER all elements are completed
BUT:
One Roster
Two Plans
done once FOR THE YEAR
Membership can be front loaded get all the requirements early and then youre good to go.
So not everything must be done each quarter.Your actual support payment is computed by multiplying the base amount by the percent the chapter earns between 0% and 125%
So thats the incentive a 25% higher support payment amount EACH QUARTER all elements are completed
BUT:
One Roster
Two Plans
done once FOR THE YEAR
Membership can be front loaded get all the requirements early and then youre good to go.
So not everything must be done each quarter.
90. More = Additional Payment from HQ
Two ways
Exceptional Membership Recruitment OR one additional Conduct or Support Goal
Chapter Matching Grant (for other than education OTE)
Chapters are eligible to receive BOTH
91. Additional Payment #1 Exceptional Membership Recruitment
Additional 25% of the base amount
Requires double the quarterly goal (2 x 0.75%=1.5%) or higher
Computed on the same basis as the basic membership goal
OR an additional conduct-support goal
92. Additional Payment #2 Chapter Matching Grant (for other than education- OTE)
Must have met all basic criteria
Chapters must apply for the grant
Direct to Headquarters (cc State)
Minimum of $200 submission
Maximum of $1,000 per year
Multiple submissions allowed
No adjustment is made to the state allocation
Very similar to Chapter Matching Grant for Education
93. Additional Payment #2 (Cont) Chapter Matching Grant (OTE)
Chapter applies using CMG OTE form (includes narrative description)
One page after-action report required or eligibility for further grants for that year is terminated
May not be used to fund a recurring program or event beyond the initial one.
94. Additional Payment #2 (Cont) Chapter Matching Grant (OTE)
Yes for
New programs/activities related to AFA Strategic Plan Goals, e.g.:
Veterans, cadets, families of deployed troops, active duty, Guard, reserve forces
Building understanding of AF in the broader community.
95. Additional Payment #2 (Cont) Chapter Matching Grant (OTE)
No for
Recurring programs/activities
Educational programs (use the Aerospace Education Matching Grant for these)
Events that are purely social
To fund events/activities the chapter has already conducted
96. A Few More Things to Think About Reward your people
Recognition at events
Awards
Mention in AFA National Report
Other?
Maximize your use of resources
Especially afa.org
97. Awards Unit
Activity -- Field MUST nominate
Membership -- Automatically computed
Community Partner
Aerospace Education -- Field MUST nominate
Achievement Award
Excellence Award
Individual Field MUST nominate
Chairmans Citation
Exceptional Service
Medal of Merit
98. Field Unit & Individual Awards
99. Field Aerospace Education Awards
100. Maximize your use of afa.org Home page link to
Daily Report & AF Magazine
CyberPatriot website
Calendars/Events
Chapter/ROTC/JROTC lists
Legislative update/Statement of Policy
Field Resources
and much more
101. Maximize your use of afa.org
102. afa.org (Field Resources)
103. afa.org (Field Resources) Chapter Membership Rosters
Planning Template and Instructions
Field Operations Guidebook and other manuals
Protocol guidelines
Weekly updates on unit reports received & paid
Newsline
AF Support
Membership Brochures/Whats in it for me?
Form Templates
And more
.
104. Unit Reports Received and Paid on afa.org (Field Resources)
105. Chapter Rosters Complete and Monthly Updates
106. Field Operations Guide Comprehensive guide
afa.org/members/fog.pdf
Governance
Aerospace Education
Field Structure
Field Requirements
Finances
Resources for the field
Awards
and more
107. More Useful Items Assistance with speakers
Statement of Policy
Mailing labels
AF Magazine Bulk copies
AV products
Free congressional memberships
AFA Store 10 Comp copies
- We still use paper to initiate this
- Must be renewed each year
- Contact Sylvia
Congressional memberships
- We still use paper to initiate these
- Good for 2 years for the length of the Congress
-- i.e. will have to do everyone beginning January 2003
-- will be good until December 2005
-- INCLUDES SENATORS WHO WERE NOT RUNNING
-- membership must be renewed.
- See Newsline for detailed instructions (likely in November issue)
WIIFM Brochures are on the Web print ready.
USAF senior leadership letters cycle is to request in January, anticipate having new ones in mid to late Spring 2003. 10 Comp copies
- We still use paper to initiate this
- Must be renewed each year
- Contact Sylvia
Congressional memberships
- We still use paper to initiate these
- Good for 2 years for the length of the Congress
-- i.e. will have to do everyone beginning January 2003
-- will be good until December 2005
-- INCLUDES SENATORS WHO WERE NOT RUNNING
-- membership must be renewed.
- See Newsline for detailed instructions (likely in November issue)
WIIFM Brochures are on the Web print ready.
USAF senior leadership letters cycle is to request in January, anticipate having new ones in mid to late Spring 2003.
108. Most Useful Items Know where to go to get help. There are NO stupid questions in AFA. ASK
Provide roster of Chapter, State and Region leaders with phone numbers and e-mail addresses
Headquarters information
1-800-727-3337
Mary Nauheimer (ext 4821)
mnauheimer@afa.org
10 Comp copies
- We still use paper to initiate this
- Must be renewed each year
- Contact Sylvia
Congressional memberships
- We still use paper to initiate these
- Good for 2 years for the length of the Congress
-- i.e. will have to do everyone beginning January 2003
-- will be good until December 2005
-- INCLUDES SENATORS WHO WERE NOT RUNNING
-- membership must be renewed.
- See Newsline for detailed instructions (likely in November issue)
WIIFM Brochures are on the Web print ready.
USAF senior leadership letters cycle is to request in January, anticipate having new ones in mid to late Spring 2003. 10 Comp copies
- We still use paper to initiate this
- Must be renewed each year
- Contact Sylvia
Congressional memberships
- We still use paper to initiate these
- Good for 2 years for the length of the Congress
-- i.e. will have to do everyone beginning January 2003
-- will be good until December 2005
-- INCLUDES SENATORS WHO WERE NOT RUNNING
-- membership must be renewed.
- See Newsline for detailed instructions (likely in November issue)
WIIFM Brochures are on the Web print ready.
USAF senior leadership letters cycle is to request in January, anticipate having new ones in mid to late Spring 2003.
109. Questions?
10 Comp copies
- We still use paper to initiate this
- Must be renewed each year
- Contact Sylvia
Congressional memberships
- We still use paper to initiate these
- Good for 2 years for the length of the Congress
-- i.e. will have to do everyone beginning January 2003
-- will be good until December 2005
-- INCLUDES SENATORS WHO WERE NOT RUNNING
-- membership must be renewed.
- See Newsline for detailed instructions (likely in November issue)
WIIFM Brochures are on the Web print ready.
USAF senior leadership letters cycle is to request in January, anticipate having new ones in mid to late Spring 2003. 10 Comp copies
- We still use paper to initiate this
- Must be renewed each year
- Contact Sylvia
Congressional memberships
- We still use paper to initiate these
- Good for 2 years for the length of the Congress
-- i.e. will have to do everyone beginning January 2003
-- will be good until December 2005
-- INCLUDES SENATORS WHO WERE NOT RUNNING
-- membership must be renewed.
- See Newsline for detailed instructions (likely in November issue)
WIIFM Brochures are on the Web print ready.
USAF senior leadership letters cycle is to request in January, anticipate having new ones in mid to late Spring 2003.