RSES Chapter Management Basics Running an Active Effective
RSES Chapter Management Basics: Running an Active, Effective & Successful Chapter William J. Parlapiano III, CM, CIAQ Region 2 Director © 2008 RSES International All Rights Reserved 1
Session Goals • Help you to: – run your chapter effectively and efficiently – generate new and renewed interest in RSES – increase local chapter membership – get people excited and involved THIS IS AN INTERACTIVE SESSION PLEASE SHARE YOUR OWN INSIGHTS AND ASK QUESTIONS WE ARE HERE TO HELP © 2008 RSES International All Rights Reserved 2
Areas we will cover 1. Society Organization 2. Meetings 3. Parliamentary Procedures 4. Chapter Finances 5. Delegates 6. Chapter Governance 7. 8. Society Awards Education & Examinations 9. Recruitment 10. Marketing & Promotions 11. Tools & Resources © 2008 RSES International All Rights Reserved 3
Organization Overview RSES was founded in 1933 as a non-profit educational society. From the beginning, the Society’s mission was to advance the heating, ventilation, air conditioning, and refrigeration (HVACR) industry by furthering the education and skills of the practicing service professional. With more than 15, 000 members, over 200 chapters, and tens of thousands of additional technicians who routinely use its training material in 50 countries across six continents, RSES is the organization for professional HVACR technicians and contractors. © 2008 RSES International All Rights Reserved 4
Mission & Vision RSES’ Vision • To be the definitive industry leader in all segments of the HVACR industry by providing superior educational training. RSES’ Mission • To provide opportunities for enhanced technical competence by offering comprehensive cutting-edge education and certification to our members and the HVACR industry. To advance the professionalism and proficiency of our industry through alliances with other HVACR associations. © 2008 RSES International All Rights Reserved 5
Organization Overview How RSES is structured Member Chapter Association Region Society Board of Directors RSES Staff © 2008 RSES International All Rights Reserved 6
Chapter Designations • Unique Identifier (5 digits) i. e. - 0 2 0 1 4 • Name i. e. Hudson Mohawk © 2008 RSES International All Rights Reserved 7
Governance • Officers take care of day to day, board provides authority (duties & responsibilities later) • Bylaws and P&P are the guiding documents • Each chapter should have a set of both, minimum of by-laws • These should be reviewed and updated • Model Bylaws available online © 2008 RSES International All Rights Reserved 8
Bylaws Articles include • Chapter Name • Object of the Chapter • Emblem & Seal • Affiliations • By-laws • Membership • Fees and Dues • Fiscal Year • Business Meeting • Chapter BOD • Officer • Elections • Committees • Obligations • Official Journal • Dissolution • Parliamentary Rules • Amendments © 2008 RSES International All Rights Reserved 9
Meetings • TYPES – Business/Planning – Annual Meeting – Monthly Educational © 2008 RSES International All Rights Reserved 10
Business/Planning • • • Purpose – To plan and review upcoming activities and ensure communication line is open and effective Frequency – once to several times per year to possibly monthly depending on chapter Who attends – – – Chapter Officers/Board Invite Regional Director/Deputy Director (if available) Invite your membership to participate actively © 2008 RSES International All Rights Reserved 11
Business/Planning • What needs to happen – – – – Notice and Agenda prepared and sent out to members/officers/board Take Notes, Record Minutes and Submit Minutes Online (demo) Set Educational Meeting Schedule, Decide on Topics, Determine speakers, Who will secure, promote, etc. Discuss and plan courses, seminars, testing Ensure delegates for International and Regional/State Association are selected and informed Review Prior Minutes and approve Examine Finances Receive any Committee Reports © 2008 RSES International All Rights Reserved 12
Annual • Purpose – similar to business but… • Frequency – typically last meeting of FY (June 30/December 31) • Who attends – Chapter Officers/Board – Invite Regional Director/Deputy Director (if available) – Invite your membership to participate actively © 2008 RSES International All Rights Reserved 13
Annual • What needs to happen: – Notice and Agenda prepared and sent out to members/officers/board – Take Notes, Record Minutes and Submit Minutes Online (demo) – Report of retiring officers – Election of new officers (Submit online –demo shortly) – Installation of new officers – Ensure Bylaws are in order (Reminder: Model Bylaws Available) – Ensure two signatures on bank accounts – Audit of records and finances completed – Ensure IRS Form 990 (online) is addressed – Conduct regular business as needed – Establish a budget for operations/dues evaluation © 2008 RSES International All Rights Reserved 14
Monthly Educational Meetings • Select Effective Topics (hint look at pubs including our own • • Find Speakers (seek out speakers at trade shows) If possible conduct business after or before focus on education for the masses Use NATE, BPI, State Lic. , other CEU’s for drawing in crowds (policy on members/non) Consider Food Think about any fees Time and Location is a key Sponsors & Supporters are a major help Talk more about promotions later • • • Journal for cutting edge ideas) © 2008 RSES International All Rights Reserved 15
Minutes Submission Three ways to submit: Online, Fax or Mail – Demo of online (very easy and saves time) – Fax: 1 -847 -297 -5038 – Mail to: RSES 1666 Rand Road Des Plaines, IL 60016. Attn: Mary Rademacher © 2008 RSES International All Rights Reserved 16
Minutes Online Demo First take a look at minutes Anyone logged in as a member can see these © 2008 RSES International All Rights Reserved 17
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Also here is a history of old minutes © 2008 RSES International All Rights Reserved 20
How to enter new ones © 2008 RSES International All Rights Reserved 21
Options to choose from © 2008 RSES International All Rights Reserved 22
Select Add Minutes and then… © 2008 RSES International All Rights Reserved 23
ANY QUESTIONS ON MINUTES © 2008 RSES International All Rights Reserved 24
Now election reports © 2008 RSES International All Rights Reserved 25
Enter Data and then… © 2008 RSES International All Rights Reserved 26
Enter More Data and then… © 2008 RSES International All Rights Reserved 27
And then… hit enter to submit © 2008 RSES International All Rights Reserved 28
ANY QUESTIONS ON ELECTION REPORTS © 2008 RSES International All Rights Reserved 29
IF YOU SUBMIT AT LEAST ONE SET OF MINUTES AND AN ELECTION REPORT YOU MEET ANNUAL REQUIREMENT TO STAY AN ACTIVE CHAPTER… © 2008 RSES International All Rights Reserved 30
Parliamentary Procedures • • • Specify in by-laws Roberts Rules is a good approach if needed Key is a system of dealing with motions, voting, discussions Nominations for office should be asked for Orderly system of selection © 2008 RSES International All Rights Reserved 31
Chapter Finances • • • RSES is a 501 (c) 6 - blanket exemption to subsidiaries $25, 000 rule currently, may be changing Bonding of officers Invoicing through RSES (60 days) FY of operations per by laws Banking accounts (multiple signatories) Accounting system used (Form 901 -29 Cash Receipts) Membership Dues (chapter/association portion) Maximum level of disbursement without motion EIN aka TIN Filings including Form 990 from IRS 4. 5 months after end of FY © 2008 RSES International All Rights Reserved 32
Form 990 Filing • • If your Chapter/Association has a year ended date of June 30 th you must file for 990 -N(e-Postcard) by November 15, 2008. This form must be filed electronically. There is no paper form. In order to file this form, officers can click of the link provided on the Member login page of the RSES Website or go directly to the IRS Website at www. irs. gov and click on the Charities and Non-Profit Button. To file this form you will need to following information: Chapter/Association name and address Chapter/Association website address (if you have one) Tax identification number (please contact headquarters if you do not know your number) Name and address of principal officer Tax year example (6/30/08) Answers to the following questions – Are your gross receipts normally $25, 000 or less – Has your organization terminated or gone out of business • If you have any questions regarding form 990 -N (e-Postcard) please contact Kelly Womack at Headquarters at 847 -759 -4026 or kwomack@rses. org. © 2008 RSES International All Rights Reserved 33
Delegates • Represent Chapter at… • Qualification must be an active paid member • Must represent interests of chapter and not themselves • Should ensure delegate paperwork is completed for RSES Intl and submitted through Secretary and President locally • Copy to Regional Director directly in addition to sending in to HQ © 2008 RSES International All Rights Reserved 34
Delegates • At Regional/State – attend business Meeting and other official activities • At RSES Intl. (minimum requirements) – – See Credentials Committee Attend Caucus See Nominations Committee See Resolutions Committee (if chapter or individual has one) – Annual Meeting – Act as a proxy for other chapters not in attendance • Report back to Chapter © 2008 RSES International All Rights Reserved 35
Delegate Forms • What needs to be done • Emphasis on sending copy in to HQ and RD… © 2008 RSES International All Rights Reserved 36
Chapter Governance • Duties and Responsibilities of various offices • Review the chain of command – – – – – • • President Vice President Treasurer Secretary Sergeant at Arms Educational Chair Membership Chair Chapter Web Officer Committees and Chairman Association Officers Deputy Director Regional Director RSES Board and Officers © 2008 RSES International All Rights Reserved 37
Election of Officers • • Elections at Annual Meeting Minimum Positions to be filled Complete documentation (online) Installation of Officers - Oath of Office © 2008 RSES International All Rights Reserved 38
President • Executive Officer of Chapter • Presides over chapter activities/meetings • May execute contracts and obligate chapter at the direction of membership • Inter-organization relations • Plans, Supervises, Leads by Example • May serve as delegate to Regional and International events • Should be a champion for organization © 2008 RSES International All Rights Reserved 39
Vice President • Assists the President • Handles duties assigned by President • May be called upon to act on behalf of President in absence © 2008 RSES International All Rights Reserved 40
Treasurer • • Principle accounting & financial officer Maintains proper chapter financial records Issues checks and other instruments Records and pays expenses as authorized by BOD and IAW P&P Signatory to bank accounts Receives financial instruments for chapter Prepares regular reports to chapter board and members Prepares annual budget with Presidents input © 2008 RSES International All Rights Reserved 41
Secretary • • Principle recording officer Receives correspondence Records and submits minutes/motions Records and submits election reports Initiates Credential/Delegate Papers Maintains official membership records Prepares/causes to be delivered an agenda for meeting with direction from President • Sends notices to members © 2008 RSES International All Rights Reserved 42
Sergeant at Arms • Maintains order at chapter functions, sets up, tears down, handles late arrivals, introduces guests, calls roll, handles ballots • Has custody of and makes available banners, logs for attendance, sign in sheets for CEU’s, projector and screens and other chapter equipment • Maintains record of chapter property • Assists President as directed © 2008 RSES International All Rights Reserved 43
Educational Chair • Principle educational officer responsible for staying up to date on Society training and education products & services • Orders course materials • Arranges instructors & speakers • Supplies registration forms • Manages educational course activities © 2008 RSES International All Rights Reserved 44
Membership Chair • Assists Secretary with ensuring new members are contacted • Assists existing members with renewals • Provides information on member benefits and stays up to date on latest benefits • May serve as primary chapter contact © 2008 RSES International All Rights Reserved 45
Web Officer(s) • Handles online activities for the chapter • Has access to such things as membership lists, forms, electronic minutes, election reports © 2008 RSES International All Rights Reserved 46
Chapter Committees • • • Appointed by President (special) Required by By-laws (standing) Budget & Finance Membership Communications/PR Special Events Bylaws Review and Revision Standards and Codes Program Nominating Audit Sunshine © 2008 RSES International All Rights Reserved 47
Society Awards • PAUL B. REED AWARD • In recognition of Chapters that have developed exceptional educational programs • EMIL T. ZOLLO, CM MEMORIAL AWARD • In recognition of the RSES members who achieved the highest grade within the past year for an RSES Training Course • JOHN SPENCE AWARD (CM category) • In recognition of the RSES member who achieved the highest grade within the past year for the Certificate Member exam • IMPERIAL AWARD (CMS category) • In recognition of the RSES Certificate Member who has earned the highest grade within the past year in a Specialist Examination Category • WAYBURN WILSON, CMS AWARD • This award honors those RSES members that have successfully attained five certificate member specialist classifications. • NEWSLETTER CONTEST AWARD • Sponsored by the RSES Journal to recognize Editors of Chapter newsletters © 2008 RSES International All Rights Reserved 48
Society Awards • • EDUCATIONAL SCHOLARSHIPS Ernie Cahn, J. W. Harris Scholarship DAVID M. LAWSON “Service of Excellence” AWARD In recognition of service technicians for excellent performance on HVAC/R Systems RISING STAR AWARD Sponsored by Danfoss, Inc. in recognition of a new RSES member (with five years or less in RSES) for their contribution to the Society VOCATIONAL INSTRUCTOR/SCHOOL AWARD Sponsored by Emerson Climate Technologies, Copeland Corporation in recognition of a teacher or school that has presented exceptionally high quality hvacr programs • V. V. SOLOMON AWARD • Sponsored by Emerson Climate Technologies Flow Controls in recognition of the educators/teachers who have made outstanding contributions to the development of students in the hvacr field © 2008 RSES International All Rights Reserved 49
Society Awards • • • MSAC MEMBER OF THE YEAR AWARD Sponsored by Manufacturers Service Advisory Council (MSAC) and presented to a MSAC member who has accumulated a lifetime of outstanding achievements in advancing the hvacr profession REFRIGERATION CONTRACTOR OF THE YEAR AWARD Sponsored by Contracting Business Magazine in recognition of the commercial refrigeration contractor who represents the best that the hvacr industry has to offer THE WALTER B. STOPERA, CM - SPEAKER OF THE YEAR AWARD Sponsored by the Garden State Chapter, Newark, NJ in recognition of an individual who consistently presented outstanding educational programs at all levels of RSES meetings and conferences MEMBER OF THE YEAR AWARD Sponsored by the Superior Refrigeration Products in recognition of a member for their outstanding contributions to RSES and the HVACR industry in the areas of education, public relations, safety and society growth © 2008 RSES International All Rights Reserved 50
Education and Examination • • Chapter Training Courses Seminars Monthly Education Programs Testing © 2008 RSES International All Rights Reserved 51
Chapter Training Courses, Seminars and Monthly Education • • • Types – F 2 F, Online Setting them up Instructors Locations Costs/Budgeting Partnerships/Sponsorships Marketing the programs Registration Ordering Materials Submit Post Event CEU’s © 2008 RSES International All Rights Reserved 52
Testing • • • Types of Tests Available CM, CMS, SM (new) NATE EPA 608 Process to set up testing Proctoring-CM monitor appointed by President Why test? Fees and Budgeting CMS at Region, International, RSES Canada, State Conferences, Seminars, Chapter CM/CMS Days, Special Chapter Seminars Pocket Guide has complete details © 2008 RSES International All Rights Reserved 53
Marketing & Promotions Some of the ways to market we will discuss: • Create Direct Mail Templates - Newsletters, Postcards, Flyers, Letters, Press Releases • Click 2 Mail • Mailing Lists • Constant Contact/Email blasts • Blogs/Websites/RSS Feeds/Google Calendars • Trade Media • Wholesaler Fax Blasts/Email Blasts • Telephone • Visit businesses © 2008 RSES International All Rights Reserved 54
Newsletter © 2008 RSES International All Rights Reserved 55
Postcards © 2008 RSES International All Rights Reserved 56
Flyers © 2008 RSES International All Rights Reserved 57
Press Releases © 2008 RSES International All Rights Reserved 58
Click 2 Mail © 2008 RSES International All Rights Reserved 59
Click 2 Mail © 2008 RSES International All Rights Reserved 60
Click 2 Mail © 2008 RSES International All Rights Reserved 61
Mailing Lists • RSES. org as Chapter Web Officer • Info USA for purchase • Yellow Pages/Google Searches © 2008 RSES International All Rights Reserved 62
RSES. org © 2008 RSES International All Rights Reserved 63
RSES. org (must be web officer) © 2008 RSES International All Rights Reserved 64
Options Screen © 2008 RSES International All Rights Reserved 65
List full of info to use © 2008 RSES International All Rights Reserved 66
Info USA © 2008 RSES International All Rights Reserved 67
Info USA © 2008 RSES International All Rights Reserved 68
Choose Type of Business © 2008 RSES International All Rights Reserved 69
Tools to Refine the Search © 2008 RSES International All Rights Reserved 70
Choose Options for Purchase © 2008 RSES International All Rights Reserved 71
Yellow Pages © 2008 RSES International All Rights Reserved 72
Constant Contact © 2008 RSES International All Rights Reserved 73
Options • Create and archive emails • Upload and manage contact lists • Quickly and easily send reminders and communicate © 2008 RSES International All Rights Reserved 74
Example of Constant Contact Output © 2008 RSES International All Rights Reserved 75
Blogs, Google Calendars © 2008 RSES International All Rights Reserved 76
RSS Feeds © 2008 RSES International All Rights Reserved 77
Websites © 2008 RSES International All Rights Reserved 78
Trade Media • • RSES Journal The ACHR News Contracting Business HVAC Insider Home Energy Magazine Many others… Key with media is plan ahead there is a lead time © 2008 RSES International All Rights Reserved 79
Wholesaler Fax & Email Blasts © 2008 RSES International All Rights Reserved 80
Telephone Calls & Visits © 2008 RSES International All Rights Reserved 81
Recruiting 1. 2. 3. 4. 5. 6. 7. Wholesalers/Events Schools Local Businesses Unions NATE Website Utilities State Programs © 2008 RSES International All Rights Reserved 82
Tools and Resources • • • RSES. org website RSES Powerpoint Presentation HQ News RSES Staff Website Regional Director Letter Chapter Letter on the Website Regional Directors Deputy Directors Association Officers Consultant Companies offering Chapter Mgmt. © 2008 RSES International All Rights Reserved 83
Q&A
THANK YOU! © 2008 RSES International All Rights Reserved 85
William J. Parlapiano III, CM, CIAQ President, BP Consulting RSES Intl. , Region 2 Director (NY/PA) 141 Oak St. Ballston Spa, NY 12020 P: 518 -309 -3415 C: 518 -527 -2699 F: 866 -892 -5374 wjp 3@bpconsulting. org blog. bpconsulting. org
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