ASSE Chapter Officers’ Orientation Program

ASSE’s Mission ASSE is a global association that provides professional development and representation for those engaged in the practice of safety, health and the environment and providing services to the private and public sectors in order to protect people, property and the environment.

ASSE’s Vision The Society strives to be the premier organization and resource for those engaged in the practice of protecting people, property and the environment, and to lead the profession globally.

ASSE Goals for 1999-2001 To establish, promote and recognize standards of professional practice. To advocate positions on regulations and legislation. To enhance and promote the image of the Society as the leader of the profession. To establish and maintain an effective efficient organization that strives to achieve the Society’s mission.

ASSE Goals for 1999-2001 To gather, encourage and participate in the development of the body of knowledge relevant to the profession. To develop and maintain mechanisms to recruit, retain and nurture the membership. To deliver the highest-quality professional development opportunities to enhance competence and position practitioners for success.

Councils Member / Region Affairs Professional Affairs Professional Development Practices & Standards

Board of Directors President President-Elect Senior Vice President VP Finance VP Council on Professional Development VP Council on Professional Affairs VP Council on Practices & Standards VPs of all eight regions Executive Director (non-voting)

Divisions Management Construction Mining Engineering Public Sector Risk Management / Insurance Transportation Consultants Construction Engineering Environment Health Care Industrial Hygiene International

Region/Area/Chapter/Section Organization 8 Regions 3 Regions Have Areas 149 Chapters 55 Sections 58 Student Sections

Regional Operating Committee (ROC) Administrative body for region Maintains communication with the Board of Directors Networks between chapters Resolves region and chapter issues

ROC Responsibilities Assists the RVP to ensure effective operations Approves sections Recommends chapter charters to the Board Establishes chapter boundaries

ROC Responsibilities Supports chapter and section growth Source for chapter officer training Coordinates chapter/region activities Advises and provides guidance to RVP on chapter and member needs

ROC Structure (without areas) RVP as chair Each chapter president Elect assistant vice president Each chapter has one vote Some regions appoint assistant RVPs who are non-voting members unless representing their chapters

ROC Structure (with areas) RVP chair Each area director represents chapters within his/her area Assistant vice president elected from area directors Each area has one vote Some regions appoint assistant RVPs who are non-voting members unless representing the area

Area Operating Committee Hold two or more separate meetings from ROC Area director chair Chapter presidents voting members Assistant area director elected from chapter presidents Provides chapter collaborative opportunities

ROC/Area Operations Two meetings per year (minimum) Location can rotate among chapters Chapters host meetings Region/Area responsible for its own debts and financial commitments Regions submit annual financial statement

Forming Regular Sections Why Form a Section? Members live too far to attend chapter meetings Members in a smaller area Members in a specific industry

Requirements for Forming a Section Ten or more active dues-paying members A petition to the chapter identifying the section members and the territory the section will include Justification for forming the section

Requirements for Forming a Section Section bylaws Proposed section name Plans for future meetings Elected chair, secretary/treasurer Chair must be a member or a professional member

Section Approval Chapter approval Region/area approval ASSE provides section charter

Chapter Responsibilities Chapter may provide seed money. Section finances are the responsibility of the chapter, including financial reports and section taxes. Chapter distributes a portion of membership dues to the section. Chapter maintains a section roster and section officers.

Chapter Responsibilities Section officers attend chapter executive committee meeting. Chapters share information. Chapters encourage sections to build membership to petition for chapter status.

Student Sections Formed at Colleges and Universities to foster the future development of the safety profession Activities focused on student needs

Student Section Formation Identify undergraduate and graduate safety programs within your chapter’s jurisdiction. Contact the department or program chairperson. Explain the requirements for forming a student section. Call member/region affairs at ASSE for a student section formation kit.

Chapter Structure ASSE is non-profit association tax exempt under Section 501(c) 6. Each chapter has its own tax identification number. Chapter should also be tax exempt in each state. Most states do not exempt ASSE from sales tax.

Chapter Bylaws Set of rules adopted by the chapter for governing its meetings and activities Approved by RVP Copy retained at Society headquarters Reviewed by the chapter annually and updated, as necessary

The Importance of Chapter Strategic Planning Stimulates thinking about future programming Reveals ways to improve chapter events and communications Determines methods of recruiting and retaining membership Builds teamwork Develops future leadership

Chapter Officers President President-Elect Secretary Treasurer Delegate (delegate per 250 members)

Chapter Board Member’s Commitment The primary role of the chapter’s board of directors is to maintain fiscal integrity, set long-term planning goals, and provide the necessary environment to accomplish the chapter’s goals.

Officer Qualifications/ Terms of Office Each elected officer shall be a Society member for one year prior to taking office. Only a Professional Member or Member may hold the offices of President, President-Elect or Delegate. The term of elected officers shall be for one year, beginning July 1, smaller chapters may elect officers for two-year terms.

Chapter Officer Election Process Nominating committee shall consist of 3 to 5 persons. Candidate names and qualifications shall be published and distributed to the chapter membership 60 days in advance of the election. Election of officers shall be held at the April/ May meeting or by mail ballot, per Chapter bylaws.

Chapter President Provides leadership to the chapter and its members Represents the Society and the chapter in the community Has overall responsibility for the development of potential, new and experienced board members

Chapter President Ensures that procedures are established and maintained regarding how the board will act and make decisions, and how the board will monitor itself in executing its legal and ethical responsibilities to the chapter Develops specific annual goals from the chapter’s strategic plan

Chapter President Responsibilities Appoints standing committee chairs Monitors and supports the activities of chapter officers and committees Prepares and presides at Executive Committee and chapter meetings. Represents the chapter at the ROC meeting Submits required reports

Five Keys to a Successful Presidential Term Set objectives Gain commitment Delegate Supervise Recognize accomplishments

Set Objectives Setting objectives encourages the Chapter to follow good management practices; Solidifies the leadership team; Establishes accountability between officers and members, and provides a common direction for the membership.

Get Commitment Calling for officer input establishes a sense of responsibility for accomplishing the objectives; Collectively determines the objectives for the year; Creates a sense of unity and partnership with the Board and the membership.

Delegate and Supervise Define the specific outcome required. Meet and agree upon the responsibilities and time frame. Inform others of who is coordinating the project. Follow-up.

Recognize Accomplishments Recognizing volunteers gives them a sense of appreciation and accomplishment. Recognizing volunteers for their contributions enhances their performance and increases their level of volunteerism.

President-Elect Responsibilities Prepares to become the next chapter president Serves as chair of designated committees Supervises chapter special events Liaison with chapter sections Acts For President in his/her absence Succeeds to the office of the President if the President is unable to serve

Chapter Secretary Responsibilities Handles Correspondence and Records Relating to Chapter Administration Records Minutes and Maintains Motion Log Notifies members of meetings and activities and distributes chapter mailings. Assists in preparation of annual report Maintains chapter charter and files

Chapter Treasurer Responsibilities Manages chapter financial operations Prepares chapter budget Prepares chapter financial statements Prepares IRS reports Prepares annual financial report Oversees annual audit Maintains all financial records

Internal Control: Bank Accounts Account in chapter’s name Use chapter’s tax identification number Two signatures on checks Notify ASSE of change in banks

Internal Control: Cash Receipts All checks should be made payable to the chapter Deposit funds weekly Reconcile bank account monthly

Internal Control: Cash Disbursements Approved by officer or committee chair Original invoices only Mark invoice paid Prepare payment request if no invoice Two signatures for large amounts

Internal Control: Financial Statements Balance records monthly Monthly financial report to executive committee Show budget to actual Review any unexpected variances

Internal Control: Audit Recommended annually Independent audit for larger chapters Audit by chapter task force for smaller chapters with executive committee approval Auditor can also prepare tax returns, if required.

Chapter Delegate Responsibilities Represents chapter at House of Delegates (HOD) meeting Acts on mail ballots when necessary Attends chapter Executive Committee meetings Serves on other chapter committees Reports on HOD proceedings to chapter membership

Benchmarks of An Effective Chapter Elects officers annually and provides board member orientation and training. Operates under a current set of bylaws. Engages in strategic planning. Officers and chairs understand and implement the chapter’s goals.

Benchmarks of An Effective Chapter Develops and reviews the chapter’s programs and budget. Executive and standing committees meet regularly. Follows an established process for decision making. Conducts an annual review of its work.

Benchmarks of An Effective Chapter Members are knowledgeable about ASSE and the safety profession. Members provide the benefit of personal expertise and experience. Actively promotes ASSE membership. Recruits future chapter leadership.

Key Chapter Dates Officer Report Form due June 1. Society & Chapter Officers begin terms July 1. Annual & Financial Reports due Aug. 15. 990/990T Forms due to IRS Nov. 15. Delegate counts determined December 31. Deadline for Society Election Ballots April 1st.

ASSE Resources Available for Chapters Annual Leadership Conference Annual Chapter Achievement Award Program Chapter Officer Recognition Awards Chapter Newsletter: Chapter & Verse Chapter Administration Guide Model Bylaws

ASSE Resources Available for Chapters Chapter Membership Chair Manual Chapter Officer Training Manual Chapter Meeting and Event Planning Guide Chapter Long-Range Planning Guide Government Affairs Handbook Newsletter Enhancement Kit

ASSE Resources Available for Chapters Chapter Territory List Table Top Display Booth ASSE Banner Chapter Alpha Roster Chapter Roster Update Chapter Statistical Reports

ASSE Resources Available for Students Student Section Formation Kits Careers In Safety pamphlet College & University Safety Degree Programs booklet Scholarships by State Scholarships through ASSE Foundation Student Newsletter: ClassEdition