1. BUILDING PROFESSIONAL BRIDGES SPANNING THE FUTURE Chapter Officer Orientation February 3, 2009 1 PM ET

2. Introductions Jennifer Steffan, Chapter Relations Manager jsteffan@nigp.org jsteffan@nigp.org 800-367-6447 ext 232 Belinda Reutter, Director Member Services breutter@nigp.org 800-367-6447 ext 231 Denise Groat, Chapter Support Coordinator dgroat@nigp.org 800-367-6447 ext 234

3. Purpose of Webinar Educate chapter officers on their role as leaders NIGP services offered to chapters

4. Officer Expectations Submit required forms to NIGP Submit required legal and financial forms Provide educational opportunities for members Member retention and recruitment Recruit and train new leaders Act as the local face of NIGP

5. Chapter Relations Committee Committee Members Chair: Cathy Barker barkerca@umkc.edubarkerca@umkc.edu Vice Chair: Robin Rickard robin.rickard@state.or.usrobin.rickard@state.or.us Linda BowersCheryl McCaffery DeWight Dopslauf (BC)Paul R. Nobles James Falls Gord J. Sears (BC) Joan E. GrahamJean Stephenson Laura JestingsBrian Woodall Debra Kaminski

6. Chapters by Region

7. Board Members by Region Region I – CT, ME, MA, NH, HY, RI, VTRegion VI – Al, AR, LA, MS, TNRegion IX – AZ, CA, NV, NM, UT Paul Brennan, CPPO, CPPB, C.P.M.Stephanie Creed, CPPO, CPPBMarcheta Gillespie, CPPO, CPPB, C.P.M., CPM brennanp@co.rockland.ny.usscreed@co.pulaski.ar.usbrennanp@co.rockland.ny.usscreed@co.pulaski.ar.us marchest.gillespie@tucsonaz.govmarchest.gillespie@tucsonaz.gov 845-364-3824501-340-8390520-837-4133 Region II – DE, DC, MD, NJ, PARegion VII - FLRegion XII – AK, HA, ID, MT, OR, WA, WY Edmund Grant, CPPO, CPPB, RPPOKirk Buffington, CPPO, C.P.M., MBADavid Davis, CPPO grante@co.cape-may.nj.uskbuffington@fortlauderdale.govgrante@co.cape-may.nj.uskbuffington@fortlauderdale.gov davida@wsdot.wa.govdavida@wsdot.wa.gov 609-465-1181 954-828-5933360-570-6711 Region III – IN, KY, MI, OH, WVRegion VIII – IA, IL, MN, NE, ND, SD, WIRegion XIII- Canada Kenneth Koester, CPPO, C.P.M., A.P.P.Michael Bevis, CPPO, C.P.M.Gord Sears, CPPB Koester_k@hccanet.orgbevism@naperville.il.usKoester_k@hccanet.orgbevism@naperville.il.us gsears@newmarket.cagsears@newmarket.ca 513-728-7924630-548-1406605-953-5335 Region IV – VARegion IX – TXAt-Large Seat XIV Katherine Elgin, CPPO, CPPBDeWight Dopslauf, CPPB, C.P.M., A.P.PKeith Glatz, CPPO kelgin@leesburgva.govdewight_dopslauf@hctx.netkelgin@leesburgva.govdewight_dopslauf@hctx.net keithg@tamarac.orgkeithg@tamarac.org 703-737-7176713-755-4656954-597-3567 Region V – GA, NC, SCRegion X – CO, KS, MO, OKAt-large Seat XV Sandra Wright, CPPBJudith Meisel, CPPO, CPPBBobbi Matthews, CPPO, CPPB wrightsa@dhec.sc.govjmeisel@olatheks.orgwrightsa@dhec.sc.govjmeisel@olatheks.org bobbi.matthews@portofportlans.combobbi.matthews@portofportlans.com 803-898-3509913-971-8720503-944-7590

8. Chapter Resource Guide

9. Chapter Support From National In this section you will find: NEW – National Chapter Service Listing Year-at-a-Glance Calendar Chapter Visit Requests Chapter Connection Newsletter as well as Chapter Affiliate Newsletters Awards Program Chapter Events at Forum FREE Webinars for Chapter Leaders Purchasing Month Activities Rebate Program Who’s Who at NIGP

10. Chapter Support From National NIGP Year at a Glance Calendar Visit Policy Each chapter is eligible for an Official Visit every 4 years Submit a Request Form to Schedule Regional visits by board representative Connection Newsletter Published 4 times a year Encourage chapters to submit articles on what is happening in your chapter Tips on writing newsletters Links to other chapter newsletters

11. Chapter Support From National Chapter Awards Program Chapter of the Year Award – Changes to Submission format Small = less than 80 members Medium = 81 to 200 members Large = 201 or more members Buyer of the Year Award Manager of the Year Award Recognize local award winners Applications Due May 4, 2009 FREE Webinar: February 24 Chapter Events at Forum Chapter Leadership Symposium Chapter President’s Lunch Chapter “Best Practices” Workshop

12. Chapter Support From National FREE Webinars to Chapter Officers Chapter Awards - February 24, 2009 NIGP Sponsored Chapter Seminars – March 31, 2009 Chapter Tax and Legal Issues - November TBD Purchasing Month Activities Check the website for ideas Have your state issue a proclamation Chapter Rebate Program Receive $25 for having non national members apply for and become new agency members to the institute

13. Administration and Finance: Guidelines and Templates In this section you will find: Financial Management Tool Chapter Banking Record Retention Chapter Insurance Chapter Financial Report Tax and Legal Issues

14. Administration and Finance Financial Management and Banking Essentials to chapter banking Templates: Cash Disbursements and Receipts Samples: Disbursement Policy and Purchase Authorization Chapter Insurance – New for April 2009 NIGP to offer no-cost general liability insurance to chapter affiliates Three different types of insurance: General Liability, Director’s & Officers and Event Insurance

15. Administration and Finance Chapter Financial Report Due March 1 NIGP does NOT submit for tax purpose and you are required to file your own Tax and Legal Issues Group Exemption Enrollment/Update Form Due March 1 (for only those who are currently in NIGP GE or are in the process) NEW – All NIGP must be included under NIGP’s Group Exemption or purchase Exemption on their own by 2010. (Free through NIGP) Chapters Filing 990 – Sent in email on online this month Charles ‘Chip’ Watkins Law Offices Webster, Chamberlin & Bean 202-785-9500 cwatkins@wc-b.com

16. To ask a question, press *1 on your touchtone phone. This places your call into an electronic queue. To submit a question over the web, type your question in the upper part of your Q&A window and click on “Ask”. Thank you for your questions Questions

17. Particulars on Governance In this section you will find: Officer/Volunteer Job Descriptions Chapter Bylaws Templates Strategic Planning Code of Ethics Board Policy Manual for Chapters Chapter Operations Manuals Chapter Officer Form Member Data Form

18. Particulars on Governance In this area you will find samples that other Chapters have submitted: Chapter Officer Descriptions Chapter Bylaws Strategic Planning Chapter Operations Manuals All chapters are encouraged to share their documents Please send to jsteffan@nigp.org to be includedjsteffan@nigp.org

19. Particulars on Governance Chapter Officer Data Form Due January 31 Policy requires that the President, Vice President, and one other officer hold an NIGP national or agency membership

20. Particulars on Governance Chapter Member Data Form - Due January 31 Participation Discount Incentives. 1.Participation discount – offered for chapter members who are also NIGP national members. $12 each chapter-only member $6 each chapter member who is also NIGP natl. mbr. 2. Participation discount – offered for chapter members who are also NIGP national members, AND Chapter submitted electronic chapter roster for NIGP promotional marketing. $10 each chapter-only member $5 each chapter member who is also NIGP natl. mbr. 3. Participation discount – offered for chapter members who are also NIGP national members, AND Chapter submitted electronic chapter roster for NIGP promotional marketing, AND utilizes NIGP’s online event registration service in 2007. $8 each chapter-only member $4 each chapter member who is also NIGP natl. mrb.

21. Target Marketing: From Membership to the General Public In this section you will find : Membership Recruitment and Retention Marketing Your Chapter Marketing NIGP national membership Public Relations

22. Education, Meetings and Conferences In this section you will find: Chapter Seminar Agreement Reference Guide for Hosting Seminars Chapter Survey of Educational needs Seminar Forms Hosting Seminar Check List FREE NIGP Event Registration Service Seminar Flyer Templates Listing of Chapter Conferences and Trade Shows Chapter Hosted Webinars

23. Education, Meetings and Conferences Seminar Survey to Chapter Membership Schedule seminars 6 months to a year out NEW Hosting Reference Guide & Check List FREE NIGP Registration Services Create web page for each event Process registrations and payments (includes credit card payments) Send registration reports to chapter If canceled, NIGP will notify registrants and issue refunds National Membership Listing Request in writing to jsteffan@nigp.orgjsteffan@nigp.org Use to market courses, membership or conferences Seminar Hosting Rebates Host 1-4 Seminars and receive 15% Host 5 or more and receive 20% Fiscal year July 1 – June 30 NEW Additional 10% for Chapters who have 15 or more student in a 3-day foundation seminar NIGP to help with marketing seminars 30-day cut off for seminars

24. Education, Meetings and Conferences What to watch for in this section: Reference guide to hosting NIGP seminars Tool kit including all documents and forms for hosting NIGP seminars Tips on how to plan a meeting Marketing flyers for each of NIGP seminars to help market courses locally Tips on how to host a Reverse Trade Show FREE Webinar – March 31 Hosting NIGP Seminars

25. Communication Tools Chapter Connection Newsletter Leaders-in-the-Loop Chapters E-net Discussion List

26. Who to Contact Certification Questions: certification@uppcc.orgcertification@uppcc.org NIGP National Membership: membercare@nigp.orgmembercare@nigp.org Hosting NIGP Seminars: Michael Romero mromero@nigp.orgmromero@nigp.org Patrice Freeman pfreeman@nigp.orgpfreeman@nigp.org Nic Burke nburke@nigp.orgnburke@nigp.org

27. Thank You Next Webinar February 24, 2009 1pm ET Chapter Awards Email chapters@nigp.org bychapters@nigp.org February 13 th to register.

28. To ask a question, press *1 on your touchtone phone. This places your call into an electronic queue. To submit a question over the web, type your question in the upper part of your Q&A window and click on “Ask”. Thank you for your questions Questions