1. Chapter Annual Reports and Chapter Delegates
Wednesday March 8, 2017
1:00pm EST
Sean McGowan
Director, Member and Chapter Services
Susan Emert
Manager, Member and Chapter Services
Good afternoon, and welcome to AFCEA’s Chapter Training Webinar focusing on Chapter Annual Reports and Chapter Delegates.
My name is Sean McGowan, Director, Member and Chapter Services for AFCEA. Also joining me is Susan Emert, Manager of Member and Chapter Services.
I’d like to thank you all for taking time out of your day to participate in this session.
Our goal is to make the Annual Reporting process as clear and simple for you as possible. We know that you are all volunteers, and we cannot thank you enough for all that you do for AFCEA.
This presentation includes detailed screen shots from the AFCEA member portal, so there’s no need for you to log in to follow along.

2. Introduction
Annual Report & Chapter Delegates – On-line Submission Through Chapter Officer Tools
ID = 8 Digit Membership Number
Password = Last Name (default)
The Chapter Annual Report and delegate selection tool are available on-line, as part of the Chapter Officer Tools section of the AFCEA member portal.
You can log in using your 8 digit AFCEA membership number and your password (which will be your last name, unless you’ve already logged in and changed it.)
Just a reminder - the annual report must be completed by close of business, east coast time on Friday, March 24.

3. Portal Home
If you have access to the Tools for your chapter, you’ll see it as a menu option to the left of your personal profile.
If you don’t see the chapter tools in your profile, please contact us so we can set up access for you.

4. Annual Report Mandatory: Otherwise Not Eligible for Chapter Awards
Calendar Year Reporting
Includes Chapter Delegates Selection
One important thing to note – the Annual Report is different from the Model Chapter of the Year report. Model Chapter is a voluntary awards program.
The annual report is a mandatory governance requirement that all chapters must complete.
It’s also a pre-requisite for chapters to be eligible to win chapter awards.
There are two parts to the Annual Report process – the report itself, plus the selection of chapter delegates.

5. Annual Report New this year: Chapter Tax Form upload tool
Section for official chapter mailing address
There have been a few changes to the report this year. The first is the addition of a section to capture an official mailing address for the chapter, if one exists.
We’ve also included the ability for chapters to upload their tax returns for the reporting year using our upload tool.
I’ll talk more about these changes later in the webinar, as we go through each section of the annual report.

6. Annual Report (cont’d)
Events auto-populate from AFCEA calendar
Manual entry not an option
If events are not entered, submission will not be considered complete
All calendar events for past report year and current year are included
Entry for month that chapter leadership changes
Chapter resume auto-pull from website
I’ll address the report form first, then Susan will discuss the selection of delegates.
The good news is that a lot of the information needed for the report pulls directly from the AFCEA website or from last year’s report.
All chapter events pull directly from the AFCEA calendar. If your chapter has been adding events to the calendar all along, they will appear in the report and you won’t have to do any additional work.
There are several yes/no questions about chapter leadership changes, and accuracy of the chapter focus information we have on file.

7. Annual Report (cont’d)
Now I’ll walk you through the Annual Report.
In the Chapter Officer Tools menu, “Chapter Annual Report” is the 10th option from the top.

8. Annual Report (cont’d)
Once you’ve selected the report link, you’ll see links to “submit report” and “submit delegates” for the current year. In this case, you’re completing the report for calendar year 2016.
You can complete these two tasks in any order you like, but for the purpose of this webinar we’ll choose submit report first.

9. Annual Report (cont’d)
The first section of the report is an overview of the chapter officers we have on file. You can add new officers using the button at the bottom of the section, or edit information about existing officers by clicking on the “edit” icon to the right of their name.
In this section you can also let us know which month your chapter leadership typically transitions.

10. Annual Report (cont’d)
This next screen shows the form for adding an officer or editing existing officer information.
Just a reminder – you have the ability to update this information at any time, not just as part of the annual reporting process.
Simply select the “maintain chapter officers” link in the Chapter Officer Tools.

11. Annual Report (cont’d)
This next screen shows the new section for capturing an official chapter mailing address. This is only applicable for chapters who have a PO Box or other long-term mailing address for official correspondence.
Many chapters do NOT have a separate address, but instead use the address of the current President – that is fine too. And those chapters do NOT need to complete this section.

12. Annual Report (cont’d)
The next section addresses the AFCEA International Ethics Code.
The ethics document was included as an attachment to the that went out last month about the Annual Report. It is also available here as a pdf - the text “AFCEA International Ethics code” is a direct link to the document.
Chapter Presidents should ensure that their fellow officers have read and intend to comply with the standards included in the ethics document. We recommend doing this at a chapter board meeting or via prior to the report being finalized.
As a best practice, this document should be shared with all new officers when they are sworn in. We’ll continue to ask the compliance question every year in this report.

13. Annual Report (cont’d)
Next up is a chance for you to review the chapter focus we have on file for the chapter - this information appears on the chapter landing page on the AFCEA website and is a great resource for potential new members and chapter sponsors.

14. Annual Report (cont’d)
The next section captures chapter financial data. This information actually pulls directly from the previous year’s report, so it’s simply a matter of updating the income, expense, and reserve numbers plus verifying that the account information remains the same. In this case, I removed the data that pulled from 2015.
The yes/no questions at the end apply to tax filings and contract review. Non-US chapters with no IRS requirements will select no for the first question (about the 990 form) and then skip to the next yes/no question about general tax and financial requirements.
Also new this year - we have included a tool for chapters to upload your tax return documents. If you’ve already filed – you can upload your 990 forms here. We know some chapters file extensions and have not yet filed for the reporting period – in that case, you can simply upload a financial statement instead with a note saying the tax returns will be uploaded once completed and filed with the IRS.
Remaining compliant with tax and financial requirements is obviously very important, especially here in the US to maintain non-profit status with the IRS. Please feel free to contact me if you have any questions about your chapter’s current filing status.

15. Annual Report (cont’d)
Next is the section covering Chapter Educational Foundation financial information. For the most part, the fields and questions here are the same as they are in the chapter operations financial section.
There are two additional fields here though. The first is a yes/no question asking if the chapter’s educational foundation has actively solicited donations from the public – either individual/corporate donations or specific fundraising campaigns.
The last field in this section is asking for the “Total Net Revenue” collected by, or allocated to, the chapter educational foundation in the previous year. This is the number that will determine the 6% chapter assessment to support the AFCEA International Educational Foundation. This field is required, so if your chapter did not generate revenue or if this question is otherwise not applicable, please enter “zero” in this field.

16. Annual Report (cont’d)
Next up is information on chapter meetings and events.
The “meetings” section refers to actual officer, excom, or board meetings versus traditional “events” such as luncheons or IT days.
The events section below that pulls right from the AFCEA calendar. If you’ve already added all of your chapter’s 2016 events, you’re all set. If you haven’t , you can still add last year’s events before you finalize the report, and we’ll touch on that process at the end of the presentation.

17. Annual Report (cont’d)
There are a few yes/no questions that follow, along with text blocks for information about chapter sponsors.

18. Annual Report (cont’d)
The next two sections cover chapter scholarship and other educational programs, and are fairly simple.
Both of these pull data from the 2015 report, so it’s simply a matter of making updates for 2016.
This first part asks for information on scholarship programs.

19. Annual Report (cont’d)
The second part collects info on grants and other education programs for the previous year.
In addition to the information on scholarships and grants, you also have the ability to provide more detail on your chapter’s programs in the text box at the bottom.

20. Annual Report (cont’d)
The final section has a series of yes/no questions about attendance at chapter business meetings held in conjunction with major AFCEA international events, as well as participation in the individual awards program, among others.

21. There’s also an opportunity to add a chapter best practice, but this is not required.
Finally, we are looking for information about continuing education opportunities at the chapter level.
Offering pre-approved continuing education sessions at International events has been a tremendous success, especially in attracting government and military attendees. We would be happy to work with you to bring continuing education content to your events - please contact me offline after the webinar for more information.

22. Annual Report (cont’d)
That’s it for the report itself. You and your fellow officers can log in as many times as necessary to complete the report. Simply save your progress after each session.
Once you’ve saved progress the first time, you’ll see a “Submit Final Report” button during your next visit – we’ll get back to that at the end of the presentation.
Next up is delegate selection – Susan will walk you through that process.

23. Chapter Delegates Part of Annual Report – therefore also mandatory
Delegates represent their chapters in the annual Spring on-line election of AFCEA International’s Board of Directors
Ensure your delegates are aware they need to vote!
Will be ed voting link later in the spring
Approve or reject entire slate of officers
Number of delegates determined by the number of active members in each chapter (minimum of two)
Multiple individuals can cast one vote each or one or more designated representatives can cast all (or multiple) votes
Ensuring that chapter delegates participate in the election is really important for the governance of the association and we appreciate your help

24. Chapter Delegates
There are two ways of getting to the delegates landing page
When you’ve finished (or saved progress) in the report, you’ll be taken to the delegate selection tool
Click on the Chapter Annual Report link under Chapter Officer Tools and you’ll see links to “Submit Report” and “Submit Delegates” for the current year as shown here
In this case, click on “Submit Delegates”
You are submitting delegates for calendar year 2017

25. NUMBER OF VOTES
Every chapter receives one delegate vote per 100 members, with a minimum of 2 delegate votes per chapter
The maximum number of votes is shown against each chapter member
This will automatically change as you choose the amount of votes each delegate will have
It does not mean each person has five votes!
You have several options on how to assign these votes
Many smaller chapters choose to assign one delegate vote per person – so if they are eligible for 2 votes based on chapter size, they’ll have 2 people casting one vote each
Larger chapters may not want to assign one vote per person
It’s easier to ensure that one or two people vote than it is 25!
Aberdeen, our example here, has 5 delegate votes and may choose to distribute these between one to five members

26. SEARCH
Individuals must be an active AFCEA member and affiliated with your chapter in order to be selected as a delegate
They do not need to be a designated chapter officer
The easiest way to find a specific person in this list is to do a search on last name
Smaller chapters can also use the last name index at the top of the screen
For this example, I’ve searched for the Aberdeen Chapter President, Tim Jahnigen
I’m going to divide the chapter’s 5 votes among 3 members of their leadership team

27. Chapter Delegates (cont’d)
DELEGATE SELECTION
To change the default setting, simply change the votes from 5 to 2 in the box next to Tim’s name and choose “Select Delegate”
Then click on Add Delegate if you have more votes to assign

28. Once you’ve found your next member, you can follow the same process as before - change the number of votes per delegate and hit select
In this case, I’ll again change the setting to give Mike 2 delegate votes
Once I hit “Select Delegate”, the system will again recognize that 4 votes have now been assigned and will default to 1 remaining vote
You can assign these in any percentage you’d like
I could have given Tim 1 vote, or all 5, or anything in between
Do whatever works best for your chapter

29. SELECTION REVIEW
Once you’ve assigned all of your votes, you can review your selections here
This will also be your view if you decide to go back in at a later time to update your delegate selection
You can remove one or all of your selections by clicking on the red X next to their name
At that point, you’ll have access to the selection tool again with the correct number of delegate votes available
Now you are done with delegate selection!

30. Chapter Delegates Summary Choose and submit your chapter delegates
Tell your delegates they have been chosen to represent your chapter
Ensure your delegates vote online when they receive the in the spring!

31. Finalizing the Annual Report
Thanks Susan! Going back to the report form now – As I mentioned earlier, once you’ve logged in for the first time and saved progress, you’ll see a “submit final report “ button during future visits.
If you are continuing to make additions, just select save progress each time you are done.
When you’ve completed the entire report and it has been reviewed by the chapter president, you can select the “submit final report” option. Once you’ve made this selection you can’t go back into the report, so only choose this option when you are truly done.
Remember – the report must be completed by COB, March 24 .
At this point, you’re done until next year!

32. AFCEA Calendar Past Events Can Still Be Entered For 2016
Chapter Calendar Tools
“Submit Calendar Event”
Information Used on Print Calendar at International Events and in Weekly Digest s
Before we finish, let’s quickly go back to the calendar.
If you have events missing from the calendar, don’t worry! You can still go back to the Chapter Tools and add past events to the calendar.
There is a separate “Chapter Calendar Tools” option available next to the chapter officer tools.
I encourage you to get in the habit of adding events to the calendar as soon as you set a date and venue. Not only will it make the annual report easier next year, but we also use the calendar to help promote chapter events through the Weekly Digest , SIGNAL Connections, and print calendars at AFCEA events throughout the year.

33. Chapter Delegates (c
Here’s a quick look at the calendar submission form – please contact me if you have any questions on this.

34. Questions ? Please feel free to contact us: Sean McGowan
(703)
Susan Emert
(703)
I know this is a lot of information in a short amount of time, so please let me know if you have any questions.

35. Thank You!
Thank you all for taking the time to participate in this webinar.
We’ve tried to make the annual report as quick and easy as possible, but I know it still takes some time to compile the financial and educational information and we truly appreciate your efforts.
I’d like to thank Susan, plus Jim Griggs and Nick Nolte from our IT staff, for their help putting on this webinar.
Thank you again and have a great rest of the week!