1. Chapter Secretaries’ Workshop Steven D. Johnson Sooner State Chapter Secretary SCTE

2. Chapter Secretary Responsible for maintaining chapter compliance 2-year term; may be re-elected One of the most time-consuming Official recording officer Maintain contact with National The Heart of the Chapter

3. Position Responsibilities Maintain Chapter Records and Documents - Bylaws, Board Meeting Minutes, Meeting Reports, Strategic Plan -Chapter Membership Lists -Chapter Board Contact List

4. Communication is Key Communicate with chapter membership Communicate with chapter board Communicate with SCTE National Communicate with chapter Webmaster - Events, meetings, Board is current on chapter Web site

5. First of the Year Duties Board Officer Contact List –Available in MS Word (CORe site) Email, Fax, or Mail to National Board list on SCTE Web site Chaplist is updated Membership Directory and Databases are updated

6. Secretaries’ Toolkit CORe web page SCTE Compliance Information 2007 Compliance Matrix Chapter Bylaws Template and forms Board Meeting Minutes Templates

7. Secretaries’ Toolkit (cont.) Strategic Planning Information Technical Seminar Report Forms Chapter Leader Roster SCTE Chapter Support Structure Certification Testing Report Form

9. Strategic Plan Templates available on CORe site Calendar of events for the year Be sure to submit copy to National and keep a record in the chapter files –Review during each Board Meeting to keep on track

10. Annual Review Chapter Bylaws –Submit changes or signed review form –Available on CORe Web site –Changes are approved by Operations Committee and then by the National Board of Directors Bank Signature Card –Copy of new card or notification that it is current should be received by April 30

11. Board Meetings Board must meet a minimum of 4 times a year Record board attendance to document absences- may be removed according to bylaws Need a quorum to vote Treasurer’s report presented and reviewed at each board meeting

12. Board Meeting Reporting Templates are available on CORe Web site Copy of minutes submitted to National –within 30 days (compliance) –within 7 days (5 points per meeting) Distribute minutes to all board members Impact on compliance matrix

13. Meeting Announcements Create flyer with meeting details Distribute via email –Include SCTE Chapter Support staff member or chapters@scte.org Create meeting announcement for distribution at local system offices –Template on CORe website Snail mail

14. At the Meeting Attendance Rosters –Have a list of current SCTE members Certificates of Attendance, if requested –Available on CORe Thank you note for the speaker

15. Meeting Reports A minimum of 30 technical training hours per year are required Meeting reports and rosters submitted to National within 30 days of close of quarter (compliance) Report submitted within 30 days of meeting - 10 bonus points per meeting

16. How Do I Submit a Meeting Report?

17. PDF Meeting Report Form PDF available on Web site Fax it Snail Mail it

18. Online Meeting Report Form

19. Where? Fax: 610-363-5898 Mail: Chapter Support c/o SCTE 140 Philips Road Exton, PA 19341 Email: chapters@scte.org

20. Maintaining Chapter Database SCTE database –SCTE National can share database Export Excel lists of affiliates and prospects Better registration site Internet connection at meetings? –Sign members up on site –Take registrations online

21. Check What? Check chapter PO Box for mail Check SCTE Web site for accuracy - Meeting details - Chapter Board - Chapter address & contacts

22. And Finally.....