2. The AFA Mission Promote aerospace power and a strong national defense Support the needs of the Air Force and Air Force personnel Explain these needs to the American people

3. Purpose of AFA 101 To acquaint AFA state presidents with their responsibilities and chapter operations.

4. Overview Organizational Requirements The Money Formula Planning Requirements Reporting Requirements Program Requirements Communication Requirements Membership Requirements

5. Organizational Requirements Officers –Elected President, Vice President, Secretary, Treasurer –Appointed VPs (as many as you want for each function) Executive Council –ALL officers - President Chairs –Should meet monthly

6. Organizational Requirements Minimum of 20 voting members Approved constitution and bylaws Minimum of 4 elected officers –AFA Field Operations Guidebook details responsibilities of each elected officer Chapter Officer Roster filed annually Properly submitted reports

7. The Chapter Officers What does that title mean?

8. President 12 monthly Executive Committee meetings 4 quarterly chapter programs 4 quarterly state meetings Regional meetings Countless planning and organizing sessions

9. Vice President Normally in line to succeed the President 12 monthly Executive Committee meetings 4 quarterly chapter programs Other items as directed by the President

10. Secretary Prepare 4 Quarterly Activity Reports 12 monthly Executive Committee meetings 4 quarterly chapter programs Other items as requested by President

11. Treasurer Prepare 4 Quarterly Financial Forms Prepare and monitor annual chapter budget 12 monthly Executive Committee meetings 4 Quarterly Chapter Programs Other items as requested by President

12. Appointed Vice Presidents Leadership Development Membership Communications Aerospace Education (AEF) Government Relations Veterans Affairs Awards

13. The Money Formula How Do You Get Money From AFA HQ? Membership Rebates Support Payments State Allocations

14. Membership Rebates New Member (regular or patron) –New Members (1 or 3 years) - $12.00 –New (not converted) Life - $39.00

15. Membership Rebates No rebates for the following: ·Renewals ·Cadets (count for half of membership goals) ·Complimentary memberships (are not included towards membership goals) ·Community Partners (fully count towards membership goals)

16. Quarterly Support Payments For each member or patron affiliated with the chapter except for new members recruited by chapters Current chapter support payments are figured at $.57 per person, per quarter or $2.28/year Current state support payments are figured at $.195 per person, per quarter or $.78/year and $48.00 allocation per qualifying chapter

17. The Kicker Each chapter or state must meet quarterly activity requirements to qualify for the 100% support payment Each state receives an allocation based on how well the chapters do Your money is inextricably intertwined

18. Qualifications File Operations and Financial Plans annually, along with an Officer Roster Submit Quarterly Activity and Financial Reports Sponsor a minimum of 4 programs or activities each operating year (at least one per quarter) Distribute one newsletter per quarter Meet quarterly membership goals

19. The Incentive Plan

20. Program Newsletter Plans & Roster Reporting Bonus 25% for meeting membership goal Quarterly Apportionment

21. Planning Requirements

22. Annual Operations Plan Quarterly Programs –Purpose –Projected date –Location Monthly Executive and Membership meetings Special Community Partner programs Awards & other special programs Aerospace Education programs Veterans programs

23. Annual Financial Plan Annual Budget Estimated Income Support Payments Membership rebates Community Partner income Program income (e.g. fundraisers) Special funding Newsletter advertising income Additional income Total = $$$

24. Annual Financial Plan (Cont.) Estimated Expenses –Programs/special functions/receptions –Aerospace Education/ROTC/CAP support –Awards –Support to attend national/regional/state meetings and events –Postage, copies, phone calls, etc. –Contributions to regional/state events –Projected purchases from National

25. State/Chapter Officer Roster AFA HQ required to furnish IRS a complete roster of all field units AFA HQ also uses the roster to compile and update National’s mailing list

27. Due Dates Oct. 31 st - State/Chapter Officer Rosters –Original to AFA HQ ATTN: Field Services –Copy to Region & State Presidents Oct. 31 st - Annual Operations and Financial Plans –Original to AFA HQ ATTN: Field Services –Copy to Region and State Presidents

28. Reporting Requirements No $$$ until the paperwork is done!

29. Quarterly Activity Report Should cover every activity Activities are meetings, programs, award ceremonies, special events and anything else chapter members did Be sure to include event synopses, participation in region and state activities, and other items of note like printing of quarterly newsletters, submission of reports, etc.

31. Quarterly Financial Report Must contain complete itemization and details of all receipts and disbursements Receipts and vouchers must be kept in the unit’s files Required to protect the individual who received the funds, the unit and the Association

33. Electronic Reporting Prepare activity & financial reports using standard programs like Word, WordPerfect and Excel Send the reports as attached files –Do not just type reports as text messages in an email Transmit the report to the region president, who will then send it to National Electronic reporting is cheaper and quicker than “snail mail.”

34. Due Dates February 15 th November 15 th May 15 th August 15 th Quarterly Activity and Financial Report forms due to National Forwarding Process: –Chapter sends original & two copies to State President –State President forwards original & one copy to Region President –Region President forwards original to National

35. Program Requirements

36. Each chapter must sponsor a minimum of four programs to include: –An aerospace activity directed at non-AFA members –A business meeting with election of officers –Two activities of the unit’s choice –Report completion in the Quarterly Activity Report

37. Program Requirements A meeting is NOT a program (except when officer elections are held).

38. Communication Requirements

39. Newsletter’s Suggested Contents Officer’s Roster and point of contact information Chapter Activities –Meeting synopses/program recaps –Awards presented/received Upcoming events - who, what, when, etc. Listing of Community Partners Items of interest to National, Region & State

40. Due Dates Newsletters are due once per quarter –copy to each member –copy to the State President –copy to AFA National

41. Membership Requirements

42. 1% of chapter total (as of Oct. 1 st ) per quarter Total is cumulative until it reaches 4% Based on date of receipt, not on postmark May sometimes benefit chapter to buy one membership or more to meet the quota –this serves multiple purposes (e.g. development, outreach, coalition, etc.)

43. A Few Items for the State Presidents Regularly schedule state meetings Approve chapter requests for newsletter excuses –Only one excuse is permitted per operating year per chapter Provide AFA National a list of chapters excused from state meetings in the state quarterly activity report

44. TIPS Maximize the use of AFA’s website resources –Form templates –Chapter Membership Rosters –Weekly updates on units reports received & paid –Field Operations Guidebook and other manuals Maximize use of email - saves on postage Survey chapter members about an email distribution of newsletters

45. More Useful Items 10 complimentary copies of Air Force Magazine Free congressional memberships Membership video sent to every chapter Updated “What’s in it for Me” brochures Letters of support from senior USAF leadership

46. Field Visits File a request through Field Services for a National Officer and/or a staff member to attend a state convention or regional meeting –Submit an email or written request to Field Services Provide details, such as when, where and purpose of attendee (speech, workshop, etc.) Submit request as early as possible

47. Conclusion More active members = more vice presidents More vice presidents = more to report More to report = more money for your chapter More money = more programs More programs = AFA’s mission is met Achieving the mission = more active members