AFA 101

transcript

Briefing on Chapter/State Operations and Requirements

(October 2009)

AFA Mission AFA Mission ((New in 2008New in 2008))

The Air Force Association …The Air Force Association …

EducatesEducates the public about the critical the public about the critical role of aerospace power in the defense role of aerospace power in the defense of our nation. of our nation.

AdvocatesAdvocates aerospace power and a aerospace power and a strong national defense.strong national defense.

Supports Supports the United States Air Force, the United States Air Force, the Air Force Family the Air Force Family and aerospace and aerospace education.education.

AFA VisionAFA Vision To be the premier professional To be the premier professional

military association in the military association in the United States – dedicated to United States – dedicated to aerospace pre-eminence and a aerospace pre-eminence and a strong national defense. strong national defense.

AFA ValuesAFA Values

Integrity FirstIntegrity First Service Before SelfService Before Self Excellence in All We DoExcellence in All We Do

Purpose ofPurpose of AFA 101 AFA 101

To acquaint AFA Volunteers To acquaint AFA Volunteers

with their responsibilities as with their responsibilities as Field Leaders.Field Leaders.

To review Chapter To review Chapter Operations and procedures.Operations and procedures.

OverviewOverview Organizational RequirementsOrganizational Requirements

• State and ChapterState and Chapter The Money FormulaThe Money Formula

• Planning RequirementsPlanning Requirements• Reporting RequirementsReporting Requirements• Program RequirementsProgram Requirements• Communication RequirementsCommunication Requirements• Membership RequirementsMembership Requirements

Tips and Other Things to ConsiderTips and Other Things to Consider

StateStateOrganizational Organizational RequirementsRequirements

At least 2 active chaptersAt least 2 active chapters Approved constitution and Approved constitution and

bylawsbylaws Sponsor an annual state Sponsor an annual state

convention to include business convention to include business meeting/election of officersmeeting/election of officers

Sponsor a minimum of four Sponsor a minimum of four state executive committee state executive committee meetings meetings

StateStateOrganizational Organizational RequirementsRequirements

AND …AND …• File Annual Activity and File Annual Activity and

Financial Plans annually, along Financial Plans annually, along with an Officer Roster (new for with an Officer Roster (new for 2010)2010)

• File Quarterly Activity and File Quarterly Activity and Financial ReportsFinancial Reports

State Organizational State Organizational Requirements (Cont)Requirements (Cont)

OfficersOfficers ElectedElected

President, Vice President, Secretary, President, Vice President, Secretary, Treasurer (Sec/Treasurer may be Treasurer (Sec/Treasurer may be combinedcombined

AppointedAppointed VPs (as many as you want for each VPs (as many as you want for each

function)function) Executive CommitteeExecutive Committee

ALL state officers & chapter presidentsALL state officers & chapter presidents

State Organizational State Organizational Requirements (Cont)Requirements (Cont)

AnnualAnnual• File Annual Activity and Financial File Annual Activity and Financial

Plans annually, along with an Plans annually, along with an Officer RosterOfficer Roster

ChapterChapterOrganizational RequirementsOrganizational Requirements

Minimum of 20 voting membersMinimum of 20 voting members Approved constitution and bylawsApproved constitution and bylaws Minimum of 3 elected officersMinimum of 3 elected officers

AFA Field Operations Guidebook AFA Field Operations Guidebook lists responsibilities of each lists responsibilities of each elected officerelected officer

Chapter Officer Roster filed annuallyChapter Officer Roster filed annually Properly submitted reportsProperly submitted reports

The Chapter OfficersThe Chapter Officers

What does that title What does that title mean?mean?

RequirementsRequirements to Hold Office to Hold Office

Elected Officers (3 or 4)Elected Officers (3 or 4)• Current Member of AFACurrent Member of AFA

Expanded Membership Definition Expanded Membership Definition with 501(c)(3) statuswith 501(c)(3) status

Anyone can be a memberAnyone can be a member• Affiliated with the ChapterAffiliated with the Chapter

Appointed OfficersAppointed Officers• Current Member of AFACurrent Member of AFA• Affiliated with the ChapterAffiliated with the Chapter

… … and Notice That …and Notice That … The The “Contact-Select-Invite”“Contact-Select-Invite”

Goals of the Chapter Plan are all Goals of the Chapter Plan are all included as an included as an italicized italicized task in task in one of these job descriptionsone of these job descriptions• Especially your APPOINTED vice-Especially your APPOINTED vice-

presidentspresidents• So … if the job isn’t filled …So … if the job isn’t filled …• Someone else will have to pick up Someone else will have to pick up

the responsibilitythe responsibility

Chapter PresidentChapter President Recruits new AFA membersRecruits new AFA members Conducts 12 monthly Executive Conducts 12 monthly Executive

Committee meetings w/AgendasCommittee meetings w/Agendas Conducts 4 quarterly chapter programsConducts 4 quarterly chapter programs Attends 4 quarterly state meetingsAttends 4 quarterly state meetings

(if held by State)(if held by State) Attends Regional meetingsAttends Regional meetings Conducts other planning and organizing Conducts other planning and organizing

sessions as requiredsessions as required Recruits and mentors new officersRecruits and mentors new officers

Appoints committee VP’sAppoints committee VP’s Prepares/Submits Annual Activity PlanPrepares/Submits Annual Activity Plan Submits Annual Financial PlanSubmits Annual Financial Plan Submits Officer RosterSubmits Officer Roster Submits 4 Quarterly Activity ReportsSubmits 4 Quarterly Activity Reports Submits individual and unit awards to stateSubmits individual and unit awards to state Makes personal contact with senior Makes personal contact with senior

officers/NCOs at least once per quarterofficers/NCOs at least once per quarter Makes personal contact with representatives Makes personal contact with representatives

of aerospace industry (if located in chapter of aerospace industry (if located in chapter area)area)

Chapter President (Cont)Chapter President (Cont)

Vice PresidentVice President

Recruits new AFA membersRecruits new AFA members Normally in line to succeed the Normally in line to succeed the

PresidentPresident 12 monthly Executive Committee 12 monthly Executive Committee

meetingsmeetings 4 quarterly chapter programs4 quarterly chapter programs Other items as directed by the Other items as directed by the

PresidentPresident

Trains to replace presidentTrains to replace president Assists President is all aspects of Assists President is all aspects of

operationsoperations Recruits, mentors and coaches Recruits, mentors and coaches

other officersother officers• Assumes special project Assumes special project

assignmentsassignments

Vice President (Cont)Vice President (Cont)Vice President (Cont)Vice President (Cont)

Secretary*Secretary* Recruits new AFA membersRecruits new AFA members Prepare Chapter Officer RosterPrepare Chapter Officer Roster Prepares 4 Quarterly Activity ReportsPrepares 4 Quarterly Activity Reports 12 monthly Executive Committee 12 monthly Executive Committee

meetingsmeetings 4 quarterly chapter programs4 quarterly chapter programs Custodian of the Chapter ConstitutionCustodian of the Chapter Constitution Other items as requested by PresidentOther items as requested by President *May be combined with Treasurer*May be combined with Treasurer

Treasurer*Treasurer* Recruits new AFA membersRecruits new AFA members Prepare 4 Quarterly Financial ReportsPrepare 4 Quarterly Financial Reports Prepare and monitor annual chapter Prepare and monitor annual chapter

budgetbudget 12 monthly Executive Committee 12 monthly Executive Committee

meetingsmeetings 4 Quarterly Chapter Programs4 Quarterly Chapter Programs Other items as requested by Other items as requested by

PresidentPresident *May be combined with Secretary*May be combined with Secretary

Appointed Vice Appointed Vice Presidents/CommitteesPresidents/Committees

Leadership DevelopmentLeadership Development ProgramsPrograms MembershipMembership Community PartnersCommunity Partners CommunicationsCommunications Aerospace Education Aerospace Education Government RelationsGovernment Relations Veterans AffairsVeterans Affairs AwardsAwards Cadet OperationsCadet Operations

More active members = more vice presidents More active members = more vice presidents

More vice presidents = more to reportMore vice presidents = more to report

More to report = more money for your chapterMore to report = more money for your chapter

More money = more programsMore money = more programs

More programs = AFA’s mission is metMore programs = AFA’s mission is met

Achieving the mission = more active membersAchieving the mission = more active members

The Way it Works …The Way it Works …

Leadership DevelopmentLeadership Development Serve as chairman of chapter nominating Serve as chairman of chapter nominating

committeecommittee Complete reports as directedComplete reports as directed Introduce and provide leadership trainingIntroduce and provide leadership training Assess the performance of members for Assess the performance of members for

future advancementfuture advancement Assist in awards program for those who Assist in awards program for those who

have done a good jobhave done a good job Insure all required term limits are Insure all required term limits are

enforcedenforced Attend executive committee meetingsAttend executive committee meetings

ProgramsPrograms

Coordinate programs which achieve Coordinate programs which achieve the goals of the Strategic Plan for the goals of the Strategic Plan for the year (“Conduct or Support” the year (“Conduct or Support” goals listed on the next slides)goals listed on the next slides)• Look for Look for “Contact-Select-Invite” goals“Contact-Select-Invite” goals

under the job descriptions of each under the job descriptions of each appointed vice-president appointed vice-president

Brief on status of all programs at Brief on status of all programs at monthly executive committee monthly executive committee meetingsmeetings

ProgramsPrograms

• At least one outreach program for non-At least one outreach program for non-choir audience per yearchoir audience per year

• At least one program for AFA members At least one program for AFA members that promotes an understanding of that promotes an understanding of national defense or aerospace issues national defense or aerospace issues per yearper year

• At least one aerospace or science, At least one aerospace or science, technology, engineering and math technology, engineering and math (STEM) program per year(STEM) program per year

• At least one program to At least one program to recognize/support USAF/ANG/AFRESrecognize/support USAF/ANG/AFRES

Programs (Cont.)Programs (Cont.)

• At least one program to support families At least one program to support families of the deployed forcesof the deployed forces

• An education program or activity for An education program or activity for dependentsdependents

• At least one program to support At least one program to support veterans/retirees per year (with Veterans veterans/retirees per year (with Veterans Affairs VP) Affairs VP)

• At least one program to support CAP, At least one program to support CAP, JROTC or AFROTC (with Cadet Operations JROTC or AFROTC (with Cadet Operations VP)VP)

MembershipMembership

Conduct Quarterly Membership DrivesConduct Quarterly Membership Drives Participate in one annual national Participate in one annual national

membership awareness campaignmembership awareness campaign Implement membership retention programImplement membership retention program Download unit roster monthlyDownload unit roster monthly Send letter to newly affiliated membersSend letter to newly affiliated members Send letter to lapsed membersSend letter to lapsed members Provide names of new members to Provide names of new members to

communications VP for newslettercommunications VP for newsletter Monitor chapter success for membership Monitor chapter success for membership

awards (Jack Gross & Storz Awards)awards (Jack Gross & Storz Awards) Provide membership report at each Provide membership report at each

executive committee meetingexecutive committee meeting

Community PartnersCommunity Partners Process renewal applicationsProcess renewal applications Review unit roster to insure Review unit roster to insure

membershipmembership Provide names of new community Provide names of new community

partners to newsletter partners to newsletter Provide community partners report at Provide community partners report at

each executive committee meetingeach executive committee meeting Train members on how to recruit Train members on how to recruit

community partnerscommunity partners Conduct membership drives as neededConduct membership drives as needed

CommunicationsCommunications

Prepare Quarterly NewsletterPrepare Quarterly Newsletter Ensure proper distributionEnsure proper distribution Maintain Address Book for emailing Maintain Address Book for emailing

to membersto members Attend all executive committee Attend all executive committee

meetingsmeetings

Aerospace EducationAerospace Education Be the Chapter Resource and Monitor for AE Be the Chapter Resource and Monitor for AE

ProgramsPrograms• Visions of Exploration Visions of Exploration • ChapterChapter/State/National /State/National Teacher of the YearTeacher of the Year• Educator GrantsEducator Grants• Spouse ScholarshipsSpouse Scholarships• Jodi Callahan AwardJodi Callahan Award• Pitsenbarger AwardPitsenbarger Award

Ensure Chapter qualifies for AFA AE AwardsEnsure Chapter qualifies for AFA AE Awards Attend all executive committee meetingsAttend all executive committee meetings Coordinate all these programs with communications Coordinate all these programs with communications

VP to ensure proper disseminationVP to ensure proper dissemination Make personal contact with Base Education Center Make personal contact with Base Education Center

to increase their knowledge of AFA to increase their knowledge of AFA scholarships/grantsscholarships/grants

Government RelationsGovernment Relations Make annual contact with each member of Make annual contact with each member of

the House or Representatives (or staff) in the House or Representatives (or staff) in your chapter areayour chapter area

Secure acceptance of AFA (complimentary) Secure acceptance of AFA (complimentary) membership for members of congress in membership for members of congress in your areayour area

Invite local/state/national politicians and/or Invite local/state/national politicians and/or staff representatives to chapter events staff representatives to chapter events

Ensure congressional members in your area Ensure congressional members in your area join AF Caucusjoin AF Caucus

Review the “Government Relations” Review the “Government Relations” Section of the AFA Web site oftenSection of the AFA Web site often

Brief Key Government Relations activities Brief Key Government Relations activities at the monthly executive meetingsat the monthly executive meetings

Provide input to the NewsletterProvide input to the Newsletter

Veterans AffairsVeterans Affairs

Review Legislative Update, Key Review Legislative Update, Key Legislation, and Legislative Achievements Legislation, and Legislative Achievements of the “Government Relations” Section of of the “Government Relations” Section of the AFA Web site oftenthe AFA Web site often

Be active with other Veteran Groups in Be active with other Veteran Groups in your areayour area

Brief Key Veteran Affairs at the monthly Brief Key Veteran Affairs at the monthly Executive Committee meetingsExecutive Committee meetings

Provide input to the NewsletterProvide input to the Newsletter Conduct at least 1 veteran/retiree program Conduct at least 1 veteran/retiree program

per year per year

Cadet OperationsCadet Operations

Conduct at least one cadet program per Conduct at least one cadet program per yearyear

Monitor the CAP Unit and Aerospace Monitor the CAP Unit and Aerospace Educator GrantsEducator Grants

Monitor the JROTC GrantsMonitor the JROTC Grants Assist in the presentation of Assist in the presentation of

CAP/JROTC/AFROTC awards CAP/JROTC/AFROTC awards Maintain close liaison with all Maintain close liaison with all

CAP/JROTC/AFROTC units in the areaCAP/JROTC/AFROTC units in the area Obtain input to the newsletter from these Obtain input to the newsletter from these

unitsunits Attend the monthly executive committee Attend the monthly executive committee

meetingsmeetings

AwardsAwards

Coordinate with VP for Leadership Coordinate with VP for Leadership Development and recommend members Development and recommend members for awardsfor awards

Monitor the Chapter Matching Grant Monitor the Chapter Matching Grant ProgramProgram

Monitor the CAP/JROTC/AFROTC awards Monitor the CAP/JROTC/AFROTC awards programprogram

Provide Award information for the Provide Award information for the newsletternewsletter

Attend the monthly executive committee Attend the monthly executive committee meetingsmeetings

The Money FormulaThe Money Formula

Membership Rebates to Membership Rebates to Chapters Chapters

Chapter Support Payments Chapter Support Payments State Support Payments State Support Payments State AllocationsState Allocations Community PartnersCommunity Partners

How Do You Get Money From AFA HQ?

Membership RebatesMembership Rebates(Chapters)(Chapters)

New Member New Member •New Members New Members

• (1 or 3 years) - $12.00(1 or 3 years) - $12.00•New (not converted) New (not converted) Life - $39.00 Life - $39.00 (when the final (when the final payment is made)payment is made)

Membership RebatesMembership Rebates (Chapters) (Chapters)

No $ rebates for the following:No $ rebates for the following:• RenewalsRenewals• Half-price members (but are counted Half-price members (but are counted

as ½ member for membership goals). as ½ member for membership goals). Includes Cadets, Jr. Enlisted.Includes Cadets, Jr. Enlisted.

• Complimentary memberships (are not Complimentary memberships (are not included towards membership goals)included towards membership goals)

• Community Partners (but, fully count Community Partners (but, fully count towards membership goals)towards membership goals)

Quarterly Support PaymentsQuarterly Support Payments(Chapters)(Chapters)

For each qualified member For each qualified member affiliated with the chapter affiliated with the chapter except for …except for …• New chapter recruited members in the New chapter recruited members in the

last 12 monthslast 12 months• Half-price or complimentary membersHalf-price or complimentary members• Community PartnersCommunity Partners

Base amount for current chapter Base amount for current chapter support payments is figured at $.57 support payments is figured at $.57 per person, per quarter or $2.28/yearper person, per quarter or $2.28/year

Quarterly Support PaymentsQuarterly Support Payments(States)(States)

For each qualified member For each qualified member affiliated with a chapter in affiliated with a chapter in the statethe state

Current state support Current state support payments are figured at payments are figured at $.195 per person, per quarter $.195 per person, per quarter or $.78/yearor $.78/year

Quarterly AllocationsQuarterly Allocations(States)(States)

An allocation is paid to each An allocation is paid to each State for each active, qualified State for each active, qualified chapter in the state.chapter in the state.

$48.00 per quarter per chapter $48.00 per quarter per chapter •Amount is increased or Amount is increased or

decreased based on the decreased based on the performance of the chapterperformance of the chapter

The KickerThe KickerSome payments are based on Some payments are based on

performanceperformance

Each Each chapterchapter earns actual support payments earns actual support payments based on meeting quarterly activity based on meeting quarterly activity requirementsrequirements• A percentage of the base amount for each A percentage of the base amount for each

requirementrequirement Each Each statestate receives an receives an allocationallocation based on based on

how well the chapters dohow well the chapters do Your money is inextricably intertwinedYour money is inextricably intertwined

Chapter RequirementsChapter Requirements

AnnualAnnual• File Annual Activity and Financial Plans File Annual Activity and Financial Plans

annually, along with an Officer Rosterannually, along with an Officer Roster QuarterlyQuarterly

• Submit Quarterly Activity and Financial Submit Quarterly Activity and Financial ReportsReports

• Accomplish chapter goals that meet or Accomplish chapter goals that meet or exceed requirements in support of the exceed requirements in support of the Strategic PlanStrategic Plan

• Distribute one newsletter per quarterDistribute one newsletter per quarter• Meet quarterly membership goalsMeet quarterly membership goals

Community PartnersCommunity Partners Businesses/organizations supporting Businesses/organizations supporting

AFAAFA• Instant source of revenue for Instant source of revenue for chapterschapters

Regular membership for one or two Regular membership for one or two Category one $75.00Category one $75.00

• $37.50 stays with the chapter$37.50 stays with the chapter Category two $150.00Category two $150.00

• $75 stays with the chapter$75 stays with the chapter

• Handsome plaqueHandsome plaque• Recognition in chapter newslettersRecognition in chapter newsletters• Annual renewal is criticalAnnual renewal is critical

The Support The Support Payment FormulaPayment Formula

(New in 2009)(New in 2009)

Earn 100% and More!Earn 100% and More!

The Basic Support Payment The Basic Support Payment FormulaFormula

• 0% - 0% - PrerequisitesPrerequisites to ANY Payment to ANY Payment Officer Officer RosterRoster Annual Activity/Financial Annual Activity/Financial PlansPlans Quarterly Activity/Financial Quarterly Activity/Financial ReportsReports

• 25% - Complete 25% - Complete 1 “Conduct-Support” Goal1 “Conduct-Support” Goal• 25%25% -- Complete Complete Any Other GoalAny Other Goal

Another “Conduct-Support” GoalAnother “Conduct-Support” Goal Other (“Contact-Select-Invite) GoalOther (“Contact-Select-Invite) Goal

• 25% - 25% - NewsletterNewsletter• 25% - 25% - MembershipMembership

TOTAL = 100%TOTAL = 100%

Performance Criteria SummaryPerformance Criteria Summary

Roster & Planning Roster & Planning RequirementsRequirements

No $$$ until the paperwork No $$$ until the paperwork is done!is done!

State/Chapter Officer State/Chapter Officer RosterRoster

AFA HQ required to furnish IRS a AFA HQ required to furnish IRS a complete roster of all field units complete roster of all field units

AFA HQ also uses the roster to AFA HQ also uses the roster to compile and update National’s compile and update National’s mailing listmailing list

No payments if CURRENT roster No payments if CURRENT roster and Annual Plans are not on file and Annual Plans are not on file with AFA Nationalwith AFA National

State/Chapter Officer State/Chapter Officer RosterRoster

If you use your own form …If you use your own form …

Joe J. JonesJoe J. Jones1234 Main 1234 Main Somewhere, USA 00001Somewhere, USA 00001(951) 389-7878 (951) 679-9642(951) 389-7878 (951) 679-9642

……make the home phone the make the home phone the firstfirst one or better yet indicate one or better yet indicate

(H) (O) (C)(H) (O) (C)

Annual Activity PlanAnnual Activity Plan MUSTMUST use the Planning Template use the Planning Template

• Automatically aligns chapter with AFA Strategic Automatically aligns chapter with AFA Strategic PlanPlan

• Available on Available on www.afa.orgwww.afa.org SHOULD alsoSHOULD also set annual schedule set annual schedule

• Quarterly Programs Quarterly Programs PurposePurpose Projected date/locationProjected date/location

• Monthly Meetings (Executive Committee, Monthly Meetings (Executive Committee, Membership, etc.)Membership, etc.)

• Special Meetings (Special programs, etc.)Special Meetings (Special programs, etc.)

Annual Activity Plan Annual Activity Plan Where Can I Find It?Where Can I Find It?

www.afa.org/members/library.aspwww.afa.org/members/library.asp

Annual Activity Plan (Cont)Annual Activity Plan (Cont)New in 2009New in 2009

Annual Financial PlanAnnual Financial Plan

Annual BudgetAnnual Budget

Estimated Income Estimated Income Support PaymentsSupport Payments Membership rebatesMembership rebates Community Partner incomeCommunity Partner income Program income (e.g. fundraisers)Program income (e.g. fundraisers) Special fundingSpecial funding Newsletter advertising incomeNewsletter advertising income Additional incomeAdditional income

Total = $$$Total = $$$

Annual Financial Plan (Cont.)Annual Financial Plan (Cont.)

Estimated ExpensesEstimated Expenses• Programs/special functions/receptionsPrograms/special functions/receptions• Aerospace Education/ROTC/CAP supportAerospace Education/ROTC/CAP support• AwardsAwards• Support to attend state, regional and/or Support to attend state, regional and/or

national meetings and eventsnational meetings and events• Postage, copies, phone calls, etc.Postage, copies, phone calls, etc.• Contributions to regional/state eventsContributions to regional/state events• Projected purchases from NationalProjected purchases from National

Annual Financial Plan Annual Financial Plan (Cont.)(Cont.)

No prescribed format …No prescribed format …

BUT…BUT…

Since Activity Plan is done on Since Activity Plan is done on a quarterly basis – most a quarterly basis – most Financial Plans should be Financial Plans should be alsoalso

Due DatesDue Dates Oct. 31Oct. 31stst - State/Chapter Officer Rosters - State/Chapter Officer Rosters

OriginalOriginal to AFA HQ ATTN: Field Services to AFA HQ ATTN: Field Services CopyCopy to Region & State Presidents to Region & State Presidents

Dec. 31Dec. 31stst - Annual Activity and Financial - Annual Activity and Financial PlansPlans Send throughSend through the State and Region the State and Region

Presidents for EndorsementPresidents for Endorsement

Note: No payments are made to Chapters Note: No payments are made to Chapters unless Officer Rosters and Annual Plans are unless Officer Rosters and Annual Plans are on file with AFA Nationalon file with AFA National

Reporting Reporting RequirementsRequirements

No $$$ until the paperwork is No $$$ until the paperwork is done!done!

Quarterly Activity Quarterly Activity ReportReport

Should cover every activityShould cover every activity• Activities are meetings, programs, award Activities are meetings, programs, award

ceremonies, special events and anything else ceremonies, special events and anything else chapter members didchapter members did

• Be sure to include event synopses, Be sure to include event synopses, participation in region and state activities, and participation in region and state activities, and other items of note like printing of quarterly other items of note like printing of quarterly newsletters, submission of reports, etc.newsletters, submission of reports, etc.

Must have sufficient detail so that a Must have sufficient detail so that a reasonable person will know what the reasonable person will know what the chapter didchapter did

Quarterly Activity ReportQuarterly Activity Report ( (New in 2007)New in 2007)

Quarterly Activity ReportQuarterly Activity Report Example … Example …

NNot acceptable … Too briefot acceptable … Too brief … …

•AND … It gives the State President no basis to make the entry he/she MUST make at the bottom

•Remember the State President MUST certify goal accomplishment

•AND … It gives the State President no basis to make the entry he/she MUST make at the bottom

•Remember the State President MUST certify goal accomplishment

Better picture of what the chapter Better picture of what the chapter actually didactually did

Quarterly Activity ReportQuarterly Activity Report Example … Example … Most thoroughMost thorough

Quarterly Financial Quarterly Financial ReportReport

Must contain complete itemization Must contain complete itemization and details of all receipts and and details of all receipts and disbursementsdisbursements

Receipts and vouchers must be Receipts and vouchers must be kept in the unit’s fileskept in the unit’s files

Required to protect the individual Required to protect the individual who received the funds, the unit who received the funds, the unit and the Associationand the Association

Use additional form or spreadsheet if necessary

Quarterly Financial ReportQuarterly Financial Report

Use additional form or spreadsheet if necessary

NEWNEW Quarterly Financial Quarterly Financial ReportReport

Beginning with Jan-Mar 2010 Quarterly Reports

Electronic ReportingElectronic Reporting Prepare activity & financial reports using Prepare activity & financial reports using

standard programs like Word, WordPerfect standard programs like Word, WordPerfect and Exceland Excel

Send the reports as attached filesSend the reports as attached files• DO NOT just type reports as text DO NOT just type reports as text

messages in an emailmessages in an email

Transmit the report to the state president, Transmit the report to the state president, who will then send it to the region president who will then send it to the region president who will in turn send it to Nationalwho will in turn send it to National

Due DatesDue Dates

Quarterly Activity and Financial Quarterly Activity and Financial Report forms due to Report forms due to

HeadquartersHeadquarters

February 15February 15thth August 15August 15thth

May 15May 15thth November 15November 15thth

DO THE MATH !!!DO THE MATH !!! Submitting none or just some of the Submitting none or just some of the

things we’ve just talked about -- things we’ve just talked about -- means NO (zero, nada) money!means NO (zero, nada) money!• Officer Roster, both annual plans, Officer Roster, both annual plans,

both quarterly reportsboth quarterly reports ALLALL of them means the chapter has of them means the chapter has

fulfilled the administrative fulfilled the administrative prerequisites to receive support prerequisites to receive support payments they have earnedpayments they have earned

Program Program RequirementsRequirements

Program RequirementsProgram Requirements

Each chapter must sponsor a minimum of four Each chapter must sponsor a minimum of four programs (one each quarter) in accordance programs (one each quarter) in accordance with their approved Annual Activity Plan with their approved Annual Activity Plan (FOG, Chapter 9)(FOG, Chapter 9)

Specifics can be found in …Specifics can be found in …• Annual Planning TemplatesAnnual Planning Templates• Located on the web Located on the web www.afa.orgwww.afa.org/ in the / in the

Field Resources/Library/Planning sectionField Resources/Library/Planning section Report fulfillment of Strategic Plan Report fulfillment of Strategic Plan

Requirements in the Quarterly Activity ReportRequirements in the Quarterly Activity Report

Program Requirements Program Requirements (Cont.)(Cont.)

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

Program Requirements Program Requirements (Cont.)(Cont.)

Something to think about:Something to think about:

What’s the difference between an What’s the difference between an “activity” and a “program”?“activity” and a “program”?

• Your quarterly report must Your quarterly report must CLEARLY SHOW WHAT THE UNIT CLEARLY SHOW WHAT THE UNIT DIDDID

Communication Communication RequirementsRequirements

Newsletter’s Suggested Newsletter’s Suggested ContentsContents

Listing of officers with phone and Listing of officers with phone and emailemail

Chapter ActivitiesChapter Activities Meeting synopses/program recapsMeeting synopses/program recaps Awards presented/receivedAwards presented/received

Upcoming events - who, what, when, Upcoming events - who, what, when, etc.etc.

Listing of Community PartnersListing of Community Partners Items of interest from National, Region Items of interest from National, Region

& State& State

Newsletter (Cont)Newsletter (Cont)

NewsletterNewsletterDistributionDistribution

Two OptionsTwo Options Traditional Traditional ““New” – approved by New” – approved by the delegates for 2008 the delegates for 2008 and beyondand beyond

Newsletter Newsletter DistributionDistribution

(Option 1 – “Traditional”)(Option 1 – “Traditional”)

ChaptersChapters MUSTMUST distribute a copy distribute a copy of the Newsletter to of the Newsletter to EACHEACH chapter chapter membermember each each quarterquarter

Via either electronic or snail mailVia either electronic or snail mail Also always send a copy to …Also always send a copy to …

• Region and state presidentsRegion and state presidents• AFA National HeadquartersAFA National Headquarters

Newsletter Newsletter DistributionDistribution

(Option 2 – “New”)(Option 2 – “New”) ChaptersChapters MAYMAY make an annual communication make an annual communication

to members asking for updated e-mail address or to members asking for updated e-mail address or to indicate they wish to continue receiving hard to indicate they wish to continue receiving hard copycopy

For the remaining 3 quarters e-mail to all with For the remaining 3 quarters e-mail to all with valid addresses and valid addresses and hard copy to onlyhard copy to only those who those who specifically requested it specifically requested it • Repeat the process each yearRepeat the process each year

Also Also always always send a copy to …send a copy to …• Region and state presidentsRegion and state presidents• AFA National HeadquartersAFA National Headquarters

Membership Membership RequirementsRequirements

0.75% of chapter total (as of Oct. 10.75% of chapter total (as of Oct. 1stst) per ) per quarterquarter• Bonus level is 1.5% for the quarterBonus level is 1.5% for the quarter

Total is cumulative (not retroactive)Total is cumulative (not retroactive) (New in ‘09)(New in ‘09) Achievement is computed over Achievement is computed over

four quarters – current quarter and trailing four quarters – current quarter and trailing three quartersthree quarters

Based on date of receipt, not postmarkBased on date of receipt, not postmark May sometimes benefit chapter to buy one May sometimes benefit chapter to buy one

membership or more to meet the quotamembership or more to meet the quota• this serves multiple purposes (e.g. this serves multiple purposes (e.g.

development, outreach, coalition, etc.)development, outreach, coalition, etc.)

The Support The Support Payment FormulaPayment Formula

(New in 2009)(New in 2009)

Earn Earn 100% and100% and More! More!What’s this about?What’s this about?

““More” More” = Additional Payment = Additional Payment from AFA Nationalfrom AFA National Two ways …Two ways …

1.1. Exceptional Membership Recruitment Exceptional Membership Recruitment OROR one additional “Conduct or Support” Goalone additional “Conduct or Support” Goal

2.2. Chapter Matching Grant (for other than Chapter Matching Grant (for other than education – OTE)education – OTE)

Chapters are eligible to receive Chapters are eligible to receive BOTHBOTH

Additional Payment #1Additional Payment #1

Exceptional Membership Exceptional Membership RecruitmentRecruitment• Additional 25% of the base amountAdditional 25% of the base amount• Requires double the quarterly goal Requires double the quarterly goal

(2 x 0.75%=1.5%) or higher(2 x 0.75%=1.5%) or higher• Computed on the same basis as the Computed on the same basis as the

basic membership goalbasic membership goal OROR an additional “conduct- an additional “conduct-

support” goalsupport” goal

Additional Payment #2Additional Payment #2

Chapter Matching Grant (for Chapter Matching Grant (for other than education- OTE)other than education- OTE)• Must have met all basic criteriaMust have met all basic criteria• Chapters must apply for the grantChapters must apply for the grant

Direct to Headquarters (“cc” State) Direct to Headquarters (“cc” State) • Minimum of $200 submissionMinimum of $200 submission• Maximum of $1,000 per yearMaximum of $1,000 per year

Multiple submissions allowedMultiple submissions allowed• No adjustment is made to the state allocationNo adjustment is made to the state allocation

Very similar to Chapter Matching Very similar to Chapter Matching Grant for EducationGrant for Education

Additional Payment #2 Additional Payment #2 (Cont)(Cont)

Chapter Matching Grant (OTE)Chapter Matching Grant (OTE)• Chapter applies using CMG –OTE Chapter applies using CMG –OTE

form (includes narrative form (includes narrative description)description)

• One page after-action report One page after-action report required or eligibility for further required or eligibility for further grants for that year is terminatedgrants for that year is terminated

• May not be used to fund a recurring May not be used to fund a recurring program or event beyond the initial program or event beyond the initial one.one.

Chapter Matching Grant (OTE)Chapter Matching Grant (OTE)

• ““Yes”Yes” for … for … NewNew programs/activities programs/activities relatedrelated toto AFA Strategic Plan Goals, e.g AFA Strategic Plan Goals, e.g

• Veterans, cadets, families of Veterans, cadets, families of deployed troops, active duty, deployed troops, active duty, Guard, reserve forcesGuard, reserve forces

• Building understanding of AF in the Building understanding of AF in the broader community.broader community.

Chapter Matching Grant (OTE)Chapter Matching Grant (OTE)

• ““No”No” for … for … RecurringRecurring programs/activities programs/activities Educational Educational programs (use the programs (use the Aerospace Education Matching Aerospace Education Matching Grant for these)Grant for these)

Events that are Events that are purely socialpurely social To fund events/activities the To fund events/activities the chapter has chapter has already conductedalready conducted

A Few More Things to A Few More Things to Think AboutThink About

Reward your peopleReward your people• Recognition at eventsRecognition at events• AwardsAwards• Mention in “AFA National Report”Mention in “AFA National Report”• Other?Other?

Maximize your use of resourcesMaximize your use of resources• Especially afa.orgEspecially afa.org

AwardsAwards UnitUnit

• Activity -- Activity -- Field Field MUSTMUST nominate nominate

• Membership -- Membership -- Automatically computedAutomatically computed Community PartnerCommunity Partner

• Aerospace Education -- Aerospace Education -- Field Field MUSTMUST nominate nominate Achievement AwardAchievement Award Excellence AwardExcellence Award

Individual Individual – Field – Field MUSTMUST nominate nominate

• Chairman’s CitationChairman’s Citation• Exceptional ServiceExceptional Service• Medal of MeritMedal of Merit

Field Unit and Field Unit and Individual AwardsIndividual Awards

Field Aerospace Field Aerospace Education AwardsEducation Awards

Maximize your use of afa.orgMaximize your use of afa.org

Home page link to …Home page link to …• Daily Report & AF MagazineDaily Report & AF Magazine• Calendars/EventsCalendars/Events• Chapter/ROTC/JROTC listsChapter/ROTC/JROTC lists• Legislative update/Statement of Legislative update/Statement of

Policy Policy • Field ResourcesField Resources• … … and much moreand much more

Maximize your use of afa.orgMaximize your use of afa.org

afa.org afa.org (Field Resources)(Field Resources)

afa.orgafa.org (Field Resources) (Field Resources)

Chapter Membership RostersChapter Membership Rosters Planning Template and InstructionsPlanning Template and Instructions Field Operations Guidebook and other Field Operations Guidebook and other

manualsmanuals Protocol guidelinesProtocol guidelines Weekly updates on unit reports received & Weekly updates on unit reports received &

paidpaid NewslineNewsline AF Support AF Support Membership Brochures/What’s in it for Membership Brochures/What’s in it for

me?me? Form TemplatesForm Templates And more ….And more ….

““Unit Reports Received and Unit Reports Received and Paid” Paid”

on afa.org (Field Resources)on afa.org (Field Resources)

Chapter Rosters – Complete Chapter Rosters – Complete and Monthly Updatesand Monthly Updates

Field Operations GuideField Operations Guide Comprehensive guideComprehensive guide afa.org/members/fog.pdfafa.org/members/fog.pdf

• GovernanceGovernance• Aerospace EducationAerospace Education• Field StructureField Structure• Field RequirementsField Requirements• FinancesFinances• Resources for the fieldResources for the field• Awards Awards • and moreand more

More Useful ItemsMore Useful Items

Assistance with speakersAssistance with speakers Statement of PolicyStatement of Policy Mailing labelsMailing labels AF Magazine – Bulk copiesAF Magazine – Bulk copies AV productsAV products Free congressional membershipsFree congressional memberships AFA StoreAFA Store

Most Useful ItemsMost Useful Items Know where to go to get help. Know where to go to get help.

There are NO stupid questions in There are NO stupid questions in AFA. AFA. ASK …ASK …

ProvideProvide roster of Chapter, State roster of Chapter, State and Region leaders with phone and Region leaders with phone numbers and e-mail addressesnumbers and e-mail addresses

Headquarters informationHeadquarters information• 1-800-727-33371-800-727-3337

Mary Nauheimer (ext 4821)Mary Nauheimer (ext 4821)• mnauheimer@afa.orgmnauheimer@afa.org

Questions?Questions?

AFA 101

Documents