Mastering Your Mastering Your Quarterly ReportQuarterly Report

AIM-IRSAIM-IRS

Prepared by Ja Rita JohnsonPrepared by Ja Rita JohnsonMidwest Region, RVPMidwest Region, RVP

Annie L. RayAnnie L. RaySouthwest Region, RVPSouthwest Region, RVP

Regional Vice President Regional Vice President ActivitiesActivities

Report RVP activitiesReport RVP activities

Can be assigned to RR to complete, Can be assigned to RR to complete, but RVP will provide informationbut RVP will provide information

Examples of items to include:

•Any meetings/chapter visits held with chapters or RRs

•Any assignments completed on a National Committee

Regional Vice President Regional Vice President Activities ContinuedActivities Continued

Regional Representatives Regional Representatives ActivitiesActivities

Completed by the Regional Representatives Completed by the Regional Representatives

Examples of items to include:Examples of items to include: Any meetings/chapter visits held with assigned Any meetings/chapter visits held with assigned

chapterschapters Any duties completed on behalf of RVPAny duties completed on behalf of RVP Any assignments completed on a National Any assignments completed on a National

Committee. (Fundraiser, awards, ABMTS, CAMP etc.)Committee. (Fundraiser, awards, ABMTS, CAMP etc.)

General Overview of Chapter General Overview of Chapter ActivitiesActivities

RVP provides a summary of regional RVP provides a summary of regional activityactivity Brief synopsis of chapter activities, issues, Brief synopsis of chapter activities, issues,

concernsconcerns

RVP will use Chapter reports to complete RVP will use Chapter reports to complete this sectionthis section

Current OfficersCurrent Officers

Must be updated each quarter for the Must be updated each quarter for the executive officers, i.e. the President, 1executive officers, i.e. the President, 1stst and 2and 2ndnd Vice Presidents, Secretary and Vice Presidents, Secretary and TreasurerTreasurer

Must be completed with name, title, home Must be completed with name, title, home email address, mailing address, and email address, mailing address, and telephone contact informationtelephone contact information

Must be updated after a change in the Must be updated after a change in the executive officersexecutive officers

Must be updated when an executive Must be updated when an executive officer’s information changesofficer’s information changes

Financial ReportFinancial Report

List all active bank accounts belonging to List all active bank accounts belonging to the chapterthe chapter

List the dollar amount held in each and the List the dollar amount held in each and the date the amount was identifieddate the amount was identified

No funds in a restricted CFC accountNo funds in a restricted CFC account Make sure the total lines are completedMake sure the total lines are completed Attach a copy of your treasurer’s report Attach a copy of your treasurer’s report

preferably in the Quicken software preferably in the Quicken software

MembershipMembership

Must be completed each quarterMust be completed each quarter Number should match what you have Number should match what you have

submitted to Nationalsubmitted to National In the event your membership increases after In the event your membership increases after

May 1May 1stst, you must follow the same , you must follow the same membership procedures in reporting to membership procedures in reporting to NationalNational

All per capita dues and regional financial All per capita dues and regional financial responsibilities must be forwarded responsibilities must be forwarded immediately to National/Region upon receipt immediately to National/Region upon receipt of the members dues before and after the of the members dues before and after the May 1May 1stst deadline deadline

Workshops & Workshop Workshops & Workshop DescriptionsDescriptions

You must list You must list a. Workshop Titlea. Workshop Title b. Presenters Name(s)b. Presenters Name(s)

c. Date, time and location (if presented c. Date, time and location (if presented more more

than once)than once) d. Description of workshop which includes d. Description of workshop which includes

the the objective and the intended audienceobjective and the intended audience Attach programs/flyers that support the Attach programs/flyers that support the

workshopworkshop

Workshops & Workshop Workshops & Workshop DescriptionsDescriptionsContinuedContinued

Don’t loose sight of the purpose of Don’t loose sight of the purpose of Programmatic meetings… career Programmatic meetings… career advancement, finances and healthadvancement, finances and health

Having a workshop on scrapbooking, Having a workshop on scrapbooking, fundraising etc., is not considered a fundraising etc., is not considered a Programmatic meetingProgrammatic meeting

Each Chapter should provide their Each Chapter should provide their membership with 10 workshops per year. membership with 10 workshops per year. However, to remain in good standing you need However, to remain in good standing you need to complete a minimum of five.to complete a minimum of five.

Workshops presented at Spring Conferences Workshops presented at Spring Conferences can only be claimed by the hosting chapter, can only be claimed by the hosting chapter, unless a chapter presents it later to their local unless a chapter presents it later to their local chapter chapter

Scholarships & AwardsScholarships & Awards

List List scholarship/award recipients namescholarship/award recipients name

award date award date

amountamount

Scholarship/award type (i.e. tuition, books, Scholarship/award type (i.e. tuition, books, certificate, plaque, etc…)certificate, plaque, etc…)

FundraisingFundraising

List the date of the fundraiserList the date of the fundraiser

Be specific when listing event informationBe specific when listing event information

List your net profitList your net profit

REMEMBER:REMEMBER: No fundraising Sept. 15No fundraising Sept. 15thth – Dec. 15 – Dec. 15thth

Community ActivitiesCommunity Activities

Include all activities that support Include all activities that support community service effortscommunity service efforts

Examples: Examples: VITAVITA School Supply DrivesSchool Supply Drives Coat DrivesCoat Drives Christmas AdoptionsChristmas Adoptions Assisting local Shelters Assisting local Shelters

ElectionsElections

List the date of the electionList the date of the election

List all officers and directorships and List all officers and directorships and notate vacant for any positions not fillednotate vacant for any positions not filled

Always list if a person is interim or Always list if a person is interim or temporarily appointedtemporarily appointed

Chapter ConcernsChapter Concerns

List concerns in the appropriate List concerns in the appropriate quarterquarter

If there are no concerns notate report If there are no concerns notate report with “None”with “None”

Be specific with concerns stating the Be specific with concerns stating the who, what, when, where and howwho, what, when, where and how

Managerial InvolvementManagerial Involvement

Report should reflect all managerial Report should reflect all managerial participation , i.e.participation , i.e.

Workshop presenterWorkshop presenter

Keynote speaker for conferenceKeynote speaker for conference

Actively involved in chapter’s activitiesActively involved in chapter’s activities

Overview of Chapter Activity Overview of Chapter Activity ChartChart

Make sure you insert the correct year in the first Make sure you insert the correct year in the first column above the monthscolumn above the months

You need to be specific if the meetings were You need to be specific if the meetings were general meetings and/or board meetings, list all general meetings and/or board meetings, list all meeting dates and type under the appropriate meeting dates and type under the appropriate monthmonth

Mark an “X” in the box indicating you had Mark an “X” in the box indicating you had Newsletter and/or website activitiesNewsletter and/or website activities

Under the column for VITA information you must Under the column for VITA information you must include all dates for each month you participated include all dates for each month you participated and the number of participants working your siteand the number of participants working your site

Regional CouncilRegional Council

List the RVP, Immediate Past RVP, Regional Reps, List the RVP, Immediate Past RVP, Regional Reps, Chapter Presidents and Immediate Past Chapter Chapter Presidents and Immediate Past Chapter PresidentsPresidents

Include their title, address, telephone numbers, Include their title, address, telephone numbers, and home email address (if they have no home and home email address (if they have no home email address, leave blank. email address, leave blank. DO NOTDO NOT use an IRS use an IRS email address)email address)

Must be accurate at all times because National Must be accurate at all times because National Executive Secretary uses it to complete the Group Executive Secretary uses it to complete the Group Exemption ReportExemption Report

Things to RememberThings to Remember Adhere to the deadlines set to submitting your reportAdhere to the deadlines set to submitting your report If you have nothing to report in a section of the report, never leave If you have nothing to report in a section of the report, never leave

it blank, state “None” or “N/A” (This let’s your RVP know that you it blank, state “None” or “N/A” (This let’s your RVP know that you did not overlook the section)did not overlook the section)

Be as detailed as possibleBe as detailed as possible Make sure you have attached the CFC reporting form, treasurer’s Make sure you have attached the CFC reporting form, treasurer’s

report and any flyers or programsreport and any flyers or programs Include any pictures of events that can be sent electronically. Include any pictures of events that can be sent electronically.

Especially pictures that will support the organization in showing Especially pictures that will support the organization in showing we do our part in supporting CFC type activities.we do our part in supporting CFC type activities.

DO NOT change the format of the report (no adding/deleting DO NOT change the format of the report (no adding/deleting boxes, changing titles, etc.)boxes, changing titles, etc.)

Remember it cost your Region $5.00 per day for each day the Remember it cost your Region $5.00 per day for each day the report is late. report is late.

““Remember your report is a reflection of you”Remember your report is a reflection of you”““Your report is a reflection of your chapter”Your report is a reflection of your chapter”