|
Frequently Asked Questions Do chapters qualify for tax exempt status? How do I get access to the chapter leader page on the CLMA web site? How do I run reports to obtain information on current, lapsed, and prospective members in my chapter? I am a newly elected President and have not received my information packet. How can I request that one be sent to me? What paperwork does each chapter need to submit to CLMA on a yearly basis? I forgot my username and password. How can I reset it? How do chapters obtain continuing education certificates for their educational programs? What do the bylaws state about replacing a chapter board member or a chapter president? I noticed a decrease in the number of active members in my chapter. What can I do to grow membership? I am an outgoing chapter leader. What information should I provide to my successor to help him/her become acclimated to the new position? How can my chapter find someone to maintain our web site? Why is it important to include the Executive Office on all chapter communications? What is the process for rejuvenating a chapter? I recently attended the "Give 'em the Pickle" program and loved it! How can I purchase this program? I receive announcements about upcoming events from vendors requesting that I forward the information to chapter members. Does the Executive Office have a policy regarding the information chapters send to chapter members? Do I have to file an income tax return for my chapter? How do I order products like pins or table throws for my chapter? How can chapters encourage members and nonmembers to visit their chapter web site? My chapter is planning our budget for next year and we would like to learn more about the practice of other chapters in supporting their members to attend the CLMA ThinkLab Conference & Exhibition. What level of financial support is provided to members to attend ThinkLab? Do chapters need to apply for liability insurance? What is the best way for a member of CLMA who does not belong to a chapter join and pay chapter dues? Can the member add a chapter through the CLMA Web site or should the member send chapter dues via mail?
Q: Do chapters qualify for tax exempt status?
A: Chapters in the United States automatically qualify as organizations exempt from federal taxes through their affiliation with the international CLMA. Chapters are exempt under Article 501(c)(6) of the Internal Revenue Service (IRS) Code which relates to membership associations. As tax-exempt and legally incorporated organizations, chapters must place any funds they collect in accounts held under the name of the chapter. Further, chapters must apply for an Employer Identification Number (EIN) from the IRS to open a chapter bank account. The EIN is equivalent to a Social Security Number for corporations, and allows the IRS to monitor the chapters' accounts.
Some states automatically recognize organizations that receive an exemption from federal taxes as being exempt from state taxes as well. However, many states have their own procedures for granting state tax exemptions while others do not allow any exemptions from state taxes. Chapter treasurers and other leaders should check with the appropriate officials in their states or with expert counsel for information about their states' practices.
Q: How do I get access to the chapter leader page on the CLMA web site?
A: Chapter officers and board members are automatically provided access to the chapter leader web site. Access may be given to other chapter members if approved in advance by the chapter president. To request access, please email your name and membership ID# to chapters@clma.org.
Q: How do I run reports to obtain information on current, lapsed, and prospective members in my chapter?
A: CLMA offers a variety of reports to all chapter leaders. Rosters can be accessed from the chapter leader web site. If you would like a customized report, please send your request to chapters@clma.org.
Q: I am a newly elected President and have not received my information packet. How can I request that one be sent to me?
A: Please email your name, membership ID#, and your request for a President Welcome packet to chapters@clma.org.
Q: What paperwork does each chapter need to submit to CLMA on a yearly basis?
A: The following documents should be completed and submitted to the Executive Office each year:
- Chapter Fiscal Year Financial Report
- Chapter Profile Sheet
- Chapter Activity Survey
- Chapter Strategic Objectives – current year
- Chapter Year-End Strategic Evaluation-end of year
All of these forms can be downloaded from the chapter leader web site.
Q: I forgot my username and password. How can I reset it?
A: For the security of your account, we cannot retrieve an old password. Therefore, you must reset it by entering your username, answering your secret question, and choosing a new password. Click here to reset your password.
If you do not remember your username, please email your name and membership ID# to chapters@clma.org. Once your identity is verified, your username will be emailed to you.
Q: How do chapters obtain continuing education certificates for their educational programs?
A: CLMA is certified by ASCP, ASCLS, AMT, California, and Florida to provide continuing education. To prove that our programs meet the standards for CE, CLMA is required to file quarterly or annual reports with these agencies. Some agencies require only a list of all programs; others require signed rosters, brochures, speaker biographies, evaluation form summaries, and handouts. All require CLMA to keep this information on file for up to 3 years. CLMA must be able to produce signed attendance rosters to the agencies in the event of an audit. CLMA will require chapters to sign and submit a contract/agreement to ensure that we will receive the items required for submssion to the agencies.
Q: What do the bylaws state about replacing a chapter board member or a chapter president?
A: The CLMA Bylaws are relatively silent on Chapter governance structure and specifically do not address replacing or omitting a Chapter Executive Board member or replacing a Chapter President. Also, the Chapter Affiliation Agreement defers to other documents. Therefore, Chapter Bylaws govern your question. Although each Chapter would need to examine its own bylaws, if we assume they are in conformance with the sample bylaws, then Article V, Section 6 stipulates that "In the event of vacancies, the Board of Directors shall fill [Director] vacancies for the unexpired term." Presumably, any member who qualifies under Section 7, i.e. is a member, could be appointed unless they have most recently served two consecutive terms as provided in Section 2 of that same Article. I would also add that it is my opinion that if a Board member left the Board following two consecutive terms, they would not be eligible to fill! the unexpired term of the departing Director even if there had been some period of time that has passed as long as there had not been an intervening term. Although I can find nothing that dictates how fast the appointment must be completed, presumably this appointment should occur at the next meeting of the Board of Directors. Of course, amendments to the Bylaws can occur which might allow for a range of Directors, i.e. no less than 4 or more than 7 which would allow vacancies to stay unfilled.
If the Presidency becomes vacant, and again assuming that Chapter Bylaws do not provide clear direction, then Roberts Rules OF ORDER NEWLY REVISED (RONR) stipulates that only the members that elect the officer can elect a replacement and all proscribed procedures (nominations, notifications, ballots) would need to be followed. The alternative, also allowed by RRONR and applicable where Bylaws are silent, stipulates that the Vice-President would automatically become President for the remainder of the term
Q: I noticed a decrease in the number of active members in my chapter. What can I do to grow membership?
A: A decreasing number of active members may be related to the date, time, and/or location of your chapter meetings. Every chapter leader strives to improve the content of their meetings, but leaders must not ignore logistical details that may be discouraging active member participation. Some questions to ask when planning a local program are:
Is attendance related to location? Take a few minutes to review your chapter's monthly membership reports. If the majority of your membership resides or works in a central location, choose a facility close to that area. If your membership is spread throughout the region, consider selecting a central meeting place that is convenient for people to get to, easy to locate, and accessible by different means of transportation. Remember not all members have access to reliable transportation.
Is attendance related to the day or the time of day? Beware of the time of day you choose for a meeting. Consider heavy traffic times, roadwork/construction, and other delays that may affect a member getting to the meeting on time. A majority of your colleagues may work nights; consider offering some educational events during lunch hour to get a larger number of participants to your event. Remember that some institutions may only send one employee member to the meeting and have that person report back to the other employees.
Content is still a driving factor for all meetings. Following are some ways to get new topic ideas for future meetings: - Contact the Executive Office
Do a quick email survey of chapter members Ask for ideas and volunteers in the chapter newsletter and on the web site Email other chapter leaders for suggestions - Post a question in the Chapter Leader message forum in MasterMind
Q: I am an outgoing chapter leader. What information should I provide to my successor to help him/her become acclimated to the new position?
A: To ensure a smooth transition that enables the policies and procedures your chapter has in place to be effectively followed in the future, make sure all outgoing officers have a copy of the Leadership Transition Checklist, available in the Printable Documents section of the chapter leader site. The checklist specifies items and documents each officer needs to transfer to his/her successor and contains detailed "to do" lists for each officer.
Chapters should also consider holding an Orientation Day that gives newly elected officers an opportunity to meet with former officers and board members. The following activities can be scheduled during the meeting:
- Review the Leadership Transition Checklist to determine the status of document transfers and "to dos."
- Review each officer's duties in an open setting so everyone in attendance can learn the different responsibilities of each leadership position.
- Hold Q&A sessions with incoming officers.
To ensure new officers and board members receive all communications from the Executive Office, the new Secretary or President should submit the Change of Chapter Leadership Form, available in the Printable Documents section of the chapter leader site.
Q: How can my chapter find someone to maintain our web site?
A: Many chapters face the challenge of finding someone who has the skills and time to update and maintain their web site on a regular basis. One option to consider is working with Telusys, the company that developed and hosts most of the CLMA chapter web sites. Telusys offers various levels of web site assistance with different costs associated with each service. To learn more about this program, contact CLMA at membership@clma.org or visit www.clmasmartsite.telusys.net.
Chapters can also put out a call for volunteers for a web site monitor through their chapter newsletter or via a mailing to their membership. Within the call it should be emphasized that maintenance of a chapter web site averages only 2-3 hours per month. Chapters should also consider going beyond their membership to ask for assistance. Contact local high schools or colleges to ask if any students are available to volunteer their time, and have members inquire if any friends or family members are interested.
Q: Why is it important to include the Executive Office on all chapter communications?
A: Including the Executive Office on all chapter communications keeps CLMA staff in the loop about your chapter's activities, which enables us to document and recognize your efforts as well as share effective strategies with other chapters. Receiving your communications also allows us to post information about upcoming programs on the CLMA web site. To ensure that the office is included on all communications, simply add CLMA to your chapter distribution lists, both email and direct mail, so he automatically receives all announcements and newsletters. Chapters are also encouraged to invite CLMA to attend their board meetings via conference call as a guest.
Q: What is the process for rejuvenating a chapter?
A: Here are the first steps you should take to rejuvenate a chapter: - Hold a general meeting to assign someone to start and lead the process.
- Conduct a survey of the membership in the area to see if others are interested in rejuvenating the chapter, joining it, and/or serving on the board of directors (contact CLMA to request membership rosters with contact information for all members in your area).
- Evaluate the results of the survey and decide if there is enough interest.
- Hold a general assembly meeting to organize the interested individuals (contact CLMA for assistance with meeting planning).
- Develop strategic goals for the chapter.
- Identify the resources needed to ensure the chapter will remain viable.
- Kick-off the reorganization with a fun event (e.g., BBQ, educations session with CE, wine tasting event).
Remember to have fun! If you need any support throughout the process, do not hesitate to contact CLMA at 312/321-5111 or at membership@clma.org.
Q: I recently attended the "Give 'em the Pickle" program and loved it! How can I purchase this program?
A: For pricing information and to place your order for "Give 'em the Pickle," please contact a Media Partners training consultant at 800/705-2982 or email your inquiries directly to elisa@media-partners.com. The VHS package starts at $695 and the DVD package starts at $795.
Q: I receive announcements about upcoming events from vendors requesting that I forward the information to chapter members. Does the Executive Office have a policy regarding the information chapters send to chapter members?
A: The Executive Office does not have a formal policy regarding the information chapter leaders choose to send to members. Chapters have the right to review each request and decide whether to share the information. Should the board decide to share upcoming local events sponsored by vendors, we suggest that the following disclaimer be added to the communication: "This event is neither endorsed nor sponsored by the chapter." Chapter leaders may want to consider forwarding all vendor requests to share information on upcoming events to the Chair of the Education Committee. The Education Committee can then review each request and decide if it is appropriate before sending the information to members.
Q: Do I have to file an income tax return for my chapter?
A: If your chapter has gross receipts of more than $25,000, then you are required to file a tax return with the IRS. The gross is based on money the chapter received during the fiscal year (e.g., 1/1/2005-12/31/2005). The gross income is the total dollar amount earned before deductions. Gross income includes the following: - Membership dues
- Interest earned
- Money collected for events (e.g., conferences, educational seminars)
Q: How do I order products like pins or table throws for my chapter?
A: Designing a unique pin to distribute to new and existing members is a great way to say "Thank You" for being a part of CLMA and your chapter. Pins are also an effective way to invite conversation about CLMA and the advantages of joining. A table throw with your CLMA chapter logo is an economical way to jazz up your booth when you exhibit at meetings and social events. If you are interested in purchasing either of these items, contact CLMA at membership@clma.org or at 312/321-5111. Someone will walk you through the process, help you with artwork and pricing, and connect you with the appropriate vendor.
Q: How can chapters encourage members and nonmembers to visit their chapter web site?
A: According to Lisa Littleton, the Six Rivers Chapter web site guru, here are some ideas chapters can use to encourage members, nonmembers, and industry partners to visit a chapter web site: - Create a "Did you know" postcard that features a snapshot of the chapter web site landing page and highlights information found on the chapter web site.
- Post all Chapter Board of Directors meeting minutes, event and meeting announcements, and newsletters on the web site and send the web site link via email.
- Send a mass mailing to your general membership and nonmembers (including industry partners). The Subject Field should specify: Check out Our New Web Site. Only list the link chapter web site in the body of the email.
- If your chapter uses an external survey and online ballot tool (e.g., SurveyMonkey.com) you can select an option that will direct all members to your web site once they have completed the form.
- Post programs, Officer and Board Member election ballots, and online surveys on the chapter web site.
- Promote the web site in each edition of the chapter newsletter. Create a link to the web site in your monthly chapter newsletter.
- If you send annual surveys electronically, include the following question at the end:
- After viewing the chapter web site (www.enterchaptername.org), what information or links would you like to see added to this site?
Tip from the Executive Office: Make sure the chapter web site has the most up-to-date information. Check your web site on a quarterly basis.
Q: My chapter is planning our budget for next year and we would like to learn more about the practice of other chapters in supporting their members to attend the CLMA ThinkLab Conference & Exhibition. What level of financial support is provided to members to attend ThinkLab?
A: Many chapters offer scholarships for members to attend the CLMA ThinkLab Conference & Exhibition. The scholarships cover the cost of registration plus an additional $500. Some chapters stipulate that scholarship recipients present a 15-minute short summary of their favorite lecture at a local meeting. During strategic planning, chapters should allocate funds for members to attend the conference.
Q: Do chapters need to apply for liability insurance?
A: No, all active chapters of CLMA are listed on our corporate general commercial liability policy and for hired, non-owned auto liability.
Q: What is the best way for a member of CLMA who does not belong to a chapter join and pay chapter dues? Can the member add a chapter through the CLMA Web site or should the member send chapter dues via mail?
A: There are several easy and convenient ways for members who do not belong to a chapter to join a chapter.
They are as follows:
- Members may contact the Executive Office to add a chapter. Please contact CLMA at 312/321-5111.
- Download the CLMA Membership application and complete the following sections: Name, Title, Home address, Email Address, CLMA member sponsor, Preferred CLMA chapter, and Annual Dues/Chapter Dues and submit the form along with Chapter Dues Payment to the Membership Team via fax at 312/673-6927 or email to membership@clma.org.
- Download the CLMA Membership Application and mail the completed form along with chapter dues payment in the form of a check to: CLMA Attn: Membership Team, 401 N. Michigan Avenue, Suite 2200, Chicago, IL 60611
|
