Chapter Management Handbook
Dear Chapter Leader:
ASHHRA has created the Chapter Management Handbook to provide you with information, forms, ideas, resources, and processes for conducting chapter business, soliciting vendor support, and fundraising. As a chapter leader, you are encouraged to make the handbook a permanent part of your leader tool kit which can to be passed on to your successors.
The handbook will be updated annually. It can also be used as a collaborative tool, allowing you to share your own processes and best practices with other chapter leaders as additions to their handbooks.
If you have material you would like to add to the handbook, feel free to send a file to ASHHRA at . ASHHRA staff will forward it to chapter leaders as a supplement.
Best of luck to you and your chapters for a great year!
Sincerely,
Catherine D. Sewell
Executive Director
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TABLE OF CONTENTS
1.0. SECTION 1: CONDUCTING THE BUSINESS OF A CHAPTER PAGE 4
1.1. Organization assessment 5
1.1.1. A look at your organization 5
1.1.2. Meeting announcements 6
1.1.3. Sample(s) – Meeting announcements 7 - 9
1.2. Conducting a business meeting 10
1.2.1. Aspects of conducting a business meeting 10
1.2.2. Sample(s) – Attendance record 11
1.2.3. Sample(s) – Order of business for regular meeting & Agendas 12 - 15
1.2.4. Sample(s) – Minutes 16 - 24
1.2.5. Sample(s) – Icebreakers and meeting starters 25 - 26
1.3. Budgeting 27
1.3.1. Budget basics 27
1.3.2. Sample(s) – Budget 28 - 29
1.4. Membership 30
1.4.1. Creating a membership application 30
1.4.2. Sample(s) – Prospective member letter 31 - 32
1.4.3. Sample(s) – Membership application 33
1.4.4. Sample(s) – Invoice 34
1.4.5. New member packet contents 35
1.4.6. Sample(s) – President’s welcome letter to new members 36 - 37
1.4.7. Sample(s) – Lapsed member letter 38
1.4.8. Sample(s) – Renewal letter 39 - 40
1.5. Chapter officers 41
1.5.1. Suggestions for success 41
1.5.2. Chapter officers’ manuals 42 - 43
1.5.3. Sample - Letter to chapter president 44
2.0. SECTION 2: PLANNING AN EDUCATIONAL PROGRAM 45
2.1. Program committee 46
2.2. Program theme 47
2.3. Topics 48
2.4. Sample topics 49
2.5. Tips for identifying speakers 50
2.6. Site selection & management 51
2.7. Promotion and publicity 52
2.8. Organizing a successful seminar 53
2.9. Checklist for event planning 54
2.10. Sample(s) – Seminar planning worksheet 55 - 57
2.11. Sample(s) – Presentation acceptance letter 58 - 59
2.12. Sample(s) – Speaker biographical information form 60
2.13. Sample(s) – Presenter audiovisual order form 61
2.14. Sample(s) – Panel evaluation 62
2.15. Sample(s) – Individual session/faculty evaluation 63
2.16. Sample(s) – Individual speaker evaluation 64
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3.0. SECTION 3: HOW TO SOLICIT EXHIBITORS AND SPONSORS 65
3.1. Soliciting exhibitors 66
3.1.1. The basics 66 - 69
3.1.2. Sample(s) – Exhibitor solicitation letter 70
3.1.3. Prospectus/rules and regulations 71 - 75
3.2. Soliciting sponsorships 76
3.2.1. Sample(s) – Solicitation letter 77
3.2.2. Sample(s) – Sponsorship opportunities list 78
3.2.3. Sample(s) – Sponsorship thank-you letter 79
SECTION 1
CONDUCTING THE BUSINESS OF A CHAPTER
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1.1 ORGANIZATION ASSESSMENT
1.1.1 A LOOK AT YOUR ORGANIZATION
1. What is the purpose of the organization?
2. Do the officers fully understand their duties? Yes No
3. Are the officers qualified? Yes No
4. Are members proud to hold office in the organization? Yes No
5. Is the term of office limited ? Yes No
6. Do officers and chairpersons train those who serve with them? Yes No
7. Do you have practical, workable bylaws? Yes No
8. Is the purpose of the organization clearly stated in the bylaws? Yes No
9. Does the organization function generally within the scope of the original purpose?
Yes No
10. Will the programs of your group be of interest to all members? Yes No
a. Will they be stimulating? Yes No
b. Will they be instructive and informative? Yes No
11. Are there any accomplishments of the organization that should be made known:
a. To the membership? Yes No
b. To the community? Yes No
c. To other groups? Yes No
d. To ASHHRA leadership? Yes No
12. Are officers and chairpersons open to suggestions from members?
Yes No
13. Are records kept and passed from one administration to the next?
Yes No
14. Are all meetings conducted in a business-like manner? Yes No
15. Is an agenda prepared for each meeting? Yes No
16. Is the purpose of each business meeting explained prior to start of meeting by the chairperson? Yes No
17. Are members loyal to the organization? Yes No
1.1.2 MEETING ANNOUNCEMENTS
Meeting Announcement Tips
Enclosed are several samples of meeting announcements. A meeting announcement must be clear, neat, and timely.
Your meeting announcement must include the following information:
1. Title
What the meeting is about. If it is an educational meeting, include speaker’s name, affiliation, and topic. If a business meeting is being held, specify. It would be beneficial to the chapter to secure a sponsor for your program. Your health care human resource consulting colleagues are looking for exposure. Invite them to be a part of your program.
2. Date
Day of the week, date, month and year of meeting.
3. Place
Provide meeting location information, including a map if possible. Once the participants reach the meeting location, make sure they have clear directions to the meeting room to avoid searching for location. For example, “follow signs from lobby to meeting room,” or “stop at information desk in lobby for directions to meeting room.”
4. Time
Allow approximately 1 hour for registration and networking before the actual starting time.
5. Cost
Registration fees should be at a reasonable rate and should include a coffee break, lunch and/or dinner. Try to get a company to sponsor the meeting in exchange for exhibit opportunities and a brief word from the sponsor (5-10 min. at most). If there is no opportunity for a sponsor, keep fees down by covering your cost only for the first meeting.
6. RSVP
Include a reservation form in the announcement. The form should have space for the attendee’s name, title, and institution. Make sure the form provides directions as to:
· Where to send the response
· How to pay
· Who to make payment to
· Deadline for reservations
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1.1.3 SAMPLE
American Society for Healthcare Human Resources Administration - ASHHRA
BUSINESS MEETING ANNOUNCEMENT
Greetings to ______members and friends!
Come one, come all to the next (state chapter abbreviation) ASHHRA meeting and invite individuals you think would be interested in the topic. The meeting will be held on ______(day), (Month) of (date), 20__ (Year) at the (meeting location name) on ______(address) in (city, state).
The business meeting will include election results for treasurer and board member and discussion/approval of President from nominees. Information from the national society annual meeting and an update on the certification program will also be presented.
Our program will feature ______, representative from ______. S/he will present (list topics).
Program Schedule
8:00-9:00 a.m. Registration
9:00-9:30 a.m. ______business meeting
9:30-11:30 a.m. Program
11:30 a.m.-12:30p.m. Luncheon
12:30-3:00p.m. Program
Cost: Members, $______; nonmembers, $______
Hope to see you there.
Your Signature,
Chapter President
Please RSVP by ______, 20___ to:
______
(Name, address, city, state, zip code, e-mail address and telephone number of person to contact)
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REGISTRATION
Central Illinois Society for Healthcare Human Resource Administration
Annual Conference
October 5 - 7, 2005
Name:______
Name of Organization:______
______
Phone Number:______
E-Mail Address:______
Please check (ü) the events you plan to attend:
Wednesday, Reception ______
Cash Bar
Thursday Sessions ______
Thursday Night ($20) ______
Dinner/Activity/Cash Bar
Friday Sessions ______
qCISHHRA Member (fee for Thursday Night)
q SIHHRA Member ($125 for both days or
$75/day)
q Non-Member or Guest ($150 for both days or
$75/day)
q Thursday Night ($20 – CISHHRA members
please send check with registration , others
please include this fee with registration fee.)
CANCELLATION/SUBSTITUTIONS
Cancellation notice from any registrant must be received no less than five business days before the conference. Registrants who do not cancel and do not attend are liable for the entire fee. Registrants unable to attend may send an alternate.
Central Illinois
Society For
Healthcare Human
Resource Administration
Annual Conference
October 5, 6 and 7, 2005
“HR – The Kings & Queens of Hearts”
(Are We Dealing with Full Decks?)
Pheasant Run
4051 East Main St.
St. Charles, IL 60174
(800) 474-3272
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WEDNESDAY, OCTOBER 5
Come early and spend the afternoon shopping or just relaxing.
Registration and 4:00 p.m. – 6:00 p.m.
Vendor Exhibits
Reception /Cash Bar 5:00 p.m. – 6:00 p.m.
Keynote Speaker 6:00 p.m.
“Energy Management—Our Most Precious
Human Resource”
Kimberly Keenan, LCSW
Glen Manor Counseling, Ltd
Dinner Buffet 7:00 p.m.
Vendor Exhibit continues after Buffet
Drawing ( CISHHRA membership) 8:00 p.m.
Cash Bar ends 9:00 p.m.
THURSDAY, OCTOBER 6
Breakfast 7:30 a.m.
MORNING SESSION
“Tax Exempt Status” 9:00 a.m.
Bruce Stickler, Esq.
Gardner Carton & Douglas
Break 10:15 a.m.
“Positive Employee Relations and
Workforce Update” 10:30 a.m.
MaryAnne Kelly, Vice President
Metropolitan Chicago Healthcare Council
Chris Cimino, President
Chessboard Consulting
Lunch 12:30 p.m.
AFTERNOON SESSION
“Our Journey to Becoming an
Employer of Choice” 1:30 p.m.
Susan Ulshafer, Sr. Vice President
Bronson Healthcare Group
Drawing ($250 VISA Gift Card)
and Adjourn 3:30 p.m.
Free Time
Evening Activity 6:00 p.m.
Las Vegas Night
Cocktails and Dinner
(each participant is required
to pay $20)
FRIDAY, OCTOBER 7
Breakfast 7:30 a.m.
Employment Law Update 9:00 a.m.
Ellen McLaughlin, Esq.
Seyfarth Shaw
Break 10:15 a.m.
Employment Law 10:30 a.m.
Update Continued
Drawing (Palm Pilot) and Close 12:00 p.m.
REGISTRATION FEE
CISHHRA MEMBER No Fee
SIHHRA Member $125 for all sessions
$75 for Thursday only
$75 for Friday only
Each additional $125 for all sessions
registrant from the $75 for Thursday only
same organization $75 for Friday only
Non Member or Guest $150 for all sessions
$75 for Thursday only
$75 for Friday only
DRESS
Business Casual Attire. Jeans acceptable on Friday.
Visit website for recreational activities –www.pheasant run.com
or www.St.Charles.com
CEU
HRCI CEU – 5.25 hrs. Thursday;
2.75 hrs Friday
The meeting environment for all educational programs is “Smoke Free”
Be sure to check out the new CISHHRA website
www.cishhra.org
HOTEL ACCOMODATIONS
$109/night single
$119 double, $129 triple, $139 quad
(tax is not included)
A limited number of blocked rooms will be held until September 5th.
For room reservations, please call
Pheasant Run
800-474-3272.
Indicate that you are with the CISHHRA Group.
REGISTRATION
Please complete the registration form for each registrant.
Registration deadline is September 2, 2005
(Requests for hotel reservations after 9-05-05 will be subject to space availability)
Please send or fax registrations
and make checks payable to:
CISHHRA
c/o Canise A. McComb
Graham Hospital
210 W. Walnut
Canton, IL 61520
PH: (309) 647-5240 #2237
Fax: (309) 649-5197
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1.2 CONDUCTING A BUSINESS MEETING
1.2.1 ASPECTS OF CONDUCTING A BUSINESS MEETING
Business meetings should be conducted according to Robert’s Rules of Order. It is advisable that a copy of Robert’s Rules be obtained for reference. In addition, a leaflet presented by the National Education Association outlines the parliamentary procedures essential to conducting a business meeting. This leaflet is self-explanatory and provides concise directions.
A list of registered attendees should be at the registration desk. All attendees should sign in on an official sign-in sheet, which should be kept with the minutes of the meeting, the meeting announcement, and other pertinent data relative to the meeting, such as handouts provided to attendees, a copy of the certificate given (if applicable), and speaker bios (if applicable). The sign-in sheet should have the date, title, and location of the meeting typed or written in at the top. There should be space provided for attendees’ names and institutions.
Sample Format Sign-in Sheet
NAME OF GROUP/ASSOCIATION
PROGRAM: ______DATE: ______
LOCATION:
NAME INSTITUTION
Name tag should be available for attendees to help them get acquainted. Basic adhesive name tag can be made available at the registration desk upon check-in.
Members of the group should be at the registration desk to greet attendees.
At the beginning of the meeting some housekeeping items should be taken care of by the individual acting as leader or moderator. These should include location of rest rooms, meal or refreshment arrangements, and other pertinent details or directions.
Minutes of the meeting should be taken by the secretary.
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1.2.2 SAMPLE
______AMERICAN SOCIETY FOR HEALTHCARE HUMAN RESOURCES ADMINISTRATION
ATTENDANCE RECORD
Date______Meeting Place______
Name / Hospital / City / ASHHRAmember
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
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1.2.3 SAMPLE
ORDER OF BUSINESS—REGULAR MEETINGS
This form may be copied and used by the person conducting the meeting to outline reports and topics for discussion.
I. Call to order
II. Secretary’s board meeting minutes
III. Approval of minutes from previous meeting
IV. Secretary’s report
a. Additions or corrections
b. Approved as read or corrected
V. Treasurer’s report
a. Questions or discussion
b. Approved as stated
VI. Committee reports
a. Committee 1
b. Committee 2
c. Committee 3
VII. Unfinished business
a. Item 1
b. Item 2
c. Item 3
VIII. New business
a. For any item requiring a vote at a regular or special meeting, create a flyer ahead of time stating what the subject is and any information that will help members to become familiar with the topic
b. These flyers should be handed out when members register at the meeting
c. Encourage attendees to review it prior to the start of the meeting
IX. Adjournment
X. Announcement
a. Announce upcoming meetings and events