1.1. The chapter’s mission, vision, and bylaws align with those of ATD. Additionally, the chapter meets the ATD brand identity guidelines.
The chapter’s definition of its purpose as well as its governing policies should align with those of ATD. Meeting the ATD brand guidelines protects brand integrity and creates a consistent and professional presentation of the ATD name and logo. When a brand is perceived as having consistent value and integrity, it makes it easier for the organization to gain and retain members and partners.
Recommendations on how to accomplish:
Review the chapter’s mission and vision to ensure its alignment to ATD.
Review the chapter’s bylaws on an as-needed basis and make changes as appropriate.
Ensure all chapter operations reflect the processes documented in the bylaws.
Ensure all communication, hard copy and electronic, conform to ATD’s brand (logo) identity guidelines. Chapters must use their chapter specific logo obtained from ATD in accordance with the instructions specified in ATD’s 2014 Logo & Graphic Standards for ATD Chapters.
1.2. The chapter maintains written position descriptions for elected chapter board members.
Written position descriptions ensure that chapter management responsibilities are fully covered. They explain to volunteer leaders what is expected of them and how each leader fits into the overall organization. Descriptions also underscore the importance of the chapter’s volunteer jobs and will encourage leaders to approach them more seriously and professionally.
Recommendations on how to accomplish:
Develop and provide position descriptions that clearly define roles and responsibilities for all elected leadership positions. Although optional, consider developing and providing position descriptions for appointed leadership positions as well.
Include all important tasks or responsibilities using input from people who have held the positions in the past, as well as the current office-holders.
Include a realistic estimate of the amount of time the function is expected to take each month in each position description.
Review position descriptions on an annual basis and update as needed.
1.3. The chapter members participate in the nomination and election of the chapter board.
The nomination and election process makes sure key management functions are covered, even if one board member is responsible for more than one function. Providing members the opportunity to nominate and elect their leaders builds members’ trust and ensures the board is truly representative of the membership. It also gives all members an opportunity to engage in chapter activities, including that of volunteering.
Recommendations on how to accomplish:
Review and follow your chapter's bylaws for procedures on election of chapter officers.
Use position descriptions when recruiting candidates.
Use a nominations committee to identify and recruit volunteer leaders.
Start the process early to allow sufficient time to identify candidates, announce the slate, allow members to vote, and publish the results.
1.4. The chapter creates an operational plan that includes but is not limited to: annual goals; communication/marketing strategy; recruitment/retention strategy; and succession planning strategy.
The chapter operational plan provides a framework for doing business effectively and managing resources efficiently. It states how the chapter will achieve outlined goals and objectives so that chapter activities are consistent and target member needs. It outlines how board members will share information with each other and with their stakeholders. By documenting recruitment/retention and succession planning strategies, chapter leaders are providing the framework needed for chapter growth and sustainability. The operational plan also provides a clear reference point to evaluate and redirect chapter efforts as needed.
Recommendations on how to accomplish:
Identify the objectives, tasks, and timelines associated with each annual goal and major strategy area based on member needs.
Annually review and update, if necessary, your operational plan to ensure it aligns with the chapter’s mission and/or vision.
Use the operational plan to identify how the chapter will address CARE elements throughout the year.
1.5 The chapter submits a current board roster in Excel format with CARE submission and updates ATD Chapter Services as changes occur.
Providing a current board roster as well as updates when changes occur helps build a connected ATD community. This allows for the dissemination of information about programs, initiatives, and resources to all chapter leaders. These volunteers can also connect with leaders of other chapters for networking and sharing ideas. Similarly, potential members and interested parties can more easily access the leaders in their own local area if contacting ATD for contact information.
Recommendations on how to accomplish:
Submit a current chapter board roster to ATD Chapter Services using the MS Excel board roster template available at www.td.org/CARE.
If any changes occur during the year, resubmit an updated MS Excel version directly to your chapter relations manager (CRM).
1.6. The chapter submits a current membership roster in Excel format to ATD Chapter Services with CARE submission.
Submitting a current membership roster helps ATD get an accurate picture of the size of the Association. Having this information enhances ATD’s ability to represent the entire membership (on the local, national, and international levels) to policy makers and advocate for regulations and legislation of interest to ATD members.
Recommendations on how to accomplish:
At the time of the chapter’s CARE submission, submit the current roster of members to ATD Chapter Services only in the MS Excel chapter membership roster template available at www.td.org/CARE. (Reminder, chapters participating in the Wild Apricot (WA) partnership program do not have to upload their current chapter membership roster. Chapter services can pull that for you if you have provided Natasha Porter, customer care specialist, with “Full Administrative Rights” access to your account (required for all chapters participating in the WA discount partnership program.)
Use Wild Apricot or an internal chapter resource to maintain the database roster.
Include the following membership information on your roster:
1.1. The chapter board meets at least once per quarter and makes meeting minutes available to members.
Board meetings are the time and place for chapter leaders to monitor the chapter’s financial situation, address chapter issues, agree upon solutions, communicate the status of ongoing projects, and develop future chapter leaders. Since the board makes legally binding decisions for the chapter, it is a good practice for leaders to share the results of these meetings with chapter members. This builds members’ trust and gives them an opportunity to engage in chapter activities, including volunteering.
Recommendations on how to accomplish: • Organize board meetings via these venues:
• in person (recommended)
• virtual (conference call, web conferencing, among other ways).
• Maximize meeting effectiveness by following standard meeting guidelines such as using an agenda, establishing timeframes, and encouraging contribution for instance.
• Capture minutes and share with members how meeting minutes can be accessed. Minutes may share key decisions and actions rather than detailed minutes of who said what.
1.8. The chapter board completes a risk management assessment.
A chapter can be at some degree of risk in the categories of people, reputation, finances, and safety. Reducing chapter liability and potential risks protects the chapter from costly lawsuits and safeguards the chapter’s assets and members. Therefore, conducting an annual risk assessment is an important component of the board’s fiduciary and management responsibilities.
Recommendations on how to accomplish:
Create and maintain a risk assessment plan.
Ensure safety by assessing potential risks associated with chapter activities and develop mitigating actions.
Make sure resources are protected from accidents, lawsuits, theft, loss, natural disasters, unplanned leadership turnover, etc.
Develop and maintain an emergency/contingency plan for your events, chapter operations, etc. and ensure that all chapter leaders have a copy of the plan with emergency contact information.
Periodically meet with the chapter’s insurance representative to discuss appropriate coverage.
Consider incorporating your chapter within your state to reduce individual board member liability, although this is not required.
Annually evaluate/review the chapter’s risk assessment plan and update accordingly. All board members should be notified of changes and either have a copy or know how to access a copy of the plan.
Annually review the chapter’s risk assessment plan with the board.