Chapter Operations Handbook

Chapter Twelve

The Tickler Calendar
 

THIS FINAL SECTION is provided to give you, the Chapter leadership, a guide as to what activities/requirements you might need to consider on a monthly and quarterly basis. We recommend you use this tickler to develop your own chapter operating calendar. Should you have questions as to some of the items referenced on the calendar, refer to prior sections of this handbook or the current edition of the AFA Field Operations Guidebook.

A few notes of caution please. First, recognize that this calendar is based on the assumption that your chapter operating year begins 1 October (the same as AFA National). Secondly, we all realize dates and time-frames are subject to change. Watch your mail for updates -- they will always take precedence over this calendar! Finally, a few of the items in the calendar are "required" items, while the others are strongly recommended. Those items that are required are shown in bold text.

Hope the ideas help!
 

FIRST QUARTER QUARTERLY ACTIVITIES

• Present Community Partners plaques.
• Plan and conduct chapter program.
• Attend State Executive Council Meeting
• Attend Regional Meeting. (If this is the quarter the Region has designated as the required annual workshop meeting).
• Publish newsletter (order mailing labels 14 days in advance of actual mailing).
• Plan appropriate time/function for presentation of national awards (Exceptional Service and Medals of Merit).
• Prepare and forward Chapter Operations and Financial Plans to National send copies to State and Region.
   

OCTOBER

• Forward Chapter Officer Roster to National (if not done previously). Include address, business and home phones. Send State and Region copies to appropriate individual.
• Secretary complete previous quarter Activity Report.
• Treasurer complete previous quarter Financial Report.
• Hold planning meeting to begin preparation of annual Chapter Operating Plan and Chapter Financial Plan (projected budget).
• Appoint Membership Chairman (if not done previously) and notify AFA National.
• Finalize Executive Committee and call meeting.
• Plan community/community partners membership drive.
• Update chapter roster with additions (welcome letters mailed) deletions/expirations (appeal letters sent).

NOVEMBER

• Forward Chapter Activity and Financial Reports to state and Region, in-turn, to arrive at National by the 15th.
• Executive Committee meeting
• Finalize Chapter Operating Plan and Chapter Financial Plan. Have sufficient copies made for National, State, Region, and Chapter Council.
• Work Community/Community Partners memberships.
• Update chapter roster with additions (welcome letters mailed)/deletions/expirations (appeal letters sent).

DECEMBER

• Executive Committee Meeting.
• Work Community/Community Partners memberships.
• Update chapter roster with additions (welcome letters mailed)/deletions/expirations (appeal letters sent).

SECOND QUARTER QUARTERLY ACTIVITIES

• Present Community Partners plaques.
• Plan and conduct chapter program.
• Attend state Executive Council Meeting
• Attend Regional Meeting if called.
• Publish newsletter (order mailing labels 14 days in advance of actual mailing).

JANUARY

• Secretary complete previous quarter Activity Report.
• Treasurer complete previous quarter Financial Report.
• Executive Committee Meeting.
• Work Community/Community Partners Membership.
• Review new chapter roster (welcome letters mailed).
• Expirations (appeal letters sent).

FEBRUARY

• Forward Chapter Activity and Financial Reports to state and region, in-turn, to arrive at National by the 15th.
• File IRS Form 990 (if required) by 15th. (Due 15th day of fifth month following the end of your fiscal year.)
• Membership Chairman recruit and contact military community drive chairmen to plan membership recruitment on the base (if co-located with Air Force installation).
• Executive Committee Meeting
• Work Community/Community Partners Membership.
• Update Chapter Roster with additions (welcome letters mailed)/deletions/expirations (appeal letters sent).

MARCH

• Membership Chairman meet with military community drive representative (if co-located).
• Pre-stamp drive membership applications with chapter affiliation.
• Executive Committee meeting.
• Work Community/Community Partner Memberships.
• Update chapter roster with additions (welcome letters mailed)/deletions/expirations (appeal letters sent).
• End of Membership Competitive Year.

THIRD QUARTER QUARTERLY ACTIVITIES

• Present Community Partner Plaques.
• Plan and conduct chapter program.
• Attend State Executive Council Meeting.
• Attend Regional Meeting.
• Publish newsletter (order mailing labels 14 days in advance of actual mailing).

APRIL

• New Membership year begins -- plan program.
• Secretary complete previous quarter Activity Report.
• Treasurer complete previous quarter Financial Report.
• Kick-off Military Community Drive if appropriate.
• Begin planning for Armed Forces Day events.
• Begin drafting National Award Nominations.
• Executive Committee Meeting.
• Work military/community/Community Partners memberships.
• Update chapter roster with additions (welcome letters mailed)/deletions/expirations (appeal letters sent).

MAY

• Send National Officer/Director nominations to Nominating Committee
• Forward chapter Activity and Financial Reports to state and region, in-turn, to arrive at National by the 15th.
• Nominations for under-40 director considered.
• Arrange for wrap-up of military community drive.
• Armed Forces Day events.
• Executive Committee Meeting.
• Work military/community/Community Partners Memberships.
• Update chapter rosters with additions (welcome letters mailed)/deletions/expirations (appeal letters sent).
• Forward award nominations to arrive at National not later than the second-to-the last Friday of the month.

JUNE

• Begin drafting inputs (as necessary) for policy papers and resolutions for National Convention.
• Executive Committee Meeting.
• Update chapter roster with additions (welcome letters mailed)/deletions/expirations (appeal letters sent).

FOURTH QUARTER QUARTERLY ACTIVITIES

• Present Community Partners Plaques.
• Plan and conduct chapter program.
• Attend State Executive Council Meeting.
• Attend Regional Meeting.
• Publish Newsletter (order mailing labels 14 days in advance of actual mailing).

JULY

• Secretary complete previous quarter Activity Report.
• Treasurer complete previous quarter Financial Report.
• Review new chapter roster (welcome letters mailed).
• Expirations (appeal letters sent).
• Nominations for under-40 directors to National.
• Inputs for policy papers and convention resolutions to National.
• Executive Committee Meeting.

AUGUST

• Forward chapter Activity and Finance Reports to state and region, in-turn, to arrive at National by the 15th.
• Chapter election of officers (election not required to take place in August although strongly recommended - forward list to National).
• Reservations finalized for National Convention.
• Executive Committee Meeting.
• Work community/Community Partners Memberships.
• Update chapter roster with additions (welcome letters mailed)/deletions/expirations (appeal letters sent).

SEPTEMBER

• National Convention.
• Existing Executive Committee meet and provide proposed budget for next operating year.
• Newly elected officers begin developing next operating years' objectives/budget.
• Work community/Community Partners memberships.
• Update chapter roster with additions (welcome letters mailed)/deletions/expirations (appeal letters sent).

NOTE: Each Chapter must meet quarterly activity requirements to qualify for 100% of the support payment. Chapters may qualify for 125% of the support payment by meeting all five categories of the requirements. The five categories are detailed, as is the elimination of the $50 minimum payment to chapters on the chart at the end of this chapter.

ADDITIONAL INFORMATION

Officer Rosters - are required not later than December 31 each operating year. No funds will be paid for the October/December or any subsequent quarter.

Quarterly Newsletters - are required and are counted for 25% of the support payments. (State Presidents may excuse a chapter for one (1) quarterly newsletter during the operating year - excusal must be in advance and in writing).

State Meetings - attendance is required and is counted for 25% of the support payments. State Presidents may excuse a chapter (in advance) for attendance and are responsible for reporting them to Field Services at National.

Regional Meetings - attendance is required for the one quarter designated by the Vice President as the Annual Region Workshop. State Presidents may excuse a chapter (in advance) for attendance and are responsible for reporting them to the Region Vice President and to Field Services.

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