Secretary’s role
1. Mandate.
- On a weekly basis, send letter, cards of congratulations, sympathy, recognition, etc.
- Take minutes when necessary, as alternative to Secretariat
- Take minutes at AGM if necessary
- Ensure records are kept for the Totem Pole Award
- Will need the assistance of Program, Advocacy, and Communications Committees to put award submission together and review with President before submitting to National.
2. Committee Formation
- The Secretary does not traditionally form a committee.
3. Summary of Duties Monthly
- Prepare written report for board meetings, and attend monthly board meeting.
- Forward minutes of executive and board meetings to Chapter Relations
- Ensure no action is taken that is contrary to the Chapter by-laws
- Keep track of Totem Pole points, and prepare submission to National before deadline.
- Review draft minutes from monthly board meetings before they are sent to the entire board.
- Check for spelling, grammar and accuracy
- Arrange for lunches that are provided at monthly Board Meetings, budget is $150 per meeting.
4. Totem Pole Award Guidelines
Totem Pole points will be earned during the reporting period of January to the end of October. The winning chapter president will be presented with the Totem Pole trophy at the annual Leadership Conference in November. Plagues will be presented to the top three chapters. All travel expenses to the conference for the three presidents will be paid.
The rules governing the Totem Pole trophy qualifications are based on the following criteria:
MEMBERSHIP – 30 Points
Based on percentage of paying members achieved during the qualifying period, if a chapter meets its percentage quota, it will earn 15 points. For each percentage point over the quota, one point will be earned up to a maximum of 15 points.
PROGRAM – 30 Points
Chapters must deliver at least 20 Advocis-approved CE credits each year and have been provided with nationally developed meaningful CE programs, which include CFP/CLU Update, the Loss Prevention and Control Seminar, the Compliance Seminar and the Best Practice Seminars as well as the New Advisors Business Building Course.
In order to obtain points in this category, a chapter must deliver the 20 mandatory CE requirement and 15 credits must be from the meaningful CE programming. Points will be awarded as follows:
• One point for each credit from the meaningful CE program;
• Half a point for each credit from other programs that have been approved by Advocis.
EDUCATION – 20 Points
Chapters will receive points for holding CFP, CLU, RHU, LLQP classes/study groups for their members within the three semesters. The points will be allocated as follows:
• Chapters will receive one point for offering classes to the members by advertising each of the above opportunities in their newsletters, on their websites and other suitable venues up to a maximum of six points;
• Chapters will receive one point for holding classes for each of the above courses up to a maximum of 14 points.
COMMUNICATION/PUBLIC AWARENESS – 10 Points
Chapters will receive three points for sending their full Program Calendar to their members by the end of January. Chapters will also receive points as follows:
• One point for each communication with their members throughout the year to a maximum of seven points;
• Five bonus points for placing an Advocis-approved ad in a local paper or on radio or TV during the year.
ADVOCACY – 5 Points
Chapters that help Advocis with their advocacy campaigns and other political involvements will receive one point for each initiative.
FELLOWSHIP – 5 Points
Chapters will receive one point for each activity held that promotes fellowship up to a maximum of five points. This does not include “golf tournaments” unless a meeting is held either before or after the tournament whereby members can network with each other.
EXAMPLES
Membership
Example 1:
Quota is 10 per cent net gain in paying members during qualifying period.
Chapter one had 1,500 net paying members at the start of the year and a net membership of 1,800 at the end of the qualifying period. 1800 / 1500 x 100 = 120 – 100 = 20% net increase for having reached quota of 10 per cent, the chapter receives 15 points. For surpassing the quota by another 10 per cent, the chapter receives another (1 x 10) 10 points for a total of 25 points.
Example 2:
Quota is 10 per cent net gain during qualifying period.
Chapter two had 500 net paying members at the start of the year and a net-membership of 539 at the end of the qualifying period. 539 / 500 x 100 = 108 – 100 = 8% net increase therefore, this chapter does not receive any points.
Program
Example 1:
Chapter one delivers 30 credits from the meaningful CE program and receives
one point for each CE credit delivered.
Therefore 30 x 1 = 30 points
Example 2:
Chapter two delivers 30 credits – 15 from the meaningful CE program and 15 other Advocis-approved CE credits. Therefore, in this example, the chapter receives:
1 point x 15 = 15 points for each credit delivered from the meaningful CE program and ½ point x 15 = 7.5 points for other Advocis-approved CE program. This chapter therefore will receive: 15 + 7.5 = 22.5 points for its effort