USNA ALUMNI ORLANDO CHAPTER BOARD OF DIRECTORS

Board General Guidelines – Revision 3A

The following is an overview of the USNA Alumni Orlando Chapter Board of Directors. The general guidelines for each position are described. After the position, two pieces of information are included:

 Board Voting Privileges – voting or non-voting

 Chapter Member Class – regular, associate or complimentary

Per the Orlando Chapter organization chart and the paragraph structure of this document, the Committee Chairs should work through their respective Chapter Officer, i.e., a chain of command structure.

1. President – voting member; regular member

a. Responsible for –

 Overall chapter

 Leading Chapter & Board Meetings

 Chapter Documents: Articles of Incorporation, Bylaws, Organization Chart, General Guidelines

 Chapter e-mails (Event announcements)

 Working with the Secretary: Shipmate articles

 Work with Webmaster(s): About Us Page

 Committee: Audit

 Interfacing with USNA Alumni at-large

b. Audit Committee – voting member; regular, associate or complimentary member

 No chapter officers can be on the audit committee

 Annually audit the checking account, treasurer’s report, and annual operating budget

2. Vice-President – voting member; regular member

a. Responsible for –

 Interface with all guest speakers

 Work with Webmaster(s): Events Page & Future Fund Raising Page

 Pass event info to USNAAA national calendar

 Committees: Event Coordination, Business Networking, and Fund Raising

 Fill in for duties of President in his absence

b. Event Coordination Committee – voting member; regular, associate or complimentary member

 Work with and assist VP with guest speakers, as necessary

 Work to get 2-4 places around Orlando for chapter meetings (Center, North, East & West)

 Following VP concurrence, pass event info to chapter webmaster & include on the Board’s Google Calendar

 In coordination with the VP, ensure chapter events are initially planned (i.e., date, time, location & speaker) at least 3 months in advance; event specific details (I.e., food, fees, etc. ) will be planned at least 1 month in advance of the event

 Committee members coordinate with location for reserving meeting space and all details

 Coordination of Navy Football Games

 Consider events where members talking about their careers, i.e., "sea stories"

 Consider ideas for no-host socials and working with USNA Parents’ Club / Area BGOs

 Consider gatherings for other such events as football (sports) games, sister organizations, etc.

 Coordinates with Outreach Committee Chair when considering to invite other organizations to chapter events

c. Business Networking Committee – voting member; regular, associate or complimentary member

 Work with VP and with Event Coordination Committee for networking locations

 Develop ideas for business networking (i.e., breakfasts, etc.)

 Consider events tied in with other school Alumni organizations

d. Fund Raising / Community Support Committee – voting member; regular, associate or complimentary member

 Determine ways to raise money for the Orlando Chapter

 Determine ways to support the local community

 Consider free fundraising advice for non-profits on TechSoup.com

 Consider food donations / fund raising for chapter events

 Consider supporting DiCarlo Foundation Dinner in March (RADM Lynch mentioned, purchase a table for attendance)

 Consider Travis Manion Foundation 5K Event

 Consider funding scholarships for those in need for the Summer STEM and Summer Seminar

 Consider the golf charity event (consider changing the golf charity event to change fund raised from giving to Arnold Palmer Golf Tournament and the Palmer Hospital Charities to also include the USNA Alumni Association Foundation)

 Informs Outreach Committee Chair when considering to invite non-members to chapter fund raising events

3. Secretary – voting member; regular member

a. Responsible for –

 Assisting President with Chapter E-Mails (USNA AA updates, USNA sports)

 Working with the President: Shipmate articles

 Board & Chapter Meeting Minutes

o Record results of Board votes / direction in the meeting minutes (for IRS purposes)

o Record results of Chapter Officer votes / direction in the meeting minutes (for IRS purposes)

o Record results of Chapter Membership votes / direction in the Chapter Meeting minutes (for IRS purposes)

o Record membership attendance at events for articles

 Recording list of attendees at Chapter events, including at minimum attendee’s name, affiliation, and email

 Work with the Webmaster(s): News, Other Events & Membership Pages

 Committees: Communications, Membership, Outreach and Webmaster

b. Membership Committee – voting member; regular, associate or complimentary member

 Working with the Secretary, lead or suggest methods to increase membership and participation

 Conduct membership surveys

 Determine value of membership

 Track members (i.e., type, due payment dates, database, etc.)

o Update membership database upon notification from USNA AA of credit card payments

o Update membership database upon notification from Chapter Treasurer of check / cash / PayPal payments

o Update membership database upon notification from member for free memberships

o At the beginning of each calendar year, a count of regular members shall be conducted – regular members, in good standing, and current with the payment of their dues. This annual membership count shall be included in the annual Membership Report submitted to the Board, along with a summary of the prior year’s membership-related activities and achievements. Triennially, the chapter will submit the number of regular members to the United States Naval Academy Alumni Association per their Operating Manual regulations.

 Consider Decade / Class Reps

c. Outreach Committee – voting member; regular, associate or complimentary member

 Recommend organizations to invite to chapter events

 Represent the USNA Alumni Orlando Chapter on the Orlando Mayor’s Veterans Advisory Committee

 Work on outreach with local NJROTC Units

 Consider supporting Navy League "Armed Forces Appreciation Night" in May

 Work with Webmaster(s): Other Events Page

 Work with Event Coordination Committee Chair and Fund Raising Committee Chair when inviting non-members to chapter events / fund raising events

d. Communications Coordinator – voting member; regular, associate or complimentary member

 Create Chapter Communications Plan for the Secretary

 Work with Webmaster(s): Communications Page

 Develop a chapter newsletter

 Maintain the Chapter LinkedIn Group

 Maintain the Chapter Facebook page

 Work with group members to ensure their bios are included in LinkedIn

e. Webmaster / Webmistress – voting member; regular, associate or complimentary member (NOTE: In the case the Webmaster position is contracted out, the Webmaster will be a non-voting, Advisory Director of the Board.)

 Maintain Orlando Chapter site

 Per the Orlando Chapter Organization Chart, under the Secretary, but works with all Chapter Officers.

 About Us Page: Work with President  Post organization chart, board pictures, duties and responsibilities, by-laws, etc.

 Event Page: Work with Event Coordinator Committee Chair, Business Network Committee Chair and Vice-President  Post event summaries for completed events and info for upcoming events; consider event calendar for upcoming events, etc.

 Other Events Page: Work with Outreach Committee Chair and Vice-President  Post upcoming events for other organizations (i.e., MOAA, City of Orlando, Navy League, etc.)

 News Page: Work with Secretary  Post highlights of Board & Chapter Meetings, activities at USNA, etc.

 Membership Page: Work with Membership Committee Chair, Outreach Committee Chair and Secretary  Info about membership dues, links to other outreach organizations, etc.

 Fund Raising Page (Future): Work with Fund Raising Committee Chair and Vice President  Post information on future fund raisers, community events, etc.

 Communications Page: Work with Communications Coordinator  Info about Chapter’s Communication Plan within the chapter, a link to the LinkedIn group, a link to the Chapter Facebook page, etc.

4. Treasurer – voting member; regular member

a. Responsible for –

 Annual Operating Budget; ensuring the Orlando Chapter operates “net positive”

 Chapter Bank Account (all officers are signatures)

 Monthly Treasurer Report

o Includes section for new membership breakdown by credit card, cash and check

o The treasurer will retain an audit trail of all financial actions

 Comply with all IRS reporting requirements

o Ensure compliance with IRS as a non-profit organization

o The IRS wants us to track income and benefits in detail; retain this data "subject to audit". It is stated as necessary to report this on a regular basis.

o Retain records of compliance with the 501(c)(3) rules.

o Retain a file consisting of all the "founding documents" of the chapter. This can be duplicated by a file, or files, retained by the president, and or the secretary etc. so that loss of any particular officer's files can be used to recreate the others missing files.

 Interface with the Secretary / Membership Committee Chair to coordinate funds / dues collected, i.e., member status (paid or not paid) and for paid members (amount paid / term of membership).

b. Management Committee – voting member; regular, associate or complimentary member

 Assist Treasurer; specific duties to be determined

5. Other Supporting Positions –

a. Local USNA Blue & Gold Officers Liaison (Area Coordinator USNA Blue and Gold Officers NE Florida) – non-voting member

 Area Coordinator does not pay chapter membership dues

 Work with Alumni Chapter to support Plebe Recognition Picnic in June

 Work with Alumni Chapter and Parents’ Club for other coordinated activities

 Periodically briefs the board (or the membership) on status of incoming class statistics, changes in selection criteria, etc.

b. USNA Parents’ Club Liaisons – non-voting members

 Co-Presidents do not pay chapter membership dues

 Work with Alumni Chapter to support a no-host get together for Mids over spring break

 Keep Alumni Chapter informed of Winter Ball over the Christmas break

 Work with Alumni Chapter and BGO Area Coordinator for other coordinated activities

 Request specific support from alumni as needed to support "those who follow".