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HOW TO START A CIMPA CHAPTER CIMPA is an online association. There are
no geographical barriers in this organization. However, humans have social
needs. People want to get together with other people - not only on the web, but
face-to-face as well. This is the reason why we invite our members
to our annual meetings. You may also want to start a small group that will meet
in your area occasionally. There are no fees for establishing a chapter. In
fact, CIMPA pays you $100 for every gold or ruby member you recruit. There are
no membership fees if you sign up online as an emerald member. However, you need
10 paying members to petition for Chapter status. Chapters can be as small as 10 people or as
big as over a thousand people. By establishing a CIMPA chapter, you establish
your leadership position in this industry.
The organization of a local
chapter
The Chapter is a vital part of CIMPA, and
the Chapter Council with its President occupies the most prominent leadership
position in the Chapter. In addition to being a key to the success of the
Chapter’s programs, the Council can make important contributions to the success
of Association-wide programs. Most Chapters start out with a small Council
consisting of four to five officers, but as the Chapter grows the organization
of the Council might look something like figure 1. The Chapter Council is
elected while committee managers, who report to the Chapter Council, are usually
appointed.
Figure 1: Typical organization
of a mature Local Chapter. New chapters may have less officers.
A Local Chapter is part of the CIMPA
organization, but it is responsible for its own finances. All members of a Local
Chapter are members of CIMPA.. A chapter’s primary source of operating income is
the chapter share from Gold and Ruby members. Chapters are responsible for
recruiting their members and collecting dues. 100% of income from chapter
activities are kept by the chapter.
The important thing is that we as an organization can find strength in these numbers. A larger organization carries more clout and also offers increased credibility to the members of the organization on a global, national and local level. These
are the only 6 steps you need to take to organize a chapter. Below are some
ideas: Round up three
to five volunteers… A small group (3-5) of volunteers to prepare
the first constituting meeting. The group should ideally consist of volunteers
representing several planners and suppliers. It allows you to share the workload
and minimizes the risk of the effort failing because of a single key person
being diverted from the task. Having the support of several companies usually
improves the possibility of support in the form of meeting facilities, hosting
chapter meetings, access to computers and copiers and other useful items.
Including representatives from more than one company eliminates the risk of the
chapter being seen as “too closely associated” with one company. It allows the
CIMPA chapter to become “neutral territory“ for sharing a broad wealth of ideas
and experiences.
It is important to find a name for the Chapter that reflects the
boundaries of the Chapter. The geographic boundaries are formally approved by
the CIMPA Board of Directors and may be changed from what you initially
propose. The name is usually constructed using a
centrally located town or the name of the region. The formal name should include
a reference to CIMPA. A formal name would look something like “CIMPA Portugal
Chapter” or “CIMPA Albuquerque Chapter”
Write a tentative plan for future chapter activities…
It is important that the Chapter gets a good
start, and that there are planned activities that will attract new members.
Examples of activities that attract members are:
This is an area where creativity counts.
Invent your own activities and share them with other chapters, or use their
ideas to boost your membership.
SAMPLE BYLAWS
1. Definition and
Purpose A Chapter is a group of CIMPA members who
live or work in a particular locality and who, as a matter of geographic
convenience, organize themselves to promote the goals of CIMPA ("the
Association") cooperatively. Chapters can engage only in activities that conform
to the Association's goals, policies, and procedures. 2. Petition for Chapter Recognition To establish a Chapter, ten or more members must email a letter of intent (sample at www.cimpa.org/intent.htm. The letter shall state the name and location of the new Chapter and name the temporary officers. After the constituting meeting, a set of Chapter bylaws shall accompany the application. The Chapter may use this CIMPA bylaws as a guideline, making adjustments where necessary to specify unique requirements of the Chapter. Fees of at least 10 members should be remitted with the application. Chapters may keep $100 of each member’s fees.. 2.2 Approval
Process The Chapter committee of CIMPA shall
determine if the application for charter as a Chapter meets the minimum criteria
for approval, and if so, will present it to the Executive Committee for
approval. Upon approval, the Chapter is granted Chapter status. 3. Operational Relationships with the
Association 3.1 Membership. CIMPA Emerald, Silver, Gold and Ruby members in good standing may be Chapter members. All members residing or working within the boundaries of the Chapter may voluntarily assign themselves to that Chapter. 3.2 Association responsibilities a. Assist Chapters, as required, through the Chapter committee. b. Provide names and other information of members located in the Chapter's boundaries. c. Send news of Association activities to the Chapter e. Send invitations to CIMPA events, hosted buyer programs, conferences, seminars, training courses and others to Chapters f. Send publications and other promotional materials to the chapters g. Send logo for use in members’ business cards, stationery and publications. h.. Give gold and ruby members wen space and help them create their websites t. Allow gold and ruby members to use the
cimpa.org or meetingprofessionals.org domain name in their websites and their
own email addresses a. Advise the CIMPA Chapter Committee promptly of the names of its newly elected officers b Notify the association of programs being organized by the chapter c. Promote membership for the Chapter d. Notify the Association office of new Chapter members so that the Association database can reflect Chapter affiliation 3.3 Constraints. Chapters must a. Operate under local rules and procedures that are consistent with the governing bylaws, and operational policies and procedures of CIMPA. Any variations from the governing documents must be cleared through the Association's Chapter Committee and Board of Directors prior to adoption; b. Take responsibility for ensuring Chapter members are CIMPA members c. Not obligate CIMPA to any financial or other commitment, nor use the CIMPA name without the Chapter designation and only within the guidelines outlining use of the CIMPA name and logo. 3.4 Dissolution If a Chapter persists in actions that are not in the best interests of the Association, the Board may by a two thirds vote take any action it deems proper, including disaffiliation of the Chapter, if necessary. Such action may be appealed to the Board and, after reconfirmation of the Board's action, to the annual business meeting of the Association. The Board may by a two-thirds vote dissolve a Chapter when it is satisfied that the Chapter is inactive and that there is no reasonable hope of its immediate revival, or when it is satisfied that such action is in the best interests of the Association. Chapter dissolution does not affect Association membership status of the members assigned to such a Chapter. Members of a dissolved Chapter shall be assigned unaffiliated status or reassigned to another Chapter if such exists in the general region and if they so choose. Upon dissolution, residual Chapter funds shall revert to the Association treasury, and use of the CIMPA name as a Chapter shall cease. 4. Operations 4.1 Name. The Chapter name is selected by the original organizers but may be changed by a two-thirds vote at a business meeting of the Chapter, a quorum being present. Written notification of the motion to change the name must be given to all Chapter members at least two weeks before the vote. The Association must be advised when a Chapter's name has been changed. 4.2 Boundaries. The Chapter boundaries are proposed by the
original organizers and approved by the Chapter committee. Any change to the
boundaries must be submitted to CIMPA for approval. The Chapter Committee, with
the agreement of CIMPA's Board of Directors, may change a Chapter's boundaries
if deemed in the best interest of the Association. 4.3 Chapter Council. The Chapter membership is represented by an
elected Chapter Council with powers to take whatever legal and proper actions
are necessary for the fulfillment of the Association's purposes. A Chapter Council is composed of at least the President, the Vice President, the treasurer, the secretary, and the most recent past President. The Chapter Council meets at the request of the President or at the request of two of its members. A majority of the Chapter Council constitutes a quorum. If the Chapter Council decides by majority vote that more than five officers are required to operate efficiently, it may propose at a Chapter membership meeting, to increase the number of elected officers, specifying the titles and duties of such officers. If the proposal is accepted by two-thirds vote of those present (all members having been notified prior to the meeting), it becomes a rule of the Chapter's operation. Conversely, the membership of a Chapter may agree by a two-thirds vote to have the offices of secretary and treasurer filled by the same individual. Vacancies in the Chapter Council are filled by majority vote of the remaining council members. 4.4 Responsibilities. The Chapter President, as head of the Chapter Council, is responsible for all operations. The Chapter President delegates duties to the other officers. The following responsibilities must be discharged: a. regularly scheduled program meetings for the membership (at least 2 per year) b. recruitment of new members and membership processing c. regular meetings of the Chapter Council to handle the Chapter's business d. fiscal controls by means of approved budgets and expenditures, and fiscal operations in accordance with Subsection 4.5 below e. quarterly activity reports to the Chapter committee f. annual activities reports to the Chapter committee and annual fiscal reports to the Association treasurer. Within 90 days of the end of the fiscal year, the Chapter shall prepare and provide to the Board of Directors of CIMPA a current financial statement for the fiscal year just ended. g. compliance with U.S. IRS requirements regarding annual information returns. International Chapters must also comply with local regulations regarding non-profit organizations. h. annual elections conducted by the Chapter
nominating committee in accordance with Subsection 4.5 below 4.5 Chapter Elections. It is the president's duty to see that
procedures for Chapter elections are carried out properly. The results of the
election should be reported to as early as possible so the new President and
other Chapter officers can be invited to attend the annual Chapters workshop,
held in conjunction with the annual Association conference. A Chapter nominating
committee handles the elections. 4.6 Chapter Business Meeting. At least one annual Chapter business meeting
is held at which the Chapter Council report to the membership and the results of
the annual election are announced. A quorum for transacting business is 25
percent of the voting members, or fifteen voting members, whichever is fewer.
Chapters are encouraged to hold these meetings at the annual International
Technology, Meetings and Incentives Conference. 4.7 Finances. Chapter funds are deposited in any banking
institution that is a member of the Federal Deposit Insurance Corporation
(FDIC), or is protected by the Canadian Deposit Insurance Act, or credit unions
that are members of the National Credit Union Share Insurance Fund (NCUSIF).
Each Chapter operates under a financial budget approved by its Chapter Council.
The treasurer is responsible for all disbursements; disbursements must be
authorized in writing and all checks signed by the treasurer and the President. 4.8 Chapter Membership All CIMPA gold and ruby members are given membership cards and pins by the CIMPA office. CIMPA membership should be verified through the CIMPA office. If the potential Chapter member is not a CIMPA member, the Chapter will provide the Chapter applicant a CIMPA membership application. Potential Chapter members are allowed one free visit to the Chapter meeting before Chapter membership is required. Chapters may charge higher fees to Non-members for Chapter events. For membership information: www.cimpa.org/members.htm CIMPA WELCOMES YOU. WE LOOK FORWARD TO WORKING CLOSELY WITH YOU IN THE YEARS TO COME! | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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