the afa mission promote aerospace power and a strong national defense support the needs of the air...
TRANSCRIPT
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The AFA Mission
• Promote aerospace power and a strong national defense
• Support the needs of the Air Force and Air Force personnel
• Explain these needs to the American people
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Purpose of AFA 101
To acquaint AFA state presidents with their
responsibilities and chapter operations.
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Overview
• Organizational Requirements
• The Money Formula
• Planning Requirements
• Reporting Requirements
• Program Requirements
• Communication Requirements
• Membership Requirements
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Organizational Requirements
• Officers– Elected
• President, Vice President, Secretary, Treasurer– Appointed
• VPs (as many as you want for each function)• Executive Council
– ALL officers - President Chairs– Should meet monthly
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Organizational Requirements
• Minimum of 20 voting members
• Approved constitution and bylaws
• Minimum of 4 elected officers– AFA Field Operations Guidebook details
responsibilities of each elected officer
• Chapter Officer Roster filed annually
• Properly submitted reports
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The Chapter Officers
What does that title mean?
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President
• 12 monthly Executive Committee meetings
• 4 quarterly chapter programs
• 4 quarterly state meetings
• Regional meetings
• Countless planning and organizing sessions
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Vice President
• Normally in line to succeed the President
• 12 monthly Executive Committee meetings
• 4 quarterly chapter programs
• Other items as directed by the President
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Secretary
• Prepare 4 Quarterly Activity Reports
• 12 monthly Executive Committee meetings
• 4 quarterly chapter programs
• Other items as requested by President
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Treasurer
• Prepare 4 Quarterly Financial Forms
• Prepare and monitor annual chapter budget
• 12 monthly Executive Committee meetings
• 4 Quarterly Chapter Programs
• Other items as requested by President
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Appointed Vice Presidents
• Leadership Development
• Membership
• Communications
• Aerospace Education (AEF)
• Government Relations
• Veterans Affairs
• Awards
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The Money Formula
How Do You Get Money From AFA HQ?
Membership Rebates Support Payments
State Allocations
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Membership Rebates
• New Member (regular or patron)
– New Members (1 or 3 years) - $12.00
– New (not converted) Life - $39.00
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Membership Rebates
No rebates for the following:
· Renewals
· Cadets (count for half of membership goals)
· Complimentary memberships (are not included towards membership goals)
· Community Partners (fully count towards membership goals)
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Quarterly Support Payments
• For each member or patron affiliated with the chapter except for new members recruited by chapters
• Current chapter support payments are figured at $.57 per person, per quarter or $2.28/year
• Current state support payments are figured at $.195 per person, per quarter or $.78/year and $48.00 allocation per qualifying chapter
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The Kicker
• Each chapter or state must meet quarterly activity requirements to qualify for the 100% support payment
• Each state receives an allocation based on how well the chapters do
• Your money is inextricably intertwined
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Qualifications
• File Operations and Financial Plans annually, along with an Officer Roster
• Submit Quarterly Activity and Financial Reports
• Sponsor a minimum of 4 programs or activities each operating year (at least one per quarter)
• Distribute one newsletter per quarter
• Meet quarterly membership goals
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The Incentive Plan
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Program
Newsletter
Plans & Roster
Reporting
Bonus 25%for meetingmembership goal
Quarterly Apportionment
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Planning Requirements
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Annual Operations Plan
• Quarterly Programs– Purpose– Projected date– Location
• Monthly Executive and Membership meetings• Special Community Partner programs• Awards & other special programs• Aerospace Education programs• Veterans programs
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Annual Financial Plan
Annual Budget
Estimated Income • Support Payments
• Membership rebates
• Community Partner income
• Program income (e.g. fundraisers)
• Special funding
• Newsletter advertising income
• Additional income
Total = $$$
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Annual Financial Plan (Cont.)
Estimated Expenses– Programs/special functions/receptions– Aerospace Education/ROTC/CAP support– Awards– Support to attend national/regional/state meetings
and events– Postage, copies, phone calls, etc.– Contributions to regional/state events– Projected purchases from National
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State/Chapter Officer Roster
• AFA HQ required to furnish IRS a complete roster of all field units
• AFA HQ also uses the roster to compile and update National’s mailing list
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Air Force AssociationChapter/State Officer Roster Form
Under the Provisions of AFA’s National Constitution, one must be a regular member of the Association toqualify for elective office (President, Vice President, Secretary, Treasurer). Patron and Cadets may nothold an elective office.
Please indicate chapter/state name, contact person and address to which all mail should be sent:
Chapter/State Name: ___________________________________ Date: __________________
Contact Person: ________________________________________________________________
Address: ______________________________________________________________________
President: ____________________________ Secretary: ____________________________(as it appears on membership card) (as it appears on membership card)
Membership Address: ___________________ Membership Address: ____________________ ___________________ ____________________
Phone: ______________ ______________ Phone: ______________ _______________(Home) (Business) (Home) (Business)
Fax: ________________ Fax: ________________
E-mail: ______________________________ E-mail: ________________________________
Membership Number: __________________ Membership Number: ____________________
Vice President: ______________________ Treasurer: ____________________________(as it appears on membership card) (as it appears on membership card)
Membership Address: ___________________ Membership Address: ____________________ ___________________ ____________________
Phone: ______________ ______________ Phone: ______________ _______________(Home) (Business) (Home) (Business)
Fax: ________________ Fax: ________________
E-mail: ______________________________ E-mail: ________________________________
Membership Number: __________________ Membership Number: ____________________
Positions listed below are appointive and therefore not subject to the above requirements.
VP/Aerospace Education: _______________________________________________________(as it appears on membership card)
Membership Number: __________________ Phone: ________________ ________________ (Home) (Business)
Fax Number: ________________________ E-mail: ___________________________________
Member Address: ______________________________________________________________
VP/Communications: __________________________________________________________(as it appears on membership card)
Membership Number: __________________ Phone: ________________ ________________ (Home) (Business)
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Due Dates
• Oct. 31st - State/Chapter Officer Rosters– Original to AFA HQ ATTN: Field Services– Copy to Region & State Presidents
• Oct. 31st - Annual Operations and Financial Plans– Original to AFA HQ ATTN: Field Services– Copy to Region and State Presidents
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Reporting Requirements
No $$$ until the paperwork is done!
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Quarterly Activity Report
• Should cover every activity
• Activities are meetings, programs, award ceremonies, special events and anything else chapter members did
• Be sure to include event synopses, participation in region and state activities, and other items of note like printing of quarterly newsletters, submission of reports, etc.
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AIR FORCE ASSOCIATION
QUARTERLY ACTIVITY REPORT
UNIT NAME ____________________________ STATE _____________________________
REPORT COMPLETED _________________ Year____ FOR THE FOLLOWING QUARTER
1ST ____ OCTOBER-DECEMBER Year _____ 3RD ____ APRIL-JUNE Year _____
2ND ____ JANUARY-MARCH Year _____ 4TH ____ JULY-SEPTEMBER Year _____
SEE NEXT PAGE FOR INSTRUCTIONS ON COMPLETING AND SUBMITTING REPORT
BODY OF REPORT
Quarterly Newsletter Mailing Date: _________ Copy Attached? _____ Sent to AFA HQ? _____State ____ Region ______ Meeting Attended by: _________________ Date of Meeting ______Quarterly Program Description: _______________________________ Date of Program: ______Quarterly Program Category: Aerospace activity directed at non-AFA members ___ BusinessMeeting with Officer Elections ___ Unit's Choice ___
ENDORSED BY SUBMITTED BY State President State/Chaptert Secretary
ENDORSED BY APPROVED BY Region President State/Chapter President
THIS COPY FOR: PAGE ONE OF __ PAGESNATIONALAFA HQ
REGIONPRESIDENT
STATEPRESIDENT
CHAPTERRECORDS
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Quarterly Financial Report
• Must contain complete itemization and details of all receipts and disbursements
• Receipts and vouchers must be kept in the unit’s files
• Required to protect the individual who received the funds, the unit and the Association
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AIR FORCE ASSOCIATION
QUARTERLY FINANCIAL FORM
UNIT NAME ______________________________________ STATE __________________________________
REPORT COMPLETED ____________________________ 19 _______ FOR THE FOLLOWING QUARTER
1ST ____ OCTOBER-DECEMBER 19 ____ 3RD ____ APRIL-JUNE 19 ____
2ND ____ JANUARY-MARCH 19 ____ 4TH ____ JULY-SEPTEMBER 19 ____
SEE NEXT PAGE FOR INSTRUCTIONS ON COMPLETING AND SUBMITTING REPORT
1. CASH IN BANK AND ON HAND AT BEGINNING OF QUARTER ……………………… $
RECEIPTS:2. RECEIPTS FROM AFA NATIONAL ………………………………………..$
3. OTHER RECEIPTS ……………………………………………………………$ (Explain on separate sheet and attach to this form)
4. TOTAL RECEIPTS (Lines 2 & 3) ……………………………………………………………..$
5. TOTAL (Lines 1 & 4) ………………………………………………………………………….$
DISBURSEMENTS:(Itemize & detail all disbursements; attach additional sheets as required)
PAID TO: PURPOSE: 6. $ 7. $ 8. $ 9. $ 10. $ 11. $ 12. $ 13. $ 14. $ 15. $
16. OTHER - PER ATTACHED SHEETS (If required) …………………………………… $
17. TOTAL DISBURSEMENTS (Lines 6 thru 16) ……………………………………………….$
18. CASH IN BANK AND ON HAND AT END OF QUARTER (Line 5 minus line 17) ……...$
ADDITIONAL INFORMATION:TOTAL UNPAID LIABILITIES AT END OF QUARTER …………………………….$
ENDORSED BY _____ SUBMITTED BY _______State President Date Unit Treasurer Date
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Electronic Reporting
• Prepare activity & financial reports using standard programs like Word, WordPerfect and Excel
• Send the reports as attached files– Do not just type reports as text messages in an email
• Transmit the report to the region president, who will then send it to National
• Electronic reporting is cheaper and quicker than “snail mail.”
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Due Dates
February 15th November 15th
May 15th August 15th
Quarterly Activity and Financial Report forms due to National
Forwarding Process:– Chapter sends original & two copies to State President
– State President forwards original & one copy to Region President
– Region President forwards original to National
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Program Requirements
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Program Requirements
Each chapter must sponsor a minimum of four programs to include:
– An aerospace activity directed at non-AFA members
– A business meeting with election of officers– Two activities of the unit’s choice– Report completion in the Quarterly Activity
Report
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Program Requirements
A meeting is NOT a program (except when officer elections are held).
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Communication Requirements
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Newsletter’s Suggested Contents
• Officer’s Roster and point of contact information• Chapter Activities
– Meeting synopses/program recaps– Awards presented/received
• Upcoming events - who, what, when, etc.• Listing of Community Partners• Items of interest to National, Region & State
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Due Dates
Newsletters are due once per quarter
– copy to each member
– copy to the State President
– copy to AFA National
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Membership Requirements
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Membership Requirements
• 1% of chapter total (as of Oct. 1st) per quarter
• Total is cumulative until it reaches 4%
• Based on date of receipt, not on postmark
• May sometimes benefit chapter to buy one membership or more to meet the quota
– this serves multiple purposes (e.g. development, outreach, coalition, etc.)
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A Few Items for the State Presidents
• Regularly schedule state meetings
• Approve chapter requests for newsletter excuses– Only one excuse is permitted per operating year
per chapter
• Provide AFA National a list of chapters excused from state meetings in the state quarterly activity report
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TIPS
• Maximize the use of AFA’s website resources
– Form templates– Chapter Membership Rosters– Weekly updates on units reports received & paid– Field Operations Guidebook and other manuals
• Maximize use of email - saves on postage
• Survey chapter members about an email distribution of newsletters
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More Useful Items
• 10 complimentary copies of Air Force Magazine
• Free congressional memberships
• Membership video sent to every chapter
• Updated “What’s in it for Me” brochures
• Letters of support from senior USAF leadership
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Field Visits
• File a request through Field Services for a National Officer and/or a staff member to attend a state convention or regional meeting– Submit an email or written request to Field Services
• Provide details, such as when, where and purpose of attendee (speech, workshop, etc.)
• Submit request as early as possible
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Conclusion
• More active members = more vice presidents
• More vice presidents = more to report
• More to report = more money for your chapter
• More money = more programs
• More programs = AFA’s mission is met
• Achieving the mission = more active members