| Policy
No |
Subject |
Policy
Statement |
Background
and General Information |
Date
/ Board Approved |
Board
Meetings |
 |
| 100.000 |
|
|
|
Board Meetings
|
|
|
|
Chapter Board Meetings are conducted as directed
in the Chapter By-Laws:
Meetings are held in conjunction (before or
after) with Chapter meetings and are open to
all members.
There must be a quorum of 10 members of the
Board to convene a Chapter Board Meetings.
The Chapter Secretary will record the minutes
of each Board Meeting. These minutes will be
distributed to all board members and voted on
at the next Board Meeting. |
|
|
|
|
| 01/11/00 |
|
|
| Top |
|
Elections |
|
| 200.000 |
|
|
|
| Elections |
|
|
|
| Chapter elections are governed by Article
II, Section 3 of the Chapter By-Laws. |
|
|
|
|
| 01/11/00 |
|
|
| Top |
|
Monthly
Meetings |
|
| 310.000 |
|
|
|
| Speaker Travel Arrangements |
|
|
|
Travel arrangements will be made for all speakers
by the Chapter’s administrative service
at least 60 days before the scheduled program.
If a speaker prefers to make his or her own
arrangements, the reimbursable amount will be
determined two months before the scheduled program
and a confirmation letter will be sent to the
speaker.
Overnight accommodations will be made by the
Chapter (if necessary) and transportation will
be provided to and from the meeting. |
|
|
|
| Travel expenses vary greatly even for short
distances, and the Chapter has paid very large
travel costs for speakers who make last minute. |
|
|
|
| 01/11/00 |
|
|
|
| 310.002 |
|
|
|
| Letter of Agreement |
|
|
|
A Letter of Agreement stating the details
for a Speaker’s commitment to the Chicago
Chapter will be mailed or faxed immediately
upon verbal confirmation of an agreement.
The Chapter Administrator will supply the standard
form letter to be used.
This agreement must be signed by the speaker
and returned to the Chicago Chapter at least
three months before the scheduled date.
Last minute agreements may be necessary, but
the Letter of Agreement must be signed prior
to the meeting date. |
|
|
|
| A Letter of Agreement will help resolve verbal
misunderstandings and eliminate the possibility
of no-shows. |
|
|
|
| 01/11/00 |
|
|
|
| 310.003 |
|
|
|
| Speaker Fees |
|
|
|
| Fees and/or honorariums may be paid to speakers
as necessary, but may not exceed the established
budget. Any exception must be approved by the
Chapter’s Executive Board. |
|
|
|
| The purpose of this policy is to provide guidance
for the Education Committees, and to ensure
the preparation of a reasonable budget. |
|
|
|
| 01/11/00 |
|
|
|
| 320.000 |
|
|
|
| Monthly Meeting Guests |
|
|
|
The current Chapter president may register
guests with the Arrangements and Hospitality
Committees prior to the meeting. The costs for
these guests will be absorbed by the Chapter.
Invited guests may include:
- Current Chapter Presidents from other
ARMA Chapters
- Current ARMA International Officers
- Current Great Lakes Region Director
- Speaker(s) for the meeting
|
|
|
|
The Chapter appreciates those invited guests
who are able and willing to participate in our
meetings.
We wish to show that appreciation by absorbing
the meeting costs. |
|
|
|
| 01/11/00 |
|
|
|
| 330.000 |
|
|
|
| NSF Checks |
|
|
|
Any member or guest who pays for a monthly
meeting or Chapter sponsored even with a check
that is returned to the Treasurer as “Non
Sufficient Funds” will be required to
pay the amount originally due plus a $25 service
charge.
If a NSF check situation occurs more than one
time within a 12-month period for a registrant
(i.e., member or non-member), then he/she will
be presented with written notice requesting
that all future registrations be paid in full
in the form of cash only. |
|
|
|
The Chapter has received an NSF check from
a member more than two times within a 12-month
period. It is understandable that an NSF situation
can happen. However, after more than one occasion,
the Chapter should not have to bear the responsibility.
The Treasurer’s position is a volunteer
position and NSF situations require additional
time for bookkeeping and follow-up. Nor should
the Chapter expend its monies to the Administrator
to support this type of situation. |
|
|
|
| 11/09/99 |
|
|
| Top |
|
Financial |
|
| 410.000 |
|
|
|
| Financial Policy Guidelines |
|
|
|
1. On a Fiscal
Year basis, a Reserve Fund (Contingency Fund)
will be established to be applied toward new
opportunities in education, training, etc. that
may arise during the Fiscal Year. These would
specifically include projects deemed worthwhile
by the Chapter which were not foreseeable or
specifically definable at the beginning of the
Fiscal Year. The amount needs to be established
and agreed to by the Board; suggested amount
is $1500.00 -- $2000.00. Board approval (majority
vote) is required for actual expenditure of
the funds. This Reserve is a Fund separate from
the existing investment fund and the checking
account.
2.
Any Capital Expense (i.e., for equipment, furniture,
etc.) over $100.00 requires a more formal assessment
and justification (i.e., written documentation).
The written justification should include the
dollar amount requested, description of the
purchase, intended use, benefits to the Chapter
and membership, price comparisons for major
purchases, and date required. Board approval
is required.
3.
The Treasurer is authorized to issue Payment
of Invoices for those services which are funded
through an established operating budget and
which do not exceed $500.00. Expenses greater
than $500.00 or expenses for an area which has
exceeded its annual budget by more than 20%
will require approval of the President and/or
his/her designate prior to payment. The payment
of these invoices will require a signature of
the Treasurer and a member of the Executive
Board.
4.
On a Fiscal Year basis, an Additional Reserve
Fund is to be established as a contingency to
maintain adequate funding should the Chapter
experience a substantial loss of revenue from
inadequate seminar attendance and/or participation.
This Fund, once approved, needs to be reviewed
annually to rejustify the need. The amount recommended
for the fund is $5,000.00. |
|
|
|
The Budget Committee of the Chicago Chapter
of ARMA convened in a special session on Thursday,
February 3, 1994 for the primary purpose of
reviewing existing procedures and recommending
changes (where appropriate) in the ongoing process.
The recommendations made were not only to maintain
flexibility in application of funds, but also
to assure that control and approval procedures
are in place where justifiable. |
|
|
|
| 01/11/00 |
|
|
|
| 420.000 |
|
|
|
| Financial Aid - Membership |
|
|
|
Any member who serves on a Committee for ARMA
International may request financial assistance
from the Chapter. The request must be made in
writing to the Board of Directors with an explanation
of the role he/she is serving on the International
Committee, what program or event he/she is required
to attend and why he/she cannot financially
support their expenses independently of the
Chapter (e.g., no corporate sponsorship).
The amount of funding is discretionary but should
not exceed the funding for the Chapter Member
of the Year. The final approved dollar amount
will be determined by the Board of Directors
with a majority vote. |
|
|
|
| Many of ARMA’s members want to get involved
at the International level. However, several
organizations will not provide financial funding
or support of their involvement. Several of
the International Committees require the member
to be in attendance at such events as the National
Conference or a special meeting. In such instances
where the member needs to be in attendance but
is paying for expenses of out hi/her own personal
funds, then financial support by the Chapter
may be warranted and requested by that individual. |
|
|
|
| 01/11/00 |
|
|
|
| 430.000 |
|
|
|
| Full-Time Student Membership
Dues |
|
|
|
| The Chapter will pay 50% of a student’s
Chapter dues. The student will be required to
pay Association dues. |
|
|
|
ARMA International offers to full time students
a greatly reduced membership rate.
Currently, the Chicago Chapter’s dues
are greater than the Association’s student
rate (Students can join for $20 at the Association
level; the Chicago Chapter’s dues are
currently $40). Given that most students are
financially restricted, the Chapter should support
them in their effort to become involved. |
|
|
|
| 01/11/00 |
|
|
|
| 440.000 |
|
|
|
| CRM/Home Study Course
Tuition Reimbursement |
|
|
|
The Chicago Chapter of ARMA will reimburse
a member in good standing the full cost of completing
the CRM Program or the Home Study Course, if
the cost of either program is not covered by
the member’s employer.
The member will be reimbursed upon proof of
satisfactory completion. Evidence of expenditure
should be submitted to the Chapter President
for reimbursement.
Reimbursement for CRM: The Chapter will reimburse
the member upon successful completion of all
parts of the exam and when the designation CRM
is conferred.
The Chapter will pay only once for each part
of the CRM exam.
Reimbursement for Home Study Course: The Chapter
will reimburse the member upon successful completion
of the Home Study Course, as evidenced by correspondence
from ARMA International.> |
|
|
|
| The Chicago Chapter of ARMA offers educational
assistance to encourage and promote the records
management profession and recognizes the dedication
required to complete the Certified Records Manager
exam or the Home Study program. |
|
|
|
| 01/11/00 |
|
|
| Top |
|
Newsletter |
|
| 510.000 |
|
|
|
| Newsletter / Vendor
Announcements |
|
|
|
Announcements regarding a Chicago Chapter
Vendor will be printed in the newsletter at
no cost if the vendor is currently a paid advertiser
in the Chicago Newsletter. All announcements
are to be submitted to the Editor. Announcements
will be adjusted to fit available space.
Vendor announcements are recognized as information
regarding change of address/phone number or
special awards received or given. It does not
include new products or services being offered
by the vendor. |
|
|
|
| Our vendor members and current advertisers
are an asset to our chapter and the Board of
Directors wants to encourage their participation
by allowing reasonable recognition and attention. |
|
|
|
| 01/11/00 |
|
|
|
| 520.000 |
|
|
|
| Newsletter / Advertising |
|
|
|
The Chicago Chapter Newsletter is intended
as a publication to inform, educate and promote
member interests. To that end advertising
will be accepted for the newsletter that meets
the highest standards of professionalism,
offering relevant services to the membership
as a whole.
The Newsletter is published five times yearly;
beginning in September and ending in June.
Three size ads are currently being offered:
Business Card size 3.5w X 2.22h, ¼
Page 3.50w X 4.50h, ½ page vertical
3.5w X 9.5h and ½ horizontal 7.25 X
4.5h.
Current rates run from $100-$200/issue with
a discount being given for ads run in multiple
issues. Commitments for advertising space
are generally made the summer prior to the
publication of the first issue.
Space is first allocated to advertisers from
the previous year and then offered to other
relevant individuals and vendors on a space
available basis.
Bills will be mailed out prior to the end
of the calendar year with payment due in full.
As space becomes available, advertisers may
publish their services and products during
the year also. |
|
|
|
| The purpose of the policy is to allow the
Editor, Publisher, Advertising Chair and Treasurer
to better manage the chapter’s financial
and fair and equitable treatment policies. These
policies will insure a fair practice of advertising
within the Newsletter and during the year. |
|
|
|
| 01/11/00 |
|
|
| Top |
|
Contributions |
|
| 610.000 |
|
|
|
| Gifts and Contributions
to Members |
|
|
|
Small gifts (i.e., flowers) and/or contributions
of a $50.00 value will be made for the following
situations:
1.
Extended illness and/or hospitalization of a
current board member.
2.
Death of a current member.
3.
Death of an immediate family member of a current
board member.
4.
Wedding of a current board member.
5. Birth/Adoption
by a current board member. |
|
|
|
| The Chicago Chapter Membership benefits greatly
from the board members who volunteer their time
and energies to the operation of the Chapter
activities. Small tokens of a personal nature
are evidence that ARMA is indeed a group of
people helping people. |
|
|
|
| 01/11/00 |
|
|
| Top |
|
Scholarships
and Awards |
|
| 710.000 |
|
|
|
| Scholarship / Chapter
Member of The Year |
|
|
|
| The Chicago Chapter of ARMA will provide up
to a $2,000.00 scholarship for the Chapter Member
of the Year. This scholarship is to be used
for the expenses directly related to registration,
travel, housing or food which is necessary to
attend the ARMA International Conference. These
expenses will be reimbursed when a check request
is prepared and includes original receipts for
all charges. |
|
|
|
| The Board of Directors believes that the Chapter
Member of the Year is recognized as a member
who has provided outstanding service and efforts
to the Chapter and is therefore deserving of
the special scholarship and should be able to
attend the conference and receive their award
personally. |
|
|
|
| 01/11/00 |
|
|
|
| 720.000 |
|
|
|
| Scholarship / Marjorie
Thomas Payne College Scholarship |
|
|
|
The Chicago Chapter of ARMA established the
Marjorie Thomas Payne College Scholarship program.
A maximum of three $450.00 scholarships are
to be made available to students who are pursuing
a Records Management related degree program
at a Chicago area college.
The scholarship can be applied to tuition, fees
and/or book for the designated school year.
In addition, the Chapter will provide a student
ARMA membership and invite the recipients to
attend the regular monthly dinner meetings at
no charge. This scholarship program will be
coordinated by the Education/College Liaison. |
|
|
|
This scholarship program was introduced to
encourage the development of Records Management
courses and degree programs at local colleges.
At present, there are no degree programs in
the Chicago area, and occasionally one of the
community colleges will conduct a semester course
or a seminar on Records Management. |
|
|
|
| 01/11/00 |
|
|
|
| 730.000 |
|
|
|
| Seminar Scholarship |
|
|
|
The Chicago Chapter of ARMA establishes a
seminar scholarship program. Two scholarships
will be awarded for each annual seminar sponsored
by the Chicago Chapter.
The scholarship is to include full registration
and all benefits that accompany the seminar.
The scholarship will not cover transportation
costs to and from the seminar site.
Interested persons must be a member in good
standing of ARMA International and the Chicago
Chapter of ARMA at the time of the seminar.
Requests for scholarship must be made in writing,
stating why the member cannot financially support
this expense. Any employer reimbursement will
invalidate the scholarship. |
|
|
|
The Chapter recognizes that some members pay
for their own memberships and for attendance
at our monthly meetings, but cannot afford to
attend the annual seminar.
The Chapter is committed to education and will
provide financial support for member(s) that
meet the criteria set forth in this policy. |
|
|
|
| 01/11/00 |
|
|
|
| 740.000 |
|
|
|
| Educational Grants |
|
|
|
| See Policies 440.000, 710.000, 720.000 and
730.000 |
|
|
|
|
| 01/11/00 |
|
|
| Top |
|
Insurance |
|
| 900.000 |
|
|
|
| Insurance |
|
|
|
The Chicago Chapter is covered under a general
liability insurance policy through ARMA International.
The policy is with Cincinnati Insurance Company
(800) 258-9099. We are insured up to $1,000,000
(one million dollars). This policy includes:
excess liability, automobile liability and workers’
compensation liability. The copy of this insurance
certificate is held by our chapter administrator.
In addition the Chicago Chapter has a Commercial
Crime Policy with Hartford Insurance Company.
This policy protects the chapter from an employee
and chapter officers removing cash and checks
tendered for personal, non-chapter approved
purposes as well as all losses due to dishonesty.
since we are a not-for-profit organization,
this insurance is necessary for security. The
copy of this insurance certificate is held by
our chapter administrator. |
|
|
|
|
| 01/11/00 |
|
|
| Top |
|
General
Operations |
|
| 1010.000 |
|
|
|
| No Smoking Policy |
|
|
|
| A No-Smoking Policy is to be maintained at
the monthly meetings during Board Meetings,
dinner and the speaker/program which follows. |
|
|
|
| This policy was recommended to meet standards
currently practiced in many offices and public
areas. | |
