Chapter Handbook (2012 Edition)
Chapter Handbook
Twelfth Edition | March 2012
(This is the handbook we are still using.)
This handbook was developed by the AARP State and National Group Office of Volunteerism and Service with the guidance, input, and review of chapter leaders, volunteers, and staff.
This Chapter Handbook belongs to:
AARP is a nonprofit, nonpartisan social welfare organization with a membership that helps people 50+ have independence, choice and control in ways that are beneficial and affordable to them and society as a whole. AARP does not endorse candidates for public office or make contribu- tions to either political campaigns or candidates. We produce AARP The Magazine, the definitive voice for 50+ Americans and the world’s largest- circulation magazine with over 35.1 million readers; AARP Bulletin, the go-to news source for AARP’s millions of members and Americans 50+; AARP VIVA, the only bilingual U.S. publication dedicated exclusively to the 50+ Hispanic community; and our website, AARP.org. AARP Foundation
is an affiliated charity that provides security, protection, and empower- ment to older persons in need with support from thousands of volunteers, donors, and sponsors. We have staffed offices in all 50 states, the District of Columbia, Puerto Rico, and the U.S. Virgin Islands.
AARP Chapter Handbook Table of Contents
Preface
A Message to AARP Chapters viii
Introduction: AARP in the 21st Century:
An Ongoing Tradition of Service 1
The Role of the Chapters 3
“To serve, not to be served” 3
The Origins of Chapters within AARP 3
Goals and Objectives 4
The Chapter Today 5
The AARP Field Structure 8
About This Chapter Handbook 9
Section 1: Overview of Chapter Operations 10
Documents Governing Chapter Operations 10
Articles of Incorporation 10
Chapter Bylaws 11
Political Activity 11
Membership Lists 11
AARP Chapter Trademark Policy 12
Standing Rules 15 Chapter Handbook 15
Chapter Reporting 16
Defining Chapter Success 17
Chapter Meetings 18
Managing the Meeting 18
All-Member Meetings 19
Guidelines for Opening and Closing an AARP Meeting 19
Conducting Chapter Business 20
Accessing AARP Resources 22
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Section 2: AARP Chapter Bylaws 23
Offices 23
Purpose 23 Members 23
Classes and Dues 23
Voting Rights 24
Meetings of Members 24
Regular Meetings 24
Annual Meetings 24
Special Meetings 25
Place of Meetings 25
Notice of Meetings 25
Quorum 25 Voting 25
Board of Directors 26 Number, Election, and Term of Office 26
Duties and Powers 26
Annual Meetings 27
Other Meetings 27 Notice 27
Quorum and Voting 27 Vacancies 27
Absence from Meetings 27 Officers 28
Officers 28
Election, Term, Vacancies, and Removal 28
President 28
Vice President 28
Secretary 28
Treasurer 29
Checks and Bond 30
Committees 30
Nominating Committee 30
Standing and Other Committees 30
Term 31
Chapter Restrictions 31
Withdrawal of Chapter Recognition and Dissolution 31
Relationship with Other Organizations or Associations 32
Rules of Order 32
Amendments 33
Section 3: Chapter Model Standing Rules 34
Name and Address 34
Members and Dues 34
Meetings 35 Officers 35
Committees 35 Checks and Money 35
Board of Directors 36
Nominating Committee 36
Standing Rules 37
Section 4: The Chapter Board of Directors 38
Purpose 38
Board Profile 38
Board Members’ Role 38
Board Responsibilities 39
Board Meetings 40
Monthly Meetings 40
The Annual Board Meeting 40
The “Organization” Meeting 40
Section 5: Officer Roles and Responsibilities 42
Qualities of Chapter Leadership 42
Chapter President 43
On Taking Office 43
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Establishing Working Relationships 44
Meeting Planning and Agendas 45
The Vice President 47
The Chapter Secretary 47
The Chapter Treasurer 49
Section 6: Accounting Guide for Chapter Treasurers 50
Introduction 50
Balance on Hand at Beginning of Year 51
Classification of Receipts 51
Receipt Form 57
Accounting Journals 57
Receipts Journal 58
Monthly 58
Summary 60
Expenditures Journal 61
Monthly 61
Summary Page 61
Monthly Pages 61
Five entries are usually made on each line: 61
Summary 63
AARP Chapter Treasurer’s Report 64
Transferring Figures from Journals to Treasurer’s Report 66
Summary 66
Section 7: Chapter Committees and Their Functions 69
General Committee Profile 69
General Responsibilities of Committee Chairpersons 69
General Responsibilities for Committee Members 70
Membership Committee 70
Nominating Committee 72
Program Committee 73
Legislative Committee 75
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Important Notes 75
Community Services Committee 78
Public Relations Committee 80
Health Committee 81
Recreation and Social Activity Committee 81
Liability Insurance 82
Chapter Tours 82
Certificate of Insurance 83
Disclaimer Statement 83
Gratuities 83
Appendix A: Chapter Dissolution, Withdrawal of Recognition, or Suspension 84
Voluntary Chapter Dissolution 84
Withdrawal of Chapter Recognition or Suspension 84
Appendix B: AARP State Offices 88
Appendix C: Officer Installation 93
Appendix D: AARP Chapter Logo Guidelines 95
Why Brand? 95
AARP Positioning 96
The Relationship with Chapters 97
Names Are Important 98
How We’re Related 99
Logo+Chapter=Success 99
The Chapter Store 101
Our Outside Voice 102
Friends and Other Relatives 103
Terms You May Need 104
Frequently Asked Questions 105
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Preface
A Message to AARP Chapters
In 1958, AARP founder Dr. Ethel Percy Andrus envisioned a national organization representing the interests of older people and
complete with chapters mirroring its ideals at the community level. Recognizing that those chapters—with their members’ lifetimes of skill, experience, and wisdom—had much to offer, she insisted that these local entities be rooted in the spirit and challenge of service. Over the next 50 years and with the help of “Ethel’s army” of chapters, AARP built on that tradition of service and is now a leader for positive social change in America.
Today, a renewed spirit of service is sweeping the country. Americans of all ages and occupations are coming together to create and support opportunities to resolve this nation’s growing challenges through citizen-powered solutions. By taking on leadership roles
in the community, promoting volunteerism, and partnering with other organizations similarly committed to service, chapter members continue to provide service to their local communities.
In recognition of the importance and value of chapters, AARP is providing this 12th edition of the AARP Chapter Handbook to ensure that chapters are given all the knowledge and guidance they need to operate as efficiently and effectively as possible. This handbook also emphasizes more than ever the need for volunteer service; member involvement; and strong, strategic connections between chapters and AARP. While much of the material in this handbook is administrative in nature, a great deal of the information can be used as a guide to help chapters determine the best way to stay focused, relevant, and moving forward.
The AARP chapters deserve a big thank you for all their hard work and service. With their continued assistance and success, chapters will enhance the ability of the AARP family of staff and volunteers to do all that it can to serve, support, and inspire our neighbors, our commu- nities, and our nation.
Thank you!
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Introduction
AARP in the 21st Century: An
Ongoing Tradition of Service
Built on a history of understanding, representing, and meeting the needs of its membership, AARP continues to adapt and grow as an organization. Part public policy advocate, part educator, part commu- nity servant, AARP today is all about shaping and enriching the expe- rience of aging for each member and for society at large. As a direct link to the local community, AARP chapters remain well positioned to play a vital role in the AARP’s ongoing success.
Tradition alone, however, cannot guarantee tomorrow’s achievement. It is useful to recall the words of no less a visionary than Henry Ford, who in 1916 said, “History is more or less bunk. It’s tradition...We want to live in the present, and the only history that is worth a tinker’s dam is the history we make today.”
AARP’s Vision, Mission, and overall Strategic Plan defined by the Board of Directors in May 2008 chart the course for AARP to continue making history in the new millennium. That course provides a bold challenge that speaks broadly to the needs of members and society as we move into the 21st century.
Our Vision: A society in which everyone ages with dignity and purpose and in which AARP helps people fulfill their goals and dreams.
Our Mission: AARP is dedicated to enhancing the quality of life for all as we age. We lead positive social change and deliver value to members through information, advocacy, and service.
In addition, close attention to the following series of interrelated issues has been identified as critical to our success.
Diversity—By the year 2025, 30% of the 50+ population will be of diverse ethnic and cultural backgrounds. In order for our information, products, and services to be viewed as valuable by diverse audiences, we need to reach out to these groups in ways that are meaningful to each.
Boomers—Boomers are both similar to and different from previous generations. Understanding and responding to their needs will be a critical component of our work going forward.
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Life Stage—People also differ because of the life stage they are in and the life experiences they have had. We will need to take these different needs and interests into account as we plan and deliver products and services.
Vulnerable Populations—Our commitment to diverse populations demands nothing less than full attention to meeting the needs of those who may be less able or have fewer resources—the frail, the isolated, and the low income.
Consumer Advocacy—AARP will retain a consumer perspective in deciding what issues to address and what role we should play in seek- ing to improve the responsiveness of markets and industries.
Strengthening Alliances—In our complex world of such pervasive and challenging issues, no one organization can do it all.
We will play a leadership role in establishing the relationships neces- sary to achieve positive change in the public, private, and indepen- dent sectors.
Throughout our history, AARP has initiated, developed, and rein- vented programs to meet the needs of a changing America, and now is no different. In delivering on our strategic plan, however, our core values and tradition of service remain constant. As AARP leaders, members, employees, and volunteers we:
The response from members was overwhelmingly positive. In September 1960 Dr. Andrus, who became AARP’s first president, approved the application for recognition of the first AARP chapter, in Youngtown, Arizona, and by the end of 1961, 100 chapters had been formed. The process of establishing chapters continued at a rapid pace, with chapters frequently springing up in cities visited by Dr. Andrus.
In the mid-1960s AARP began to standardize the various operat-
ing rules and procedures for its chapters. In 1965 the AARP Board of Directors developed the AARP Chapter Bylaws to further serve this purpose. The Chapter Bylaws were an important step in unifying
the young organization into a viable national association, and the Chapter Handbook is an extension of that process. Next, AARP began incorporating chapters within their respective states.
Goals and Objectives
The chapter’s mission is to provide a link at the local level between members, communities, and AARP’s programs and services. The chapter’s leadership and commitment to volunteerism is an invalu- able resource in making our communities better places to live and work for all people.
Chapters advance the mission, programs, and activities of AARP, supporting it with goals and objectives set across a range of functions, including the following.
In addition, any discussion of chapters and community service at AARP would be incomplete if it did not acknowledge the important contributions made by chapter officers and committee leaders. These individuals are among the most valuable of AARP’s resources, for the vitality of the chapter, both today and tomorrow, is tied directly to their commitment, energy and creativity. The chapter’s effort and ability to identify and nurture future leaders, therefore, are critical indicators of the unit’s continued achievement.
As AARP has grown, so have opportunities for service. AARP chapters are part of an extensive network of programs and activities conducted primarily by members and volunteers at the local, community, and state levels. Along with other AARP units and volunteers, chapters support AARP efforts in the following areas:
The chapter’s Membership Committee assists AARP by making chapter and national members in the community aware of AARP’s member services. Being a part of AARP means enjoying a list of benefits, including timely, informative, and entertaining publications like AARP The Magazine and AARP VIVA (formerly Segunda Juventud, AARP’s publication for the 50+ Latino community. In addition, the AARP Bulletin provides up-to-the-minute news of current events, important legislation, and member activities. AARP’s website, AARP. org, is another source of news and information.
AARP members and, in certain other circumstances, other eligible individuals have access to needed products and services from third- party providers and they can take advantage of programs and educa- tion efforts that help people prepare income tax returns, improve their driving skills, plan for retirement, or offer volunteer and connecting opportunities. The AARP brand gives our members confi- dence in the integrity, practicality, and value of AARP-branded prod- ucts and services, as well as programs.
Chapters today are expanding their horizons in terms of member and community outreach. For example, some have established telephone contacts that members and neighbors can call to request the latest information on AARP programs and services. Others maintain an office in their community staffed by volunteers to provide yet another level of service in their area. And, increasingly, chapters are master- ing the Internet, establishing home pages, bulletin boards, and email capabilities to publicize their chapter activities, celebrate AARP, and communicate with members and potential members, often with the assistance of the state offices.
Community service, of course, is the embodiment of “To serve and not to be served.” The AARP Community Service Initiative—includ- ing Driver Safety, and the Create The Good® website and database (CreateTheGood.org) where individuals or groups can post or look for volunteer opportunities—helps AARP honor its legacy and remain relevant to the needs of today’s community and today’s volunteer. AARP’s charitable affiliate AARP Foundation, also provides many
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volunteer opportunities through its programs such as—AARP Foundation Tax-Aide, Money Management, and Worksearch.
The chapter’s Community Service Committee identifies and coordi- nates service activities, which can vary widely from chapter to chap- ter, depending on local needs, interests, and abilities. For example, members not only provide a range of support vital to older adults, including delivering meals on wheels, assisting with chores, and providing telephone outreach. Additionally, they offer services of value to other groups and to the community at large. These contribu- tions can include volunteering as mentors for young students, collect- ing back-to-school supplies for needy children and their families, conducting winter clothing and holiday toy drives, and much, much more.
The AARP Field Structure
AARP’s structure is designed to partner members, chapters, trained volunteers, and staff in an integrated approach to meeting the needs of the organization, its constituents, and the public as efficiently and effectively as possible. Each element of the team lends strengths and resources to the work of all. Key field volunteer leadership positions include the following.
About This Chapter Handbook
The Chapter Handbook provides important information and material for use by chapter leaders in administering and facilitating core chap- ter operations. Subsequent sections of this handbook are devoted to overall chapter operations, chapter bylaws and standing rules, the role of the chapter board, and guidelines for officers and committee leaders.
For more information, contact:
AARP Office of Volunteerism and Service 601 E Street, NW
Washington, DC 20049 chapters@aarp.org
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1 Overview of Chapter Operations
Documents Governing Chapter Operations
The policies and procedures governing the operations of AARP chap- ters are contained in four key documents.
Chapters are chartered under AARP and legally incorporated in the state in which they operate. As a legal entity, a chapter has responsi- bilities it must meet to maintain its incorporation and charter. This section addresses these responsibilities and other duties and func-
Section 1 tions of the AARP chapter.
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Chapter Bylaws
The AARP Chapter Bylaws provide guidance for chapter operations, facilitate its function, and ensure its compliance with IRS regulations. AARP requires all chapters to adopt the AARP Chapter Bylaws by the affirmative vote of a two-thirds majority of the chapter membership. As part of that process, each chapter must select the month of its annual meeting, the amount of chapter dues, and the percentage of members necessary to have a quorum for conducting business. These choices are designated in the appropriate spaces in the Bylaws, a copy of which is provided in Section 1 of this handbook.
Political Activity
AARP is a nonpartisan organization and must maintain a nonpartisan stance with respect to candidates, incumbents, political parties, and public events. Therefore, AARP chapters must always be objective and nonpartisan in their volunteer advocacy efforts on behalf of AARP.
Further, chapter officers, Legislative Committee members, and other certain chapter members, through virtue of their visibility within the community, may be perceived as acting on behalf of AARP, even though they are acting in their own individual capacities. Therefore, chapter members should consider the sensitivity of their particular situations when considering their personal participation in political or partisan activities (of a more visible nature) that the public may construe to
be an AARP endorsement. This means not advocating for AARP at the same time the member is actively supporting (on his or her own time) a candidate for political office. In addition, members who are very visible in the community as chapter representatives should carefully consider their situation before volunteering for a visible role within a campaign or publicly endorsing a campaign, (e.g., lawn signs, bumper stickers, hosting fundraisers). Members can benefit from the guidance of their state office in regard to potential conflict situations.
Membership Lists
Chapter members are strictly prohibited from using or allowing others to use AARP chapter membership lists, participant lists, the letterhead, the brand (name, mark, logos or taglines), or their signa- ture blocks (names with titles) for any purpose other than the chapter activities for which they are assigned.
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AARP Chapter Trademark Policy
AARP chapters (“Chapter”) play a vital role in the overall mission
of AARP, providing member engagement and a volunteer base in support of AARP efforts to enhance the quality of life for all as we age. Chapters are separately incorporated, affiliated non-profit organiza- tions that bring AARP’s mission to life in local communities.
Since 1958, AARP has owned and used the AARP Trademark (includ- ing “AARP” in text and/or logo) and service marks in connection with its many social welfare efforts. AARP presently holds several trademark registrations for “AARP” with the United States Patent and Trademark Office. In order to maintain its ownership of the AARP Trademark, AARP must control the use of the AARP name and logo. Therefore AARP grants each AARP-recognized and formally affiliated AARP Chapter a license to use the AARP Trademark as provided in this Policy.
Use of the AARP Trademark
Proper Use. All AARP Chapter materials must be in compliance with the AARP mission, nonprofit tax-exempt status, AARP policies and all requirements provided in the Chapter Logo Use Guidelines which are incorporated by reference within this Policy. Use of the AARP Trademark on chapter websites, emails, newsletters, domain names and Chapter give-a-ways (i.e. t-shirts, key chains, and bags) with the AARP Trademark is permissible as provided in the Chapter Logo Use Guidelines. You should send all questions about proper use to the AARP contact listed at the end of this policy (“AARP Contact”).
Use of the Chapter Descriptor with the AARP Trademark on Chapter Materials. Chapters must include the following descriptor clearly on all written materials (i.e. letterhead, newsletters, websites and flyers) where the AARP Trademark is used “AARP Chapters are separately incorporated affiliates of AARP.”
Improper Use. Chapters should not engage in activity or create mate- rials that would tarnish, disparage, or damage the goodwill of the AARP Trademark. In addition, Chapters should not use the AARP Trademark in connection with the following materials:
• Commercial Activity. Chapters should not use the AARP Trademark in support, promotion, or endorsement of any commercial activity, including but not limited to, for-profit companies and/or their products or services. In addition,
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Chapters should not permit any other organization to provide an “AARP discount” or benefit of any kind.
Protecting the AARP Trademark and brand reputation is a responsi- bility shared by AARP and its licensees, including all AARP Chapters. If you become aware of improper or unauthorized use of the AARP Trademark by an individual or another entity, please send that infor- mation to the AARP Contact for further review and action as appro- priate by the AARP Office of General Counsel. In addition, AARP is counting on its Chapters to be dedicated to proper use of the AARP Trademark as provided in this Policy. By working together toward this endeavor AARP and its Chapters will minimize confusion of the general public and those 50+ generally, sustaining the trust in the AARP Trademark by those 50+, including AARP members.
Other Terms
Only officers of an official AARP-recognized Chapter may use the AARP Trademark provided on the AARP Chapter Trademark CD on behalf of the Chapter. AARP reserves the right to revoke all AARP Trademark licenses granted to each individual Chapter or to Chapters as an entire group at anytime and for any reason including violations of this Policy. Inaction regarding any violation of this Policy shall not be deemed approval of those violations, or a waiver of any enforce- ment right of AARP. All material amendments to this Policy shall be made with written notice. All use of the AARP Trademark must be in compliance with this Policy. If there are any material changes to this Policy, each Chapter shall be notified in writing. Upon receipt of that notification, all changes announced in that communication shall take effect immediately.
AARP Contact
If you would like to use the AARP Trademark in a manner that is not covered in this Policy, would like review for your desired use or you have general questions regarding proper trademark use, please contact the Office of Volunteerism and Service via mail at:
AARP
Office of Volunteerism and Service 601 E Street, NW
Washington, DC 20049
ATTN: Chapter office, B10
or via email at chapters@aarp.org for further assistance. Every effort will be made to respond to all inquiries within five (5) days.
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Standing Rules
“Standing Rules” are operating procedures supplemental to the Chapter Bylaws and Articles of Incorporation. These rules are established by the chapter to define procedures for operations not specified in the legal documents of the Chapter. For example, depending on its particular need, a Chapter may wish to establish standing rules governing chapter auditing procedures or the reimbursement of volunteers’ expenses.
Generally, standing rules address such topics as:
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Chapter Reporting Requirements
Chapters are responsible for providing various kinds of information over the course of the year. This information addresses the reporting requirements of the Secretary of State for the state in which the chap- ter operates, the local government (if applicable), and AARP. It is the chapter’s responsibility to know these requirements and to meet all reporting deadlines. Failure to comply with these requirements jeop- ardizes the chapter’s good standing with state and local governments and with AARP.
State Requirements—The reports required of nonprofit organiza- tions vary from state to state. To determine the state’s requirements for your chapter, check with your Secretary of State’s office or your AARP state office.
Local Requirements—County and/or city regulations in some states have reporting requirements that chapters must follow. Contact your county commissioner or city manager for more information.
AARP Requirements—AARP’s annual chapter reporting requirements include:
Defining Chapter Success
“Never doubt,” in the words of Margaret Mead, “that a small group of thoughtful, committed citizens can change the world.”
On the other hand, there is the Swahili proverb that cautions, “A boat doesn’t go forward if each one is rowing their own way.”
What success looks like for AARP at the local level is a timely ques- tion for chapter officers and members to consider in leading AARP forward. Certainly, the answer begins with chapter compliance with the state, local, and AARP reporting requirements described above. Success can be further defined in many ways, but for most chapters it means:
Leadership Development—Identify skills the chapter needs in its leaders and recruit appropriate members to serve. Focus on team- work within the chapter board. Build volunteer committees to ease the workload for board members and help the chapter accomplish more. And, create a range of short- and long-term volunteer opportu- nities to get more members involved.
Strategic Thinking and Planning—Create a two- or three-year plan for the chapter, including annual goals. Collaborate with the AARP state offices and National Offices to tap into available resources and align the chapter’s goals with existing strategies.
Chapter Meetings
Well planned and executed chapter meetings serve a number of valuable purposes. They provide a forum for discussions of chapter and AARP activities and are a key point of entry to a host of AARP programs. These programs can inform, educate, and motivate members to take actions that will improve their lives and life in the community at large. Meetings are also a source of fellowship and social interaction.
Through its member and board meetings, a chapter builds its repu- tation as an essential community organization working on behalf of older people and their families. Meetings and programs reinforce the loyalty and support of chapter members and potential members and provide opportunities for members to develop their leadership skills and abilities. The identification and development of future leaders is a powerful resource in maintaining the vitality of chapter life.
Managing the Meeting
Orderly and well-paced meetings help maintain member interest and encourage participation. Getting there involves a four-step process.
ration, such as reviewing reports and minutes, to free up as much time to conduct business.
4. Evaluate the Meeting. For example, take the time to ask Board members for their input. One simple approach is to end each meeting with a five-minute exercise on two questions: What worked well at today’s meeting? What could we do to improve our next meeting?
All-Member Meetings
A few key points are useful to highlight in distinguishing a meeting of the general membership from the board meeting:
It is best to use an alternative to a traditional invocation or prayer, which could be offered by the officiating volunteer or by another member of the group. One alternative is the observance of a moment of silence during which individuals who wish to do so may offer their prayers, good wishes, or thanksgiving in private.
Conducting Chapter Business
A little bit of parliamentary procedure goes a long way in conducting business in an orderly and fair fashion, and members should under- stand and follow some basic meeting rules. In addition to the infor- mation provided below, chapters may refer to Robert’s Rules of Order (Revised), which is available from most bookstores and in the refer- ence section of your public library.
General points to remember include:
For a subject to be taken up for consideration as chapter business, it must first be introduced. Any unfinished business—those items carried over from a prior meeting—is addressed before any new business is introduced, however. Having addressed the unfinished business, the presiding officer asks, “Is there any new business?” At this time, any member can make a motion to introduce an item of business.
For example, a member may say, “I move that we help establish AARP Driver Safety in our town.” Another meeting member must affirm or second the motion before the subject can be opened for discussion. Once opened, the mover cannot withdraw it without the consent of the meeting members. To facilitate the discussion, it is recommended that complicated motions be submitted in writing.
Once a motion has been introduced, it may be acted upon in a number of ways.
A motion can, for instance, be amended. This means that someone moves to change, add, or omit words from the original motion. An amendment is open to discussion and must receive a majority vote
of the members present to be valid. Another member may then move to amend the amendment or change the amended version of the original motion. The order in which each amendment would be taken up is 1) decide whether to support the amended amendment; 2) if
the amended amendment is not accepted, decide whether to adopt the original amendment; and 3) if the original amendment is not
accepted, decide whether to adopt the original motion. A motion to amend the amendment cannot itself be further amended.
Sometimes the discussion of a motion will be delayed because it is too complex or more research is required to establish the facts or more time is needed for discussion than is left on the agenda. In such instances, any member may move that the motion be referred to committee with instructions to further study or redraft the motion, as appropriate. If so instructed by a majority of the members pres- ent, the designated committee must report back or otherwise act
as agreed upon. Decision on a motion can be postponed or tabled until there is more time or information to act on it. A majority vote of the members present is required to table the motion (or to take the motion from the table at some future date) for further consideration. Once tabled, a motion can no longer be discussed on the floor until it is taken from the table.
Discussion that has become too lengthy, repetitious, or expanded beyond the scope of the motion can be brought to a close by a request to move the previous question. This provides the presiding officer with the opportunity to close debate and ask for a vote on the motion to the previous question. If approved by two-thirds of the members present, the motion under discussion is immediately put to a vote.
A member who feels there has been a breach of procedure may state such by calling out or requesting a “point of order.” The presiding offi- cer then asks the member to “state your point of order.” After hearing from the member, the presiding officer determines whether or not the “point is well-taken” (i.e., a legitimate breach of procedure has or has not occurred) and takes such action as may be necessary.
Members can vote in several ways. On routine matters, the simplest way is for the presiding officer to ask whether there is any objection to the motion being made among the voting members present. If there is no objection, the presiding officer declares the motion has passed. When a majority vote is called for, the presiding officer may ask for a voice vote (“aye” and “no”). If the voice vote is close, or in cases where a two-thirds majority is required, a show of hands will do. Balloting should be reserved for elections, special or irresolvable issues, or where required by the chapter’s Bylaws or Standing Rules.
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Accessing AARP Resources
In times as complex and ever-changing as today, it is easy to focus
so closely on the immediacy of the tasks at hand that the big picture of what we are trying to achieve tends to get shrunken. Ideas can get lost, as one foundation leader put it, when “the urgent overwhelms the important.” It can be beneficial to back up momentarily to let our vision adjust.
It also helps to know that there are resources available to help chap- ters help AARP reach its goals. The AARP Office of Volunteerism and Service staff at AARP are the prime point of contact for chapters. State office staff and volunteers can also provide a ready source of informa- tion, tools, and techniques for enhancing a chapter’s programs and services. These resources include the following.
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AARP Chapter Bylaws AARP CHAPTER BYLAWS
(Revised 1977, Amended 1989, Revised 2010, , Revised 2012)
The AARP Chapter Bylaws provide guidance on chapter operations and functions and provide for chapter compliance with IRS regula- tions. Additional information on chapter governance and operations is provided in the AARP Chapter Handbook.
ARTICLE I—OFFICES
The principal office of the chapter shall be located at an address to be designated by the chapter, and it may be the residence of an officer.
ARTICLE II—PURPOSE
The chapter is a community of service whose purpose is to promote at the local level the priorities, programs and policies of AARP, a District of Columbia Nonprofit Corporation. In particular, Chapters are created to:
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individual’s membership.
Section 1: Regular Meetings
Regular meetings of the chapter shall be held on such dates as shall be determined by the board of directors of the chapter and announced to the individual members at a chapter meeting.
Section 2: Annual Meetings
The annual meeting of the members of the chapter shall be held in the month of _____ beginning with the year _____ on a date and at a time and place determined by the board of directors, for the purpose of electing officers, directors, a nominating committee and the transac- tion of such other business as may properly come before the meeting.
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Section 3: Special Meetings
Special meetings of the members may be called at any time by the President and shall be called by the President or the Secretary at the written request of a majority of the board of directors or officers or at the request in writing of a majority of the individual members.
Section 4: Place of Meetings
All meetings of members shall be held at the principal office of the chapter or at such other place as the board of directors may select and designate in the notice of such meeting.
Section 5: Notice of Meetings
Written notice of the annual and special meetings of members, stat- ing the purpose for which the meeting is called and the time and place it is to be held, shall be delivered either personally or by mail, email, phone, fax, or nationally recognized overnight courier to
each member entitled to vote at such meeting, not less than 10 days before any special meeting and not less than 30 nor more than 50 days before any annual meeting. Notice shall be sent to the national organization member, AARP, at its office in Washington, DC, for meet- ings where the purpose for which the meeting is called is a matter upon which the national organization member is entitled to vote in accordance with Article III, Section 2, of these Bylaws; and for any meeting called after recognition of the chapter has been withdrawn or suspended in accordance with Article IX of these Bylaws.
Section 6: Quorum
The presence in person of ___% of the members entitled to vote at such meeting shall constitute a quorum for the transaction of any business. If a quorum is not present at any meeting of members, a majority of the members present may adjourn the meeting without further notice.
Section 7: Voting
ARTICLE V—BOARD OF DIRECTORS
Section 1: Number, Election, and Term of Office
The board shall be responsible for the control and management of the affairs, property and interests of the chapter; for keeping the national organization member informed of all activities of the chapter; for complying with all reporting requirements of the national organiza- tion member; for guiding the chapter so that the various provisions
of the Articles of Incorporation, including the purposes for which the chapter was organized set forth therein, are complied with; and for making recommendations and suggesting programs.
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Section 3: Annual Meetings
The meeting of the board of directors just prior to the annual meeting of the chapter members shall be considered the annual meeting of the board.
Section 4: Other Meetings
Other meetings of the board shall be held at least six times each year as scheduled or when called by the President or by one-third of the number of directors, at such time and place as may be specified in the notice thereof.
Section 5: Notice
Notice of any meeting of the board of directors shall be given at least five days in advance, delivered personally or sent by mail, email, phone, fax or nationally recognized overnight courier to each direc- tor at his/her address as it appears on the records of the chapter. If mailed, such notice shall be deemed to be delivered when deposited in the United States mail in a sealed envelope so addressed with post- age thereon prepaid.
Section 6: Quorum and Voting
A majority of the directors then in office shall constitute a quorum for the transaction of business, and the act of a majority of the directors present at any meetings at which there is a quorum present shall be the act of the board of directors, unless the act of a greater number is required by law or by these Bylaws.
Section 7: Vacancies
Any vacancy occurring in the Board of Directors shall be filled, for the unexpired portion of the term, by a majority vote of the remaining directors though less than a quorum.
Section 8: Absence from Meetings
Any member of the board who shall be absent from three consecutive meetings without adequate excuse acceptable to the board shall be deemed to have resigned from the board.
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ARTICLE VI—OFFICERS
Section 1: Officers
The officers of the chapter shall be a President, one or more Vice Presidents, a Secretary, a Treasurer, and such other officers as the board may from time to time deem advisable.
Section 2: Election, Term, Vacancies, and Removal
The officers of the chapter shall be elected by the members at the annual meeting of members. The officers shall hold office for a term of one, two or three years at chapter option, except that in no case shall an officer serve more than two consecutive terms or hold that office for a total of more than six consecutive years. A vacancy in any office shall be filled by the board, subject to approval of the members. Any officer may be removed from office by a two-thirds vote of the chapter members present whenever, in its judgment, the best inter- ests of the chapter or AARP would be served thereby.
Section 3: President
The President shall be the chief executive officer of the Chapter and, subject to the direction of the Board of Directors, shall supervise and control all of the business, affairs, and property of the Chapter and shall see that all orders and resolutions of the Board are carried into effect. The President shall preside at all meetings of the members and of the Board and shall appoint all chairpersons of committees, except the chairperson of the Nominating Committee. The President shall by virtue of the office be a member of all committees except the Nominating Committee.
Section 4: Vice President
In the absence of the President or in the event of an inability or refusal to act, the Vice President (or, in the event there be more than one Vice President, the Vice Presidents in the order designated) shall perform the duties of the President and, when so acting, shall have all the powers of and be subject to all the restrictions upon the President. The Vice Presidents shall perform such other duties and have such other powers as the board may from time to time prescribe.
Section 5: Secretary
The Secretary shall record all the proceedings of the meetings of the board and of the members in a book to be kept for that purpose and shall perform like duties for the board of directors when required.
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The Secretary shall give or cause to be given notice of all meetings for which notice is required by these Bylaws and shall perform such other duties as may be prescribed by the board or President, under whose supervision the Secretary shall be. If required by the law of the state
of incorporation, a corporate seal for the chapter shall be obtained. The Secretary shall have custody of such seal, and the Secretary or an assistant Secretary shall have authority to affix the same to any instru- ment requiring it, and when so affixed it may be attested by the signa- ture of the Secretary or by the signature of such assistant Secretary. The board may give general authority to any other officer to affix the seal of the chapter and to attest the fixing by that officer’s signature.
The assistant Secretary, if there be one, shall, in the absence of the Secretary or in the event of an inability or refusal to act, perform the duties and exercise the powers of the Secretary and shall perform such other duties and have such other powers as the board may from time to time prescribe.
Section 6: Treasurer
The Treasurer shall have charge and custody of all funds and securi- ties of the chapter and all funds or securities in any way generated, collected or obtained in connection with chapter activities, and the Treasurer shall be responsible for such funds and securities and the receipt and disbursement thereof.
The Treasurer shall keep full and accurate accounts of receipts and disbursements in books belonging to the chapter and shall deposit all moneys and other valuable effects in the name and to the credit of the chapter in such depositories as may be designated by the board.
The Treasurer shall disburse funds of the chapter as may be ordered by the board, taking proper vouchers for such disbursements, and shall render to the President and the board at its annual meeting, or when the board or the President so requires, an accounting of all the Treasurer’s transactions and of the financial condition of the chap- ter, and a full financial report, based on the books and the accounts audited annually by a certified or other public accountant, or an auditing committee.
The assistant Treasurer, if there be one, shall, in the absence of the Treasurer or in the event of an inability or refusal to act, perform the duties and exercise the powers of the Treasurer and shall perform such other duties and have such other powers as the board may from time to time prescribe.
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Section 7: Checks and Bond
The President, Vice President, Treasurer, or any other officer desig- nated by the board shall be authorized to sign checks and drafts. When the average amount of chapter funds on hand at month-end exceeds $1,000, the chapter’s board of directors should determine whether having a fidelity bond is a necessary component of the chap- ter’s procedures for accountability and safeguarding of chapter funds.
ARTICLE VII—COMMITTEES
Section 1: Nominating Committee
The Nominating Committee shall consist of at least three members elected by the membership or appointed by the incoming board at the annual meeting. The Committee shall prepare a slate of officers and directors and submit the list for consideration by the chapter members one month prior to the election. The method of nominating the Committee members is determined by the chapter.
Similarly, the committee chairperson may either be elected by the membership, or appointed by the incoming board or the Committee members themselves.
Section 2: Standing and Other Committees
The chapter has the option of establishing standing committees
such as Membership Committee, Public Relations Committee, Legislative Committee, Program Committee, Community Services Committee, Health Committee and other committees. The President has the option of appointing a chairperson for each of the standing committees that the President deems desirable. The members of such committees shall be individual members of the chapter, but need
not be officers or directors, appointed by the chairperson of such committee.
Section 3: Term
ARTICLE VIII—CHAPTER RESTRICTIONS
AARP and the chapter are, and are intended to remain, independent organizations devoted to furthering the interests of older people and to carrying out the purposes set forth in Article II of these AARP Chapter Bylaws. The chapter’s activities shall be conducted with the utmost observance of ethical standards and propriety of conduct.
The provisions of the Chapter Handbook (and all attachments thereto), as in effect from time to time, and any successor thereto, are hereby incorporated by reference into these Bylaws. The chapter shall not independently arrange for or offer to chapter members any commodities or services already offered by AARP to its members. Such activities, if carried on by the chapter, would diminish the strength of the national AARP, whose responsibility to the total membership the chapter must support.
Neither the chapter nor any committee, subdivision, director, officer, agent, representative or employee of the chapter shall permit or suffer or hold himself or herself out as an agent or solicitor of any service offered by AARP to its members, including but not limited to insur- ance, travel, pharmaceutical or any other service or commodity.
ARTICLE IX—WITHDRAWAL OF CHAPTER
RECOGNITION AND DISSOLUTION
The chapter shall be organized and operated in conformity with the purposes set forth in Article II of these AARP Chapter Bylaws and the policies and standards formulated by AARP. AARP may withdraw or suspend recognition of the chapter as a local chapter of AARP for:
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In the event recognition is withdrawn or suspended, all funds and other property held by the chapter shall be paid over to AARP to be distributed to AARP Foundation, charitable foundations sponsored by AARP or for other charitable purposes at the discretion of AARP. In addition, notwithstanding any other provisions of the Articles of Incorporation of the Chapter or these Bylaws to the contrary, after withdrawal or suspension of recognition, all voting rights shall there- after be vested solely in AARP, the national organization member. The voting rights that would otherwise be vested in the individual members shall thereupon cease, and AARP shall thereupon have the right to remove any officer or director, with or without cause, at any time.
Upon the withdrawal or suspension of its recognition, the chapter shall not, without the express written consent of AARP, conduct its affairs or otherwise identify or hold itself out to the public as a local chapter or other affiliate of AARP.
Where the law of the state of incorporation of the chapter permits, AARP, the national organization member, may at its discretion legally dissolve a chapter after its recognition has been withdrawn or after a chapter has otherwise voluntarily dissolved.
ARTICLE X—RELATIONSHIP WITH OTHER
ORGANIZATIONS OR ASSOCIATIONS
Holding office or being a director in another organization or associa- tion whose objectives and purposes are similar or related to those of AARP may lead to conflict with the responsibilities to the chapter and to AARP of a chapter officer or director. To avoid such conflict, a chap- ter officer or director shall first obtain consent of the chapter and of AARP (expressly or through written policy) to such service in another organization or association. Failure to comply with the provisions of this article shall be deemed the equivalent of and shall constitute the resignation of such person as an officer or director of the chapter.
ARTICLE XI—RULES OF ORDER
All proceedings of the chapter shall be governed by Robert’s Rules of Order Newly Revised except when in conflict with these Bylaws.
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ARTICLE XII—AMENDMENTS
The individual members shall have the power to amend, with the approval of AARP, the national organization member, those portions of these Bylaws that establish annual chapter membership dues, the month in which the annual meeting of members of the chapter will be held and the quorum required for the transaction of business at any meeting of members. Other provisions of these Bylaws may be amended only when such amendments are proposed by AARP. Each proposed amendment of these Bylaws shall be approved by the affir- mative vote of two thirds of the individual members of the chapter present and entitled to vote at a special meeting of the members called for such purpose in accordance with Article IV, Section 5 of these Bylaws. After approval by the individual members, the full text of the proposed amendment shall be submitted in writing to AARP, for its approval, at its office in Washington, DC. The proposed amend- ment of these Bylaws shall be effective upon the written approval thereof by AARP.
Adopted the ________ day of ___________________________, _________ (month) (year)
Signed by: _____________________________________________________ Chapter President
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3 Chapter Model Standing Rules
provided in Section 1 and Section 2 of this handbook.
Chapter Model Standing Rules Name and Address
“Standing” rules are supplemental regulations established by the chapter to define procedures for operations not specified in the Chapter Bylaws, Articles of Incorporation, or the Chapter Handbook. For exam- ple, a chapter may wish to establish standing rules governing chapter
Section 3 auditing procedures or the reimbursement of volunteers’ expenses. Additional information on chapter governance and operations is
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Meetings
13. This chapter will have the following additional officers. (These additional officers do not automatically serve on the board of directors unless—in a subsequent election—they are elected to the Board by the chapter membership): ________________________ ___________________________ (list officers by title or enter ‘none’).
COMMITTEES
14. This chapter will have the following Standing and additional committees, the chairpersons to be appointed by the President: ____________________________________________________________ _____________________ (list committees and their functions.)
CHECKS AND MONEY
15. Two unrelated persons who are officers of the chapter must sign all chapter checks. The titles of officers authorized to sign checks for this chapter are __________________________________________ _________________ (list titles of officers authorized to sign checks).
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19. The board of directors will consist of ______________ (insert number; must be at least four but no more than 12) members. The Chapter President will, as a function of that office, serve as the chairperson of the board. ______________ (insert number) Board members will be elected each year. Board members may serve ______________ (insert one, two, or three) year terms but no more than two consecutive terms or hold office for a total of more than six consecutive years.
NOMINATING COMMITTEE
STANDING RULES
22. These Standing Rules will be reviewed annually by the board of directors at its first meeting following election. The Standing Rules may be revised by a simple majority vote of the chapter members voting with a quorum present, and updated at the annual chapter meeting.
This version of the Standing Rules was adopted by the chapter membership on ________________________ (insert date).
These rules were prepared by: _______________________________ (Chapter Member Name)
__________________________________ (Chapter Member Title)
Approved by Chapter Member on this date: _______________________
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4 The Chapter Board of Directors
Section 4
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This section provides information for use by officers and other members of the chapter board of directors in managing the affairs of the chapter.
Additional information on the roles and responsibilities of chapter officers is provided in Section 5.
Purpose
The chapter board of directors is charged with managing the opera- tions, property (records and miscellaneous materials), and interests of the unit. In so doing, the board ensures that all chapter affairs are conducted in a manner consistent with AARP standards and the chapter’s Articles of Incorporation, Bylaws, and Standing Rules.
Board Profile
Members of the chapter board of directors are elected by the chapter membership at the annual all-member chapter meeting. There must be at least four, and no more than twelve, members of the board of directors. The required four are the chapter President, Vice President, Secretary, and Treasurer. The remaining members of the board, if any, are elected by the membership. Board members are elected and serve terms of office as provided for in the Chapter Bylaws and Standing Rules.
Board Members’ Role
Each member of the board of directors must:
As the chapter’s leadership team, its board of directors is account- able to the membership across three areas of responsibility: planning, policy and administration.
As the planning body for the chapter, the board:
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Board Meetings
The board participates in two types of meetings: regular board meet- ings (including its initial or “organization” meeting) and the annual Board meeting.
Monthly Meetings
The board meets on a regular basis, usually monthly (but at least six times a year), to address ongoing chapter business and prepare for the business portion of the next chapter membership meeting.
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Officer Roles and Responsibilities
This section provides information on the critical role chapter officers play in the leading a successful unit.
Qualities of Chapter Leadership
The success or failure of any AARP unit is a direct measure of its lead- ership. Effective chapter leaders plan, promote, and conduct activities for all members and uphold the AARP traditions of service and caring.
Chapter officers and other board members have both the opportunity and the responsibility to guide the chapter forward, providing sound yet dynamic leadership to the membership and the community at large. To achieve success in this regard, the chapter and, in particular, its Nominating Committee, should devote considerable attention to identifying officers and future candidates who offer the following.
Chapter President 5
The President is the chief executive of the chapter and, subject to the direction of the board of directors, is charged with:
• Supervising the business affairs and property of the chapter.
• Presiding at all board of directors and chapter meetings.
Section 5
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Guidelines for planning the meeting agenda include:
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CHAPTER MEETING
The Very Best Chapter of AARP, Inc. Your Town Community Center April 8, 2012
1:00 p.m.
1:05 p.m.
1:10 p.m.
1:15 p.m.
1:30 p.m. 1:45 p.m. 2:00 p.m.
2:25 p.m.
2:30 p.m.
Call to Order
(Begin the meeting on time. Options for opening the meeting include an interfaith invocation, the Pledge of Allegiance, salute to the flag, or a moment of silence.)
Welcome and Announcements
(Introduce new members, welcome visitors, AARP dignitaries.)
Minutes of the Previous Meeting
(Distribute the Minutes ahead of time. Accept the Minutes as read or provided or with amendments, if necessary.)
Chapter Reports
(Allow sufficient time for officer and committee chairper- sons’ reports. A copy of all reports should be filed with the chapter secretary.)
Old Business
(Discuss any unfinished business from previous meetings.)
New Business
(Introduce new business requiring chapter approval.)
Special Program
(Schedule the program earlier or later if more suitable for the program leader or the overall length of the program.)
Summary
(Review key decisions and action items from the meeting. Thank the speakers and attendees for their participation.)
Adjourn
(In closing, announce the date, time, and place of the next meeting.)
The Vice President
Learning and preparing to serve as a future Chapter President (see the above) is the primary goal of the Vice President. The Vice President also assists the President and in that role is often assigned leader- ship of important chapter functions or committee work. The Vice President must be prepared to step in and perform the duties of the President in his or her absence.
Chapters frequently have more than one Vice President.
The Chapter Secretary
The Chapter Secretary is charged with recording the business and history of the chapter in the chapter minutes.
The Secretary also prepares and receives chapter correspondence on behalf of the board of directors and the chapter officers.
In large chapters where the expectation and workload of the Secretary is substantial, the chapter may consider having both a “recording secretary” and a “correspondence secretary.”
On taking office, the Secretary receives and is entrusted with safe- guarding the chapter minutes and correspondence files.
Ability, dedication, and knowledge are all essential attributes of the Chapter Secretary, including the:
MEETING MINUTES
The Very Best Chapter of AARP, Inc. Your Town Community Center April 8, 2012
The (board of directors or members) of (chapter name and number) met in (regular or special) session on (date) at (meeting location). (Name
of presiding officer) presided. There (was/was not) a quorum present. Other officers and directors present were (list names and titles).
(Name of presiding officer) called the meeting to order at (time).
The Secretary read the minutes of the previous meeting. The minutes were approved by a majority of the members present and entered into the record. (If corrections were made to the minutes, record those also.)
The Treasurer reported the following (indicate a brief summary of the treasurer’s report, usually beginning balance, receipts, expenditures, and ending balance).
The President (or other presiding officer) reported on the board of direc- tors meeting (provide a brief summary or name of topic reported).
The following committee reports were given. (Record brief statements only.) If a detailed report is submitted, note “see attached report” and attach the complete report to the minutes.
The President (or other presiding officer) took up the following unfin- ished business. (Give the exact wording of each motion taken up and record what action was taken on it. Do not report the discussion of the motion.)
The following new business was introduced. (Give the exact wording of each motion taken up and record what action was taken on it. Do not report the discussion of the motion.)
The meeting program consisted of (name the guest speaker or presenter), who spoke on the topic of (name of topic or activity).
The President (or other presiding officer) summarized the key points and actions of the meeting and announced that the next meeting was scheduled for (date, time and location).
The meeting adjourned at (time).
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All chapter correspondence should be prepared on official chapter stationery using established business correspondence techniques.
Further information on the responsibilities of an organization’s Secretary is available at most libraries.
The Chapter Treasurer
The Treasurer is an office of trust with many responsibilities in protecting the interests of the chapter in compliance with the Articles of Incorporation, Bylaws, government regulations and AARP policies that must be observed. The duties are exacting, but they need not be tedious. Section 6 of this handbook provides accounting guidelines for use by the Chapter Treasurer in maintaining the financial records needed to prepare the required reports.
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Accounting Guide for
Chapter Treasurers
Introduction
Each incorporated AARP chapter is granted federal income tax exemption under Section 501(c)(4) of the Internal Revenue Service Code by a group exemption ruling issued by the Internal Revenue Service (IRS) to the national Association, exempting from federal income tax those chapters that comply with the guidelines estab- lished by AARP. AARP has been ruled exempt from federal income tax under the same section of the IRS Code. It is imperative that these rulings are not jeopardized.
Accounting procedures and financial records need not be complex to ensure continuance of the chapter exemption, but the IRS reporting requirements must be satisfied. Therefore, it is essential that:
many instances if the forms and procedures described in this hand-
book are consistently used to maintain complete, accurate financial
records and to prepare the annual AARP Chapter Treasurer’s Report.
The Treasurer holds an office of trust with many responsibilities to protect the interests of the chapter and comply with the Articles of Incorporation, Bylaws, government regulations, and AARP policies that must be observed. The duties are exacting, but they need not
be tedious. This section suggests simple procedures to minimize the time entailed in maintaining the financial records needed to prepare the required reports.
Thank you for your attention to, and use of, this guide. If additional information is desired, please contact your state office.
The following provides information on completing the chapter trea- surer’s report form.
Balance on Hand at Beginning of Year
Receipts must include all money received by the chapter and the fair market value of all goods and services provided to the chapter in lieu of money. Only the classifications listed in Section III of the AARP Chapter Treasurer’s Report may be used to report receipts. They are:
Section 6
Following are some instructions on what to report—and what not to report—in each category.
E. Chapter Dues Received
Report only money received for chapter dues. Do not include payments for national membership dues.
F. Gifts or Donations Received
All receipts in the form of gifts, donations, endowments, trust funds or contributions to special funds (other than social events) are to be reported in this classification.
G. Payments Received for Tours or Bus Trips
All receipts for chapter-sponsored trips, tours, or excursions (either paid into the chapter treasury or into a travel account maintained by the chapter) are to be reported in this classification.
Include all funds collected for trip insurance and refunds received for such activities.
AARP Chapter Bylaws require that the treasurer has responsibility
for the accounting and reporting of all chapter funds. Separate bank accounts for travel, tours or other special activities that are not under the direct control of the treasurer are not encouraged. If such separate accounts are maintained, the responsible person should be an assis- tant treasurer, who must report all receipts and expenditures to the chapter treasurer.
Do not include money for chapter-sponsored trips or tours if the tour or trip is arranged for the chapter by a travel agency (or other provider or travel services) and the individuals who participate pay their money directly to the travel service.
[Note: Check with your secretary of state or attorney general to deter- mine if these monies may be handled by the chapter treasurer or go directly to the bus company/travel agency.]
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H. Amounts Received for Social Events
All money received for social events is to be reported in this classifica- tion. Such events include:
Receipts from the sale of all items purchased by or given to the chap- ter for resale will be reported in this classification. This includes revenue from AARP jewelry, Christmas cards; cold drinks, vending machines, stationery, raffle tickets, cans, bottles, and papers for recy- cling; 50/50; thrift tables, etc.
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J. Interests/Dividends Received
All interest and dividends accruing during the reporting year that are paid from or credited to any chapter checking, savings or other type of interest-producing accounts must be reported in this classification.
K. Program Income Received
Report in this classification all receipts from any sources relating to AARP-sponsored programs; for example, AARP Driver Safety.
L. Advertising Income Received
This classification should be used only to report money that is received for advertisements published in chapter newsletters, bulle- tins, or other publications. Net advertising income may be taxable. Therefore, if ads are sold, the payments received must be reported in this classification. Income from advertising should be limited so that it will not exceed the actual cost of printing and mailing.
M. Other (Specify)
There should be few reasons to use this classification. It is to be used only when money or property is received that cannot be included in any of the preceding classifications. When any receipts are reported as “other,” the source must be specified.
[Note: Funds transferred to the chapter’s checking account from its savings account, or vice versa, should not be reported as income. Chapters collect- ing national membership dues are encouraged to have checks or money orders made payable directly to AARP by the member. In the event that any national membership dues are handled through chapter bank accounts, the money collected is to be entered on this line. Also include the total amount of all grant money received from other organizations/agencies.]
N. Add lines E-M in Section III; enter total here. $_________
Classification of Expenditures
All chapter expenditures must be reported. Include all money paid out of chapter funds for any purpose. Only the classification listed in Section IV of the AARP Chapter Treasurer’s Report may be used to report expenditures. They are:
O. Amounts paid for meeting expenses
Expenses reported in this classification include: • Door prizes
Report all money with chapter funds for chapter-sponsored trips, tours, or excursions in this classification (including funds received from members and set aside for this purpose). Also include payments for tour insurance, tips to guides, refunds for tour deposits due to cancellations, and related expenses.
[Note: Remember to check with your secretary of state or attorney general to determine how nonprofits in your state are required to handle monies received for tours and bus trips.]
S. Amounts paid for social events
Report all money paid to conduct social events such as lunches, dinners, bonanzas, parties, refreshments at meetings, bake sales,
craft sales, white elephant sales, bingo receipts, coffee funds, door prize collections, kitty, musical programs, dances, Freewill Dinners, or similar events.
T. Amounts paid to buy items for resale
In this classification, report all money spent to purchase items for resale such as AARP jewelry, greeting cards, stationery, 50/50, raffles,
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thrift tables, etc.
U. Amounts paid for administrative costs
All money spent for administrative expenses should be reported in this classification. Include:
Receipt Form
When money is received, a receipt should be given. Receipts are not available from AARP but can be obtained from stationery and variety stores at nominal cost. Use carbonized receipt books that contain
a white original and a colored copy. Give the white original to the person from whom the money is received. Keep the colored carbon copy for your records. When preparing receipts:
Accounting Journals
The forms used to maintain records of money received and spent are called JOURNALS. The two designed specifically for AARP chapters are:
Each Journal is described and illustrated below.
Receipts Journal
Monthly
Generally, you should begin each month with a new Monthly Receipts sheet. Use as many monthly forms as necessary to record all money received each month. Recording receipts on the form is called “post- ing.” Column headings correspond to the classification in Section III of the AARP Annual Treasurer’s Report. Use only the columns needed but do not revise the column headings or make substitutions.
Prepare each form by entering: Summary page
1. Chapter name and number 2. Year
Each posting normally requires three entries:
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When two or more postings are made on the same day, it is not neces- sary to show the $4.97 savings account interest payment received. Most chapters do not have savings accounts. If a savings account is maintained, or another type of interest and/or dividend-producing account is used, the amount of interest/dividends paid or credited
to the account must be posed in the “Amount Deposit” and “III-J, Interest/Dividend Income” columns.
Receipts are not issued for checks received, but the amounts must be posted in the Receipts Journal. The second entry on March 29, check #3522, represents a refund from a bus company for an $8.00 deposit that was returned when a reservation was canceled. The last post- ing represents another bank deposit during the month. If all money received is deposited in the bank, the total deposits for the month ($338.97) must equal the totals of all columns in which postings are made.
When all receipts for the month are posted, draw a double line beneath the last entry, write “TOTALS” in the “Item” column below the double line, total each column, and transfer the totals to the Summary Receipts sheet.
Postings for each chapter will be different, but all receipts and their sources must be accounted for on the monthly sheets. A completed Monthly Receipts sheet is shown below.
Chapters that have a small number of monthly postings may combine the entries of several months on one sheet, as illustrated in Figure 2.
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Summary
The Summary Receipts sheet consolidates all RECEIPTS for the
year. The totals for each classification, obtained when the Monthly Receipts are completed, are posted to the Summary sheet. From here, they can be transferred to the Annual Treasurer’s Report.
Figure 3 illustrates a Summary Receipts sheet with postings for one accounting year. Do not change the reporting classifications since they are the same as those to be reported to AARP on the Treasurer’s Report. Separate columns are provided to post each month’s total receipts and totals for the year.
[Note: For Figure 3, the March figures are the totals from the Monthly Receipts shown in Figure 1. All others were selected at random.]
Care must be taken to ensure that all receipts are accurately and iden- tically posted in the same classification in the Monthly Receipts, the Summary Receipts, and Section III of the annual Treasurer’s Report. Check your figures. Add the “Total Gross Receipts” across the bottom line. Then add the “Total for Year” column. Both totals should be the same. In the Figure 3 illustration this total is $2508.08.
If you do not obtain the same total when each set of figures is added, an error has been made in posting or addition. In such a case, it will be necessary to review your work to find and correct the error.
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Expenditures Journal
Monthly
Journals for recording expenses (money spent) and the posting proce- dures are similar to those for recording receipts. Generally, you should begin each month with a new Monthly Expenditures sheet. As with the receipts, use as many forms as necessary to record all money spent each month. Column headings correspond to all the classifica- tions in Section IV of the AARP Chapter Treasurer’s Annual Report. Use all the columns needed, but do not revise the column headings.
Prepare each form by entering:
Summary Page
1. Chapter name and number 2. Year
Monthly Pages
The second entry on March 5 illustrates a posting of check #128 for $15.00 as a gift to a hospital fund. The amount is also posted in column “IV-Q, Gifts.” (Chapters frequently make monetary gifts to worthy organizations.)
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Other types of expenditures, illustrated by the postings on March 7, March 11, and March 14 are:
Check #132—A check for $20.00 to AARP for the purchase of jewelry to be resold should be posted under “IV-T, Resale Items.”
Check #133—An individual, R. Smith, is shown as “payee.” This type of expenditure might be made to provide a guest speaker with a small honorarium. This would be posted under “IV-O, Meeting Expense.”
Check #134—The “payee” is a caterer. Chapters may have occasion to order food for a luncheon. In the illustration, the $50.00 spent is posted as a cost in conjunction with a social event under “IV-S, Social Events.”
Check #135—This type of entry would be used to post a rental payment for chapter meeting facilities. The amount ($10.00) is posted under “IV-O, Meeting Expense.”
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Check #136—This payment of $5.00, posted under “IV-O, Meeting Expense,” illustrates payment to any individual for setting up tables and chairs for a meeting.
Check #137—This entry shows the procedure to obtain “Petty Cash.” The amount is posted to “IV-U, Administrative Cost.” A small amount of cash (usually $5 to $10) may be kept on hand to reimburse commit- tee chairs or other members authorized to make small purchases for the chapter. [Note: If a check is written for “Petty Cash” and the amount is posted in the journal, the money is accounted for. Do not report it as “cash on hand” in Section II or V of the Treasurer’s Report.]
Check #138 —This illustrates the posting of a $25.00 check to AARP for material relating to an AARP Driver Safety course. All expenses for the programs sponsored by AARP are posted to Column “IV-V, Program Cost.”
Check #139—The last entry illustrates the procedure to post a refund. It represents a $10.00 reimbursement to a couple that canceled reser- vations for a chapter trip. The amount is posted under “IV-R, Tours/ Trips.” (Refunds for other reasons would be posted to the appropriate columns.)
When all expenditures for the month have been posted, a double line should be drawn beneath the last entry. Write TOTALS in the “Item” column below the double line, total each column, and transfer the totals to the Summary Expenditures sheet.
The entries will be different for each chapter, but all money spent must be posted and accounted for on the monthly sheets.
Chapters with a small number of monthly expenses can combine the entries for several months on one Monthly Expenditure sheet, as was illustrated in Figure 2 for Receipts.
Summary
The Summary sheet consolidates all Expenditures for the year. The totals for each classification on the Monthly Expenditures are posted to the Summary form, which then can be readily transferred to the annual Treasurer’s Report.
A sample Summary Expenditures sheet, with posting for one account- ing year, is shown in Figure 5. The column on the left lists reporting classifications. Do not change the reporting classifications, since
63
they are the same as those to be reported to AARP on the Treasurer’s Report. Separate columns are provided to post each monthly total expenditures and totals for the year. [NOTE: The figures for March are the totals from the Monthly Expenditures in Figure 4.]
Care must be taken to ensure that all expenditures are posted accu- rately and identically in the same classification in the Monthly Expenditures, the Summary Expenditures, and the Section IV of the annual Treasurer’s Report.
To check your figures, add the “Total Expenditures” across the bottom line. Then add the “Total for Year” column. Both totals should be the same. In Figure 5, the total is $2396.50.
If you do not obtain the same total when each set of figures is added, an error has been made in posting or addition. In such a case, it will be necessary to review your work to determine and correct the error.
AARP Chapter Treasurer’s Report
Figure 8 represents a completed Treasurer’s Report. Reports are mailed to each chapter in November. They must be completed and returned to the AARP Office of Volunteerism and Service within the time specified in the Chapter Treasurer’s Report instructions in order for the incorporated chapter to be included in the IRS group exempt organization return. All reports must be submitted only on the form provided.
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The entries required for each section of the report are:
Section I
On line A, the full name and number of the chapter.
Section II
On line A, any cash on hand that was not deposited or accounted for as petty cash on January 1 of the reporting year. On lines B and C, respectively, all January 1 checking and savings account balances, with the total amount on the double line.
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Section III and IV
The totals, transferred from the Summary sheets to the corresponding lines on the Treasurer’s Report, as illustrated by Figures 6, 7, and 8.
Section V
On line AA, any Cash on Hand as of December 31 of the reporting period. On line BB, the check book balance(s) on December 31. On line CC, the savings balance(s) on December 31.
Section VI
A list of chapter bank accounts by type, the name and address of each bank, and the account number(s).
Section VII
Answer as appropriate. If the answer to the first question is “Yes,” the trip and tour fees paid directly by the participants to the provider
of the services should not be included in the treasurer’s records and accounts. Answer as appropriate. If the chapter does not own land, buildings, automobiles, etc., circle “No.”
Section VIII
The Treasurer’s printed name and signature, telephone number, and full address. Read the printed statement carefully. Reports that are not signed will be returned to the chapter.
Transferring Figures from Journals
to Treasurer’s Report
Summary
The benefits that accrue by use of uniform accounting and report- ing methods become increasingly apparent with the growth of AARP chapters. It is recognized that operations vary widely and that factors unique to some chapters may not be included in the AARP Chapter Handbook. Requests for further clarification of the accounting and reporting procedures should be directed to your state office.
Please retain this guide and ensure that it is included with the records that the chapter maintains and passes on to the next elected treasurer.
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67
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Chapter Committees 7 and Their Functions
Committees play a vital role in moving the work of the chapter and AARP forward. This section provides an introduction to the chap- ter’s key committee functions and to the roles and responsibilities of committee chairpersons and members.
General Committee Profile
General Responsibilities of Committee Chairpersons
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[Note: A chapter may specify requirements for meeting attendance in its Standing Rules. However, the chapter should remember that many who value their chapter membership cannot attend regularly due to chronic illness, lack of transportation, or other causes.]
Regarding membership eligibility, any member in good standing of AARP, including those who choose to belong to the National Retired Teacher’s Association (NRTA), can join an AARP chapter. In addition:
Staggered terms are recommended and should be reflected in the chapter’s Standing Rules. Vacancies that may occur should be filled by holding a special election. In addition, the Nominating Committee:
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The presentation may be by a guest speaker or a chapter member with knowledge of the topic.
Member Education Programs include workshops or seminars sched- uled either in conjunction with the chapter meeting or at another convenient time. They require 60-90 minutes or more to provide in-depth education on topics of importance to members.
Community Programs are workshops, seminars, or other events spon- sored by the chapter for the public. These programs have the added element of providing opportunities to work with the Membership, Public Relations, and Community Services committees to create interest in becoming members of the chapter.
Possibilities for the various programs are endless. The Program Committee is limited only by its imagination. Resources available to assist the committee in identifying subjects and program opportuni- ties include:
The chapter:
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• Lobbying Requirements: Each state and the District of Columbia have laws requiring the registration of lobbyists and the filing
of lobbying expense reports. Many state lobbying laws exempt volunteers. Lobbying is generally defined as the influencing of legislation or agency action. Some definitions encompass not only formal lobbying, such as testifying before a legislative commit- tee, but informal contacts as well. Nonetheless, volunteers who are heavily involved in promoting legislation or executive action during the legislative session should check with the state office about the need to register or file reports.
Guidelines for Legislative Committee activity
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• A method for passing the message back to the chapter should a legislator or staff member respond substantively.
A toll free number, 1-800-826-8683, is available to the chapter Legislative Committee chairperson to check the up-to-date status
of federal legislation. The message on this legislative “hotline” is updated regularly and can assist in keeping the committee and chap- ter informed on fast-breaking federal legislative issues.
Community Services Committee
The Community Services Committee leads the chapter effort to identify and respond to essential social needs in the community.
The focus of the committee, however, is not only to address commu- nity needs but also to provide meaningful and rewarding volunteer opportunities for the membership in the process. The Community Services Committee shall identify essential social needs or projects in the community and stimulate appropriate chapter involvement of resources to meet the needs or assist the projects.
By promoting community service, the chapter achieves visibility in the local community and embodies the AARP motto, “To serve, not to be served,” all of which reinforces the chapter as AARP’s dynamic presence at the local level.
The Community Services Committee develops and submits to
the chapter’s board of directors for approval a proposed plan for programs and projects the chapter will conduct throughout the year. Part of the chapter’s service work will include responding to the community outreach efforts of other organizations.
While chapters select from a wide range of possibilities, commu- nity service projects usually fall into one of three broad, overlapping categories.
3. Educational Programs offer up-to-date information on topics
of interest to older people and to the community at large. These include programs providing information on what to look for in an insurance plan or retirement home, as well as advice for caregivers or grandparents raising children.
Prime consideration should be given to the menu of community service options available through AARP, including:
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ble organizations” created under Section 501(c) (3). Prior to pursuing or applying for a grant, chapters must seek guidance from their state offices.
Public Relations Committee
The Public Relations Committee can provide valuable support for the work of the chapter and its committees, and the State Office, by assisting in the development and implementation of activities designed to:
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chapter (e.g., engaging a tour agent or contracting for an event at a banquet hall or golf course).
This committee (and the board) must be aware of a number of addi- tional legal considerations in regard to the following.
Liability Insurance
As of December 31, 2012, all AARP chapters must have and maintain liability insurance to protect the chapter if it is sued by a member
or nonmember. This liability insurance covers the cost of the legal defense of claims. AARP has available an optional AARP Chapter Group Liability Insurance Policy that offers basic protection at signifi- cant savings. This liability policy does not cover chapter tours nor voluntary medical payments or accident medical reimbursement
for chapter members. (It is presumed that members carry their own insurance.)
Chapter Tours
Chapters may purchase door-to-door liability insurance for chapter tours to protect the chapter and individual chapter members. The AARP Chapter Group Liability Insurance Policy does not provide coverage for chapter tours.
Whenever possible, tour and other recreational activity fees should be paid directly to the tour company or other provider. In fact, some states require that fees for tours be paid directly to the tour company by the persons participating in the tour. In addition, some states may require a fidelity bond if the chapter is going to collect tour or other recreational activity money. Check with the secretary of state or attorney general in your state to determine how nonprofits may be required to handle monies received for tours, bus trips, or other recreational activities.
For monies for tours and other recreational activities that are depos- ited with the chapter treasurer, all checks written for chapter tours and/or chapter recreational activities must be approved as stated in item 16 of the Standing Rules.
[Note: The AARP Chapter Bylaws suggest that if the chapter funds on hand from any source exceeds $1,000 a month, the chapter should obtain bond for the discharge of duties of chapter officers authorized to sign checks and drafts.]
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Certificate of Insurance
For bus tours, bus company liability coverage is only in effect while the tour group is on the bus. A Certificate of Insurance may be obtained from the bus company before the group travels. The Certificate must show the amount of insurance coverage provided, the date(s) of coverage, and the name of the insurer.
Disclaimer Statement
Announcements and advertising about social and other committee activities must contain the following required statement.
“This tour is a project of and is offered to the (insert chapter name and number) of AARP. (Chapter name and number) and any agent it may use in arranging this or any other tour are not responsible, in whole or in part, to the tour member for any loss, damage, or injury, whether financial or otherwise, to persons or property however caused during or in connection with this or any other tour.”
This tour is an activity offered by (insert chapter name and number) and is in no way offered, sponsored, or conducted by AARP, which has no responsibility in connection with such tour.
Gratuities
No member or group of members of the chapter may profit finan- cially from any monies, assets, or activities of the chapter. For exam- ple, free meals, free trips, discounts, complimentary rooms and other gratuities cannot be accepted by members of the Tour Committee or the chapter members. The mention of “discounts” in this section does not prohibit chapters from using a standard group discount rate that is available to the general public.
Chapter dues may not be used to subsidize refreshments, tours, or other social events. These and similar activities must be self-supporting.
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A Chapter Dissolution, Withdrawal of Recognition, or Suspension
Voluntary Chapter Dissolution
AARP makes every effort to nurture its chapters. In rare instances, however, a chapter may not be able to attract enough new members and leaders to sustain its existence, or it may decide that the level of interest among existing chapter members has waned. In such situa- tions, AARP’s Office of Volunteerism and Service, working in conjunc- tion with the state office, will provide assistance and guidance to the chapter as it attempts to overcome the obstacles to its continuation. If these efforts fail, and it is determined by a majority vote of the chap- ter membership that the chapter does not have the member support and participation necessary to continue, the next step is dissolution of the chapter.
The chapter must inform the AARP state office of its decision to dissolve voluntarily. The AARP State President may be asked to formally recommend that the chapter be dissolved. The recommendation
is then routed to the appropriate state office for concurrence. After concurrence is received, the state office may obtain the records and files of the chapter and send them to the AARP Office of Volunteerism and Service at AARP’s National Office headquarters. After receiving a recommendation for dissolution, Office of Volunteerism and Service provides the chapter with further procedural instructions for complet- ing the process.
The dissolving chapter is responsible for contacting the office of the Secretary of State’s in the state in which it operates to ascertain what fees and forms are required to formally dissolve the corporation within the state. The chapter should request copies of the appropriate documents and forward them with a check payable to the Secretary of State in the specified amount. A copy should be provided to the AARP Office of Volunteerism and Service. (See also Article IX of the Chapter Bylaws.)
Withdrawal of Chapter
Recognition or Suspension
Article IX of the AARP Chapter Bylaws provides that the AARP may withdraw or suspend recognition of a chapter as a local chapter of
Appendix A
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AARP for:
When necessary, withdrawal or suspension of recognition shall become effective immediately upon the decision by AARP and notification of the chapter. In the event recognition is withdrawn and suspended, the chaptershallhaveanopportunitytobeheardbyAARP.
In addition, notwithstanding any other provisions of the chapter’s Articles of Incorporation or the AARP Chapter Bylaws to the contrary, after withdrawal or suspension of recognition, all voting rights shall thereafter be vested solely in AARP, the national organization member of the chapter. The voting rights that would otherwise be vested in the individual chapter members shall cease, and AARP shall have
the right to remove any officer or director, with or without cause, at anytime.
Upon withdrawal or suspension of recognition, the chapter shall not, without express written consent of AARP, conduct its affairs or other- wise identify or hold itself out to the public as a local chapter or other affiliate of AARP.
The chapter’s charter shall be turned over to AARP, along with all funds and any other property held by the chapter.
Where the law of the state of incorporation of the chapter permits, AARP, which is the national organization chapter member, may, at its discretion, legally dissolve a chapter after its recognition has been withdrawn.
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The process for withdrawal of chapter recognition or suspension is as follows.
Upon receipt of the recommendation, the AARP Office of Volunteerism and Service will notify the chapter President that the recommendation has been received and will review the recommen- dation. AARP may request additional information or may direct that further investigation be carried out.
If AARP decides to suspend or withdraw recognition, the chapter will be notified by the AARP Office of Volunteerism and Service, and that office will immediately take steps to accept all funds and other prop- erty held by the chapter.
If the recognition of a chapter is withdrawn or suspended, all funds and other property held by the chapter shall be paid over to AARP to be distributed to the AARP Foundation, charitable foundations sponsored byAARP,orforothercharitablepurposesatthediscretionofAARP.
The chapter will be notified by AARP of its right to have an opportu- nity to appeal, and it will be requested to advise AARP within 30 days of its receipt of notification of suspension or withdrawal whether
or not it wishes to have such an opportunity. If AARP receives such
a request within the specified time deadline, that office will handle arrangements for the hearing. The chapter will be required to notify AARP Office of Volunteerism and Service in writing of:
B AARP State Offices
Appendix B
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Alabama Colorado
201 Monroe Street, #1880 303 E 17th Avenue, #510 Montgomery, AL 36104 Denver, CO 80203 Office: 1-866-542-8167 Office: 1-866-554-5376
Fax: 334-954-3050
Alaska
3601 C Street, #1420 Anchorage, AK 99503 Office: 1-866-227-7447 Fax: 907-341-2270
Arizona
16165 N. 83rd Avenue, Suite 201 Peoria, AZ 85382
Office: 1--866-389-5649
Fax: 602-256-2928
Arkansas
1701 Centerview Drive, #205 Little Rock, AR 72211
Office: 1-866-554-5379
Fax: 501-227-7710
California—Pasadena
200 S. Los Robles Ave., #400 Pasadena, CA 91101-2422 Office: 1-866-448-3615
Fax: 626-583-8500
California—Sacramento
1415 L Street, #960 Sacramento, CA 95814 Office: 1-866-448-3614 Fax: 916-446-2223
California—San Francisco
150 Post Street, #450 San Francisco, CA 94108 Office: 1-866-448-3615 Fax: 415-986-3467
Fax: 303-764-5999
Connecticut
21 Oak Street, #104 Hartford, CT 06106 Office: 1-866-295-7279 Fax: 860-249-7707
Delaware
1100 N. Market Street, #1201 Wilmington, DE 19801 Office: 1-866-227-7441
Fax: 302-571-1984
District of Columbia
601 E Street, NW, A1-200 Washington, DC 20049 Office: 202-434-7700 Fax: 202-434-7710
Florida—Miramar
3350 SW 148th Ave., #120 Miramar, FL 33027 Office: 1-866-595-7678 Fax: 954-438-7871
Florida—St. Petersburg
400 Carillon Parkway, #100 St. Petersburg, FL 33716 Office: 1-866-595-7678 Fax: 727-571-2278
Florida—Tallahassee
200 W College Avenue, #304 Tallahassee, FL 32301 Office: 1-866-595-7678
Fax: 850-222-8968
Georgia
999 Peachtree St., NE, #1110 Atlanta, GA 30309
Office: 1-866-295-7281
Fax: 404-881-6997
Hawaii
1132 Bishop St., 19th Floor, #1920 Honolulu, HI 96813
Office: 1-866-295-7282
Fax: 808-537-2288
Idaho
3080 E Gentry Way, #100 Meridian, ID 83642 Office: 1-866-295-7284 Fax: 208-288-4424
Illinois
222 N. LaSalle Street, #710 Chicago, IL 60601
Office: 1-866-448-3613 Fax: 312-372-2204
Illinois—Springfield
300 W. Edwards St., 3rd Floor Springfield, IL 62708
Office: 1-866-448-3617
Fax: 217-522-7796
Indiana
One N. Capitol Ave., #1275 Indianapolis, IN 46204 Office: 1-866-448-3618 Fax: 317-423-2211
Iowa
600 E. Court Avenue, #100 Des Moines, IA 50309 Office: 1-866-554-5378 Fax: 515-244-7767
Kansas
555 S. Kansas Avenue, #201 Topeka, KS 66603
Office: 1-866-448-3619 Fax: 785-232-8259
Kentucky
Plainview Center, #121 10401 Linn Station Road Louisville, KY 40223 Office: 1-866-295-7275 Fax: 502-394-9918
Louisiana
One American Place 301 Main Street, #1012 Baton Rouge, LA 70825 Office: 1-866-448-3620 Fax: 225-387-3400
Maine
1685 Congress Street Portland, ME 04102 Office: 1-866-554-5380 Fax: 207-775-5727
Maryland
200 St. Paul Place, #2510 Baltimore, MD 21202 Office: 1-866-542-8163 Fax: 410-895-0269
Massachusetts
One Beacon Street, #2301 Boston, MA 02108
Office: 1-866-448-3621 Fax: 617-723-4224
Michigan
309 N. Washington Sq., #110 Lansing, MI 48933
Office: 1-866-227-7448
Fax: 517-482-2794
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Minnesota
30 East 7th Street, #1200 St. Paul, MN 55101 Office: 1-866-554-5381 Fax: 651-221-2636
Mississippi
6360 I-55 North, #160 Jackson, MS 39211 Office: 1-866-554-5382 Fax: 601-991-3342
Missouri
9200 Ward Parkway #350 Kansas City, MO 64114 Office: 1-866-389-5627 Fax: 816-561-3107
Montana
30 West 14th Street, #301 Helena, MT 59601 Office: 1-866-295-7278 Fax: 406-441-2230
Nebraska
301 S. 13th Street, #201 Lincoln, NE 68508 Office: 1-866-389-5651 Fax: 402-323-6913
Nevada
5820 S. Eastern Ave., #190 Las Vegas, NV 89119 Office: 1-866-389-5652 Fax: 702-938-3225
New Hampshire
900 Elm Street, #702 Manchester, NH 03101 Office: 1-866-542-8168 Fax: 603-629-0066
New Jersey
Forrestal Village
101 Rockingham Row Princeton, NJ 08540 Office: 1-866-542-8165 Fax: 609-987-4634
New Mexico
535 Cerrillos Road, #A Santa Fe, NM 87501 Office: 1-866-389-5636 Fax: 505-820-2889
New York
780 Third Avenue, 33rd Floor New York, NY 10017
Office: 1-866-227-7442
Fax: 212-644-6390
New York—Albany
One Commerce Plaza, #706 Albany, NY 12260
Office: 1-866-542-8166
Fax: 518-434-6949
North Carolina
1511 Sunday Drive, #312 Raleigh, NC 27607 Office: 1-866-389-5650 Fax: 919-755-9684
North Dakota
107 West Main Avenue, #125 Bismarck, ND 58501
Office: 1-866-554-5388
Fax: 701-221-2242
Ohio
17 South High Street, #800 Columbus, OH 43215 Office: 1-866-389-5653 Fax: 614-224-9801
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Oklahoma
126 North Bryant Avenue Edmond, OK 73034 Office: 1-866-295-7277 Fax: 405-844-7772
Oregon
9200 SE Sunnybrook Blvd., # 410 Clackamas, OR 97015
Office: 1-866-554-5360
Fax: 503-652-9933
Pennsylvania
1650 Market Street, #675 Philadelphia, PA 19103 Office: 1-866-389-5654 Fax: 215-665-8529
Pennsylvania–Harrisburg
30 N. 3rd Street, #750 Harrisburg, PA 17101 Office: 1-866-389-5654 Fax: 717-236-4078
Puerto Rico
654 Munoz Rivera Ave., #901 San Juan, PR 00918
Office: 1-866-542-8169
Fax: 787-754-2211
Rhode Island
10 Orms Street, #200 Providence, RI 02904 Office: 1-866-542-8170 Fax: 401-272-0876
South Carolina
1201 Main Street, #1280 Columbia, SC 29201 Office: 1-866-389-5655 Fax: 803-251-4379
South Dakota
5101 S. Nevada Street, #150 Sioux Falls, SD 57108 Office: 1-866-542-8172 Fax: 605-361-2323
Tennessee
150 4th Avenue North, #180 Nashville, TN 37219
Office: 1-866-295-7274
Fax: 615-313-8414
Texas—Austin
98 San Jacinto Blvd., #750 Austin, TX 78701
Office: 1-866-227-7443 Fax: 512-480-9799
Texas–Dallas
8144 Walnut Hill Lane, #700 Dallas, TX 75231
Office: 1-866-554-5377
Fax: 214-265-4061
Texas—Houston
2323 South Shepherd, #1100 Houston, TX 77019
Office: 1-866-227-7443
Fax: 832-325-2213
Utah
6975 Union Park Center, #320 Midvale, UT 84047
Office: 1-866-448-3616
Fax: 801-561-2209
Vermont
199 Main Street, #225 Burlington, VT 05401 Office: 1-866-227-7451 Fax: 802-651-9805
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Virgin Islands—Christensted
4093 Diamond Ruby Ste 6 Christiansted, VI 00820 Office: 1-866-389-5633 Fax: 340-692-2544
Virgin Islands–St. Thomas
210-3A Altona
St. Thomas, VI 00802 Office: 1-866-389-5633 Fax: 340-692-2544
Virginia
707 East Main Street, #910 Richmond, VA 23219 Office: 1-866-542-8164 Fax: 804-819-1923
Washington
9750 Third Avenue NE, #450 Seattle, WA 98115
Office: 1-866-227-7457
Fax: 206-517-9350
West Virginia
300 Summers Street, #400 Charleston, WV 25301 Office: 1-866-227-7458 Fax: 304-344-4633
Wisconsin
222 West Washington Ave., #600 Madison, WI 53703
Office: 1-866-448-3611
Fax: 608-251-7612
Wyoming
2020 Carey Avenue, Mezzanine Cheyenne, WY 82001
Office: 1-866-663-3290
Fax: 307-634-3808
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Officer Installation C
The following is a suggested Installation Ceremony for AARP chap- ters. It includes a charge to all chapter members as well as the official “swearing in” of the officers themselves. Please adapt this installation as you see fit.
“I am honored and pleased to meet with you today. This is a great day for Chapter ___________________________. It is a new beginning for this chapter and for each and every member.
This is especially true for these leaders whom you have selected to serve you as officers, directors, and committee chairpersons for the coming year.
As we install them into office, let us use this occasion to assess what we have accomplished for ourselves and for others, and what we have yet to accomplish. Let not only these chosen leaders but each and every member renew his or her resolve and dedication to carry out and further the goals and purposes of this chapter and of AARP.
Each of you who assume office has a significant responsibility, and we are deeply impressed by your dedication and loyalty. We are proud of each of you.
We realize that you will be called upon to make many decisions. With your abilities, and with the support of your fellow chapter members, you can proceed with confidence and pride.
You will also be called upon to give your time, your talents, and a part of yourselves to this new position. But remember the AARP motto: “To serve, not to be served.” The greatest gift to one’s self is service
to others. May you find the patience, wisdom, and the charity to do so. And may you find strength in the knowledge that those you serve support you and wish you well.
On this important occasion in the history of this chapter, I should like to say a few words of thanks for a job well done to your outgoing officers...
Please stand and state your name and position.
You have spent the past year or more in unselfish dedication to this
chapter and to AARP. You have volunteered many hours conducting
meetings, filing reports, keeping records, and performing the many tasks, large and small, that have resulted in the growth and quality the
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Appendix C
94
chapter enjoys today. From your chapter members, the state office and the National Association, many, many thanks, indeed.
(Lead Applause)
At this time it is my pleasure to install the officers and directors you have chosen to guide you. They have generously accepted the respon- sibility you have placed upon them.
But you too, have a responsibility. Each of you must cooperate with your officers. When called upon to assist, respond willingly. In so doing, you will be helping your leadership in its demanding tasks.
Will all new officers, directors, and committee chairpersons, and members of the nominating committee please come forward?
Please state your name and position.
Raise your right hand. I will read your oath and at the end I will ask that if you accept the conditions of the oath that you respond by saying, ‘I will.’
(Official Installation)
I sincerely declare that I am willing to accept the place of service for which I have been selected.
I further declare that I will, to the best of my ability, perform the duties pertaining thereto.
I will comply with the bylaws, rules, and regulations of AARP and this chapter.
I will at all times, and on all occasions, earnestly endeavor to promote with dignity all worthy causes being promoted by this chapter and AARP, and I will never use my office for personal promotion or mate- rial gain. I shall give myself in unselfish service to the chapter and its members as the need becomes evident, and as my ability and oppor- tunity permit.
If you accept this post—please respond by saying, ‘I will.’
In my capacity as (use installer’s title here) an appointed representa- tive of AARP, it is my privilege to declare that each of you is here and now duly installed in your office.
For your willingness to accept your important assignments and to be of service, I am sure that all here join me in saying congratulations.
Thank you.” (Lead applause.)
AARP Chapter Logo Guidelines
The AARP Chapters are very important to AARP, and we thank you for all you do to strengthen your community and help people live their best life. Whether you have been an organized Chapter for years, or this is your first affiliation, AARP is proud to have you as one of our community faces for AARP’s mission and vision.
AARP has a long history of service to people 50+ and their families, and recognizes the profound contribution you make as an AARP Chapter. This guide is designed to help you communicate the AARP brand and represent our shared commitment to service.
Why Brand?
An organization’s brand is in many ways its most powerful asset.
The brand is, essentially, the promise an organization makes, and is the basis for the relationship it has with its audience. For the AARP brand, one of our most critical assets is the level of trust people place in our brand. We are a nonprofit, nonpartisan organization commit- ted to helping people 50+ live their best life. Our founder, Ethel
Percy Andrus, established AARP back in 1958 as a way to help retired Americans live with dignity, independence and purpose. And while today the concept of “retirement” may be very different, people 50+ are seeking to grow, learn and discover, no matter their age. We want them to turn to AARP—as generations before them have—to help them achieve their best life.
As one of our community “faces,” AARP Chapters can help express the essence of the AARP brand, and this guide will help you understand and communicate what we call our “brand voice.” Yes, brand voice may be a term of art you have not heard before, but if you think about it, it makes sense. Every brand has a personality—consider some of your favorite brands and what kind of personality they have. Your favorite fast food restaurant, for instance, serves burgers and fries but that is only the functional aspect of its brand. Emotionally—which is where it counts—the establishment creates relevance and relation- ships with consumers by adopting a “family and fun” personality. It
is that personality that dictates its brand voice and how it shows up in the marketplace. Even though we are not a for-profit company, the AARP brand does have a brand voice, and speaking with a common voice makes everything AARP does more powerful and effective. It unifies our organization, motivates our wonderful volunteers like
D Appendix D
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you, and engages our members. Through clarity and consistency we can make sure people truly understand who we are and what we do. These guidelines are designed to help you express that voice and make AARP even stronger in your community. Given that everything we do is an extension of our brand voice, we are always considering how any work or affiliation might further our mission and vision, and better connect with our members and the community. These tools will arm you with the same information we use at the state offices and National Office.
AARP Positioning
As a diverse community of members, AARP creates opportunities and drives social change to help people overcome challenges, achieve goals, pursue dreams and live their best life.
Our Personality
We’re an organization of people as well as programs. And, not surprisingly, we have a distinctive personality. Six traits sum up that “personality”:
Trustworthy
We explain, we inform, we put things clearly, we back it up with facts, we tell it like it is, we’re honest and transparent.
Caring
We live the compassion and warmth of our founder, Dr. Ethel Percy Andrus. We focus on helping people and the communities in which they live. We address people’s real needs, we’re empathetic, we are here to help, we sympathize, but we avoid being preachy or condescending.
Courageous
We stick to our principles, we’re not afraid of challenging the status quo, we fight for our beliefs, we don’t give up.
Engaging
We listen, we learn, we include, we inspire, we bring others along, we set the example, when we’re called upon we lead.
Energetic
We act with passion, enthusiasm and optimism, we help create momentum and help people seize opportunities.We get things done.
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Visionary
We anticipate people’s future needs by looking beyond the horizon. We bring fresh ideas and new concepts, we innovate, and we see things others can’t see yet.
Mission
AARP is dedicated to enhancing the quality of life for all as we age. We lead positive and social change and deliver value to members through information, advocacy and service.
Vision
A society in which everyone ages with dignity and purpose, and in which AARP helps people fulfill their goals and dreams.
The Relationship with Chapters
Since 1958, AARP has owned and used the AARP trademarks and service marks for a number of goods and services including those directed primarily to people over 50 years of age. AARP has registered these marks (including the AARP name) with the United States Patent and Trademark Office. These guidelines are intended to assist AARP Chapters and members in their appropriate use of the AARP name in a manner that complies with AARP’s policies, brand identity objec- tives, the AARP Chapter Trademark Policy, and provide some visual consistency across all Chapters. Protection of the AARP name and logo (“AARP Trademark”) ensure appropriate usage that increases brand value and aligns actions with AARP’s mission and goals.
AARP Chapters are separately incorporated entities that further
the AARP mission of enhancing the quality of life for all as we age. Chapters play a vital role as they constitute a large pool of members that support this mission at a grassroots level. Because they are chartered entities of AARP, Chapters are permitted to use the AARP Trademark as part of their corporate name by using these guidelines.
Protection of the AARP brand is a shared responsibility that keeps
our voice and actions true for those 50+. Inconsistent or inaccurate usage of the AARP Trademark by Chapters weakens the brand iden- tity, causes consumer confusion, and endangers the legal protections afforded to AARP Trademarks. Everyone plays a vital role in protecting our brand, and we welcome your efforts in extending and expressing our brand on a local level.
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Chapters form a unique relationship opportunity for members, communities and AARP to connect on a personal level. It is important to make sure that the brand and activities associated with the brand enhance the direction of the overall identity, mission and vision.
Names Are Important
How you address yourselves to the outside world helps create a link to AARP National. To eliminate confusion, you should use the configura- tions below to align with all our community partners. You can use any typeface that is legible, but we find for greater legibility, using a Serif typeface such as Times Roman helps in cases of print, while websites and digital sites tend to use a San Serif (like Arial). Using uppercase and lowercase letters also helps with readability and provides consis- tency. Two versions are shown.
Domain Names
When registering a Chapter for a website domain, use the configura- tion below for the domain name:
[Official Name] AARP Chapter [Official Number]
example: www.DeerwoodAARPChapter#4343.org or www.DeerwoodAARPChapter.org
[Official Name] AARP Chapter [Official Number]
example: Deerwood AARP Chapter #4343
AARP Chapter [Official Number] [Official Name]
example: AARP Chapter #4343 Deerwood
At A Glance
Recommended Font: Times Roman or similar
Capital and Lowercase Letters
Colors PMS 485 Red
(93 Magenta 95 Yellow)
(213 R 43 G 30 B) Black
or White
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How We’re Related
Use the Trademark with the descriptor text that identifies the legal relationship and shows the link between the Chapter and the National Office. The easiest application would be to use the logo+descriptor text as a footnote on materials such as websites and newsletters to clearly explain the relationship.
Logo+Chapter=Success
Linking the AARP logo to the Chapter name enhances our relation- ship in the local community. It connects AARP with a community of citizens and strengthens the Chapter with the reach and successes of a national organization. When using the logo with the Chapter name, we want to respect the unique “flavor” of the Chapter while realizing the strength of a national brand. Using these space and sizing rela- tionships will meet both our objectives.
The AARP logo should be sized 75% of the cap height of the Chapter name type and have a clear space equal to at least 2 returns. When possible, the treatment should be printed in PMS 485 (red)—see page 98 for specific color mixes—but can also be done in all black or all white. For the strength of the overall brand, the logo should not be used in any other color.
Proportion and Minimum Spacing
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Correct Applications
Everyone Wave
The wave graphic is used in many AARP communications and allows for easy placement on some pieces. It is most successful when used as a corner element that identifies the national relationship, but does not restrict the local voice.
Since it is a minor element of any communication, its size should not dominate the page, but it should be used as a support element to anchor the communication.
It can be done in red or black as shown below.
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The Chapter Store
Chapters can continue to purchase AARP Chapter merchandise mate- rials through the AARP store (www.aarpstore.org). These products use the AARP logo in conjunction with the “Chapters” sub brand. Low quantities of popular items can be ordered at a reasonable unit cost.
If you choose to have other items produced that include the AARP logo mark, use the proportions on page 99 to have artwork created. Because we are always interested in how Chapters engage with the community, it would be helpful for us to see how these items work for your events.
Examples of items we have found successful:
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Our Outside Voice
Talking to folks is what we do. When we communicate with members or those 50+ generally, either through print or online, we want to speak with a single voice, so that we don’t confuse our audience. We also want to make sure that the Chapter voice comes through on all communications, so the AARP Trademark should not be the larg-
est item on the page. It is important that your voice shine in these interactions.
Below are just a few examples of applying the AARP brand in ways that allow for closer connection to the AARP mission, while maintain- ing the local flavor.
Correct Applications
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Friends and Other Relations
To avoid relationship confusion, the AARP Trademark should not be given to any other organization.
Correct Applications
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Terms You May Need
Glossary of Terms
EPS (encapsulated post script file)
Used primarily for professional reproduction in all print applications, files can be enlarged and reduced without loss of quality. These files cannot be opened without appropriate illustration software but can be placed as a picture within Word or PowerPoint.
JPG (joint photographic experts group)
A photographic file used for online application, such as a website. It cannot be used larger than 100% without loss of resolution and may not look “crisp” when professionally printed. Images can be place as pictures within Word or PowerPoint. They often open for viewing using a standard picture viewer.
PNG (portable network graphics)
Similar to a JPG, this format works well with PC-based documents such as Word. It tends to print “crisper” and format better in elec- tronic documents.
Electronic Format
Any file that can be attached to an email or sent to a third party via the Internet.
PDF (portable document format)
A document created by using Adobe software that converts a series of pages into a transferable format that can be opened by any computer, using an Adobe reader. Documents can be as simple as a two-sided sheet of paper or as complex as multi-page books. Some formats of PDF documents are created specifically for professional printers. Not all PDF documents are formatted in this manner, especially those attached to websites.
Please check with your Chapter president for electronic versions of the AARP logos. They are available in EPS, (professional printing), JPG (website), and PNG (Microsoft® Word or Office) format.
AARP Trademark
The “AARP Trademark” refers to the AARP name and/or logo.
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Frequently Asked Questions
We want to make sure AARP Chapters have all the information they need to help strengthen their communities and deliver real value for their Chapter members. Sometimes questions arise that may not be addressed in the materials AARP provides to its Chapters. Following are some answers to some frequently asked questions. We hope they help.
We like to take advantage of group discounts for our Chapter members. Is it OK for us to arrange these discounts with compa- nies and other organizations?
Your Chapter can deliver real value (along with a lot of fun!) for its members by taking advantage of group discounts. We understand many Chapters use group discounts on everything from cruises to movie matinees. These arrangements are fine as long as:
It is clear that this is a one-time or occasional event made possible by your Chapter and does not appear to be an AARP-endorsed discount.
Any materials you use to promote the event or opportunity do not showcase the commercial entity or appear to be endorsing or promot- ing that entity. It’s the event you’re promoting, not the company.
Can Chapters get involved in local politics and mobilize people in our community to support a candidate?
No. AARP is a nonpartisan organization and as long as you align your- self with AARP, your Chapter is not permitted to support or endorse
a specific candidate. However, your Chapter members can make a big difference by mobilizing people to get educated on the issues and vote.
We want to do a drawing as a sweepstakes for fun at our next event. Is there anything special we need to know or do? Are there special rules we need to be aware of?
Contest and sweepstakes can be considered a lot of fun but may be tricky for a lot of reasons. There are several applicable laws that are different from state to state. So be sure to check with your state before conducting a sweepstakes or contest to be sure you are complying with all state laws.
We get approached by a lot of other organizations in our commu- nity to partner on activities or events. Is it OK for us to partner with
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these groups and is it OK for the AARP logo to appear right next to another organization’s logo?
At the national level, AARP creates relationships with a variety of commercial and non-profit organizations, so it needs to be clear that it is your Chapter involved in the community alliance, not AARP. The AARP logo can never appear next to another organization’s logo to make sure there is no confusion about the alliance.
Your agreement with our Chapter says you want us to send you samples of our materials as part of Information Sharing and Quality Control. What exactly do you need to see and how often do we need to send these materials to you?
AARP is interested in what you are doing in your community and how you are delivering value for your members. The materials help us understand this better and it also helps us ensure that Chapters are following the brand guidelines. You are NOT required to submit materials for approval. While we will not be reviewing and approving materials on a regular basis, we may contact you if we see something that needs to be corrected or executed differently in the future.
In an effort to make this request easy for you, you can send us mate- rials however it works best for you. For instance, you can add the Office of Volunteerism and Service to your mailing or email distribu- tion list whenever you send materials to everyone else. The Office of Volunteerism and Service mailing and email addresses are
AARP Office of Volunteerism and Service 601 E Street, NW
Washington, DC 20049
ATTN: Chapter Office
email: chapters@aarp.org
Or you can submit a sample set of materials at the end of the year when you submit information for your AARP Census & Activity Report. Sample materials include newsletters, flyers, posters, etc., and one or two of each (depending on the materials you create) will be fine. If your Chapter has a website, please make sure to list the URL on your AARP Census & Activity Report.
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Notes:
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Notes:
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Twelfth Edition | March 2012
(This is the handbook we are still using.)
This handbook was developed by the AARP State and National Group Office of Volunteerism and Service with the guidance, input, and review of chapter leaders, volunteers, and staff.
This Chapter Handbook belongs to:
AARP is a nonprofit, nonpartisan social welfare organization with a membership that helps people 50+ have independence, choice and control in ways that are beneficial and affordable to them and society as a whole. AARP does not endorse candidates for public office or make contribu- tions to either political campaigns or candidates. We produce AARP The Magazine, the definitive voice for 50+ Americans and the world’s largest- circulation magazine with over 35.1 million readers; AARP Bulletin, the go-to news source for AARP’s millions of members and Americans 50+; AARP VIVA, the only bilingual U.S. publication dedicated exclusively to the 50+ Hispanic community; and our website, AARP.org. AARP Foundation
is an affiliated charity that provides security, protection, and empower- ment to older persons in need with support from thousands of volunteers, donors, and sponsors. We have staffed offices in all 50 states, the District of Columbia, Puerto Rico, and the U.S. Virgin Islands.
AARP Chapter Handbook Table of Contents
Preface
A Message to AARP Chapters viii
Introduction: AARP in the 21st Century:
An Ongoing Tradition of Service 1
The Role of the Chapters 3
“To serve, not to be served” 3
The Origins of Chapters within AARP 3
Goals and Objectives 4
The Chapter Today 5
The AARP Field Structure 8
About This Chapter Handbook 9
Section 1: Overview of Chapter Operations 10
Documents Governing Chapter Operations 10
Articles of Incorporation 10
Chapter Bylaws 11
Political Activity 11
Membership Lists 11
AARP Chapter Trademark Policy 12
Standing Rules 15 Chapter Handbook 15
Chapter Reporting 16
Defining Chapter Success 17
Chapter Meetings 18
Managing the Meeting 18
All-Member Meetings 19
Guidelines for Opening and Closing an AARP Meeting 19
Conducting Chapter Business 20
Accessing AARP Resources 22
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iv
Section 2: AARP Chapter Bylaws 23
Offices 23
Purpose 23 Members 23
Classes and Dues 23
Voting Rights 24
Meetings of Members 24
Regular Meetings 24
Annual Meetings 24
Special Meetings 25
Place of Meetings 25
Notice of Meetings 25
Quorum 25 Voting 25
Board of Directors 26 Number, Election, and Term of Office 26
Duties and Powers 26
Annual Meetings 27
Other Meetings 27 Notice 27
Quorum and Voting 27 Vacancies 27
Absence from Meetings 27 Officers 28
Officers 28
Election, Term, Vacancies, and Removal 28
President 28
Vice President 28
Secretary 28
Treasurer 29
Checks and Bond 30
Committees 30
Nominating Committee 30
Standing and Other Committees 30
Term 31
Chapter Restrictions 31
Withdrawal of Chapter Recognition and Dissolution 31
Relationship with Other Organizations or Associations 32
Rules of Order 32
Amendments 33
Section 3: Chapter Model Standing Rules 34
Name and Address 34
Members and Dues 34
Meetings 35 Officers 35
Committees 35 Checks and Money 35
Board of Directors 36
Nominating Committee 36
Standing Rules 37
Section 4: The Chapter Board of Directors 38
Purpose 38
Board Profile 38
Board Members’ Role 38
Board Responsibilities 39
Board Meetings 40
Monthly Meetings 40
The Annual Board Meeting 40
The “Organization” Meeting 40
Section 5: Officer Roles and Responsibilities 42
Qualities of Chapter Leadership 42
Chapter President 43
On Taking Office 43
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Establishing Working Relationships 44
Meeting Planning and Agendas 45
The Vice President 47
The Chapter Secretary 47
The Chapter Treasurer 49
Section 6: Accounting Guide for Chapter Treasurers 50
Introduction 50
Balance on Hand at Beginning of Year 51
Classification of Receipts 51
Receipt Form 57
Accounting Journals 57
Receipts Journal 58
Monthly 58
Summary 60
Expenditures Journal 61
Monthly 61
Summary Page 61
Monthly Pages 61
Five entries are usually made on each line: 61
Summary 63
AARP Chapter Treasurer’s Report 64
Transferring Figures from Journals to Treasurer’s Report 66
Summary 66
Section 7: Chapter Committees and Their Functions 69
General Committee Profile 69
General Responsibilities of Committee Chairpersons 69
General Responsibilities for Committee Members 70
Membership Committee 70
Nominating Committee 72
Program Committee 73
Legislative Committee 75
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Important Notes 75
Community Services Committee 78
Public Relations Committee 80
Health Committee 81
Recreation and Social Activity Committee 81
Liability Insurance 82
Chapter Tours 82
Certificate of Insurance 83
Disclaimer Statement 83
Gratuities 83
Appendix A: Chapter Dissolution, Withdrawal of Recognition, or Suspension 84
Voluntary Chapter Dissolution 84
Withdrawal of Chapter Recognition or Suspension 84
Appendix B: AARP State Offices 88
Appendix C: Officer Installation 93
Appendix D: AARP Chapter Logo Guidelines 95
Why Brand? 95
AARP Positioning 96
The Relationship with Chapters 97
Names Are Important 98
How We’re Related 99
Logo+Chapter=Success 99
The Chapter Store 101
Our Outside Voice 102
Friends and Other Relatives 103
Terms You May Need 104
Frequently Asked Questions 105
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Preface
A Message to AARP Chapters
In 1958, AARP founder Dr. Ethel Percy Andrus envisioned a national organization representing the interests of older people and
complete with chapters mirroring its ideals at the community level. Recognizing that those chapters—with their members’ lifetimes of skill, experience, and wisdom—had much to offer, she insisted that these local entities be rooted in the spirit and challenge of service. Over the next 50 years and with the help of “Ethel’s army” of chapters, AARP built on that tradition of service and is now a leader for positive social change in America.
Today, a renewed spirit of service is sweeping the country. Americans of all ages and occupations are coming together to create and support opportunities to resolve this nation’s growing challenges through citizen-powered solutions. By taking on leadership roles
in the community, promoting volunteerism, and partnering with other organizations similarly committed to service, chapter members continue to provide service to their local communities.
In recognition of the importance and value of chapters, AARP is providing this 12th edition of the AARP Chapter Handbook to ensure that chapters are given all the knowledge and guidance they need to operate as efficiently and effectively as possible. This handbook also emphasizes more than ever the need for volunteer service; member involvement; and strong, strategic connections between chapters and AARP. While much of the material in this handbook is administrative in nature, a great deal of the information can be used as a guide to help chapters determine the best way to stay focused, relevant, and moving forward.
The AARP chapters deserve a big thank you for all their hard work and service. With their continued assistance and success, chapters will enhance the ability of the AARP family of staff and volunteers to do all that it can to serve, support, and inspire our neighbors, our commu- nities, and our nation.
Thank you!
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Introduction
AARP in the 21st Century: An
Ongoing Tradition of Service
Built on a history of understanding, representing, and meeting the needs of its membership, AARP continues to adapt and grow as an organization. Part public policy advocate, part educator, part commu- nity servant, AARP today is all about shaping and enriching the expe- rience of aging for each member and for society at large. As a direct link to the local community, AARP chapters remain well positioned to play a vital role in the AARP’s ongoing success.
Tradition alone, however, cannot guarantee tomorrow’s achievement. It is useful to recall the words of no less a visionary than Henry Ford, who in 1916 said, “History is more or less bunk. It’s tradition...We want to live in the present, and the only history that is worth a tinker’s dam is the history we make today.”
AARP’s Vision, Mission, and overall Strategic Plan defined by the Board of Directors in May 2008 chart the course for AARP to continue making history in the new millennium. That course provides a bold challenge that speaks broadly to the needs of members and society as we move into the 21st century.
Our Vision: A society in which everyone ages with dignity and purpose and in which AARP helps people fulfill their goals and dreams.
Our Mission: AARP is dedicated to enhancing the quality of life for all as we age. We lead positive social change and deliver value to members through information, advocacy, and service.
In addition, close attention to the following series of interrelated issues has been identified as critical to our success.
Diversity—By the year 2025, 30% of the 50+ population will be of diverse ethnic and cultural backgrounds. In order for our information, products, and services to be viewed as valuable by diverse audiences, we need to reach out to these groups in ways that are meaningful to each.
Boomers—Boomers are both similar to and different from previous generations. Understanding and responding to their needs will be a critical component of our work going forward.
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Life Stage—People also differ because of the life stage they are in and the life experiences they have had. We will need to take these different needs and interests into account as we plan and deliver products and services.
Vulnerable Populations—Our commitment to diverse populations demands nothing less than full attention to meeting the needs of those who may be less able or have fewer resources—the frail, the isolated, and the low income.
Consumer Advocacy—AARP will retain a consumer perspective in deciding what issues to address and what role we should play in seek- ing to improve the responsiveness of markets and industries.
Strengthening Alliances—In our complex world of such pervasive and challenging issues, no one organization can do it all.
We will play a leadership role in establishing the relationships neces- sary to achieve positive change in the public, private, and indepen- dent sectors.
Throughout our history, AARP has initiated, developed, and rein- vented programs to meet the needs of a changing America, and now is no different. In delivering on our strategic plan, however, our core values and tradition of service remain constant. As AARP leaders, members, employees, and volunteers we:
- Strive for excellence in all that we do. We are responsible for and committed to meeting members’ needs through timely delivery of high quality education/information, products, and services.
- Believe in the strength and quality of AARP people—our volun- teers and employees working in partnership—and we are dedi- cated to their further growth and development. We continually support and recognize their invaluable contributions to our members and society.
- Share leadership responsibility for achieving our vision. Together, we communicate desired goals, facilitate and support decisive action, and encourage innovation.
- Expect all interactions between AARP members, volunteers, employees, organizational partners, the media, policy makers, regulators, and the general public will be characterized by integ- rity, honesty, and mutual respect.
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- Recognize and respect the diversity of needs, interests, and contri- butions of all members, volunteers, and employees.
- Seek the greater good for all society, understanding that as a social welfare organization we have a strong commitment to encourage social responsibility in all our actions.
The Role of the Chapters
The chapter is a chartered entity of AARP, and a face—and heart—for AARP in the local community.
“To serve, not to be served”
The role of the AARP chapters is best expressed in the words of AARP’s founder, Dr. Ethel Percy Andrus: “AARP has promoted the initiation and development of local volunteer chapters ... for those members who favor the goals of individual growth and service to self, to fellow members, and to the community in general.”
Chapters are unique, Dr. Andrus emphasized, “in that they are service centers and do not stress or promote activities of an entertainment, social, or recreational nature.” She believed strongly that the need for fellowship and social interaction was best met through activities that were useful to one’s own self and especially to others. Her vision for chapters, for AARP and for all older people is captured by the AARP motto, “To serve, not to be served.”
That motto and the vision it embodies are the foundation of the principal objectives and purpose of the chapters, as set forth in the AARP Chapter Bylaws, which stress community service, an active and useful life, self-actualization and development, and a commitment to the ideals of AARP. Every chapter—indeed, every chapter member— should strive to live up to and accomplish the purposes of AARP in ways that meet specific needs within their community.
The Origins of Chapters within AARP
Dr. Andrus and a group of founding directors who were members of the National Retired Teachers’ Association (NRTA) incorporated AARP on July 1, 1958, in Washington, DC. Then known as the American Association of Retired Persons, AARP was established as a national organization representing the interests of older Americans. The orga- nizers, however, soon recognized the value of forming community- based units to reflect the philosophy and echo the purposes of AARP at local levels.
The response from members was overwhelmingly positive. In September 1960 Dr. Andrus, who became AARP’s first president, approved the application for recognition of the first AARP chapter, in Youngtown, Arizona, and by the end of 1961, 100 chapters had been formed. The process of establishing chapters continued at a rapid pace, with chapters frequently springing up in cities visited by Dr. Andrus.
In the mid-1960s AARP began to standardize the various operat-
ing rules and procedures for its chapters. In 1965 the AARP Board of Directors developed the AARP Chapter Bylaws to further serve this purpose. The Chapter Bylaws were an important step in unifying
the young organization into a viable national association, and the Chapter Handbook is an extension of that process. Next, AARP began incorporating chapters within their respective states.
Goals and Objectives
The chapter’s mission is to provide a link at the local level between members, communities, and AARP’s programs and services. The chapter’s leadership and commitment to volunteerism is an invalu- able resource in making our communities better places to live and work for all people.
Chapters advance the mission, programs, and activities of AARP, supporting it with goals and objectives set across a range of functions, including the following.
- Community Service—Create and enhance opportunities for members to be involved in activities that address a platform of community needs.
- Leadership—Develop members’ skills and potential to assume positions of increasing responsibility within their chapter, their community, and AARP.
- Communication—Facilitate the exchange of information between members and AARP, typically through the state offices.
- Recruitment—Increase chapter and AARP membership, ensuring continued growth with greater member-diversity.
- Fellowship—Conduct activities in a manner that fosters congeni- ality and friendship.
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- Advocacy—Participate actively in addressing issues that have an impact on members and their communities, in accordance with AARP policies, practices, and positions.
- Education—Impart knowledge that is useful to individuals and the community through programming that may include AARP materials.
At the community level, chapters enhance the quality of life for people as they grow older, further the independence and dignity of these individuals, and improve the image of aging. As change-agents, chapters help assess the needs of midlife and older people, working positively with AARP to obtain constructive responses to those needs.
Chapters, pursuant to AARP’s mission and policy, advocate for older people; educate and inform them (and the general public) about health care, economic security, consumer protection, and other key issues; and serve as catalysts for other community organizations and the development of needed programs and services, such as improved public transportation, nutrition sites, and clothing banks.
Chapters implement a variety of programs and projects, mobilize volunteers, and support the activities of other service organizations with compatible philosophies and goals. This activity allows chap- ters to create and promote opportunities for members to put their wisdom, energies, and talents to work in service to fellow citizens and their community.
Finally, chapters promote a healthy image of living and aging by demonstrating vitality, creativity, and leadership in their community involvement. This community spirit can have a significant impact on attitudes regarding older people and the aging process itself.
Engaged in these and other activities, AARP members have the oppor- tunity to learn, to grow and to serve as leaders in their chapter and their community. Chapter leaders and members desire to remain abreast of AARP’s programs and policies and conduct themselves at all times in accordance with the organization’s standards. (Please note that chapters are not authorized to set or alter AARP policy.)
The Chapter Today
AARP would not be the dynamic force it is today without the chapters’ participation and support. In fact, along with our state offices and local Retired Educators Associations, the leadership and commitment of AARP chapters have never been more critical to our efforts to create true social change and add real value for our members.
In addition, any discussion of chapters and community service at AARP would be incomplete if it did not acknowledge the important contributions made by chapter officers and committee leaders. These individuals are among the most valuable of AARP’s resources, for the vitality of the chapter, both today and tomorrow, is tied directly to their commitment, energy and creativity. The chapter’s effort and ability to identify and nurture future leaders, therefore, are critical indicators of the unit’s continued achievement.
As AARP has grown, so have opportunities for service. AARP chapters are part of an extensive network of programs and activities conducted primarily by members and volunteers at the local, community, and state levels. Along with other AARP units and volunteers, chapters support AARP efforts in the following areas:
- Legislation and advocacy
- Health care and wellness
- Consumer information and protection
- Community service
Currently, there are over 1,600 AARP chapters working to fulfill their charge to communicate and implement AARP’s philosophy and programming within their communities. AARP has offices in each of the 50 states, the District of Columbia, Puerto Rico, and the U.S. Virgin Islands. Together, states and chapters provide a highly visible, positive image of AARP regionally and locally, working in tandem to carry out AARP’s advocacy, education, and service responsibilities.
AARP’s advocacy at the national, state and community levels is nonpartisan. AARP’s issue-based efforts are designed to improve the quality of life for all generations. These efforts are governed by poli- cies developed by AARP’s National Policy Council and approved by the National Board of Directors. The chapter’s Legislative Committee, working with the state office (which is charged with interpreting AARP legislative policy within each state), is a key resource for AARP in fulfilling its advocacy mission.
AARP provides information on a variety of subjects and through a
range of media on issues and services of concern to older adults and their families. - The chapter, aided by its Public Relations Committee,
The chapter’s Membership Committee assists AARP by making chapter and national members in the community aware of AARP’s member services. Being a part of AARP means enjoying a list of benefits, including timely, informative, and entertaining publications like AARP The Magazine and AARP VIVA (formerly Segunda Juventud, AARP’s publication for the 50+ Latino community. In addition, the AARP Bulletin provides up-to-the-minute news of current events, important legislation, and member activities. AARP’s website, AARP. org, is another source of news and information.
AARP members and, in certain other circumstances, other eligible individuals have access to needed products and services from third- party providers and they can take advantage of programs and educa- tion efforts that help people prepare income tax returns, improve their driving skills, plan for retirement, or offer volunteer and connecting opportunities. The AARP brand gives our members confi- dence in the integrity, practicality, and value of AARP-branded prod- ucts and services, as well as programs.
Chapters today are expanding their horizons in terms of member and community outreach. For example, some have established telephone contacts that members and neighbors can call to request the latest information on AARP programs and services. Others maintain an office in their community staffed by volunteers to provide yet another level of service in their area. And, increasingly, chapters are master- ing the Internet, establishing home pages, bulletin boards, and email capabilities to publicize their chapter activities, celebrate AARP, and communicate with members and potential members, often with the assistance of the state offices.
Community service, of course, is the embodiment of “To serve and not to be served.” The AARP Community Service Initiative—includ- ing Driver Safety, and the Create The Good® website and database (CreateTheGood.org) where individuals or groups can post or look for volunteer opportunities—helps AARP honor its legacy and remain relevant to the needs of today’s community and today’s volunteer. AARP’s charitable affiliate AARP Foundation, also provides many
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volunteer opportunities through its programs such as—AARP Foundation Tax-Aide, Money Management, and Worksearch.
The chapter’s Community Service Committee identifies and coordi- nates service activities, which can vary widely from chapter to chap- ter, depending on local needs, interests, and abilities. For example, members not only provide a range of support vital to older adults, including delivering meals on wheels, assisting with chores, and providing telephone outreach. Additionally, they offer services of value to other groups and to the community at large. These contribu- tions can include volunteering as mentors for young students, collect- ing back-to-school supplies for needy children and their families, conducting winter clothing and holiday toy drives, and much, much more.
The AARP Field Structure
AARP’s structure is designed to partner members, chapters, trained volunteers, and staff in an integrated approach to meeting the needs of the organization, its constituents, and the public as efficiently and effectively as possible. Each element of the team lends strengths and resources to the work of all. Key field volunteer leadership positions include the following.
- Regional Volunteer Director: In partnership with the Regional Vice President, the Regional Volunteer Director (RVD) is respon- sible for providing leadership and guidance to all volunteers and staff served by one of the seven AARP regional offices. The RVD is also responsible for articulating the needs of the volunteers and members to the regional office and National Office and serves as a member of the State Operations management
- State President: In partnership with the State Director and in collaboration with other appropriate volunteers and staff, the State President positions AARP in the state to achieve the AARP vision, mission, and strategic priorities. The State President is the volunteer spokesperson for AARP in each state.
- Executive Council: The Executive Council (EC) is a team of volun-
teer leaders who bring a variety of skills, experiences and back-
grounds to this state leadership team. The Executive Council
works to establish the state’s strategic priorities and objectives
consistent with AARP’s national strategic framework and within
AARP’s policies. The AARP Board of Directors sets policy, the EC
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About This Chapter Handbook
The Chapter Handbook provides important information and material for use by chapter leaders in administering and facilitating core chap- ter operations. Subsequent sections of this handbook are devoted to overall chapter operations, chapter bylaws and standing rules, the role of the chapter board, and guidelines for officers and committee leaders.
For more information, contact:
AARP Office of Volunteerism and Service 601 E Street, NW
Washington, DC 20049 chapters@aarp.org
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1 Overview of Chapter Operations
Documents Governing Chapter Operations
The policies and procedures governing the operations of AARP chap- ters are contained in four key documents.
- Articles of Incorporation
- AARP Chapter Bylaws
- Standing Rules
- AARP Chapter Handbook
Following the guidance provided in these documents will ensure that the chapter continues to meet federal, state, and AARP standards of operation.
Articles of Incorporation
The AARP chapters are allowed to operate pursuant to AARP’s status under the United States Internal Revenue Service (IRS) Code as a 501(c)(4) “social welfare” organization. As such, chaptera are exempt from federal income tax.
[Note: This tax exemption does not relieve the chapter of the require- ment to pay other taxes as may be required by law, such as state sales tax, use fees, etc. In addition, due to the chapter’s 501(c) (4) status, indi- viduals cannot take a charitable deduction for any contributions made to the chapter.]
The Articles of Incorporation, created for each chapter at the time it is chartered, stipulate the rules for the chapter’s ongoing operation. The Articles of Incorporation document is filed with the Secretary of State in the state in which the chapter operates. The chapter should have a copy of this document on hand and adhere closely to it. If a chapter’s Articles of Incorporation document has been lost, the Chapter may request another by writing to the Secretary of State and paying what- ever fee may be required.
Chapters are chartered under AARP and legally incorporated in the state in which they operate. As a legal entity, a chapter has responsi- bilities it must meet to maintain its incorporation and charter. This section addresses these responsibilities and other duties and func-
Section 1 tions of the AARP chapter.
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Chapter Bylaws
The AARP Chapter Bylaws provide guidance for chapter operations, facilitate its function, and ensure its compliance with IRS regulations. AARP requires all chapters to adopt the AARP Chapter Bylaws by the affirmative vote of a two-thirds majority of the chapter membership. As part of that process, each chapter must select the month of its annual meeting, the amount of chapter dues, and the percentage of members necessary to have a quorum for conducting business. These choices are designated in the appropriate spaces in the Bylaws, a copy of which is provided in Section 1 of this handbook.
Political Activity
AARP is a nonpartisan organization and must maintain a nonpartisan stance with respect to candidates, incumbents, political parties, and public events. Therefore, AARP chapters must always be objective and nonpartisan in their volunteer advocacy efforts on behalf of AARP.
Further, chapter officers, Legislative Committee members, and other certain chapter members, through virtue of their visibility within the community, may be perceived as acting on behalf of AARP, even though they are acting in their own individual capacities. Therefore, chapter members should consider the sensitivity of their particular situations when considering their personal participation in political or partisan activities (of a more visible nature) that the public may construe to
be an AARP endorsement. This means not advocating for AARP at the same time the member is actively supporting (on his or her own time) a candidate for political office. In addition, members who are very visible in the community as chapter representatives should carefully consider their situation before volunteering for a visible role within a campaign or publicly endorsing a campaign, (e.g., lawn signs, bumper stickers, hosting fundraisers). Members can benefit from the guidance of their state office in regard to potential conflict situations.
Membership Lists
Chapter members are strictly prohibited from using or allowing others to use AARP chapter membership lists, participant lists, the letterhead, the brand (name, mark, logos or taglines), or their signa- ture blocks (names with titles) for any purpose other than the chapter activities for which they are assigned.
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AARP Chapter Trademark Policy
AARP chapters (“Chapter”) play a vital role in the overall mission
of AARP, providing member engagement and a volunteer base in support of AARP efforts to enhance the quality of life for all as we age. Chapters are separately incorporated, affiliated non-profit organiza- tions that bring AARP’s mission to life in local communities.
Since 1958, AARP has owned and used the AARP Trademark (includ- ing “AARP” in text and/or logo) and service marks in connection with its many social welfare efforts. AARP presently holds several trademark registrations for “AARP” with the United States Patent and Trademark Office. In order to maintain its ownership of the AARP Trademark, AARP must control the use of the AARP name and logo. Therefore AARP grants each AARP-recognized and formally affiliated AARP Chapter a license to use the AARP Trademark as provided in this Policy.
Use of the AARP Trademark
Proper Use. All AARP Chapter materials must be in compliance with the AARP mission, nonprofit tax-exempt status, AARP policies and all requirements provided in the Chapter Logo Use Guidelines which are incorporated by reference within this Policy. Use of the AARP Trademark on chapter websites, emails, newsletters, domain names and Chapter give-a-ways (i.e. t-shirts, key chains, and bags) with the AARP Trademark is permissible as provided in the Chapter Logo Use Guidelines. You should send all questions about proper use to the AARP contact listed at the end of this policy (“AARP Contact”).
Use of the Chapter Descriptor with the AARP Trademark on Chapter Materials. Chapters must include the following descriptor clearly on all written materials (i.e. letterhead, newsletters, websites and flyers) where the AARP Trademark is used “AARP Chapters are separately incorporated affiliates of AARP.”
Improper Use. Chapters should not engage in activity or create mate- rials that would tarnish, disparage, or damage the goodwill of the AARP Trademark. In addition, Chapters should not use the AARP Trademark in connection with the following materials:
• Commercial Activity. Chapters should not use the AARP Trademark in support, promotion, or endorsement of any commercial activity, including but not limited to, for-profit companies and/or their products or services. In addition,
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Chapters should not permit any other organization to provide an “AARP discount” or benefit of any kind.
- Political Activity. Because of the importance of AARP’s nonpar- tisan reputation, Chapters should not use the AARP Trademark
in connection with political messages or any political activity, including but not limited to participating in events or activities in support or opposition of any candidate or legislation. - Obscenity. Chapters should not use the AARP Trademark in asso- ciation with obscene or lewd materials, including but not limited to, materials with sexual content.
- Illegal Activity. Chapters should not use the AARP Trademark in connection with illegal activities and must abide by all applicable laws.
- Broadcast & Mass Media. Chapters should not use the AARP Trademark in broadcast and mass media formats, including but not limited to, TV, radio, and blogs.
Sublicensing. Chapters are not authorized to grant permission to other organizations to use the AARP Trademark in any manner. If any orga- nization requests permission to use the AARP Trademark, Chapters should instruct them to email the AARP Contact below.
Co-branding. Chapters may not use the AARP Trademark in conjunc- tion with another organization’s logo in close proximity or in a manner that would suggest an alliance, partnership, or imply an endorsement of the other organization by AARP.
Information Sharing and Quality Control
In recognition and support of AARP’s interest in understanding chapter activities and need to maintain quality control over its trade- marks, ensuring all branding standards are consistently followed, all Chapters must provide the AARP Contact with samples of materials made using the AARP Trademark throughout the calendar year, for example, newsletters, emails and websites (See FAQs in the Chapter Logo Use Guidelines). Your use of the AARP Trademark should be uniform and your samples should be an accurate representation of your uniform use. You should include your samples along with your AARP Census & Activity Report.
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Protecting the AARP Trademark and brand reputation is a responsi- bility shared by AARP and its licensees, including all AARP Chapters. If you become aware of improper or unauthorized use of the AARP Trademark by an individual or another entity, please send that infor- mation to the AARP Contact for further review and action as appro- priate by the AARP Office of General Counsel. In addition, AARP is counting on its Chapters to be dedicated to proper use of the AARP Trademark as provided in this Policy. By working together toward this endeavor AARP and its Chapters will minimize confusion of the general public and those 50+ generally, sustaining the trust in the AARP Trademark by those 50+, including AARP members.
Other Terms
Only officers of an official AARP-recognized Chapter may use the AARP Trademark provided on the AARP Chapter Trademark CD on behalf of the Chapter. AARP reserves the right to revoke all AARP Trademark licenses granted to each individual Chapter or to Chapters as an entire group at anytime and for any reason including violations of this Policy. Inaction regarding any violation of this Policy shall not be deemed approval of those violations, or a waiver of any enforce- ment right of AARP. All material amendments to this Policy shall be made with written notice. All use of the AARP Trademark must be in compliance with this Policy. If there are any material changes to this Policy, each Chapter shall be notified in writing. Upon receipt of that notification, all changes announced in that communication shall take effect immediately.
AARP Contact
If you would like to use the AARP Trademark in a manner that is not covered in this Policy, would like review for your desired use or you have general questions regarding proper trademark use, please contact the Office of Volunteerism and Service via mail at:
AARP
Office of Volunteerism and Service 601 E Street, NW
Washington, DC 20049
ATTN: Chapter office, B10
or via email at chapters@aarp.org for further assistance. Every effort will be made to respond to all inquiries within five (5) days.
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Standing Rules
“Standing Rules” are operating procedures supplemental to the Chapter Bylaws and Articles of Incorporation. These rules are established by the chapter to define procedures for operations not specified in the legal documents of the Chapter. For example, depending on its particular need, a Chapter may wish to establish standing rules governing chapter auditing procedures or the reimbursement of volunteers’ expenses.
Generally, standing rules address such topics as:
- Membership and dues
- Meeting schedules
- Discretionary officers
- Additional committees
- Financial procedures
- Nominating Committee terms
For additional information, please review the AARP Chapter Model Standing Rules, a copy of which is provided in Section 3 of this hand- book. Chapters are strongly encouraged to develop a set of standing rules as a written documentation of the decisions made by the chapter in governing such matters as those listed above. These operating rules enable a smooth administration of chapter affairs and free chapter leaders to devote more time to carrying out the chapter’s informational and community service programs and projects.
Typically, Standing Rules are reviewed annually or biannually by the Board of Directors at its first meeting following election. The Standing Rules may be revised by a simple majority vote of the chapter members voting with a quorum present, and updated at the annual chapter meeting. You may contact the AARP Office of Volunteerism and Service if you need additional guidance regarding Standing Rules.
Chapter Handbook
The AARP Chapter Handbook, published by the AARP Office of Volunteerism and Service in Washington, DC, is the chapter leader’s most immediate source of information about overall chapter opera- tions and administration.
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Chapter Reporting Requirements
Chapters are responsible for providing various kinds of information over the course of the year. This information addresses the reporting requirements of the Secretary of State for the state in which the chap- ter operates, the local government (if applicable), and AARP. It is the chapter’s responsibility to know these requirements and to meet all reporting deadlines. Failure to comply with these requirements jeop- ardizes the chapter’s good standing with state and local governments and with AARP.
State Requirements—The reports required of nonprofit organiza- tions vary from state to state. To determine the state’s requirements for your chapter, check with your Secretary of State’s office or your AARP state office.
Local Requirements—County and/or city regulations in some states have reporting requirements that chapters must follow. Contact your county commissioner or city manager for more information.
AARP Requirements—AARP’s annual chapter reporting requirements include:
- The Chapter Treasurer’s Report is required in filing AARP’s group tax return and in monitoring whether funds, if any, generated by chapters, are used in accordance with the rules and regulations established by the IRS for tax-exempt, nonprofit organizations.
- The Chapter Activities Report demonstrates a chapter’s annual compliance with a range of IRS requirements for tax-exempt, nonprofit organizations.
- The annual Chapter Officer Update provides AARP with current information about chapter officers, committee chairpersons, and meeting location/dates. [Note: In regard to these compli- ance issues, under certain circumstances a chapter’s status may be suspended or withdrawn by AARP. Information on the causes and processes involved in such action is provided in Appendix A of this handbook.]
- Chapter conducts community service projects each year.
- Valid email addresses required for two officers.
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Defining Chapter Success
“Never doubt,” in the words of Margaret Mead, “that a small group of thoughtful, committed citizens can change the world.”
On the other hand, there is the Swahili proverb that cautions, “A boat doesn’t go forward if each one is rowing their own way.”
What success looks like for AARP at the local level is a timely ques- tion for chapter officers and members to consider in leading AARP forward. Certainly, the answer begins with chapter compliance with the state, local, and AARP reporting requirements described above. Success can be further defined in many ways, but for most chapters it means:
- Membership is either growing or stable.
- Members express a high degree of satisfaction about chapter activities and community service programs.
- The chapter maintains a positive image in the community.
- The pursuit of chapter excellence, therefore, involves activity in several key areas. These efforts include:
Membership—Find out what members want from the chapter and respond with new and creative offerings. Create a welcoming envi- ronment for new members and potential members. Hold meetings at convenient times and in accessible locations, and recognize members for their contributions to the chapter and community.
Programming—Ask members what kind of programs they want
and respond with new and creative offerings. Feature guest speak-
ers at chapter meetings on topics related to AARP’s strategic issues. Collaborate with organizations in the community that can offer programming on topics related to member needs and align with AARP’s mission and policy. Please contact the National Office at chapters@aarp.org for questions that arise regarding collaborations or sponsorship of events with other organizations
Community Service—Identify service opportunities that match up with AARP’s strategic issues, offer meaningful experience, and reflect the membership’s skills and interests. Talk with leaders of community organizations serving the 50+ population to learn of their needs and ways the chapter can help.
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Leadership Development—Identify skills the chapter needs in its leaders and recruit appropriate members to serve. Focus on team- work within the chapter board. Build volunteer committees to ease the workload for board members and help the chapter accomplish more. And, create a range of short- and long-term volunteer opportu- nities to get more members involved.
Strategic Thinking and Planning—Create a two- or three-year plan for the chapter, including annual goals. Collaborate with the AARP state offices and National Offices to tap into available resources and align the chapter’s goals with existing strategies.
Chapter Meetings
Well planned and executed chapter meetings serve a number of valuable purposes. They provide a forum for discussions of chapter and AARP activities and are a key point of entry to a host of AARP programs. These programs can inform, educate, and motivate members to take actions that will improve their lives and life in the community at large. Meetings are also a source of fellowship and social interaction.
Through its member and board meetings, a chapter builds its repu- tation as an essential community organization working on behalf of older people and their families. Meetings and programs reinforce the loyalty and support of chapter members and potential members and provide opportunities for members to develop their leadership skills and abilities. The identification and development of future leaders is a powerful resource in maintaining the vitality of chapter life.
Managing the Meeting
Orderly and well-paced meetings help maintain member interest and encourage participation. Getting there involves a four-step process.
- Prepare in Advance. The day, time, place, and agenda for the meeting should be announced well ahead of time.
- Develop an Effective Agenda. A well-designed agenda is an excel- lent tool for a productive meeting. Put the most important items first on the agenda to ensure priority business is covered, and set a time limit for each.
- Use Your Meeting Time Effectively. Start on time and stay on track with the agenda. Ask participants to do some pre-meeting prepa-
ration, such as reviewing reports and minutes, to free up as much time to conduct business.
4. Evaluate the Meeting. For example, take the time to ask Board members for their input. One simple approach is to end each meeting with a five-minute exercise on two questions: What worked well at today’s meeting? What could we do to improve our next meeting?
All-Member Meetings
A few key points are useful to highlight in distinguishing a meeting of the general membership from the board meeting:
- Not all chapter business covered in a chapter board meeting is appropriate for a general membership meeting. Some are too detailed or of less interest; others may be confidential. Choose your topics selectively to keep members informed and the board up to date on member interests and needs.
- In many chapters, the general membership meeting not only addresses chapter business but, includes speakers from the community and programs of interest to members. The board should work collaboratively with other chapter leaders, such as the program committee, to plan these activities, rather than trying to do everything itself.
- Board members need to be aware, as highly visible chapter lead- ers, that their words and actions are noticed and can impact recruiting and retaining members. At general membership meetings, board members should strive to set a positive tone
by welcoming new members, supporting and recognizing other volunteer leaders, and keeping conflicts with others as private business to be dealt with outside the public eye.
Guidelines for Opening and Closing an AARP Meeting
As a nonpartisan, nonsectarian organization, AARP welcomes and recognizes members of all faiths and beliefs. AARP does not favor, uphold, or endorse any faith, sect, denomination, or system of beliefs or non-beliefs over another. It is important that volunteer leaders be aware of and sensitive to the beliefs and feelings of all attendees, and take special care to avoid inadvertently excluding any member of the group.
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It is best to use an alternative to a traditional invocation or prayer, which could be offered by the officiating volunteer or by another member of the group. One alternative is the observance of a moment of silence during which individuals who wish to do so may offer their prayers, good wishes, or thanksgiving in private.
Conducting Chapter Business
A little bit of parliamentary procedure goes a long way in conducting business in an orderly and fair fashion, and members should under- stand and follow some basic meeting rules. In addition to the infor- mation provided below, chapters may refer to Robert’s Rules of Order (Revised), which is available from most bookstores and in the refer- ence section of your public library.
General points to remember include:
For a subject to be taken up for consideration as chapter business, it must first be introduced. Any unfinished business—those items carried over from a prior meeting—is addressed before any new business is introduced, however. Having addressed the unfinished business, the presiding officer asks, “Is there any new business?” At this time, any member can make a motion to introduce an item of business.
For example, a member may say, “I move that we help establish AARP Driver Safety in our town.” Another meeting member must affirm or second the motion before the subject can be opened for discussion. Once opened, the mover cannot withdraw it without the consent of the meeting members. To facilitate the discussion, it is recommended that complicated motions be submitted in writing.
Once a motion has been introduced, it may be acted upon in a number of ways.
A motion can, for instance, be amended. This means that someone moves to change, add, or omit words from the original motion. An amendment is open to discussion and must receive a majority vote
of the members present to be valid. Another member may then move to amend the amendment or change the amended version of the original motion. The order in which each amendment would be taken up is 1) decide whether to support the amended amendment; 2) if
the amended amendment is not accepted, decide whether to adopt the original amendment; and 3) if the original amendment is not
accepted, decide whether to adopt the original motion. A motion to amend the amendment cannot itself be further amended.
Sometimes the discussion of a motion will be delayed because it is too complex or more research is required to establish the facts or more time is needed for discussion than is left on the agenda. In such instances, any member may move that the motion be referred to committee with instructions to further study or redraft the motion, as appropriate. If so instructed by a majority of the members pres- ent, the designated committee must report back or otherwise act
as agreed upon. Decision on a motion can be postponed or tabled until there is more time or information to act on it. A majority vote of the members present is required to table the motion (or to take the motion from the table at some future date) for further consideration. Once tabled, a motion can no longer be discussed on the floor until it is taken from the table.
Discussion that has become too lengthy, repetitious, or expanded beyond the scope of the motion can be brought to a close by a request to move the previous question. This provides the presiding officer with the opportunity to close debate and ask for a vote on the motion to the previous question. If approved by two-thirds of the members present, the motion under discussion is immediately put to a vote.
A member who feels there has been a breach of procedure may state such by calling out or requesting a “point of order.” The presiding offi- cer then asks the member to “state your point of order.” After hearing from the member, the presiding officer determines whether or not the “point is well-taken” (i.e., a legitimate breach of procedure has or has not occurred) and takes such action as may be necessary.
Members can vote in several ways. On routine matters, the simplest way is for the presiding officer to ask whether there is any objection to the motion being made among the voting members present. If there is no objection, the presiding officer declares the motion has passed. When a majority vote is called for, the presiding officer may ask for a voice vote (“aye” and “no”). If the voice vote is close, or in cases where a two-thirds majority is required, a show of hands will do. Balloting should be reserved for elections, special or irresolvable issues, or where required by the chapter’s Bylaws or Standing Rules.
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Accessing AARP Resources
In times as complex and ever-changing as today, it is easy to focus
so closely on the immediacy of the tasks at hand that the big picture of what we are trying to achieve tends to get shrunken. Ideas can get lost, as one foundation leader put it, when “the urgent overwhelms the important.” It can be beneficial to back up momentarily to let our vision adjust.
It also helps to know that there are resources available to help chap- ters help AARP reach its goals. The AARP Office of Volunteerism and Service staff at AARP are the prime point of contact for chapters. State office staff and volunteers can also provide a ready source of informa- tion, tools, and techniques for enhancing a chapter’s programs and services. These resources include the following.
- AARP-branded community service programs, such as AARP Driver Safety, AARP Foundation Tax-Aide, the Senior Community Service Employment Program, and more.
- AARP advocacy initiatives in the state, such as visits with lawmak- ers and public events at the state capital.
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AARP Chapter Bylaws AARP CHAPTER BYLAWS
(Revised 1977, Amended 1989, Revised 2010, , Revised 2012)
The AARP Chapter Bylaws provide guidance on chapter operations and functions and provide for chapter compliance with IRS regula- tions. Additional information on chapter governance and operations is provided in the AARP Chapter Handbook.
ARTICLE I—OFFICES
The principal office of the chapter shall be located at an address to be designated by the chapter, and it may be the residence of an officer.
ARTICLE II—PURPOSE
The chapter is a community of service whose purpose is to promote at the local level the priorities, programs and policies of AARP, a District of Columbia Nonprofit Corporation. In particular, Chapters are created to:
- Maximize member engagement in a broad menu of community service, information and educational activities and experiences;
- Add value for members by maximizing their opportunities for self-realization, personal growth and life-enriching fellowship and support;
- Demonstrate the contributions and potential of older Americans, encouraging their full participation in contemporary life and stimulating public interest in their issues.
ARTICLE III—MEMBERS
Section 1: Classes and Dues
There shall be three classes of members of the Chapter: individual, national organization and associate.
- who are members in good standing of AARP, their spouses or members in good standing of the National Retired Teachers Association Division (hereinafter NRTA) and
- Failure of any individual member to maintain membership in good standing in AARP shall automatically result in the termi- nation of such individual’s membership in the chapter and such individual’s spouse’s membership, when based on such
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individual’s membership.
- The national organization members shall be AARP.
- Associate members of the chapter shall be any associate members in good standing of AARP who care to join. Associate members
of the chapter shall have the same rights as individual members, including the right to vote and hold elective office, and shall be subject to the payment of dues. The term “individual member” as used in these Bylaws shall be deemed to include associate members.
- Each individual member shall be entitled to one vote on each matter submitted to a vote of the members.
- Except as otherwise provided in Article IX of these Bylaws, the national organization member, AARP, shall have the right to vote on each matter submitted to a vote of the members relating to
- the amendment of the Articles of Incorporation or Bylaws of the chapter,
- a liquidation, dissolution, merger or consolidation involving the chapter, and
- the sale, exchange, mortgage, pledge, or other disposition of all, or substantially all, the assets and property of the chapter.
- The affirmative vote of the national organization member shall be necessary to decide any matter upon which the national organiza- tion member is entitled to vote.
Section 1: Regular Meetings
Regular meetings of the chapter shall be held on such dates as shall be determined by the board of directors of the chapter and announced to the individual members at a chapter meeting.
Section 2: Annual Meetings
The annual meeting of the members of the chapter shall be held in the month of _____ beginning with the year _____ on a date and at a time and place determined by the board of directors, for the purpose of electing officers, directors, a nominating committee and the transac- tion of such other business as may properly come before the meeting.
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Section 3: Special Meetings
Special meetings of the members may be called at any time by the President and shall be called by the President or the Secretary at the written request of a majority of the board of directors or officers or at the request in writing of a majority of the individual members.
Section 4: Place of Meetings
All meetings of members shall be held at the principal office of the chapter or at such other place as the board of directors may select and designate in the notice of such meeting.
Section 5: Notice of Meetings
Written notice of the annual and special meetings of members, stat- ing the purpose for which the meeting is called and the time and place it is to be held, shall be delivered either personally or by mail, email, phone, fax, or nationally recognized overnight courier to
each member entitled to vote at such meeting, not less than 10 days before any special meeting and not less than 30 nor more than 50 days before any annual meeting. Notice shall be sent to the national organization member, AARP, at its office in Washington, DC, for meet- ings where the purpose for which the meeting is called is a matter upon which the national organization member is entitled to vote in accordance with Article III, Section 2, of these Bylaws; and for any meeting called after recognition of the chapter has been withdrawn or suspended in accordance with Article IX of these Bylaws.
Section 6: Quorum
The presence in person of ___% of the members entitled to vote at such meeting shall constitute a quorum for the transaction of any business. If a quorum is not present at any meeting of members, a majority of the members present may adjourn the meeting without further notice.
Section 7: Voting
- Except as otherwise provided in these Bylaws, the vote of a major- ity of the individual members present and entitled to vote on matter at a meeting at which a quorum is present shall be neces- sary for the adoption thereof.
- Each individual member entitled to vote may vote only in person. The national organization member, AARP, may vote in person or by written proxy. Such proxy shall be exhibited to the Secretary at the meeting and shall be filed with the records of the chapter.
ARTICLE V—BOARD OF DIRECTORS
Section 1: Number, Election, and Term of Office
- The number of directors of the chapter, including the officers listed in (b) below, shall be in proportion to the overall size and needs of the chapter and shall consist of not less than four nor more than 12 as shall be determined by the board of direc- tors prior to the chapter meeting that receives the report of the Nominating Committee.
- The following officers of the chapter shall be directors for a term coterminous with their respective terms of office: President, Vice President, Secretary and Treasurer.
- The remaining members of the board of the chapter shall be elected from among the individual members in good standing of the chapter by the vote of a majority of the members present in person and entitled to vote at the annual meeting of the members or as hereinafter provided. Each director shall hold office for
a one-, two- or three-year term, as determined by the chapter, except that in no case shall a director serve more than two consec- utive terms or hold that office for a total of more than six consecu- tive years. - Board members may not hold more than one elected position with the chapter or serve in an elected position at more than one chap- ter simultaneously.
- Any board member may be removed from office by a two-thirds vote of the chapter members present whenever, in its judgment, the best interests of the chapter or AARP would be served thereby.
The board shall be responsible for the control and management of the affairs, property and interests of the chapter; for keeping the national organization member informed of all activities of the chapter; for complying with all reporting requirements of the national organiza- tion member; for guiding the chapter so that the various provisions
of the Articles of Incorporation, including the purposes for which the chapter was organized set forth therein, are complied with; and for making recommendations and suggesting programs.
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Section 3: Annual Meetings
The meeting of the board of directors just prior to the annual meeting of the chapter members shall be considered the annual meeting of the board.
Section 4: Other Meetings
Other meetings of the board shall be held at least six times each year as scheduled or when called by the President or by one-third of the number of directors, at such time and place as may be specified in the notice thereof.
Section 5: Notice
Notice of any meeting of the board of directors shall be given at least five days in advance, delivered personally or sent by mail, email, phone, fax or nationally recognized overnight courier to each direc- tor at his/her address as it appears on the records of the chapter. If mailed, such notice shall be deemed to be delivered when deposited in the United States mail in a sealed envelope so addressed with post- age thereon prepaid.
Section 6: Quorum and Voting
A majority of the directors then in office shall constitute a quorum for the transaction of business, and the act of a majority of the directors present at any meetings at which there is a quorum present shall be the act of the board of directors, unless the act of a greater number is required by law or by these Bylaws.
Section 7: Vacancies
Any vacancy occurring in the Board of Directors shall be filled, for the unexpired portion of the term, by a majority vote of the remaining directors though less than a quorum.
Section 8: Absence from Meetings
Any member of the board who shall be absent from three consecutive meetings without adequate excuse acceptable to the board shall be deemed to have resigned from the board.
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ARTICLE VI—OFFICERS
Section 1: Officers
The officers of the chapter shall be a President, one or more Vice Presidents, a Secretary, a Treasurer, and such other officers as the board may from time to time deem advisable.
Section 2: Election, Term, Vacancies, and Removal
The officers of the chapter shall be elected by the members at the annual meeting of members. The officers shall hold office for a term of one, two or three years at chapter option, except that in no case shall an officer serve more than two consecutive terms or hold that office for a total of more than six consecutive years. A vacancy in any office shall be filled by the board, subject to approval of the members. Any officer may be removed from office by a two-thirds vote of the chapter members present whenever, in its judgment, the best inter- ests of the chapter or AARP would be served thereby.
Section 3: President
The President shall be the chief executive officer of the Chapter and, subject to the direction of the Board of Directors, shall supervise and control all of the business, affairs, and property of the Chapter and shall see that all orders and resolutions of the Board are carried into effect. The President shall preside at all meetings of the members and of the Board and shall appoint all chairpersons of committees, except the chairperson of the Nominating Committee. The President shall by virtue of the office be a member of all committees except the Nominating Committee.
Section 4: Vice President
In the absence of the President or in the event of an inability or refusal to act, the Vice President (or, in the event there be more than one Vice President, the Vice Presidents in the order designated) shall perform the duties of the President and, when so acting, shall have all the powers of and be subject to all the restrictions upon the President. The Vice Presidents shall perform such other duties and have such other powers as the board may from time to time prescribe.
Section 5: Secretary
The Secretary shall record all the proceedings of the meetings of the board and of the members in a book to be kept for that purpose and shall perform like duties for the board of directors when required.
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The Secretary shall give or cause to be given notice of all meetings for which notice is required by these Bylaws and shall perform such other duties as may be prescribed by the board or President, under whose supervision the Secretary shall be. If required by the law of the state
of incorporation, a corporate seal for the chapter shall be obtained. The Secretary shall have custody of such seal, and the Secretary or an assistant Secretary shall have authority to affix the same to any instru- ment requiring it, and when so affixed it may be attested by the signa- ture of the Secretary or by the signature of such assistant Secretary. The board may give general authority to any other officer to affix the seal of the chapter and to attest the fixing by that officer’s signature.
The assistant Secretary, if there be one, shall, in the absence of the Secretary or in the event of an inability or refusal to act, perform the duties and exercise the powers of the Secretary and shall perform such other duties and have such other powers as the board may from time to time prescribe.
Section 6: Treasurer
The Treasurer shall have charge and custody of all funds and securi- ties of the chapter and all funds or securities in any way generated, collected or obtained in connection with chapter activities, and the Treasurer shall be responsible for such funds and securities and the receipt and disbursement thereof.
The Treasurer shall keep full and accurate accounts of receipts and disbursements in books belonging to the chapter and shall deposit all moneys and other valuable effects in the name and to the credit of the chapter in such depositories as may be designated by the board.
The Treasurer shall disburse funds of the chapter as may be ordered by the board, taking proper vouchers for such disbursements, and shall render to the President and the board at its annual meeting, or when the board or the President so requires, an accounting of all the Treasurer’s transactions and of the financial condition of the chap- ter, and a full financial report, based on the books and the accounts audited annually by a certified or other public accountant, or an auditing committee.
The assistant Treasurer, if there be one, shall, in the absence of the Treasurer or in the event of an inability or refusal to act, perform the duties and exercise the powers of the Treasurer and shall perform such other duties and have such other powers as the board may from time to time prescribe.
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Section 7: Checks and Bond
The President, Vice President, Treasurer, or any other officer desig- nated by the board shall be authorized to sign checks and drafts. When the average amount of chapter funds on hand at month-end exceeds $1,000, the chapter’s board of directors should determine whether having a fidelity bond is a necessary component of the chap- ter’s procedures for accountability and safeguarding of chapter funds.
ARTICLE VII—COMMITTEES
Section 1: Nominating Committee
The Nominating Committee shall consist of at least three members elected by the membership or appointed by the incoming board at the annual meeting. The Committee shall prepare a slate of officers and directors and submit the list for consideration by the chapter members one month prior to the election. The method of nominating the Committee members is determined by the chapter.
Similarly, the committee chairperson may either be elected by the membership, or appointed by the incoming board or the Committee members themselves.
Section 2: Standing and Other Committees
The chapter has the option of establishing standing committees
such as Membership Committee, Public Relations Committee, Legislative Committee, Program Committee, Community Services Committee, Health Committee and other committees. The President has the option of appointing a chairperson for each of the standing committees that the President deems desirable. The members of such committees shall be individual members of the chapter, but need
not be officers or directors, appointed by the chairperson of such committee.
Section 3: Term
- The members of the Nominating Committee shall serve a one-, two- or three-year term of office, at chapter option.
- The members of the Standing and other committees shall serve for a term terminating at the annual meeting of members when the term of the President who appointed the chairperson of the respective committee terminates.
ARTICLE VIII—CHAPTER RESTRICTIONS
AARP and the chapter are, and are intended to remain, independent organizations devoted to furthering the interests of older people and to carrying out the purposes set forth in Article II of these AARP Chapter Bylaws. The chapter’s activities shall be conducted with the utmost observance of ethical standards and propriety of conduct.
The provisions of the Chapter Handbook (and all attachments thereto), as in effect from time to time, and any successor thereto, are hereby incorporated by reference into these Bylaws. The chapter shall not independently arrange for or offer to chapter members any commodities or services already offered by AARP to its members. Such activities, if carried on by the chapter, would diminish the strength of the national AARP, whose responsibility to the total membership the chapter must support.
Neither the chapter nor any committee, subdivision, director, officer, agent, representative or employee of the chapter shall permit or suffer or hold himself or herself out as an agent or solicitor of any service offered by AARP to its members, including but not limited to insur- ance, travel, pharmaceutical or any other service or commodity.
ARTICLE IX—WITHDRAWAL OF CHAPTER
RECOGNITION AND DISSOLUTION
The chapter shall be organized and operated in conformity with the purposes set forth in Article II of these AARP Chapter Bylaws and the policies and standards formulated by AARP. AARP may withdraw or suspend recognition of the chapter as a local chapter of AARP for:
- recurrent failure to conform to the policies and standards of AARP; or
- a failure of the chapter to comply with any of the provisions contained in the Articles of Incorporation of the Chapter or these Bylaws; or
- a failure to remain in compliance with the laws or regulations of the state in which the chapter is incorporated.
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In the event recognition is withdrawn or suspended, all funds and other property held by the chapter shall be paid over to AARP to be distributed to AARP Foundation, charitable foundations sponsored by AARP or for other charitable purposes at the discretion of AARP. In addition, notwithstanding any other provisions of the Articles of Incorporation of the Chapter or these Bylaws to the contrary, after withdrawal or suspension of recognition, all voting rights shall there- after be vested solely in AARP, the national organization member. The voting rights that would otherwise be vested in the individual members shall thereupon cease, and AARP shall thereupon have the right to remove any officer or director, with or without cause, at any time.
Upon the withdrawal or suspension of its recognition, the chapter shall not, without the express written consent of AARP, conduct its affairs or otherwise identify or hold itself out to the public as a local chapter or other affiliate of AARP.
Where the law of the state of incorporation of the chapter permits, AARP, the national organization member, may at its discretion legally dissolve a chapter after its recognition has been withdrawn or after a chapter has otherwise voluntarily dissolved.
ARTICLE X—RELATIONSHIP WITH OTHER
ORGANIZATIONS OR ASSOCIATIONS
Holding office or being a director in another organization or associa- tion whose objectives and purposes are similar or related to those of AARP may lead to conflict with the responsibilities to the chapter and to AARP of a chapter officer or director. To avoid such conflict, a chap- ter officer or director shall first obtain consent of the chapter and of AARP (expressly or through written policy) to such service in another organization or association. Failure to comply with the provisions of this article shall be deemed the equivalent of and shall constitute the resignation of such person as an officer or director of the chapter.
ARTICLE XI—RULES OF ORDER
All proceedings of the chapter shall be governed by Robert’s Rules of Order Newly Revised except when in conflict with these Bylaws.
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ARTICLE XII—AMENDMENTS
The individual members shall have the power to amend, with the approval of AARP, the national organization member, those portions of these Bylaws that establish annual chapter membership dues, the month in which the annual meeting of members of the chapter will be held and the quorum required for the transaction of business at any meeting of members. Other provisions of these Bylaws may be amended only when such amendments are proposed by AARP. Each proposed amendment of these Bylaws shall be approved by the affir- mative vote of two thirds of the individual members of the chapter present and entitled to vote at a special meeting of the members called for such purpose in accordance with Article IV, Section 5 of these Bylaws. After approval by the individual members, the full text of the proposed amendment shall be submitted in writing to AARP, for its approval, at its office in Washington, DC. The proposed amend- ment of these Bylaws shall be effective upon the written approval thereof by AARP.
Adopted the ________ day of ___________________________, _________ (month) (year)
Signed by: _____________________________________________________ Chapter President
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3 Chapter Model Standing Rules
provided in Section 1 and Section 2 of this handbook.
Chapter Model Standing Rules Name and Address
- The name of this chapter is ____________________________ (insert full name and, if already incorporated, the chapter number).
- The official address of this chapter is that of the current President, unless the chapter uses a Post Office Box, in which case the address is __________________________________________________ ___________ (if applicable, insert P.O. Box and address).
- The maximum number of members, including associate chapter members, is ________________ (insert unlimited or the maximum number, as may be determined by the capacity of the meeting space used by the chapter).
- Annual dues are _______________ (enter the same amount for dues as shown in your Chapter Bylaws).
- Persons joining the chapter in the last _______________ (enter half, or quarter, or number of months) of the membership year shall pay prorated dues for the rest of that year only.
- Associate members will pay the same dues as other members.
- This chapter ____________ (will/will not) accept as members those who are members of any other AARP chapter.
“Standing” rules are supplemental regulations established by the chapter to define procedures for operations not specified in the Chapter Bylaws, Articles of Incorporation, or the Chapter Handbook. For exam- ple, a chapter may wish to establish standing rules governing chapter
Section 3 auditing procedures or the reimbursement of volunteers’ expenses. Additional information on chapter governance and operations is
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Meetings
- Our chapter, Onondaga County Chapter 243, will meet the First Monday of month from September - June at noon. Look at our other web pages for more specific information. (No meetings are held in January, July or August.)
- The chapter board of directors will meet on the 4th Monday of each month. Please see our web page on this site for more specific information. _____________________
- Non-members may attend _
- Members must attend _______________ (enter a number) chapter meetings each year to maintain active membership. Membership will not be dropped if a person fails to attend the minimum number of meetings due to illness, extended travel, or other causes deemed valid by the board of directors.
- The annual meeting of the chapter will be held in ___________ (insert month) at the chapter’s regular meeting place and regular meeting time.
13. This chapter will have the following additional officers. (These additional officers do not automatically serve on the board of directors unless—in a subsequent election—they are elected to the Board by the chapter membership): ________________________ ___________________________ (list officers by title or enter ‘none’).
COMMITTEES
14. This chapter will have the following Standing and additional committees, the chairpersons to be appointed by the President: ____________________________________________________________ _____________________ (list committees and their functions.)
CHECKS AND MONEY
15. Two unrelated persons who are officers of the chapter must sign all chapter checks. The titles of officers authorized to sign checks for this chapter are __________________________________________ _________________ (list titles of officers authorized to sign checks).
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- Expenses included in the chapter budget in the amount of ______________ (designate a dollar range) may be approved by the board of directors. Expenses not included in the chapter budget or in the amount of ______________ (designate a dollar amount) or more require the approval of the chapter membership. [Note: Whenever possible, chapters are strongly encouraged to have tour and other recreational activity fees paid directly to the tour company or other provider.]
- The board of directors will prepare and submit an annual budget to the membership at the ______________ (state either a month or annual) chapter meeting each year.
- This chapter will reimburse members for travel to official AARP functions, or when representing the chapter at official community functions, only when the travel has been approved in advance by the board of directors.
19. The board of directors will consist of ______________ (insert number; must be at least four but no more than 12) members. The Chapter President will, as a function of that office, serve as the chairperson of the board. ______________ (insert number) Board members will be elected each year. Board members may serve ______________ (insert one, two, or three) year terms but no more than two consecutive terms or hold office for a total of more than six consecutive years.
NOMINATING COMMITTEE
- The Nominating Committee will consist of _______________ members (insert an odd number from three to nine). Committee members will be _________________________________________ ____________________________ (insert elected by the member- ship or appointed by the incoming board) at the annual meeting. ______________ members will be elected each year. Committee members may serve ______________ (insert one, two, or three) year terms but no more than two consecutive terms.
- The chairperson of the Nominating Committee will be ______ _ __________________________________________________ (insert elected by the membership or appointed by the incoming board or the committee members) at the annual chapter elections.
STANDING RULES
22. These Standing Rules will be reviewed annually by the board of directors at its first meeting following election. The Standing Rules may be revised by a simple majority vote of the chapter members voting with a quorum present, and updated at the annual chapter meeting.
This version of the Standing Rules was adopted by the chapter membership on ________________________ (insert date).
These rules were prepared by: _______________________________ (Chapter Member Name)
__________________________________ (Chapter Member Title)
Approved by Chapter Member on this date: _______________________
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4 The Chapter Board of Directors
Section 4
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This section provides information for use by officers and other members of the chapter board of directors in managing the affairs of the chapter.
Additional information on the roles and responsibilities of chapter officers is provided in Section 5.
Purpose
The chapter board of directors is charged with managing the opera- tions, property (records and miscellaneous materials), and interests of the unit. In so doing, the board ensures that all chapter affairs are conducted in a manner consistent with AARP standards and the chapter’s Articles of Incorporation, Bylaws, and Standing Rules.
Board Profile
Members of the chapter board of directors are elected by the chapter membership at the annual all-member chapter meeting. There must be at least four, and no more than twelve, members of the board of directors. The required four are the chapter President, Vice President, Secretary, and Treasurer. The remaining members of the board, if any, are elected by the membership. Board members are elected and serve terms of office as provided for in the Chapter Bylaws and Standing Rules.
Board Members’ Role
Each member of the board of directors must:
- Understand and support the goals of the chapter and AARP.
- Maintain familiarity with the concerns of chapter members and other older people in the community.
- Know the resources available within the chapter, the AARP state office, AARP, and the community.
- Work to maintain the chapter’s compliance with the provisions of its Articles of Incorporation, Bylaws, Standing Rules, and the AARP Chapter Handbook.
- Support board members and board activity by being available to participate in regular and annual chapter board meetings.
- Identify and develop future chapter leaders.
As the chapter’s leadership team, its board of directors is account- able to the membership across three areas of responsibility: planning, policy and administration.
As the planning body for the chapter, the board:
- Establishes the chapter’s annual goals, which meet member needs and support priorities established by the state executive council and AARP.
- Evaluates—on a continuing basis—the needs of chapter members and of the community.
- Assesses the chapter’s progress toward achievement of its stated goals and develops plans for the future.
As the policy body for the chapter, the board: - Establishes the chapter’s Standing Rules.
- Approves all chapter policy positions to ensure the chapter’s posi- tions are consistent with AARP policy.
- Ensures that all legislative positions of the chapter are consistent with AARP policy.
- Resolves policy issues within the chapter using the Chapter Bylaws, Standing Rules, and Articles of Incorporation.
The Board also controls all chapter administration functions and activities, including: - Submission of the annual report and other state/local compli- ance-related materials, including the chapter’s annual Treasurer’s, Activities’ and Officer Update’s reports to AARP.
- Establishing a budget and maintaining accurate financial records and reports.
- Approving committee plans and chapter community service and fund-raising projects.
- Approving chapter participation in other community programs and recreational activities, including special events and tours.
- Approving travel requests for chapter members on behalf of the chapter.
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Board Meetings
The board participates in two types of meetings: regular board meet- ings (including its initial or “organization” meeting) and the annual Board meeting.
Monthly Meetings
The board meets on a regular basis, usually monthly (but at least six times a year), to address ongoing chapter business and prepare for the business portion of the next chapter membership meeting.
- The Chapter President presides at all board meetings.
- Board meetings follow a prepared agenda.
- Board meetings are conducted according to standard parliamen- tary procedure outlined in Roberts Rules of Order (Newly Revised).
- Committee chairpersons may be invited to attend to share infor- mation or discuss proposed plans.
The Annual Board Meeting
The AARP Chapter Bylaws requires that an annual Board meet-
ing be held just prior to and in preparation for the annual chapter membership meeting. The annual chapter membership meeting is for purposes of electing officers, directors, and a Nominating Committee, as well as the transaction of such other business as may properly come before the membership.
At its annual meeting, the board of directors: - Receives final written committee reports.
- Receives and acts upon the outgoing treasurer’s closing financial report.
- Ensures that all reports required by AARP and the federal and state governments have been properly submitted.
- Reviews and disposes of all old business.
- Hears new business that requires attention.
- Ensures an orderly transition of records and responsibilities to the incoming board of directors.
The “Organization” Meeting
The first meeting of the board after its election at the annual chapter membership meeting is known as its “organization” meeting. At this meeting, the new board of directors convenes to: - Set the calendar for the chapter year.
- Establish and publish the meeting schedule.
- Examine any old business or tabled item.
- Begin planning and goal-setting for the new chapter year.
Additional information on organizing and conducting effective meet- ings is provided in Section 1 of this handbook, and a typical meeting agenda for chapter board and chapter member meetings is provided in Section 5.
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Officer Roles and Responsibilities
This section provides information on the critical role chapter officers play in the leading a successful unit.
Qualities of Chapter Leadership
The success or failure of any AARP unit is a direct measure of its lead- ership. Effective chapter leaders plan, promote, and conduct activities for all members and uphold the AARP traditions of service and caring.
Chapter officers and other board members have both the opportunity and the responsibility to guide the chapter forward, providing sound yet dynamic leadership to the membership and the community at large. To achieve success in this regard, the chapter and, in particular, its Nominating Committee, should devote considerable attention to identifying officers and future candidates who offer the following.
- The ability to organize the work of the chapter, delegate assign- ments, and involve the full leadership team as appropriate, and evaluate the chapter’s progress.
- The dedication to devote the time and energy to the duties and functions required of the position to which they are elected or appointed.
- The willingness to learn AARP’s philosophy, policies, and practices.
Chapter officers must set the tone for the chapter, deal with the many levels of chapter activity, and demonstrate understanding and a will- ingness to unite the diversity of individuals that make up the chapter’s membership. Therefore, chapter officers should also possess: - A positive spirit
- Tact
- Listening skills
- Sound judgment
- Respect for others
- A consensus-oriented approach
The role of the board of directors is described in Section 4. The work of the Nominating Committee and other chapter committees is addressed in Section 7.
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Chapter President 5
The President is the chief executive of the chapter and, subject to the direction of the board of directors, is charged with:
• Supervising the business affairs and property of the chapter.
• Presiding at all board of directors and chapter meetings.
- Carrying out the decisions, actions, and resolutions of the board.
- Appointing chairpersons for the chapter’s standing committees (except the Nominating Committee).
- Serving as a member ex officio of all committees (except the Nominating Committee and the board of directors).
- Identifying and developing future chapter leaders.
On Taking Office
The new President becomes the steward of the chapter’s official docu- ments and any supporting files and receives as well an inventory of chapter assets and property. These documents include:
- AARP Chapter Handbook
- Current AARP Chapter Bylaws
- Articles of Incorporation
- Chapter Charter
- Current Standing Rules
The chapter President must also: - Become familiar with the content and intent of the chapter’s governance documents and understand the purpose of the AARP chapter in community service.
- Learn the functions and goals within the AARP volunteer lead- ership structure and the state office operating structure, which serves to assist the chapter and provide a liaison between the chapter and the national AARP.
- Use the AARP Chapter Handbook as a primary source of informa- tion about chapter operations.
- Promote the chapter’s development of educational and commu- nity service programs and projects, using the resources of AARP in implementing these programs.
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Section 5
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- Keep abreast of local, state, and national legislation affecting older people and of the specific legislative goals set forth by AARP.
- Submit official chapter reports as required by AARP, state and local governments, and the AARP state office.
- Be familiar with the publications and resources available to chap- ter officers and committee chairpersons.
- Guide the orientation and training of officers and committee chairpersons.
Establishing Working Relationships
In establishing working relationships with the board of directors, other chapter officers, and committee members to implement the yearly schedule of meetings, programs and events, it is important that the President: - Involve the entire membership in the activities of the chapter.
- Select committee chairpersons with care, seeking individuals best qualified to fulfill the various assignments.
- Appoint committees that are large enough to function adequately and creatively.
- Distribute the AARP Chapter Handbook and other appropri- ate information to officers, board members, and committee chairpersons.
- Delegate authority to officers and committee chairpersons rather than do every job yourself.
- Create ad hoc committees to deal with new projects and emerging community needs.
- Encourage your committee chairpersons to work with and share information with other committees.
- Maintain an inventory of the chapter’s official documents and property to help ensure complete transfer of records to the succeeding President.
- Encourage committee chairpersons to maintain accurate records of their deliberations and arrange for these records to be trans- ferred to their successors at the installation ceremony for new chapter officers.
- Be generous and sincere with compliments for jobs well done by officers, committees, and members.
Guidelines for planning the meeting agenda include:
- Prepare a complete agenda in advanced of the meeting, includ- ing the length of time to be allotted for each item. Provide a copy for the secretary. Allow adequate time for discussion, particularly when longer reports may be necessary on timely topics such as legislation.
- Confer with the program committee chairperson. Have a clear understanding of the time needed for the guest speaker or for the special program presentation. Be ready to adjust the agenda if the program would be better presented earlier or later than customary.
- Hold to the agenda, avoiding extended discussions. Close topics diplomatically to proceed with the scheduled agenda. Invite members to remain after the meeting is adjourned to continue their discussion.
- Review parliamentary procedure in Robert’s Rules of Order (Revised). Basic information on meetings and procedure is also provided in Section 1 of this handbook.
- Preside with ease and demonstrate interest and concern.
- Remain impartial in all proceedings.
The following sample agenda is useful in planning and conducting both Board and all-member meetings. Other information regarding meetings is provided in the AARP Chapter Bylaws and Standing Rules, as well as in Sections 1 and 4 of this handbook.
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46
CHAPTER MEETING
The Very Best Chapter of AARP, Inc. Your Town Community Center April 8, 2012
1:00 p.m.
1:05 p.m.
1:10 p.m.
1:15 p.m.
1:30 p.m. 1:45 p.m. 2:00 p.m.
2:25 p.m.
2:30 p.m.
Call to Order
(Begin the meeting on time. Options for opening the meeting include an interfaith invocation, the Pledge of Allegiance, salute to the flag, or a moment of silence.)
Welcome and Announcements
(Introduce new members, welcome visitors, AARP dignitaries.)
Minutes of the Previous Meeting
(Distribute the Minutes ahead of time. Accept the Minutes as read or provided or with amendments, if necessary.)
Chapter Reports
(Allow sufficient time for officer and committee chairper- sons’ reports. A copy of all reports should be filed with the chapter secretary.)
Old Business
(Discuss any unfinished business from previous meetings.)
New Business
(Introduce new business requiring chapter approval.)
Special Program
(Schedule the program earlier or later if more suitable for the program leader or the overall length of the program.)
Summary
(Review key decisions and action items from the meeting. Thank the speakers and attendees for their participation.)
Adjourn
(In closing, announce the date, time, and place of the next meeting.)
The Vice President
Learning and preparing to serve as a future Chapter President (see the above) is the primary goal of the Vice President. The Vice President also assists the President and in that role is often assigned leader- ship of important chapter functions or committee work. The Vice President must be prepared to step in and perform the duties of the President in his or her absence.
Chapters frequently have more than one Vice President.
The Chapter Secretary
The Chapter Secretary is charged with recording the business and history of the chapter in the chapter minutes.
The Secretary also prepares and receives chapter correspondence on behalf of the board of directors and the chapter officers.
In large chapters where the expectation and workload of the Secretary is substantial, the chapter may consider having both a “recording secretary” and a “correspondence secretary.”
On taking office, the Secretary receives and is entrusted with safe- guarding the chapter minutes and correspondence files.
Ability, dedication, and knowledge are all essential attributes of the Chapter Secretary, including the:
- Ability to organize the records of the chapter, to record assign- ments, and to provide information that may be used to evaluate the chapter’s progress.
- Dedication to the office of secretary and to the membership in documenting the meetings and other actions of the chapter.
- Willingness to learn AARP’s philosophy, policies, and practices in serving the President, board of directors, and membership at large.
The following sample meeting minutes are provided as a model for the Chapter Secretary.
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MEETING MINUTES
The Very Best Chapter of AARP, Inc. Your Town Community Center April 8, 2012
The (board of directors or members) of (chapter name and number) met in (regular or special) session on (date) at (meeting location). (Name
of presiding officer) presided. There (was/was not) a quorum present. Other officers and directors present were (list names and titles).
(Name of presiding officer) called the meeting to order at (time).
The Secretary read the minutes of the previous meeting. The minutes were approved by a majority of the members present and entered into the record. (If corrections were made to the minutes, record those also.)
The Treasurer reported the following (indicate a brief summary of the treasurer’s report, usually beginning balance, receipts, expenditures, and ending balance).
The President (or other presiding officer) reported on the board of direc- tors meeting (provide a brief summary or name of topic reported).
The following committee reports were given. (Record brief statements only.) If a detailed report is submitted, note “see attached report” and attach the complete report to the minutes.
The President (or other presiding officer) took up the following unfin- ished business. (Give the exact wording of each motion taken up and record what action was taken on it. Do not report the discussion of the motion.)
The following new business was introduced. (Give the exact wording of each motion taken up and record what action was taken on it. Do not report the discussion of the motion.)
The meeting program consisted of (name the guest speaker or presenter), who spoke on the topic of (name of topic or activity).
The President (or other presiding officer) summarized the key points and actions of the meeting and announced that the next meeting was scheduled for (date, time and location).
The meeting adjourned at (time).
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All chapter correspondence should be prepared on official chapter stationery using established business correspondence techniques.
Further information on the responsibilities of an organization’s Secretary is available at most libraries.
The Chapter Treasurer
The Treasurer is an office of trust with many responsibilities in protecting the interests of the chapter in compliance with the Articles of Incorporation, Bylaws, government regulations and AARP policies that must be observed. The duties are exacting, but they need not be tedious. Section 6 of this handbook provides accounting guidelines for use by the Chapter Treasurer in maintaining the financial records needed to prepare the required reports.
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50
Accounting Guide for
Chapter Treasurers
Introduction
Each incorporated AARP chapter is granted federal income tax exemption under Section 501(c)(4) of the Internal Revenue Service Code by a group exemption ruling issued by the Internal Revenue Service (IRS) to the national Association, exempting from federal income tax those chapters that comply with the guidelines estab- lished by AARP. AARP has been ruled exempt from federal income tax under the same section of the IRS Code. It is imperative that these rulings are not jeopardized.
Accounting procedures and financial records need not be complex to ensure continuance of the chapter exemption, but the IRS reporting requirements must be satisfied. Therefore, it is essential that:
- The accounting year begins on January 1 and ends on December 31.
- All chapter accounts are accurate and complete.
- All accounts are maintained in a uniform manner to meet annual audit requirements and provide the information needed for reports.
As the result of arrangements between AARP and the IRS, chapters are relieved of the burden of annually filing exempt organization returns with the IRS. Each year, on behalf of participating chapters, AARP prepares and files a group exempt organization return with
the IRS and handles all related correspondence. To participate in the group filings, a Chapter Treasurer’s Report, FULLY COMPLETED AND BALANCED, must be prepared at the end of each accounting year and submitted to the AARP Office of Volunteerism and Service within the time limits prescribed.
The Office of Volunteerism and Service will also handle any IRS corre- spondence the chapter may receive concerning the annual return, but the IRS correspondence must be immediately forwarded to:
AARP Office of Volunteerism and Service—Chapters 601 E Street, NW
Washington, DC 20049
Occasionally, some chapters may be individually notified of addi- tional procedures not discussed in this handbook that must be imple-
many instances if the forms and procedures described in this hand-
book are consistently used to maintain complete, accurate financial
records and to prepare the annual AARP Chapter Treasurer’s Report.
The Treasurer holds an office of trust with many responsibilities to protect the interests of the chapter and comply with the Articles of Incorporation, Bylaws, government regulations, and AARP policies that must be observed. The duties are exacting, but they need not
be tedious. This section suggests simple procedures to minimize the time entailed in maintaining the financial records needed to prepare the required reports.
Thank you for your attention to, and use of, this guide. If additional information is desired, please contact your state office.
The following provides information on completing the chapter trea- surer’s report form.
Balance on Hand at Beginning of Year
- Cash on hand includes money that had not been deposited in any of the chapter’s accounts as of January 1 of the reporting period.
- Enter the total of all bank balances taken from your checkbook (not bank statement) as of January 1 of the reporting period.
- Enterthetotalbalancesofallsavingsandinvestmentaccounts (including, for example, such things as money market accounts, certificates of deposits, etc.) as of January 1 of the reporting period.
- Add lines A + B + C above and enter total.
Receipts must include all money received by the chapter and the fair market value of all goods and services provided to the chapter in lieu of money. Only the classifications listed in Section III of the AARP Chapter Treasurer’s Report may be used to report receipts. They are:
- Chapter Dues Received
- Gifts of Donations Received
- Payments Received for Tours or Bus Trips
- Amounts Received for Social Events
- Amounts Received from Items Sold
Section 6
- Interest/Dividend Income Received
- Program Income Received
- Advertising Income Received
Following are some instructions on what to report—and what not to report—in each category.
E. Chapter Dues Received
Report only money received for chapter dues. Do not include payments for national membership dues.
F. Gifts or Donations Received
All receipts in the form of gifts, donations, endowments, trust funds or contributions to special funds (other than social events) are to be reported in this classification.
G. Payments Received for Tours or Bus Trips
All receipts for chapter-sponsored trips, tours, or excursions (either paid into the chapter treasury or into a travel account maintained by the chapter) are to be reported in this classification.
Include all funds collected for trip insurance and refunds received for such activities.
AARP Chapter Bylaws require that the treasurer has responsibility
for the accounting and reporting of all chapter funds. Separate bank accounts for travel, tours or other special activities that are not under the direct control of the treasurer are not encouraged. If such separate accounts are maintained, the responsible person should be an assis- tant treasurer, who must report all receipts and expenditures to the chapter treasurer.
Do not include money for chapter-sponsored trips or tours if the tour or trip is arranged for the chapter by a travel agency (or other provider or travel services) and the individuals who participate pay their money directly to the travel service.
[Note: Check with your secretary of state or attorney general to deter- mine if these monies may be handled by the chapter treasurer or go directly to the bus company/travel agency.]
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H. Amounts Received for Social Events
All money received for social events is to be reported in this classifica- tion. Such events include:
- Bake sales
- Coffee funds
- Craft sales
- Dances & parties
- Dinners & luncheons
- Free will donations
- Musical programs
- White elephant sales
- Thrift tables
- Bingo receipts
- Door prizes
- Refreshment reimbursement
- Sunshine collections and similar activities
Receipts from the sale of all items purchased by or given to the chap- ter for resale will be reported in this classification. This includes revenue from AARP jewelry, Christmas cards; cold drinks, vending machines, stationery, raffle tickets, cans, bottles, and papers for recy- cling; 50/50; thrift tables, etc.
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J. Interests/Dividends Received
All interest and dividends accruing during the reporting year that are paid from or credited to any chapter checking, savings or other type of interest-producing accounts must be reported in this classification.
K. Program Income Received
Report in this classification all receipts from any sources relating to AARP-sponsored programs; for example, AARP Driver Safety.
L. Advertising Income Received
This classification should be used only to report money that is received for advertisements published in chapter newsletters, bulle- tins, or other publications. Net advertising income may be taxable. Therefore, if ads are sold, the payments received must be reported in this classification. Income from advertising should be limited so that it will not exceed the actual cost of printing and mailing.
M. Other (Specify)
There should be few reasons to use this classification. It is to be used only when money or property is received that cannot be included in any of the preceding classifications. When any receipts are reported as “other,” the source must be specified.
[Note: Funds transferred to the chapter’s checking account from its savings account, or vice versa, should not be reported as income. Chapters collect- ing national membership dues are encouraged to have checks or money orders made payable directly to AARP by the member. In the event that any national membership dues are handled through chapter bank accounts, the money collected is to be entered on this line. Also include the total amount of all grant money received from other organizations/agencies.]
N. Add lines E-M in Section III; enter total here. $_________
Classification of Expenditures
All chapter expenditures must be reported. Include all money paid out of chapter funds for any purpose. Only the classification listed in Section IV of the AARP Chapter Treasurer’s Report may be used to report expenditures. They are:
O. Amounts paid for meeting expenses
Expenses reported in this classification include: • Door prizes
- Speakers’ fees
- Payment to set up room
- Janitorial services
- Refreshments
- Rent and equipment for meeting room
- Rental of halls and other related items
- Amounts paid for salaries
- Gifts or donations made
- AARP Foundation
- Special funds or projects
- Scholarships
- Charitable or religious organizations
- Memorial funds
Report all money with chapter funds for chapter-sponsored trips, tours, or excursions in this classification (including funds received from members and set aside for this purpose). Also include payments for tour insurance, tips to guides, refunds for tour deposits due to cancellations, and related expenses.
[Note: Remember to check with your secretary of state or attorney general to determine how nonprofits in your state are required to handle monies received for tours and bus trips.]
S. Amounts paid for social events
Report all money paid to conduct social events such as lunches, dinners, bonanzas, parties, refreshments at meetings, bake sales,
craft sales, white elephant sales, bingo receipts, coffee funds, door prize collections, kitty, musical programs, dances, Freewill Dinners, or similar events.
T. Amounts paid to buy items for resale
In this classification, report all money spent to purchase items for resale such as AARP jewelry, greeting cards, stationery, 50/50, raffles,
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thrift tables, etc.
U. Amounts paid for administrative costs
All money spent for administrative expenses should be reported in this classification. Include:
- Printing
- Annual report fees
- Bank checks and service charges
- Office supplies
- State fees
- Postage stamps
- Flags and banners
- Liability insurance fees
- Dues refunds
- Telephone
- Office equipment
- Petty cash
- Travel costs of chapter officials to attend Leadership Workshops
- Payments to individuals who set up the meeting room (janitors), or who deliver equipment should be included on Line U
V. Program costs paid
Program costs for materials or for the transportation of materials required for any of the AARP-sponsored programs, such as AARP Driver Safety, or costs to purchase programs from AARP should be reported in this classification.
W. Amounts paid to print and mail newsletters
In this classification, report all costs to print and mail chapter news- letters, bulletins, or other publications, including expenses for paper, reproduction, postage, postal permits, etc.
X. Other (specify)
This classification should be used only if money was spent that cannot be included in any of the preceding classifications. An item that might be included would be a check, drawn on the chapter’s account, payable to AARP for monies received from several members to pay individual membership dues.
Receipt Form
When money is received, a receipt should be given. Receipts are not available from AARP but can be obtained from stationery and variety stores at nominal cost. Use carbonized receipt books that contain
a white original and a colored copy. Give the white original to the person from whom the money is received. Keep the colored carbon copy for your records. When preparing receipts:
- Number them consecutively and date each one.
- Write in the name of the person or organization for which the receipt is prepared.
- Write in, or stamp, the name and number of the chapter.
- Sign each receipt.
- If an error is made in writing a receipt, mark it “VOID” and keep the copy for your records.
Accounting Journals
The forms used to maintain records of money received and spent are called JOURNALS. The two designed specifically for AARP chapters are:
- Receipt Journals (12 monthly sheets + 1 summary) Journal Packet = Stock #C893
- Expenditure Journal (12 monthly sheets +1 summary) Journal Packet = Stock #C0895
Journals that are properly maintained will ensure full and accurate reporting of the chapter receipts and expenditures. Additional copies of the journals may be obtained at no cost. Indicate the quantity, stock number, and type of journals desired and mail a request to:
AARP Fulfillment
601 E Street, NW Washington, DC 20049
Each Journal is described and illustrated below.
Receipts Journal
Monthly
Generally, you should begin each month with a new Monthly Receipts sheet. Use as many monthly forms as necessary to record all money received each month. Recording receipts on the form is called “post- ing.” Column headings correspond to the classification in Section III of the AARP Annual Treasurer’s Report. Use only the columns needed but do not revise the column headings or make substitutions.
Prepare each form by entering: Summary page
- Chapter name and number
- Month and year
1. Chapter name and number 2. Year
Each posting normally requires three entries:
- The date each receipt is issued.
- The receipt number(s).
- The amount of money received, posted in the correct column. Figure 1 illustrates the manner in which receipts for one month are posted in the Monthly Receipts. The first entry reflects the issuance on March 5 of ten $1.00 receipts (#21 through #30) for chapter dues. The total amount, $10.00, is entered in the “Chapter Dues” column.
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When two or more postings are made on the same day, it is not neces- sary to show the $4.97 savings account interest payment received. Most chapters do not have savings accounts. If a savings account is maintained, or another type of interest and/or dividend-producing account is used, the amount of interest/dividends paid or credited
to the account must be posed in the “Amount Deposit” and “III-J, Interest/Dividend Income” columns.
Receipts are not issued for checks received, but the amounts must be posted in the Receipts Journal. The second entry on March 29, check #3522, represents a refund from a bus company for an $8.00 deposit that was returned when a reservation was canceled. The last post- ing represents another bank deposit during the month. If all money received is deposited in the bank, the total deposits for the month ($338.97) must equal the totals of all columns in which postings are made.
When all receipts for the month are posted, draw a double line beneath the last entry, write “TOTALS” in the “Item” column below the double line, total each column, and transfer the totals to the Summary Receipts sheet.
Postings for each chapter will be different, but all receipts and their sources must be accounted for on the monthly sheets. A completed Monthly Receipts sheet is shown below.
Chapters that have a small number of monthly postings may combine the entries of several months on one sheet, as illustrated in Figure 2.
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Summary
The Summary Receipts sheet consolidates all RECEIPTS for the
year. The totals for each classification, obtained when the Monthly Receipts are completed, are posted to the Summary sheet. From here, they can be transferred to the Annual Treasurer’s Report.
Figure 3 illustrates a Summary Receipts sheet with postings for one accounting year. Do not change the reporting classifications since they are the same as those to be reported to AARP on the Treasurer’s Report. Separate columns are provided to post each month’s total receipts and totals for the year.
[Note: For Figure 3, the March figures are the totals from the Monthly Receipts shown in Figure 1. All others were selected at random.]
Care must be taken to ensure that all receipts are accurately and iden- tically posted in the same classification in the Monthly Receipts, the Summary Receipts, and Section III of the annual Treasurer’s Report. Check your figures. Add the “Total Gross Receipts” across the bottom line. Then add the “Total for Year” column. Both totals should be the same. In the Figure 3 illustration this total is $2508.08.
If you do not obtain the same total when each set of figures is added, an error has been made in posting or addition. In such a case, it will be necessary to review your work to find and correct the error.
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Expenditures Journal
Monthly
Journals for recording expenses (money spent) and the posting proce- dures are similar to those for recording receipts. Generally, you should begin each month with a new Monthly Expenditures sheet. As with the receipts, use as many forms as necessary to record all money spent each month. Column headings correspond to all the classifica- tions in Section IV of the AARP Chapter Treasurer’s Annual Report. Use all the columns needed, but do not revise the column headings.
Prepare each form by entering:
Summary Page
1. Chapter name and number 2. Year
Monthly Pages
- Chapter name and number
- Month and year.
- Date of expenditure
- Identification of payee
- Check number
- Amount of check
- A second entry of the amount spent (in the correct classification column).
The second entry on March 5 illustrates a posting of check #128 for $15.00 as a gift to a hospital fund. The amount is also posted in column “IV-Q, Gifts.” (Chapters frequently make monetary gifts to worthy organizations.)
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Other types of expenditures, illustrated by the postings on March 7, March 11, and March 14 are:
- Check for $5.00 to the secretary of state for a reporting fee “IV-U, Admin. Cost”
- Check for $16.00 to a bus company for a chapter tour “IV-R, Tours”
- Check for $10.00 to purchase flowers “IV-U, Admin. Cost”
Check #132—A check for $20.00 to AARP for the purchase of jewelry to be resold should be posted under “IV-T, Resale Items.”
Check #133—An individual, R. Smith, is shown as “payee.” This type of expenditure might be made to provide a guest speaker with a small honorarium. This would be posted under “IV-O, Meeting Expense.”
Check #134—The “payee” is a caterer. Chapters may have occasion to order food for a luncheon. In the illustration, the $50.00 spent is posted as a cost in conjunction with a social event under “IV-S, Social Events.”
Check #135—This type of entry would be used to post a rental payment for chapter meeting facilities. The amount ($10.00) is posted under “IV-O, Meeting Expense.”
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Check #136—This payment of $5.00, posted under “IV-O, Meeting Expense,” illustrates payment to any individual for setting up tables and chairs for a meeting.
Check #137—This entry shows the procedure to obtain “Petty Cash.” The amount is posted to “IV-U, Administrative Cost.” A small amount of cash (usually $5 to $10) may be kept on hand to reimburse commit- tee chairs or other members authorized to make small purchases for the chapter. [Note: If a check is written for “Petty Cash” and the amount is posted in the journal, the money is accounted for. Do not report it as “cash on hand” in Section II or V of the Treasurer’s Report.]
Check #138 —This illustrates the posting of a $25.00 check to AARP for material relating to an AARP Driver Safety course. All expenses for the programs sponsored by AARP are posted to Column “IV-V, Program Cost.”
Check #139—The last entry illustrates the procedure to post a refund. It represents a $10.00 reimbursement to a couple that canceled reser- vations for a chapter trip. The amount is posted under “IV-R, Tours/ Trips.” (Refunds for other reasons would be posted to the appropriate columns.)
When all expenditures for the month have been posted, a double line should be drawn beneath the last entry. Write TOTALS in the “Item” column below the double line, total each column, and transfer the totals to the Summary Expenditures sheet.
The entries will be different for each chapter, but all money spent must be posted and accounted for on the monthly sheets.
Chapters with a small number of monthly expenses can combine the entries for several months on one Monthly Expenditure sheet, as was illustrated in Figure 2 for Receipts.
Summary
The Summary sheet consolidates all Expenditures for the year. The totals for each classification on the Monthly Expenditures are posted to the Summary form, which then can be readily transferred to the annual Treasurer’s Report.
A sample Summary Expenditures sheet, with posting for one account- ing year, is shown in Figure 5. The column on the left lists reporting classifications. Do not change the reporting classifications, since
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they are the same as those to be reported to AARP on the Treasurer’s Report. Separate columns are provided to post each monthly total expenditures and totals for the year. [NOTE: The figures for March are the totals from the Monthly Expenditures in Figure 4.]
Care must be taken to ensure that all expenditures are posted accu- rately and identically in the same classification in the Monthly Expenditures, the Summary Expenditures, and the Section IV of the annual Treasurer’s Report.
To check your figures, add the “Total Expenditures” across the bottom line. Then add the “Total for Year” column. Both totals should be the same. In Figure 5, the total is $2396.50.
If you do not obtain the same total when each set of figures is added, an error has been made in posting or addition. In such a case, it will be necessary to review your work to determine and correct the error.
AARP Chapter Treasurer’s Report
Figure 8 represents a completed Treasurer’s Report. Reports are mailed to each chapter in November. They must be completed and returned to the AARP Office of Volunteerism and Service within the time specified in the Chapter Treasurer’s Report instructions in order for the incorporated chapter to be included in the IRS group exempt organization return. All reports must be submitted only on the form provided.
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The entries required for each section of the report are:
Section I
On line A, the full name and number of the chapter.
Section II
On line A, any cash on hand that was not deposited or accounted for as petty cash on January 1 of the reporting year. On lines B and C, respectively, all January 1 checking and savings account balances, with the total amount on the double line.
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Section III and IV
The totals, transferred from the Summary sheets to the corresponding lines on the Treasurer’s Report, as illustrated by Figures 6, 7, and 8.
Section V
On line AA, any Cash on Hand as of December 31 of the reporting period. On line BB, the check book balance(s) on December 31. On line CC, the savings balance(s) on December 31.
Section VI
A list of chapter bank accounts by type, the name and address of each bank, and the account number(s).
Section VII
Answer as appropriate. If the answer to the first question is “Yes,” the trip and tour fees paid directly by the participants to the provider
of the services should not be included in the treasurer’s records and accounts. Answer as appropriate. If the chapter does not own land, buildings, automobiles, etc., circle “No.”
Section VIII
The Treasurer’s printed name and signature, telephone number, and full address. Read the printed statement carefully. Reports that are not signed will be returned to the chapter.
Transferring Figures from Journals
to Treasurer’s Report
Summary
The benefits that accrue by use of uniform accounting and report- ing methods become increasingly apparent with the growth of AARP chapters. It is recognized that operations vary widely and that factors unique to some chapters may not be included in the AARP Chapter Handbook. Requests for further clarification of the accounting and reporting procedures should be directed to your state office.
Please retain this guide and ensure that it is included with the records that the chapter maintains and passes on to the next elected treasurer.
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Chapter Committees 7 and Their Functions
Committees play a vital role in moving the work of the chapter and AARP forward. This section provides an introduction to the chap- ter’s key committee functions and to the roles and responsibilities of committee chairpersons and members.
General Committee Profile
- Chapters have the option of establishing standing committees: Membership, Public Relations, Legislative, and Program and Community Services. In addition, every chapter must have a Nominating Committee.
- Other committees may be established as determined by the President or the board of directors.
- Committees should have a minimum of three members, who need not be chapter officers or board members.
- Chairpersons for the standing committees are appointed by the Chapter President, with the exception of the Nominating Committee. The Nominating Committee chairperson is elected by the full chapter membership; or by the members of the Nominating Committee, itself; or by board approval, as deter- mined by the chapter.
- Committee officers (the chairperson or co-chairperson, for example) shall hold office for a term of one year. Each officer shall hold office until a successor is elected and has been qualified. A committee officer may serve only two consecutive years in the same office.
General Responsibilities of Committee Chairpersons
- Organize the work of the committee.
- Establish a committee meeting schedule.
- Preside at committee meetings and coordinate members’ tasks and schedules.
- Report to the entire chapter from time to time, either through chapter newsletters or presentations at meetings.
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- Share the committee plans and project reports with the Chapter President and board of directors for their consideration and approval.
- Collaborate with other committee chairpersons.
- Identify and develop future leaders for the committee and the chapter as a whole.
General Responsibilities for Committee Members - Assist the chairperson in developing a plan for the committee.
- Take on tasks and projects as assigned.
- Maintain minutes of committee meetings for the committee’s permanent record.
- Represent the goals and work of the committee to the membership with energy and enthusiasm.
Membership Committee
The purpose of the Membership Committee is to build the member- ship of AARP and the chapter by pointing out the advantages and services available to members. The committee also receives and approves applications from individuals wishing to become members of the chapter.
The Membership Committee has a broad involvement and a consid- erable impact on chapter vitality. For example, this committee:
- The Membership Committee shall receive and approve applications from individuals wishing to become members of the chap- ter and shall be alert to build the membership of AARP and the chapter by pointing out the advantages and services available to members.
- Determines, with the board of directors, a percentage increase as an annual membership recruitment goal.
- Collaborates with the Public Relations, Program, and Community Services committee chairpersons in developing comprehensive membership promotion plans and activities involving the chapter’s full resources.
- Supervises the expenditure of funds, if any are allocated by the chapter’s board of directors, for membership promotion.
[Note: A chapter may specify requirements for meeting attendance in its Standing Rules. However, the chapter should remember that many who value their chapter membership cannot attend regularly due to chronic illness, lack of transportation, or other causes.]
- Maintains the chapter membership list and collects annual chapter dues.
- The chapter’s membership year should be concurrent with the calendar year.
- The amount of dues to be collected must be as stated in the Chapter Bylaws.
[Note: Dues may be collected on an annual or semi-annual basis. The method of collection is at the discretion of the chapter and may be mailed or collected at chapter meetings. All dues must be turned over to the chapter treasurer, entered into the chapter records and books
of accounts, and accurately and fully accounted for by the chapter treasurer.]
Regarding membership eligibility, any member in good standing of AARP, including those who choose to belong to the National Retired Teacher’s Association (NRTA), can join an AARP chapter. In addition:
- Each chapter member must be a current member of AARP. Verification is accomplished by having new chapter members show their national membership card. The membership number must be recorded along with the applicant’s name, address, and telephone number. The mailing label from AARP The Magazine or the AARP Bulletin is a satisfactory verification of membership.
- A member’s spouse can also join but must pay separate dues as an individual member of the chapter. Regardless of age, the spouse enjoys full chapter member rights, including the right to vote, hold office, and serve as a committee chairperson.
- A chapter must protect membership lists and records from release or distribution. Except as needed to facilitate chapter operations— by chapter officers, committee chairperson, appointed AARP volunteer leaders or AARP staff—the lists may not be released
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- Each chapter must decide whether to establish a chapter associ- ate membership category for AARP associate members who want to join the chapter. Associate member are those persons under 50 years of age who are associate members in good standing of AARP.
- Membership in more than one chapter is discouraged. This practice overcrowds some chapters, thereby excluding potential members.
- The size of the chapter should be adequate for it to function with a full complement of officers, directors, committee members, and chairpersons. When the membership exceeds a reasonable size, the chapter may seek assistance in the organization of additional chapters.
Diversity is the ongoing pursuit of adapting to organizational change through accepting, including, and valuing the skills that all volunteers bring to helping achieve a vision, mission, and related goals, without bias toward any individual or group difference.
All AARP members will receive equal opportunity and treatment throughout recruitment, appointment, training, and service. There will be no discrimination based on age, economic status, gender, national or ethnic origin, physical or mental abilities, race, sexual orientation, or religion.
Nominating Committee
The Nominating Committee is the centerpiece of the chapter’s critical and ongoing responsibility to sustain itself by identifying and recruit- ing qualified individuals as candidates for elective office.
The Nominating Committee consists of at least three members elected by the membership at the annual meeting. The method of nominating the Committee members is determined by the chapter, however. The Nominating Committee chairperson is elected by the committee members soon after the election, by the chapter member- ship at the same time the committee is elected, or by appointment by the incoming board at the annual meeting.
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Staggered terms are recommended and should be reflected in the chapter’s Standing Rules. Vacancies that may occur should be filled by holding a special election. In addition, the Nominating Committee:
- Receives from the board a list of the positions to be filled at the next chapter election.
- Develops a list of at least two prospective candidates for each vacancy.
- Talks informally with the prospective candidates to get to know them.
- Meets to review and discuss potential nominees.
- Conducts recruitment interviews with each nominee in person.
- Makes the final selection of persons to be included on the slate of officers.
- Prepares the slate of nominations to be presented.
- Presents the slate of nominations to the President, Board of Directors, and the chapter membership at least one month before the election.
Nominees for chapter office must be a member of both AARP and the chapter, and must agree to serve in the position.
Program Committee
The Program Committee develops and organizes all of the chapter’s programs, whether the programs take place during chapter meeting or as special events in the community. The Program Committee shall arrange for stimulating and attractive chapter program presentations related to a variety of subjects and special interests. The Committee should coordinate its activities closely with the President, other offi- cers and committee chairpersons.
Members of this committee are recruited by the Program Committee chairperson. Committee members serve one-year terms, coincid- ing with the President’s term of office. Ideally, there would be one member per program or activity, but this is not a requirement.
Chapters provide three types of programs:
Chapter Meeting Programs are brief, 15-20 minute presentations included as a part of the regular chapter meeting. These programs are designed to inform chapter members about a wide variety of topics.
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The presentation may be by a guest speaker or a chapter member with knowledge of the topic.
Member Education Programs include workshops or seminars sched- uled either in conjunction with the chapter meeting or at another convenient time. They require 60-90 minutes or more to provide in-depth education on topics of importance to members.
Community Programs are workshops, seminars, or other events spon- sored by the chapter for the public. These programs have the added element of providing opportunities to work with the Membership, Public Relations, and Community Services committees to create interest in becoming members of the chapter.
Possibilities for the various programs are endless. The Program Committee is limited only by its imagination. Resources available to assist the committee in identifying subjects and program opportuni- ties include:
- Area agencies and associations
- Community directories
- Newspapers and community events calendars
- AARP’s website (www.aarp.org) or your AARP state office
In fulfilling its mission, the Program Committee: - Organizes and schedules speakers and program topics for the year.
- Follows the guidelines included in the AARP Chapter Bylaws when planning these programs. These Bylaws state that:
- The chapter “...shall not independently arrange for, or offer to chapter members, any commodities or services already offered by AARP to its members...”
- “Neither the chapter nor any committee, subdivision, director, officer, agency, representative, or employee of the chapter shall permit or suffer to hold himself or herself out as an agent or solicitor of any service offered by AARP to its members, includ- ing but not limited to insurance, travel, pharmaceuticals, or any other service or commodity.”
- Presentations by outside organizations must be educational and general in nature. They cannot involve specific product or service recommendations, marketing, or other commercial efforts by one or more vendors, or campaigning by political
The chapter:
- Surveys the membership and works with other committees to identify and stay in touch with their needs and interests.
- Maintains a resource book containing items helpful to planning chapter programs.
- Determines the appropriate length of each program and time of presentation.
- Works with the chapter’s treasurer to develop a budget for the year’s programs.
- Ensures programs are held in accessible locations.
Legislative Committee
The purpose of the Legislative Committee is to advance AARP’s philos- ophy and goals by supporting the legislative and advocacy interests of volunteers and national members at the community, state, and federal levels. The efforts of the Legislative Committee also help improve the quality of life for older people while providing members meaningful opportunities to participate in contemporary life.
Legislative Committee shall seek through a program of education
to improve the lives of older people through the legislative
process at the local, state and federal level. The Committee shall monitor legislative activities and represent the opinion of the
chapter membership at public hearings and with public officials,
in compliance with AARP policies and, as appropriate, in consultation with the AARP state office.
Important Notes
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• Lobbying Requirements: Each state and the District of Columbia have laws requiring the registration of lobbyists and the filing
of lobbying expense reports. Many state lobbying laws exempt volunteers. Lobbying is generally defined as the influencing of legislation or agency action. Some definitions encompass not only formal lobbying, such as testifying before a legislative commit- tee, but informal contacts as well. Nonetheless, volunteers who are heavily involved in promoting legislation or executive action during the legislative session should check with the state office about the need to register or file reports.
Guidelines for Legislative Committee activity
- All issues at the federal and state levels that are supported by a chapter, and its Legislative Committee must be consistent with AARP national policy as established by its board of directors upon recommendation of the National Legislative Council. Chapters are only permitted to work on federal and state issues that are included in the Policy Agenda or other official AARP documents provided by the state office or AARP.
- All chapter Legislative Committee activities must be nonpartisan.
- Chapters can take stands, consistent with AARP’s mission and policy, on community issues and attempt to educate and encour- age local officials to adopt and implement action. A consultation with state office staff should take place to ensure the appropriate interpretation of the legislative and regulatory policies of AARP and to gain additional guidance on strategy and techniques for reaching agreement with local government officials.
- Individual chapter leaders and members are encouraged to vote and to privately support the candidates and political party of their choice. They must ensure, however, that their personal preference is not confused with formal chapter endorsement.
- The Legislative Committee chairperson maintains a close working relationship with the state office to ensure that the chapter focuses on state and national priorities.
The Committee::
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- Studies the local issues and selects those which are consistent with AARP policies to be placed on its agenda.
- Consults with state office staff to ensure consistency with the AARP Policy Agenda.
- Presents the issues to the chapter’s board of directors for approval and to the chapter membership for ratification.
- Ensures chapter members respond quickly and appropriately to federal and state legislative alerts.
- Organizes the chapter legislative telephone network.
- Maintains regular, personal contact with elected representatives, public officials, and other lawmakers.
- Studies issues and develops a plan of action before presenting it to the chapter’s board of directors for approval.
The chapter Legislative Telephone Network is an effective legisla- tive communications tool. When “time is of the essence” in relaying messages to members and legislators, a telephone network has great advantages.
A member of the Legislative Committee should be assigned to
develop the chapter’s telephone network. In order to work effectively, the telephone network must have: - Participants who keep up to date on the current legislative priori- ties and are willing to make telephone calls, write letters, or visit legislators when needed.
- A specifically identified individual assigned to initiate the tele- phone network and receive reports back.
- A clearly designed progression for the telephone calls, with no more than four or five levels in the network and with each partici- pant limited to making no more than three calls.
- Short, clear messages. For example: “Call Senator Ourstate at 938-4082 and say, ‘Vote yes on Senate Bill 432, the Medicare Prescription Drug bill.’”
- A feedback loop to check the quality of the message that was sent.
- At least one trial run prior to the opening of the legislative sessions.
• A method for passing the message back to the chapter should a legislator or staff member respond substantively.
A toll free number, 1-800-826-8683, is available to the chapter Legislative Committee chairperson to check the up-to-date status
of federal legislation. The message on this legislative “hotline” is updated regularly and can assist in keeping the committee and chap- ter informed on fast-breaking federal legislative issues.
Community Services Committee
The Community Services Committee leads the chapter effort to identify and respond to essential social needs in the community.
The focus of the committee, however, is not only to address commu- nity needs but also to provide meaningful and rewarding volunteer opportunities for the membership in the process. The Community Services Committee shall identify essential social needs or projects in the community and stimulate appropriate chapter involvement of resources to meet the needs or assist the projects.
By promoting community service, the chapter achieves visibility in the local community and embodies the AARP motto, “To serve, not to be served,” all of which reinforces the chapter as AARP’s dynamic presence at the local level.
The Community Services Committee develops and submits to
the chapter’s board of directors for approval a proposed plan for programs and projects the chapter will conduct throughout the year. Part of the chapter’s service work will include responding to the community outreach efforts of other organizations.
While chapters select from a wide range of possibilities, commu- nity service projects usually fall into one of three broad, overlapping categories.
- Service Programs make needed services available to the commu- nity, either on a one-time or ongoing basis. These could include food pantries, soup kitchens, book drives, and health fairs, as well as mentoring programs.
- Direct Assistance Programs provide much-needed aid to assist individuals in maintaining their independence. These include transportation programs and friendly visits, as well as taking on shopping or household chores.
3. Educational Programs offer up-to-date information on topics
of interest to older people and to the community at large. These include programs providing information on what to look for in an insurance plan or retirement home, as well as advice for caregivers or grandparents raising children.
Prime consideration should be given to the menu of community service options available through AARP, including:
- AARP annual Day of Service
- The Create The Good Toolkits and national database of volunteer opportunities, available through the CreateTheGood.org website
- AARP State Office
- AARP Driver Safety
- AARP Foundation Tax-Aide
- AARP Senior Community Service Employment Program
- NRTA’s With Our Youth!
Information on these and other AARP and AARP Foundation programs is available from your state office and by visiting the AARP website at www.aarp.org.
Some important notes about development fundraising. When engag- ing in an activity, remember: - It must be legal. Every fundraising project must be approved by the chapter’s board of directors and must conform to local and state laws.
- It may be taxed. Generally, chapters are not exempt from state sales taxes. Chapters must submit required payments to their state revenue office.
- It is not tax-deductible. Monetary and non-monetary donations to the chapters by individuals are not tax-deductible to the donor. However, corporations making donations should be notified that since donations may be deductible as business expenses, they should check with their tax advisors.
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ble organizations” created under Section 501(c) (3). Prior to pursuing or applying for a grant, chapters must seek guidance from their state offices.
Public Relations Committee
The Public Relations Committee can provide valuable support for the work of the chapter and its committees, and the State Office, by assisting in the development and implementation of activities designed to:
- The Public Relations Committee shall act as a liaison between the various committees of the chapter and the news media, and it shall publicize in the community the purposes, goals, role, activi- ties, and projects of AARP.
- Keep the members informed and involved in the chapter’s activities.
- Publicize and promote in the community the programs and proj- ects of the chapter and AARP.
Professional experience in the area of communications is helpful, though not required. Commitment and creativity are important, however. Public Relations Committee members, particularly the chairperson, should be thoroughly familiar with chapter activities and the wealth of talent among the membership—artists, writers and speakers—as well as folks who can type or run a computer, handle audiovisual equipment, etc. All participating members should be will- ing to learn to work with media people and information outlets and seek guidance from their state office when needed.
The Public Relations Committee is charged with: - Knowing the media outlets in the chapter’s area.
- Identifying public relations opportunities for the chapter.
- Providing information on the chapter and AARP by telling the Who, What, Where, When, Why and How.
- Answering questions posed by editors and reporters, such as “Why is this news?”
- Answering questions posed by the audience being addressed, such as “What’s in it for me?”
- Coordinating the publication of the chapter newsletter.
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- Coordinating chapter displays at community events, fairs, festi- vals, homecomings, etc.
- Maintaining chapter displays in community facilities such as libraries, senior centers, shopping malls, etc.
- Coordinating the chapter’s speakers’ bureau, if there is one.
- Maintaining the chapter’s media scrapbook, which serves as a record of the public history of the chapter and provides back- ground information for future news releases.
Health Committee
The Health Committee, working with the Program and
Community Service committees, shall be alert to relevant information and identify appropriate opportunities for improving
member and community awareness of, and engagement in,
healthy living behaviors and activities.
Recreation and Social Activity Committee
The Recreation and Social Activity Committee is responsible for carrying out recreational and social activities that are important to member involvement and fellowship in the chapter.
Chapters may choose to establish optional committees to plan
and carry out specific recreational and social activities for chapter members, such as a Refreshments Committee, Tours Committee, or Long-Term Care Committee. The role and function of such commit- tees must be included in the chapter’s Standing Rules.
Key committee member roles include:
- A recorder, a person who records the work and actions of the committee. [Note: All committee finances must be deposited with the chapter treasurer and must be recorded in the chapter financial records.]
- Registrars, who receive registrations, collect monies and deposit them with the treasurer.
- Planners, who work out the details of a tour, event, dinner, or other activity after the board as given its approval.
This committee reports to the board of directors and must receive approval before entering into any legal obligation on behalf of the
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chapter (e.g., engaging a tour agent or contracting for an event at a banquet hall or golf course).
This committee (and the board) must be aware of a number of addi- tional legal considerations in regard to the following.
Liability Insurance
As of December 31, 2012, all AARP chapters must have and maintain liability insurance to protect the chapter if it is sued by a member
or nonmember. This liability insurance covers the cost of the legal defense of claims. AARP has available an optional AARP Chapter Group Liability Insurance Policy that offers basic protection at signifi- cant savings. This liability policy does not cover chapter tours nor voluntary medical payments or accident medical reimbursement
for chapter members. (It is presumed that members carry their own insurance.)
Chapter Tours
Chapters may purchase door-to-door liability insurance for chapter tours to protect the chapter and individual chapter members. The AARP Chapter Group Liability Insurance Policy does not provide coverage for chapter tours.
Whenever possible, tour and other recreational activity fees should be paid directly to the tour company or other provider. In fact, some states require that fees for tours be paid directly to the tour company by the persons participating in the tour. In addition, some states may require a fidelity bond if the chapter is going to collect tour or other recreational activity money. Check with the secretary of state or attorney general in your state to determine how nonprofits may be required to handle monies received for tours, bus trips, or other recreational activities.
For monies for tours and other recreational activities that are depos- ited with the chapter treasurer, all checks written for chapter tours and/or chapter recreational activities must be approved as stated in item 16 of the Standing Rules.
[Note: The AARP Chapter Bylaws suggest that if the chapter funds on hand from any source exceeds $1,000 a month, the chapter should obtain bond for the discharge of duties of chapter officers authorized to sign checks and drafts.]
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Certificate of Insurance
For bus tours, bus company liability coverage is only in effect while the tour group is on the bus. A Certificate of Insurance may be obtained from the bus company before the group travels. The Certificate must show the amount of insurance coverage provided, the date(s) of coverage, and the name of the insurer.
Disclaimer Statement
Announcements and advertising about social and other committee activities must contain the following required statement.
“This tour is a project of and is offered to the (insert chapter name and number) of AARP. (Chapter name and number) and any agent it may use in arranging this or any other tour are not responsible, in whole or in part, to the tour member for any loss, damage, or injury, whether financial or otherwise, to persons or property however caused during or in connection with this or any other tour.”
This tour is an activity offered by (insert chapter name and number) and is in no way offered, sponsored, or conducted by AARP, which has no responsibility in connection with such tour.
Gratuities
No member or group of members of the chapter may profit finan- cially from any monies, assets, or activities of the chapter. For exam- ple, free meals, free trips, discounts, complimentary rooms and other gratuities cannot be accepted by members of the Tour Committee or the chapter members. The mention of “discounts” in this section does not prohibit chapters from using a standard group discount rate that is available to the general public.
Chapter dues may not be used to subsidize refreshments, tours, or other social events. These and similar activities must be self-supporting.
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A Chapter Dissolution, Withdrawal of Recognition, or Suspension
Voluntary Chapter Dissolution
AARP makes every effort to nurture its chapters. In rare instances, however, a chapter may not be able to attract enough new members and leaders to sustain its existence, or it may decide that the level of interest among existing chapter members has waned. In such situa- tions, AARP’s Office of Volunteerism and Service, working in conjunc- tion with the state office, will provide assistance and guidance to the chapter as it attempts to overcome the obstacles to its continuation. If these efforts fail, and it is determined by a majority vote of the chap- ter membership that the chapter does not have the member support and participation necessary to continue, the next step is dissolution of the chapter.
The chapter must inform the AARP state office of its decision to dissolve voluntarily. The AARP State President may be asked to formally recommend that the chapter be dissolved. The recommendation
is then routed to the appropriate state office for concurrence. After concurrence is received, the state office may obtain the records and files of the chapter and send them to the AARP Office of Volunteerism and Service at AARP’s National Office headquarters. After receiving a recommendation for dissolution, Office of Volunteerism and Service provides the chapter with further procedural instructions for complet- ing the process.
The dissolving chapter is responsible for contacting the office of the Secretary of State’s in the state in which it operates to ascertain what fees and forms are required to formally dissolve the corporation within the state. The chapter should request copies of the appropriate documents and forward them with a check payable to the Secretary of State in the specified amount. A copy should be provided to the AARP Office of Volunteerism and Service. (See also Article IX of the Chapter Bylaws.)
Withdrawal of Chapter
Recognition or Suspension
Article IX of the AARP Chapter Bylaws provides that the AARP may withdraw or suspend recognition of a chapter as a local chapter of
Appendix A
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AARP for:
- Recurrent failure to conform to the policies and standards of AARP.
- Failure of the chapter to comply with any of the provisions contained in the chapter’s Articles of Incorporation or the AARP Chapter Bylaws ; or
- Failure of the chapter. to remain in compliance with the laws or regulations of the state in which the chapter is incorporated
When necessary, withdrawal or suspension of recognition shall become effective immediately upon the decision by AARP and notification of the chapter. In the event recognition is withdrawn and suspended, the chaptershallhaveanopportunitytobeheardbyAARP.
In addition, notwithstanding any other provisions of the chapter’s Articles of Incorporation or the AARP Chapter Bylaws to the contrary, after withdrawal or suspension of recognition, all voting rights shall thereafter be vested solely in AARP, the national organization member of the chapter. The voting rights that would otherwise be vested in the individual chapter members shall cease, and AARP shall have
the right to remove any officer or director, with or without cause, at anytime.
Upon withdrawal or suspension of recognition, the chapter shall not, without express written consent of AARP, conduct its affairs or other- wise identify or hold itself out to the public as a local chapter or other affiliate of AARP.
The chapter’s charter shall be turned over to AARP, along with all funds and any other property held by the chapter.
Where the law of the state of incorporation of the chapter permits, AARP, which is the national organization chapter member, may, at its discretion, legally dissolve a chapter after its recognition has been withdrawn.
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The process for withdrawal of chapter recognition or suspension is as follows.
- The chapter board of directors is responsible for the control and management of the affairs, property, and interests of the chapter, including enforcement of compliance with the Chapter Bylaws and the chapter Articles of Incorporation.
- If the chapter does not regulate its own conduct or the conduct of its members in accordance with the required procedures and AARP guidance, then the State President or State Director may recommend to AARP that the chapter’s recognition be suspended or withdrawn.
- Such a recommendation may be prepared after consultation
with the State Director and the Regional Volunteer Director. The recommendation should be directed through the state office to the Office of Volunteerism and Service at AARP National and must contain the concurrence or recommendation of the Regional Volunteer Director.
- Has evidenced recurrent failure to conform to the policies and standards of AARP.
- Has evidenced a failure to comply with any of the provisions contained in the Articles of Incorporation of the chapter or the AARP Chapter Bylaws.
- Has failed to comply with the laws or regulations of the state in which it is incorporated.
- Has been provided with sufficient oral and written warning of the situation and of the consequences of failure to accept recommen- dations for remedying the situation.
- Has been apprised of the situation in writing or by a meeting of the State Director with the chapter board of directors.
- Has advised its membership of the situation and acceptable recommendations to remedy it.
- Has been advised and assured that every effort has been made by the volunteer leadership as well as the state office of AARP to assist the chapter in resolving the situation.
Upon receipt of the recommendation, the AARP Office of Volunteerism and Service will notify the chapter President that the recommendation has been received and will review the recommen- dation. AARP may request additional information or may direct that further investigation be carried out.
If AARP decides to suspend or withdraw recognition, the chapter will be notified by the AARP Office of Volunteerism and Service, and that office will immediately take steps to accept all funds and other prop- erty held by the chapter.
If the recognition of a chapter is withdrawn or suspended, all funds and other property held by the chapter shall be paid over to AARP to be distributed to the AARP Foundation, charitable foundations sponsored byAARP,orforothercharitablepurposesatthediscretionofAARP.
The chapter will be notified by AARP of its right to have an opportu- nity to appeal, and it will be requested to advise AARP within 30 days of its receipt of notification of suspension or withdrawal whether
or not it wishes to have such an opportunity. If AARP receives such
a request within the specified time deadline, that office will handle arrangements for the hearing. The chapter will be required to notify AARP Office of Volunteerism and Service in writing of:
- The name(s) of the chapter members who will represent the chap- ter at such hearing.
- A statement by the chapter’s board of directors that such represen- tatives were duly selected and authorized by the board to repre- sent the chapter at such hearing.
- Requesting the opportunity to be heard and specifying the reasons why the chapter feels that suspension or withdrawal or recogni- tion is not warranted.
If the recognition of the chapter is suspended, rather than withdrawn, AARP will notify the chapter of the conditions of the suspension and the time deadlines for complying with those conditions. Successful completion of suspension conditions may result in the suspension being lifted. Failure to comply with suspension conditions would result in withdrawal of recognition.
If, within 30 days of notification of withdrawal of recognition, the chapter does not request an appeal, or if the chapter requests an opportunity to be heard, and is heard, and the Board sustains its with- drawal action, the AARP Office of Volunteerism and Service will initi- ate appropriate action to dissolve or disaffiliate the chapter.
B AARP State Offices
Appendix B
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Alabama Colorado
201 Monroe Street, #1880 303 E 17th Avenue, #510 Montgomery, AL 36104 Denver, CO 80203 Office: 1-866-542-8167 Office: 1-866-554-5376
Fax: 334-954-3050
Alaska
3601 C Street, #1420 Anchorage, AK 99503 Office: 1-866-227-7447 Fax: 907-341-2270
Arizona
16165 N. 83rd Avenue, Suite 201 Peoria, AZ 85382
Office: 1--866-389-5649
Fax: 602-256-2928
Arkansas
1701 Centerview Drive, #205 Little Rock, AR 72211
Office: 1-866-554-5379
Fax: 501-227-7710
California—Pasadena
200 S. Los Robles Ave., #400 Pasadena, CA 91101-2422 Office: 1-866-448-3615
Fax: 626-583-8500
California—Sacramento
1415 L Street, #960 Sacramento, CA 95814 Office: 1-866-448-3614 Fax: 916-446-2223
California—San Francisco
150 Post Street, #450 San Francisco, CA 94108 Office: 1-866-448-3615 Fax: 415-986-3467
Fax: 303-764-5999
Connecticut
21 Oak Street, #104 Hartford, CT 06106 Office: 1-866-295-7279 Fax: 860-249-7707
Delaware
1100 N. Market Street, #1201 Wilmington, DE 19801 Office: 1-866-227-7441
Fax: 302-571-1984
District of Columbia
601 E Street, NW, A1-200 Washington, DC 20049 Office: 202-434-7700 Fax: 202-434-7710
Florida—Miramar
3350 SW 148th Ave., #120 Miramar, FL 33027 Office: 1-866-595-7678 Fax: 954-438-7871
Florida—St. Petersburg
400 Carillon Parkway, #100 St. Petersburg, FL 33716 Office: 1-866-595-7678 Fax: 727-571-2278
Florida—Tallahassee
200 W College Avenue, #304 Tallahassee, FL 32301 Office: 1-866-595-7678
Fax: 850-222-8968
Georgia
999 Peachtree St., NE, #1110 Atlanta, GA 30309
Office: 1-866-295-7281
Fax: 404-881-6997
Hawaii
1132 Bishop St., 19th Floor, #1920 Honolulu, HI 96813
Office: 1-866-295-7282
Fax: 808-537-2288
Idaho
3080 E Gentry Way, #100 Meridian, ID 83642 Office: 1-866-295-7284 Fax: 208-288-4424
Illinois
222 N. LaSalle Street, #710 Chicago, IL 60601
Office: 1-866-448-3613 Fax: 312-372-2204
Illinois—Springfield
300 W. Edwards St., 3rd Floor Springfield, IL 62708
Office: 1-866-448-3617
Fax: 217-522-7796
Indiana
One N. Capitol Ave., #1275 Indianapolis, IN 46204 Office: 1-866-448-3618 Fax: 317-423-2211
Iowa
600 E. Court Avenue, #100 Des Moines, IA 50309 Office: 1-866-554-5378 Fax: 515-244-7767
Kansas
555 S. Kansas Avenue, #201 Topeka, KS 66603
Office: 1-866-448-3619 Fax: 785-232-8259
Kentucky
Plainview Center, #121 10401 Linn Station Road Louisville, KY 40223 Office: 1-866-295-7275 Fax: 502-394-9918
Louisiana
One American Place 301 Main Street, #1012 Baton Rouge, LA 70825 Office: 1-866-448-3620 Fax: 225-387-3400
Maine
1685 Congress Street Portland, ME 04102 Office: 1-866-554-5380 Fax: 207-775-5727
Maryland
200 St. Paul Place, #2510 Baltimore, MD 21202 Office: 1-866-542-8163 Fax: 410-895-0269
Massachusetts
One Beacon Street, #2301 Boston, MA 02108
Office: 1-866-448-3621 Fax: 617-723-4224
Michigan
309 N. Washington Sq., #110 Lansing, MI 48933
Office: 1-866-227-7448
Fax: 517-482-2794
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Minnesota
30 East 7th Street, #1200 St. Paul, MN 55101 Office: 1-866-554-5381 Fax: 651-221-2636
Mississippi
6360 I-55 North, #160 Jackson, MS 39211 Office: 1-866-554-5382 Fax: 601-991-3342
Missouri
9200 Ward Parkway #350 Kansas City, MO 64114 Office: 1-866-389-5627 Fax: 816-561-3107
Montana
30 West 14th Street, #301 Helena, MT 59601 Office: 1-866-295-7278 Fax: 406-441-2230
Nebraska
301 S. 13th Street, #201 Lincoln, NE 68508 Office: 1-866-389-5651 Fax: 402-323-6913
Nevada
5820 S. Eastern Ave., #190 Las Vegas, NV 89119 Office: 1-866-389-5652 Fax: 702-938-3225
New Hampshire
900 Elm Street, #702 Manchester, NH 03101 Office: 1-866-542-8168 Fax: 603-629-0066
New Jersey
Forrestal Village
101 Rockingham Row Princeton, NJ 08540 Office: 1-866-542-8165 Fax: 609-987-4634
New Mexico
535 Cerrillos Road, #A Santa Fe, NM 87501 Office: 1-866-389-5636 Fax: 505-820-2889
New York
780 Third Avenue, 33rd Floor New York, NY 10017
Office: 1-866-227-7442
Fax: 212-644-6390
New York—Albany
One Commerce Plaza, #706 Albany, NY 12260
Office: 1-866-542-8166
Fax: 518-434-6949
North Carolina
1511 Sunday Drive, #312 Raleigh, NC 27607 Office: 1-866-389-5650 Fax: 919-755-9684
North Dakota
107 West Main Avenue, #125 Bismarck, ND 58501
Office: 1-866-554-5388
Fax: 701-221-2242
Ohio
17 South High Street, #800 Columbus, OH 43215 Office: 1-866-389-5653 Fax: 614-224-9801
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Oklahoma
126 North Bryant Avenue Edmond, OK 73034 Office: 1-866-295-7277 Fax: 405-844-7772
Oregon
9200 SE Sunnybrook Blvd., # 410 Clackamas, OR 97015
Office: 1-866-554-5360
Fax: 503-652-9933
Pennsylvania
1650 Market Street, #675 Philadelphia, PA 19103 Office: 1-866-389-5654 Fax: 215-665-8529
Pennsylvania–Harrisburg
30 N. 3rd Street, #750 Harrisburg, PA 17101 Office: 1-866-389-5654 Fax: 717-236-4078
Puerto Rico
654 Munoz Rivera Ave., #901 San Juan, PR 00918
Office: 1-866-542-8169
Fax: 787-754-2211
Rhode Island
10 Orms Street, #200 Providence, RI 02904 Office: 1-866-542-8170 Fax: 401-272-0876
South Carolina
1201 Main Street, #1280 Columbia, SC 29201 Office: 1-866-389-5655 Fax: 803-251-4379
South Dakota
5101 S. Nevada Street, #150 Sioux Falls, SD 57108 Office: 1-866-542-8172 Fax: 605-361-2323
Tennessee
150 4th Avenue North, #180 Nashville, TN 37219
Office: 1-866-295-7274
Fax: 615-313-8414
Texas—Austin
98 San Jacinto Blvd., #750 Austin, TX 78701
Office: 1-866-227-7443 Fax: 512-480-9799
Texas–Dallas
8144 Walnut Hill Lane, #700 Dallas, TX 75231
Office: 1-866-554-5377
Fax: 214-265-4061
Texas—Houston
2323 South Shepherd, #1100 Houston, TX 77019
Office: 1-866-227-7443
Fax: 832-325-2213
Utah
6975 Union Park Center, #320 Midvale, UT 84047
Office: 1-866-448-3616
Fax: 801-561-2209
Vermont
199 Main Street, #225 Burlington, VT 05401 Office: 1-866-227-7451 Fax: 802-651-9805
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Virgin Islands—Christensted
4093 Diamond Ruby Ste 6 Christiansted, VI 00820 Office: 1-866-389-5633 Fax: 340-692-2544
Virgin Islands–St. Thomas
210-3A Altona
St. Thomas, VI 00802 Office: 1-866-389-5633 Fax: 340-692-2544
Virginia
707 East Main Street, #910 Richmond, VA 23219 Office: 1-866-542-8164 Fax: 804-819-1923
Washington
9750 Third Avenue NE, #450 Seattle, WA 98115
Office: 1-866-227-7457
Fax: 206-517-9350
West Virginia
300 Summers Street, #400 Charleston, WV 25301 Office: 1-866-227-7458 Fax: 304-344-4633
Wisconsin
222 West Washington Ave., #600 Madison, WI 53703
Office: 1-866-448-3611
Fax: 608-251-7612
Wyoming
2020 Carey Avenue, Mezzanine Cheyenne, WY 82001
Office: 1-866-663-3290
Fax: 307-634-3808
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Officer Installation C
The following is a suggested Installation Ceremony for AARP chap- ters. It includes a charge to all chapter members as well as the official “swearing in” of the officers themselves. Please adapt this installation as you see fit.
“I am honored and pleased to meet with you today. This is a great day for Chapter ___________________________. It is a new beginning for this chapter and for each and every member.
This is especially true for these leaders whom you have selected to serve you as officers, directors, and committee chairpersons for the coming year.
As we install them into office, let us use this occasion to assess what we have accomplished for ourselves and for others, and what we have yet to accomplish. Let not only these chosen leaders but each and every member renew his or her resolve and dedication to carry out and further the goals and purposes of this chapter and of AARP.
Each of you who assume office has a significant responsibility, and we are deeply impressed by your dedication and loyalty. We are proud of each of you.
We realize that you will be called upon to make many decisions. With your abilities, and with the support of your fellow chapter members, you can proceed with confidence and pride.
You will also be called upon to give your time, your talents, and a part of yourselves to this new position. But remember the AARP motto: “To serve, not to be served.” The greatest gift to one’s self is service
to others. May you find the patience, wisdom, and the charity to do so. And may you find strength in the knowledge that those you serve support you and wish you well.
On this important occasion in the history of this chapter, I should like to say a few words of thanks for a job well done to your outgoing officers...
Please stand and state your name and position.
You have spent the past year or more in unselfish dedication to this
chapter and to AARP. You have volunteered many hours conducting
meetings, filing reports, keeping records, and performing the many tasks, large and small, that have resulted in the growth and quality the
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Appendix C
94
chapter enjoys today. From your chapter members, the state office and the National Association, many, many thanks, indeed.
(Lead Applause)
At this time it is my pleasure to install the officers and directors you have chosen to guide you. They have generously accepted the respon- sibility you have placed upon them.
But you too, have a responsibility. Each of you must cooperate with your officers. When called upon to assist, respond willingly. In so doing, you will be helping your leadership in its demanding tasks.
Will all new officers, directors, and committee chairpersons, and members of the nominating committee please come forward?
Please state your name and position.
Raise your right hand. I will read your oath and at the end I will ask that if you accept the conditions of the oath that you respond by saying, ‘I will.’
(Official Installation)
I sincerely declare that I am willing to accept the place of service for which I have been selected.
I further declare that I will, to the best of my ability, perform the duties pertaining thereto.
I will comply with the bylaws, rules, and regulations of AARP and this chapter.
I will at all times, and on all occasions, earnestly endeavor to promote with dignity all worthy causes being promoted by this chapter and AARP, and I will never use my office for personal promotion or mate- rial gain. I shall give myself in unselfish service to the chapter and its members as the need becomes evident, and as my ability and oppor- tunity permit.
If you accept this post—please respond by saying, ‘I will.’
In my capacity as (use installer’s title here) an appointed representa- tive of AARP, it is my privilege to declare that each of you is here and now duly installed in your office.
For your willingness to accept your important assignments and to be of service, I am sure that all here join me in saying congratulations.
Thank you.” (Lead applause.)
AARP Chapter Logo Guidelines
The AARP Chapters are very important to AARP, and we thank you for all you do to strengthen your community and help people live their best life. Whether you have been an organized Chapter for years, or this is your first affiliation, AARP is proud to have you as one of our community faces for AARP’s mission and vision.
AARP has a long history of service to people 50+ and their families, and recognizes the profound contribution you make as an AARP Chapter. This guide is designed to help you communicate the AARP brand and represent our shared commitment to service.
Why Brand?
An organization’s brand is in many ways its most powerful asset.
The brand is, essentially, the promise an organization makes, and is the basis for the relationship it has with its audience. For the AARP brand, one of our most critical assets is the level of trust people place in our brand. We are a nonprofit, nonpartisan organization commit- ted to helping people 50+ live their best life. Our founder, Ethel
Percy Andrus, established AARP back in 1958 as a way to help retired Americans live with dignity, independence and purpose. And while today the concept of “retirement” may be very different, people 50+ are seeking to grow, learn and discover, no matter their age. We want them to turn to AARP—as generations before them have—to help them achieve their best life.
As one of our community “faces,” AARP Chapters can help express the essence of the AARP brand, and this guide will help you understand and communicate what we call our “brand voice.” Yes, brand voice may be a term of art you have not heard before, but if you think about it, it makes sense. Every brand has a personality—consider some of your favorite brands and what kind of personality they have. Your favorite fast food restaurant, for instance, serves burgers and fries but that is only the functional aspect of its brand. Emotionally—which is where it counts—the establishment creates relevance and relation- ships with consumers by adopting a “family and fun” personality. It
is that personality that dictates its brand voice and how it shows up in the marketplace. Even though we are not a for-profit company, the AARP brand does have a brand voice, and speaking with a common voice makes everything AARP does more powerful and effective. It unifies our organization, motivates our wonderful volunteers like
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you, and engages our members. Through clarity and consistency we can make sure people truly understand who we are and what we do. These guidelines are designed to help you express that voice and make AARP even stronger in your community. Given that everything we do is an extension of our brand voice, we are always considering how any work or affiliation might further our mission and vision, and better connect with our members and the community. These tools will arm you with the same information we use at the state offices and National Office.
AARP Positioning
As a diverse community of members, AARP creates opportunities and drives social change to help people overcome challenges, achieve goals, pursue dreams and live their best life.
Our Personality
We’re an organization of people as well as programs. And, not surprisingly, we have a distinctive personality. Six traits sum up that “personality”:
Trustworthy
We explain, we inform, we put things clearly, we back it up with facts, we tell it like it is, we’re honest and transparent.
Caring
We live the compassion and warmth of our founder, Dr. Ethel Percy Andrus. We focus on helping people and the communities in which they live. We address people’s real needs, we’re empathetic, we are here to help, we sympathize, but we avoid being preachy or condescending.
Courageous
We stick to our principles, we’re not afraid of challenging the status quo, we fight for our beliefs, we don’t give up.
Engaging
We listen, we learn, we include, we inspire, we bring others along, we set the example, when we’re called upon we lead.
Energetic
We act with passion, enthusiasm and optimism, we help create momentum and help people seize opportunities.We get things done.
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Visionary
We anticipate people’s future needs by looking beyond the horizon. We bring fresh ideas and new concepts, we innovate, and we see things others can’t see yet.
Mission
AARP is dedicated to enhancing the quality of life for all as we age. We lead positive and social change and deliver value to members through information, advocacy and service.
Vision
A society in which everyone ages with dignity and purpose, and in which AARP helps people fulfill their goals and dreams.
The Relationship with Chapters
Since 1958, AARP has owned and used the AARP trademarks and service marks for a number of goods and services including those directed primarily to people over 50 years of age. AARP has registered these marks (including the AARP name) with the United States Patent and Trademark Office. These guidelines are intended to assist AARP Chapters and members in their appropriate use of the AARP name in a manner that complies with AARP’s policies, brand identity objec- tives, the AARP Chapter Trademark Policy, and provide some visual consistency across all Chapters. Protection of the AARP name and logo (“AARP Trademark”) ensure appropriate usage that increases brand value and aligns actions with AARP’s mission and goals.
AARP Chapters are separately incorporated entities that further
the AARP mission of enhancing the quality of life for all as we age. Chapters play a vital role as they constitute a large pool of members that support this mission at a grassroots level. Because they are chartered entities of AARP, Chapters are permitted to use the AARP Trademark as part of their corporate name by using these guidelines.
Protection of the AARP brand is a shared responsibility that keeps
our voice and actions true for those 50+. Inconsistent or inaccurate usage of the AARP Trademark by Chapters weakens the brand iden- tity, causes consumer confusion, and endangers the legal protections afforded to AARP Trademarks. Everyone plays a vital role in protecting our brand, and we welcome your efforts in extending and expressing our brand on a local level.
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Chapters form a unique relationship opportunity for members, communities and AARP to connect on a personal level. It is important to make sure that the brand and activities associated with the brand enhance the direction of the overall identity, mission and vision.
Names Are Important
How you address yourselves to the outside world helps create a link to AARP National. To eliminate confusion, you should use the configura- tions below to align with all our community partners. You can use any typeface that is legible, but we find for greater legibility, using a Serif typeface such as Times Roman helps in cases of print, while websites and digital sites tend to use a San Serif (like Arial). Using uppercase and lowercase letters also helps with readability and provides consis- tency. Two versions are shown.
Domain Names
When registering a Chapter for a website domain, use the configura- tion below for the domain name:
[Official Name] AARP Chapter [Official Number]
example: www.DeerwoodAARPChapter#4343.org or www.DeerwoodAARPChapter.org
[Official Name] AARP Chapter [Official Number]
example: Deerwood AARP Chapter #4343
AARP Chapter [Official Number] [Official Name]
example: AARP Chapter #4343 Deerwood
At A Glance
Recommended Font: Times Roman or similar
Capital and Lowercase Letters
Colors PMS 485 Red
(93 Magenta 95 Yellow)
(213 R 43 G 30 B) Black
or White
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How We’re Related
Use the Trademark with the descriptor text that identifies the legal relationship and shows the link between the Chapter and the National Office. The easiest application would be to use the logo+descriptor text as a footnote on materials such as websites and newsletters to clearly explain the relationship.
Logo+Chapter=Success
Linking the AARP logo to the Chapter name enhances our relation- ship in the local community. It connects AARP with a community of citizens and strengthens the Chapter with the reach and successes of a national organization. When using the logo with the Chapter name, we want to respect the unique “flavor” of the Chapter while realizing the strength of a national brand. Using these space and sizing rela- tionships will meet both our objectives.
The AARP logo should be sized 75% of the cap height of the Chapter name type and have a clear space equal to at least 2 returns. When possible, the treatment should be printed in PMS 485 (red)—see page 98 for specific color mixes—but can also be done in all black or all white. For the strength of the overall brand, the logo should not be used in any other color.
Proportion and Minimum Spacing
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Correct Applications
Everyone Wave
The wave graphic is used in many AARP communications and allows for easy placement on some pieces. It is most successful when used as a corner element that identifies the national relationship, but does not restrict the local voice.
Since it is a minor element of any communication, its size should not dominate the page, but it should be used as a support element to anchor the communication.
It can be done in red or black as shown below.
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The Chapter Store
Chapters can continue to purchase AARP Chapter merchandise mate- rials through the AARP store (www.aarpstore.org). These products use the AARP logo in conjunction with the “Chapters” sub brand. Low quantities of popular items can be ordered at a reasonable unit cost.
If you choose to have other items produced that include the AARP logo mark, use the proportions on page 99 to have artwork created. Because we are always interested in how Chapters engage with the community, it would be helpful for us to see how these items work for your events.
Examples of items we have found successful:
- Hats
- Shirts
- Coffee Mugs
- Bags
- Pens
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Our Outside Voice
Talking to folks is what we do. When we communicate with members or those 50+ generally, either through print or online, we want to speak with a single voice, so that we don’t confuse our audience. We also want to make sure that the Chapter voice comes through on all communications, so the AARP Trademark should not be the larg-
est item on the page. It is important that your voice shine in these interactions.
Below are just a few examples of applying the AARP brand in ways that allow for closer connection to the AARP mission, while maintain- ing the local flavor.
Correct Applications
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Friends and Other Relations
To avoid relationship confusion, the AARP Trademark should not be given to any other organization.
Correct Applications
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Terms You May Need
Glossary of Terms
EPS (encapsulated post script file)
Used primarily for professional reproduction in all print applications, files can be enlarged and reduced without loss of quality. These files cannot be opened without appropriate illustration software but can be placed as a picture within Word or PowerPoint.
JPG (joint photographic experts group)
A photographic file used for online application, such as a website. It cannot be used larger than 100% without loss of resolution and may not look “crisp” when professionally printed. Images can be place as pictures within Word or PowerPoint. They often open for viewing using a standard picture viewer.
PNG (portable network graphics)
Similar to a JPG, this format works well with PC-based documents such as Word. It tends to print “crisper” and format better in elec- tronic documents.
Electronic Format
Any file that can be attached to an email or sent to a third party via the Internet.
PDF (portable document format)
A document created by using Adobe software that converts a series of pages into a transferable format that can be opened by any computer, using an Adobe reader. Documents can be as simple as a two-sided sheet of paper or as complex as multi-page books. Some formats of PDF documents are created specifically for professional printers. Not all PDF documents are formatted in this manner, especially those attached to websites.
Please check with your Chapter president for electronic versions of the AARP logos. They are available in EPS, (professional printing), JPG (website), and PNG (Microsoft® Word or Office) format.
AARP Trademark
The “AARP Trademark” refers to the AARP name and/or logo.
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Frequently Asked Questions
We want to make sure AARP Chapters have all the information they need to help strengthen their communities and deliver real value for their Chapter members. Sometimes questions arise that may not be addressed in the materials AARP provides to its Chapters. Following are some answers to some frequently asked questions. We hope they help.
We like to take advantage of group discounts for our Chapter members. Is it OK for us to arrange these discounts with compa- nies and other organizations?
Your Chapter can deliver real value (along with a lot of fun!) for its members by taking advantage of group discounts. We understand many Chapters use group discounts on everything from cruises to movie matinees. These arrangements are fine as long as:
It is clear that this is a one-time or occasional event made possible by your Chapter and does not appear to be an AARP-endorsed discount.
Any materials you use to promote the event or opportunity do not showcase the commercial entity or appear to be endorsing or promot- ing that entity. It’s the event you’re promoting, not the company.
Can Chapters get involved in local politics and mobilize people in our community to support a candidate?
No. AARP is a nonpartisan organization and as long as you align your- self with AARP, your Chapter is not permitted to support or endorse
a specific candidate. However, your Chapter members can make a big difference by mobilizing people to get educated on the issues and vote.
We want to do a drawing as a sweepstakes for fun at our next event. Is there anything special we need to know or do? Are there special rules we need to be aware of?
Contest and sweepstakes can be considered a lot of fun but may be tricky for a lot of reasons. There are several applicable laws that are different from state to state. So be sure to check with your state before conducting a sweepstakes or contest to be sure you are complying with all state laws.
We get approached by a lot of other organizations in our commu- nity to partner on activities or events. Is it OK for us to partner with
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these groups and is it OK for the AARP logo to appear right next to another organization’s logo?
At the national level, AARP creates relationships with a variety of commercial and non-profit organizations, so it needs to be clear that it is your Chapter involved in the community alliance, not AARP. The AARP logo can never appear next to another organization’s logo to make sure there is no confusion about the alliance.
Your agreement with our Chapter says you want us to send you samples of our materials as part of Information Sharing and Quality Control. What exactly do you need to see and how often do we need to send these materials to you?
AARP is interested in what you are doing in your community and how you are delivering value for your members. The materials help us understand this better and it also helps us ensure that Chapters are following the brand guidelines. You are NOT required to submit materials for approval. While we will not be reviewing and approving materials on a regular basis, we may contact you if we see something that needs to be corrected or executed differently in the future.
In an effort to make this request easy for you, you can send us mate- rials however it works best for you. For instance, you can add the Office of Volunteerism and Service to your mailing or email distribu- tion list whenever you send materials to everyone else. The Office of Volunteerism and Service mailing and email addresses are
AARP Office of Volunteerism and Service 601 E Street, NW
Washington, DC 20049
ATTN: Chapter Office
email: chapters@aarp.org
Or you can submit a sample set of materials at the end of the year when you submit information for your AARP Census & Activity Report. Sample materials include newsletters, flyers, posters, etc., and one or two of each (depending on the materials you create) will be fine. If your Chapter has a website, please make sure to list the URL on your AARP Census & Activity Report.
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