With everything chapter boards are responsible for – meeting venues, programs, membership, dues & budgets, public relations, workshops, calendars, book festivals – records management can seem the least of their worries.
Until it’s not. Until you have to know, right now, today: Who is the administrator for the Facebook account? What is the password? Our website domain is about to expire! What’s the insurance agent’s phone number? Who’s got a copy of the bylaws?
Where will you find the information you need?
In the red SinC president’s binder, which should provide a single repository for chapter records. There are five pre-printed tabs to get you started.
Organization. Behind this tab you’ll store your chapter bylaws, and a Roberts Rules of Order chart (enclosed). If you have a signed chapter charter, it goes here. Incorporation documents, if applicable.
Membership. Keep a printed record of your membership lists.
Financial. Behind this tab you’ll keep copies of budgets, treasurer’s reports, insurance documents, IRS letters regarding non-profit status, and copies of 990s if your chapter files them.
Meetings. Here you’ll keep agendas, minutes, programs, and your chapter’s event calendar. On the calendar, mark reminder dates for nominations and elections of new officers (according to the chapter bylaws), and for updating the SinC website after the elections.
Contacts. Names, phone numbers, and emails of the chapter executive board; account information (social media, website hosting, email application, domain leasing, bank), public relations contacts (radio, TV, newspapers), bookstores, libraries, meeting place.
There are five erasable index tabs, too. Here you can customize your binder’s organization. Some common topics: Public Relations, Anthology, Book Festival, Merchandise, Workshop, Speakers’ Bureau.
What does not go in the binder?
- Original copies of incorporation documents and IRS tax-exemption letters
- Members’ credit card information
- Login to PayPal accounts
- Login to online banking
It is recommended that the chapter treasurer keep a separate file with these documents.