Section 2.0: District Director

This section will be updated by Henri/District Manager Committee—because of bylaw changes at October BOD meeting.

The district director, a member of the APICS Board of Directors, is nominated by the respective District Nominating Committee.

The district director’s primary function is to be a member of the board, and, as a member of the board, the district director provides recommendations and philosophical direction during the development of policies, procedures, and educational offerings to ensure they enhance the profession of operations management.

The district director also assists the district manager in the development and implementation of strategic initiatives and promotes effective two-way communications.

Section 2.1: Roles and Responsibilities

1. Establish and maintain adequate two-way communications within the district.

2. Develop strategies to improve service to customers, members, chapters, and districts.

3. Recruit new APICS members.

4. Communicate board activities to the district.

5. Attend district meetings.

Section 2.2: Qualifications

Required Qualifications

1. The candidate must be a voting member of the association (APICS member).

2. The candidate must have six of the nine preferred qualifications, which follow.

Preferred Qualifications

1. Minimum of a four-year college degree or equivalent work experience (8 to 10 years of related managerial experience in the industry)

2. Professional certification

3. Documented experience in operations management

4. Six years of managerial experience, including at least five years in a position of cross-functional responsibilities

5. Demonstrated ability to work in a team environment

6. Effective conflict resolution skills

7. Experience with financial management and budgeting

8. Experience with strategic planning and policy creation

9. Three years of service to the APICS association (e.g., as district manager, district staff, or ad hoc committee team leader or member)

Section 2.3: Vacancies

Vacancies are filled as described in the APICS Bylaws, Article XIII.A.4.a.

Section 2.4: Approximate Time Commitment

Activity	Work Days	Weekend Days	Total Per Year
APICS Board of Directors meetings (approx. 4)	4	4	8
Conference	2	1	3
Board committee meetings (approx. 4)	4	4	8
District meetings (approx. 4)	4	4	8
Meeting preparation, communication, and documentation (average 16 hours a month)	7	17	24

Section 3.0: District Director Nominating Guidelines

To establish a uniform set of guidelines for conducting a District Nominating Committee meeting for the selection of district director candidates, the following procedure has been developed:

1. The chair of the District Nominating Committee will be appointed by the current district manager and will not have a vote. The chair will solicit candidates by contacting, in writing, each chapter president before the district nominating meeting.

2. In the event the current district manager is a candidate for the district director, the chapter presidents will select the chair for the District Nominating Committee.

3. Candidates will complete an application for association office and provide all required information.

4. The District Nominating Committee will consist of one representative from each chapter within the district. Any chapter representative who cannot attend may submit a written absentee ballot to the chair, who will submit the proxies as requested.

5. Each candidate will be given the opportunity to address the committee, with an allocated time limit of five minutes. If a mail ballot procedure is used, each candidate may submit a letter of not more than one page to the District Nominating Committee in support of his or her candidacy.

6. Candidates will be asked to leave the room during the voting process.

7. Each chapter representative will be allowed three minutes per round to present positive comments about the candidate.

8. At the conclusion of each round of discussion, a vote will be taken by secret ballot. Ballots will be collected and counted by two tellers appointed by the chair. The chair will supervise the counting of the ballots.

9. A candidate will be designated the winner when he or she receives a majority (51 percent) of the votes.

10. Each district has the final say in finding its own candidate. It will be the responsibility of the District Nominating Committee to review candidate qualifications and make the ultimate determination on the candidate’s eligibility.

11. Candidates for the office of district director shall be elected by their respective District Nominating Committees on or before September 15.

Section 4.0: District Manager

Changes to come from Henri/District Manager Committee as a result of the October 2008 BOD meeting. Henri to supply District Meeting Reporting form for appendices.

The district manager is nominated by the chapters of the district and elected by the District Nominating Committee of that district. The district manager term shall be a two-year term; the district manager may be reelected to a second term.

The district manager provides support and guidance to enable chapters to meet the chapter minimum standards in promoting the objectives of the association.

The district manager is supported by a volunteer district support staff that assists with the development and implementation of chapter management training and two-way communications.

Section 4.1: Roles and Responsibilities

1. Serve on the District Manager Committee.

2. Establish a recruitment or succession plan for the district.

3. Ensure all chapters comply with, and submit, Chapter Minimum Standards (CMS) annually.

a. Actively lead revitalization efforts for chapters not meeting CMS.

4. Develop and implement chapter training and two-way communications.

5. Support chapter presidents in the district and facilitate chapter development.

a. Encourage 100 percent chapter participation in the Chapter Benchmarking and Reporting (C-BAR) program.

6. Manage district activities within the approved district budget.

7. Promote membership and sales of products and services.

8. Maintain and supply list of district staff members to the APICS corporate office.

9. Complete the District Meeting Reporting form within two weeks following the district meeting.

10. Communicate, and follow up on, all recommendations received from district chapters.

Section 4.2: Qualifications

Required Qualifications

1. The candidate must be a voting member of the association (APICS member).

2. The candidate must have five of the nine preferred qualifications, which follow.

Preferred Qualifications

1. Minimum of a four-year college degree or equivalent work experience (6 to 8 years of related managerial experience in the industry)

2. Professional certification

3. Documented experience in operations management

4. Four years of managerial experience, including at least two years in a position of cross-functional responsibilities

5. Demonstrated ability to work in a team environment

6. Effective conflict resolution skills

7. Experience with financial management and budgeting

8. Experience with strategic planning and policy creation

9. Two years of service to APICS (e.g., as district staff, chapter president, or ad hoc committee team leader or member).

Section 4.3: Removal

At a regular or special district meeting, a district manager may be removed for cause, or without cause, by a two-thirds vote of the chapter presidents of the district. A vote for removal for cause shall not be taken until after the district manager has been given advance written notice of the reasons for the removal and an opportunity to be present and heard at the district meeting at which such matters will be considered.

Section 4.4: Approximate Time Commitment

Activity	Work Days	Weekend Days	Total Per Year
Conference	2	1	3
District Manager Committee meetings (approx. 4)	2	2	4
District meetings (approx. 4)	4	4	8
Chapter visits (approx. 6)	6	6	12
Meeting preparation, communication, and documentation (average 16 hours a month)	7	17	24

Section 5.0: District Manager Nominating Guidelines

To establish a uniform set of guidelines for conducting a District Nominating Committee meeting for the selection of district manager candidates, the following procedure has been developed:

If the current district manager is a candidate for district manager, then the chapter presidents will select the chair for the District Nominating Committee.

2. Candidates must complete an application for district manager office as distributed by the District Manager Committee.

3. The District Nominating Committee will consist of one representative from each chapter within the district. Any chapter representative who cannot attend may submit a written absentee ballot to the chair, who will submit the proxies as requested.

4. Each candidate will be given the opportunity to address the committee, with an allocated time limit of five minutes. If a mail ballot procedure is used, each candidate may submit a letter of not more than one page to the nominating committee in support of his or her candidacy.

5. Candidates will be asked to leave the room during the voting process.

6. Each chapter representative will be allowed three minutes per round to present positive comments about the candidate.

7. At the conclusion of each round of discussion, a vote will be taken by secret ballot. Ballots will be collected and counted by two tellers appointed by the chair. The chair will supervise the counting of the ballots.

8. A candidate will be designated the winner when he or she receives a majority (51 percent) of the votes.

9. Each district has the final say in finding its own candidate. It will be the responsibility of the District Nominating Committee to review candidate qualifications and make the ultimate determination on the candidate’s eligibility.

10. Candidates for the office of district manager shall be elected by their respective District Nominating Committees on or before September 15.

Section 6.0: District Support Staff

Section 6.1: Scope and Purpose

The district support staff assists the district manager with providing chapter management training, recommending administrative techniques, promoting interchapter communications, enhancing association communications, and delivering other methods that will foster chapter educational programs and growth.

Section 6.2: Financial Support

The district support staff is funded by the association as a part of the district budget prepared by the District Manager Committee and approved by the APICS Board of Directors.

Section 6.3: Suggested Composition of District Support Staff

The district support staff may be elected by the chapters or appointed by the district manager. The following is a suggested list of district support staff roles.

Assistant District Manager

§ Perform duties of the district manager, as required.

§ Handle facility arrangements at district meetings.

§ Coordinate with district manager and other district staff.

§ Perform other duties, as assigned by the district manager.

§ Monitor chapters.

§ Assist troubled chapters.

Finance Director (Secretary/Treasurer)

§ Record and publish minutes of district meetings.

§ Monitor district meeting expenses.

§ Distribute district meeting notices.

§ Manage communications with the chapters.

§ Coordinate chapter financial management training.

§ Maintain records of the district.

§ Coordinate and assist chapters in preparing IRS tax-exempt application and the annual submission of IRS Form 990.

Education and Research Director

§ Advise chapters of association educational opportunities.

§ Encourage participation in certification programs.

§ Coordinate the formation of student chapters.

§ Coordinate the scheduling of chapter seminars within the district.

§ Coordinate chapter training in educational programs and activities.

§ Coordinate with the academic liaison.

Public Relations Director

§ Coordinate chapter training in communications and public relations techniques.

§ Maintain records on chapter newsletters and Web sites.

§ Publish and distribute the district newsletter and manage district Web site.

§ Coordinate the district hospitality suite at the APICS International Conference & Expo.

Chapter Management and Awards Director

§ Establish programs to strengthen chapter management.

§ Coordinate workshops to aid chapter officers.

§ Advise chapters on Chapter Benchmarking and Reporting (C-BAR) and Chapter Minimum Standards (CMS).

§ Coordinate the submission and selection of district student paper and case competition entries.

§ Coordinate and maintain records of chapter participation in association awards program.

§ Conduct district awards program.

§ Coordinate officer training in chapter management and awards activities.

Membership Director

§ Coordinate chapter training in membership recruiting and retention activities.

§ Maintain and report membership statistics.

§ Evaluate potential for new chapters and maintain liaison with potential organizers.

Section 6.4: Communication

The district support staff is required to perform the following:

§ Maintain communication with the chapter presidents, appropriate chapter officers (depending on particular function), other district staff members, district field staff, and APICS corporate office regularly via mail, telephone, e-mail, Web site, APICS Learning Communities, or district newsletters.

§ Publish and distribute complete, accurate, and timely district meeting minutes to all district staff members, chapter presidents, and meeting attendees.

§ Ensure responsiveness to chapter questions, problems, and needs.

Section 7.0: District Meetings

Section 7.3.5 to be rewritten by Henri. If Goods and Services Expense form is required, Henri to supply—it is mentioned it 7.3.5.

Section 7.1: Scope

To provide interchapter communications, training in administration techniques, association communications, and fellowship.

Section 7.2: Objectives

The objectives of a district meeting are to strengthen chapter educational activities, train in chapter management techniques, provide opportunities for an improved association and chapters relationship, support chapter legal and financial obligations, and support and measure chapter administration requirements (e.g., IRS Form 990, SEFs).

1. District meeting objectives for the following year must be planned before the end of the year.

2. Specific objectives should be established in a simple format (e.g., educational activity goals, membership goals, meeting locations, meeting dates, and meeting structures).

3. Proposed meeting dates must be coordinated with the responsible association staff member to avoid conflict with other annual association events.

4. A budget must be generated to support the district’s objectives for the coming year.

5. Because selection may affect meeting attendance, the site selected should optimize lodging, travel, and meal costs.

Section 7.3: District Meeting Procedure

1. An agenda must be prepared at least 30 days in advance and distributed before the meeting.

2. Because meeting time is limited, written chapter reports are more effective. Each report should contain a summary of the chapter’s activities, with adequate copies provided for meeting attendees.

3. Workshops included in the district meeting should focus on topics relevant to chapter officers (e.g., finance, membership, or education) or issues such as tax-exempt status or certification courses. Typically, workshops are coordinated by the district managers and conducted by an appropriate chapter officer or district staff member.

4. Finalized dates and sites of district meetings are provided to the APICS corporate office, which maintains a calendar of all district meetings that is distributed to the APICS Board of Directors and APICS staff.

5. To facilitate the establishment of master accounts at hotels for district meetings, an APICS Credit Reference sheet is provided as an appendix to this manual. The district manager provides pertinent information regarding local credit references and the contact person’s name and address. Hotels or other vendors must send the bill to the designated district contact person, NOT to the APICS corporate office. When the district contact person receives the bill, it is sent to the district manager for approval. The approved invoice, attached to a completed and signed APICS Goods and Services Expense Report form, is forwarded to the APICS corporate office for processing. Outside services may be paid directly by APICS. [#5 needs to be reviewed, reworded.]

Section 7.4: Hospitality Session

A district meeting should provide an opportunity for officers and attendees to participate in networking and idea exchanges in a separate session in the form of a hospitality suite, a luncheon (usually hosted by the district manager), or both. Expenses incurred for meal functions must be supported by a list of the attendees.

Section 8.0: District Activities

Henri to write/provide copy for the Chapter Visits (Section 8.2).

Section 8.1: District Newsletters/Web Sites

1. Each district should maintain a district Web site or publish a district newsletter, with frequency to be determined by the district manager.

2. Total annual cost of publishing a district newsletter and/or district directory must be budgeted according to Schedule A. (See appendices.)

3. Distribution of the newsletter will be limited to

§ APICS Board of Directors

§ District support staff

§ District chapter officers

§ District field staff

§ APICS corporate office staff.

4. Publications should cover items of interest to district field staff and volunteers. The following are typical subjects:

§ Next district meeting

§ Successful chapter activities

§ Chapter and association calendar of events.

Section 8.2: Chapter Visits

1. Special reports from the APICS Board of Directors

2. Reports of district accomplishments [e.g., new chapter(s), IRS status, speaker experience form status, chapter management seminars]

a. The district manager or a district support staff member may visit each chapter within the district once each year.

NOTE: Certain districts, because of geographic location, can cost-effectively support more than one chapter visit per year. The district manager should coordinate this activity with the responsible leadership team member and budget accordingly.

b. Chapters having problems that threaten their viability can be visited more often by the district manager or a district support staff member.

Section 8.3: Train the Trainer

The districts may conduct APICS Train the Trainer programs each year, budget permitting.

Section 8.4: Cross-Pollination Visit

New (first-year) incoming district managers are encouraged to visit another district's district meeting, preferably that of a second-year district manager, for the purpose of gaining insight into the practices and methods used by others. The new district manager can make only one such visit, with funding included within the traveling district manager’s budget as a cost item called “cross-pollination visit.”

Section 9.0: District Annual Transition Management Meeting

The district annual transition/planning meeting should be conducted during the last quarter of the year and attended by the incoming and outgoing district staff to maintain a consistent and positive change in leadership. Typically, this meeting should only be held when a new district manager starts his or her first term in the subsequent year. An exception may be if the staff had a major turnover from one year to the next.

Section 9.1: Procedure

1. All outgoing district officers collect, sort, and screen information for the incoming district staff.

2. The district support staff transition meeting is conducted at a central location and should include the following:

§ The outgoing district manager explains the procedure for the transfer of information and the training of incoming district support staff.

§ Each outgoing staff member meets with the counterpart incoming staff member, explains the duties of the office, and discusses the subject material transferred to the incoming staff member at least two weeks before the meeting. A job description should be included in the transferred material. Emphasis should be given to material critical to specific job performance.

3. The following items are available for download via the CBOX section of the APICS Web site or via APICS Customer Support:

§ Chapter Resources Catalog (Stock #82032)

§ ABCs of Parliamentary Procedures (Stock #01072)

§ APICS Bylaws

§ APICS Board Operating Procedures

§ APICS Administrative Procedures

§ APICS District and Chapter Handbook

§ APICS Committee Handbook

§ C-BAR Handbook

§ C-BAR Excel Workbook (Chapters)

§ C-BAR Excel Workbook (District Summary)

§ Student Chapter Management Program Manual

§ Chapter Leadership Handbooks (e.g., Membership, Finance/Treasurer)

If materials are not available or transferred, they may be requested from the Chapter Relations Department at the APICS corporate office.

Section 12.0: New Chapter Development and Funding

Henri will confirm if the information about the Chapter Development Handbook is correct.

Section 12.1: New Chapter Funding

The association will grant funds to a new chapter at the time its approved charter application is received at the APICS corporate office, provided that all steps indicated in the Chapter Development Handbook have been followed.

This grant is to be used for the benefit of the members of the new chapter.

The district manager and/or a district support staff member, after completion of the initial survey form, can visit the site of a potential chapter to aid in chapter organization. Such visits will be limited to three per site per year.

The district manager, or a district support staff member, can make one additional visit to a newly chartered chapter if the visit takes place within the first six months after the chapter charter presentation.

Section 12.2: Installation of Chapter Officers

The district manager, a district support staff member, or the district director should accept invitations to install chapter officers. The costs for chapter installations not conducted as regular chapter professional development meetings are the responsibility of the chapter.

The district manager and one district support staff member can attend a charter presentation at association expense; this must be budgeted by the district manager and approved by the APICS Board of Directors.

Examples of phrasing, formats, and procedures on pages 12-2, 3 of this handbook are to be used as guides in the installation of officers of the local chapters.

Section 12.3: Logistical Arrangements

Space should be provided at, or near, the head table for the installation ceremonies. Each director or chapter officer may be called to the front of the room for individual installation.

The directors should be installed first, with the chapter officers following. The president should be the last person installed.

For purposes of picture taking and general recognition, it is suggested that, as the various officers are called to the front and installed, they are arranged so that the president stands in the middle, flanked by other officers.

Section 12.4: Organization Structure

The chapter organization usually consists of the following officers:

§ President

§ Executive Vice President

§ Secretary

§ Treasurer

§ Director (or Chair) of Programs

§ Director (or Chair) of Membership

§ Director (or Chair) of Arrangements

§ Director (or Chair) of Education and Research

§ Director (or Chair) of Public Relations

Each of these officers should be individually assigned specific responsibilities.

Section 12.5: Installing Officer

When possible, the chapter should have the district manager, a district support staff member, or the district director conduct the installation.

If the district manager, district director, or district support staff member is unavailable, the installing officer may be a past president of the chapter, past association officer, or past president of another area chapter.

Section 12.6: Installing Officer Responsibilities

Be certain to have the correct name of each officer (and its pronunciation) with a written or memorized list of the responsibilities being charged to each officer. If the installing officer is from out of town, this information should be prepared in advance. Ensure that the proper sequence of installation is clear to all concerned.

Responsibilities of officers can be found in the appendices of this handbook, as well as from the APICS corporate office.

The following is a suggested format for the oath of office for each chapter officer:

Director of Public Relations

(NAME), you have been elected to the office of director of public relations. This office requires you to publicize the activities of the chapter through news releases to radio, television, newspapers, on Web sites, and other communications media, and to edit and publish the chapter newsletter and Web site. Do you promise to perform these duties to the very best of your ability?

Director of Education and Research

(NAME), you have been elected to the office of director of education and research. This office requires you to determine the educational needs and interests of the chapter members. These needs must be satisfied by providing direction to the chapter’s educational programs through professional development meetings, workshops, seminars, and certification. Do you promise to perform these duties to the very best of your ability?

Director of Arrangements

(NAME), you have been elected to the office of director of arrangements. This office requires you to handle the logistical arrangements for chapter meetings and provide a hospitality group to welcome meeting attendees. You will also handle any other similar arrangements required for seminars and conferences. Do you promise to perform these duties to the very best of your ability?

Director of Membership

(NAME), you have been elected to the office of director of membership. This office requires you to promote the association and our local chapter to anyone engaged in the operations management profession. You will identify potential members and explain the advantages of belonging to the association. You will contact members who fail to attend regularly in an attempt to improve attendance. You will retain your membership at a high level during the membership renewal period. You will coordinate the activities of related committees to ensure that guests are properly registered and given identification tags, that guests are properly introduced, that the proper follow-up is made to invite guests to future meetings, and that guests are encouraged to become members of the chapter. Do you promise to perform these duties to the very best of your ability?

Director of Programs

(NAME), you have been elected to the office of director of programs. This office requires you to identify speakers and topics that are of interest to current and potential chapter members, while maintaining a high quality of subject matter and speaker presentation. Your responsibilities may also include arranging a plant tour or any other type of educational meeting that may be of interest to the chapter members. This is a critical function because educational opportunities contribute to attracting and retaining members. Do you promise to perform these duties to the very best of your ability?

Treasurer

(NAME), you have been elected to the office of treasurer. This office requires you to maintain an accurate record of all the receipts and disbursements of the chapter. It is also your responsibility to prepare a budget for approval by the board of directors and to monitor the budget to ensure the chapter is in a sound financial position. Do you promise to perform these duties to the very best of your ability?

Secretary

(NAME), you have been elected to the office of secretary. This office requires you to maintain minutes of all the board of directors meetings, distribute the minutes within a reasonable time frame, and document the history of the chapter during your term. You serve as a liaison between the chapter and district and the APICS corporate office and are responsible for maintaining proper communications. Do you promise to perform these duties to the very best of your ability?

Executive Vice President

(NAME), you have been elected to the office of executive vice president. This office requires you to coordinate the activities of the directors of programs, membership, arrangements, education and research, and public relations. You will assist the president in any way possible and be prepared to represent the office of the president in his or her absence. Do you promise to perform these duties to the very best of your ability?

President

(NAME), you have been elected to the office of president. You are the chief executive officer of, and responsible for, all activities of the chapter. You will ensure that the officers of the chapter perform their duties to the best of their ability. You are also responsible for advising the association officers of chapter activities and progress. You are charged with upholding the bylaws of the association and of the local chapter. Do you promise to perform these duties to the very best of your ability?

Section 12.7: Conclusion

When the chapter officers have been installed, the members should be reminded of the need for their total cooperation to make the chapter activities successful.

Each chapter member should be encouraged to actively participate on one of the committees to further the chapter and prepare for future leadership within APICS.

Section 13.0: Monitoring Chapters

Henri to query the DMC regarding Section 13.3, Active Intervention.

Chapters can enter a distressed condition when volunteers are unable to sustain the level of effort required to support a productive chapter. Chapters experiencing signs of distress should not be disbanded until district staff and/or association staff attempt to reengage the enthusiasm of the volunteer leadership and membership.

Section 13.1: Identification of a Distressed Chapter

Typical signs that a chapter may be in distress:

1. The chapter president becomes increasingly harder to contact.

2. No one from the chapter ever attends district meetings.

3. The chapter stops producing a monthly newsletter or Web site updates.

4. The chapter stops having regular professional development meetings.

5. Chapter activities stop or occur infrequently (certification sessions, seminars, and so forth).

6. District or association personnel start receiving an unusual number of calls from the general membership.

7. Membership declines.

8. A full board of directors does not exist (fewer than four active officers), which leaves the remaining directors to perform multiple jobs.

Section 13.2: Monitoring Frequency

The district manager and the district support staff should monitor chapters in accordance with Chapter Minimum Standards. (See Section 14 in this APICS District and Chapter Handbook.)

Section 13.3: Active Intervention

If a chapter exhibits signs of distress, the district manager should assign one or more district staff members to work with the District Manager Committee and the association staff, as necessary or appropriate.

Only when it is in the best interests of the chapter’s members and only after all appropriate techniques have been applied to revitalize the chapter should the serious step of disbanding the chapter be taken, in accordance with the procedures outlined in this APICS District and Chapter Handbook, Section 15.

Section 14.0: Minimum Standards for Maintaining a Chapter Charter

Because APICS wishes its chapters to be successful, it must measure how chapters are meeting expectations in terms of customer service throughout the association. It is in the best interest of the association to support and strengthen its chapters through a feedback mechanism that identifies struggling chapters and that requires both association and district assistance and resources.

Therefore, for APICS to achieve long-term customer satisfaction, recognition, and branding consistency, the preferred feedback mechanism is minimum chapter standards.

Chartered chapters must maintain the following standards annually. The standards fall into six categories: customer expectations, communications, professional development events, education, APICS participation, and financial responsibility.

Section 14.1 : Customer Expectations

Chartered chapters will provide the following documentation, which provides data and information relating to customer expectations and feedback:

1. A chapter must conduct a member needs survey or use other mechanisms to collect member needs at least every three years and continually demonstrate action on those needs.

2. A chapter must conduct three professional development event evaluations annually.

Section 14.2 : Communications

Chartered chapters will communicate with chapter customers in the following manner:

1. Maintain a Web site that provides up-to-date content, displays the APICS trademarked logo on the home page (with accompanying chapter name), and provides a link to the APICS Web site (www.apics.org) or an officer contact reference through the APICS Web site, with that Web site referenced on all other communication.

2. Communicate a minimum of eight times throughout the year. Examples of communication activities may include

a. Hardcopy or softcopy newsletter

b. Upcoming chapter events announcements via e-mail

c. Partnership with local media (TV, newspapers, job fairs, and so forth) to communicate chapter activities

d. Company Coordinators Program

e. Mass mailings to prospective members that introduce the chapter and its activities.

Section 14.3 : Professional Development Events

Chartered chapters will hold a minimum of three professional development events per year. Professional development events are defined as “…any activity where customers have an opportunity to meet (face to face or virtually) and present and discuss topics related to the APICS body of knowledge.” Examples of such events may include:

1. Professional development meetings to include top management

2. Plant tours

3. Online chatroom sessions

4. Webinars

5. Joint meetings with other chapters and societies.

Section 14.4 : Education

Chartered chapters will hold a minimum of two educational offerings and offer at least three educational offerings per year. These offerings may be in the form of a workshop, or online, or part-time study course formats. Examples of such offerings may include:

1. Certification (CPIM or CSCP) educational offerings

2. Noncertification educational offerings (e.g., Fundamentals)

3. Noncertification educational workshop offerings (e.g., Lean Manufacturing Workshop Series)

4. In-house education programs, as requested

5. Independent topic workshops or seminars

6. Educational offerings held in conjunction with other associations, universities, or consulting companies.

Section 14.5 : APICS Participation

Chartered chapters will provide the APICS corporate office with, or participate annually in, the following:

1. A list of chapter officers for the year; this list should be submitted as soon as possible, but no later than 60 days from the date of election of chapter officers, via My Chapter.

2. A review of chapter bylaws; changes to chapter bylaws should be submitted to APICS corporate office annually (if required).

3. A minimum of four chapter board of directors meetings per year; this includes one transition and/or orientation meeting.

4. Officer training attendance. Examples of officer training may include attendance at Leadership Institute, district meetings, or officer training sessions.

5. A minimum of one or more officers on the officers’ electronic discussion list.

Section 14.6: Financial Responsibility

Chartered chapters will provide APICS with a letter of assertion from the chapter board of directors that the chapter financial records fairly state the assets, liabilities, revenues, and expenditures of the chapter and that all required regulatory filings have been made in a timely manner.

Section 14.7 : Monitoring Process and Schedule for Minimum Chapter Standards Review

1. In July of each year, the chapter president or officer submits minimum standards materials to the district manager via the approved reporting method.

2. A chapter may collect standards data throughout the year. If standards are incomplete by July 31, the district manager will inform the chapter president of incompletion and the chapter will be considered for revitalization status.

3. Chapters that refuse to submit standards data will fall into revitalization status and may face other actions at the district manager’s discretion.

4. The district manager will review submitted data against approved chapter standards. The district manager will have 30 days from the date of chapter submission to conduct the review.

5. If the chapter meets all approved standards, only the district manager will approve compliance status and update it via the approved reporting method. The APICS corporate office and the chapter will be notified via e-mail. The district manager will document the status of all chapters and document why revitalized chapters did not make the approved standards.

6. Variant standards with supporting documentation: If a chapter did not meet the approved standards, the chapter can provide supporting documentation for such variances (based on Voice of the Customer feedback). The district manager may exempt those variant standards. (Such variances must be reviewed each year without exception.) The district manager will update information via the approved reporting method. APICS corporate office, the District Manager Committee, and the chapter will be notified no later than August 15 of each year.

7. If the chapter does not meet minimum standards, the district manager will invoke revitalization status.

8. The district manager will review submitted data against approved chapter standards. The district manager will have 30 days from the date of chapter submission to conduct the review and update via the approved reporting method. The APICS corporate office and the chapter will be notified via e-mail. The district manager will document the status of all chapters and document why revitalized chapters did not make the approved standards.

9. The District Manager Committee and chapter are notified. From the date of notification forward, the chapter will have three years to meet the required standards and must show progress annually.

10. The District Manager Committee and chapter board will determine the best course of action for revitalization.

11. If at year three, all avenues to revitalize the chapter are exhausted, standards cannot be met, and no demonstrated improvement is evident, the district manager may approve the disbandment of the chapter. At any time during the revitalization process, chapters may voluntarily disband if improvement does not seem possible.

Section 15.0: Disbandment of Regular Chapters

Henri will provide distressed chapter Checklist for the appendices.

When it’s determined that all reasonable efforts to save a distressed chapter will not yield positive results, the only course of action remaining is disbandment. This action should only be taken as a last resort and only if it is determined that the members in the affected area will be better served by APICS if disbandment occurs. A chapter will be considered a candidate for disbandment when any one of the following actions has occurred:

1. The charted chapter will provide the APICS corporate office with a yearly financial report that indicates the financial health of the chapter and the fiscal responsibility of the chapter board of directors. The report should contain at least one of the following:

a. Efforts in chapter productivity recovery, as detailed in Chapter Minimum Standards, have not been successful.

b. The chapter requests, by a two-thirds vote, to disband the chapter at a specially called meeting of the chapter officers and the district manager or designee.

c. Proper documentation along with chapter documentation has been submitted, reviewed, and approved by the district manager.

2. The affected district manager will conduct a final review of the chapter’s status and take the following action:

a. Notify, in writing, the chair of the District Manager Committee and APICS Chapter Relations that the chapter has become nonviable and disbandment is recommended.

b. The chair of the District Manager Committee will review the disbandment case with the district manager and, if useful, with members of the District Manager Committee. If disbandment of the chapter is the final recommendation, the district manager will be notified in writing, and the required materials for disbandment will be requested.

c. Following the approval to disband the chapter, the district manager will ensure that the materials listed below are sent to Chapter Relations at the APICS corporate office:

§ Completed Distressed Chapter Checklist (see appendices)

§ The chapter charter (if available)

§ All available chapter records, supplies, and assets

§ A copy of a disbandment meeting resolution statement, signed by the district manager and the remaining chapter officers (if available)

§ Written assurance that the district manager will work with the APICS secretary/treasurer to finalize financial records, including an accounting of all funds (contained on the Distressed Chapter Checklist).

3. The APICS Finance Committee, upon approval of the report, will notify the chair of the District Manager Committee that the financial records are in order. This report will include the following:

a. Verification that the Internal Revenue Service needs to be notified (chapter has tax-exempt status)

b. Verification that liabilities have been paid or that reasonable efforts will be made to pay all outstanding liabilities from existing assets

c. Verification that the remaining funds will be donated to the APICS Educational and Research Foundation or to the recipient designated in the chapter bylaws dissolution clause

d. A final written report of the chapter's finances for the APICS Finance Committee's review.

4. The chair of the District Manager Committee will notify the association and the board of directors in writing when the chapter has completed formal disbanding.

5. APICS corporate office will transfer existing members of the chapter to an appropriate chapter, as designated by the district manager, with the chapter president's assistance.

6. The APICS corporate office will notify members of the chapter's disbandment and the transfer of their membership, along with the name of a contact in the designated chapter.

7. If the chapter reactivates, it will be considered a new chapter in all respects.

Section 17.0: Affiliate Student Chapters

A student member must be registered for at least six credit hours of classes (on a semester basis) at an accredited college or university and not fully employed. Such members may not vote or hold office.

As an affiliate student chapter (ASC), the student chapter has responsibilities and prerogatives similar to the professional chapter. To maintain ASC status, the ASC must conform to the association and chapter bylaws.

1. The ASC must conform to the practices and regulations of the sponsoring educational institution.

2. The ASC may use the APICS chapter title only with the notation of “Affiliated Student Chapter.”

3. The ASC will receive all communications through its professional chapter.

4. Individual members of an ASC will pay the same total dues as other student members, as defined by the APICS Board of Directors.

5. Support by professional chapter includes the following:

a. Support the student recognition programs and case competitions.

b. Provide a position on chapter board of directors for the academic liaison or the student chapter president.

c. Assist in finding speakers/plant tours.

d. Promote student chapter activities in the monthly newsletter.

e. Attend student chapter meetings.

f. Publish student résumés in monthly newsletters at the appropriate time.

g. Invite students to sponsor chapter meetings.

h. Encourage the chapter’s development.

i. Encourage student attendance at district meetings.

6. Support by district includes the following:

a. Support the student recognition programs and case competitions.

b. Coordinate student chapter activities within the district, using an existing district staff position.

c. Apply the same travel policy for student chapter presidents to attend district meetings as for professional chapter presidents.

d. Provide a breakout session for student chapters to work together and share information during district meetings.

e. Include the faculty advisor on the mailing list to receive correspondence from the district manager.

7. Support by association includes the following:

a. Support the student recognition programs and case competitions.

b. Provide communications similar to those to professional chapters (membership list, upcoming education programs, and so forth) to ASCs via a faculty advisor or My Chapter. The district manager must provide a roster of names, addresses, telephone numbers, and e-mail addresses of faculty advisors to the APICS corporate office.

Section 18.0: Disbandment of Affiliated Student Chapters

Henri will provide Distressed ASC Checklist for appendices.

Henri has question for the DMC: what happens to the student members? Are they reassigned to another chapter?

1. An affiliate student chapter (ASC) will be considered a candidate for disbandment when one or more of the following conditions have occurred:

a. The ASC’s membership is fewer than 15 for 6 consecutive months.

b. The ASC has had little or no activity for 6 consecutive months.

c. The academic institution is unable or unwilling to support the ASC.

2. A request to disband an ASC must be submitted, in writing, to either the district manager or the chair of the District Manager Committee and from one or more of the following:

a. ASC president

b. ASC faculty advisor

c. Professional chapter president

d. District manager

e. District Manager Committee chair

3. Once a request to disband has been received, the district manager or professional chapter president will chair a meeting attended by: representatives of the ASC board of directors (if any), a representative of the academic institution, the district manager or designee, and representatives of the professional chapter board of directors. The participants at this meeting will review the disbandment procedure and attempt to develop a revitalization plan to include, but not be limited to, the following:

a. ASC officer elections.

b. An activity plan for meetings, plant tours, seminars, career days, and so forth.

c. A commitment for support from the sponsoring institution.

d. Revitalization benchmarks.

4. If revitalization is impossible, the district manager or professional chapter president will chair a meeting attended by representatives of the ASC board of directors (if any), a representative of the academic institution, the district manager or designee, and representatives of the professional chapter board of directors to ensure the following:

a. Secure a two-thirds vote of those present to approve disbandment.

b. Complete the Distressed ASC Checklist (see appendices).

c. Execute a disbandment resolution statement.

d. Secure the ASC charter, bylaws, and all available records.

5. Following the resolution to disband the ASC, the district manager will ensure that the APICS corporate office receives the following materials:

a. Meeting announcements, agendas, and minutes from the meetings

b. Completed Distressed ASC Checklist

c. Completed a disbandment resolution statement

d. ASC charter (if available)

e. ASC bylaws (if available)

f. All ASC records

g. A written report of the ASC finances, including an accounting of all funds and verification that liabilities have been paid or that reasonable efforts will be made to identify and pay all outstanding liabilities from existing assets

h. Assurance that the remaining funds have been, or will be, donated to the sponsoring university (if required), the recipient designated in the ASC bylaws dissolution clause, or to the APICS Educational and Research Foundation in the event that bylaws or a dissolution clause are not available.

6. The APICS corporate office will, within 30 days, perform the following:

a.. Verify that all documents are in order.

b. Verify that all financial matters are in order.

c. Notify the chair of the District Manager Committee of the intent to disband.

7. The APICS corporate office will provide written notification of the disbandment to the ASC president, academic advisor, professional chapter president, district manager, and chair of the District Manager Committee.

Query to DMC: What happens to the student members? Assigned to another chapter?

		San Joaquin Valley Chapter
Advancing Productivity, Innovation, and Competitive Success

Required Qualifications

Preferred Qualifications

Required Qualifications

Preferred Qualifications

Assistant District Manager

Finance Director (Secretary/Treasurer)

Education and Research Director

Public Relations Director

Chapter Management and Awards Director

Membership Director

Section 7.3.5 to be rewritten by Henri. If Goods and Services Expense form is required, Henri to supply—it is mentioned it 7.3.5.

Henri to write/provide copy for the Chapter Visits (Section 8.2).

Henri will confirm if the information about the Chapter Development Handbook is correct.

Director of Education and Research

Director of Arrangements

Director of Membership

Director of Programs

Treasurer

Secretary

Executive Vice President

President

District Meeting Reporting Form

Goods and Services Expense Report Form

Distressed Chapter Checklist

Distressed Affiliate Student Chapter Checklist