NEW CHAPTER FORMATION GUIDE

Transcription

1 NEW CHAPTER FORMATION GUIDE sme.org

2 New Chapter Formation Guide CHAPTER FORMATION TIMELINE AND SUMMARY... 3 INTRODUCTION... 3 ADMINISTRATION... 4 RULES OF OPERATION... 4 ESTABLISHING A NEW CHAPTER... 4 DETERMINING THE POTENTIAL OF YOUR NEW CHAPTER... 5 PHASE ONE - FORMING CHAPTER... 5 PETITION... 5 OFFICERS... 5 CHAPTER SPONSOR... 6 ORGANIZATIONAL MEETING FOR THE FORMING CHAPTER... 6 SHORT-TERM OBJECTIVES... 7 LONG-TERM OBJECTIVES... 7 PHASE TWO FULL CHAPTER STATUS... 7 SME INTERNATIONAL HEADQUARTERS ASSISTANCE... 8 MEMBERSHIP ENGAGEMENT INITATIVE STRUCTURE... 8 THE MEMBER COUNCIL... 8 MEMBER & INDUSTRY RELATIONS MANAGERS... 8 MEMBERSHIP CONSULTANTS... 8 MEMBERSHIP RECRUITMENT... 8 NEW MEMBERSHIPS... 9 TRANSFERS... 9 MULTI-CHAPTER AFFILIATION... 9 CHAPTER ROSTERS... 9 REQUIRED FORMS... 9 CHAPTER ACTIVITIES AND MEETING PROMOTION... 9 PLANNING AND SCHEDULING MEETING PROMOTION FORMATION PETITION

3 CHAPTER FORMATION TIMELINE AND SUMMARY Phase One (1-24 Months) Complete Petition Select Officers Organizational Meeting 6 Month Plan 12 Month Plan using CPAG form Resources & Member Support Elect Officers Attend Leadership Series ( Phase Two (24 + months) Established member base 12 month plan using CPAG form Chapter Funding Attend SME Annual Conference ( INTRODUCTION SME inspires, prepares and supports the advancement of manufacturing with industry-based knowledge that is shared through its members, events, publications and training programs. A 501(c)3 organization, SME is a leader in manufacturing workforce development issues, working with industry, academic and government partners to support the current and future skilled workforce. ABOUT SME As an unbiased, 501(c)3 organization with an 81-year history of accumulating, validating and sharing manufacturing knowledge, SME is an essential resource for manufacturing stakeholders. Those who engage with SME discover a vibrant, multifaceted community where connections, collaboration and camaraderie thrive. Through its integrated strategic areas events, publishing, membership, Tooling U- SME online training division and the SME Education Foundation SME acts as the solutionists to help manufacturing stakeholders overcome their challenges with innovative, practical solutions. SME is Making the future. Together. SME HISTORY Founded in 1932 with 33 members, the SME was originally named the Society of Tool Engineers. A year later, it was renamed the American Society of Tool Engineers (ASTE). From it was known as the American Society of Tool and Manufacturing Engineers (ASTME). It finally became the Society of Manufacturing Engineers (SME) in Formed amid the Great Depression by a group of tool engineers and master mechanics, the organization looked to collaborate on how to build what would give the Motor City its name the automobile. Today, through its many programs, events, magazine, publications and online training division, Tooling U, SME connects manufacturing practitioners to each other, to the latest technologies and to the most up-todate manufacturing processes. SME has members around the world and is supported by a network of chapters and technical communities. A 501(c)3 organization, SME is a leader in manufacturing workforce development issues, working with industry, academic and government partners to support the current and future skilled workforce. 3

4 SME considers the creation of new chapters an investment in its future. The local chapter serves as SME s engagement with its membership. The chapter network provides members with the foundation for involvement and participation in all Society programs and benefits. Chapter activities provide each member with an opportunity to exchange information and gain knowledge in a wide variety of manufacturing areas. Members may pursue projects of professional interest, network and exchange ideas, and develop management skills through active participation in their local chapter. This guide details the steps that need to be followed in creating a new SME chapter. It also explains the services and resources that are available from SME International Headquarters to assist in establishing a new chapter in your community. ADMINISTRATION The administration of an SME chapter is an enjoyable, responsible, character building activity. It is an association that will be profitable from the standpoint of experience gained and friends acquired. It provides leadership opportunities and experience that will be a valuable asset in today's world. Chapter leaders, whether elected or appointed, have obligations to their fellow members. Individuals should not accept an office unless they are willing to meet its obligations. Potential officers should be aware of the duties and responsibilities before accepting an office. SME is an organization of voluntary service. The majority of work is done by individuals on their own time. Because time is valuable to everyone, meetings should begin on time, be conducted in a professional manner, and be as efficient as possible. RULES OF OPERATION Operation of a chapter shall be in accordance with the SME Governance Document. Any situation not specifically covered in the SME Governance Document shall be in accordance with Robert's Rules of Order - Revised. Officers should be familiar with these rules as they affect their particular office. Examination of these rules will usually give the answer to any SME operational issue. A Guide for each chapter position is available in the Volunteer Toolkit at This Guide contains important information for all chapter leaders and also has a link to of the SME Governance Document. ESTABLISHING A NEW CHAPTER There are many reasons for starting a new chapter. The most successful chapters, however, have been established where one of the following situations existed: There is a group of individuals in a geographic area, where no chapter exists, who are interested in organizing and participating in the activities of an SME chapter. Provided there are enough potential members in the area to ensure a solid member and officer base, a new chapter can be formed to serve their interests. The existing senior chapter has become so large the chapter cannot effectively serve its members. Some members feel that, with the formation of a new chapter, the membership will be evenly distributed, and develop closer ties with the chapter. Many members in large metropolitan areas find it beneficial to create a new chapter in their specific area (provided there is sufficient potential for membership) rather than travel a longer distance to participate in chapter activities. 4

5 DETERMINING THE POTENTIAL OF YOUR NEW CHAPTER Before a new chapter is formed, an analysis of what type of membership potential exists in the area must be performed. There are several sources of information that you can use. Resources are available from the SME Librarian, your MIRM or most public libraries. The U.S. Bureau of Labor Statistics ( and Local Industrial Directories are good data sources. These publications will provide accurate summaries regarding the overall manufacturing population in the area, and exactly what types of technical interests exist. For example: The Economic Handbook of the Machine Tool Industry ( This publication, by the Association for Manufacturing Technology, contains tables and statistics from the machine tool industry by region. Manufacturing & Distribution USA. The two-volume set is a guide of 448 manufacturing industries arranged by NAICS codes. It provides analysis of federal statistics, and includes graphs and maps that show regional data and industry trends. Typical entries contain sections on general statistics, indices of change, leading companies, products share details, inputs and outputs, selected ratios and occupations employed by industry group. Local Chambers of Commerce, Industrial Development Organizations and Local Colleges and Universities will be happy to point out the more prominent companies in your area. Also, they can usually direct you to specific individuals within the local companies to contact. For example: World Chamber of Commerce Directory ( This publication lists the Chambers of Commerce by state, Canadian province, and country. Chapters can contact their local Chamber of Commerce for a listing of new manufacturing businesses in the area. Massachusetts Directory of Manufacturers ( This directory, published by MNI Manufacturers News, Inc., is an example of a local resource that lists manufacturers with more than five employees. SME International Headquarters can provide rosters of all members who live in a given area by using zip codes. The membership roster and profile of the nearest SME chapter will tell you if there is a concentration of members in the area who share common technical interests and will also help you locate any geographic concentrations of members in distant areas. If there is an existing senior chapter nearby, it is essential that you keep that chapter chair informed about your formation activities. It is also important to keep the Member Services Department informed of your progress. Survey Your MIRM can provide assistance using a survey (usually via Survey Monkey) to canvas potential members. PHASE ONE - FORMING CHAPTER If upon completing the necessary research, the proposed chapter appears viable, the first phase of chapter development will begin. The new group must first meet a number of requirements before it is granted Forming Chapter Status: PETITION A petition must be received by the SME Member Services Department, signed by a minimum of 25 SME members, requesting that a forming chapter be started. This petition contains a statement that those signing it agree to commit the necessary time and effort to ensure the success of the forming chapter. OFFICERS The following Chapter positions must be filled at the time the petition is submitted: Chair, Chair-Elect, Treasurer, and Secretary (Note: Treasurer and Secretary can be combined based on the Chapter's need.) 5

6 In the early stages of the group's formation, appointed, rather than elected officers can be used. After appointing or electing volunteers to the aforementioned positions, the entire group should review the duties of each individual position. A description of the chapter positions is at as well as in the SME Governance Document. Forms and instructions for each individual chapter position will be available at the organizational meeting. This meeting will be a good time to review the pertinent materials with the chapter management team. CHAPTER SPONSOR The Forming Chapter must have a local Chapter Sponsor, except when one of the following conditions exists: The local chapter agrees there is a need for the establishment of a new Forming Chapter, but declines to sponsor it; There are no chapters in the immediate area. In the above cases, SME International Headquarters will sponsor the Forming Chapter. Upon fulfillment of these requirements, the group will be recognized by the SME as a Forming Chapter and assigned an identification number. If there is another chapter near the general area where the new chapter is to be formed, it should be asked to serve as the sponsoring chapter. In order to be considered a successful sponsor, the existing chapter must: Be an active chapter in good standing. Be actively involved with the planning, administration, and financing of the new chapter's activities, to include: o Assisting in the arrangement for meeting places and speakers, as well as any related duties for the new chapter's functions. o Assisting with the financial costs incurred by the new chapter. o Assisting with the promotion of the new chapter's functions, including printing and mailing of meeting announcements, placing related ads in the chapter bulletin, and other relevant activities. NOTE: Since the new chapter will be striving to attract a different audience than the existing membership of the sponsoring chapter, the new chapter must make additional mailings that are separate from those made with the sponsoring chapter's bulletins. In order to qualify as a sponsor, the chapter must cover the expenses of these separate mailings. o Providing assistance with the administrative duties pertaining to the operation of the new chapter. o Be geographically located (with respect to the new chapter) so that both chapters' executive committees can meet frequently and easily to exchange information. The sponsoring chapter should provide financial assistance only up to the point when the forming chapter achieves chapter status. The sponsoring chapter should, however, continue to provide administrative assistance beyond the chapter's chartering in order to help the new chapter gain and maintain administrative stability. ORGANIZATIONAL MEETING FOR THE FORMING CHAPTER A representative from SME HQ along with the local organizers, will set a date to hold an organizational meeting. Those who expressed an interest in working as part of the chapter management team will begin the actual formation. These individuals will be identified through local contacts, the petition and the questionnaire. In addition, members from the executive committee of the sponsoring chapter and SME officials who reside in the general area will be invited. SME Headquarters will provide a representative to attend the meeting (whenever possible) to assist with getting the new chapter started. 6

7 SHORT-TERM OBJECTIVES In the initial stages, the forming chapter will need to make important decisions concerning the organizational structure and meeting criteria. Some short-term meeting objectives that chapter leaders will need to consider include: Chapter Name: The name should help to identify the specific geographical area that is served by the group. Please consult with the SME Headquarters representative in the selection of a name. Officers: Ensuring that a complete chapter management team is in place and all responsibilities are understood. Meeting Dates: To include the membership and executive committee meeting dates. When setting meeting dates, be consistent. Meeting Topics / Tours: Potential meeting topics or speakers for upcoming meetings and projects - Initially, select locally available speakers. Remember to make use of your earlier research to determine what types of activities and technical or professional topics will be most popular in this area. Meeting Places: Most hotels and larger restaurants can provide private meeting rooms. Many facilities will supply your meeting room at no cost if an audience will be eating a meal. When scheduling meeting space, and ordering meals, most places will ask you to guarantee or prepurchase meals for a fixed number of attendees. When selecting a meeting site, choose a location that is convenient to reach from all surrounding areas. The easier your facility is to reach, the better chance you will have in drawing participation. Select and confirm your next organizational meeting - At least one more planning meeting will need to be scheduled to get the preliminary details completed before actually organizing your upcoming programs/projects. Select a mutually-agreeable date and make sure all attendees know the date, time and location. LONG-TERM OBJECTIVES Once the forming chapter is established, it is expected to function as a chapter and fulfill the necessary requirements to achieve chapter status. The forming chapter's primary objectives will be to move toward chapter status by: Building the group's officer structure to have all required officer positions. Building the group's membership base to a minimum of 50 members. Gaining as much chapter management experience as possible by operating as an active group for a minimum of 24 months. This includes conducting activities and projects and completing and submitting the appropriate report forms to SME Headquarters. PHASE TWO FULL CHAPTER STATUS After completing the steps outlined in phase one, the second phase of chapter development will begin. Requirements for recognition as a chapter are as follows: Must operate successfully as a Forming Chapter for a minimum of 24 months. Must hold an officer election for two consecutive times and have the following officer positions filled: Chair, Chair-Elect, Treasurer, and Secretary. An individual may not be elected or appointed to serve in these elected positions concurrently. (Note: Treasurer and Secretary can be combined based on the Chapter's need.) Must have a minimum of 50 members. Must submit all required forms to SME International Headquarters. Must complete the CPAG for the next 12 months and review with the MCon or MIRM. Must make a formal written request to SME's Member Services Department to be chartered as a Senior Chapter. When the above requirements are met, SME's Member Services Department will submit a request to the SME Member Council asking for approval to grant chapter status to the forming chapter. A permanent 7

8 chapter number will then be assigned once the approval is given. Once approved, a chapter chartering ceremony can be planned and scheduled. The chapter will receive an official Chapter Charter. Upon completing the chartering ceremony, the chapter needs to apply for an Employer Identification Number with the IRS. Once received, the number should also be given to SME's Accounting Department. Additional Guidelines for applying for the Employer ID number are available at SME INTERNATIONAL HEADQUARTERS ASSISTANCE SME International Headquarters has programs set up that will help the newly-formed chapter get off to a good start: Ballots: If requested, Headquarters will send out ballots to all members to locate individuals willing to assist in the development of the new chapter. Staff Visits: If a Chapter Visitation Request form is completed, or if the local Member & Industry Relations Manager is available, a representative from the SME staff may be able to arrange a visit with the chapter to provide guidance or assistance in organizing the chapter. If the new chapter's executive committee should have any questions or problems concerning the development or management of the chapter, they should contact: Their local Membership Consultant (MCon) Their local Member & Industry Relations Manager (MIRM) The Member Services Department at (313) or membership@sme.org MEMBER & INDUSTRY RELATIONS MANAGERS Member & Industry Relations Managers are SME staff and members of the SME, serving in the field assisting the membership consultants and chapter leaders with their responsibilities. Serving in a dualcapacity, these individuals are a vital information link between the chapters, members in the field, the Member Council and Headquarters staff. MEMBER STRUCTURE & SUPPORT THE MEMBER COUNCIL The Member Council is charged with the long range, strategic focus thinking relating to senior and student chapters. It also serves as another conduit for communications to members, chapters and Board of Directors MEMBERSHIP CONSULTANTS Membership consultants focus on three different areas: senior chapters, student chapters and special purpose. The senior and student chapter-focused membership consultants will help establish new chapters, enhance effectiveness of existing chapters, help promote local activities and identify and mentor future SME leaders. Special purpose membership consultants will be appointed to specific shortterm tasks, including innovative programs based on identified need and skill. MEMBERSHIP RECRUITMENT An important activity that a new chapter should begin developing is a strong membership base. Even though coordinating chapter recruitment activity is shown as a separate function, it should be a task for each member of the new chapter. Members for the new chapter can be solicited through any one of three ways: 8

9 NEW MEMBERSHIPS Promoting SME membership to non-members is by far the most beneficial to a new chapter, and the SME overall. The most effective way of promoting new memberships is by word-of-mouth, especially to coworkers and other professional contacts. SME's Member Services Department can supply application forms or they can be downloaded from the web. TRANSFERS In some cases, you may find members in the new chapter's area that belong to a chapter located some distance away. If this is the case, you may approach these members and suggest they transfer their current chapter affiliation to the new chapter. Once this transfer is completed, the member will no longer show up on the roster of his/her former chapter, but will be shown on the new chapter's roster. MULTI-CHAPTER AFFILIATION In some cases, when suggesting members make a transfer of chapter affiliation to the new chapter, you may find that they do not want to sever their affiliation with their existing chapter. If this is the case, you can promote the Multi-Chapter Affiliation Program; this places the member in both the new chapter and the existing chapter. If this option is to be used, there are specific requirements that must be followed. One of these affiliations must be designated as the primary affiliation. This determines where the member's vote for International Directors will be processed. Members are allowed to vote on chapter affairs in each chapter with which they are affiliated. Individuals with Multi-Chapter Affiliations are allowed to hold elected office in only one chapter at a time. (This does not include appointed positions.) In striving toward chapter status, only primary members can be counted toward the membership totals. Secondary members do not count toward the membership totals. CHAPTER ROSTERS The chapter rosters are available on the SME web site at i.sme.org. Download instructions are available with step-by-step details at: REQUIRED FORMS The chapter must be current with all reporting forms with SME Headquarters. These forms are: Officer Listing Form (January 31, Annually) Chapter Planning & Assessment Guide (January 31, Annually) Chapter Financial Report (January 31, Annually) CHAPTER FUNDING Reference Chapter Funding in the SME Governance Document. CHAPTER ACTIVITIES AND MEETING PROMOTION Perhaps the most critical responsibility of your newly-formed executive committee will be to properly plan and manage your chapter's professional & technical activities and projects. 9

10 PLANNING AND SCHEDULING Select topics that will be of interest to the largest number of potential attendees. The information you obtained from the preliminary research will be beneficial in determining what type of industry is most prominent in the area. You may also want to survey your members to discover what topics interest them. The Member Services Department can provide you with a profile of the areas of interest of all of your members. Once the major topics of interest are determined, you will be able to select topics that will draw the largest audience possible. As your chapter grows, you may consider offering programs in different areas of interest. Select speakers (preferably local) who will give presentations on topics of local interest. Local companies and governmental agencies are happy to supply speakers for technical and professional presentations. If possible, try to locate speakers that are geographically close to your area, since they will be familiar with popular local topics. If you need additional assistance locating a speaker, contact your MIRM. Select a date for your meetings. Keep the date consistent (i.e., the third Tuesday of each month). This date should be set with the consensus of the whole chapter to make sure there is no conflict with other standing commitments by members. Select a meeting place that is convenient to reach from all surrounding areas. Your potential audience will be coming from all areas. Be sure the meeting place is easily accessible. Consider joint meetings. You may want to explore the possibility of holding a joint meeting with your sponsoring chapter. MEETING PROMOTION The major form of advertising for your meetings will be via the chapter webpage. The Chapter should also take advantage of as much free promotion as possible through local newspapers, radio and television stations. Provide the media with written details of the chapter's meeting approximately two weeks prior to the actual meeting date, along with a request that they pass the information on in the form of a public service announcement. It is also a good idea to contact the local sponsoring or senior chapter officials and inform them in advance so they can announce the new chapter's meeting. 10

11 FORMATION PETITION We, the undersigned agree to commit the time and effort to ensure success of the Forming Chapter Name Member No. Submitted by: Date: 11