OFFICERS' AND BOARD MEMBERS' MANUAL FOR STATE AND SPECIAL INTEREST AFFILIATES

(Individual Office Manuals are available by e-mail)

Table of Contents

1. INTRODUCTION
2. PROCEDURES DURING BOARD MEETINGS
3. BETWEEN MEETINGS
4. APPOINTING COMMITTEES
5. PLANNING CONVENTIONS
6. DUTIES DURING SPECIAL INTEREST CONVENTIONS
7. DUTIES DURING STATE CONVENTIONS
8. CORRESPONDENCE
9. PERMANENT RECORDS
10. OPENING CHECKING ACCOUNTS
11. GENERAL FINANCIAL GUIDELINES
12. MAINTAINING CHECKING ACCOUNTS
13. BUDGETING PROCESS
14. SAVINGS AND INVESTMENTS
15. FINANCIAL REPORTS
16. FUND-RAISING RECORDS
17. MEMBERSHIP LISTS
18. MAILING LISTS
19. AFFILIATES WITH OFFICES
20. FEDERAL TAX FILINGS
21. STATE TAX REQUIREMENTS
22. FILING INCORPORATION PAPERS
23. PUBLIC RELATIONS
24. BROCHURES
25. SOME MAJOR COMMITTEE GUIDELINES
26. SIMPLIFIED ROBERT'S RULES OF PARLIAMENTARY PROCEDURE

1. Affiliates that earn under $25000 do not have to file for the Internal Revenue Service. If your affiliate wishes to do fund-raising and encourage contributors by indicating that the donations are tax exempt, 501 C 3 status is necessary.
2. To receive tax exempt status, Form 1023 of the Internal Revenue Service must be completed. This application states which sections affect different organizations wishing tax exempt status. All affiliates would be listed as charitable organizations. This also explains that subordinate organizations that are covered by a group exemption letter do not have to file separately. In other words, a chapter in a state or a state special interest affiliate would not have to file for this tax exempt status if group exemption letters have been filed by the state or special interest affiliate.
3. The affiliate will have to submit a description of the activities engaged in by the organization. The description given for a charitable organization is organized and operated for the benefit of public interest.
4. File the completed form with all the necessary information with the key district office in the city where the organization's key place of business or office is located.
5. As soon as possible after the application is received, the affiliate will receive notice of the IRS determination. The affiliate will also be advised which annual returns the organization will be required to file.
6. The application form gives addresses telling where to submit the form.
7. Affiliates having receipts from $25,000 to $100,000 and having assets under $250,000 may submit the Form 990 EZ.
8. Affiliates having receipts over $100,000 must submit the Form 990 unless there are unrelated business earnings. These are earnings from any enterprise that would be in competition with other businesses, i.e. thrift stores, food stands, or any competitive production. If an affiliate has any of these earnings, the Form 990T must be filed.
9. Affiliates must send 1099's to any subcontractors (persons working on specific projects), to renters of office space, or to individuals earning interest from loans.
10. Any affiliate with employees have to file all federal tax forms for employees, i.e. Form 941 for federal income withholding tax, Social Security, and Medicare: Forms W2, W3, and W4's; and Federal Unemployment forms.
11. Workmen's compensation insurance is also required for affiliates to cover any employee. This can be obtained through most insurance companies.

1. Check what state tax documents must be filed for your organization, call your State Department of Revenue. Most states have limits for the amount of receipts that can be earned in a calendar year before any form needs to be filed. These amounts vary depending on the state. Some states require a form to be filed by all public charities.
2. Many states have support services available for filing tax documents for non-profits.
3. Many states charge sales tax even to non-profit organizations who hold raffles, bingos, or some other fund-raising activities. The State Department of Revenue will be able to give this information.
4. Gambling licenses are required for most organizations that hold raffles, bingos, or similar chance activities. Some have less expensive ones available for one time raffles.

1. If the organization is incorporated papers have to be filed periodically. Some states have yearly filing requirements and some have biannual or tri-annual filing requirements.
2. Do not allow this filing to lapse. There are substantial penalties for up dating lapsed incorporation papers.
3. It is wise to choose either a member who will remain in the vicinity indefinitely or to have a lawyer as the registered agent.
4. If the affiliate is not incorporated or no one is sure contact the state attorney general or the secretary of state. This will depend on which state the affiliate would be registered.
5. Many special interest affiliates have the national office handle the registering and reporting for affiliate corporations in the District of Columbia. This is helpful since special interest affiliates have members in many states. If this is done for the affiliate the treasurer will receive a bill for the registration charge. The list of special interest affiliates that are currently having their filings done by the national office are as follows: A.C.B. Radio Amateurs A.C.B. Social Service Providers, American Blind Lawyers Association, Braille Revival League, Council of Citizens with Low Vision International, Council of Families with Visual Impairments, A.C.B. Friends in Art, Guide Dog Users Incorporated, National Alliance of Blind Students, National Association of Blind Teachers, Randolph Sheppard Vendors of America, and the Randolph Sheppard Service Corp. The D.C. Association of Workers for the Blind also has their incorporation papers filed by the national office.

1. The President needs to encourage the right amount of public awareness and publicity. This can be accomplished by appointing a public relations committee. Publicity helps to promote your group to a wider audience.
2. Most newspapers have columns of weekly or monthly events. Information needs to be in early enough to meet their deadlines.
3. Radio stations will often allow spot service announcements that give meeting times, places, dates, and other information. Check deadlines for information to be provided to them on time. Some stations have a weekly or monthly calendar of events.
4. Some cable networks also have a scrolling screen covering coming events. (your affiliate could also use this opportunity to tell them that visually impaired persons need to rely on others to get this information and that it would be beneficial to have these calendars spoken aloud.)
5. Radio reading services and telephone reading services should be contacted to see if announcements of events are allowed.
6. Chapter or state newsletters should give dates, times, and places of regular chapter meetings.
7. Phone trees are useful in calling members and other interested persons. Electronic phone tree programs are available that allow lists of phone numbers to be called with specific information are helpful for busy presidents who wish to pass on important or timely information.
8. Special events sponsored by chapters or state or special interest affiliates are a good way to encourage new persons to come. Your group will want to get publicity.
9. Publicity for special events needs to be planned ahead of time. Most media companies need two weeks to a month advance notice of an event.
10. Radio news releases or interviews are a way to get the event publicized.
11. TV interviews or news items generated by calling them about your special event work especially in smaller communities.
12. Newspaper news releases and news coverage of special events are also possible if you plan for them.
13. Articles about special coming events should also be included in affiliate and chapter newsletters.
14. Notifying schools or other interested persons about special contests, awards, or scholarships is a good way to promote these special activities.
15. Inviting college students to participate in your affiliate and chapter meetings after they apply for a scholarship is a good way to show interest in younger persons. Of course, inviting them before they apply is even better but sometimes members are not aware of some blind students until they do apply for a scholarship.
16. Contests for younger children can create awareness in the community about your group. These can range from coloring and writing contests for classes in public schools or contests specifically for blind students.

1. Each affiliate should have its own brochure. The A.C.B. national office has A.C.B. brochures but local ones are important for fund-raising publicity in your local community.
2. If the affiliate does not currently have a brochure, consider writing one. Even chapters sometimes use simple flyers so they have information to hand out when they have bake sales and other fund-raising projects.
3. Brochures can be simple with just the most basic information about your group. Some brochures are more elaborate with pictures and more color.
4. Brochures need to include the purpose of your group and its major projects. If brochures are used for fund-raising purposes, scholarship programs and other educational programs will make your organization seem more worthwhile.
5. Brochures should include information about annual conventions and your main office information if any.
6. Contact information needs to be given: address, phone numbers, e-mail addresses.
7. A blank space for local chapters to put a local contact person's business card or address label would be beneficial.
8. Brochures should have a catchy color or phrase to attract attention to them.
9. Include a membership form if space is available or a membership contact person.

Long Range Planning Committee

1. Examine on-going efforts of the organization and make recommendations to the appropriate committee.
2. Make long range goals appropriate for the time.
3. Examine current practices of each committee and offer suggestions and/or solutions.
4. Collaborate with other organizations on legislation or other joint efforts that may benefit members.
5. Establish a time-line, if possible, for specific goals to be reached.

Membership Committee

1. Establish goals to promote membership growth.
2. Initiate outreach efforts for membership drives.
3. Keep membership lists accurate and up to date to make sure all members receive the newsletter.
4. Send out membership renewal letter or coordinate with the affiliate office so a letter can be sent.
5. Review the membership application to make sure it requests all the necessary information.

Convention Committee

1. Develop the itinerary for the affiliate convention and send it to the national office by due date if the affiliate is a special interest affiliate. If a state affiliate, give the "Braille Forum" editor information about your convention for interested members.
2. Make sure a program chair is appointed for the convention and offer ideas if possible. Make sure the program schedule is turned in to the national office on time if the affiliate is a special interest affiliate.
3. Work out prices and other details necessary to make the convention run smoothly.
4. Decide what needs to be printed in the convention program and if the affiliate is a special interest affiliate, send this to the national office.
5. The President should decide when the board meetings need to take place during the convention so the times can be included in the program.
6. Work with the fund-raising committee if activities are taking place during the convention.

Legislative Committee

1. Establish a state affiliate or special interest affiliate phone tree for the organization to help activate members when critical legislation needs immediate responses.
2. Contact appropriate legislators when legislation affecting blind persons is recognized.
3. Motivate members that advocacy is necessary for the growth and maintenance of blindness related programs.
4. Inform legislators this organization is prepared to fight for any action taken that limits blindness related programs or activities.
5. Collaborate with other organizations in order to forward or maintain these programs.
6. Contact affiliate members as needed to call or write legislators or other government officials when necessary.

Budget and Finance Committee

1. Establish a yearly budget and make changes as necessary.
2. Inform the board of the current budget and how current expenses and income compare with the budget.
3. Alert the board to major changes in the budget during the year.
4. Coordinate with the Fund-raising Committee so they know of needed funding.
5. Assist the treasurer with any questions that occur about on-going expenses.

Publications Committee

1. Make sure the publication is using basic guidelines established.
2. Make changes in format and individual columns as necessary.
3. Make sure the newsletter is sent to all members in a timely manner.
4. Make sure the mailing list is kept up to date. The editor or affiliate office needs to have labels kept accurate.
5. Make sure the newsletter contains relevant items.
6. The editor should try to get printing costs as low as possible and consult with the publications committee about changes in the printing source. Costs should be checked from time to time to compare prices and the quality of the product.
7. Check the printing and tape quality to make sure it is satisfactory.
8. Remember that the newsletter is the primary way to pass the message that your affiliate is a viable organization that advocates for members and wants the best programs possible.
9. Make sure that nothing inappropriate or offensive to members is published. This does not mean that differing opinions about programs or services cannot be offered but that these do not offend anyone's gender, religion, ethnic background, disability, or sexual orientation as stated in equal opportunity laws.
10. Explore new ideas or columns that may be of interest to members as a whole.

General Publication Guidelines

1. Any guidelines written should be regularly checked to make sure they are followed on a regular basis. The president and publications chair should review them each year for possible updates.
2. The Number of pages printed will be based on the information available and the funds allocated at that time.
3. No comments by the editor should be made in any article. Editorial comments should be limited to an editor's column.
4. Surrounding facts can be inserted immediately before the article but no editorial remarks should be placed there. They should be written in the editor's column.
5. No comments, based on age, gender, disability, ethnicity, religion, or sexual orientation, from other publications should be printed if they would bee offensive to any member. The editor should consult the publications committee about any article which might be offensive to members.
6. The committee should try to get printing costs as low as possible and consult with the publications committee about changes in the printing source.
7. Each newsletter should be written in the same type font and point size with the titles in a larger size. Section titles might be in a font point size larger than the title size. Titles should also be in Bold type face. You might encourage persons sending in article submissions to submit them in this same font style and point size.
8. No titles should be hanging at the bottom of a page. No single sentence danglers should remain at the top of a page. This will help make your newsletter look more professional in nature.
9. For graphics, using dashes, or other appropriate highlights, are easily read in an email. For printing the document, if you have disabled persons in your newsletter list, these do not interfere with brailing or speech devices. Stars or dashes are also appropriate between articles.
10. Margins should be established so submissions could also be sent with those compatible with the usual newsletter. Obviously, this format should be listed in any query about submissions to reduce the time necessary in reformatting articles.
11. If a significant amount of graphics is used in the issues, a version should be sent to your email subscribers before these additional graphics are added.
12. Some printers have particular guidelines for page numbers. For example, you might need the newsletter's total number of pages to be in multiples of four to make sure you don't end up with blank pages. Articles not time sensitive can be taken off the current issue if necessary to conform to this page restriction.
13. When reading any newsletter for an audio version, make sure a timer is used to gauge when each side should be completed. Before finishing each side (whether for CD or cassette), make sure the reader has stopped and is starting the recording on the next side at the same place. When starting to record each side, wait long enough to insure that no words are missed in the beginning of the tape. At the beginning of each side, the title of the article currently being read should be given. When starting each article, you may wish to indicate the page number. Speak slowly and clearly enough so all listeners will be able to understand the words. Also, do not have long pauses or breaks when reading. If the reader loses the place when reading, return to where you started the long pause and read where the reading left off. This will make the audio version sound more natural. If the reader coughs, sneezes, or has phone interruptions, please back up to cover these distractions. The audio version should sound as professional as possible.


Submission deadlines should be distributed widely to make it clear to those sending in articles for a particular issue.

The editor usually does the final formatting for the newsletter unless he/she requests help in the final formatting once the edition is put together. The publications chair should assist in compiling the articles and send them to the editor, office manager, and all committee members for comments. This will minimize duplication of work by several committee members. If any questions or problems arise, please contact the Publications chair.

Possible Format for Newsletter

1. The logo should be portrayed on the cover along with the name of the publication and the name of the editor. This may vary according to affiliate.
2. The purpose statement of the affiliate should be given as well as the affiliate office phone numbers and address.
3. A table of contents should be near the beginning of the newsletter.
4. An editor's column should be included followed by letters to the editor.
5. It is important to have a president's message.
6. Convention reports including programs and the schedule of affiliate meetings and other activities should be included.
7. Legislation updates are also important.
8. Affiliate committee reports should be included if the information would be of interest to the members.
9. Articles submitted should be included if they would be of interest to members.
10. Member focus (articles about individual members) should be included as space permits.
11. Information about other conferences of interest to members should be included if space permits.
12. Special interest stories, jokes, etc. (appropriate for the audience) should be inserted when space permits.
13. A fund-raising letter should be written occasionally.
14. The newsletter should also include a list of board members and committee chairs.
15. A membership application should always be included.

Grant Committee

1. The committee needs to look for any appropriate grants available.
2. Make a list of possible areas that grants could cover.
3. The committee should check magazines, newsletters, and other publications for possible grant offerings.
4. Check on the internet for possible grant listings.
5. The committee should apply for any grants that could fit in with any of your programs.
6. The committee should contact any corporations or foundations to find out what grants they might have available for non-profit organizations.
7. The committee should check with libraries to find grant listings, donors, or other sources for grants.

Historian

1. The historian should save pictures and writings about all affiliate events.
2. A scrapbook should be kept for all items saved.
3. The historian should keep documentation of all events in chronological order.
4. The history book should be updated as appropriate.
5. The historian should keep account of where all historical documents are being held.
6. The historian should display historical documents at special functions for members to see.
7. The historian should send articles to the newsletter from time to time about historical events.
8. The historian should find someone to take pictures at significant events to help gather memories.

Resolutions Committee

1. The chair should send an article to the newsletter requesting resolutions before the convention in the first two issues of the year.
2. The committee must read all resolutions and ideas sent for resolutions.
3. After writing or rewriting any resolutions, the chair should present them to the members if they are not withdrawn.
4. Some affiliates require reading resolutions a second time at a second session for debate and vote.
5. The president and the secretary should receive a copy of the resolutions so they can be sent to the appropriate person and be recorded.
6. Give a copy of resolutions to the affiliate office so they can be sent out there if preferred.

Constitution and Bylaw Committee

1. Have each committee member read a current copy of the Constitution and bylaws.
2. Write an article for the newsletter asking for possible changes in the Constitution or bylaws. This article would have to be placed in the first issue of the year.
3. Write another article in the second issue of the year to have any possible Constitutional changes listed in the newsletter at least thirty days ahead of convention (some affiliates have other time requirements).
4. Have committee meeting before the program session so possible changes can be presented.
5. Read the possible changes again at second session (this may also vary from affiliate to affiliate) for debate and vote.
6. Give a copy of all Constitutional and bylaw changes to both the affiliate office and the secretary for record keeping purposes.
7. Ask the secretary to send a copy to the publications committee for publication in the upcoming newsletter.

Awards Committee

1. Give each committee member a list of the awards to be given at the annual convention luncheon or banquet.
2. Publicize in the newsletter and other publications as appropriate for nominations for these awards. Include the date nominations are due, criteria for awards, and where nominations should be sent. Ask for the name and address of any deserving person plus a summary of their achievements and your remarks. Ask for them to be sent to the chair.
3. If not enough nominations are received, ask board members for more nominations.
4. When nominations are received, evaluate the letters and other material to find the appropriate recipient for each award.
5. Check to make sure the recipient has not previously received the award.
6. Have plaques or certificates ordered in time for presentation to the winners at the annual luncheon or banquet.
7. Present the awards at the annual luncheon or banquet.
8. Write an article stating the award winners for the newsletter and the "Braille Forum".
9. Give names of winners and awards to office and secretary for record keeping purposes.
10. Take pictures of award winners if possible for affiliate history.

Fund-raising Committee

1. Make necessary arrangements for any fund-raising activities for the affiliate. Coordinate any convention fund-raisers with the convention committee.
2. Develop other fund-raising ideas to help the organization raise money. Suggestions may include but not be limited to: barbecues, dinners to celebrate holidays, Tupperware, Stanley, home clothing companies, or other company parties that give discounts to non-profits, candy sales, magazine sales, candles and other decorations (Christmas), t-shirts, and casino nights or cruises.
3. Decide when raffles could conveniently take place.
4. An annual (or biannual) fund-raising letter should be written. It is best to have this written by the president but the fund-raising committee may help to develop it. Sometimes, an affiliate uses this to get more members as well.

Meetings are no more troublesome than the members that attend them. Parliamentary procedure is a system of rules that allow members to know what they can expect from each other in an orderly, fair, and efficient way. The procedures are based on two universally accepted democratic principles which balance the interests of the individual and of the group. Every member has equal rights and obligations. The officers and members must deal with each other in good faith and with fairness. The whole organization is undermined to the extent that any individual or minority is not treated equally. The majority rules. Assured of fairness for all, and recognizing that unanimity is impossible, each member agrees in advance to accept the will of the majority to facilitate decision making. This is, in effect, an unqualified grant of trust and confidence. All the procedures summarized below are an application of these principles. They allow members to express their opinions, act on their needs, and know what is going on.

1. After the president or chair opens the meeting, members wishing to have the floor (ask to speak on any subject or motion) must request to speak. You say, "Mr. or Madame President or Chair, may I have the floor?" The president or chair will respond by allowing you to speak or letting you know when you can speak. The president or chair may list the order of speakers if several have asked to speak at the same time.
2. A motion is the formal proposal of a suggestion for consideration of the group. A motion gives the group something to react to and act on so that there can be a final decision. A motion limits discussion to something definite so that everyone knows what is at stake and what the outcome will be.
   
   To make a motion, a member says, "I move that ____." A second is required and indicates that at least two people feel that the proposal merits consideration. If a second is not given, the item is not discussed, simply because it doesn't have enough support to be considered. To second a motion, a member says, "I second that motion."
3. Amendments are suggested changes to a motion before the body. They must be germane (which means they must have something to do with the motion being discussed). There can even be an amendment to an amendment, but that's all. Amendments have to be seconded. Once before the group, discussion is limited to the amendment in question. The group votes on the last amendment proposed and works its way back to the main motion. To amend a motion, a member says, "I move to amend the motion by ____."
4. Motions are prioritized chronologically. Motions are passed in order of precedence. In other words, if a motion is being discussed, you can interrupt that discussion to present a new motion. It must either be an amendment to the motion under discussion or a motion concerning the current motion. If it is regarding another matter or would only b possible if the current motion under discussion passes, you have to wait until the discussion is complete and the motion is voted upon.
5. Withdraw a Motion when you have made a motion and want to withdraw it, which simply means you have changed your mind. You say, "I withdraw my motion," and that's it unless discussion has started on your motion. Then it is the property of the body and can only be withdrawn by a motion to permit withdrawal which requires a second, is neither debatable nor amendable, and requires a majority vote. Of course, if no one objects, a motion may be withdrawn at any time.
6. Division of the Question may be called when you want to consider a motion point by point. You say, "I request the motion be divided as follows ____." If the chairman agrees, debate and voting will be conducted on each point, one at a time. If the request is not granted, you may move to divide the question. The rules applying to main motions govern.
7. Division of the Assembly is called when the results of a vote are unclear or you want a definite count taken instead of a voice vote. You say, "I call for a division of the assembly." You may state if you want a hand count, secret ballot, or roll call vote. If there is a conflict, the chairperson will decide the method of vote.
8. End Debate when you want to end debate and put the question being discussed to an immediate vote. You say, "I move we end debate." The motion requires a second, is not debatable, is not amendable, and requires a 2/3 vote. If there is more than one part of the proposal being discussed, i.e., there are amendments, or other motions to refer to a committee, or to postpone, etc., you should specify whether you are moving for a vote on the item under immediate consideration or on all matters pertaining to that question. If there is no objection, the chairman may end debate on his own or at the suggestion of a member. However, if there is an objection from any member, a motion is required to end debate. In many meetings, the phrase "I would like to call the question" is often used instead of a move to end debate. The difference between calling the question and ending debate is that calling the question is considered a vote of acclimation. In other words, no vote is necessary unless there are objections to ending debate.
9. Limit Debate when you want to limit debate to a certain amount of time or to a certain number of additional speakers. You say, "I move we limit debate to ____ [a specified number of speakers on each side or a specific time]." If there is more than one part to the proposal being considered, you should specify whether you want to limit debate to just one item under discussion or to all discussion on the main question. The motion requires a second, is not debatable, and requires a 2/3 vote. (The same special restrictions for the motion to end debate hold for the motion to limit debate.)
10. Refer to a Committee when you want to have a smaller group go over what is being discussed before further action. You say, "I move we refer this matter to ____." The motion requires a second, is debatable and amendable only as to which committee will handle the matter, and requires a majority vote.
Business may be referred to an existing group, such as executive committee, or to an ad hoc committee, which is a committee especially established for a specific purpose and exists until the matter is resolved; or to the committee of the whole (which is a way of saying that the group can consider the matter informally). Usually a matter is referred to the committee of the whole when there is need to discuss a matter before the introduction of a motion. The same effect can be achieved by moving to consider the matter informally or by moving to table the discussion until another time.
11. Appeal when you want to reverse a decision or ruling of the chairman. You say, "I appeal the decision of the chair (stating the action or decision that is objected to)." This appeal requires a second. The chairperson may explain his or her reason for decision without leaving the chair. The appeal is debatable, is not amendable, and requires a majority vote to overrule the chair. The appeal must be made immediately after the decision in question. The chair must recognize all appeals.
12. When you want to end the meeting, you say, "I move we adjourn." The motion requires a second, is not debatable, and must be put to an immediate vote. It requires a majority vote for passage. Adjournment ends the meeting. Any unfinished business is then considered old business at the next meeting.
13. Recess when you want to suspend the meeting, take a break, or just hold off until a specific time before the next regular meeting. "I move we recess until ____." The motion requires a second, is debatable only as to the time of the resumption of the meeting, and requires a majority vote. The only acceptable amendment is on the time of the resumption of the meeting.
14. An ad hoc committee is a group of people assembled just to work on one specific point. (An emergency anything committee is an example of an ad hoc committee.)
15. Dilatory behavior is behavior that is made in a deliberate attempt to delay the body.
16. Frivolous behavior is behavior that is just plain silly.
17. Quorum is simply the number of members required for a vote. For most board meetings, this requires one more than half of the members to be present for any actions to be taken. However, in conventions, the number varies according to the affiliate's constitution.

Compiled, written, and edited by: Ardis Bazyn
Member of A.C.B. Membership Committee

Acknowledgements
Thank you to all of the A.C.B. members who gave valuable input