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Get your questions answered here! If you have a question and
no answer or can't easily find an answer, let the office know and we can get the
information included on this page and wherever else it needs
to be.
We organized the questions by topics rather than by
functional area.
Board
How can I find out what each board member does?
You can check the information under each functional
area in this board intranet; review the Policies
and Procedures Manual and the bylaws.
The manual contains position descriptions for each board
member and the bylaws describes the terms of office.
Am I personally liable for finances, decisions, etc.
while I'm a board member?
As with any organization, the board of directors can be
held liable for bona fide decisions of the organization.
To counter that concern, the chapter carries Director's
and Officer's coverage as well as commercial
liability coverage.
Is the chapter a non-profit?
Yes, under the laws of the State of Oregon, the chapter
has been formed as a non-profit and is subject to the
state's laws with regard to non-profits. Our articles
of incorporation have been filed with the state. Board
members are responsible for behavior as outlined
by the state Attorney General.
Is the chapter tax-exempt?
Yes, under the laws of the Internal Revenue Service
(federal), the chapter is a tax-exempt
corporation.
Where are the board meetings?
They rotate among board members. You can find information
about the dates, times and locations on the web site.
Where are the board minutes?
Again, they are posted
on the web site by the Business Manager as soon as they
are made available by the Secretary. So if you lose your
copy, you can find one here.
What is our relationship to the national
organization?
National ASTD is the mother organization for all bona
fide ASTD chapters (of which Cascadia is one). We
must follow their general guidelines for operation and
report annually through the CORE
reporting process. The national organization has an
infrastructure that includes a regional representative for
various regions. The regional rep is located at National ASTD.
Finance
How do I get reimbursed for an approved expense?
Complete the reimbursement
form, obtain all the necessary signatures and submit
it with all receipts to the office (PDF or clear
electronic form acceptable). Checks are written and signed
at each board meeting and reimbursement will be made at
that time.
How does the budget process work?
For an overall explanation of the budget process, click
here. Generally, each VP will
be provided specific information on past budgets, hold
discussions with the President, Treasurer and Business
Manager on goals and possible costs and submit a budget
for the Treasurer to compile for the December board
meeting.
How do I know what I've spent in my functional area?
Monthly updates are provided to every VP before the
board meeting by the Business Manager. If you want
information at any other time, just ask the Business
Manager.
How do I get a budget approved for a particular
event?
According to the Finance section of the Policies
and Procedures Manual, you can commit up to $750 if
it's already been included for your area in the annual
budget. If the expected commitment exceeds $750 but is
less than $1,500, you must get written approval from the
President and the Treasurer. Amounts over $1,500 must be
approved by the board. There is a standard form to
complete for the budget for a specific event (see sample).
This form must be provided to the Business Manager and
Treasurer.
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Programs
Do board members have to pay to attend programs?
Usually board members are able to go to programs at no
or reduced cost. The VP of the particular event (programs,
series and forums, conference, interest groups,
etc.) will determine the cost for board members. The
office will then send an email to the board advising of
the cost and how to register for the event.
Are board members expected to attend all events?
Board members are expected to attend as many events as
possible. We prefer to have several board members at each
event for coverage and networking.
How do I know what's being planned or coming up?
The web site always has the latest information on
programs that are finalized.
Programs that are in the development stage are discussed
at each board meeting. If there's a particular date or
topic you're interested in, it's always a good idea to
check with the VP for that area.
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Membership
When does everyone have to renew?
All chapter members are due for renewal in October. The
office will send out a number of reminder notices. Members
who haven't renewed by November 15 are removed from the
database.
Is there a discount for multiple memberships?
The chapter has a discount for 4 or more memberships.
Specifics are listed here.
The office can assist in processing any multiple
memberships.
Do board members have to pay for chapter membership?
Board members are expected to pay for their own chapter
membership. However, the chapter does provide a $50 check
to help defray the cost of the already reduced national
membership ($100) that is also required of each board
member by the national organization.
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Volunteers
How do I get the names of possible volunteers to
help on my committee?
Check with the office for a list of all members who
have expressed an interest in your particular area. Also
check with the VP of Human Resources. If you are looking for a particular set of
tasks, we can query the membership and put the notice on
the web site under the "Volunteer" section.
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Office and
Operations
Why does the chapter have a Business Manager?
In the early 1990s, the board made a decision to have
many of the operational tasks done by a contractor rather
than by the board. The idea was a good one and went
through several iterations until the late 1990s when a
formal position was established. Having a central office
with a professional contractor provides a clearinghouse
for members and a stable point for basic chapter
operations.
What does the Business Manager do?
The basic operational details are outlined in the contract
(reviewed annually). In addition to processing
memberships, managing financial accounts, maintaining the
web site and all communications, the Business Manager also
provides information to callers about the training and
development field and advises board members on their
functional areas.
How can I use the Business Manager?
The contract calls for a specified number of hours per
month and the activities must be within those hours. If
project require a larger number of hours, the President /
Treasurer will need to make a decision about the use of
extra time. Each year, the Business Manager will meet or
talk with each incoming board member to describe the
functional area and what support the office will provide.
How do I send a bulk email to my committee or to the
membership?
All official email to the membership is sent out from the office. VPs are not allowed to send emails to the membership directly. Each VP can also request the office set up a closed listserv for their committee. To send an email to the membership, simply
provide the text to the Business Manager and it will be
sent out under the general ASTD email.
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