ACM Professional Chapter Toolkit: Chapter Four

Start a Chapter

Requirements	ACM Headquarters Support for Chapters	Example of Petition for Chapter Charter	Sample First Year Activity Plan
Sample Local Special Interest Group Bylaws	Responsibilities of Chapter Officers	Sample Professional Chapter Bylaws	Chapter Meetings	Financial Responsibilities of Chapters

REQUIREMENTS

The requirements set by ACM for chapter formation are as follows:

A group of ten or more people interested in establishing a chapter of the ACM or of an ACM SIG. Only three of the officers must be Voting Members of ACM and an ACM SIG.
A petition signed by these members, requesting recognition as a chapter, and identifying interim officers, the ten people who sign the petition do not have to become members of ACM & the SIG, although it is encouraged. If three of those ten people that are signing the petition will become officers of the chapter, then those three individuals must be members of both ACM & the SIG.
A set of chapter bylaws, approved by the ACM Chief Operating Officer
A first year activity plan for meeting and for carrying forward chapter activities and for furthering the goals of the Association.
First Year Activity Program Plan
US CHAPTERS ONLY:
The IRS requires that all U.S. ACM Chapters obtain an Employer Identification Number (EIN). In order to obtain an EIN, the chapter sponsor or chair signature is required on the IRS Form 2848.

While any ACM member might encourage and support the creation of a new chapter, members in the area to be served must be the driving force behind the formation activities. The process of obtaining a charter for a chapter follows a fairly common pattern. There are a number of steps involved in the process; the petitioners perform some, some by various ACM volunteers, and some by ACM Headquarters. The steps detailed below can be accomplished in a relatively short time. Not all steps are required in all instances.

Initial contact. In general, ACM first learns that there is interest in forming a new chapter when someone who would be a member of that new chapter contacts ACM Headquarters and requests information about the requirements and process.
Response to the initial request. ACM Headquarters responds to all initial requests. If there is already an ACM chapter in the area, the requestor is so informed and given the information to contact that chapter; the chapter is also notified that there has been and inquiry. If there is not existing chapter, or if the inquiry is for establishing a Local SIG in a technical specialization not yet covered in the area, the requestor is sent the appropriate chapter start-up kit. The start-up kit consists of a checklist of the requirements and what must be done, a copy of the ACM Constitution and Bylaws, as set of appropriate sample bylaws, some membership applications, other materials deemed appropriate, and a list of other materials available to chapters.

The information about the request is preserved. If multiple inquiries are received from the same area, Headquarters will attempt to put the requestors in touch with each other. Appropriate volunteers are contacted so they may assist in the formation of a new chapter.
The requester should identify a core group of volunteers. Although it is possible for a single person to take responsibility for the formation process, our experience has shown that most successful attempts at chapter formation are the result of the combined efforts of a core group. These groups are generally made up of three to five individuals, from at least two different companies or institutions. Your regional representative, or the manager of chapter activities at ACM Headquarters, may be able to help you locate other ACM members in your area who have expressed interest in becoming actively involved in the formation effort. Note also that sharing the formation responsibilities among a group of people sets a helpful precedent for when it comes time to manage and administer the chapter's activities.
This core group should prepare the petition for charter and a draft of the proposed bylaws. (Samples of both are included at the end of this section.) Please note that additional provisions may be made to the sample bylaws or policy. If you have any questions about this, you should contact the coordinator of chapter activities at ACM Headquarters.

This group should also give careful consideration to an appropriate name for the chapter. The name should be short and clear so that potential members will recognize it immediately when they see notices or hear reference made to the chapter. Normally, the name of a city centrally located in the chapter's area is selected as the name of the chapter. Also, each chapter name, both the formal and the brief name, should include reference to the ACM. For example, a formal name for a Local SIG may be "The Greater Bismarck Area Special Interest Group on Design Automation of the Association for Computing Machinery;" this group's brief name may be the "Greater Bismarck ACM SIGDA" or "ACM Bismarck Area SIGDA." A Chapter with the formal name "The Rhode Island Chapter of the Association for Computing Machinery" may be called "Rhode Island ACM," or "RI/ACM."
Once a set of proposed bylaws is drafted, and a petition is prepared and ready for signatures, and organizational meeting should be announced. The committee should work to reach as many potential members as possible. These potential members may include current members of the ACM, members of other local computer-related professional organizations, employees of business and governmental agencies engaged in information processing and computing activities, and faculty or students at universities or other educational institutions offering courses in various computer technologies or computer science.

There are certainly advantages in directing the initial organizational activity towards current ACM members. The coordinator of chapter activities at ACM Headquarters may be able to help in getting member lists or mailing labels. Usually, the employer of the one of the organizing volunteers can be persuaded to underwrite the cost of duplicating and mailing. As a last resort, there may be some (very limited) funding available for postage from the Membership Services Board or, in case of Local SIG, from the larger ACM SIG of the same technical interest, for mailings to ACM or ACM SIG members.

You will have to do some research to find members of other professional organizations. The yellow pages of the local telephone directory, catalogs of local universities, and the local Chamber of Commerce will give you leads to these sources of other potential members. Whenever possible, your first contact should be personal if an appointment can be arranged. Otherwise a telephone call, followed by a letter explaining the objectives and significance of your organization, may prove very useful. If you are successful with the leaders of these groups, you will be in a good position to enlist the support of the membership of their organizations. When contacting these people, remember to encourage them to join both the ACM and the local chapter which you are organizing.

In addition to direct contact, you should try to take advantage of the mass communications media to reach others. With larger newspapers, you should contact the editor of the appropriate department, or perhaps the science writer, and explain your activities. The organization of a local group of professionals (in any field) is normally considered news, and your chances of getting into print are good. Remember that newspapers are interested in knowing who you are, what your organization represents, its relationship to their readers, and names, names, names. It is always necessary to include the time and place of your meetings and the person to contact for further information.

Since you will be dealing with a limited number of newspapers, it will not be too difficult to talk with them by telephone (followed by a personal visit if possible) before delivering or mailing your information to them. Mention local names and business affiliations in your releases, if possible. This is especially helpful with the smaller daily newspaper and weeklies. In many areas, radio stations devote five or more minutes each day to local news. Sometimes they devote a program to public service announcements of organization meetings. On other stations, announcers read public service news periodically throughout the day. Investigate these options thoroughly, and if you learn of any such programs, call the station to determine just what information they require and their deadlines for submission of material.

Please note that, while ACM authorizes and encourages this type of notification, care should be taken to avoid representation of your group as an 'official' ACM group at this stage. The right to represent yourself as a recognized ACM chapter, and other rights associated with affiliation with ACM (regarding bank accounts, tax exempt status, etc.) are available to you only after a charter has been granted. If you have any questions about this, you should contact the chairperson of the Chapters Committee, the Local SIG liaison to the Membership Services Board, or the coordinator of chapter activities at ACM Headquarters for clarification.
At the organizational meeting, you may want to have a technical presentation or lecture as well as the organizational items on the agenda. The organizational objectives include the following: to gather signatures for the petition (remember that the signatories must be members of the ACM or of an ACM SIG, or their membership to discuss and get preliminary approval for the proposed bylaws from the group before sending the bylaws to ACM for approval (you expected to attend the meeting); and to select the initial interim officers for the group (these officers are usually drawn from the organizing committee, but you should encourage others in attendance to participate as well). At this meeting, you should have ACM and ACM SIG membership applications on hand, and sample copies of ACM publications on display. ACM Headquarters can provide these promotional materials.

At this meeting, you should also set a date for the next meeting; discuss a tentative regular meeting schedule for the chapter, assuring that meeting dates do not conflict with the meeting dates of other organizations (i.e., DPMA, ASM, IEEE-CS) or those of neighboring chapters; obtain lists of topics of interest to members and of potential speakers; and discuss chapter dues structure and finances.
Once you have a signed petition, a final draft of the proposed bylaws, and a list of interim officers with names, membership numbers, addresses, and phone numbers, you should send two copies of each (along with any membership applications and dues collected) to the coordinator of chapter activities at ACM Headquarters for initial review. The coordinator will acknowledge receipt of the information immediately.
Bylaws revisions. The review of the proposed bylaws often uncovers sections that need to be corrected or could be improved. ACM Headquarters shall inform the lead petitioner of recommended changes. The modified bylaws will also be reviewed.
Recommendations. Appropriate ACM volunteers and organizations are notified by ACM Headquarters that a petition for charter has been completed and are asked for comment on whether the charter should be granted. These include the Chapters Advisory Group or the Local SIG Coordinator, as appropriate, plus any other interested volunteers.
Concurrence of the SIG Board for a proposed Local SIG. The Local SIG Coordinator will obtain agreement from the SIG Board, especially with regard to the statement of technical scope, that the proposed Local SIG be granted a charter before the Membership Services Board acts on the petition. (Bylaw 6, Section 3)
Membership Services Board action. Bylaw 6, Section 3 empowers the Membership Services Board to accept or reject petitions at its discretion. A charter is granted upon a majority vote of all members of the Membership Services Board. A newly chartered chapter is placed on provisional status.
Issuance of charter. ACM Headquarters prepares the charter documents and sends them to the lead petitioner.
Once the chapter has been chartered, you may open a bank account (if your bylaws prescribe one), file for a bulk mail permit for not-for-profit organizations, and proceed with the chapter activities. The rest of this handbook should answer any questions you may have about these or other matters; of course, you should contact any ACM staff or volunteers listed in this handbook with questions.
EXAMPLE OF PETITION FOR CHAPTER CHARTER

To: The Chief Operating Officer of the Association for Computing Machinery

We the undersigned, who are Members in good standing of the Association for Computing Machinery (ACM) or of an ACM Professional Chapter, do hereby submit a request for recognition of the undersigned as charter members of the __________________________ Chapter of the ACM to serve members in the (definition of Chapter area). We request recognition and approval as an official Chapter. Interim officers are as noted below:

Member Number

Please Type
or Print Name

Signature

________________________________________________________________

Chapter officers and addresses should be indicated; all officers must be Members of the ACM.

This petition and bylaws should be submitted to:

ACM
Local Activities Department
1515 Broadway
New York, NY 10036
chapters@acm.org
Applications for membership and payment of dues may be submitted concurrently.

SAMPLE CHAPTER BYLAWS

Bylaws of the <your group name> Chapter of the Association for Computing Machinery

Article I

Name

1. This organization shall be called the <group name> Chapter of the Association for Computing Machinery. In these bylaws it is referred to as the Chapter; the Association for Computing Machinery is referred to as the ACM.

Article II

Purpose

1. The Chapter is organized and will be operated exclusively for educational and scientific purposes to promote the following:

[You may change the items below or add to them as long as the general spirit will be maintained. See the Constitution, Article 2, for other ideas you may include.]

a. An increased knowledge of and greater interest in the science, design, development, construction, languages, management and applications of modern computing.

b. Greater interest in computing and its applications.

c. A means of communication between persons having an interest in computing.

2. The Chapter will serve professionals of the <your group name> and other interested persons in the <city/province> community.

3. The Chapter is chartered by the ACM.

Article III

Membership

The provisions of this section must conform to the membership provisions specified in ACM's Bylaws (Bylaw 6, Section 5; ACM Constitution Article 3).

1. Membership in the Chapter shall be open to all ACM members and nonmembers, upon request and payment of any local dues. [If you do not want non-ACM members to vote, you can create an Affiliate membership category.]

Voting membership in the Chapter shall be granted to all ACM members and ACM SIG members.*
Student membership shall be open to all full-time students. Student membership dues shall not exceed 75 percent of regular member dues.

Article IV

Officers

1. The officers of this Chapter shall be: Chair, Vice Chair, Secretary, and Treasurer. These officers constitute the Council. A minimum of three officers is needed to establish a Chapter; some Chapters combine the offices of Secretary and Treasurer. Other offices may also be established.

2. Three officers of the Chapter must be voting members of the ACM.*

3. The officers shall be elected by a plurality of the votes cast at the annual election meeting. They shall take office on <date> and serve for one year.

4. No member may serve in the office of Chair or Vice Chair for more than two consecutive years.

[Provisions for filling vacancies left by resignations should be included in this article. Provisions for limiting the number of terms that a person can serve in a position also may be included in this article.]

Article V

Duties of Officers

1. The Chair is the principal officer and is responsible for leading the Chapter and managing its activities in accordance with the policies and procedures of the ACM and these bylaws. The Chair shall preside at all meetings of the chapter and of its Executive Council. The Executive Council shall consist of the Chapter officers, and chairs of the Chapter's standing committees.

2. The Vice Chair shall preside at meetings in the absence of the Chair, assist the Chair in the management of the Chapter, and perform other duties that may be assigned by the Chair.

3. The Secretary shall keep the minutes of all Chapter and Executive Council meetings. Other duties of the Secretary include:

a. Preparation of the annual report for presentation at the election meeting.

b. Preparation of the Chapter's activity report and officer contact information, and submission of these to ACM Headquarters.

c. Submission of any proposed amendment to these bylaws to the Chair of the Membership Services Board. Proposed amendments must be approved before they can be submitted to the Chapter's membership for a vote.

d. Perform other duties as assigned by the Chair.

4. The Treasurer shall collect dues, pay all bills, and maintain the Chapter's financial records. Duties of the Treasurer shall also include:

a. Preparation of the Chapter's annual financial report for presentation to the Chapter at the annual election meeting.

b. Completion and submission of the financial report to ACM headquarters.

c. Performance of other duties as assigned by the Chair.

Article VI

Executive Council

There is no requirement that there be an Executive Council, but if there is one, the Chair would be the presiding officer. If there is no specific Executive Council, the set of officers are the Executive Council.

1. The Executive Council shall consist of the Chapter officers, the immediate past Chair, and chairs of the Chapter's standing committees.

2. The Term of the members of the Executive Council shall be coincident with the terms of the officers. They shall take office on <date> and serve for one year.

Article VII

Standing Committees

1. The standing committees of the Chapter shall be Program, Arrangements, Education, Membership, Publicity, etc.

[The number and functions of committees is determined by your Chapter activities and goals. Think about what you want to do this year and in the foreseeable future and establish standing committees that correspond to those activities and the corresponding assignment of duties. Then define the general duties of the committees.]

a. The Program Committee shall plan and make arrangements for the technical programs of the Chapter's meetings in accordance with the membership's interests and the aims of the Chapter as set forth in Article II.

b. The Publicity Committee shall maintain a mailing list and publish and distribute all notices and publicity for and to the members of the Chapter.

[Include the descriptions of the other standing committees here.]

Article VIII

Temporary Committees

With the advice of the Chapter's Executive Council, the Chair may appoint such temporary committees as appropriate.

1. A Nominating Committee, consisting of at least three voting members of the Chapter, at least two of whom shall not be members of the Executive Council, shall be appointed by the Chapter Chair at least two months prior to the Election Meeting.

[Some Chapters assign this function to the Past Chair, if available, as the person with no other required duties who knows what all the jobs require. The Committee can also be responsible for identifying people who may serve on the various committees.]

2. An Audit Committee shall be appointed by the Chapter Chair at the close of the fiscal year to assure the accuracy of the accounting of the Chapters funds for the year. This Committee should also verify the accuracy of the Financial Report prepared by the Treasurer for submission to ACM headquarters.

[Descriptions of other Temporary Committees should be included in this Article.]

Article IX

Meetings

1. Meetings shall be held as planned by the Program Committee. The Chapter shall hold meetings only in places that are open and accessible to all members of the Association.* You may have additional local government requirements about openness to the public and accessibility for the handicapped.

2. The Annual Business Meeting should be held at the last meeting of the term. At this meeting, the Secretary and Treasurer each shall present the required reports. Also, the election of officers shall be held. 3. Written notices of all meetings shall be distributed to all members at least one week prior to any meeting.

Article X

Disbursements and Dues

1. Disbursements from the Treasury for Chapter expenditures shall be made by the Treasurer with authorization of the Executive Council and shall be included in the minutes of its meetings.

2. Dues shall be fixed annually by the Executive Council.

Article XI

Amendment and Voting Procedures

Membership Activities

1. All proposed changes to these Chapter Bylaws shall be approved by the ACM Chief Operating Officer.

2. No official business of the Chapter shall be conducted unless a quorum is present. A quorum of the Chapter shall be defined as ______percent of the voting membership of the Chapter or at least _______members, whichever is greater.

3. A simple majority of the voting members present shall be required to carry a motion.

4. Officers will be elected by a plurality of votes cast.

[If elections are conducted by mail ballot, specific procedures should be included here, especially ballot preparation, how ballots are distributed, and how long the membership has to return the ballots.]

Article XII

Dissolution of the Chapter

1. Dissolution of this Chapter by consent of the members shall consist of unanimous agreement of all its officers together with a majority vote at a meeting which has been publicized in advance to all members of the Chapter for the purpose of taking this vote.

2. Should this Chapter be dissolved, its assets and liabilities shall be transferred to ACM and shall be supervised by the ACM Finance Director.

SAMPLE LOCAL SIG BYLAWS

Bylaws of the <your locality > Special Interest Group <for/in/on your special interest> of the Association for Computing Machinery

Article I

Name and Scope

1. This organization shall be called the <your locality name> Association for Computing Machinery Special Interest Group <for/in/on your special interest>, also known as the <your locality name> ACM SIG<your special interest short form>. In these bylaws it is referred to as the Chapter; the Association for Computing Machinery is referred to as the ACM. If your area of interest is the same as the interest area of an ACM SIG, the short form designation you choose should be the same as the ACM SIG name, e.g., NYCSIGCHI, Sun Belt ACM SIGAda.

2. The scope of the Chapter is <technical specialty description>.

[The scope should match that of the corresponding ACM SIG or define a technical scope, which does not properly fall within the scope of an existing ACM SIG.]

3. The Chapter will support activities complimentary to <ACM SIG, if there is one>, the ACM, and other ACM activities in the <your geographic area> area.

Article II

Purpose

1. The Chapter is organized and will be operated exclusively for educational and scientific purposes to promote the following: *

[You may change the items below or add to them as long as the general spirit will be maintained. See the Constitution, Article 2, for other ideas you may include.]

a. To promote increased knowledge of and greater interest in the science, design, development and applications of modern computing in <area of interest>.

b. A means of communication between persons having an interest in computing.

2. The activities of this Chapter will include the following:

[This section is not required, but may help focus your activities. Choose items that are appropriate to your group.]

a. Collecting and disseminating information through a newsletter, or other publication.

b. Sponsoring meetings, discussion groups, and workshops.

c. Working with other ACM units on activities such as lectures, professional development seminars and technical briefings.

3. The Chapter is chartered by the ACM. It is formed and will operate under the sponsorship of the ACM, the Membership Services Board, and the SIG Board.

Article III

Membership

The provisions of this section must conform to the membership provisions specified in ACM's Bylaw 6, Section 5.

Voting membership in the Chapter shall be granted to all ACM members and ACM SIG members in the locality served by the chapter.*
Student membership shall be open to all full-time students. Student membership dues shall not exceed 75 percent of regular member dues.

Article IV

Officers

1. The officers of this Chapter shall be: Chair, Vice Chair, Secretary, and Treasurer. A minimum of three officers is needed to establish a Chapter; some Chapters combine the offices of Secretary and Treasurer. Other offices may also be established.

2. All officers of the Chapter must be voting members of the ACM* and members of the ACM SIG<interest>.

[If there is no corresponding ACM parent SIG, then drop that membership requirement phrase.]

3. The officers shall be elected by a plurality of the votes cast at the annual election meeting. They shall take office on <date> and serve for one year.

4. No member may serve in the office of Chair or Vice Chair for more than three consecutive years.

[Provisions for filling vacancies left by resignations should be included in this article. Provisions for limiting the number of terms a person can serve in a position also may be included in this article.]

Article V

Duties of Officers

a. With the advise of the Chapter's Executive Council, the Chair shall appoint all members of committees of this Chapter and all Committee Chairs.

2. The Vice Chair shall preside at meetings in the absence of the Chair, assist the Chair in the management of the Chapter, and perform other duties that may be assigned by the Chair.

3. The Secretary shall keep the minutes of all Chapt dues, pay all bills, and maintain the Chapter's financial records. Duties of the Treasurer shall also include:

a. Preparation of the Chapter's annual financial report for presentation to the Chapter at the annual election meeting.

b. Completion and submission of the financial report to ACM headquarters.

c. Performance of other duties as assigned by the Chair.

Article VI

Executive Council

1. The Executive Council shall consist of the Chapter officers, the immediate past Chair, and chairs of the Chapter's standing committees.

2. The term of the members of the Executive Council shall be coincident with the terms of the officers. They shall take office on <date> and serve for one year.

Article VII

Standing Committees

1. The standing committees of the Chapter shall be Program and Publicity.

b. The Publicity Committee shall maintain a mailing list and publish and distribute all notices and publicity for and to the members of the Chapter.

[Include the descriptions of the other standing committees like Arrangements, Education, and Membership here.]

Article VIII

Temporary Committees

With the advice of the Chapter's Executive Council, the Chair may appoint such temporary committees as appropriate.

[Descriptions of other Temporary Committees should be included in this Article.]

Article IX

Meetings

1. Meetings shall be held as planned by the Program Committee. The Chapter shall hold meetings only in places that are open and accessible to all members of the Association.*

You may have additional local government requirements about openness to the public and accessibility for the handicapped.

2. The Annual Business Meeting should be held at the last meeting of the program year. At this meeting, the Secretary and Treasurer each shall present the required reports. Also, the election of officers shall be held.

3. Written notices of all meetings shall be distributed to all members at least one week prior to any meeting.

Article X

Disbursements and Dues

1. Disbursements from the Treasury for Chapter expenditures shall be made by the Treasurer with authorization of the Executive Council and shall be included in the minutes of its meetings.

2. Dues shall be fixed annually by the Executive Council.

Article XI

Amendment and Voting Procedures

1. All proposed changes to these Chapter Bylaws shall be approved by the ACM Chief Operating Officer.

3. A simple majority of the voting members present shall be required to carry a motion.

4. Officers will be elected by a plurality of votes cast. If the election is conducted by mail ballot, sufficient ballots must be returned to have constituted a quorum.

Article XII

Dissolution of the Chapter

2. Should this Chapter be dissolved, its assets and liabilities shall be transferred to ACM and shall be supervised by ACM's Finance Director.

CHAPTER MEETINGS

Getting people together is what chapters are about. Meetings of ACM chapters will vary dramatically, from a meeting of a three-member publications subcommittee to a professional development seminar or conference that may draw 200 people or more. Large scale meetings, i.e., tutorials, professional development seminars, and conferences, are discussed in other sections of this handbook. This section will describe the most common forms of regular chapter meetings, and will provide some advice in planning them and ensuring that they are successful.

Meeting Locations

The importance of location in chapter meetings cannot be overemphasized. Three things to consider in selection a meeting site are accessibility to the members (including central location, and physical accessibility), general comfort and ambiance (including size and noise level) and cost. Many chapters have their meetings in the same place every month; the benefits are that members will know where to go, and the members (and meeting planners), will know what to expect. If your chapter membership is spread out over al large area, however, it may be more appropriate to vary meeting sites.

If the chapter generally has dinner meetings, it should check out several local area restaurants; many restaurants can provide meeting rooms for groups having dinner. If the chapter sometimes has a small turnout, it should check to see if it must guarantee a minimum number of meals to qualify for the free meeting room. The meal and speaker portions of the meeting, however, need not be held at the same location if a more suitable meeting room, such as a university or corporate conference room , is available nearby. This option may be more comfortable for members who attend technical session only, since they will not be walking into a room where others are just finished eating.

Universities or corporate conference rooms are good prospects for regular, non-dinner meetings as well, and are often available at little or no charge (especially if one of your chapter's members is affiliated with the prospective site). If the meeting is being held at a large University, you should be sure to include detailed directions (or better yet, a map!) with the announcement for people not familiar with the campus.

Executive sessions are often held immediately preceding the general meetings. If they are held separately, they can often be held comfortably in public library conference rooms, company conference rooms, or university classrooms. A board member's home may be a convenient and comfortable setting, but you should ensure that there is enough space to accommodate other chapter members who may wish to attend.

Business Meetings

With the exception of election meetings, many chapters find it possible to conduct most business in executive council meetings and devote general meetings and to professional programs. Summaries of business conducted in executive council should be available to the chapter membership through the chapter newsletter, brief reports at general meetings, or other means.

It is strongly recommended that executive council meetings be announced to the chapter membership, and that they be encouraged to attend. An open-door policy for executive council meetings will accomplish two things: it will encourage participation in chapter management and planning by the membership at large, thus providing a pool of chapter members from which to draw future chapter leaders; and it will ensure that the members have the opportunity to address their concerns to the council, and thus avoid the problems that occur when the 'governed' feel they have no voice with the 'governors.'

Program Meetings

There are two basic types of program meetings -- dinner and non-dinner meetings. Also, some chapters have luncheon meetings instead of dinner meetings of they may have both. Except or the meal, all three types of meetings should follow the same general format: a welcoming statement (usually by the chapter chairperson), introduction of the speaker (usually by the chapter chairperson or program chairperson), the speech, a question and answer period , and a closing statement.

The chapter officers and members of the program committee should arrive at the meeting site at least 15-20 minutes before the meeting is scheduled to begin, even if the chapter has a tendency to start its meeting late. Newcomers, and the meeting's speaker, are usually prompt, and it can be very uncomfortable for them if they are the first to arrive. Some chapters have a designated 'greeter' to welcome new members to the meeting and to introduce them to other chapter members; remember that making newcomers feel welcome the best way to encourage them to return.

The chapter Chairperson (or another designated chapter officer) should begin all program meetings with a short opening statement to welcome the attendees. If there are newcomers in the crowd, it is often helpful for the Chairperson to talk very briefly about the chapter and the ACM (does the chapter always meet the third Wednesday at this location? If so, let people know!) At the same time, the Chairperson should remember that newcomers have probably come to hear the speaker and should keep the opening statement short; there should be opportunities for socializing and chapter promotion at the end of the meeting for those interested.

Likewise, program meetings should end with a closing statement from a chapter officer to thank the speaker for the program and to thank the attendees for coming. The closing statement should also announce the next meeting and, whenever possible, encourage attendees to stay for awhile after the meeting closes to socialize or pick up chapter materials.

Dinner Meetings

The dinner meeting involves additional work on arrangements. Some things you should consider are the following:

1. Does the restaurant provide space both for people eating dinner and for those who come after dinner to listen to the speaker?

2. Will you collect for the dinner in advance, at the door, or during the meal?

3. Must reservations for dinner be guaranteed? Will the chapter have to pay for those who default?

4. Is there a public address system available if required? Is a movie screen available if needed? Is there a power outlet for a projector? Will noise be a problem?

5. Can the club or restaurant provide for "unannounced dinner guests"? How many?

6. Should you make money on the dinner by charging extra? This is an excellent way to obtain funds initially. Many chapters charge an additional fee for non-members.

7. Will you assess those who come after dinner to hear the speaker?

8. If there is a set charge per meal, how wide is the selection? Does the restaurant serve alcoholic beverages, and will individuals pay for bar drinks separately? Is the server's tip included in the standard price per meal?

These and other questions should be asked before any arrangements are agreed to. It is best to have these agreements in writing, to avoid any possible misunderstandings.

Election Meetings

Election meetings are normally held once a year at the time specified in the chapter bylaws (often in the spring). At this meeting, chapter officers for the next year are elected and various annual business reports are given. This meeting is sometimes conducted as an annual chapter banquet, where awards may be presented to outgoing officers or for other outstanding contributions to the chapter.

Suggestions for Successful Meetings

Hold regularly scheduled meetings. Monthly meetings are the most common. Some chapters hold bi-monthly meetings, but interest tends to lag if meetings are held too far apart. Hold the meetings at the meeting on that day.

Find the right place. The meeting place must be easily reached by the members. Many chapters find they can hold meetings at the same central location each month. Those from larger geographic areas may have to move the meetings each month to draw the most people. Only the most dedicated will travel over 30 minutes to get to a meeting.

Hold meetings at a convenient time. Dinner meetings provide a relaxing evening if they don't start too early or too late. Full-day seminars with many speakers or panel discussions also work well. Lunchtime meetings during the week can be successful if the members have easy access to the meeting place.

Find Quality Speakers. An excellent speaker will do more to help a dinner meeting than anything else will. The ACM Lectureship Program is a good source for speakers, and has the added benefit of financial support. For local speakers, you may want to contact the local Speaker's Bureau of Toastmasters Club. They are usually loaded with talent, and quite a few come from scientific fields.

Choose a Relevant Topic. Few people would go to an ACM meeting to hear someone talk about IBSYS buffer strategies on the IBM 7094-II computer Yet, this was a very hot item around 1976. Times change. The topic for the meeting must be in vogue to be worthwhile. It cannot be too old or too new. To find out what the current hot topics are, look over brochures of seminar offerings in your area. The ACM Distinguished Lectureship Program is a good source of topics; the best route, however, is to ask the chapter members directly.

Publicize. Spread the word about the upcoming meeting. Post notices, mail schedules to the members, organize local site representatives, and advertise in the newspapers. Write the message in bold works to grab attention. Do whatever is necessary to let people know that the next meeting will be the most important presentation on the subject they ever attended. Then, don't let them down.

Make People Feel Welcome. At least one or two people should have the job of welcoming everyone to the meetings. Mix the people up each time so cliques don't form. An "In-Group" may quickly become "The-Only-Group" at the meetings. If people feel welcome, they may try to come back one more time even though they thought the rest of the meeting was a flop.

Suggestions for Chapter Meetings

Speakers

If you are organizing in an area where there are many computer installations, you may be able to get speakers from local organizations. This offers the advantage of an exchange of local information and techniques.

It is a good idea to get speakers from other parts of the country. You may want to write to someone who is an authority on a subject in which you are interested. If your first choice cannot speak at a chapter meeting, they can usually recommend an alternate. Local corporation are often willing to contact their other offices to arrange a visit by a speaker. Incidentally, many companies are willing to pay all expenses connected with sending an individual to speak to an ACM chapter. When inviting a speaker, you may improve your chances for getting the individual you want by offering several dates from which the speaker may choose.

Specialized Panel Discussions

Successful examples of specialized panel discussions include the following: four founders of computing firms discussing the process of corporate birth (Los Angeles): six speakers describing the "most unusual" computing applications in the region (Chesapeake Bay Area); and four university computing center directors discussing common problems (Mid-Southeast).

Round Table Discussions

Round table discussions usually cover a particular field. It is usually best to have a discussion leader.

Hardware Demonstration

Local hardware representatives are often willing to spend time with your chapter demonstrating their wares and answering questions. One chapter has presented such an effort in a quasi-carnival atmosphere with strict time limitations on the presentations.

Joint Meetings

Chapters have sponsored joint meetings with other societies to concentrate upon computer applications. Typically, such organizations have included SIAM, Libraries Association, Training Directors Associations, DPMA, Systems and Procedures Association, IEEE Computer Group, etc.

Site Tours for Chapter Members

Several chapters have had very successful site tours; e.g., computer controlled type-setting installations, airline reservation centers, etc.

Social Evenings

Many chapters hold special meetings to attract spouses and other guests of members. Programs have included humorous "technical" papers, reports on educational projects, SIGGRAPH video review tapes (available for loan from ACM Headquarters) and EDP films.

Historical Committee

A committee could be set up to record historical development of computing technology activities in the community. Such a committee may select members of the chapter for special recognition as well as others who have contributed to the field.

Ideas for Community Service Projects

Speakers Bureau

Several chapters have organized a pool of speakers. Examples are the New York City and Mid-Southeast Speakers Bureaus which offer people to lecture and to lead discussions on computer topics and careers for clubs, schools, or other civic, public, or private groups.

Television and Film Projects

Closed circuit presentation of chapter speakers has been arranged through education networks. Special programs have been developed for educational networks. Special programs have been developed for education television and for local stations that carry public interest programs.

Donation of Sets of ACM Publications to Local Institutions

Copies of back issues of ACM publications (JACM, Computing Reviews or CACM) can be solicited from members. Complete sets are welcomed by libraries in educational institutions.

Programming Courses

This is perhaps the most common chapter activity in the education field. Classes have been organized for audiences ranging from elementary school students to classroom teachers, as well as the disadvantaged of the local area.

Career Guidance in Computing

Chapters can cooperate with the local school system in career guidance days, career guidance centers, etc.

Sponsorship of Student Chapters

Information on student chapter requirements, including a sample set of bylaws is available from ACM Headquarters. View for the Student Chapter Manual at: http://www.acm.org/chapters/stu/manual/homepage.html.

Assistance to Scouts

A computer merit badge for Boy Scouts, Girls Scouts and Explorer Scouts has been developed. Chapters may wish to make merit badge counselors available to encourage this activity.

PROFESSIONAL DEVELOPMENT SEMINARS

The ACM Professional Development Handbook describes in detail how to conduct a PD Seminar. You may find the document online at: http://www.acm.org/chapters/acmpds. PD Seminars can be the source of additional revenue for your chapter as well as an opportunity for enriching the technical activities in the community and providing excellent publicity for the chapter membership growth. More detailed information about planning PD Seminars is included in Section 7 of this handbook.

SHORT TECHNICAL SYMPOSIA AND CONFERENCES

Many chapters and regions have held successful symposia. They are normally held quarterly or annually and are one to two days in length. Notification must be sent to the ACM Local Activities Coordinator before they are scheduled. Approval of the ACM SIG Services Director is required, and Technical Meeting Profiles (TMP) must be submitted and approved. TMPs are available at: http://www.acm.org/chapters/policy/toolkit/tmptmrf.html.

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