Election of Officers for Chapter 291
Saturday, December 7, 2024
8:30 AM Terminal Conference Room
President
o Leads the chapter
− Follow the chapter 5-year plan laid out of the board of directors.
o Primary point of contact with EAA HQ
− Ensure that email and phone number on file with EAA is accurate, as this information is what will be published as chapter contact information.
o Appoints chairmen and committees
− Assess the task at hand, and which members would be best suited to fulfill the role of chairing that function
− Check-in with chairmen & committees to ensure that planning is staying on track.
− Follow up with chairmen & committees post event to debrief the processes used, and how they can be improved in the future.
o Presides over chapter functions
− Leads Chapter Gatherings
− Leads Chapter Board Meetings
o Takes care of end of the year chapter tasks
− Renewal will be sent via email to chapter leaders
− Distribute chapter service awards and pins- Mailed to chapter in early November/Late October
Vice President
o Performs duties of the president when the president is unavailable − See tasks listed on prior page.
o Act as chapter ambassador
− Greet guests at chapter events and introduce guests to other chapter members − Hand out nametags to guests and to those members who are not wearing a nametag at chapter event.
o Coordinate Chapter Promotion
− Order chapter marketing material such as, • Chapter posters • Event posters • Chapter business cards • Chapter brochures • Materials can be found at www.EAA.org/ChapterResources under the promotional materials section
o Presenter/Gathering Planner
− Organize the presenter/speaker for monthly chapter gatherings
− Organize meals for chapter gatherings, and delegate meal prep as necessary
o Submit event insurance requests on the EAA Chapter webpage, at least 30 days prior to an event. Insurance requests can be submitted at www.EAA.org/EventInsurance.
− An insurance request should be submitted for every chapter event. Gatherings, meeting, fly-ins, pancake breakfast, young eagle rallies, etc.
− Monthly chapter gatherings can be submitted as reoccurring events
Secretary
o Records and publishes minutes of business meetings
− Email meeting minutes to chapter members
− Post minutes on the chapter webpage
o Maintains permanent file of key chapter documents
− Bylaws
− FEIN (Federal Tax ID Number)
− Meeting minutes
− Chapter Handbook
• As updates are posted on www.EAA.org/ChapterResources remove old sections and insert updated sections.
o Maintain up-to-date chapter roster and directory.
− Collect membership application and chapter dues.
• Deliver dues to the chapter treasurer
− Include member name, EAA number, email address, contact information, and any other pertinent information.
− Greet members and guests as they arrive at chapter gatherings.
• Record the attendance of members
• Record guest contact information
• Pass out nametags
Treasurer
o Maintains Chapter Finances
− Receives and deposits all funds.
− Issues checks (as per the bylaws)
− Balances check book
o Maintains financial books and records
− Keep detailed record of expenses and revenues. • Will help with future budget planning • Verifies that all funds are properly spent.
o File for 501c3 status.
− Visit www.EAA.org/ChapterResources and click on the Financial Management tab to find help with filing for 501c3 status.
o Files IRS 990N Annually (If chapter maintains 501c3 status)
− The form is due on May 15th
− Visit www.EAA.org/ChapterResources and click on the Financial Management tab to find help with filing the 990N form.
o Issue receipts for donations
− If the chapter maintains 501c3 status, donors will need to receive a receipt to prove the date and amount of their donation
o Lead Budget Planning
− Work with board of directors to establish a yearly budget each January.
− Work with planning committees to establish budget for specific chapter events.
Newsletter Editor
o Email monthly newsletter
− Send to all members on the chapter roster, as well as emails collected at chapter events
− Sent to web editor, so that file can be upload to the webpage.
− Send to EAA Chapter Office at chapter@eaa.org
o If applicable, mail newsletter to the members who prefer to receive the newsletter by mail
o Print newsletters, and place them around the chapter clubhouse, local FBO, and other locations around the airport.
o Take photos at chapter events/solicit photos from chapter members
− Using photos is a great way to have an eye catching newsletter
o Organize columns for newsletter
− Dates of upcoming Chapter Gatherings
− Presidents corner
− Upcoming chapter events
− Recap recent chapter events
− Technical assistance
− Editor’s Note
− News out of EAA HQ
− Mystery Airplane Contest
o Attend a forum at AirVenture to learn about perfecting your chapter’s newsletter.
− Visit www.EAA.org/ChaptersatAirVenture to see the chapter related forum schedule.
Web Editor
o Upload chapter documents to webpage
− Regularly upload chapter newsletter
− After each business meeting, upload meeting minutes o Update events page on chapter webpage
o Upload chapter media files
− Create photo albums for chapter events.
− If applicable, create video albums and upload videos from chapter events.
o Keep chapter contact information updated.
o Publish information on chapter activities
− Describe the different programs that the chapter takes part it, and how people can get involved.
− Dates for upcoming Chapter Gatherings
o If you have questions about your chapter webpage, do not hesitate to contact Chapters at chapters@eaa.org.
Young Eagles Coordinator
o Young Eagles Rally Preparation
− Utilize the Young Eagle Rally Planner to assist with event planning
o Work with chapter leaders to determine what will be done with Young Eagles credits earned throughout the year.
− If you have questions regarding Young Eagles Credits please email yeagles@eaa.org
o Work with chapter leaders to work on a scholarship program that will send Young Eagles to the EAA Air Academy.
o When contacted by interested Young Eagles, connect the Young Eagle with a pilot within the Chapter.
Eagle Flight Coordinator
o Work with Chapter VP to advertise Eagle Flight program within the community
− Places to advertise
• Grocery stores, restaurants, movie theaters, etc.
• FBO lounge
o Identify possible pilot mentors within the chapter that will be willing to mentor Eagle Flight participants
o Identify local flight schools where you can direct Eagle Flight participants.
− Be able explain to the pros and cons of the different flight schools.
o Coordinate with the Young Eagles coordinator to set up an Eagle Flight booth at Young Eagles Rallies
− Parents are great candidates for Eagle Flights.
• By engaging the parents and children, the entire family is more likely to become involved with the chapter.
Young Eagles Build and Fly Coordinator
o Act as point person to EAA in regards to the Young Eagles Build and Fly program.
− Complete program and kit request form.
− Complete insurance request for program activities.
o Act as point person to local AMA club.
− The AMA club can offer great expertise and volunteer assistance.
− The AMA club will provide access to the RC flying field.
o Lead the recruitment of volunteers.
− Volunteers are required to complete EAA’s Youth Protection Program and background check.
o Lead the recruitment of youth to participate in the program.
Young Eagles Workshops Program Coordinator
o Act as point person to EAA in regards to the Young Eagles Workshops program.
− Complete program and kit request form.
− Complete insurance request for program activities.
o Lead the recruitment of volunteers.
− Volunteers are required to complete EAA’s Youth Protection Program and background check.
o Lead the recruitment of youth to participate in the program.
Membership Coordinator
o Recruit new members in the local area
− Brainstorm new chapter recruitment techniques.
− Promote general chapter functions as well as different chapter events.
• Coordinate with Chapter Vice President to organize posters and brochures
o Measure membership satisfaction
− Develop and distribute end of the year chapter surveys.
• Include questions about satisfaction with current chapter programs, chapter fundraising efforts, chapter inclusion, etc.
o Act as Chapter Ambassador during chapter events.
− Work with Chapter Vice President to welcome guests and perspective members to chapter events.
− Greet guests at chapter events and introduce guests to other chapter members
− Hand out nametags to guests and to those members who are not wearing a nametag at chapter event.
Flight Advisor
o An EAA Flight Advisor is a chapter-nominated and EAA Headquarters-appointed position based on an individual's experience as a pilot, especially with flight-testing.
o Helps a pilot of a newly constructed aircraft conduct a self-evaluation of his or her piloting skills, as well as the flying characteristics of the aircraft to determine whether he or she is capable of test flying that airplane.
o Suggests best practices to follow during flight-testing (e.g. runway selection, weather minimums, etc.).
Technical Counselor
o An EAA Technical Counselor is a chapter-nominated and EAA Headquarters-appointed position predicated on an individual’s experience with aircraft construction.
o Help members present a “zero defect” aircraft at final inspection by the FAA.
