Training for Today and Tomorrow

 


President

Membership Committee

Program Committee

Web Site Committee

Treasurer

Database Committee

Secretary

Public Relations Committee

Newsletter Committee

Philanthropy Committee

Forms

TEMPO President

Description: The President oversees the organization as a whole by coordinating with committee chairpersons and reviewing/renewing the Strategic Plan.

Responsibilities:

Annually

      1. Coordinate annual August planning meeting.
      • Confirm location.
      • Make lunch reservations.
      • Purchase $10-15 gifts for prior year Board members.
      • Send e-mail to current and future Board members to confirm attendance.
      1. Review and renew strategic plan.
      2. Oversee process of review of committee descriptions and TEMPO Event List.
      3. Coordinate with committee chairpersons to review short-term annual goals.
      4. Send thank you notes to all TEMPO Board members during Volunteer week.
      5. Verify status of stationery; coordinate printing if necessary.
Quarterly:
  1. Conduct Board meetings.
On-going:
  1. Execute strategic plan.

TEMPO Membership Committee

Description: The TEMPO Membership Committee coordinates the effort to attain and retain members in our organization. It is responsible for the TEMPO Hotline as well as responding to membership inquiries to the TEMPO web site.

Responsibilities:

Annually:

  1. Assist Database Committee with the annual Membership Drive.
  2. Follow up with members who do not renew their memberships.
Quarterly:
  1. Prepare membership reports for TEMPO newsletter.
  2. Write New Member Profiles for the newsletter.
  3. Prepare name tags for all TEMPO meetings.
  4. Manage registration table at all TEMPO meetings.
Monthly:
  1. Follow up with requests for TEMPO information (prospects) via web-site, Post Office box, and hot line.
  2. Send out New Member packets.
  3. Send out TEMPO information packets to prospects.
On-going:
  1. Answer web-site requests via e-mail and follow up with mailing.
  2. Check TEMPO hotline weekly for messages.
Future ideas:
  • Be more proactive in our recruiting of members.
  • Visit local schools (colleges and high school) to recruit teachers and students who could benefit from TEMPO.

TEMPO Program Committee

Description: The Program Committee is responsible for the planning, organization and delivery of four presentations per year. The program content should reflect the goals of our mission statement to feature accomplished speakers, provocative panel discussions, stimulating workshops, and/or high quality product presentations geared toward advancing computer software training and general education methods.

Responsibilities:

Annually:

  1. Plan for four programs per year.
  2. Use the icebreaker at the January meeting to solicit program ideas from the membership.
  3. Have program schedule for upcoming year completed for membership drive in June.
Quarterly:
  1. Prepare meeting reviews/previews for the newsletter.
Monthly:
  1. Ensure that current program is planned and on target with all responsibilities.
  2. Send follow-ups to speakers of upcoming programs.
On-going:
  1. Continually look for new ideas for programs.
Future ideas:
  • Think about producing a "workshop" with a well known presenter as a source for generating revenue.
  • Establish better relationships with ASTD and other organizations that share similar interests.

TEMPO Web Site

Description: The Web Site Committee maintains the www.tempo-train.org web site so that it contains up-to-date information about programs and meetings and can serve as a marketing tool to attract new members.

Primary Function: The web site contains the following pages that must be kept up-to-date with current information:

  • Home Page
  • Advisory Board List - the Advisory Board members, committee descriptions and responsibilities
  • Program - list of yearly calendar with program flyers and directions as available
  • Membership - membership details, membership package information, and form
  • Newsletter - current newsletter that can be downloaded, with archives of past articles
  • Vendors - description with contact information, link of TEMPO vendors, and form to submit posting
  • Jobs - list of job postings and form to submit posting
  • Resources - list and links of conferences, publications, listserves and resources for training
  • Philanthropy - description of mission, listing of past projects, places to donate equipment, form for nomination
Responsibilities:

Annually:

  1. Arrange with Treasurer to pay web site hosting fee ($100) to CNI.
  2. Arrange with Treasurer to pay domain fee ($100) to Network solutions (every 2 years - directed to billing@internic.net or 703-742-4777.)
  3. Provide contact information at CNI. (Tom Farhat, 800-264-5547, *258)
  4. Provide current programmer information (Kathleen Conti 610-484-883-1005)
Quarterly:
  1. Write article for newsletter about web site additions and changes.
  2. Write article for newsletter about web sites of interest.
  3. Demonstrate web site if possible at every meeting.
On-going:
  1. Update web site with current information about programs and newsletters as they become available.
Future ideas:
  • Add new pages to the web site as identified by the Board to better promote TEMPO and communicate information about our organization.

TEMPO Treasurer

Description: The position of Treasurer is to identify current financial status, establish monthly financial report, and develop a process to create a budget.

Primary Function: Maintain financial books for TEMPO.

Responsibilities:

Annually:

  1. At the TEMPO Summer planning meeting, request committee chairs to prepare an annual budget for their committee activities for the coming year.
  2. In January, prepare and mail 1099's for subcontractors (e.g., database).
For every meeting:
  1. Prepare a report for TEMPO Board meetings presenting the status of the budget, description of checks written and deposits made during the quarter, checkbook balance, and any unusual expenditures the Board may want to discuss.
On-going:
  1. Accurately maintain the TEMPO checkbook.
  2. Write checks to pay vendors and TEMPO member expenses on a timely basis (within 1 week of  receipt).
  3. Complete vendor forms requesting TEMPO Tax I.D. Number.
Other insights/ideas:
  • 90 to 95% of revenue comes from membership dues.
  • The largest costs have occurred at subsidizing the annual dinner meeting (except the 1998 dinner). All joint association meetings are most cost-effective.
  • Money annually assigned for charitable organizations should be from funds specifically generated for this function.
  • If funds for charitable organizations are taken from the general funds, carefully consider the amount to be given as an amount that can safely be spent. Be sure the next year will maintain an adequate checkbook balance in case membership shrinks.

TEMPO Database Coordinator

Description: The Database Coordinator provides database support for the TEMPO organization.

Primary Function: The Database Coordinator maintains the TEMPO database (adds/deletes members and makes changes to member profiles), sends yearly renewal documents to database members and collects yearly dues, assembles and distributes yearly TEMPO member directory, and provides labels and reports as requested by the Board and members for program flyers, newsletters, and special mailings.

Responsibilities:

Annually:

  1. Send renewal documents (including renewal letter, personal information sheet and invoice) in June/July. When dues are received, send postcards acknowledging receipt of dues. Send reminder postcards for those who haven't renewed two weeks after the official due date.
  2. Assemble the yearly TEMPO member directory in time for distribution at the Winter meeting. Mail remaining copies after the meeting to those members who did not attend.
Quarterly:
  1. Provide Board with database information (number of current members, number of new members, and last year's members who have NOT renewed).
  2. Provide labels for the meeting flyers for the entire database six weeks prior to the meeting to Program committee.
Ongoing:

Newsletter:

  1. Provide labels to Newsletter committee two weeks prior to the newsletter distribution deadline.
  2. Provide list of new members to Membership Chairperson (so they can do a profile on a few new members in the newsletter) four weeks prior to newsletter distribution deadline.
  3. Provide list of new members to Newsletter Editor (to include in the newsletter) four weeks prior to the newsletter distribution deadline.
New Members:
  1. Send name and address information to Membership Chairperson so new member "welcome packets" can be sent.
  2. Send dues checks (along with check photocopies) to Treasurer, who returns the photocopy when the check is deposited into the TEMPO account.
Post Office Box:
  • Check Post Office box frequently for renewals and address changes.
  • Notify Membership Chairperson of renewals.

TEMPO Secretary

Description: The TEMPO Secretary writes and distributes minutes of the TEMPO Advisory Board meetings. The Secretary reviews the TEMPO Charter annually and revises it, as required.

Primary Function: The Secretary records decisions and open issues that are discussed at TEMPO Advisory Board meetings.

Responsibilities:

Quarterly:

  1. Write and distribute minutes of all Advisory Board meetings.
  1. Send e-mail two weeks prior to meeting to chairpersons requesting summaries.
  2. Publish pre-meeting minutes for distribution at the meeting.
  3. Revise minutes at meeting with discussion points.
  4. E-mail revised minutes within two weeks of meeting date to all Board members.
  1. Appoint a substitute recorder when unable to attend meetings.
Other:
  • Develop or revise information pieces on TEMPO to be used in membership drives.
  • Assist TEMPO's Public Relations Committee with publicity and advertising.

TEMPO Public Relations

Description: The Public Relations Committee serves as an informational and publicity conduit between TEMPO and the educational and business communities. Efforts are made in conjunction with electronic and print media, as well as through the Internet, to expand awareness of TEMPO's purpose. Newsworthy information pertinent to the activities and accomplishments of this organization is also disseminated.

Responsibilities:

Annually:

  1. Enlist the support of individuals to serve on the Public Relations committee and assign specific responsibilities to each member.
  2. Exchange ideas with Committee Chairpersons and establish a timetable for future discussions.
  3. Structure a plan for the coming year (including special promotions).
  4. Develop a media kit that can be provided to members of electronic and print media. Coordinate this activity with the Membership Committee.
Quarterly:
  1. Prepare information for membership newsletter. Discuss newsletter contents with Newsletter Committee.
  2. Publicize newsworthy information prior to and after quarterly meetings. Send information with pictures (if available) to media.
Monthly:
  1. Send e-mail to each Advisory Board member asking for any pertinent information that would be of interest to TEMPO members.
Ongoing:
  1. Maintain communication with other TEMPO committees to discuss newsworthy information intended for media attention.
  2. Publicize dates, locations, and program information through as many outlets as possible.
  3. Include newsworthy information on the TEMPO web site.
Future ideas:
  • Public relations within TEMPO is critically important. By enabling each member the opportunity to express opinions that can contribute to the success of our organization, TEMPO will continue to thrive and retain its members.
  • It is incumbent on the Advisory Board to ensure an environment that will make members feel comfortable and welcome. Retention rates will improve from one year to the next, while referrals for new members should increase accordingly.

TEMPO Newsletter Committee

Description: The Newsletter Committee publishes the quarterly issue of TEMPO's newsletter TEMPO News with limited cost to the TEMPO organization.

Specifications of Newsletter:

  • 8 or 12 printed pages - TEMPO News is printed on 11" x 17" paper, folded and stapled in the center; therefore, the number of pages must be in multiple of fours. The number of pages should not exceed 12, as the postage cost will surpass the budgeted amount of 55¢.
  • A Word 97 template named TEMPONEWS.DOT is used to lay out TEMPO News.
  • The template includes the following layout specifications:
    • Masthead - TEMPO motto, web site address, season, months, year and issue number and TEMPO logo
    • Front page - Next meeting preview, meeting schedule in a blue shaded box, table of contents box and no header or footer
    • Second page - President's message with picture of president
    • Last page - Advisory Board listing
    • TEMPO news deadlines, newsletter advertising rates, "Behind the Scenes" (thank you to contributor of newsletter, program planners, newsletter editor and anyone else in need of mentioning)
    • A header of a blue line and a footer with a blue line above the name of the newsletter (flush left), phone number, web site and page number (flush right)
  • The following articles are to be submitted by the 15th of the previous month newsletter is to be mailed:
    • Meeting preview - Program Committee
    • Meeting summary - Program Committee
    • President's message - President
    • New members - Database Committee
    • Member profiles - Membership Committee
    • Web site news - Web site Committee
    • Philanthropy News (award application, equipment/services needed or offered) - Philanthropy Committee
    • Publicity information - Public Relations Committee
    • Articles of interest, which will be approved by the Newsletter Chairperson - General TEMPO membership
  • Each member of the Newsletter Committee is responsible for editing one issue of the newsletter.
Costs and Mailing Information:
  • TEMPO News is mailed in large TEMPO envelopes with a postage cost of 55¢.
  • Copying of TEMPO News is provided by Graphic Impressions of America, 179 W. Lancaster Pike, Malvern, PA 19355. (610-296-3939, e-mail giacopy@aol.com).
  • The cost of printing 250 newsletters is $250.00, which includes color front and back pages.
  • The final newsletter should be e-mailed to Graphic Impressions two weeks prior to preferred mailing date.
  • One issue is mailed to each member. Additional copies are mailed to the Membership Committee Chairperson (50), TEMPO President(s)(5) and to local organizations (names and numbers to be provided on the mailing labels printed by the Database Coordinator).
Chairperson's Responsibilities:
  • Coordinate editors for each issue.
  • E-mail reminders to Board members concerning article due dates and name of newsletter editor.
  • Prepare and e-mail newsletter template to editor.
  • Solicit articles of interest for publishing.
  • Solicit contributors for each newsletter issue. Contributors can donate from $150 to $300 and receive a free ad in the newsletter. The ad must be received by the article due date and should be provided electronically.
  • Arrange for all needed material (large TEMPO envelopes, labels, template, ads) to be sent to the editor.
  • Review and edit the draft copy of the newsletter.
Editor's Responsibilities:
  • Solicit articles of interest.
  • Prepare draft issue by arranging articles to fit within 8 or 12 pages.
  • E-mail draft issue to Chairperson for editing.
  • Complete final edits.
  • E-mail final copy to Graphic Impressions.
  • Provide Graphic Impressions with editor's mailing address for sending final copies.
  • Mail out all final newsletters to members, and additional copies as listed above.
TEMPO News deadlines:
Issue Months covered Article Due Date Issue Mailing Date
Summer July-Sept July 15 August 30
Fall Oct-Dec October 1 November 15
Winter Jan-Mar January 1 February 15
Spring April-June April 1 May 15

TEMPO Philanthropy Committee

Description: The Philanthropy Committee oversees the application process and distribution of the annual TEMPO Philanthropy award.

Primary Function: It is at the discretion of the Chairperson to determine the direction of this committee. The only task that has to be done is to conduct the search for the Philanthropy award for that year and ensure that the money is distributed to the recipient.

Responsibilities:

Philanthropy Award

  1. In September, create applications for applicants to complete.
  2. Distribute applications at the Fall meeting and publish in the Summer and Fall TEMPO newsletters.
  3. Solicit potential recipients from Board members at Board meetings.
  4. In January, prepare information sheets on each applicant for distribution at the Winter Board meeting.
  5. The Board selects the recipient(s) at the Winter Board meeting.
  6. The recipients are frequently, but not always, invited to the Spring dinner meeting.
The dollar amount awarded to a Philanthropy recipient has varied from year to year depending in the amount of money raised by the Philanthropy Committee. The minimum we seem to give is $1000. The dollar amount has also been split and distributed to more than one recipient in a year, depending on the number of applications. The recipients and the amounts are recommended by the Philanthropy Chairperson and voted on by the TEMPO Board.

Donations

Philanthropy, in the past, has had some opportunities to match older hardware and software with needy non-profit organizations. There are now many organizations that perform this function as their main focus. The role of the Philanthropy Chairperson is to provide information about these organizations to both the donors and recipients.

50/50 Raffle

Raffle tickets are sold at every meeting (one ticket for $2, 3 tickets for $5). One ticket is selected from those sold. This is usually done at the break to accommodate those people who need to leave the meeting before it ends. The winner of the raffle receives 50% of the money collected. The other 50% goes into the Treasury to be used for Philanthropy. Those who have bought tickets get a star on their nametag.

Other Ideas

  • Buy seminar tapes and create a lending library. Distribute the tapes with self-addressed postage pre-paid boxes to easily return the tapes.
  • Raffle small training items at each meeting (e.g., books, laser pointer, remote mouse controller for presentations, bag of give-away goodies, or software).

 

Forms:
The following forms and documents are used in program planning, membership, and philanthropy:
 

Program Flyer Master

PROGRAM CHECKLIST


Program Coordinator
Program Team
  
The following information needs to coordinated for a program:
Checkoff
Item:
Data/Info:
Meeting Location - confirmed (plan for a minimum of 50)
Determine AV and other equipment requirements and confirm 
Arrange for a member resource table
Arrange/Confirm food and beverages
Confirm Speaker and travel arrangements (speaker handouts?)
Confirm flyer is completed and mailed on time.
Create and copy meeting agenda and handouts
Coordinate meeting attendance and provide to membership.
Arrange for MC to facilitate meeting and introductions.
Arrange for meeting preview for newsletter.
Arrange for meeting summary for newsletter.
Verify with President how many Board members are attending.
Arrange for collection and summarization of evaluation forms.
Confirm 50/50 raffle with Philanthropy - who is responsible.
Arrange for speaker gift(s).
Coordinate Icebreaker.

Program Evaluation Form

PROGRAM FLYER CHECKLIST


Program Coordinator
Program Team
  
The following information should be included on the program flyer:
 Checkoff
Item:
Data/Info:
  Program Title  
  Program Description  
  Presenter Name & Bio (if applicable)  
  Meeting Date/Time  
  Meeting Location  
  Directions on separate sheet  
  Board Meeting Time & Location  
  RSVP (include directions for registering on web site, sending email or calling voice mail.  
  RSVP deadline  
  Fee for member  
  Fee for non-member  
  Food and beverages? Refreshments or dinner?  
  Dinner Meeting  
  Include dinner selections  
  Make checks payable to TEMPO  
  Note any special circumstances  
  50/50 Raffle

Date and location of next meeting

 


TEMPO Program Evaluation Form
(Download PDF file)

Sample Membership Letter

Dear Computer Training & Support Personnel,

We would like to take this opportunity to introduce you to TEMPO, your local computer training and support group in the Delaware Valley. TEMPO (Trainers/Educators of Metropolitan Philadelphia Organizations) is an association of information systems training professionals in southeastern Pennsylvania, Delaware, and Southern New Jersey.

Our organization is beginning its 18th year as an independent forum for exchanging ideas and resources in the field of information systems education. We hold quarterly meetings and offer high quality, interactive presentations, featuring many nationally known conference speakers. Each meeting also includes as opportunity to network with your peers and obtain literature on training products and services displayed on our Resource Table.

TEMPO has achieved not only a local, but also a national reputation for excellence. We are a participating organization in the Technology Training Conference and TechLearn, and received the ASSIST award for our philanthropic efforts. We also are a member of ACTS (Association for Computer Training and Support). We participate in the quarterly conference calls and Newsletter Exchange, and are prominently featured in the ACTS Local User Groups Resource Guide.

We invite you to review our enclosed newsletter and brochure and come to our next meeting as a non-member (flyer enclosed). Pay the $15 fee (except for luncheon or dinner meetings), and judge for yourself. You can contact our Membership Chairperson, Wanda Carricato at 610-429-9407, for more information.

We hope to see you at the upcoming TEMPO meeting!
 
 

Sincerely,
 

The TEMPO Advisory Board
 

New Member Profile Form

Dear New TEMPO Member:

Please take a few minutes and fill out the following profile if you'd like your information posted in the TEMPO newsletter. Feel free to add any additional information that you would like to share. Please fax this to Wanda Carricato, 610-429-9417. If you encounter a busy signal or are unable to get through, please call me at 610-429-9407.

TEMPO New Member Profile

NAME:

COMPANY NAME:

HOW LONG HAVE YOU BEEN IN BUSINESS?

HOW LONG HAVE YOU BEEN A MEMBER OF TEMPO?

DESCRIPTION OF COMPANY/WORK/SKILLS:

PROUDEST AND MOST MEMORABLE ACCOMPLISHMENTS:

FAMILY/PETS:

HOBBIES:
 
 

Sample Form for Philanthropy Nominations


TEMPO Philanthropy Award Application
Name of Organization:  
Address:  
Contact Name:  
Contact phone number:  
Short description of purpose for which money will be used (attach sheet if necessary):

 

 
Other hardware and software needs:  
Send to:
(Deadline: December 31, 1999)		 Tony Maxwell
ProAlchemy
3247 Champions Dr.
Wilmington, DE 19808
302-737-4009

 

 

PO Box 4796 - Harrisburg, PA - 17111 Voice Mail: 215-602-2463

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