USPHS Scientific and Training Symposium
Glendale, AZ
May 21, 2013
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COA Local Branch Orientation
Outline
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Running a Local COA Branch
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Branch Officers
Committee Structure
Meetings
Common Problems Faced by Local Branches
Other Issues
Local Branch/National COA Interaction
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Communication/Liaison
Membership
Resources Available
Other Information
Get Involved
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Running a Local COA Branch:
Roles of Branch Officers
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Serves as chief elected officer
Runs branch meetings
Appoints standing and special committees
Primary point of contact with National COA
Only branch officer with access to view COA
Membership Directory
Other duties as necessary
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Running a Local COA Branch:
Roles of Branch Officers
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Assumes all roles of President in his/her absence
Typically leads at least one standing committee
Completes Branch Officer Update Form
Other duties as necessary
President-Elect automatically assumes role of President in following year -- Not automatically so for Vice-President 5

Running a Local COA Branch:
Roles of Branch Officers
 Secretary
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Notify membership of all meeting and activities
Record and distribute minutes of meetings (provide to National COA for file)
Maintains accurate list of all branch members (crosscheck with Membership Directory, with help of
President)
Maintains files, records, and equipment belonging to the branch
May want to delegate some of these roles in large branches
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Running a Local COA Branch:
Roles of Branch Officers
 Treasurer
 Maintains records of all funds received and disbursed by the branch
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Request branch dues disbursed by National COA
Makes disbursements of money as authorized
Maintains accounts with a local financial institution
Prepares branch budgets
Recommends new or revised financial policies
If local branch is incorporated as a non-profit, may need to prepare information for IRS on an annual basis
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Running a Local COA Branch:
Roles of Branch Officers
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 Good idea to keep previous President on Executive
Committee
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Use of President-Elect rather than Vice-President allows for smooth transition in leadership
Use of Past-President further enhances continuity of operations and institutional memory
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Running a Local COA Branch:
Committee Structure
 Branches should form committees as desired to meet their goals; below are examples to consider:
 Membership
 Merchandise
 Education
 Communications
 Community Service
 Awards
 Mentoring
 Finance
 Officer Readiness
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Running a Local COA Branch:
Committee Structure
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Like the branch as a whole, committees should:
 Have a mission statement
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Be led by a designated chairperson
Establish clear goals each year
 Schedule regular meetings
Don’t forget to recognize committee chairs and active participants at the end of each year
 Letter for OPF
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Certificate of Achievement
Branch-wide awards for excellent service
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Running a Local COA Branch:
Branch Meetings
 Business Meetings
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Regularly scheduled branch meetings
Minutes kept, agenda followed
Committee reports
May include special presentations or speakers
 Social Meetings
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Dinner meeting for members, spouses and guests
Special speaker with luncheon
Tend to be less structured than business meetings
ALL MEETINGS SHOULD ASSIST IN DEVELOP ING
& PROMOTING CAMARADERIE
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Running a Local COA Branch:
Branch Meetings
 Community Outreach
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Events sponsored by the branch with activity in the community
Examples include:
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Adopt-a-Highway cleanup
Rummage sale with proceeds going to local charity
Judging local science fair
Renovating a local playground
(Use your imagination)
Refer to Branch Handbook for details
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Running a Local COA Branch:
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Lack of motivation of local Corps officers to participate in branch functions
Difficulty raising funds for branch activities or for community outreach
Finding new ways to participate in community activities / Being relevant in the community
 Many of these issues are addressed in the
“Strategies for Local Branches” document on the Local Branch Resources page
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Running a Local COA Branch:
Other Issues: Financial
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Financial Independence
Treasurer and President have authority to make financial transactions
Bank accounts (savings, checking) in name of local branch is encouraged
Setting and collection of dues
Operating costs
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Running a Local COA Branch:
Other Issues: Fundraising
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Primary source of funds for most branches is local dues, collected by National COA
 Make sure your local members have branch affiliation info accurate with National COA
Fundraising may be to fund local branch activities or to support charitable organizations
Examples include:
 Raffles
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Selling PHS memorabilia
Requests for donations for charitable projects
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Running a Local COA Branch:
Other Issues: Legal/Liability/Etc
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This Concludes the
“Running a Local COA Branch”
Segment of the Orientation Program
Next Up:
“Local Branch/National COA Interaction”
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Local Branch/National COA Interaction:
Communication/Liaison
Extremely Important! Submit Branch Officer Update
Form to COA every year after local branch elections.
Form available at www.coausphs.org
, Quicklink/Local
Branches
After completing the form, click the “Submit by e-mail” button at the bottom of the form
COA Branch Handbook recommends that Vice-
President or President-Elect does this – President may do it as well…
Just get it done ASAP after elections are held and results are announced
Include branch name in “subject line” in all email communication to COA
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Local Branch/National COA Interaction:
Communication/Liaison
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Every local COA branch is assigned a liaison
The liaison is an elected member of the COA
Board of Directors
The liaison should be the primary route of communication between the local branch and
National COA
Who is your liaison?
 See handout
 Get to know him or her today or later by e-mail
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Local Branch/National COA Interaction:
Communication/Liaison
Most types of communication should go through the branch liaison
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Updates on branch activities
Requests for information or assistance
Ideas for improving COA administration, processes, etc.
Some may go directly to COA Branch staff
 Branch Officer Update form, questions about branch by-laws –
Malissa Spalding, Membership Coordinator, mspalding@coausphs.org
 If your branch liaison is unresponsive after several attempts to establish communication, contact Malissa Spalding or Jerry
Farrell
Are you satisfied with the liaison role? How can we improve the system? (Possible topic for later brainstorming?)
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Local Branch/National COA Interaction:
Communication/Liaison
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COA Local Branch Committee
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Formed in November 2011
Approved as permanent standing national COA committee starting July 2012
The committee seeks to improve communication between local branches and national COA
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Annual Branch Leadership Workshop
Quarterly Teleconferences
Improving the Liaison Role (Quarterly template e-mails)
Changes to the Branch Awards System (discussed later today)
Other forms of assistance (e.g. Branch Marketplace)
We could always use more volunteers!
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Local Branch/National COA Interaction:
Membership
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Local branches have a mission to encourage local Corps officers to join COA both at the local and National level
 Effective outreach should include education about
COA and its mission, explain incentives for membership
Benefits of local COA branch membership:
 Camaraderie, esprit-de-Corps
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Leadership opportunities
Active participation good for CV, promotions
Community outreach good for community and good for the Corps
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Local Branch/National COA Interaction:
Membership
Membership with National COA has many benefits as well:
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Legislative Advocacy
PHS Symposium (membership discount)
COA Frontline (option to opt out of paper copy)
Free subscription to Public Health Reports
Numerous insurance programs
Scholarship/fellowship programs
Other financial benefits (Avis/Budget, PenFed)
National COA supports only current COA members
Anyone who is not a current National COA member cannot participate in local COA Branch activities
There is a handout in your information packet with several good talking points to encourage COA membership
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Local Branch/National COA Interaction:
Membership/Resources Available
 What resources are available to local branches to track and encourage National COA membership?
 Branch presidents can access COA membership directory (demonstration to follow later today)
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COA members may update their personal information (e.g., rank, address, manage branch affiliation) via the COA Members Only website
COA has a tri-fold brochure reflecting National COA membership benefits and dues rates. A link to the brochure is located at www.coausphs.org
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Quicklink/Become a Member .
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Local Branch/National COA Interaction:
Resources Available
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COA Local Branch Resources website
( www.coausphs.org/LocalBranchResources.cfm
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National COA Branch Handbook
Respective Branch by-laws
Branch Liaison (see handout)
COA Staff
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Local Branch/National COA Interaction:
Other Information
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Visit from (or phone meeting with) COA Executive Director or COA Board Member
Use of COA Logo
COA Branch of the Year
Award
COA Membership Drive
 Anita Pollard will talk about this later today
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Local Branch/National COA Interaction:
Get Involved
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Annual Meeting and
Education
Awards
Finance, Property, and Insurance
Legislation and
Benefits
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Local Branch
Membership
Public Relations and
Communications
Retiree/Alumni
Resolutions and
Constitution
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Commissioned Officers
Association of the U.S. Public
Health Service
8201 Corporate Drive, Suite 200
Landover, MD 20785
Phone: 301-731-9080
Toll-Free: 866-366-9593
Fax: 301-731-9084
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