LOCAL CHAPTERS
1. ORGANIZING DUCKS UNLIMITED LOCAL CHAPTERS
ORGANIZATION POLICY
All Ducks Unlimited Local Chapters must be organized and operated within the Policies
and By-Laws of Ducks Unlimited, Inc.
DEFINITION
A Local Chapter shall consist of volunteer members of Ducks Unlimited, organized within
a specific geographic area who are actively involved in raising funds to assist in fulfilling
the mission of Ducks Unlimited. To remain in active status, a Local Chapter must hold
at least one membership fund-raising event per year.
STATEMENT OF GENERAL PURPOSE
A Local Chapter shall have as its primary purpose the generation of funds to be used by
Ducks Unlimited for developing, preserving, restoring and maintaining waterfowl habitat
on the North American continent, and educating the general public concerning wetlands
and waterfowl management. In so doing, each Local Chapter shall strive to develop an
interest in the objectives and goals of Ducks Unlimited at the local level and provide a
means, for those interested, for communicating within the organization.
STATEMENT OF SPECIFIC RESPONSIBILITIES
In addition to its general purpose, a Local Chapter shall have the following responsibilities:
a.
Recruit members for Ducks Unlimited.
b.
Participate in the development and conduct of fund-raising events.
c.
Offer suggestions and recommendations to the State Committee for the
improvement and growth of Ducks Unlimited.
d.
Comply with all operational policies of Ducks Unlimited including those set
forth in the Operating Manual of Ducks Unlimited and By-Laws of Ducks
Unlimited, Inc.
OFFICERS AND DUTIES
In addition to any other officers designated or elected by a Local Chapter, each Local
Chapter shall have at least the following two officers:
Area Chairman
An Area Chairman who shall be elected or appointed by the Local Chapter and approved
by the State Chairman for a recommended two year term. His basic function shall be to
develop and promote the activities of Ducks Unlimited in a specific local area in
accordance with established Ducks Unlimited policies and guidelines. (For further duties,
see the Area Chairman description under the Board, Committee and Staff Organization and
Responsibilities Section of this Operating Manual.)
Treasurer
A Treasurer who shall be elected by the Local Chapter. The Treasurer's basic function
shall be to receive, maintain and account for all funds received by the Local Chapter and to
pay all reasonable expenses thereof. In so doing, he shall comply with these guidelines and
regulations, as well as all operational policies of Ducks Unlimited, Inc.
THE POSITIONS AND DUTIES OF THE AREA CHAIRMAN AND TREASURER
MUST REMAIN SEPARATE, AND SHALL NEVER BE HELD BY THE SAME
PERSON AT THE SAME TIME. During the election process of the Treasurer, the
personal and professional relationships between the Area Chairman and Treasurer should
be evaluated by the Chapter to ascertain the ability of each individual to independently
perform their duties. Ducks Unlimited, Inc. shall have the right to disapprove of any
person designated, appointed or elected as an officer of a Chapter, including the Area
Chairman and Treasurer. If Ducks Unlimited, Inc. exercises its right to disapprove of any
such officer, the Chapter shall elect or appoint another person to serve in such capacity.
MEETINGS & FUND-RAISING EVENTS
Meetings of a Local Chapter shall be held from time to time as called by the Area
Chairman. Costs of such meetings are the personal responsibility of the participants and no
Ducks Unlimited funds may be used to underwrite the cost or reimburse the participants for
their expenses.
For purposes hereof, fund-raising events shall include: (a) only those events as are
otherwise detailed in this Operating Manual; (b) those events which have been traditionally
and generally utilized by chapters of Ducks Unlimited in conjunction with its fund-raising
efforts; or (c) such other events as may be approved from time to time by Ducks Unlimited.
All fund-raising events conducted by a Local Chapter shall be in accordance with
generally accepted community morals and standards and shall be conducted in such a
way so as not to reflect adversely upon the reputation of Ducks Unlimited, Inc. or the
Local Chapter.
RELATIONSHIP WITH DUCKS UNLIMITED, INC.
A Local Chapter, although organized to assist Ducks Unlimited, Inc., shall not speak or act
as a representative of Ducks Unlimited, unless specifically authorized to do so by the
President. All fund-raising activities shall be conducted for the sole benefit of Ducks
Unlimited, Inc. and the Local Chapter shall be solely responsible for the conduct and
content thereof.
HANDLING OF DUCKS UNLIMITED, INC. FUNDS
In addition to all other Policies of Ducks Unlimited with regard to the handling of funds
and fund-raising events, a Local Chapter shall comply with the following:
a.
The expenditure of any funds by a Local Chapter shall only be in accordance
with the policies of Ducks Unlimited. Funds received by a Local Chapter
shall be used to defray only those reasonable and necessary expenses incurred in
the promotion and presentation of fund-raising events, and for no other purpose,
including personal costs incurred during performance of volunteer duties. All
funds raised by or for Ducks Unlimited and contributions made to Ducks
Unlimited are the sole property of Ducks Unlimited and may not be used for the
personal benefit of any member of Ducks Unlimited or any other individual or
organization.
b.
Only one checking account, interest bearing if possible, shall be established in
the name of the Local Chapter. Such account shall be used as a temporary
depository of funds received by the Local Chapter and for the payment of all
allowable expenses of the Local Chapter. Checks drawn on the account, and
other withdrawals from the account, shall require the signature of at least two
Local Chapter members, one of which shall be either the Area Chairman or
the Treasurer. Each Local Chapter shall complete the Ducks Unlimited Bank
Record Authorization Form which grants representatives of Ducks Unlimited
authorization to inquire and receive copies of bank records relating to the Local
Chapter account and the Ducks Unlimited Bank Account Policy
Acknowledgment Form. Examples of such forms are included at the end of
this section.
c.
The Area Chairman and Treasurer shall personally supervise the receipt and
accounting of all funds received at fund-raising events.
d.
Only those forms approved and issued by Ducks Unlimited, Inc. shall be used in
conjunction with the receipt and accounting of funds received by a Local
Chapter. The Membership lists and the major portion of the proceeds of an
event are to be received at Ducks Unlimited National Headquarters
within
ten (10) days following the Event. The Financial Report and the remainder of
the proceeds are to be received at National Headquarters no more than thirty
(30) days following the event. Copies of all financial reports shall be provided
to the State Chairman and Regional Director. This financial report (blue sheet)
is also included as part of the Ducks Unlimited Event Tracking (DUET)
computer system.
e.
The Local Chapter may retain up to three percent (3%) of the net proceeds of its
largest fund-raising event, or $200, whichever is greater. However, if state
policy is more restrictive, state policy shall apply. Such funds shall be
maintained in the Local Chapter's checking account.
f.
All financial reports or copies thereof, including bank statements, canceled
checks, paid invoices and other such documents, shall be retained by the Local
Chapter for a minimum period of five (5) years from the date of the event they
are related to. Such documents shall be made available to the State Chairman or
the duly authorized representative of the President of Ducks Unlimited, Inc.
upon request, for inspection and copying.
g.
h.
The Area Chairman, Treasurer and all members of the Local Chapter shall
cooperate with Ducks Unlimited in any internal audit or review of Local
Chapter fund-raising activities conducted for or on behalf of Ducks Unlimited.
A Local Chapter may be selected for audit on a random or requested basis. A
request for an audit should be made in writing to the Internal Auditor, by the
State Chairman or other senior level officer.
Should the Local Chapter cease to exist for any reason, any cash or other assets
shall be immediately disbursed to Ducks Unlimited, Inc. Headquarters.
FUND-RAISING ACTIVITIES
In addition to annual membership events, the following activities are successfully
employed to raise funds for Ducks Unlimited:
SPONSOR/PATRON EVENTS - Usually held in conjunction with a luncheon or dinner
sponsored by one or more leading individuals. Invitations are sent to persons whose
financial position would permit them to contribute a minimum of $250 per year.
MAJOR DONOR EVENTS - a fund-raising event where ticket prices are at least $10,000
and traditional fund-raising activities such as auctions, silent auctions and raffles are not
undertaken at the event.
TRIBUTE DINNERS - a fund-raising event honoring an individual for that person's
commitment to conservation and Ducks Unlimited where ticket prices are less than $10,000
and additional fund-raising activities are undertaken at the event.
2.
HOW TO ORGANIZE A DUCKS UNLIMITED EVENT
PURPOSE
The explicit purpose of holding a Ducks Unlimited event is to raise money for conservation
efforts through membership and other fund-raising tactics. Our events may not be held in
conjunction with or for the purpose of fund-raising for any other organization or person.
Almost 36% of Ducks Unlimited's annual income and membership comes from these
dinners/events. An active Event Committee of a Local Chapter is the key to a successful
Ducks Unlimited dinner/event.
A Banquet Guide listing procedures to hold a Ducks Unlimited event is available from
Ducks Unlimited Regional Directors and National Headquarters.
REPORTING PROCEDURES FOR EVENTS
A packet is provided to each Area Chairman prior to a Local Chapter's event. This packet
will contain the forms and detailed instructions for the Chapter's use in making required
reports for the event.
THE MEMBERSHIP LISTS AND THE MAJOR PORTION OF THE PROCEEDS
OF AN EVENT ARE TO BE RECEIVED AT DUCKS UNLIMITED NATIONAL
HEADQUARTERS WITHIN TEN (10) DAYS FOLLOWING THE EVENT. THE
FINANCIAL REPORT AND THE REMAINDER OF THE PROCEEDS ARE TO BE
RECEIVED AT NATIONAL HEADQUARTERS NO MORE THAN THIRTY (30)
DAYS FOLLOWING THE EVENT.
Events which net/net a minimum of $2,500 and increase their Regular Adult Membership
by a minimum of fifteen (15) net members or increase their net/net proceeds by five
percent (5%) (under $20,000 events) or $1,000 ($20,000 or more events) will qualify for
inclusion in the Growth Incentive program. Sponsor and Greenwing events can only
qualify via the five percent (5%) or $1,000 increase.