Chapter Leader Guide
1
This guide has been designed for the leadership for SMRP chapters to be used as a guide while
forming the chapter, and used a tool and resource for chapter leaders after the official affiliation
of the chapter.
This guide is designed to meet the needs of all chapters, with information easily adaptable to
your specific chapter. If additional assistance is needed, please contact SMRP.
Membership/Chapter Relations Manager
8400 Westpark Drive
2nd Floor
McLean, VA 22102
P 800-950-7354 or 703-245-8011
F 703-610-0249
info@smrp.org
Chapter Leader Guide
2
Table of Contents
Starting a new chapter and qualifications
3
Chapter formation checklist
4
The next step checklist
6
Administration
8
Annual filings
11
Financial
12
Membership development
13
Meetings and educational programs
15
Publicity and communication
16
Certified Maintenance & Reliability Professional (CMRP)
17
Chapter leadership
18
Appendices
24
Chapter Leader Guide
3
Activity is the strength and measure of SMRP. Without an active program involving as many
members as possible, no organization can grow, prosper and attain the objectives for which it
was formed. The greatest opportunity for involving members exists at the chapter level.
New chapters are created because one or more SMRP members in a local, state, or regional
area want to create opportunities to network, and localize education.
Why start a Chapter?
Chapters are formed as a way to promote and advance the maintenance & reliability profession
by offering continuing education, and networking opportunities at a local level. Individually for
chapter leaders it is an opportunity to gain experience operating a business for career and
future leadership roles.
The maintenance & reliability profession is also advanced by affiliated chapter leaders and
members contributing to the continued development of the CMRP exam (Certified Maintenance
& Reliability Professional). SMRP encourages members in the chapters to develop questions
to add to the question bank, and validate current questions by sitting for practice exams.
Qualifications for Chapter Formation

Any regular member of SMRP to take the initiative to start a new chapter,
hereinafter referred to as the “organizer”.

Minimum of twenty (20) Maintenance & Reliability Professionals, who are
members of SMRP or will become members by the official affiliation of the chapter.
The First Step
First a SMRP member is to contact the Manager of Membership/Chapter Development to
express interest in forming a chapter and learning more detail about the process. SMRP will
send group e-mails to invite local Maintenance & Reliability Professionals to participate and
attend your initial meeting. In addition, the SMRP Manager of Membership/Chapter
Development will supply the organizer with a list of current and prospective members in your
area. To compliment this list, the organizer should compile an additional list of local nonmembers who would benefit from SMRP membership and a local chapter.
Chapter Leader Guide
4
Chapter Formation Checklist – Initial Interest Meeting
Plan an initial interest meeting. Invite SMRP members and prospective members
(Invitation template available). SMRP staff will provide a contact list to be combined with
a local list of potential chapter members.
At the initial interest meeting:

PowerPoint Presentation as provided by SMRP.

Collect a minimum of (20) “Petition for Chapter Formation” forms.

Request volunteers for Steering Committee and have them sign Volunteer Leader
Commitment.

Encourage non-members in attendance to join SMRP, get involved and volunteer.
Hold regular Steering Committee meetings as necessary to adopt chapter bylaws,
review chapter affiliation agreement, determine chapter local dues. Chapter to adopt at
least the SMRP Chapter Minimum Bylaws with necessary amendments.
Submit to the SMRP Board of Directors via the SMRP Manager of Membership/Chapter
Relations:
1. Letter requesting to form a chapter, stating the reasons for forming a new chapter
2. (20) petition for Chapter Formation forms
3. Adopted chapter bylaws
Chapter Leader Guide
5
Chapter Formation Checklist – After SMRP Board approval to form the chapter
Upon approval by SMRP Board of Directors, the chapter will be awarded seed money
from SMRP. This is to offset the cost of business items such as incorporating the
chapter, establishing a permanent PO Box address, and opening a bank account.
Establish a permanent address for the chapter. We suggest a PO Box at a store like
Mail Boxes Etc. that will accept packages, and collect and forward mail from the PO Box
to a Chapter Board of Director member.
Go to www.irs.gov and complete form SS-4 to apply for a Federal Tax ID #. SMRP has
a template SS-4 available that only requires the chapter to complete name and address
information.
Go to your states Secretary of State website and download the application (Articles of
Incorporation) to apply for incorporation of a 501 (c) (6) non-profit organization.
Complete form and submit with required payment.
Open chapter bank accounts. Get signatures from the appropriate volunteers that will
have access to the account and give to the bank for their files.
Deliver a copy of the approved incorporation papers to the Manager of
Membership/Chapter Relations for SMRP central files.
Plan an Official Grand Opening Meeting. Contact the Manager of Membership/Chapter
Relations with the time, date, and location to arrange for an SMRP representative to
attend the Chapter Grand Opening, if possible.
Mail the slate of officers and directors ballot with the invitation to the Grand Opening
meeting.
Chapter Leader Guide
6
At the Official Chapter Opening Ceremony event:

SMRP representative(s) will present chapter with signed Affiliation Agreement.

Hold member vote on ballot of officers and directors.

Appoint Chairs for each committee as determined by the Steering Committee.

Chapter leaders, committee chairs, and members at large discuss the kinds of meetings
you want to have during the first 6 months.

Survey the meeting attendees to see what type of future events and benefits interest
them.
Chapter Leader Guide
7
Checklist: After the Chapter is Open
Survey (Appendix __) the members to identify educational and networking interests.
Solicit opinions on meeting topics and program locations (provide a variety of choices).
The survey can also be used to recruit committee volunteers and provide membership
information. The data will provide solid direction for chapter activities and will encourage
non-members to buy into the chapter.
Secure corporate sponsors for upcoming meetings.
Arrange for writing/printing of meeting announcements.
Plan a Calendar of Events for the remainder of the calendar year.
Chapter Leader Guide
8
Chapter Activities Overview
The Chapter leaders will be the strength of the society by carrying out the activities. An active
program involving as many members as possible, will cause the chapter to grow, prosper, and
attain the objectives for which it was formed.
There are six major areas of chapter activity that apply to the overall success of the chapter.
Each of the following activities is covered in more detail in the manual, complete with ideas,
checklists, and templates:
1)
Administration
2)
Annual Filings
3)
Financial
4)
Membership Development
5)
Meetings and Educational Programs
6)
Publicity and Communication
7)
Certified Maintenance & Reliability Professional (CMRP)
Chapter Leader Guide
9
Administration
Each SMRP chapter is an independent entity – in effect, a complete small business with
its own elected leaders making up either a Board of Directors or Steering Committee.
Each of the following sections outlines responsibilities to be carried out by the elected
leaders and various appointed positions (see Chapter Leadership Section).
Fiduciary Responsibilities
As elected officials of the chapter, the chapter leaders hold fiduciary responsibility. The
membership entrusts the board or steering committee with responsibility for the
chapter’s financial and business status. SMRP chapter leaders must:

Develop and maintain good business record-keeping systems

Approve an annual budget and establish policies for management of
chapter funds.

Establish financial reporting systems and a means of monitoring financial
accountability

Develop and operate under chapter by-laws, review by-laws annually,
and revise by-laws as necessary to reflect changes in chapter operations

File appropriate documents with SMRP
The Chapter Management Manual and SMRP national office staff provides a variety of
resources to assist SMRP chapters in establishing and maintaining good business
practices. However, chapter leadership is ultimately responsible for management of the
chapter – the independent small corporation.
Mailing
SMRP headquarters and Manager of Membership/Chapter Relations should be added to
the mailing and e-mail list for all chapter mailings such as newsletters and meeting
announcements. If the chapter’s office or mailing address changes, the chapter must
notify SMRP.
Chapter Leader Guide
10
Bylaws
Bylaws establish the basic rules and structure of corporation governance. Bylaws are
the basic operating agreement between the members and chapter leadership. The
chapter board of directors is responsible for operating in accordance with the bylaws.
Each chapter must maintain updated and approved bylaws that are consistent with state
law and with the national SMRP bylaws. Any changes to chapter bylaws must be
approved by the SMRP national office to ensure conformance with national bylaws.
State law usually establishes the provisions that may or may not be included in
corporate bylaws. However, bylaws are quite flexible and may be shaped in many ways
to the needs of the individual corporation. Bylaws should not contain information that
may change frequently, such as a specific amount for annual dues. Tasks associated
with daily chapter operations and ongoing activities should not be included in bylaws, but
should be covered in a chapter policies and procedures manual that can be revised to
reflect changing conditions. Changes in policies and procedures do not require the
consent of the membership.
When Proposing Amendments to Existing Bylaws
1) Submit changes (30) days in advance to SMRP Board for consideration.
2) If SMRP Board approves the changes, the changes should be submitted to
the chapter members. According to the bylaws, all chapter members must
be notified of the proposed changes at least (30) days prior to their vote.
3) If proposed amendments are approved by a 2/3 vote of the chapter
members then adoption of the amendments shall be effective.
4) Written notice is to be delivered to the SMRP Director of Chapter
Development, within 7 days of the vote and adoption of bylaw
amendments.
Chapter Leader Guide
11
Annual Review
By-laws should be reviewed annually by the incoming board of directors or steering
committee.
Essential Corporate Papers
Bylaws are essential corporate papers and should be safeguarded accordingly.
Chapters may wish to rent a safety deposit box for storing essential corporate papers to
ensure they are not mislaid during leadership transition. Updated copies of chapter bylaws should be sent to the national office.
Chapter Leader Guide
12
Annual Filings
There are several filings to the state in which the chapter is incorporated, the IRS, and
SMRP which are required for the chapter to maintain their business and affiliation status.
This list is complied to simplify the requirements:
Annual Filings
1) Annual Chapter Quality Report to SMRP due Nov. 5th.
2) Annual Report with fee, to the State in which the chapter is
incorporated. In most states, the Secretary of State will mail the form to
the Registered Agent of the incorporation, some states the form will have
to be requested.
3) Annual Filing of State Income Tax information to the state in which
the chapter is incorporated.
Chapter Leader Guide
13
Financial
The Chapter will need to generate revenue in order to hold educational and networking
offerings. Sources of generating revenue include:
1) Establish local membership dues for the same classes of membership as those
of SMRP. SMRP will invoice and collect local dues for chapters and forward the
funds to the Chapter Treasurer.
2) Offer sponsorship opportunities for each meeting, seminar, and networking
event.
3) Create a Profit-Loss Statement prior to events to determine cost of holding the
event and price per member registration fee appropriately. Set a higher fee for nonmembers to attend meetings.
Developing a budget
The chapter leaders are responsible for approving an annual budget. It is recommended
that a small budget committee be appointed including the chair, immediate past chair,
and treasurer. The budget committee will prepare a draft budget for the chapter board
or steering committee review and approval.
When Preparing an Operating Budget
1) The chapter goals such as publishing a newsletter, establishing a
scholarship, or holding a series of seminars.
2) Fixed expenses such as PO Box, Bank charges, incorporation
filings, rent, etc.
3) How to generate income to cover expenses.
4) Profits from chapter meetings should be viewed as a planned part
of the operating budget.
5) Adding to the chapter operating reserve fund at the end of the
year.
Chapter Leader Guide
14
Financial Reporting
SMRP files an annual report with the IRS for a group exemption which requires
brief reporting from the chapters on their financial status. This allows the
chapter leadership to not be burdened with annual IRS filings. However, in the
event that the chapter activity and budget grow in excess of $25,000 total
revenue per year, the chapter will become responsible for filing an annual tax
return with the IRS.
The Treasurer is responsible for completing the Financial section of the “Annual
Quality Chapter Report” (Provided by SMRP).
Chapter Leader Guide
15
Membership Development
•
Publicity will create an interest in membership. Have the Membership Committee
Chair or member address membership benefits at each meeting.
•
Use different color name badges to identify non-members, and encourage
members to greet them and act as ambassadors to the non-members.
•
Provide programs to peer organizations – a good source of potential members.
• Recognize new members and the members that recruited them at meetings.
Consider an award or incentive plan for the member who recruits the most new
members. Ask members to encourage others in their firms and business
associates to become SMRP members.
Membership Records
Membership reports will be available from SMRP headquarters to each chapter. It is
important for members to receive all their membership benefits that the chapter and the
national membership databases are reconciled regularly, and that the chapter and
national office share membership information.
The chapter is to forward a copy of all new member applications so that SMRP staff can
mark the member’s record with their primary chapter. In addition, SMRP will provide
lists to the chapters annually to verify current contact information and membership in the
chapter.
Chapter Leader Guide
16
Meetings and Educational Programs
The week prior to any chapter event, each of the Board of Directors should be assigned
5 people on the chapter mailing list that have not registered, and call them to personally
invite to the event.
Networking Socials
Networking socials are informal, after-work gatherings with drinks and hors d’oeuvres in
a reserved room at a local restaurant or hotel. There should not be a speaker, you might
make some announcements, and might plan activities or games to make it a fun event.
Name badges are essential. Bring-a-guest discount will help build membership. Two to
three socials per year are typical.
Educational Meetings
Educational meetings are usually breakfast or luncheon meetings that feature a speaker
on a topic of interest to the membership.
Seminars
Seminars are half-day or day-long programs featuring national or regional recognized
speakers (many will appear for expenses only, as will SMRP national directors).
Seminars are money-makers because you can charge considerably more than the fee
for regular meetings. They can be co-sponsored with either another chapter in your
region or with a peer organization. Publicize widely and mail announcements to people
who are not on your normal mailing list.
Chapter Leader Guide
17
Publicity & Communication
1) Start a Chapter membership and prospective member database. Continue to
add to the mailing list by collecting lists from peer organizations.
2) Appoint a committee that will be responsible for writing and placing stories about
the chapter activities in local newspapers, trade media and the SMRP Solutions.
Chapter Leader Guide
18
Certified Maintenance & Reliability Professional (CMRP)
SMRP developed a certification process for professionals in the industry, the CMRP. To
establish proficiency, the exam has been developed to test a candidate’s competency in
these processes. Successfully passing the examination entitles the examinee to be
designated as a “Certified Maintenance and Reliability Professional”.
SMRPCO, the certifying organization of SMRP, strives to continually build and improve
the bank of questions used in administering CMRP exams around the world. Chapter
leaders and members are urged to take part in develop questions to add to the question
bank, and validate current questions by sitting for practice exams.
Additionally, chapters contribute to attaining the SMRPCO aspiration, “CMRPs in Every
Facility Around the World”, by proctoring the CMRP exam locally.
Chapter Leader Guide
19
Chapter Leadership
The activities and success of the chapter depend solely on the strength of the elected
and appointed leaders. For this reason, all chapter leaders should possess certain
qualifications.
Chapter Leader Qualifications
1. Genuine dedication to the purpose of the organization
2. Willingness to devote time and effort to the activities of the chapter
3. Ability to organize time and resources
4. Ability to motivate others
5. Sincere desire to participate and be actively involved
6. Employer that approves of time and expense involved
Installation of Chapter Leaders
Installation of elected chapter leaders should take place during the first chapter meeting
of the year in which the officers will serve. The installation can take the form of a formal
event such as a luncheon or dinner, or an informal event like a special membership
meeting with refreshments.
See model script for a chapter leader installation (Appendix G).
All elected chapter leaders should be thoroughly familiar with the chapter’s bylaws and
the chapter’s relationship with SMRP prior to the installation.
Chapter Leader Guide
20
Officer Positions and Responsibilities
Chair – The chapter Chair is the Chief executive officer of the chapter, presides
at all meetings of the chapter membership and the Board of Directors or Steering
Committee. The Chair will manage limited resources (time, money, and member
involvement) so should demonstrate a record of accomplishments, an interest in
serving the chapter, and the ability to promote the chapter.
Co-chair – The chapter Co-chair basic responsibility is to perform the duties of
the Chair in their absence. If the Chair resigns or is unable to complete the term
of office, the Co-chair will assume the responsibilities of Chair for the remainder
of the term. This is also a position of training for advancing to the position of
Chair.
Immediate Past Chair – The chapter Past Chair serves in an advisory capacity
and is usually included as a member of the Board of Directors or Steering
Committee, and chairs the Nominating Committee. The Past Chair will help to
provide continuity to the leadership.
Secretary – The Secretary is the focal point of all communications within the
chapter, and is responsible for keeping all records, taking meeting minutes
(Appendix E), conducting all correspondence, and submits various reports as
required to both the chapter membership and SMRP. This position requires time,
organization, and accepting a lot of responsibilities. It is important that this
individual have the time and resources to attend all chapter meetings.
Treasurer – The Treasurer is responsible for maintaining accurate financial
records. SMRP is classified by the Internal Revenue Service as a 501 (c) (6) taxexempt organization which applies to the affiliated chapters. SMRP files an
annual report with the IRS for a group exemption which requires brief reporting
from the chapters on their financial status. The Treasurer is responsible for
completing the financial section of the “Chapter Quality Report” (provided by
SMRP Manager of Membership/Chapter Relations).
Chapter Leader Guide
21
Setting Chapter Goals
The chapter leadership should clearly state chapter goals such as proctoring one CMRP
exam, establishing a scholarship program, or holding relevant seminars at least quarterly
to the membership.
As the incoming chair is preparing for their position after they have been elected and
before they have been installed, they can identify what they want to accomplish during
their term which may become part of the goal of the chapter.
Making Committee Appointments
The best way to involve a maximum number of chapter members is through committee
work. Chapter success is a result of organized strong committees, for this reason it is
important to choose committee members for their ability and interest.
Evaluating whether a committee is needed must precede committee appointments.
What is its purpose? Can an individual perform the function more effectively? If a
committee has fulfilled its purpose, it should be dissolved.
When Appointing Standing Committees and Task Forces

Instructing members of their duties and objectives so that they may
accomplish the goal

Making sure their responsibilities are properly carried out and
reported to the chapter leadership

Clearly stated due dates and follow up on performance

Composed of people interested in the committee purpose

Involve interested new members
 The size of the committee
Small groups are desirable, in the case that a large committee is necessary
for proper membership representation, a small well-organized
subcommittee should be appointed as a steering group for the full
committee
Chapter Leader Guide
22
At every possible occasion, the Chair should acknowledge the service and
accomplishments of the committees. However, sometimes a committee is not
functioning well and needs help.
Steps to Improving a Weak Committee

Speak to the Committee Chair

Arrange to attend the next committee meeting

Try to determine the reason for lack of activity

Suggest methods of correcting it
Board of Director and Committee Meetings
The Board of Directors and/ or committees will hold meetings to conduct the business
they are charged with. The Chair of the board or the committee has two responsibilities:
1)
Establish the meeting agenda (Appendix D).
2)
Serve as presiding officer.
The purpose of an agenda is to save time and keep the meeting on course. The first
agenda draft should be based on the minutes of the previous meetings and gathering
other information for new business. The agenda should be distributed to everyone
invited to attend the meeting to solicit input, then a final agenda to be distributed.
Chapter Leader Guide
23
Basic Rules for Presiding at a Meeting

Always start the meeting on time with a definite agenda

Get as many members of the Board of Directors or committee
involved as possible

Insist on order

Talk to the group, not to individuals

If you suspect that comments from any individual were not heard
by all, ask the speaker to repeat their comments

Summarize what the speaker has said if necessary to obtain a
decision

Stop aimless discussion by recommending committee study

Don’t stiffle free comment. Invoke constructive criticism,
disagreement or play “devil’s advocate” if necessary

At the end of the meeting, check to see if the members feel
particular subjects have been properly covered
Meeting Minutes
The meeting minutes are important and required piece of the historical documents of the
chapter. The chapter Secretary is responsible for taking minutes (Appendix E) at each
Board of Director or Steering Committee meeting. The standing committees and task
forces should also appoint someone to take minutes at their meetings.
Minutes record the action items and course of action that is taken by the chapter.
Minutes can be subpoenaed by a court of law in the event that charges are pressed
against the actions of the chapter or association. For this reason it is important to
include the necessary items and not extraneous information. Please follow the template
provided in the Appendices.
Chapter Leader Guide
24
Chapter Leader Training
Each year SMRP conducts a Chapter Leader Training session at the SMRP Annual
Conference. All chapter leaders are encouraged to attend, and at least one chapter
leader at minimum should plan to represent the chapter and attend the training session.
The training is designed to update current and future chapter leaders on national policies
and procedures as well as services and support provided by SMRP.
In addition, SMRP provides a copy of this chapter leader guide to all chapter leaders,
and updates throughout the year through e-newsletters and postings on the
www.smrp.org. The Manager of Membership/Chapter Relations is always available to
answer questions and help your chapter.
Annual Quality Chapter Report
Each year chapters are required to complete and return an Annual Quality Chapter
Report (Provided by SMRP Manager of Membership/Chapter Relations) to SMRP
Manager of Membership/Chapter Relations. The deadline for this report to be filed is
September 1st.
SMRP is committed to the success of the chapters and offers Director and Officer
Insurance Coverage and IRS Group Tax Exemption, so that the chapters can focus on
their educational and networking purposes. For this reason, SMRP needs a certain
amount of information to verify the activity level of the chapter, and to ensure the chapter
is maintaining and operating in cooperation with the affiliation agreement.
Insurance Coverage
SMRP maintains Director and Officer Insurance coverage that provides the chapter
leaders with protection while acting on behalf of the association. Coverage is not
automatic and is extended to only those entities whose governing documents and
operations conform to the SMRP Bylaws and Policies and Procedures.
The insurance provided by SMRP does not include coverage for general liability or
fidelity bond coverage.
Chapter Leader Guide
25
Chapter Leader Guide
26
Appendix A
Petition to Form a Chapter
Petition for Chapter Formation
The undersigned, being all members in good standing of the Society of Maintenance and Reliability Professionals, apply for
permission to form a Chapter of the SMRP, to be named SMRP _____________ Chapter , for the territory encompassing:
(state regional boundaries)_________________________________________________________
Print Name
Signature
Date
1) __________________________
_______________________________
________
2) __________________________
_______________________________
________
3) __________________________
_______________________________
________
4) __________________________
_______________________________
________
5) __________________________
_______________________________
________
6) __________________________
_______________________________
________
7) __________________________
_______________________________
________
8) __________________________
_______________________________
________
9) __________________________
_______________________________
________
10) __________________________
_______________________________
________
11) __________________________
_______________________________
________
12) __________________________
_______________________________
________
13) __________________________
_______________________________
________
14) __________________________
_______________________________
________
15) __________________________
_______________________________
________
16) __________________________
_______________________________
________
17) __________________________
_______________________________
________
18) __________________________
_______________________________
________
19) __________________________
_______________________________
________
20) __________________________
_______________________________
________
Chapter Leader Guide
27
Appendix B
Letter to SMRP Board Requesting to Form a New Chapter
Date
Chapter Name
Board of Directors Chair
Society of Maintenance and Reliability Professionals
8400 Westpark Drive, 2nd Floor
McLean, VA 22102
Subject: Request to Form Society for Maintenance & Reliability Professionals
__________ Chapter
To the Board of Directors,
The Steering Committee for the formation of the Society for Maintenance & Reliability
Professionals (SMRP) ________ Chapter, requests approval to form the SMRP ________
Chapter. The territory of the SMRP _________ Chapter shall be ________________________.
We have reviewed the template By-Laws, included the chapter specifics, and included a copy
with this requests. We commit to administer the SMRP __________ Chapter of in accordance
with these By-Laws and to work to pursue the purpose and objectives outlined in the By-Laws.
Thank you,
SMRP ______________ Chapter Steering Committee
SMRP ________ Chapter Steering Committee:
Name, company
Name, company
Name, company
Name, company
Name, company
Name, company
Appendix C
Chapter Leader Guide
28
Initial Interest Meeting Invitation
YOU’RE INVITED!
The future
Society for Maintenance and Reliability
Professionals _________ Chapter (SMRP__C)
Plan to attend this very exciting and important first ever meeting of the future SMRP ______
Chapter.
(Date, Time)
(location, address)
(see attached map)
At this meeting we will present the benefits of organizing the ___chapter to become recognized
as an Official SMRP Chapter, and establish a Formation Steering Committee. This meeting is
FREE, and you don’t need to be a member of SMRP to attend.
After affiliating with SMRP officially, we will hold monthly meetings that will deliver to you:
 Networking and Sharing Best Practices
 Best Practices Reliability and Maintenance Workshops
 Expert Industry Speakers
 Plant Tours
 And that’s just the tip of the iceberg….
We Need Your Help!
To attend this formation meeting, please RSVP by ___date____ to (chapter leader e-mail address).
What if I can’t attend?
That’s OK, complete the attached petition for a local SMRP chapter and email it to (chapter leader email address).
Thank you for your time. We look forward to seeing you _date___.
Sincerely,
phone: / cell:
P.S. Do you know of someone else who may also be interested? Please help us spread the
word by forwarding this email to anyone in the Maintenance & Reliability profession.
Appendix D
Chapter Leader Guide
29
Meeting Agenda
BOARD MEETING AGENDA
AGENDA
SMRP __________ Chapter
Date
Time
Location
I.
Welcome and Introductions
J. Doe (President)
II.
Review of Previous Minutes
J. Doe (President)
III.
Review of Previous Financial Statement
J. Doe (Treasurer)
IV.
Old Business
J. Doe
VI.
Committee Updates
Education
Membership
Trade show
Committee Chair
Committee Chair
Committee Chair
VII.
Membership Update
J. Doe
VIII.
Other – New business
________________________
________________________
________________________
ALL
IX.
Adjournment
Chapter Leader Guide
30
Appendix E
Meeting Minutes
SMRP ___________ Chapter
Board of Directors Meeting Minutes
Date
Called to order by President _________ at _____time
MEMBERS PRESENT:
APPROVAL OF FINANCIAL REPORT:
Motion:
Second:
Action:
Unanimously approved
APPROVAL OF MINUTES:
Motion:
Second:
Action:
Unanimously approved
BUSINESS ITEMS:
Description of business item
Motion:
Second:
Action:
Description of business item
Motion:
Second:
Action:
COMMITTEES:
Membership:
Education:
Holiday:
Vendor
PRESIDENT’S MESSAGE:
No Motion
OTHER BUSINESS:
ADJOURNMENT: time
Chapter Leader Guide
31
Appendix F
Press Release Template
Chapter Name
PRESS RELEASE
For Immediate Release: Date
JOHN DOE ELECTED OFFICER OF THE
Society for Maintenance & Reliability Professionals ________ Chapter
John Doe, (Maintenance Specialist), of ABC company in ________, IN, was elected Vice
President of the SMRP __________ Chapter Board of Directors. John joined the Board in ____.
His one-year term as Vice President started _______.
Jon joined the Maintenance and Reliability (M&R) Profession ___ years ago, and now operates
the company facilities. The company currently manufactures in _____ Indiana, Texas, and Ohio.
The company specializes in __________________.
The ________ Chapter is affiliated with the SMRP and fulfills the industry best practices and
standards set forth. SMRP is an organization with affiliated chapters in 10 major cities around
the United States, representing 100,000 M&R professionals.
The local, and national associations’ purposes are to promote and support M&R education for
people, production and quality processes to improve the work environment and as an integral
part of business and asset management; presents a collective voice on M&R issues and advances
innovative reliability practices, and facilitates information exchange through a structured
network of M&R professionals.
Contact:
Name
Chapter Executive Director or Chair
Phone number
Chapter Leader Guide
32
Appendix G
Installation of Chapter Officer Script
Make several appropriate comments about the chapter and its activities.
Read the names and positions of outgoing officers. Have them stand and ask members
to show their appreciation through applause.
Read the name and position of the incoming officer.
Name, Chair. As the Chair of the SMRP ____ Chapter you will be responsible for the
management of the organization and presiding over the Board meetings.
Name, Co-Chair. As the Co-chair of the SMRP ____ chapter you are in training to
become the Chair and will be responsible to cover any tasks and duties of the absence of
the Chair.
Name, Secretary. As the Secretary of the SMRP _____ chapter you are accepting
responsibility for all the communication of the chapter. You will commit to the chapter
your time and ability assuring that the chapter historical records, annual filings, and
communication to the member will be carried out.
Name, Treasurer. As the Treasurer of the SMRP _____ chapter you accept the
responsibility of accurately maintaining the financial records and funds of the chapter.
You will make deposits, keep receipt, reconcile, and disburse funds.
Name, Immediate Past Chair. As the Past Chair of SMRP ____ chapter you are
committing your assistance to the smooth transition of the chapter activities to new
leadership. You remain available for consultation and dedicated to the chapter’s
success.
Name, Director
Name, Director
Name, Director. As the Directors of the Board of the SMRP _____ chapter you commit
to participating in the vision, goals, and activities of the chapter and its success.
Please remain standing. Election to a position of leadership is an honor not to be taken
lightly. Your fellow members, in electing you to your respective offices, have expressed
confidence in your dedication and ability. As chapter officers and directors in the
SMRP _____ Chapter you will represent the highest standards of Maintenance &
Reliability Profession.
Chapter Leader Guide
33
Appendix G
Installation of Chapter Officer Script – con’t
“Do you understand and accept the responsibilities and duties of the office you are
about to undertake and do you pledge to uphold the bylaws of the SMRP ______
Chapter?”
Answer: “I do”
“You are hereby installed as officers and directors of the SMRP ______ Chapter for the
year 20___.”
Thank you for your dedication to the Maintenance & Reliability Profession, and to
everyone for attending.
Chapter Leader Guide
34
Appendix H
Membership Survey and Renewal Request Letter
Chapter Name
Date
Name
Address
City
Dear name,
As a current member of SMRP, I am writing to tell you about developments of a new affiliated chapter of
SMRP in ____________.
We have many active SMRP members who have not had the opportunity to benefit from the networking
that occurs when SMRP members get together. As such a group of local members have petitioned SMRP
to open a new chapter that will be readily available to support you as a SMRP member.
The local chapter plans to hold quarterly meetings with a guest speaker. The meetings will be staggered
throughout our region to insure we can provide the convenience for every member to attend at least one
educational session per year.
We are interested to know your thoughts about how we may better serve you as an SMRP member!
In this regard, we ask you take five (5) minutes to help us better understand your needs. Please complete
the attached questionnaire and return it by email _________, ________Chapter Chair at ___(e-mail
address)____.
We appreciate your time and commitment to the profession. In return we will work hard at setting in
place a chapter that will support your professional directions, provide educational opportunity to learn
what is new in the business and provide you with a venue to discuss with other professionals issues that
you are facing in your job.
NAME, I wish to than you for you time. We will be back to you in the near future with an update and
details on our next chapter meeting.
In the mean time, please consider sending in your renewal form to reactivate your SMRP membership.
Best Regards,
Name, SMRP _____ Chapter Membership Chair
Phone
e-mail address
Chapter Leader Guide
35
Appendix I
Volunteer Commitment
20___ - 20__ Volunteer Leader Commitment
I hereby accept SMRP’s Chapter volunteer appointment to the assignment named
below. I shall be responsible to the SMRP ________ Chapter, its Chapter Bylaws
and my colleagues in the following ways:
 I will commit the time required to make the chapter a professional
priority (including attendance at appropriate meetings and events, followthrough on projects, and respecting the time of fellow volunteers).
 I believe my expertise is relevant to the assignment.
 I will engage in this assignment with a positive, constructive attitude.
 I hereby agree that no known conflict of interest exists that would
preclude me from performing the assignment to the best of my ability
(and have listed any known or potential conflicts).
Signature of Volunteer:
Date:
Printed Name:
_____
Assignment (office, committee, etc.):
Please review and sign the Volunteer Leader Agreement.
Chapter Leader Guide
36
Appendix H
Survey