2. OATH OF OFFICE.

All chapter officers, whether elected or appointed, are required to take an oath of office.

1. The Chapter President, currently in office, may decide who they deem appropriate to administer the oath.
2. The oath should be administered as soon as possible after the officers are elected/appointed. This may be a simple, informal affair or in conjunction with a moreformal function.
3. After the oath has been taken, each officer will sign it; using USAWOA Form 300-15. The signed oaths will be retained in Chapter files
4. Chapters will submit a change of officials form, using USAWOA Form 300-5(Directory of Chapter Officials) to National Headquarters, together with duplicate copies of the signed Form 300-15 referenced in subparagraph c, above.

3. INSTALLATION FUNCTION.

If a chapter elects to install the newly elected officers at a formal Installation Function, it should be held as soon as possible after the election.

1. Procedures for conducting an Installation Function may vary, but one of the first things to be accomplished is the appointment of a Committee
2. The Chairperson should be an individual with expertise in such functions since this committee will make all of the arrangements.
3. If a representative from USAWOA Headquarters is to be invited to participate in the Installation Program, a request should be forwarded to Headquarters approximately sixty (60) days in advance.

4. CHAPTER SECRETARY.

Guidance on preparation and submission of meeting minutes.

1. Refer to USAWOAM 500-1 for the proper format of Chapter minutes.
2. Chapter Bylaws require that the USAWOA home office receive a copy of the minutes of all meetings, financial reports, and audit records. For guidance and procedures on receiving rebates from National, please see USAWOAM 400-2 for complete instructions.
3. Army Regulation 210-22, Support for Non-Federal Entities Authorized to Operate on Department of the Army Installations, contains specific requirements for private organizations organized on or meeting on Army Installations including the ARNG and USAR.
1. The following specific paragraphs and Chapters in AR 210-22 refer to USAWOA Chapters: Paragraphs 1-1, 1-6, 1-7, 1-8, 2-1, and 2-2 and Chapters 3, 4, and 5.
2. AR 210-22 is available for download at www.apd.army.mil.
4. The Chapter Secretary is one of the most critical positions in the Chapter. Although the duties are briefly explained in the Bylaws, it is deemed essential to expand further on these responsibilities since this position is so critical. The Secretary:
1. Is a significant link between the Chapter and the Region and National Headquarters and is responsible for presenting communications to the Chapter for appropriate action and keeping Headquarters informed on chapter activities
2. Prepares and distributes notices about the Chapter general membership meetings, prepares (after consultation with the Chapter President) the agenda to be covered, maintains a record of attendance, and prepares the minutes of meetings. The preparation of comprehensive and well-written chapter minutes is most important. Review of the information contained in the minutes allows the National Headquarters to determine the activities of the Chapter. Minutes should discuss the Chapter’s professional development activities, community benefits activities, charitable donations, etc. The USAWOA National Awards Committee reviews chapter minutes to determine which Chapters should receive award recognition for their activities. Region minutes may be transmitted electronically. A copy of the complete package should be forwarded to Region and USAWOA Headquarters NLT seven (7) days after the meeting.
3. Is responsible for the maintenance of an up-to-date record of the names and addresses of all Chapter members and for notifying Region and USAWOA Headquarters of any changes.
4. Is usually responsible for the addressing of envelopes and for all types of announcements to be distributed to members.
5. Informs Region and USAWOA Headquarters of the results of Chapter elections and any other changes of members by utilizing USAWOA Form 300-6, Directory of Officials. All forms are available in the USAWOA Digital Library.

5. CHAPTER TREASURER.

1. Shall receive and disburse the funds of the chapter and shall keep and preserve proper vouchers and books of account which shall be open to inspection by the BOD and subject to audits at any time by an Auditing Committee duly appointed by the President.
2. Immediately after opening an account for the chapter, the Treasurer shall complete USAWOA Form 300-15, Record of Checking account ((available at www.usawoa.org/downloads.htm#forms), reflecting with what facility an account had been established and forwards same to region and National Headquarters.
3. Will present all bills against the chapter to the BOD. Upon approval of the BOD and authorization by the President, the Treasurer will pay such bills by check drawn on the chapter account. Checks shall be signed by the Treasurer and one other elected official unless the Chapter/Region Bylaws specifically allow the issuance of checks with only one bonded official's signature.
4. Will present a financial report at every meeting of the General Membership to the Chapter secretary for recording in the meeting’s minutes that will be forwarded to their region and USAWOA Headquarters.
5. Shall assist the region and USAWOA Headquarters in cases of delinquent dues.
6. Required to file an annual financial report with USAWOA Headquarters prior to March 15th of each year based on a group tax ruling received from the IRS.

6. FILES AND RECORDS.

Chapters shall maintain a file (record) or correspondence which reflects the transactions pertinent to the chapter’s operation. It shall be the responsibility of the Secretary or a designated representative to maintain and account for all chapter records, current and non-current.

1. Current records are defined as those required to operate day-to-day business. Non- current records are those records created that reflect the development of the Chapter and are necessary to maintain for historical purposes.
2. Chapter records shall be maintained in a central location readily accessible to Chapter officials requiring their use. Non-current records of historical value shall be removed from active files and stored accessible for future reference.
3. Outgoing Chapter officials shall ensure that all Chapter records, current and non-current, are transferred to newly elected officials. Chapter records are the property of the United States Army Warrant Officers' Association, Inc.
4. When a Chapter is deactivated, Chapter officials shall ensure that all records and property of the Chapter are forwarded to USAWOA Headquarters. Bank accounts will be closed, and all monies and pertinent records will also be forwarded to USAWOA Headquarters along with a final financial report.

7. FORMS AND PUBLICATIONS.

Forms and publications are available on the USAWOA Web Site as needed. http://www.usawoa.org/downloads.htm

8. "THE CHAPTER PRESIDENT'S ROLE".

As a final note in the Chapter Management portion of this manual, the following is a "personal message" to the Chapter President:

You did not accept the invitation to serve as President just for the sake of being President. Your selection came as the result of recognition of leadership abilities, a record of accomplishment and demonstrated interest in serving your chapter. If you are typical, you would like to move your chapter and its members a few steps ahead, on a path you feel is important, during your term in office. First of all, there is a need to identify what you must want to accomplish early. Consider these few suggestions:

•   "Take time to reflect on a few of the most compelling needs and the most earnestly sought objectives confronting your chapter. Get your own thoughts in order, creatively and constructively, and identify and refine a few underlying convictions which have real meaning to you and which have an apparent potential for accomplishment.

•   Create the opportunity and atmosphere for a solid, meaningful exchange of ideas and convictions with your chapter officers, away from the telephone and interruptions of daily routine. Share your own conclusions with them and absorb what they have to say. These are the first tangible steps toward building an eventful year ahead.

•   Recognize that you simply cannot DO IT ALL. There is never enough of the all important resource of time, money and member involvement, regardless of how fine your chapter, how capable the executive council, or how sound its finances. The biggest part of your chapter's program in the year ahead will be continuity of established activities, meeting needs as they arise and contending with patterns of change. Streamline and tighten down those original and tentative objectives to a manageable few, recognizing the fallacy of attempting to juggle too many balls at the risk of dropping them all. Beware of the temptation to change course overnight unless there is commonly recognized immediate danger.

•   Your role from this point is not for us to suggest or advocate. Your chapter has a pattern, a personality, a structure and traditions of its own. Your forte may be in front of a microphone or it may be in earnest and convincing discussion behind the scene. In your public and internal communications you may write your own scripts for columns or they may be scripted by your committee chairpersons. You may work out a technique to do it together in consultation. Regardless who takes the lead; do not overlook pitching the bouquets, the deserved compliments and the morale building recognition wherever it is earned. It is an important role of a Chapter President and pays dividends many times over.

•   One important responsibility which you have is to personally answer criticisms regarding the policy or performance of the association.

•   However you serve as President, it is bound to be a rewarding experience and advance planning will have played a vital part in your success. Incidentally, it will not be a perfect term of office, but it will be interesting, exhilarating, informative and unforgettable. As President, you will learn more about people and human nature, thoughtfulness, hospitality, kindness and dedication and, on rare occasions, just the opposite. Take it in stride, do not be a worrier or a pessimist. Take inventory as the year goes on to see if your fellow Warrants detect a change in your personality for better or worse. If you catch your jaw jutting out a little further, your stride lengthening, or your responses getting a little lengthier and more positive before a microphone, it may be all to the good; or, you may be contracting “president-itis”, a dreaded disease that has befallen many an elected official. Recognize it for what it is; it rarely proves fatal. Your family will also be involved in the presidency.

•   To assist you in your task, you should draw upon the important sources of assistance which are available. These include the people with whom you will work during your term of office, your National BOD Executive Committee and National Headquarters Staff."