What's New

21 July 2010
The Summer 2010 issue of "1775" is available as a .pdf file in the Members Only section.

ADJUTANT GENERAL'S CORPS REGIMENTAL ASSOCIATION (AGCRA)
INFORMATION AND REQUIREMENTS FOR ORGANIZING AN AGCRA CHAPTER

CONTENTS

GENERAL

HOW TO ORGANIZE

CHAPTER ADMINISTRATION

CHAPTER PROGRAMS AND ACTIVITIES

ASSOCIATION SUPPORT FOR CHAPTERS

COMMON PITFALLS IN CHAPTER ORGANIZATION

The goals and aspirations of the Adjutant General's Corps Regimental Association (AGCRA) can best be served by Chapters in the field, which are organized and activated to build a network of motivated and interested members in their local areas. The fraternal bond formed by shared experiences and solved problems can be found only at Chapter level, where the commonalities of environment, mission, locality and structure create a positive atmosphere of mutual understanding and respect. Ultimately, the true strength of the Association will be determined by the active Chapters and their programs, not by the Association's central headquarters. Chapters, then, truly will guide the Association to maturity through increased membership, support for and education of AG / HR Soldiers and DA Civilian (DAC) Employees, and development of activities and programs designed to meet the needs and desires of members to be served locally.

The Association will continue as a visible and energetic focal point for:

• Adjutant General’s Corps and Army HR Esprit-de-Corps
• Professional development
• Fraternal bonding for all elements of membership
• Sharing information on programs and activities
• Enhancement and expansion of member services

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Determine the Feasibility of a Chapter:

Realistic assessment of a Chapter's potential is the critical first step to ensuring that success can be achieved. Steps in this process include the following actions:

• Identify the senior HR leader in area whose leadership, support and resources are necessary for Chapter commencement.
• Contact and invite the key Officer, NCO and DAC leaders (usually not more than 20) to a feasibility meeting. At this meeting, determine the geographical area and units the Chapter should serve, as well as the number of potential members assigned or living therein. Estimate the support that can be engendered and the esprit that could result. If all assessments are positive, designate the group in attendance as the Chapter Organizational Committee.
• Prepare and dispatch a letter of announcement concerning the Chapter's proposed activation. Schedule a general organizational meeting to which all potential members can be invited per the guidance provided by the AGCRA Constitution and Bylaws. This meeting would usually be held in the evening hours, and should be open to all AG / HR Soldiers and DAC employees and affiliates, with special emphasis on attendance of Junior Officer, NCO and DAC leaders. The meeting should be publicized by mail, posted flyers and through staff conferences.
• At the meeting, criteria for membership and activation should be discussed. Potential programs and activities should be emphasized, as well as member services. A proposed slate of Chapter Officers should be nominated and voted on. Overall support for the Chapter should be assessed, and Association membership applications distributed to gain the commitment necessary to attain qualification for activation of the Chapter. If all indicators are positive, the Chapter should consider itself ready to petition the Association for approval of activation and official chartering. Procedures for petitioning the Association are discussed in a subsequent section below.

Membership Rules and Criteria for Chapter Activation:

Certain basic ground rules and criteria necessary to preserve and perpetuate the Association, as well as to protect the rights and responsibilities of its Chapters, are described as follows:

• Chapters can be activated only upon approval of the Association Executive Council, after an appropriate petition has been submitted.
• Activation petitions must contain the Chapter's initial slate of proposed officers, and the signature of 15 active members of the Association. Membership applications (with payment) may be submitted with the petition if sufficient signatories are otherwise unavailable.
• Chapter members must be Association members.
• Chapter officers must be members of the Chapter and the Association, and initially must be elected at a general membership meeting of the Chapter to which all members are invited.
• Within six months of activation, Chapters must submit their Chapter Addendums to the Association Constitution and Bylaws for the Executive Council’s approval.

Duties of the Organization Committee:

This Committee plays a key role in performing specific functions critical in the petitioning and activating processes. These functions include:

• Coordination with the Association Executive Council. Advance contact will save time and effort in the preparation of the activation petition and other administrative requirements.
• Definition of the Chapter's Limits and Boundaries. Chapters may be defined by location; such as a post, camp or station; by unit, such as a Battalion; or as a combination of both. Whichever definition has the most potential for building esprit and morale should be selected by the Committee and submitted on the petition.
• Selection of the Chapter Name. Usually the committee will choose a name which has some link or affiliation with the installation, geographical area or unit served by the Chapter. This recommendation must also be submitted with the petition.
• Nomination of the Initial Slate of Officers. This slate should contain, as a minimum, a nominee for President, one or more Vice Presidents, a Secretary, an Adjutant, and a Treasurer. These positions should be defined in the Chapter Addendum as the elective offices; however, the Association Executive Council will approve the first slate as part of the petitioning process. Special care must be taken to ensure that Officers, NCO, DACs and other potential membership groups receive appropriate and representative consideration in the nomination process.
• Organization and Conduct of the Initial Membership Meeting. As discussed in the Feasibility section, the Committee must use this initial meeting to inform the potential membership about the Chapter's purposes, organization and leadership, as well as to assess the overall support for activation. At a minimum, the following agenda items must be addressed at the meeting:
• Discussion of the criteria for membership and Chapter activation.
• Briefing on potential Chapter programs and activities.
• Discussion of the proposed Chapter name and geographical area served.
• Nomination and concurrence with the initial slate of Chapter officers.
• Recruitment to membership.
• Preparation and signing of the petition.
• Concurrence in Chapter activation.
• Submission of the Petition. After the initial membership meeting is concluded and the support for activation is established, the Committee assumes responsibility for submitting the signed petition to the Association Executive Council. Procedures for preparing and submitting the petition are discussed in the next section below.

Petitioning the Association for Approval to Activate:

The petition format is a letterhead memorandum signed by the senior HR leader that includes the following within the memo or as attachments:

• Proposed Chapter Name and quick summary of why the proposed Chapter name was selected.
• A proposed slate of Chapter Officers, to include e-mail addresses and telephone numbers.
• Planned AGCRA programs and activities for the next 12 months (i.e., luncheon, guest speaker, etc.).
• The signatures of 15 active members of the Association that will be part of the Chapter upon activation. Membership applications (with payment) may be submitted with the petition if sufficient signatories are otherwise unavailable.
• Acknowledge that within six months of activation, the Chapter will submit their Chapter Addendums to the Association Constitution and Bylaws for the Executive Council's approval.

Once completed, the petition and membership payments should be submitted to the Association as soon as practical. In turn, the Association will consider the petition at the next regular meeting of the Executive Council. Once approval is granted, the Association will notify the Chapter by mail, along with forwarding a dated Chapter Charter Certificate.

The Chartering Ceremony:

Once the Chapter Charter has been approved, an appropriate ceremony or activity should be planned to commemorate the event. Usually, the ceremony will take place at a military club or some other suitable facility. The program should include, as a minimum, the official acceptance of the Chapter by the President, with appropriate remarks concerning the objectives and programs of the Chapter.

If possible, a prominent speaker should keynote the event. It is also recommended that a program be printed to highlight all of the events and activities involved.

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Chapter Finances:

Chapters are not authorized to assess their members for dues. Only the Association Executive Council is authorized to collect dues to support programs and activities benefiting the entire membership.

Association dues are payable no later than the last day of the month in which the member's membership expires. The Association will make efforts to collect dues from delinquents who have not yet paid by the expiration date. Those remaining delinquent after 60 days will be removed from the active member rolls.

Chapters are authorized and encouraged to find other means to finance their programs. Examples of money-making projects would include (please double check with local installation authorities to ensure compliance):

• Auctions of corporate sponsor donations of prizes and goods.
• Bake sales.
• Bingo nights.
• Car washes.
• Corporate sponsorships.
• Flea markets.
• Garage sales.
• Golf tournaments with entry fees.
• Organization day activities and admissions.
• Raffles.

Chapter Records:

The Chapter Executive Council must decide where the permanent records of the Chapter shall be located. Every effort must be made to systematically make a record of the activities and programs in which the Chapter becomes involved for future reference. Usually, an after-action report will suffice for this purpose, as long as it contains copies of all plans and promotional materials used in conjunction with the event.

The Chapter Secretary is normally charged with the responsibility of maintaining and posting the Chapter's records. The Secretary must be particularly attentive to keeping accurate minutes of all Chapter Executive Council meetings and General Membership meetings. The Secretary should also maintain a permanent policy file which houses all resolutions and permanent guidance and decisions on issues and other matters emanating from both the Association and the Chapter.

The Chapter Treasurer must produce a monthly financial statement which, at a minimum, lists the following items:

• Beginning balance.
• List of all income items and amounts.
• List of all expense items and amounts.
• Ending balance.

Each fund-raising activity of the Chapter must be duly and properly recorded by the Treasurer in the form of a Cost Center with complete disclosure of all revenues and expenses involved therein.

An annual financial report must be prepared by each Chapter. Full disclosure of all revenues and expenses, particularly those involving unrelated business income, must be reported in compliance with Internal Revenue Service requirements. Forms and other guidance in this area will be provided to Chapters by the Association Treasurer on an as needed basis.

Chapter Headquarters:

One permanent Chapter headquarters location should be chosen and reported to the Association. Change of Chapter Officers and Executive Council Members should have no bearing on the permanency of this site.

Chapter Reports:

Soon after the commencement of a new fiscal year on July 1, Chapters should submit an Annual Report covering their programs and activities for the previous year, as well as their planned events for the coming year.

These reports will be used by the Association headquarters to identify new ideas and advantageous programs that will be publicized in "1775" so that all Chapters can benefit.

No format for these reports is prescribed. Chapters are left to their own ingenuity to design a report that fits their needs best. Reports, however, should be neither too lengthy for easy comprehension, nor too brief for complete accreditation. At a minimum, reports should contain the following items:

• A complete listing of Chapter Officers and Committee Chairmen from the previous year.
• A complete listing of Chapter Officers and Committee Chairmen (including addresses, e-mails and phone numbers) for the current year.
• Description of programs and activities sponsored by the Chapter during the previous year.
• Description of programs and activities planned for the current year.
• Listing of the Chapter meetings held during the previous year.
• Listing of Chapter members.
• Listing of Association-presented awards and recipients involved from the previous year.
• Problems encountered the previous year.
• Description of fund raising activities used or planned.
• Recommendations to the Association.

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Location Variables:

Each Chapter will be likely to involve itself in different programs and activities depending on the location, composition and needs of the Chapter. The objectives of a Chapter in Germany will probably vary considerably from those of one located in the United States.

Networking:

Information and idea-sharing is a vital ingredient in the recipe for success. Chapters which share the common problems of location, mission, foreign language barriers and cultural differences should communicate regularly to exchange notes on their endeavors, particularly those which have produced positive results benefiting each entity and its membership.

Program and Activity Menu:

The following listing is proposed only as an idea generator for potential programs and activities which a Chapter may choose to sponsor:

• Athletic Competitions: A Chapter can organize its own league or its teams can be sponsored and supported in the vast array of intramural sports in the Army repertoire.
• Awards: The Chapter should prepare and submit all recommendations for Association awards.
• Fund Raisers: This subject is discussed under Chapter finances.
• Organization Day: The birthday of the Corps provides a unique opportunity to sponsor competitions and activities in a commemorative environment.
• Publications: A Chapter newsletter with Chapter-unique news can be a popular item.
• Social Activities: Can present an excellent opportunity to enhance togetherness and the feeling of belonging.
• Soldier Education: Continuing emphasis on doctrinal updates and Army HR developments are vital for career enhancement.

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ASSOCIATION SUPPORT FOR CHAPTERS

Awards:

A comprehensive awards program has been developed by the Association to recognize exceptional performance and service by members of the Regimental Association. The Executive Council of the Association is the awards approving authority. All awards can be presented to members of the Regiment or the Association. Awards criteria are published separately and posted to the Association web site, www.agcra.com. Among the awards currently in existence are the following:

• Order of Horatio Gates (Gold and Bronze): Presented for distinguished or extraordinary service.
• Achievement Medal: Presented to recognize outstanding achievements and/or meritorious service of members who promote the objectives and purposes of AGCRA and the AG Corps. The Achievement Award also serves as the Chapter President's Award to his/her members.
• Benjamin Harrison Award: Presented for outstanding leadership, high academic proficiency and exceptional physical fitness to the overall outstanding graduates of basic level professional development courses (e.g., BNCOC, AGOBC, and WOBC).
• Medal of Excellence: Presented for outstanding leadership, high academic proficiency and exceptional physical fitness to the overall outstanding graduates of AG Corps advanced individual training courses.
• Theodore Roosevelt Award: Presented for extraordinary physical fitness.
• Regimental Gold Coin: Presented for exceptional service.
• Regimental Scrolls: Presented as visual proof of each award.

Financing:

Chapters are encouraged to use fund-raising activities to support their programs and activities. Chapters are not allowed to assess dues to their members.

Focal Point:

The Association serves as a visible and energetic focal point for AGCRA esprit-de-corps, professional development and fraternal bonding in the total force and for branch-affiliated retirees. Through its publications and other means of communication, the Association will concern itself with the continued education of AG / HR Soldiers and DACs, and the mission preparedness of their units / posts.

It will also serve as a clearing-house for sharing information and worthwhile ideas from Chapters in the field concerning their programs and activities. It will also focus on the continued growth of Association membership, and the provision of continuously improving support and services to members and their families.

Museum:

A full-blown museum, commemorating the history of the Corps, is located at Fort Jackson, SC, to house the artifacts, memorabilia, and other paraphernalia attendant to the AG Corps’ service to the nation.

Publications:

Two types of media are currently in use to inform the Association members and support their interests, described as follows:

• "1775": Is a quarterly journal dealing with membership news, regional activities, doctrinal changes and other Corps-specific information, entertainment and related subject matter.
• Home Page: Is an internet web site at www.agcra.com devoted to providing members with the latest news, member information, Sutler Store products, an electronic membership directory (a valuable tool in enabling members to maintain contact with peers and friends) and an electronic means with which to correspond with the Association Executive Council.

Sutler Store:

The Sutler Store will stock AGCRA unique items which cannot be obtained from any other source. Discounts will be authorized for Association members and for bulk purchases by Chapters as approved by the Association Executive Council.

The store will endeavor to operate a highly responsive mail-order business serving Chapters, members and other AG / HR Soldiers and DACs worldwide. Suggestions for items to be stocked and sold are welcome.

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Applications:

Applications from new members cannot be allowed to languish in an administrative backlog at the Chapter's location.

Chapter Addendums:

Constitution and Bylaws Addendums are the official and legally binding rules by which Chapters operate. They should not be too detailed or restrictive.

Changes of Address:

An organization that moves its people as much as the Army presents a constant challenge for its affiliates to live with. Nothing is more distracting for the Association than members moving and failing to send in a change of address. Chapters can help to avoid this problem by emphasizing changes of address to members.

Membership:

True growth and progress can occur only through increased membership. Chapters must assume an active role in recruiting new members. It is not a job that the Association Executive Council can do from afar.

Records:

Poor record-keeping is the quickest way to find trouble. Financial matters, in particular, must be fully documented and properly recorded in perpetuity.

Reputation:

Reputations are earned, not given. Leaders must be very careful to avoid the stigma that the Chapter is an ‘officers’ organization. Share leader jobs and other responsibilities among all segments of membership, including retirees.

Sharing the Workload:

The tendency to let or ask one or two members in each Chapter to do all of the work must be overcome. Share the wealth, the glory and the burden.

Status:

The Association and its Chapters are nonprofit organizations. The Regiment is an official government entity. The Association and Chapters are privately funded. The Regiment is funded with appropriated moneys from Department of Defense. Work done in behalf of the Association or its Chapters is voluntary and is not protected from liability. Work done for the Regiment is protected from liability by the government. Separate the two concepts just like church and state.

SUMMARY

The ultimate success of the Association and the satisfaction of its members will relate directly to the efforts put forth by the Chapters in the field. Growth in membership, continuing education, professional development, networking ideas, improving programs, and perpetuating the Regiment are functions and responsibilities that the Association can advocate, but only its Chapters can effectuate. Positive results are exhilarating and contagious.

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