How Do We Start an Affiliate?

Make the decision to work with others in your district/area who care about gifted/talented (G/T) issues. Find out what programs are already available in your area and who is in charge of gifted/talented education in your district. This can be done by contacting your local school district gifted/talented coordinator.

Plan a first meeting to begin the organization process for your chapter. Remember, there is strength in numbers so you want to advertise heavily to find all the interested people in your area. This includes parent, teachers and administrators.

Arrange for a speaker to come to this first meeting. Choose a topic that is general enough to include all age levels. Call your district G/T coordinator to see if he/she will be the guest speaker. You might also call UAGC to get other suggestions.

At the meeting begin with welcomes, introductions and briefly explain the need for an affiliate group. After the speaker’s presentation and questions, encourage all who attend to express their concerns and needs. You might break into small groups by grade level, school, or special concerns or interests. A recorder in each group should take notes. After 20-30 minutes, bring the group back together and have each group report their concerns and needs.

Ask for 3-5 volunteers to begin working on a constitution (bylaws) for your new affiliate. Suggest a completion date for the first draft and also decide on the next meeting date.

Before this small group meets, you might want to call other districts who already have working bylaws to use as examples. Often other districts will assist you in the writing of your bylaws. Also see appendix for the UAGC bylaws.

In subsequent meetings discuss/change/amend your new bylaws. Your next step is to incorporate as a 501 - c3 organization or a foundation so that you will be able to open a bank account and collect tax deductible annual dues from your members. This also prevents any individual within the organization from being personally liable for the bank account. You should consult a CPA and the Utah State Tax Commission for all current regulations regarding nonprofit organizations. The Utah State Tax Commission also offers a guide for writing your articles of incorporation.

Open a bank account for your affiliate organization so that you can start collecting the annual membership dues. (As of this printing in 2002 annual dues are $15 with $5 being sent to UAGC or a two year membership for $26 with $8 being sent to UAGC. In like manner, if someone from your district joins UAGC at the annual conference or through the mail, $15 or $26 will be collected and $5 or $8 respectively will be forwarded to your affiliate organization).

In subsequent meetings discuss/change/amend your new bylaws. When you have the final copy, which has been approved, and you have 10 members who have actually joined your affiliate, send a copy of your bylaws and your membership list to the state UAGC President.

CONGRATULATE YOURSELF! You have now provided a new structure to deal with educational issues in a proven and successful manner. You are no longer alone in your advocacy for your child’s gifted education.

Most affiliate chapters begin by setting up an Executive Committee which consists of at least:

• President
• Vice President (President Elect)
• Secretary
• Treasurer

As your organization grows, you might want to establish a structure similar to the state UAGC organization.

The board makes decisions and recommendations to the membership, sets long and short-term goals, and approves the budget--which may include speakers’ fees, postage, newsletter costs or any large expenditures.

As your affiliate expands you might want to develop subcommittees such as:

Membership:

• makes phone calls
• recruits new members
• keeps mailing list in order
• sends out letter of acknowledgment and welcomes new members

Advocacy:

• Works with the state organization to plan local legislative events
• Provides information to local members regarding election issues
  

Publication:

• Organizes and disseminates a local newsletter that discusses local issues/projects/events etc.

Programs:

• Plans and directs the regularly scheduled association meetings especially guest speakers or special events.

Other notes about committees:

Each affiliate should determine other standing committees it believes are necessary to achieve its goals. Ad hoc committees can also be formed as needed.

It is important to establish a working relationship with the local principals. Often, an informal meeting made by appointment to share the group’s goals and needs is beneficial. A willingness to work with the local PTA to network and share information might also be helpful. It is most beneficial to the affiliate group and to the gifted students which it serves, to maintain a positive relationship with local school officials and teachers.

As your organization grows, you will want to schedule board meetings that are separate from the general meeting. Board meetings should be structured so that members see goals accomplished and action plans made. General meetings might be scheduled quarterly and might include guest speakers along with a portion of the meeting scheduled for business. Once a Presidential term (2 years) you may want to invite the UAGC President to speak at a general meeting.

The UAGC board cannot stress enough the importance of careful, accurate minute taking. As your officers change, it is important to leave a history of what has happened in the past so that your organization keeps a forward movement. We have found that time is saved when the President of your chapter knows the events, issues, and concerns previously dealt with.

Phase I: RUMINATE
Find a group of parents who share your concern for the needs of gifted children.
Evaluate the needs of your community. Find out what is happening and what is not happening in regard to gifted education. Think about conducting a needs survey.

Phase II: ORGANIZE
Follow the steps outlined in the "HOW TO START AN AFFILIATE" section of this handbook.

Write bylaws.
Register your organization with the Utah State Tax Commission with the appropriate incorporation and tax exempt status forms. Open bank account. Complete APPLICATION FOR LOCAL ASSOCIATION AFFILIATION WITH THE UTAH ASSOCIATION FOR GIFTED CHILDREN and AFFILIATE INFORMATION SURVEY. (Found on the bottom of the Affiliate Application Form.)

Select an executive board.

Set a regular association board meeting time.
Be sure to involve your local schools, principals, teachers and PTA. Present needs to your school officials in an organized and professional manner. Talk about the needs of gifted children, not just YOUR OWN child. Plan publicity. Contact persons involved in radio, TV, newspapers, school information sheets, school building newsletters, PTA, and other community service organizations to report meetings and announce subsequent meetings and events.

Maintain contact with the state organization by submitting a quarterly AFFILIATE INFORMATION SURVEY, keeping them posted on changes in leadership (very important so that money can be distributed in a timely manner), inviting the President to speak at a general meeting, and attending annual state conferences. Encourage affiliate members to attend the annual state conferences also.

Phase III: ESTABLISH AND MAINTAIN

• Publish a newsletter to keep members informed about local and state matters.
• Publish a bibliography of useful information concerning gifted education.
• Keep records of what the organization does.

Find interested parents and educators
Publish a news release in local paper
Send fliers home with students
Contact teachers and administrators for the names of potentially interested parents.
Display posters in local shopping centers, stores, libraries and schools
Print a notice in local school newsletters and/or community fliers
Make announcements at various school/district functions
Approach TV/radio stations about running a public service announcement

Make goals
Your organization will make headway if people see what your goals are and what you have accomplished. Keeping a positive outlook is important. Send thank-you and congratulatory remarks to those who help you.

Delegate authority
Remember the more people you involve, the better the chance that you will accomplish your goals.


Involve as many people as possible
Make use of every single member – even those who cannot attend meetings. Give each person more than one reason for attending the meeting.

Involve school people and other community members from the beginning. Many community groups and local businesses have an interest in gifted education.


Advocate positively
Press releases and informational news stories submitted to your local newspaper increase public awareness. Include pictures. Select one of your members as public relations person.

Remember that the school/district is not your enemy. It represents your best chance of securing appropriate educational opportunities for gifted children. It is important to WORK WITH your school district.