THE NATIONAL
ASSOCIATION OF
BLACK
MILITARY WOMEN
(Formerly
Known as The Black WAAC,
GUIDELINES
FOR
ESTABLSHING
AUTHORIZED
NABMW
CHAPTERS
Prepared by
Gladys S. Carter, 2004
Reviewed by NABMW
Exec Board 2005
Updated for
NABMW Exec Board 2006.
CONTENTS
1. INTRODUCTION
3
2. ESTABLISHING A CLUSTER
A. CLUSTER DEFINITION
B. CLUSTER GUIDELINES & PROCESSES
4
C. NABMW FORMS
. 5
3. ESTABLISHING A CHAPTER
A. REQUEST TO BE AUTHORIZED
CHAPTER
.... 6
B. CHAPTER MEMBERSHIP
.
6
C. RELATIONSHIP OF REGULAR
D. MEMBERSHIP DUES
.. 7
E. CHAPTER
OFFICERS
....
8
F. CHAPTER ELECTIONS
. 8
G. CLUSTER/CHAPTER MEETINGS
..... 9
H. CHAPTER REPORTS
9
I. RELATIONSHIP BETWEEN CHAPTER, REGION,
J. RECRUITING MEMBERS FOR THE
CHAPTER
.. 10
K. POLITICAL
ENDORCEMENTS
... 11
L. FINANCING CLUSTER/CHAPTER ACTIVITIES
12
M. TELLING HERSTORY
........ 12
N. REMEMBERING FALLEN
COMRADES
12
4. CONCLUSION
14
5. ANNEXES:
INTRODUCTION
THE WAAC,
THE NABMW
THE STRENGTH OF A NATIONAL
ORGANIZATION ULTIMATELY RESTS WITH ITS GREATER MEMBERSHIP. TO ENSURE THE GROWTH
ESTABLISHING A CLUSTER
A. CLUSTER DEFINITION
1.
CLUSTER
Any group of two or more financial members
of the NABMW who come
together
to relay their intentions and request to establish an authorized
NABMW
Chapter.
2.
CLUSTER RESPONSIBLITIES
a.
The Cluster will choose one of its members to act as Cluster
contact person and another as Cluster secretary.
b.
The Cluster will carry out the necessary procedures as
outlined in these guidelines. The title
Cluster will be retained until all eligibility requirements have been met and
the group is approved as an official Chapter.
c.
The Cluster contact person will be responsible for seeing
that necessary forms are completed and sent to the Chairperson of the region
in which the group is situated. The
Regional Chairperson will continue to be in both formal and informal contact
during the process.
B. CLUSTER GUIDELINES & PROCESS
APPLICATION TO
ESTABLISH AN AUTHORIZED NABMW CHAPTER
(Form #101)
Available from the Regional Chairperson
REQUEST FOR
CLUSTER APPROVAL
(Form #101A)
NATIONAL
APPROVAL
(Form # 101B)
Include: Number of Cluster, Location, Region, Date
Established
Example: Cluster Five
C005/Balt,MD/CE/0805
Cluster Six
C006/Atla,GA/SE/0206
Note:
Several adjacent locations may be included in the main address.
When the Chapter is officially established and approved,
the designation Cluster will be replaced by Chapter
CLUSTER
APPROVAL/CLUSTER NUMBER
(Form # 101C)
C. NABMW FORMS
The NABMW Forms 100, 101A, 100B,
ESTABLISHING A CHAPTER
A. REQUEST TO BE AUTHORIZED CHAPTER.
1.
When the cluster has met the eligibility requirements to
become a Chapter, the Cluster will complete Form # 101D entitled:
REQUEST TO BE
ACCEPTED AS AN AUTHORIZED CHAPTER
(Form # 101D)
2. Form # 101D will
include the names of the Chapters President, Vice President Treasurer,
Secretary and members in addition to other pertinent information. When completed, Form # 101D will be sent to
the Regional Chairperson. The Regional
Chairperson will review, and if all information is correct, will initial the
request, make a copy and endorse it to the National Vice President of Operations.
3. The National Vice
President of Operations will
a.
review the endorsement, and if all is in order approve the
Chapter
b.
assign official Chapter number
c.
prepare Official Chapter certificate and letter of
congratulations for the National President to sign,
d.
maintain copy of documents
for official file
e.
endorse approval (Form # 101E) and packet to Regional
Chairperson
APPROVAL OF AN AUTHORIZED NABMW CHAPTER
(Form # 101E)
4. The Regional
Chairperson will send the Form # 101E along with the Chapter packet (the
Official Chapter Certificate and letter from the President) to the Chapter
President. (The Regional Chairperson may wish to have small ceremony and formal presentation around
this)
B. CHAPTER MEMBERSHIP
1. To be approved as
an authorized NABMW Chapter, and maintain
this status, the Chapter membership must maintain a minimum of Ten (10)
members in good financial standing.
Being in good financial standing means all National dues must be
paid-up by each member.
2. All Chapter
members must be members of the National Association.
3. The membership
may include a mixture of Life, Regular and Associate members. At lease Five (5) members must be
Regular or Life (or a mixture of the two) members and military (Active Duty,
Army Reserve, National Guard or Veteran).
The rest of the members may be Associate members (family and/or friends)
who support the mission of the NABMW and wish to support the Association in its
programs and projects.
4. It is suggested
that each Chapter try to recruit at least Fifteen (15) or more members
so that in the event a member is lost, both the minimum requirement of Ten
(10) members and Five (5) military members is maintained.
Note:
Depending on it location, it is conceivable that a chapter might have
more Associate members than military.
C. RELATIONSHIP OF REGULAR
1. In the National
Association, Life and Regular members have the right to hold office and vote;
Associate members pay a smaller membership fee and do not have the right to
hold office or vote. This maintains our
status as a veterans association.
2. Within the National
Association, the Life, Regular and Associate members will continue under
the same rules.
3. Within the
Chapter, Associate members will have full
voting rights; and (with certain exceptions) be able to hold a Chapter Office.
4.
Life,
Regular and Association members will pay equal Chapter Fees.
D. MEMBERSHIP DUES
1. The NABMW
membership dues are as follows:
Regular membership $25.00
annual
Associate membership $15.00
annual
All members may become Life Members $500.00
2. The Chapter is
required to insure that all Chapter members are in good financial standing with
the National. (Note: a member cannot
be part of a Chapter if National dues are not paid.)
3. Chapters are not
required to have membership dues.
However; with the approval vote of (3/4) of Chapters membership,
Chapters may assess a local operations fee. (not to exceed Ten (10) dollars).
4. Chapter
fees will be in addition to the dues paid to the
National Association.
E. CHAPTER OFFICERS
1. Chapter officers
will include:
a. *Chapter
President
b. *Chapter Vice
President
c. Chapter Secretary
d. Asst. Chapter
Secretary
e. *Chapter
Treasurer
f.
Asst. Chapter Treasurer
g. Chapter Historian
h. Asst. Chapter
Historian
i.
Chapter Public Relations
j.
Chapter Chaplain
2. *Chapter President, Vice President, and
Treasurer(s) must be military members.
F. CHAPTER ELECTIONS
1. Once an
authorized Cluster has Ten (10) registered members, the Cluster should elect
a President, Secretary and Treasurer.
When the Cluster applies for approval to be accepted as an authorized
chapter, these three officers should be listed on the request Form # 101C. At this time, the other seven or more persons
will also be listed as Chapter members.
2. When the approval
of the Chapter is received and an organizational Charter is granted, it
will be up to the Chapter to determine what other officer positions should be
filled at that time, and to set a date for elections to take place. (The Chapter may prefer to not fill some
of the positions until it has been able to recruit more members.)
3. Within ninety day
of electing official Chapter officers, the Chapter President should arrange a
date with the Regional Chairperson to attend a Chapter meeting to officially
install those Chapter officers who have been elected.
4. The Regional
Chairperson will submit a report of this meeting including the names of the
Chapter elected officers to the Vice President of Operations. The Regional Chairperson will maintain an
official file with pertinent information on each of the Regional Chapters as
they are approved in her region.
G. CLUSTER/CHAPTER MEETINGS
1. Cluster
meetings will be schedule as determined by the group. The cluster should set a reasonable time
table for meeting the eligibility requirements and submitting its request for
approval as an authorized chapter. The
Cluster should focus its attention on achieving this goal. Recruitment of members is primary.
2. Once approved as
an authorized Chapter, the Chapter will determine how many meetings it will
hold. (no fewer than six (6))
3. An agenda must be
prepared for each meeting and kept as an official document of the Chapter
(along with minutes of the Chapter meeting).
At a minimum, the agenda should include the following.
a. Salute the Pledge of Allegiance
b. Prayer (or moment
of meditation)
c. Reading of
Minutes of last meeting
d. Financial Report
e. Correspondence
f.
Update on National and Regional Activities
g. Chapter Business
h. Black Anthem
(Lift every voice)
H. CHAPTER REPORTS
1. Chapters will submit Two (2) formal reports to the Regional
Chairperson. Each report should include
the name of all Officers, the total number and names of all members, a report
on any activities and events sponsored by the Chapter, and such pertinent
material as to give an overall view of the Chapter.
2. The Chapters
will submit their reports in January (for inclusion
in the Regional report to the Executive Committee Meeting held in April) and in
August (for inclusion in Regional Convention Report or Executive Committee
meeting (in the off year).
3. The Regional
Chairperson will share these reports with the Vice President for Operations for
inclusion in the next Executive Committee meeting or at the Convention.
I. RELATIONSHIP BETWEEN CHAPTER, REGION,
1. Both the Chapter
and the Regions operate under the umbrella of the National Association.
2. A Chapter is a
member of the region in which it is located.
The Regional Chairperson is responsible for all Chapter activities. All major activities planned by a Chapter
must be approved by the Regional Chairperson.
The Regional Chairperson should be available to provide guidance and
assistance to the Chapter.
3. The Regional
Chairperson is responsible for keeping the National aware of the status and
activities of the Chapters under her jurisdiction. To insure the Regional Chairperson is aware
of all activities, issues, and actions, all communication or correspondence
from the Chapter for the National must be funneled through the Regional
Chairperson. Also communications from
the National for a Chapter must also be funneled through the Regional
Chairperson. The Regional Chairperson
might wish to discuss it with the Chapter President (or the National) before
sending it on. Any problems or conflicts
which cannot be resolved locally or regionally should be brought to the Vice
President of Operations for consideration by the Executive Committee.
4. The Chapters
primary mission is that of the National Association.
To record the history, tell the story, and maintain
the heritage of African American Women in the military service of our country.
5. The Chapter may
which to develop some Chapter goals and objectives toward supporting this
mission in its own locality.
6. It is important
that members of the Association feel they have a voice in the organization and
will be listened to. At the same time,
in order to maintain its integrity and status as a historical veterans
association and a non-profit organization, the National must be the final
decision maker as to what Regions, Chapters or individuals may do or say under
the banner of the NABMW.
J. RECRUITING MEMBERS FOR THE CHAPTER
1. The National goal
is to seek out and obtain the history of every Black Military Woman who has
served in the
2. Frequently,
military women who are approached about the NABMW are happy to learn of its
existence. As new members are registered
they should be asked to aid in the recruiting efforts of the Chapter by telling
their friends and colleagues.
POSITIVE
IS THE
3.
During the process of recruiting members, the Cluster may
wish to use the following tactics:
a. Mail out
invitational letters and other materials displaying the NABMW logo.
b. Sponsor
informational meeting with speakers.
c. Prepare and display
historical materials, pictures, articles, artifacts dealing with the role of
women in the military.
d. Maintain
informational tables at community events such as Community Days. Martin Luther
King Day, Black History Month/Week, Womens Month, Flag Day or Veterans Day.
e. Try to get
informational bulletins announced in churches or at community organization
meetings.
f.
Purchase an AD in an organizations souvenir journal.
g. Check newspapers
and TV programs for names of military women appearing in the papers or on DV
programs. Contact them directly or send
a letter to the newspaper or TV station to be forwarded.
h. Make contact with
women on nearby military bases, in the super markets, restaurant, or other
public events.
K. POLITICAL ENDORCEMENTS.
1. THE NABMW IS A HISTORICAL
ASSOCIATION. IT IS NON-POLITICAL.
2. As a veteran
organization, we do not endorse or advocate for political parties,
candidates, or issues.
3. If a member
expresses an opinion, she must make it clear that she is speaking as an individual
and not as a representative of the Association.
L. FINANCING
CLUSTER/CHAPTER ACTIVITIES,
1. NABMW
Cluster/Chapter must be self-sustaining.
As indicated in Section D MEMBERSHIP DUES, Chapters are not
required to have membership dues. However; with the approval vote of (3/4) of Chapters membership,
Chapters may assess a local operations fee.
In additional to the official fees (if assessed), the Cluster/Chapter may choose to ask
members for donations or (once becoming a Chapter) hold activities that
generate funds for Chapter operations.
2. During the period
of being a Cluster (prior to becoming an official Chapter), direct public
funding or solicitation is prohibited.
3. When a Cluster is
approved as an authorized Chapter, it will follow the Financial
Guidelines defined by the National.
M. TELLING HERSTORY.
1. The term HERSTORY
has come to mean oral, written, recorded and filmed stories of African American
women who is serving or served in the military
services.
2. The NABMW mission
is to see that these stories are collected, preserved and used to educate the
public about the role of these women patriots, past, present and future.
3. At various
meeting and conventions, women are called to tell their personal stories and
military experiences. The NABMW wants
each of its members to complete a personal profile that may be kept on record
and used in documentaries, interviews, magazines articles or other appropriate
distribution.
4.
Members are encouraged to keep pictures, military records,
uniforms, medals or other artifacts connected with their military life. They are asked to make copies of pictures,
records to share with the association.
N. REMEMBERING FALLEN COMRADES.
1. It has always
been a tradition in the Armed Forces as well as for soldiers and veterans to
honor their Fallen Comrades. The NABMW takes this tradition very seriously. At the Biennial
2. When informed of
the death of a Black Military Woman (member or non-member), the Chapter
Chaplain (or any member) should advise the Regional Chaplain. In turn, the Regional Chaplain will notify
the National Chaplain. She should send
the name, date of death and other pertinent information so that the
organization may respond.
3. Many families are
not familiar with the military record of their deceased. It is the task of the Chapter Chaplain to
construct and maintain a record of all chapter members to include their Name,
Dates Served, Branch of Service, Rank and Duty Stations so that this is on hand
to share with the family for inclusion in an obituary or read at a service. It is also very important to obtain as much
military information as possible from the family about the fallen comrade. The NABMW would also like to have any
artifacts, pictures or memorabilia our sister soldier may have had that the family
wishes to donate to the organization.
4. The Chapter
Chaplain should develop a brief ceremony that is appropriate for a funeral,
wake or memorial service and is in accordance with the standard procedure set
up by the NABMW National. The Chapter
members should be given a copy and be aware of whatever protocol is established
by the Chapter in honoring a fallen comrade.
The family of the deceased should be contacted and offered the Chapters
participation (if family so desires).
5. Congress has passed
a law which entitles all veterans the basic benefit of having a military
ceremony at the grave site with an official military marker placed at the grave
site. The family should be advised of
these benefits and to make arrangement with the undertaker or cemetery (if so
desired).
CONCLUSION
1.
These Guidelines are an initial undertaking designed to outline a
process to be followed in establishing an authorized NABMW Chapters. As time goes on, no doubt, the process will
be reviewed, amended and updated to meet changing organization needs.
2. The
process is fairly detailed in an attempt to answer questions which may be
raised. The use of official forms to be
completed is designed to ensure that we have the data for an official record in
both the Regional and National files.
3. If
ten years down the line, a Chapter wishes to hold an anniversary of its
establishment, it will have the names of its founders (the original
Cluster) and Charter members (members
appearing on the original approval of the Chapter).
Note:
A HANDBOOK FOR CHAPTERS is being developed.
Form # 101 APPLICATION TO ESTABLISH AN AUTHORIZED NABMW
CHAPTER
(To be completed
by Cluster Contact Person)
Form # 101A - REQUEST FOR CLUSTER APPROVAL
(To be completed by NABMW Regional
Chairperson)
Form # 101B - NATIONAL APPROVAL
(To be completed by NABMW Vice President of
Operations)
Form # 101C - CLUSTER
APPROVAL/CLUSTER NUMBER
(To be completed by NABMW Regional
Chairperson)
Form # 101D - REQUEST TO BE ACCEPTED AS AN AUTHORIZED
CHAPTER
(To be completed
by Cluster Contact Person)
Form # 101E - APPROVAL OF AN AUTHORIZED NABMW CHAPTER
(To be completed by NABMW Vice President of
Operations)
APPLICATION TO ESTABLISH AN AUTHORIZED CHAPTER
(Completed
by Cluster)
DATE:
_______________________
TO: ________________________________________
(Chairperson,
Region)
From:
_______________________________________________
(Cluster President)
1. We request the Regional Chairpersons
assistance in seeking approval of our request to establish an authorized NABMW
Chapter in the ___________________Region.
2. We are designating ___________________________________as
our Chapter location.
(City,
town or area and State)
3. Each of the persons listed below is a regular
(military) member of the NABMW in good financial status. We look forward to receiving an early approval
of this request to continue our work toward establishing an authorized NABMW
Chapter.
4. CLUSTER CONTACT PERSON:
_________________________________________________
Email:
_______________________________________________
Phone: _______________________________ Fax: ______________________________________
Address:
__________________________________________________________________
__________________________________________________________________
5. CLUSTER SECRETARY: _______________________________________________________
Email:
___________________________________________________________________________
Phone:
_______________________________ Fax:
_______________________________________
Address: __________________________________________________________________
__________________________________________________________________
Signature:____________________________________________________
CLUSTER
CONTACT PERSON
____________________________________________________
CLUSTER
SECRETARY
REQUEST FOR CLUSTER
APPROVAL
(To be completed by NABMW
Regional Chairperson)
Date: ______________________________
To:
__________________________________________
NABMW Vice
President of Operations
From: ________________________________________Chairperson: _________________
(Region)
Address: ______________________________________________________________
_______________________________________________
Dear Madam Vice President,
1. Attached please
find a copy of an application to establish an authorized NABMW Chapter in the
__________________________Region.
2. I have verified
that the members requesting this permission are members in good financial
status with the organization. I have
conferred with the Cluster contact person.
3. I will lend as
much assistance as I can to the group and will see that they have a copy of the
guidelines for the establishment of authorized Chapters, and the forms
necessary to complete the process.
4. I recommend APPROVAL
of this request and the assignment of a Cluster number.
Signature: _______________________________________________
___________________Regional Chairperson, NABMW
Phone: ____________________________
Email: ____________________________
NATIONAL APPROVAL
(To be completed by NABMW
Vice President of Operations)
Date:
________________________________
To: ________________________________________Chairperson: _________________
(Region)
From:
_______________________________________________
NABMW
Vice President of Operations
Address:
______________________________________________________________
_______________________________________________
1. Your request for
Cluster Approval and Cluster Number has been received and approved.
2. The assigned
designation includes:
a. Cluster number:______________________
b. Location:___________________________
c. Region:____________________________
d. Date Established:______________________
3. The cluster will
be identified as:__________________________________________
4. It is our hope
that the cluster will work diligently toward meeting the eligibility requirements
in a timely fashion and that we will be receiving its request to be recognized
as an authorized NABMW Chapter.
5. The addition and
growth of chapters within the various regions will directly impact the increase
in our national membership as well as the recognition of the NABMW as an
important voice in telling the story of women in the military.
Signature:
__________________________________________
Vice President of Operations, NABMW
Phone: ____________________________
Email: ____________________________
CLUSTER APPROVAL
(To be completed
by the NABMW Regional Chairperson)
Date:
____________________________
To:
_____________________________________________
(Cluster Contact Person)
From: ________________________________________Chairperson: _________________
(Region)
1. Permission has been
granted from National for you to continue to work toward meeting the
eligibility requirements to become an authorized NABMW Chapter
in the _________________________Region.
2. Your Cluster
designation is:
______________________________________________.
3. Cluster/Chapter
procedures are attached with eligibility and other requirements. It is hoped that what you need to know is
included. However; if you have
questions, please contact me.
4. As a Cluster, your
attention should be focused upon becoming an authorized chapter. All activities should be directed toward
achieving the mission of the NABMW (to tell the story, preserve the history,
and maintain the heritage of African American Women in the military services of
our nation).
5. I hope that you
will work in a timely fashion and look forward to your becoming an authorized
Chapter. Good luck in your endeavors and
I look forward to assisting you in reaching your goal.
Signature:
_______________________________________________
__________________Regional
Chairperson, NABMW
Phone: ____________________________
Email: ____________________________
REQUEST TO BE ACCEPTED AS AN AUTHORIZED CHAPTER
(To be completed by Cluster)
Date: ____________________________
To: ________________________________________Chairperson: _________________
(Region)
From:
_______________________________________________
(Cluster President)
Address:
______________________________________________________________
_______________________________________________
1. We formally request acceptance as an
authorized NABMW Chapter.
2. We
have reached the Ten (10) member minimum requirement for acceptance as
an authorized NABMW Chapter. The
required five military members have been met. Each member listed has paid her national
dues.
3. Listed below is our current membership:
Chapter President: (Mil)
_______________________________Phone______________
Chapter Vice Pres: (Mil)
_______________________________Phone _____________
Chapter Treasurer: (Mil)
_______________________________Phone _____________
Chapter Secretary _____________________________________Phone
_____________
______________________________________(Mil)
__________________________________(Mil)
________________________________________ _____________________________________
________________________________________ _____________________________________
(If there are more members, list them on
back of page or separate sheet.)
Signature:
_______________________________________________
(Cluster
President)
(To be signed off by Regional
Chairperson and copy sent to VP for Operations)
Date:____________
I recommend APPROVAL of this request.
Signature
__________________________________________
___________________Regional
Chairperson, NABMW
APPROVAL OF
AN AUTHORIZED NABMW
CHAPTER
(To
be completed by NABMW Vice President of Operations)
Date _____________________
2. The President and
Executive Board of the National Association of Black Military Women are pleased
to grant your request for approval as an authorized NABMW Chapter .
4. Your assigned
Chapter number is identified as:
C# __________/____________/__________/_________
Number location region date established
Chapter
Number:
__________________________________________
Location: _________________________________________________
Region:____________________________________________________
Date Chapter
Established: ___________________________________
3. The National
Association will be aided in its growth and development by your becoming a
strong and recognized presence in the community in which you are located. Your primary mission is to tell the story,
record the history and maintain the heritage of African American Women in the
military services of our country. Your
chapter activities should be directed toward achieving these goals. Your participation in positive community
events and activities will increase your opportunities to show that Military
Women Continue to Serve.
4. Congratulations
and Welcome!!! We look forward to
recognizing your chapter officially at our next biennial reunion.
Signature: _________________________________________
President, NABMW
_________________________________________
Vice President of Operations, NABMW
Original to Chapter File
VP for Operations
Copy to Regional Chairperson File
Secretary