Steps to Organize a CNU Chapter Congress for the New Urbanism

Transcription

1 Steps t Organize a CNU Chapter Cngress fr the New Urbanism 140 S. Dearbrn St., Ste. 404 Chicag, IL Phne: Fax: chapters@cnu.rg

2 Intrductin The Cngress fr the New Urbanism (CNU) is a 501(c)(3) nnprfit rganizatin and is the natin s leading rganizatin helping cmmunities design and build great places that peple lve. Acrss the cuntry, peple are demanding mre great places, demgraphics are supprting this trend, and lcal gvernments are respnding. But mre needs t be dne. Lcal land develpment regulatins and funding frmulas still supprt single- family, large lt develpment. Cmplete but nt great streets are being built, and the architecture and design f many new develpments fail t inspire. CNU is pised t leverage these trends t increase the number and ease f preserving, designing, and building places where cmmunity is created, where visitrs return, and residents dn t want t leave. Tday, CNU wrks in parallel with members t remve radblcks that impede new urbanism, serving as a cnnectr between the fields f architecture, landscape architecture, urban planning, ecnmics, real estate develpment, engineering and gvernment that fr t lng have wrked in islatin. With members in 26 cuntries and 49 states, and supprt stemming frm lcal, federal, and internatinal levels, ur members wrk hard t prmte plicies that make cities and twns mre engaging, vibrant and livable than ever. CNU chapters are CNU s grund game and wrk t further this missin thrugh educatin, netwrking, and utreach at the lcal, reginal, and state levels. CNU s gal is that chapters be strng and independent nnprfit rganizatins. Putting wrk int rganizing the chapter will lead t a strng rganizatin. The three rganizing stages utlined in this dcument are designed t ensure that a chapter has the tls needed t start with a firm fundatin, sustain itself vertime, and make certain that CNU expectatins and requirements fr chapters are met. Steps t Organize a CNU Chapter, which utlines the required stages fr frming a CNU chapter, is ne f three publicatins that are essential reading fr CNU chapter rganizers. The cmpanin dcuments are the Chapter Plicies Handbk, which specifies requirements fr CNU chapters, and the Chapter Resurce Tlkit, which highlights a range f best practices fr chapters t use in building successful rganizatins. Befre frming a chapter, rganizers shuld familiarize themselves with all three dcuments. All questins regarding chapters shuld be addressed t CNU s Chapter Crdinatr. The Crdinatr maintains samples f the frms that must be cmpleted t becme a chapter (fr example, a sample set f by- laws, articles f incrpratin, 501(c)(3) applicatin, and CNU Chapter Charter Agreement).

3 CONTENTS 1 CHAPTER INTEREST GROUP 1.1 Register Interest in Frming a Chapter 1.2 Assemble a Cre Grup f Organizers 1.3 Review Requirements and Assess Chapter Feasibility 1.4 Establish an Organizing Cmmittee 1.5 Prepare and File the Petitin fr Chapter Organizing Cmmittee Status 2 CHAPTER ORGANIZING COMMITTEE 2.1 Review and Agree t Cmply with Allwed COC Activities 2.2 Cmplete Administrative and Legal Actins Adpt By- Laws File Incrpratin Papers Elect Initial Bard f Directrs and Officers Prepare a Three- Year Business Plan fr Chapter Grwth Insurance Submit Applicatin fr 501(c)(3) Status t the IRS Open a Bank Accunt 2.3 Reach Full Chapter Requirement f 50 Members 2.4 Execute the CNU Chapter Charter Agreement 2.5 Submit Request Full Chapter Status 3 FULL CHAPTER 3.1 Terminatin f the CNU- Chapter Agreement

4 1 Chapter Interest Grup The purpse f the Interest Grup stage is t help chapter rganizers understand CNU s requirements fr the creatin and peratin f chapters and determine if there is a sufficient level f interest within the prpsed chapter s gegraphic service area t meet the requirements fr establishing (and, ver time, sustaining) a chapter. Initial tasks fr Interest Grups are utlined belw. Once thse steps are finalized, the Interest Grup becmes a Chapter Organizing Cmmittee (COC). 1.1 Register Interest in Frming a Chapter Cntact the CNU Chapter Crdinatr t register yur interest in frming a chapter. This enables CNU t learn f the rganizers desire t create a chapter and prvide infrmatin and assistance t the grup abut what they can (and cannt d) as an Interest Grup and what is required t becme a chapter. The Chapter Crdinatr can als put yu in tuch with thers wh have expressed interest in frming a chapter in yur area. 1.2 Assemble a Cre Grup f Organizers Cnsidering the time and energy invlved in starting a chapter, it's best fr a few cmmitted members t lead the prcess frm the start, as ppsed t ne persn trying t carry the grup alne. The "cre grup" can share tasks and respnsibilities t bring tgether yur Chapter Organizing Cmmittee and put tgether yur first meeting. 1.3 Review Requirements and Assess Chapter Feasibility Review requirements fr chapters utlined in the Chapter Plicies Handbk and determine the feasibility f a CNU chapter in yur area. The gegraphic scpe f the chapter s service area is an imprtant factr t cnsider in making this determinatin. The service area will need t be large enugh t prvide the required level f vlunteer cmmitment and interest and the ptential fr membership grwth needed t build and sustain a strng chapter. 1.4 Establish an Organizing Cmmittee Obtain the cmmitment f a minimum f 20 CNU members wh agree t jin a Chapter Organizing Cmmittee and pledge t help build and sustain a strng chapter in their area. The Organizing Cmmittee functins as the vice f apprval frm members in the area, guiding the frmatin f the chapter and prviding CNU assurance that the chapter will serve the best interest f the lcal membership. Members f the Organizing Cmmittee must maintain current membership in CNU. T get started, chapter rganizers may cntact the CNU Chapter Crdinatr fr CNU member cntact lists within their area. The Organizing Cmmittee must remain pen fr all CNU members in the area t participate until a bard f directrs is elected. Chapter rganizers may be able t establish the cmmittee thrugh ne r tw meetings. Organizing steps shuld include the fllwing: Elect an Executive Cmmittee cnsisting f a Chair, Vice- Chair, and Secretary- Treasurer.

5 The Executive Cmmittee and Organizing Cmmittee members shuld then decide n the chapter s purpse, structure, initial bjectives, and gegraphic scpe. Prepare a first year budget and list f events. 1.5 Prepare and File the Petitin fr Chapter Organizing Cmmittee Status Once the steps utlined abve are satisfactrily cmpleted, the rganizers may register with CNU as a Chapter Organizing Cmmittee (COC) by cmpleting and submitting the Petitin fr Chapter Organizing Cmmittee Status. (The petitin frm may be btained frm the CNU Chapter Crdinatr.) The petitin signatures signify the supprt f lcal members fr the plan t frm a chapter in their area.

6 2 Chapter Organizing Cmmittee The Chapter Organizing Cmmittee (COC) functins as a cmmittee f CNU tasked with creating a new chapter and must make all necessary decisins fr setting up the chapter. After a COC has been registered fr an area, n additinal COCs may be created in that area. CNU may set a limit n hw lng a chapter may stay a COC. That decisin wuld be based n a COC s annual reprt (e.g., if the COC is active and mving frward tward Full Chapter Status). 2.1 Review and Agree t Cmply with Allwed COC Activities Allwed: Once the CNU Chapter Crdinatr apprves the grup s registratin as a COC, the grup may: Spnsr netwrking and educatinal events. The COC must invite all CNU members within its gegraphic scpe t participate. (Upn request, CNU will prvide member cntact lists.) Set up bths at events and distribute brchures and utreach materials, which can be btained frm the CNU Chapter Crdinatr. Ask CNU t cllect and hld tax- deductible dnatins fr the future chapter and request reimbursements frm these funds fr expenses related t chapter develpment. CNU, hwever, cannt fund chapters beynd what they can raise. Recruit additinal CNU members and COC members. As utlined belw, the chapter itself will nt have members until it achieves Full Chapter status. Carry ut a funders fundraising campaign. A COC may slicit large dnatins (typically $250 $500 fr individuals, and mre fr cmpanies) fr Funding Patrns. Funders will ften prvide enugh start- up capital t sustain the COC until it begins cllecting membership dues thrugh CNU. (Additinal surces f incme during this time culd include smaller gifts, event fees, in- kind dnatins, and ther small, nn- tax- deductible cntributins.) All such dnatins shuld be made payable t CNU and cllected by the chapter; CNU will depsit the dnatins int a fund fr the chapter and send thank- yu letters cnfirming the charitable tax deductin (when applicable). When the COC is ready (e.g., when it has pened a bank accunt and achieved 501(c)(3) status), CNU will either frward the balance t Requirements fr incrpratin vary by state, and infrmatin may be btained frm the Secretary f State. If the chapter will be perating in mre than ne state, it shuld file incrpratin papers in the state where the chapter s headquarters will be lcated and make such additinal fillings in ther states as required by them in rder t cnduct activities as a freign crpratin. Typically, incrpratin will require the fllwing infrmatin: chapter name, general purpses, and by- laws; membership and directrs as set frth in the by- laws; incrpratrs; registered agent; and distributin f assets r prperty upn disslutin f the crpratin. The incrpratin papers als require a filing fee, which is the respnsibility f the COC.

7 2.1.1 Elect Initial Bard f Directrs and Officers Prepare a Three- Year Business Plan fr Chapter Grwth The business plan shuld utline a prjected three- year budget and wrk plan Insurance Obtain liability insurance, per the Chapter Plicies Handbk. Chapters are als strngly encuraged t btain Directrs and Officers Insurance Submit Applicatin fr 501(c)(3) Status t the IRS Each chapter is respnsible fr cmpleting and submitting a 501(c)(3) applicatin t the Internal Revenue Service (IRS). (The CNU Chapter Crdinatr can supply a sample applicatin.) The IRS requires that new crpratins file their applicatin within 15 mnths f creatin t ensure the retractive exemptin t the date f creatin, althugh an rganizatin may btain an extensin f 12 additinal mnths. The CNU 501(c)(3) sample cntains the standard infrmatin that is cnsistent fr all CNU chapters. The IRS regulatins allw the chapter t perate as a tax- exempt rganizatin during the time that the applicatin is under review by the IRS. That means a chapter may cnduct chapter membership activities and accept dnatins subject t the legal requirements f the state in which the chapter is incrprated. CNU des nt guarantee that the chapter s request fr 501(c)(3) status will be apprved. Once the 501(c)(3) applicatin is apprved, the chapter shuld determine if it is eligible under state law t apply fr an exemptin frm state taxes such as a sales tax and shuld btain infrmatin n services available t 501(c)(3) rganizatins, including lwer rates n bulk mailings Open a Bank Accunt CNU recmmends that COCs wait t pen a bank accunt until after they have filed fr 501(C)(3) status t avid ptential cmplicatins when filing. 2.2 Reach Full Chapter Requirement f 50 Members Recruit members t reach a minimum f 50 CNU members in yur COC's gegraphic territry. Membership materials and a sample membership slicitatin letter may be btained frm the CNU Chapter Crdinatr. The CNU Chapter Crdinatr can als help the chapter identify successful techniques fr recruiting new members. 2.3 Execute the CNU Chapter Charter Agreement Executing the CNU Chapter Charter Agreement is the final requirement fr becming a Full Chapter btain a cpy f the agreement frm the CNU Chapter Crdinatr. The agreement is the cntrlling legal dcument that gverns the relatinship between CNU and its chapters and prescribes what chapters can and cannt d. It cntains a descriptin f the chapter s purpses, rles, and respnsibilities and incrprates the requirements f the Chapter Plicies Handbk, including thse fr chapter membership, administratin, and

8 financial management. The agreement als sets ut requirements fr the use f CNU s intellectual prperty and grunds fr terminating the agreement. 2.4 Submit Request Full Chapter Status Submit a Request fr Full Chapter Status t certify that the COC has met the requirements utlined abve. Yu will need t include cpies f the CNU Chapter Charter Agreement and ther imprtant legal and administrative dcuments. Cntact the CNU Chapter Crdinatr fr the Request fr Full Chapter Status checklist.

9 3 FULL CHAPTER After apprval f the Request fr Full Chapter Status, the COC becmes a Full Chapter and is required t cmply with all sectins f the Chapter Plicies Handbk, including requirements t regularly reprt t the CNU Chapter Crdinatr. A Full Chapter is eligible fr the cmplete range f CNU services, as described in Chapter 3 (CNU Natinal and the Chapter). 3.1 Terminatin f the CNU Chapter Charter Agreement Failure t Obtain 501 (c)(3) Status: The CNU- Chapter Agreement cntains a clause that terminates the agreement shuld the chapter s 501 (c)(3) applicatin nt be apprved by the IRS. In that event, the chapter reverts t COC Status while the 501 (c)(3) applicatin is re- filed. At this pint, the chapter may n lnger use CNU s intellectual prperty, including the chapter lg, and may n lnger refer t being a chapter f CNU. Revcatin f the Agreement: The Bard f Directrs f CNU may revke the CNU- Chapter Agreement if it determines that revcatin is in the best interest f CNU. If the Bard determines that the Chapter Agreement fr a chapter shuld be revked, the CNU Chapter Crdinatr will deliver t the chapter president r chair ntice f impending revcatin tgether with a statement f the reasns fr the revcatin. Within 20 days f receipt f the ntice f revcatin, the chapter may submit t the CNU Chapter Crdinatr a written respnse t the ntice describing the reasns why the CNU- Chapter Agreement shuld nt be revked and the time frame and steps fr crrectin f the cnditins leading t the decisin t revke, if any are planned. Such a written respnse may include a request fr an pprtunity fr chapter representatives t appear befre the Bard t discuss the prpsed revcatin. Within 20 days f receipt f the chapter's written respnse, the CNU Chapter Crdinatr will advise the chapter, in writing, whether (i) revcatin will be pstpned fr a specified perid t prvide an pprtunity t mitigate the cnditins leading t the ntice f revcatin; (ii) revcatin prceedings will be terminated, r (iii) revcatin prceedings will cntinue (cllectively, the "Determinatin"). The decisin t terminate r pstpne revcatin prceedings is at the sle discretin f CNU s Bard f Directrs. If the chapter has requested an pprtunity t be heard by the Bard prir t revcatin, the Bard r a cmmittee f nt less than five Bard members shall meet with chapter representatives at the Bard's next scheduled meeting. Fllwing such a meeting, the Bard shall determine whether t change the Determinatin and shall advise the chapter f its decisin within 20 days f the Bard meeting. In n event shall terminatin ccur earlier than 60 days fllwing the initial ntice f impending revcatin unless such immediate terminatin is necessary t prtect CNU frm the ptential f material liability, in which case the Chapter Agreement may be immediately revked and the prcedures utlined abve shall be fllwed in determining whether t reinstate the Agreement.