A. Promote the two-year college position on mathematics education through
AMATYC leaders speaking at other national organizations'
meetings.
B Provide a forum for two-year college mathematics
educators to discuss ideas and issues through the annual
AMATYC Conference and publications.
C. Provide professional development opportunities at
the annual conference and through traveling workshops and
summer institutes.
D. Student Mathematics League
1. Encourage excellence among two-year college mathematics students.
2. Stimulate student interest in mathematics.
3. Enhance excellence in teaching through instructors'
participation. Consult
the AMATYC website
or The AMATYC News for current contact information
for the chair of the Student Mathematics League.
E. Publicizing mathematics openings on the electronic job board.
A. Membership Brochure (available through regional vice presidents)
B. The AMATYC News includes state news, a calendar, and in many
issues affiliate contact information.
C. Publicizing mathematics openings on the web
for AMATYC Institutional members.
D. A continuous address and site for an affiliate
web presence. Contact the Affiliate Website Coordinator
for more information. A
website can provide an affiliate a tool for communication. To see examples, visit any of the other affiliate
sites by starting at http://www.amatyc.org/affiliates/.
III. Services at the AMATYC Conference.
A. Space is available for meetings, which can
be announced in the conference program upon request.
B. Information Table
C. Affiliate Presidents are invited to a luncheon
with members of the AMATYC Executive Board.
D. Affiliate Presidents meet in a sharing session.
A. Committee members define the goals of the committee.
B. Committees offer opportunities to meet with others
who share an interest in a particular area of mathematics.
V.
Affiliate Representation
A. Affiliates can become an integral part of the
structure, operation, and direction of AMATYC through
the following avenues:
-
An
annual meeting of the affiliate Presidents with the
AMATYC leadership.
-
Affiliate
participation in the AMATYC delegate assembly and
affiliate members working on AMATYC committees.
B. Membership
Assistance
-
AMATYC
will co-sponsor a joint membership drive biannually
with an affiliate, upon request of the affiliate. The form is available in Word at this link.
- AMATYC will supply labels, printing, and mailing at bulk rates
through your regional
vice-president.
C. AMATYC will assist affiliates with AMATYC membership
efforts according to the following guidelines.
-
A
request for proposal form will be made available to
all affiliate Presidents by the respective regional
vice president.
- The
proposal, delineating the membership drive steps to be
funded, will be submitted to the regional vice president.
- The regional vice president will approve the
proposal or make suggestions as appropriate and send results
to the affiliate.
- After
the approved activities are completed, the affiliate President
will send all relevant receipts to the regional vice president
along with a copy of any mailed written documents. The regional vice president will then forward
the receipts and a copy of the proposal to the AMATYC
Treasurer.
- The
AMATYC Treasurer will send reimbursement(s) to the affiliate
President.
- At
most two proposals will be funded in one year for any
affiliate. The
sum of the two proposals may not exceed $200 per calendar
year.
- Some possible assistance activities
available include:
a.
printing
b.
postage
c. brochures
d. reimbursable expenses for speakers from the
AMATYC board
e. public relations at state meetings (could be
affiliate meeting, state two-year college meeting, etc.)
VI. Summer Institutes and Regional
Meetings
A. AMATYC
sponsors summer institutes that offer opportunities for
continuing education and fellowship. The summer institute brochure is mailed to AMATYC
members each spring.
B. AMATYC
sponsors regional meetings. Such meetings provide professional development opportunities
as well as opportunities to meet other professionals from
the region. Check with your regional vice president for
the timeline and procedures for proposing a regional meeting.
VII. Recognition by the Mathematical
Sciences Education Board (MSEB) as an important voice for
two-year college mathematics educators.
VIII. National Involvement:
A. Membership
in the Conference Board of Mathematical Sciences (CBMS).
B. Membership in the Council of Scientific Society Presidents (CSSP).
C. Membership in the American Association of Community Colleges (AACC).
D. Membership in the Alliance for Involving Minorities in Mathematics
(AIMM).
E. Co-sponsorship of MAA/NCTM/AMATYC/ASA joint committees of mutual
concern.
F. Participation in national workshops to help
formulate guidelines for mathematics education at two-year
colleges.
Affiliate
Commitments to AMATYC
Each affiliate organization agrees to the following
supportive efforts on behalf of the national organization:
1. Encourage
membership in AMATYC by distributing and/or permitting an
AMATYC representative to distribute information about the
Association.
2. Forward
the mailing list of its affiliate's members to the appropriate
regional vice-president at the time of the affiliation and
later by April 15 of each year.
3. Advise
the appropriate AMATYC regional vice president of the name
of the affiliate's delegate(s) for each new term of office. Note: All
affiliate delegates are in addition to the state delegates
appointed by the AMATYC regional vice president and must
be different persons than those who are state delegates.
The term of office for state delegates is two years starting
in odd-numbered years (2003, 2005, etc.) Each delegate or proxy may have only one vote and
must be an AMATYC member.
4. Mail
copies of affiliate newsletter to other affiliate Presidents,
their regional vice president, and the AMATYC secretary.
5. Include
AMATYC membership forms in affiliate newsletters and have
forms available at affiliate meetings.
6. Include
AMATYC flyers, position statements, and committee reports
in local mailings as appropriate.
7. Solicit
newsletter articles from their regional vice president and
inform them of deadlines.
8. Invite the regional vice president and other AMATYC
board members to affiliate meetings.
9. Introduce AMATYC officers attending affiliate meetings
to the membership and, when possible, provide the officers
with an opportunity to greet and speak briefly with the
members.
10. Communicate current
AMATYC activities, projects, and educational position statements
to affiliate members.
11. Provide an updated
copy of the affiliate constitution and bylaws to the AMATYC
office as changes are made. Samples of affiliate constitutions, bylaws,
and meeting agendas are available by clicking the links. Some common questions that come up relating to constitutions
and by-laws are the following:
a. Should
the officers' terms be one-year or two?
b. Should
the Affiliate Delegate be appointed or elected?
c. Does
the Past president stay on the executive board one more
year for continuity?
d. Should
the President-elect be in charge of the annual conference?
e. Should
there be a conference planning committee?
f. How
much should dues be and how many renewal dates per year?
How to Have a Strong Affiliate
Effective
Leadership
Enthusiastic
Dedicated
Rotating so no one becomes burned out
Officers who meet deadlines
Flexibility
Good
Communication
Newsletter
Campus Representatives
Listserv or Email distribution list
Website
Sense
of Community
Social activities at the affiliate conference
Session(s) at other state meetings
Meet in a remote location such as a state park
or resort
Reasonable fees
Planned social activity at the AMATYC conference
- Philip Mahler, President-elect AMATYC
I believe that
a good newsletter is important to having a strong affiliate.
It represents stability and continuity. Nowadays it might
be good to be on a web site instead of being in print, but
members and prospective members should receive copies of notifications
of the web site location. The newsletter editor needs to work
hard on maintaining deadlines for materials, such as President's
message and program and meeting notice.
- Joe Mahoney,
president KYMATYC
We do two things
that are nice. First, we have low dues and conference registration
fees. Second, we meet in an out-of-the-way place (an old
Shaker Village that has been converted into a conference
center), so people cannot leave on a whim to go shopping
or sight seeing.
- Jim Ham,
President MichAMATYC
Promote community!
...social
event at Fall
Conference the night before the actual conference ...schedule
affiliate social event (dinner and drinks) at AMATYC Conference
...several (as many as possible) annual meetings.
- Gwen S.
Turbeville, President VMATYC
I think the way
to have a strong affiliate is to make members feel there
is a real advantage to membership. We try to make our annual
spring conference (Friday 1:00 p.m. to Saturday 2 or 3 p.m.,
entertainment on Friday night) a real top-notch conference.
Our keynote speaker is usually someone from out-of-state
while most of the presenters are in-state. The conference
cost is modest ($25 - $40), with a discount for VMATYC members.
Any math instructor at a VA Community College is invited
and welcome to the conference. One reason our conference
is so strong is that our state community college system
has set up a series of discipline specific 'peer group'
meetings. The VMATYC conference functions as the peer group
meeting for math and receives some funding from the state
(usually the cost of rooms for one night and something towards
food or the speaker, (
$75
cap per participant). In fall, each of the four regions
hosts a local mini-conference that is free to all. This
is an effort to reach instructors that will not travel to
the annual conference and to recruit new members at this
time. Mini conferences are usually in October, either a
Friday afternoon or Saturday morning. Many times the sessions
at these fall mini-conferences become presentations at the
spring meeting. We have a twice-a-year E-newsletter that
goes out to members and then is published on our web page.
We are just starting a list serve for members only. Finally,
every community college campus in VA has a VMATYC contact
(not always a member of VMATYC). But in a flash, I can send
out an email to all the campus contacts and get information
out to all math instructors at community colleges in VA.
The final thing necessary is to have leadership that is
really dedicated to the affiliate. The leadership finds
it is a wonderful way to establish personal and professional
relationships across the state. If leadership is enthused
,
the general membership joins in and also establishes great
friendships statewide.
- Doug Nelson,
President ORMATYC
Be sure to have a rotating
Executive Board membership. No position should be for longer
than two years. The President's
role
will evolve during a three-year term from President-elect
to President to Past president. Be sure there is a good
annual conference for the affiliate. Send out periodical
updates to the affiliate members regarding projects the
Board is undertaking. Have a well edited biannual affiliate
newsletter.
-Freda C. Ducorbier,
President La-MsMATYC
Regular board meetings
with lots of wine and cheese. Our leaders are very energetic
people. Interest and participation must be good. We see
each other often and go together to lots of funtions. Our
group of 40 or so members are a rather close knit group
- tends to make planning a lot easier.
- Julie
Guelich, President MinnMATYC
I don't have a magic
prescription here. It takes dedicated, competent officers
and members. Running the spring conference is a huge job,
and by using our members at large as planners along with
the President-elect, we have split up the worklod into manageable
pieces. Also, the President is part of the planning team
and serves as a trainer in conference planning. We try to
avoid having each group of planners 're-invent the wheel'.
- Lois Yamakoshi,
President CMC^3
Find the right combination
of people ...we all have our strengths but sometimes forget
that the different roles require different tasks. In general,
everyone needs to be a 'team player' and yet we need different
strengths to make it work. The membership needs an opportunity
to reflect upon the affiliate and respond to the Board with
suggestions and ideas. The Board needs to provide leadership
to see that the affiliate prospers and grows ...I mean that
in more than just the 'larger numbers in membership' sense.
I have worked with so many talented colleagues and yet found
that your best treasurer might be your worst secretary ...And
everyone does NOT want to be President. So there must be
a sense of support for each other and the President can
never forget that it takes all of us or it will not happen.
For example, our President is allowed to appoint people,
such as a membership chair. One of the criterion that should
be used for a membership chair would be 'great computer
skills' - since the membership data base is always in flux
and information/mailing labels are always needed. Now all
of us have some level of computer skills but I, for example,
would never make a good membership chair - I simply use
the computer but in no way would be qualify in the realm
of 'cutting-edge' computer wizard. Having these appointed
people to augment the elected Board is one way to cultivate
your leadership - get more people involved. Some people
want to be involved at the conference level - speakers,
presiders, volunteers -
so
again put out the word to the membership and be flexible
to change as needs change. We have a major conference in
December (almost 400 attendance) and a just-for-fun conference
in May (about 100 attendance). Most of our work revolves
around developing these conferences so that our membership
has a place to re-energize, network, and celebrate why we
chose math for our professional lives.
- Mike Mears,
President FYTCMA
Our organization (FTYCMA)
has its roots from 1965, so it has been around for quite
a while, plus has an excellent working relationship with
the MAA (some of us have been officers in both organizations,
and the two blend well). In the mid-80's, the organization
pretty much fell apart due to lack of interest, but we were
able to restart it two years later. Since then, we have
had the structure and communication channels in place to
keep things rolling. We just created a web-page and I created
an email distribution list that goes to a contact person
at each of the 28 community colleges.
-
Irene Doo, President TexMATYC
Communication is essential to building a strong affiliate.
Texas does not have a strong affiliate and one reason could
be the large size of the state and corresponding difficulty
to communicate as a group. While email and other forms of
electronic communication are excellent for maintaining contacts,
proper networking and consensus building requires face-to-face
meetings. Observing the interaction among members of strong
affiliates, like IMACC, NMMATYC and CMC^3, the common theme
is clearly their close interaction and camaraderie. An excellent
vehicle for improving communication is a statewide math
conference.
- Irene Doo,
President TexMATYC
Communication is essential to building a strong affiliate.
Texas does not have a strong affiliate and one reason could
be the large size of the state and corresponding difficulty
to communicate as a group. While email and other forms of
electronic communication are excellent for maintaining contacts,
proper networking and consensus building requires face-to-face
meetings. Observing the interaction among members of strong
affiliates, like IMACC, NMMATYC and CMC^3, the common theme
is clearly their close interaction and camaraderie. An excellent
vehicle for improving communication is a statewide math
conference.
- Julie
Guelich, President MinnMATYC
MinnMATYC
has a website and a Listserv. This year we will begin putting
newsletters on the website. We will use the Listserve to
let members know that a newsletter is out (note: this has
not happened yet, but will this year). MinnMATYC also has
links to other websites, AMATYC being one of them.
Suggestions for Running
Successful Business Meetings
Good planning
Clear Agenda
Concise
Vision
Communication
Door
prizes
Distribute the minutes and treasurer's report before the
meeting
Before the Meeting
Make sure the meeting is necessary.
Identify and clarify the meeting's objective
and process.
Provide an agenda in advance. Sound out key
participants in advance.
Prepare for the discussion and the decisions
to be made.
During the Meeting
State the meeting's purpose and objective.
Let everyone have a say.
Try to achieve closure on each issue.
End the meeting with an action and communication
plan.
After the Meeting
Follow up quickly with a memo
containing minutes.
Communicate informally with
those who weren't heard or who are dissatisfied with the
outcome.
Provide promised resources.
Act on your decisions.
Quotes from
Past Affiliate Officers
The
title represents the author's office when the quote was offered.
-
Julie Guelich, President MinnMATYC
Advanced preparation is really important. Meetings can get
long and tiring, so it is important to keep the agenda moving.
We do try to have an open forum before the business meeting.
Members are encouraged to bring issues of concern before the
group. However, the open forum can get long!
-
Irene Doo, President TexMATYC
Successful meetings (businees, general or otherwise) require
good planning and a clear agenda. This, in turn, requires
strong leadership. The affiliate leaders should have a clear
vision on where the affiliate is heading over the next few
years, so that palnning can be productive.
-
Mike Mears, President FTYCMA
As far as running a good meeting, the important thing is to
get the word out with plenty of advanced notice. Common sense
tells us that the topics have to be chosen to maximize interest
and involvement. Usually this is not hard to do.
-
Kim Robinson, President GMATYC
I can
tell you in the past, out meetings tend to be short and sweet
- maybe 45 minutes - 1 hour. The other thing that I think
is critical is that this meeting follows a local math conference.
The conference is held on Friday afternoon and Saturday morning.
The business meetings occurs immediately after the end of
the last session time on Friday. After that, we have a reception
with food and beverages for 30-60 minutes following the meeting.
I think most members who attend the conference stay for the
meeting and then to snack and socialize.
-
Gwen S. Turbeville, Predident VMATYC
Our annual business meeting is held before lunch on the Saturday
of our conference.We give door prizes that you must be present
to win. The affiliate donates two one-year memberships (or
renewals) in AMATYC. In the past we have had door prizes of
calculators, scanners, savings bonds, books, software, and
a gift certificate to Amazon.com. What ever we can get donated!
The agenda is placed in the conference packet that the members
receive at registration, so they usually have had time to
look over the agenda before the meeting. The previous years
winner is invited to attend (at no expense) the conference
and be recognized at the business meeting.
-
Joe Mahoney, President KYMATYC
...ITV/phone meetings help with communication that's needed.
We try to hold executive committee meetings via ITV so no
one has to travel and no one has a long drive home.
-
Doug Nelson, President ORMATYC
Have
the agenda, minutes from the previous meeting, and the proposed
(by the treasurer) budget distributed to all the Board members
at least one week prior to the meeting. Keep the meetings
to no longer than two hours. Provide refreshments.
- Lois Yamakoshi,
President CMC^3
- South
Use
your math skills in developing a 'clear and concise' agenda
- yes, there should be time for discussion but with e-mail,
we have outlined the major points (pro and con) ahead of time
and Board members also have a chance to virtually meet and
actually ponder the items before the face-to-face meeting
time. If a key Board member (example - the topic is the next
conference and you are the conference chair) must be absent,
we still have his/her information to work with. As to WHEN
to hold meetings, we are trying to save a half-day right after
our local conference so that Board members need not give up
another week-end of their busy lives. We meet three times
a year (January, May, and August) so one meeting is after
a conference and the other two are held at the Board member's
college ...that's how we save funds in rental space for a
meeting. Finally, the serious topics and hard work needs to
be addressed by a group that discusses issues and NOT people
so that all view points can be heard and decisions can be
made. We have a board member 'spoonser' each meeting. The
sponser sends driving directions with a parking permit then
welcomes us with refreshments (lots of coffee, juice, rolls,
fruit, etc.) and makes reservations for our lunch at a local
restaurant. The refreshments and lunch are paid by the Affiliate
budget. The lunch is for the affiliate leadership as well
as a sense of enjoyment with some of the best colleagues in
our math profession.
-
Jim Ham, President MichMATYC
Our fall conference rotates from site to site (community
college to community college) in our state. A local faculty
member becomes the conference chair.
Planning
a Great Conference
Form a committee
Location
Title and Theme
Promotions
Budget
Program
Keynote speakers and other presenters
Papers and workshops
Bags, Folders or other conference packages
Exhibits
Transport and accommodation
During the conference
Meals and social activities
Registration
Evaluation
The
following is offered as
a service to those affiliates considering incorporation.
Competent legal advice is always fact dependent. Any information on this website is not intended as
a substitute for timely individualized legal advice.
It is not necessary to incorporate to have tax-exempt
status.
Nonprofit organizations can (along with a few non-related items) make contracts
and incur liabilities, elect or appoint officers, issue
memberships, receive money (contributions, bequests, dues,
admission fees, charges for services).
Every nonprofit organization
must have at least three directors.
It is advisable that small nonprofit organizations have
at most 15 directors. Directors
of the nonprofit corporation are responsible for the management
and operation of the nonprofit corporation. The Directors
have a high standard of loyalty and care to the nonprofit
corporation. Specifically, the directors must not
have a conflict of interest, may not engage in self-dealing,
and should always do what is in the best interest of the
nonprofit corporation. Most states offer officer-immunity
statutes that require a corporation to compensate a director
for legal expenses incurred as a result of acts done on
behalf of the corporation.
Incorporation
is more complicated than requesting tax-exempt status and
has both advantages and disadvantages.
Possible Advantages of Forming
a Nonprofit Corporation: If your nonprofit is granted tax-exempt
status under 501(c)(3) of the tax code, your corporation
will be exempt from payment of federal corporate income
taxes. A 501(c)(3) nonprofit is eligible to receive both
public and private grants. Individual donors can claim a
federal income tax deduction of up to 50% of income for
donations made to 501(c)(3) groups. Nonprofits also receive
the same limited liability protection as for-profit companies.
This means that directors or trustees, officers, and members
are typically not personally responsible for the debts and
liabilities of the corporation.
Possible Disadvantages of Forming
a Nonprofit Corporation include themain
disadvantage of forming a nonprofit company is the increased
paperwork that is required. Articles of incorporation must
be filed with the state, bylaws prepared, and meeting minutes
must be kept with your corporation's records. Also, applications
for tax-exempt status must be filed at both the federal
and state levels. It is important to remember that nonprofits
cannot be used to generate profits for the owners, and the
purpose must conform to IRS regulations.
For
most, the critical benefit of incorporating is the ability
to protect your personal assets. By incorporating your affiliate, officers isolate
their personal assets from those of the affiliate. The helps
shield your home, private bank accounts, cars, retirement
savings, etc. from the threat of business-related lawsuits.
A
nonprofit corporation may be organized to pursue religious,
charitable, educational, literary, or scientific purposes.
It is necessary for the nonprofit to include language stating
the tax-exempt purposes of the corporation.
If
your affiliate expects to have revenues of $5000 or more,
then you will have to apply for non-profit and tax exempt
status through the IRS. That process is quite involved,
both time-wise and financially, and usually takes about
a year for final approval. It is a necessary step if your
affiliate takes in more than $5000 a year. However, if your
revenues are less than $5000 a year, currently state approval
is all that is required.
In
this link, you can find the answers to some questions that
AMATYC has been asked frequently.
Affiliate contact information can be found in the AMATYC News and on the AMATYC website. Send any corrections to your regional vice-president.
1. The state or national organization must recognize AMATYC as a prime
national association concerned with the first two years
of college mathematics instruction by voting for affiliation
with AMATYC.
2. The affiliate must appoint
one individual to be the delegate for the organization
in the AMATYC delegate assembly. In addition those affiliates whose membership
includes at least 50 regular AMATYC members may appoint
one additional delegate for each group of 50 members or
fraction thereof. The delegate(s) appointment(s) should be
made directly after voting for affiliation. Note: All delegates must be members of AMATYC or
become AMATYC members at the time of their appointment. The affiliate President of each AMATYC affiliate
is a voting ex-officio member of the delegate assembly. Proxies are accepted.
3. New affiliate organizations
must submit a request through the appropriate regional
vice president to the AMATYC president for affiliation
as soon as possible after the organization has voted to
affiliate with AMATYC. A copy of the affiliate's constitution and
bylaws of the affiliate, if these have been adopted by
the affiliate, must accompany this request. If the request
is made in time to be placed on the agenda of the next
executive board meeting, the AMATYC president will so
place it. Otherwise, the AMATYC president will conduct
an email ballot for approval of the request for affiliation. The AMATYC president will formally acknowledge
the affiliation with a letter to the president of the
state or regional organization.
4. Provide a copy of the affiliate constitution and bylaws
and a list of charter members to the regional vice president
to accompany the motion for affiliation.
This handbook has and will continue to be a living
document. Much
credit for its existence is given to past Executive Boards
who have spent much time in refining the role of affiliate
organizations and establishing policies.
Many people have been especially
helpful in bringing this handbook into existence. There is always the danger in mentioning individuals
who have made such contributions because of the inadvertent
omissions of others who have made significant contributions
but are unknown to the writer. Please forgive this writer for such unintentional
oversights.
Special credit should be given to Martha
Clutter Goshaw, the AMATYC Secretary, who put together the
affiliation booklet in 1996 that became the model for this
edition. Philip Mahler, AMATYC President and Susan Wood,
Past President, have made very significant contributions
to this edition. Their
"finger prints" are all over this document.
The affiliate Presidents listed in
Sections 5 and 6 have been especially helpful in making
this document more useful. Their willingness to be quoted gives an insight from
individuals who know what it takes to have a successful
affiliate.
You are encouraged to offer suggestions
that would make this handbook even more beneficial to affiliates. Please contact your AMATYC regional vice president
with suggested changes. This is your handbook, and we hope with your help that it becomes
better and better through the years.
- Steve Terry, AMATYC Consulting Professor,
2000-01
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