Organizing A Branch

For ACEI to thrive, its members must not only receive valuable benefits and services, but also be given the opportunity to participate in professional activities in their own communities. Such direct participation makes ACEI membership much more than receiving an award-winning journal. ACEI Country/State/Province, Local and Student Branches are the key components of the Association's strength. Branches embody the volunteerism of the Association and are on the front line of ACEI's contact with colleagues, allied professionals, students, parents, and the general public. The most effective way to enlist new members on the international level is through local personal contacts and networking.

Why Have a Branch?

Each Branch serves the needs and interests of its own membership by giving members an opportunity to participate in professional activities in their own community. The Branch operates within the framework established by the international organization and further promotes ACEI's goals and program. Each Branch must establish standing rules and policies in harmony with the Constitution and Strategic Plan of ACEI. Branches can achieve the foregoing goal (i.e., serving the needs and interests of their members while operating within the framework of ACEI) in several ways:

1. Hold a general Branch meeting annually. This meeting should:

Involve all members and potential members within the Branch.
Offer professional programs that respond to the interests and needs of the various members represented.

2. Provide the opportunity to identify leaders. The Branch should serve as a training ground for potential international leaders and officers.
3. Actively promote membership within the district.
4. Provide a community for teachers.

Branches and ACEI Headquarters

It is important to the united effort of Association members that lines of communication be open at all times. Headquarters endeavors to keep Branches advised on matters of common interest and in turn asks Branches to share news of their activities by sending to ACEI copies of newsletters, programs, publicity materials, and reports on special projects. All of these communications are helpful to Headquarters in communication with members and with other Branches and other organizations.

At Headquarters, the Membership Department is the department responsible for activities related to Local Branches and State and Province Associations and for servicing their needs. The Branch Relations Manager works under the leadership of the Director of Membership. The Branch Relations Manager's job includes arranging for field visits, counseling, collection of information for the ACEI Yearbook, updates and publication of the ACEI Branch Manual and other materials related to Branch work, and maintenance of permanent records of Branch officers. Branches should feel free to use the help of the Branch Relations Manager and the Membership Department as well as the other services available from Headquarters.

Remember that the Membership staff is constantly on the alert for whatever other materials or services will meet current needs of Branches and help to unify their efforts, but they need the cooperation of every Branch if their work is to be most effective. Let them know your successes as well as your problems, your suggestions as well as your criticisms. Supply necessary reports and records when needed. Exchange ideas, in short, keep the lines of communication open.

Functions of a Branch

The Organizational Committee

To organize a new Branch or revitalize an inactive Branch, establish a temporary Organizational Committee comprising of three to five individuals to handle the initial tasks of developing a Branch. The Organizational Committee will form the basis of the first Branch Executive Committee and assume the roles of membership recruiters, conference planners, and Branch coordinators. After the Branch has been established, these responsibilities will be delegated to the appropriate officers and committees.

Getting Started

The first item of business for the Organizational Committee is to host the initial meeting. The Committee will need to do the following:
1. Choose a name for the Branch. In accordance with the ACEI Constitution, all Branches must include Association for Childhood Education International within their official name.
2. Appoint a temporary chairperson until a president is elected at a later date.
3. Choose a date and time for an initial planning meeting.
4. Arrange a meeting location--centrally located for all potential attendees.
5. Plan refreshments.
6. Advertise the meeting:

Prepare a list of names and addresses of all persons in the community who might be interested in membership: administration leaders, involved parents, child care directors and teachers, and other education leaders.
Post a one-page flier announcing the meeting at local schools, public libraries, and community centers.

Fliers can be produced inexpensively, and word-of-mouth can be excellent no-cost advertising! The more people who know, the better. Be sure to give potential attendees at least six weeks' notice prior to the meeting so that schedules can be arranged accordingly.

Enlisting Help from Headquarters

Request a list of potential members within your Branch area.
Request literature and information on membership, publications and benefits to share at the meeting. ACEI Headquarters has a promotional panel available for display at Branch meetings.
Ask if a State Board Member, an Executive Board Member, Headquarters Staff member or the Executive Director can make a presentation regarding activities on the international level and the benefits of a Local Branch. (Branches may be expected to contribute to the travel expenses of staff and/or Board members.)
Request invitation postcards and self-adhesive labels to invite people to your organizational meeting. Headquarters can send current, expired, and prospective members in your area

Conducting the Organizational Meeting

1. Temporary chairperson will lead the meeting.
2. Designate a person from the Organizational Committee to take notes.
3. Present the purposes of ACEI.
4. Generate enthusiasm and program ideas with an open discussion on community-teacher-child needs.
5. Introduce and act on a motion to organize an ACEI Branch. Be sure to include the name of the Branch in the motion.
6. Distribute membership forms.
7. Select a short-term project or goal where members and non-members can see direct benefits. Plan an event for Week of the Classroom Teacher!
8. Establish temporary committees:

Nominating Committee (circulate a list asking for names of people willing to serve as officers during the first year).
Constitution Committee to write the Constitution for approval at the next meeting. Follow the sample provided in Appendix 1. Keep the Constitution simple!
Public Relations Committee to circulate information and provide publicity about the Branch meeting sites.
Program Committee to determine program topics, logistics, etc.
Membership Committee to distribute information and recruit new members.

Committee Follow-Up

As the momentum grows the Organizational Committee will need to do the following:
1. Hold an election.
2. Prepare job descriptions for officers and committee members. An outline of typical officer and committee descriptions is included in this manual.*
3. Plan a budget. (See the Financial Section of this manual.)
4. Set goals and develop long-range plans.
5. Plan programs, service projects, and fundraisers using ACEI's Strategic Plan as a guideline.
6. Develop a membership recruitment plan.
7. Prepare and submit the Branch Officer Roster and the Branch Constitution to Headquarters. (See Appendix 1 for samples and forms.) These items must be on file at Headquarters in order for a Branch to be officially recognized.
8. Branch Development Grants are available from ACEI Headquarters to provide "seed money" to help with the costs of starting and/or revitalizing a Branch. These grants are issued upon receipt of the Branch's Constitution and Officers Roster. (Note: All officers must be members of ACEI.)
* How you define and delegate these jobs will depend on the size of your Branch. The more people you have involved in leadership positions, the more active your group will be and the less work it will be for any one individual.

Branch Committees

Branch committees have the dual function of serving their own Branches and supporting the work of their counterpart ACEI international committees. It may not be possible or desirable to duplicate in each Branch all the committees that function at the international level.

The following committees are recommended:

Nominating Committee
The Nominating Committee, whose composition is determined by the Branch (initially, this could consist of the original Organizational Committee), may perform the following duties:

Prepare a slate of officers and their qualifications for performing the requirements of the offices to be filled.
Present the approved slate to the general membership before the scheduled election, even if the slate is uncontested.
Assist in the election procedures and installation ceremony, if desired.

Program Committee
The Program Committee may perform the following duties:

Decide on the nature of Branch programs to be offered based on the interests of the membership and the goals established by the Branch Executive Board.
Arrange for implementation of Branch program plans, speakers, workshop leaders, etc.
Arrange accommodations for Branch meeting places and speakers.
Prepare all information about program for Public Relations Committee (if applicable).
Preside over the program part of the Branch meeting, handle introductions, moderate, etc.
Submit an operational budget to the Branch Executive Board for approval.
Provide the ACEI Exchange Newsletter Editor and the ACEI Branch Relations Manager with schedule of Branch programs. (See Appendix 1)

Membership Committee
The Membership Committee may perform the following duties:

Plan and implement membership drives.
Maintain up-to-date file of membership status. Work with ACEI Membership Department to ensure that all Branch members are current.
Keep biographical information file for Branch. Use Member Profile Cards!
Label and post all membership mailings.
Coordinate with ACEI Director of Membership in recruitment efforts.
Prepare membership recruitment materials and promotional literature.

Public Relations Committee
The Public Relations Committee may perform the following duties:

Develop a plan within the Branch for increasing public understanding and appreciation of teachers and education.
Prepare and submit media releases prior to scheduled events.
Arrange for photographers, literature, etc. at programs, if desired.
Submit pertinent public relations information to ACEI Headquarters.
Prepare fliers/posters to advertise meetings.

Constitution Committee

The Constitution Committee is responsible for preparing and reviewing the Branch Constitution.

Ad Hoc Committees
Following are examples of committees that can be activated by a chairperson's decision, and inactivated upon completion of the designated assignment:

Refreshment/Hostess Committee
Consumer Affairs Committee
Cooperation Committee (Networking with other groups committee)

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