American Revolution Education Committee Chapter Reports & Notifications

Sons of the American Revolution Education Committee Chapter Officer Training

Chapter President Part 4 of 4 Chapter Reports

This is a general overview of the operational reports that are typically filed by SAR chapters. Certain filing practices may be unique to your state society or chapter. It is highly recommended that you confirm the state society filing practices with your state society leadership.

Chapter Reports Chapters need to file many different reports. Some are to report SAR activities, and some are required by the government. The President is responsible for making sure these reports are filed appropriately. The President may delegate the filing of these reports to other compatriots.

Dues / Reconciliation Report This very important report will be covered in detail as a Treasurer/Secretary duty. The Chapter President must confirm that the dues-billing process is started on time and the reports filed prior to the deadline.

Chapter Leadership / Elections Immediately notify the state secretary (who will forward to NSSAR) any change in chapter leadership. This includes elections of President, Secretary, Treasurer, Registrar, etc.

State Chairman / State Officer Notifications Notify the appropriate state chairman/state officer when contests, certificates and reports are completed. These would include: The Americanism Report; The Stark Report; ROTC/JROTC Recognition Programs; Arthur M. & Berdena King Eagle Scout Contest; Elementary School Poster Contest; Sgt. Moses Adams Memorial Middle School Brochure Contest; George S. & Stella Knight Essay Contest; Joseph S. Rumbaugh Historical Oration Contest; Dr. Tom & Betty Lawrence American History Teacher Award; Flag Certificates; Flag Retirement Certificates; Good Citizenship Certificates; C.A.R. and DAR Activity Reports; and any other state or national society activity reports where your chapter may be recognized for its particular contributions.

Notification of Public Service & Heroism Awards Notification is due when awards are presented and accomplished by sending the Public Service & Heroism Awards report to the state secretary. These include: Law Enforcement, Fire Safety, Emergency Medical, Heroism, and Life Saving.

Incorporated Chapters For chapters that are incorporated: a renewal of the corporation needs to be filed with the Secretary of State s Office every so-many years. The number of years varies from state to state. Check with your Secretary of State s Office to make sure your incorporation is up-to-date. Also, any change in your chapter s statutory agent (named individual to receive renewal notice) needs to be reported to their office.

IRS Returns Annually the chapter must file an informational return with the IRS. This is due 4 months after the end of the chapter s fiscal year. This report is extremely important. This return will be covered in detail as a duty of the treasurer. From the IRS Website: Form 990-N is due every year by the 15th day of the 5th month after the close of your tax year (usually the same as your accounting period). Example: If your tax year ended on December 31, Form 990-N is due May 15 of the following year. If the due date falls on a Saturday, Sunday or legal holiday, the due date is the next business day.

State Tax Returns and Charitable Fundraising Most states require an annual tax return and may also require special registration forms for your annual fundraising. The tax forms are usually due 4 months after the end of the chapter s fiscal year, unless a federal extension has been granted. Check with your state s Attorney General s Office for exact details of your chapter s state filing obligations. These vary from state to state.

Unclaimed Funds Some states require an annual Unclaimed Funds return. SAR Chapters usually do not have any unclaimed funds but many are still required to file a negative return. Check with your state s Department of Commerce Office for more details.

Americanism Spreadsheet The Americanism Scoresheet recognizes chapters and state societies for their efforts to achieve the goals of the SAR and who contribute to the overall success of the SAR. Chapters and state societies compete by accumulating points awarded for participating in various SAR activities. The contest runs from January 1 to December 31. Visit the NSSAR link below for more information: https://www.sar.org/committees/americanism-committee/

Americanism Spreadsheet The Americanism Scoresheetis reported on an EXCEL spreadsheet. The current year s spreadsheet will become available on the NSSAR website early in the calendar year. Chapters may either fill out the scoresheet as they complete activities throughout the year (recommended) or complete the scoresheet at year s end..

Americanism Spreadsheet Once completed, the scoresheet needs to be sent in its entirety to the the appropriate state chairman or state officer. Please confirm with your state leadership. The chapter s scoresheet will be forwarded by the state designated official to the NSSAR once information is recorded and used for the state society to complete its own scoresheet. The state will determine its deadline for the chapter to submit. Confirm that deadline with your state leadership.

Americanism Spreadsheet There is a very helpful Americanism Scoresheet training module available on the Americanism Committee webpage at: https://www.sar.org/committees/Americanism-committee The scoresheet is divided into 12 sections or categories. Exact instructions are provided for each section, including activities to include and activities that are excluded. Details within each section change slightly from year to year.

Americanism Spreadsheet Traditionally, the 12 sections are: 1.Media Publicity electronic, traditional print 2. SAR Speakers Bureau classroom presentations, historical and educational presentations 3. Support of the C.A.R. and DAR - contributions, meetings with DAR or CAR in attendance 4. Youth Programs - participation, monetary awards, medals and certificates awarded

Americanism Spreadsheet 5. Public Service Programs - veterans monetary donations, community service awards, serve on school board, exhibits or display, new citizen ceremony, parades, patriotic ceremonies 6. Historic Sites & Celebrations - historical site observations, wreath presentations 7. Grave Markings grave markings, flag placements, patriot biographies

Americanism Spreadsheet 8. Color Guard Activity 9. SAR Medals & Certificates Awarded - non-members, SAR members 10. National Society Service - donations, officers and trustees, NSSAR committee/project 11. Membership - new members, reinstatements, supplementals 12. Attendance - attendance at State, District, and National Meetings

USS Stark Memorial Report The USS Stark Memorial Report recognizes chapters and state societies for their participation with the Veteran community and supporting activities of the NSSAR Veterans Committee. Visit the NSSAR link below for more information: https://www.sar.org/committees/veterans-committee/

USS Stark Memorial Report The USS Stark Memorial Scoresheetis reported on an EXCEL spreadsheet. The current year s spreadsheet will become available on the NSSAR website early in the calendar year. Chapters may either fill out the scoresheet as they complete activities throughout the year (recommended) or complete the scoresheet at year s end.

USS Stark Memorial Report Once completed, the scoresheet needs to be sent in its entirety to the designated State Committee Chair or State Officer. Check with your state society to determine who should receive your report. The chapter s scoresheet will be forwarded by that state official to the NSSAR once information is recorded and used for the state society to complete its own scoresheet. The state will determine its deadline for the chapter to submit.

USS Stark Memorial Report 1. Chapter member appointed to VA Hospital Council, Voluntary Service or Center for Development and Civic Engagement (VAVS/CDCE) 2. Each hour served in VA Hospital 3. SAR member visiting a veteran 4. Gift to veteran s facility 5. Monetary donation to veteran s facility 6. Publication donated to veteran s facility

USS Stark Memorial Report 7. Participation in Wounded Warrior s Program 8.Veteran s activities with other organizations - includes Honor Flight 9. Decorating grave or attending veteran funeral includes Wreaths Across America 10. Clothing donated to veteran s facility 11. Other donations to veteran s facility

Reports for Special NSSAR and State Awards There are many other special awards that your state and the NSSAR offer to recognize your chapter and your outstanding compatriots. The link below will take you to forms required to apply for these special NSSAR awards: https://www.sar.org/forms-and-manuals/ Check with your State Society to determine if there are similar special awards available in your state.

Other Reports Many state societies have their own forms for reporting nominations for being named a distinguished or honored chapter, educational outreach activity, and other significant activities by both chapters and individual compatriots. Check with your state society.

Additional Training The Chapter President should be knowledgeable about all aspects of the chapter s operations. In addition to the Chapter Leadership section, the Vice President s section and select other modules could prove beneficial.

Chapter President Congratulations! You have completed The Chapter President s Training.