Chapter Leader Resources

1. Join HLAA if you are not a current member.
2. Find at least three HLAA members in your community invite them to help organize with you. (We provide you with a list of other area members to contact.)
3. Contact chapters@hearingloss.org. The HLAA Chapter Coordinator will walk you through all of the paperwork necessary to begin your local chapter.

1. With the help of founding members, identify a physically accessible meeting place near public transportation to schedule a meeting.
2. Publicize the meeting by contacting the local newspapers. You can often list an event yourself on their online calendars. Place fliers in local gathering places such as public libraries, grocery stores, coffeehouses, restaurants, etc. using the Sample Meeting Flier as a template. View a sample meeting announcement flier.
3. Hold a meeting to introduce the Hearing Loss Association of America and discuss the possibility of forming an HLAA Chapter in the community. If there is interest, proceed with the steps to start an HLAA Chapter.

With the help of those founding members, identify a physically accessible, public meeting place near public transportation and major roads, then schedule a one-hour meeting there.

Publicize the meeting by contacting the local newspapers. View a Meeting Announcement Sample Flier. You can often list an event yourself on their online calendars. Place fliers in local gathering places such as public libraries, grocery stores, coffeehouses, restaurants, etc. using the Sample Meeting Flier as a template.

Hold a meeting to introduce the Hearing Loss Association of America and to discuss the possibility of forming an HLAA Chapter in the community. Along with the other three HLAA founding members decide whether the public’s response warrants the formation of an HLAA Chapter. If so, contact chapters@hearingloss.org.

1. Make meetings communication accessible by providing CART.
2. Initiate community outreach through awareness and publicity.
3. Promote HLAA membership at chapter meetings and in the community.
4. Within the first year, hold elections of officers and leaders. Make sure that leader nominees are current HLAA Members by contacting the HLAA Chapter Coordinator by email. See a list of Board Position Descriptions.

Easy and Popular Meeting Formats

Hold a moderated, round table discussion about a topic such as coping with hearing loss during the holidays or traveling with hearing loss. People can share their stories and what works.

Show a captioned DVD such as HLAA’s Learn About Hearing Loss. You can follow the video with a discussion. Create some discussion questions ahead of time. Replaying an HLAA webinar could also provide the basis for discussion.

Fun Meetings

Consider having a fun meeting occasionally in addition to the educational formats during which you could play hearing loss “bingo.” See the Bingo Instructions and  Bingo Card Samples.

Show “Invisible No More,” a PowerPoint presentation developed by Michael Eury, past president of the HLAA-North Carolina State Association and hearing loss advocate. Follow up with discussion.

Invite HLAA Board of Trustee members and staff (executive director and others) available to speak at state organization and chapter meetings. HLAA staff members request a stipend to defray travel costs for their visit. To request such a speaker, please contact HLAA.

Advocacy: update on HLAA advocacy projects, Americans with Disabilities Act (ADA), hearing aid affordability, communication access

Alcohol/drug abuse and hearing loss

Auditory training/hearing in noisy situations

Captioning/Cart

Communications: assertiveness versus aggressiveness; coping strategies (taught through skits/role-playing), family panel discussion, hospital/skilled nursing stays, oral interpreting, speechreading/sign language/Cued Speech (alternate methods of communication)

Community service organizations: speakers from Lions Clubs, Sertoma, Optimists, etc.

Children with hearing loss: how to educate and support them and their parents, going to school with a hearing loss, teachers and speech-language pathologists working with children

Employment: concerns and issues, workplace accommodations; see the Employment Toolkit

Games related to hearing loss – Bingo, Jeopardy, and Who Wants to Be a Millionaire

Health: psychological/emotional/mental health and hearing loss (invite a psychologist, psychiatrist, social worker, rehabilitation services representative or counselor to speak), surviving the holidays with hearing loss

Hearing assistance dog demonstration (Paws with a Cause; Canine Companions, Inc.; etc.)

Hearing Assistive Technology (beyond hearing aids and cochlear implants): hands-on/show-and-tell); movie captioning/captioning glasses, invite a supplier’s representative to speak, captioned telephones, cell phones, audio loops, neck loops, telecoils, and more.

Hearing health care professionals (audiologists, otolaryngologists [ENT doctors],and hearing instrument specialists]: “Ask the Audiologist” audiology panel (“bring in your audiogram and ask questions”), audiograms (how to read them), latest developments in hearing aids and cochlear implants, ototoxic drugs, the latest research on causes of and treatments for hearing loss,

HLAA: programs and projects, Convention preview and wrap-up, www.hearingloss.org, publications and resources (HLAA and other; all HLAA Chapter and State organizations receive a subscription to Hearing Life for use at monthly meetings)

Local or state issues of concern

May – Better Speech & Hearing Month – arrange for hearing screening for the public

National parks/communication access

Noise pollution and hearing loss prevention

November – HLAA Founder’s Month: HLAA was founded in November 1979 as Self Help for Hard of Hearing People by Founder Rocky Stone. Today, the organization now known as the Hearing Loss Association of America is well known as the premier consumer organization for people with hearing loss. Throughout the month of November, HLAA State organizations and Chapters remember Rocky and our beginnings of the national office and the chapter network across the county by reading excerpts of his book titled An Invisible Condition.)

Personal experiences – hold a moderated, round table discussion –“tell us about the funniest/most frustrating/most enlightening experience you’ve had with hearing loss,” best memories of chapter events/meetings or other topic, share successful strategies

Safety — crime prevention, police and/or fire department, emergency preparedness

Self help: what is it? How to educate oneself and in turn, help others. How does the chapter practice self help?

Speech therapy — how the voice is affected by hearing loss

State and federal offices/agencies: what they offer to people with hearing loss such as telecommunication relay services

Stress management

Tinnitus

Tours of a hearing aid manufacturing plant, speech and hearing facility, museum, wildlife sanctuary, etc., using assistive technology

Traveling with a hearing loss – include laws and personal experiences

IRS Filings Due May 15 Annually

In 2006, federal legislation was passed requiring most nonprofits, regardless of gross income, to file at minimum a 990-N (e-postcard) annually. This requirement applies whether your chapter is included in the HLAA Group Tax Exemption or not.

The IRS will revoke the tax-exempt status of all organizations required to file that have not filed for the past three years. This could significantly impact the chapters’ and state associations’ ability to raise funds or solicit donations. It is not something you want to happen.

Here is the information you need to know as an HLAA Chapter or State Organization to file the IRS 990: Tax Exempt Status Filing

Memberships

HLAA State organization and Chapter leaders/officers must be current HLAA members while in office. State organizations and Chapter represent HLAA nationwide in their states and communities, hence this requirement. Please check to make sure your membership is still current if you are in a leadership position. If not, renew your membership.

Chapter/State Update Forms Due October 1 Annually

Accurate and up-to-date information about our affiliates (chapters, state associations, and state offices) provides us with an information snapshot that helps us to strategically support our affiliates.

All HLAA Chapters and State organizations must complete a Chapter/State Update form and send it to the HLAA National Chapter Coordinator every year by October 1. This update form is used to list states and chapters on the Find a Local HLAA Chapter page. Current information on the website  is essential when people look for support. We don’t want to give people dormant leads, especially when they are seeking peer support and local help. Download the Chapter/State Update form Chapter State Update Form.

Report Leadership Changes as They Happen

Please send address and leadership changes throughout the year to the HLAA Chapter Coordinator via email or mailing to HLAA, 6116 Executive Blvd, Suite 320, Rockville, Maryland 20852.

Code of Conduct Policy

This policy was set by the HLAA Board of Trustees. See the full policy on the About HLAA – Code of Conduct webpage.

Conflict of Interest Policy

We have a Conflict of Interest policy for chapters and state organizations. This states the importance for HLAA to maintain its integrity as an independent consumer organization not tied to any one business or service provider.

HLAA chapters and state organizations have rich educational programs, all in a communication accessible place with hearing loops, captioning, and other technology. Most of the time, the information you provide isn’t easily found anywhere else. The service you provide to your local communities is invaluable.

As you plan your programs, please keep in mind HLAA’s reputation of being the unconflicted voice and unbiased resource for people with hearing loss. We all have our favorite technologies, audiologists, hearing health care specialists, and you surely should invite them to present at your meetings. But, be mindful to have presentations from their competition as well. HLAA’s mission is still very much self-help in that we give people reliable information so they can make their own decisions. And, the best part, most of us will then turn around and help others with their hearing journey.

HLAA Chapters and State Organizations will refrain from promoting any one product or service over another. Chapters and state organizations can provide education and information about a variety of  products and services, with an eye toward an even-handed approach among competing business interests. When HLAA educational meetings focus on treatment, technology, devices or services, chapters and state organizations should include information about competing products or services at the same meeting or subsequent meetings in the same meeting season.

Disclaimer used in print for newsletter publications: Mention of goods or services in advertisements does not mean Hearing Loss Association of America endorsement, nor should exclusion suggest dispproval.

A conflict of interest is also a set of circumstances that creates a risk that judgment or actions regarding a primary interest will be unduly influenced by a secondary interest. Primary interest refers to the principal goals such as the duties the officer.

Let’s suppose a hearing aid specialist wants to start an HLAA Chapter. HLAA advises against anyone who might stand to reap a financial benefit from starting an HLAA Chapter. Anyone wishing to start an HLAA Chapter must first be a member of the national HLAA and there must be at least three other HLAA national members on a chapter start-up steering committee or on the chapter’s leadership roster that have no possible conflict of interest. HLAA recommends that persons who make their living selling goods and services to people with hearing loss avoid chapter startup roles if at all possible, given the appearance for a potential conflict of interest. They can possibly serve in a professional advisory capacity to the chapter.

There are, of course, a myriad of possible situations. For specifics, please consult the HLAA Chapter Coordinator by email at chapters@hearingloss.org.

IRS Requirements

IRS, State and HLAA Requirements: Initially and Yearly

Employer Identification Number (EIN)

Does the state organization or chapter you help lead have a bank account? Does the organization receive income from membership dues/newsletter subscription fees, newsletter advertising, contributions, or Walk4Hearing funds? If so, the organization needs to obtain an Employer Identification Number (EIN), described below, from the Internal Revenue Service (IRS). Each state organization and chapter must have its own EIN even if they are covered by the HLAA group exemption. (Getting an EIN is separate from obtaining tax-exempt status under section 501(c) (3) of the IRS tax code.)

Governing Documents

Each state organization and chapter needs organizational and operational documents as a foundation. Standing rules or bylaws provide details that explain the chapter’s mission (which is identical to the HLAA mission) and are useful in preventing and solving governance disputes. Standing rules and bylaws may be interchangeable depending on the laws of the state.

HLAA State Associations or Chapters that are incorporated must have bylaws on file with the appropriate state government agencies or offices.

State Requirements

Check with your state government concerning any registration requirements for nonprofit organizations. The government entity may be the Secretary of State, the State Franchise Tax Board or other entity with a similar name. For help with this, please contact the HLAA Chapter Coordinator.

HLAA Requirements 

All HLAA Chapters and State organizations must complete a Chapter/State Update form Chapter State Update Form and send it to the HLAA Chapter Coordinator by October 1 each year. Organizations that submit the Chapter/State Update form on time are listed on the HLAA website. (Neglecting to send in the form on time may mean that your organization has ceased to exist. Our webmaster needs to know your status to keep the website current so people looking for help don’t have dormant leads.) HLAA encourages all State organizations and Chapters to email changes in leadership (or revised bylaws/standing rules) at other times to the HLAA Chapter Coordinator.

If the state office or chapter gained exemption from federal income tax under IRS tax code 501(c)(3) through HLAA (known also as “group exemption” see Tax Exempt Steps), it must submit their annual budget to the HLAA Chapter Coordinator by October 1 each year. Failure to submit the budget (and Chapter/State Update form) will result in the organization being dropped from the HLAA application for federal income tax exemption.

Liability insurance

Most HLAA organizations hold regular meetings or special events such as libraries, community centers, senior living facilities and churches. The business manager at the facility may request a certificate of liability from the organization. The certificate is proof that the organization has liability insurance, called a “certificate.” You may obtain this certificate through HLAA headquarters by completing the Liability Insurance Application form [Word] [PDF] and sending it with payment of $25 to HLAA.

You can fax the form with credit card information to 301.913.9413, email the completed form with credit card payment as a PDF document, or mail the form and payment to HLAA, 6116 Executive Blvd, Suite 320, Rockville, MD 20852.) Please see form for details.

State organization or Chapter meeting and/or special event venues are added as riders to the HLAA headquarters’ liability policy. The policy provides some limited coverage for personal injury, medical expenses and damage to the property at the chapter meetings or event specified in the agreement. The associated fee our headquarters incurs ($25) is passed along to the requesting state organization or chapter. The person requesting the certificate receives an email containing the certificate; it is that person’s responsibility to provide it to the requesting facility manager or contact person.

There are two, basic models of governance: operating by planning or steering committee, and or by a formal board of trustees. The formal board is the best known and most structured governance type (see Board Position Descriptions).

By contrast, the planning or steering committee model requires members to elect only a leader, treasurer and secretary. (HLAA recommends that each person serve a minimum of a year in the role.) Participants may join and rotate off the committee at will. The job of the leader is to help motivate and track the activities of committee chairs and/or participant leaders. The leader is also the main liaison between the organization and HLAA National.

State associations are incorporated and are required to operate with a formal Board of Trustees. Some chapters are incorporated and therefore also operate with a formal Board. State offices may have a leadership team or operate solely by the director. Most chapters are run by a formal Board or by steering committee.

The benefits of nonprofit status are exemption from most federal income tax and, in some cases, exemption from state and local income taxes and from sales taxes. The greatest benefit is the assurance that donors who itemize their tax returns may legally claim donations as a tax deduction. Most foundations, corporations, and individuals who make significant contributions will only give to recognized tax-exempt organizations.

To apply for exemption from federal income tax, the organization must include financial statements showing income and expenses for the current year. It must also submit its organizing documents such as bylaws or standing rules. The third document is a list of officers/leaders which we ask for in the Chapter/State Update form annually or semi-annually.

For Your Information:

A Section 501(c) (3) organization’s activities are exclusively educational, charitable, religious and/or scientific. It may not participate, directly or indirectly, in any campaign for any electoral public office, federal, state, or local. It may engage in non-partisan activity such as voter registration, voter education, and sponsorship of candidate forums and debates. The organization should not maintain a political action committee. While lobbying cannot be a substantial part of an organization’s activities, the amount of lobbying must be measured against the totality of an organization’s work. Generally, tax experts agree that spending less than five percent of an organizational budget on grassroots lobbying activities is not considered substantial.

All of the information above could change at any time. Be sure to get the latest IRS publication/forms at irs.gov and follow the instructions carefully.

Every chapter needs at least $3000 to cover basic necessities like CART, info materials and refreshments. But a growing chapter never ever has enough money because it can always do a lot more for its members and community with leadership, a vision and more funding. It all starts with a wish list. See the HLAA State and Chapter Grant Guidelines below.

Income Ideas for State Organizations and Chapters

Our state organizations and chapters have a definite need to have money on hand. As a nonprofit organization with a mission to educate, support and advocate, it is critical to reach out to the community with programs to not only welcome people with hearing loss, but to also create awareness. We understand this need and while the goal for any nonprofit organization is not to make a profit or build up hefty bank accounts, we want to fund high-quality programs and outreach efforts. Making our meetings communication accessible can also cost money.

HLAA State organizations and Chapters strive to make a positive mark in their communities and to reach out to as many people as possible, and this all takes some amount of funding. At the same time we say this, if the chapter you help lead is small and your available funds are few, that doesn’t mean you can’t make a big impact by helping people learn to live well with their hearing loss. Peer support that happens at chapter meetings is priceless.

Here are some suggestions. We welcome your ideas. Any time we can share what works, it benefits the entire organization. Join the HLAA Official Leaders List and post a message requesting additional ideas or sharing what works for the organization you help lead.

Conserve limited resources by taking the following steps:

• Ask for an in-kind donations of photocopying and/or printing services  from local printers, including Staples, Office Depot, and OfficeMax. Many companies like to support local organizations for the good will (and a possible charity donation expense for the company).
• Ask CART providers to donate their services for chapter or state meetings. Some providers receive Professional Development Credits (PDCs) for their CART services.
• Use a low or no-cost source for hosting the organization’s main telephone number through providers such as Care2Call.
• Contact the local Lions International Club or Sertoma Club to solicit grant funding and/or the cost of looping a local library.

Some fundraising suggestions:

• Participate in a Walk4Hearing if there is one in your area. Chapters can be designated to receive funds if you qualify. For more information, contact Walk4Hearing.
• Apply for grant funding using the guidelines HLAA has developed. See HLAA Chapter and State Grant Guidelines in the Financial section below.
• Ask the local Lions Club or another service group for a yearly donation to the organization. Many organizations budget for such donations.
• Request voluntary contributions from members and visitors. Some organizations call them membership dues or fees or subscription fees. Other organizations put out a small, wooden box with a slot on the top, marked Donations, along with literature and snacks, at their meetings.
• Ask local audiologists and businesses to advertise (for a fee) in the organization’s newsletter (which, after all, is circulated locally and possibly nationally).
• Hold a garage sale, silent auction (where the goods are donated), wine tasting, barbeque or other fundraiser. (Make sure to conduct the event with a professional appearance and demeanor and consider getting liability insurance if needed. If you have speakers, make the event communication accessible.)
• Have “White Elephant” items at each meeting for people to purchase. (One man’s trash is another man’s treasure!)
• Hold a 50/50 raffle with 50 percent of the proceeds going to the chapter or state organization.
• Host a fundraiser through an independent distributor of a network marketing company such as USANA, Thirty One Gifts, Scentsy, etc., who will contribute a portion of the sales to the state organization or chapter.
• Coordinate a “Bowl-a-thon” with a local bowling alley.
• Sell popcorn or other edibles through Popcorn Palace Fundraising or other companies.

Local Funding Opportunities

HLAA State organizations and Chapters are encouraged to seek funding from state and local sources including community foundations and local family foundations that underwrite programs and events on the local and state levels. Additional sources of funding can come from local businesses. Before getting started, here are some guidelines:

• Foundations and some businesses will require a 501(c)(3) or a fiduciary agent with a 501(c)(3) to handle the funding distribution. A 501(c)(3) is a status granted by the Internal Revenue Service and allows an organization to accept tax-exempt charitable donations.
• Boards of Trustees- Foundations require an active Board of Trustees which HLAA has. Information on your national board can be found here (Board of Trustees page).

Where to Start

Identify what you want to fund. There are two types of funding:

• Short-term:  For example – local sponsorships for the Walk4Hearing, newsletters, health fairs, CART services, hospital kits
• Long-term:  For example – programs, projects, outreach, technology

Where to Locate Funding Prospects

• Step 1 – Research
  
  1. Candid.org | Foundation Center and Guidestar
     Candid, a nonprofit organization offers free courses on proposal writing, budgeting, and other helpful funding topics. This is a great source to research foundation and corporate grants.
  2. Corporations
     Search corporate websites for funding. Go to the corporate website and search under social responsibility, community outreach, or sponsorship/grants. The information will outline the type and level of support, eligibility, and the application process to follow. Most have online applications.
  3. Community Foundations
     Go to Council on Foundations to locate community foundations in your geographic location. Community foundations support the type of programs and projects HLAA Chapters and State organizations are involved in and are the most logical source of funding.
  4. Annual Reports
     Review the annual reports of nonprofit organizations that are similar to HLAA and/or located in your community or state. Annual reports will list their foundations and corporate supporters. You can find the annual report on an organization’s website or you can call and ask for a copy; they are free.
  5. Public Sources and Word of Mouth
     Talk to other folks in your community, read newspapers and review other organizations’ websites to see where they are getting funding and whether these sources might be a good match for your chapter or state organization.
•  
• Step 2- Narrow the field
• After you put together a list of prospects, narrow the list to determine if the foundation or corporation is a match with your funding request. Review:
  a) Interests, eligibility, criteria, and grant guidelines
  b) List of past and current grantees and grant amounts
  c) Financial background of the foundation and annual giving
  d) Staff and board list
• Step 3 – Contact the Foundation
  • The person to contact is usually a program person and that information can generally be found on the website along with other contact information. If not you can ask for the person who handles program grants.
  • Be prepared to speak about what you want to get funded – both the program and the funding levels in specific terms
  • The point of the call is to introduce yourself to the foundation, to discuss the viability of the funding request, and to get advice on next steps
  • The foundation will have the application process, eligibility, and other information on their website. FOLLOW THE APPLICATION PROCESS EXACTLY AS THEY REQUEST. IF you have any questions contact the foundation – don’t guess or leave out the information.
• Step 4 – Write the Letter of Inquiry or ProposalLetter of Inquiry (LOI)
  Some foundations will require a LOI which is generally a one-to-two page letter outlining the funding requests  and information about the chapter or state organization. Follow the directions set by the foundation. The foundation will contact those organizations they select to develop a full proposal to submit for funding.

  Proposal
  Some foundations skip the LOI process and want the full proposal.

  • Cover page (summarizes request and organizational information)
  • Organizational Information
  • Statement of Need (Problem)
  • Program Description
  • Evaluation/Outcomes
  • Budget (line item)
  • Funding Request/Summary
  • Attachments (per foundation guidelines)

Pointers –

• Allow sufficient time to write the proposal
• Tailor the proposal to the funder
• FOLLOW THE RULES
• Keep it short and concise
• Make the proposal reader-friendly
• Ask for a reasonable amount of funding
• Make the proposal flow
• Put first things first (be clear and concise)
• Involve the funder, when appropriate
• Proofread carefully

HLAA follows the Associated Press style in its writings unless otherwise noted.

Please refer to these recommended guidelines to use for all your HLAA communications.

In order to help establish the Hearing Loss Association of America (HLAA) as a household name, it is vital to create and maintain a “brand” for the organization. HLAA extends this “brand” through the State organizations and Chapters; therefore, HLAA requires them to adopt the logos HLAA has created for them. Please read and implement the guidelines and policies for using the HLAA National, State organization and Chapter logos.

HLAA has created logos for all state organizations, chapters and groups that can be downloaded  or emailed to the main contact person for HLAA at the state organization or chapter and the newsletter editor. To request a logo, please contact HLAA by email or phone at 301.657.2248.

Establishing a permanent telephone number and mailing address for the organization would allow it to keep the same materials even after leaders change. Additionally, a personal internet domain name would be helpful as it would allow the organization to have its own email address.

The contact tools listed below can help reinforce the organization’s “brand” and invite others to come to meetings or events, join, help and/or donate to the organization. It is important to maintain a consistent professional image throughout all publicity efforts.

• Business cards
• A simple brochure
• A flier listing meeting topics for the coming year, publicizing a specific event, etc.
• A website and e-mail account for the organization
• A telephone number for the organization
• Social media pages
• News bulletins or newsletters (To see basic guidelines for newsletters, email the HLAA Chapter Coordinator)
• Posted signs in public places like libraries, community centers, grocery stores and coffee shops
• Listservs