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ISA Regular Section Formation

1. Introduction

a. Purpose

The purpose of this guide is to provide general information that will be helpful in establishing and ultimately chartering an ISA Section.

b. Relationship to ISA

A Section is a group of thirty or more ISA members (professionals, not students) in a defined geographical area. Sections are chartered by ISA's District Board. Sections operate under their own Bylaws. The District Vice President and the Section Delegate represent the Section on the Society's District Board and the Council of Society Delegates respectively.

It is important that Section leaders understand both the legal and operational relationship between the Section and the Society. These relationships are outlined in the Section's Bylaws. While affiliated with ISA, the Section does not represent the Society on policy or other issues.

2. Section Formation

a. Appraisal Analysis Form

To assist in the determination of whether or not a Section should be formed in a specific geographic area, an Appraisal Analysis Form should be completed by the initiators. The information contained in the form will assist the District Vice President in the decision to allow or disallow the formation of a Section.

Download the Appraisal Analysis Form

b. Potential Membership

Before forming an ISA Section, it must be determined that there are sufficient potential members to support a Section. Thirty members (professionals, not students) are the minimum required, but a Section usually needs at least double that to continue on a healthy basis.

A list of potential members should be developed. Good sources for this list are:

  • local engineer's clubs
  • existing technical societies
  • engineering schools
  • Chamber of Commerce
  • local instrument company sales representatives may be the best source

ISA will provide a list of Society members who live in the prospective Section’s geographic area and also a list of non-members as well.

c. Steering Committee Meetings and Function

A meeting of interested individuals, representative of local industry, government agencies and engineering schools, should review the Appraisal Analysis Form. If the group determines that there is good potential for a Section, a Steering Committee should be formed

Advise ISA staff promptly when a formative Section is viable. The group will be established in the database and new members to the Section assigned immediately upon joining

The Steering Committee should elect a temporary President, Secretary, and Treasurer, whose duties are outlined in the sample Bylaws. These officers will serve until a regular election is held following charter of the Section. They are eligible for reelection.
The Steering Committee should:

  • Schedule the date and site for the first organizational meeting
  • Appoint a Membership Chairman - All members of the Steering Committee should serve on the Membership Committee.
  • Plan the program for the organizational meeting - Arrange for the District Vice President, if available, to speak on the benefits of ISA membership.
  • Prepare and mail the meeting notice - Include a copy of the Society membership brochure with the invitation. When email is used to extend the invitation, provide a link to the ISA Member Benefits listed online.
  • Contact the prospective members
  • Arrange for ISA display materials
  • Keep Section and District Services informed on the Section's progress - Send a list of Steering Committee members to staff

d. First Organizational Meeting

Suggested Agenda

  1. Welcome
  2. State purpose of meeting
  3. Introduction of Steering Committee
  4. Introduction of attendees
  5. Introduction of speaker on Member Benefits (District Vice President)
  6. General information and discussion
  7. Video or Technical Speaker
  8. Closing Summary : Advantages of ISA membership, date, time, and location of next meeting, plus encourage attendees to publicize formation of the Section
    Suggested materials for use at meeting: Name badges, Attendance forms, Prospect list form, Enrollment forms, ISA membership brochures, Receipt pad (for those paying dues in cash)

e. Second Organizational Meeting

The Steering Committee should schedule a planning meeting early enough (at least 3 -4 weeks in advance of Section meeting) to allow sufficient time to mail out announcements for the Section meeting – or collect email addresses and send the message. The Steering Committee should:

  • Obtain a speaker.
  • Prepare the agenda for the meeting.
  • Review and add to the potential member list.
  • Publicize the meeting. (Local papers, companies, etc.)
  • Prepare notice of meeting and mail/e-mail to first meeting attendees and potential members.
  • Follow-up with personal calls.
  • Obtain additional promotional materials and enrollment forms if needed.
  • Prepare plan for enrolling new members.
  • Prepare plan for obtaining new list of potential members

Suggested Agenda

  1. Welcome and Opening Remarks
  2. Report of membership activity - total new members - introduction of attendees
  3. Discussion of organization plans:
    1. Advantages of ISA Section membership
    2. Question and answer period
    3. Name of Section (Choose a name for the Section before submitting any new member applications. The name of the Section should be easily identified to its geographic location, preferably by city.)
  4. Speaker – Q&A
  5. Closing - Announce date, time, and location of next meeting and encourage members to continue their recruitment efforts

f. Processing New Member Enrollment Forms

Send new member enrollment forms and member requests for transfer to the formative Section to Section and District Services. Enclose all the enrollment forms along with a cover letter identifying the formative Section. Do not hold the applications until the charter petition is filed. Submit as available so membership can be tracked.

3. Section Government

a. Bylaws

The Section must have Bylaws. They should be modeled after the sample and can not conflict with the Society's Bylaws. A copy must be filed with Section and District Services prior to charter.

b. Officers

Sections should have elected as well as appointed leaders to manage the operations of the Section. Each Section's Bylaws will indicate the elected and appointed leader titles. Position guides – Job Descriptions - are available online.

c. Executive Committee

This committee consists of the elected officers (President, President elect, Secretary and Treasurer), the immediate Past Section President, the Society Delegate, and the Chairmen of all standing committees. The Section's Executive Committee establishes operating policies for the Section as provided by each Section's Bylaws.

d. Elections

Most Sections nominate their officers in February, elect in April, and install them in May or June so that committee chairs can be appointed and the new board can hold planning sessions over which are generally held during the summer. The Section may opt to have an order of ascension i.e. the Vice President automatically moves up to President.

4. Section Finance

Sound financial management is essential for the Section. Refer to the Treasurer Guide, which covers: incorporation, insurance, tax matters, etc.

a. Insurance

Insurance is essential in the protection of the Section: its assets, and its members and their assets. The basic insurance requirement is comprehensive general liability. This covers claims arising from injuries to persons or damage to property of others based on the acts or omissions of the Section or persons acting on behalf of the Section. Sections are encouraged to obtain the broadest policy available and to add additional provisions as needed.

b. Membership Dues

Dues provide for one, two, or three year memberships in ISA. Renewal reminders are sent approximately 8 weeks prior to the membership expiration date with several reminders thereafter. The schedule of dues is:

  • Senior Member - $100.00
  • Member - $100.00
  • Student Member - $10.00
  • Reduced Dues Member - $50.00
  • Division Dues - $10.00 per Division (ISA membership is required.  Two Division memberships are included in the $100 ISA Membership fee.)

c. Rebates to Sections

For each new or renewing member, the Section receives a rebate in the following amounts:

  • Senior Member - $15.00 (15% of annual dues)
  • Member - $15.00 (15% of annual dues)
  • Student Member - $3.00 (30% of annual dues)
  • Reduced Dues - $7.50 (15% of annual dues)

Once the Bylaws are on file at ISA Headquarters, Section rebates accrue in the Section name. Upon charter, the rebate checks are sent monthly to the Section Treasurer. No rebates are paid for members who transfer into a new Section until the member renews membership the following year.

5. Applying for ISA Charter

Requirements for chartering:

A copy of the Appraisal Analysis Form, the Petition for Section Charter, a business plan and budget, and the Section Bylaws are to be sent to the District Vice President. (The original documents are required for filing at ISA Headquarters.) The District Vice President's endorsement is necessary for the Society's District Board to consider the petition.

The petition will be voted at the next District Board meeting following receipt of all the required items by Section and District Services. The District Board meets two times each year (Spring - May or June and Fall in conjunction with EXPO – generally October). Upon approval of the petition, a printed charter certificate is sent to the District Vice President for presentation to the Section.

Upon request from the Section, the District Vice President may authorize ISA to repay out-of-pocket expenses incurred for mailings, meeting room, and other essentials required during the formation of the Section. Receipts for reimbursement by the Society should be sent to your District Vice President for approval and transmission to ISA Headquarters.

6. Section Rosters and More Online

Key coded leaders (President, Secretary, Membership Chair, Newsletter Editor, and Webmaster) can download fourteen Section reports online. These reports, including the roster, are real-time and may be accessed at your convenience.  Members in the grace period (three months after membership expires) and new members for the month are identified in the roster file. The path to the Section Reports is: www.isa.org – LOGIN – left navigation bar: General Information>Society Leader Resources>Section>Reports and Rebates. The monthly rebate report is also posted on the Reports and Rebates page and can be accessed by the President, Treasurer, and Membership Chair.

7. Staff Support

The ISA Section and District Services Department is your first line of contact for Section and District issues. 

Contact info@isa.org for more information.