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Vietnam Helicopter Pilots Association

Policy for All Chapters

This document sets forth the policy of the Vietnam Helicopter Pilots Association (VHPA) regarding chapters.   
A chapter may be a local chapter (a specific geographic region, or state), or a unit chapter.  Criteria for 
membership, types and terms of membership reside with the governing body of each chapter.  In order to be 
recognized as a chapter by the VHPA, the chapter must subscribe to the two primary objectives of the VHPA – 
as set forth in Chapter 2 (1) and (2) of the current VHPA Bylaws.  A chapter may adopt or subscribe to any 
additional chapter objectives that do not conflict with or are in derogation of these two primary objectives.  
Pursuant to the VHPA Bylaws, a chapter’s recognition may be revoked if its conduct is contrary to or interferes 
with the fulfillment of the primary objectives of the VHPA. 
Chapters are totally separate, independent entities and are not authorized to act as an agent, or representative of 
the VHPA or any of the other chapters.  A statement to this effect should be included in a chapter’s membership 
application, letterhead, website, newsletter, and any other publication or future publications or documents of the 
This Chapter Policy document supersedes all other documents similarly titled, and offers guidelines, or 
suggestions, to those who might desire establishing a new chapter, and may also provide some assistance to 
previously established chapters. 

     1. Naming of the Chapter
         Keeping the separate nature of the relationship between the chapter and the VHPA in mind, naming a 
         new chapter should avoid implication of affiliation or a subsidiary relationship with VHPA.  Otherwise, 
         there is no cut and dried formula for selecting a chapter name.  Once a chapter has been created and 
         named, and given official recognition by the VHPA, it should identify itself as being a recognized 
         chapter of the VHPA in all official chapter documents or websites. 

     2.  Documentation
         While the VHPA does not pretend, or intend, to tell a chapter what or what not to do. The following
         documents are recommended:
         a.  Incorporation as a Not for Profit Organization under applicable state laws (typically as a 501(c)(3)
              or 501(c)(9) organization). This is normally done through the Secretary of State’s office of the state
              in which the chapter is to be incorporated.
         b.  Acquisition of a federal Employer Identification Number. This is accomplished by submitting IRS
              Form SS-4 to the Internal Revenue Service.
         c.  Obtain tax exempt status by submitting IRS Form 1023 for 501(c)(3) or IRS Form 1024 for
              501(c)(9). This only relates to federal taxes. Exemption from state taxes should be obtained from
              the appropriate state offices.

     3.  Membership
         While criteria, types and terms of membership are at the sole discretion of the chapter, a listing of 
         potential members is available through the VHPA headquarters.  A request for this listing can be made 
         by contracting the headquarters in writing, email, or by telephone.  The VHPA does not guarantee the 
         accuracy of this list, as it is compiled by data obtained from the persons named on the list.  In addition 
         to membership, the chapter makes all decisions as to the make-up of its governing board and terms of 
         service.  State laws may vary on the conditions of corporate governance.

     4.  Responsibilities
         a.  The chapter should design its own logo for use on its membership applications, letterhead, website, 
               newsletter, and banners signage.  In addition to its own logo, each recognized chapter is hereby 
               given license to incorporate, and use the VHPA logo in or on that chapter’s website letterhead, 
               newsletter, etc., – provided the statement emboldened above appears on the same medium.   Any 
               other use of the VHPA copyrighted logo must be specifically requested of and approved by the 
               VHPA Executive Council, in writing, prior to use. 
         b.  The chapter is free to meet at whatever interval it wishes. Some meet monthly, while others meet
               quarterly, or annually.
         c.  The VHPA is willing to publish, in its news magazine, The Aviator, news of the chapter, its
               meetings, upcoming events, activities, officers, etc. However, it shall be the responsibility of the
               chapter to write such articles and submit them to the editor by established deadlines. Chapter
               officers are notified, by email, of deadlines for inclusion in the upcoming issue. The VHPA will not
                be responsible for the accuracy of such articles.
         d.  The VHPA is also willing to list the chapter on its website and provide a link to that chapter’s
               website, if it has one, and to the chapter’s contract. As outlined above, the chapter bears
               responsibility for contracting the VHPA webmaster with the initial information and any changes
               thereto, as needed.

Note: This Policy incorporates, expands and supersedes previously approved policies regarding VHPA
Chapters, in particular the base document titled “Chapter Policy”. Approved by the VHPA Executive
Council on June 28, 2012, in a regularly scheduled meeting and recorded in the minutes thereof.