Effectively Leading Your Chapter Diana Stegall CSP Maribeth

Effectively Leading Your Chapter Diana Stegall, CSP Maribeth Anderson

Objectives – Understand the requirements and responsibilities for your position – Learn how to help the effectiveness of meetings – Available resources – Other?

Roles and Responsibilities

In General – Attendance at meetings – Bring ideas – Be familiar with the bylaws – Operate in accordance with society guidelines – Provide a welcoming environment – Provide a positive member experience

Elected Officers • Manages chapter affairs - On-going • Reviews the treasurer's report – monthly • Receives reports from officers, committees and sections and act on motions and recommendations - monthly • Refer business to the full membership - as required by chapter bylaws •

Elected Officers • Approves chapter strategic plan and updates it annually • Approves chapter budget • Assist with transition

Delegate • Represent the chapter membership at the House of Delegates (Ho. D) • Communicate with chapter membership • Attend the Ho. D annual meeting in June or appoint a proxy

Secretary • Maintain and retain all chapter files - two years • Issue notices of all chapter meetings and functions • Record and distribute minutes of all chapter meetings to chapter officers and ASSE HQ either electronically or by mail • Maintain chapter membership records

Secretary • Provide information about new chapter members to chapter officers and committee chairs • Assist President in completing the Chapter Operations, Strategic Planning & Annual Performance Reporting Tool • Retain custody of the chapter charter, Affiliate Agreement, Incorporation papers and SOG 8. 10 Maintenance of Chapter Charter.

Secretary • Act as monitor of all deadlines to ensure that the Chapter meets all minimum criteria for charter retention • Assume Chapter Treasurer duties when necessary • Ensure orderly transition and transfer of records to succeeding Secretary

Meeting Minutes • The kind of meeting being held (regular, executive committee, special) • Chapter name • The date, time and location of the meeting • The time the meeting was called to order • For small meetings, a list of officers, members and guests present • Whether a quorum was present

Meeting Minutes • A call for additional agenda items • Approval of the previous minutes and any corrections • A treasurer's report • Old and new business items • Brief report summaries

Meeting Minutes • Exact final wordings of all main motions, with the names of the movers • The results of votes on main motions (when votes are counted or taken by ballot, the numbers of votes on both sides are usually recorded) • Motions that have been tabled or postponed • Announcements • The time of adjournment • The date, time, and location of the next meeting • The signature of the Chapter Secretary

Robert’s Rules of Order Member Makes a Motion Someone else seconds the motion President restates the motion Members debate the motion Results of the vote are announced President asks for the vote

Robert’s Rules of Order • Only one motion at a time – Subsidiary motions – Amendments – Incidental motions • Motions can’t be outside the scope of the bylaws • Motions can’t conflict with motions already adopted

Robert’s Rules of Order Member Makes a Motion Someone else seconds the motion President restates the motion Vote on the amendment Discussion on the amendment Second of the motion to amend Results of the vote are announced Discussion on Amended Motion President asks for the Vote Members debate the motion Motion to amend the original motion Results of the vote are announced

Newsletter Editor • Publish and distribute newsworthy items • Copy RVP (or AD) and chapterservices@asse. org on communications • May include meeting announcement • Graphics and pictures • Membership information

Program Chair • Responsible for arranging time/date/location of chapter meetings & event. • Also arranges for special speakers, necessary equipment, and meeting room setup for chapter meetings & events. • Frequently communicates with the Newsletter Editor regarding chapter meeting schedule and upcoming events

Professional Development Conference Chair • Responsible for the development of the educational programs for the chapter. • Works directly with the Chapter Executive Committee to plan the chapter’s annual PDC (if they have one).

Government Affairs Chair • Serves as the chapter’s link between ASSE’s national government affairs efforts and members in the chapter. • Regularly updates the chapter on ASSE’s efforts at the federal level and updates on all SH&E-related legislation. • Regulations in the states are sent to the Government Affairs Chair, who is expected to share relevant information with the chapter’s members. • Lead the chapter’s involvement in state government affairs, working with other chapters in the state to involve ASSE in legislation and regulations that need the influence of ASSE member SH&E professionals.

Awards and Honors Chair • Responsible for ordering awards/certificates for chapter members, presenting honors and recognizing chapter members for achievements, and working with the Newsletter Editor, Webmaster, and Program Chair to notify membership of pertinent awards. • Works directly with Chapter Executive Committee to recognize volunteer leaders • Make it easy to recognize members

Public Relations Chair • Serves as the focal point for local members on working with ASSE Public Relations, in monitoring the local media on SH&E issues, the SH&E profession and local issues and being a key local contact for the local media – print, electronic and social. • Receives one-on-one media training with the ASSE PR manager and help also, to distributed ASSE news and information.

Communications Chair • Works with secretary • May also be webmaster – work with Society on web updates • Social Media? • Communications from executive committee to chapter members

Membership Chair • Recruits members • Ensures that new members are recognized and introduced at one or more membership meeting • Maintains a list of potential members • Instructs and supports prospective members in the process of becoming a member • Informs members of membership campaigns and encourage their support and participation in membership drives

Downloading Chapter Roster • • Members who Joined since the 1 st of Last Month Members who will Expires this Month Count of Members in your Chapter Transfers INTO your Chapter in the last 30 Days Transfers OUT of your Chapter in the last 30 Days ALL Transfers INTO your Chapter ALL Transfers OUT of your Chapter

Recap • Who is responsible for a positive member experience? • I’m a member at large on the board – do I need to show up to board meetings? • Only the chapter president needs to be concerned about by -laws T/F • The secretary position is the cushiest one on the board T/F • Meeting minutes have to be kept forever T/F

15 Minute Break

Member Involvement/Engagement • Is this important? • What value do engaged members bring to the chapter? • What does a greater number of engaged members do for you as a chapter leader?

Are Your Members Engaged? What makes members feel engaged? 2011 ASSE Leadership Conference Chapter Officer What rejects members?

Member Involvement/Engagement • Setting a goal • Track the goal • Celebrate • Member get a member • Bring guests to meetings • Calling members who don’t attend meetings • Surveys

Asking for Involvement • • • Know their interests Specific task Mentor Specific timeline Be upfront about commitment Feedback and recognition

Chapter Resources – Julie – Elizabeth – Regional VP – ROC – Officer Central – Webinars – Linked-in Site

Officer Central

Anything we didn’t cover

Questions?