Effectively Leading Your Chapter

Diana Stegall, CSPMaribeth 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 (HoD)

• Communicate with chapter membership• Attend the HoD 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 OrderMember Makes a Motion

President restates the motion

Someone else seconds the motion

President asks for the vote

Results of the vote are announced

Members debate the motion

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 by-laws

• Motions can’t conflict with motions already adopted

Robert’s Rules of OrderMember Makes a Motion

President restates the motion

Someone else seconds the motion

Motion to amend the original motion

Second of the motion to amend

Members debate the motion

Results of the vote are announced

Vote on the amendment

Discussion on the amendment

Results of the vote are announced

Discussion on Amended Motion

President asks for the Vote

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 1st 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?

2011 ASSE Leadership ConferenceChapter Officer

Are Your Members Engaged?

What makes members feel engaged? What rejects members?

Member Involvement/Engagement• Member get a member• Bring guests to

meetings• Calling members who

don’t attend meetings• Surveys

• Setting a goal• Track the goal• Celebrate

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?