SeizetheMoment… !!!!!!!!!!!!Strengthen Your Leadership · Seize the Moment...Strengthen Your Leadership COACHING! A leader knows where she wants to go but needs to lead others in

Seize the Moment… Strengthen Your Leadership

Chapter Presidents Webinar presented

September 15, 2014

Western Area of The Links, Incorporated

Seize the Moment...Strengthen Your Leadership

DESTINATION – GOAL

The goal of this webinar is to provide tools and resources in support of your very vital role as Chapter President in the areas of leadership, membership, finances, parliamentary procedures and programming.


PRESENTERS Constance Fitzpatrick Smith

Western Area Director Stockton (CA) Chapter

“Leadership”

Roxann Thomas Chargois, Vice Director, Missouri City (TX) Chapter “Strengthening our Western Area Membership” Recruitment, Retention, Engagement, Alignment

H. Diane Scott, Treasurer, Pasadena-‐Altadena (CA) Chapter

“Steering Your Financial Ship”

Johnnie Brown-‐Swift, Parliamentarian, Texas Spring Cypress (TX) Chapter “Parliamentary Procedure”

Shari K. Lamb, Program Coordinator, Plano North Metroplex (TX) Chapter

“Your Port Of Call To Transforming Communities”


AGENDA

Welcome

Norms / Housekeeping

Expected Outcomes

Leadership Defined

Presentations

Q & A

Post Survey

Presenter Contact Information

Closing


NORMS / HOUSEKEEPING

•  You will be muted throughout the Webinar •  “Raise your hand” if you have urgent issues •  Type your questions as we proceed and they will be

addressed at the end •  Feel free to contact us after the Webinar if you have more

specific questions •  Remember to utilize the National and Area websites as

additional resources


EXPECTED OUTCOMES •  Leadership – Chapter Presidents will gain an increased awareness of

their role and responsibilities during the 2014-‐ 2015 Program Year •  Membership – Increase awareness of chapter sustainability

through membership management and broaden knowledge and consistent application of membership policies, procedures, and practices

•  Finance – Able to identify areas of oversight and accountability in your

executive role •  Parliamentary Procedure – Able to identify guidelines that were

established for more effective Chapter meetings •  Programming -‐ To acquire fundamentals that enable you to obtain,

maintain, and sustain transformational programming in your chapter


LEADERSHIP DEFINED

Leadership is a process of social influence, which maximizes the efforts of others, towards the achievement of a goal.

•  Leadership stems from social influence, not authority or power •  Leadership requires others, and that implies they don’t need to

be “direct reports” •  No mention of personality traits, attributes, or even a title; there

are many styles, many paths, to effective leadership •  It includes a goal, not influence with no intended outcome

Forbes


LEADERSHIP CALL TO ACTION

“When leadership takes the high road, then those people who are following, if they had been straddling the fence, they are encouraged to, themselves, strive for a higher road."

Maya Angelou


Leadership Constance Fitzpatrick Smith


The Purpose of the organization shall be:

To promote and engage in educational, civic, and intercultural activities in order to enrich the lives of members and the larger community and to work together toward achieving common goals.

The Links Constitution and Bylaws


A leader’s specific roles are determined through four basic leadership responsibilities: •  Directing •  Coaching •  Supporting •  Delegating.


DIRECTING

A leader’s direction is what makes or breaks problem solving as well as determines the effectiveness of an approach or task, the maintaining of momentum until completion, and whether it is done by deadline.

Ways to Generate Good Direction Techniques

•  Explain things completely and include the “why”. •  Remain visible •  Objectively consider opposing points of view


COACHING

A leader knows where she wants to go but needs to lead others in developing a mutual support system. •  Incorporate the word “we” into all conversations. •  Effective leaders eliminate the word “I” because it denotes a

singular rather than cooperative effort. The very meaning of the term “coaching” implies a team effort.

•  Listen for objections and areas of misunderstanding. Develop the skill of eliminating objections by developing effective dialogue and creating clear and concise responses.

•  Offer explanations addressing the ‘why’s, what’s and how’s of the problem or task at hand.


SUPPORTING

•  Acknowledge individual efforts with comments of praise and positive support. Leaders are not afraid to say “thank you” or “you are doing a great job”, or whatever it takes to instill confidence in an individual.

•  Disclose their own feelings openly and honestly. Leaders are not afraid to reveal their “inner self.” Trust and loyalty are built on disclosing inward feelings, concerns and desires.

•  Never hesitate to ask, ‘What’s wrong?” Know when to relinquish control in order to gain extra participation and involvement.


DELEGATING

Leaders know and understand their people. They know their strengths and weakness as well as what motivates and frustrates them. Effective delegating relies on the ability to select the proper person for the specific task or role. •  Leaders look for people with the skills, abilities, perseverance

and motivation to get the job done and done well. •  Allow individuals to decide a best course of action for

themselves. •  Leaders monitor and weigh these individual decisions, but

advance their own leadership position for a particular course of action unless they assess it to be the best one.


DISCUSSION

•  No Leadership Summit? •  Submit all reports in a timely manner •  LAST CALL: To be included in the 2014-2015 WA

Executive Leadership Directory, please submit your leadership contact form to the Western Area Communications & Public Relations Chair, Link Lorna Hankins at [email protected] by Friday, September 19, 2014. The form should include complete contact information for all chapter officers, facet, and committee chairs.


DISCUSSION (Cont’d.)

•  Keep a record of your Chapter Members 1 in 5 attendance. Please remind your members to not wait until the last minute (2017) to meet their 1 in 5 commitment.

•  Submit news about your Chapter re awards, commendations, individual members achievements, etc. to Link Lorna Hankins at [email protected] in a timely manner.

•  Encourage all members to attend the 2015 Western Area Conference in Sacramento California.


Volunteers don’t get paid, Not because they’re worthless,

But Because they’re priceless.

Sherry Anderson


Beatitudes of a Leader By Ina Potter


Blessed is she who guides instead of dictates, For she shall have cooperation. Blessed is she who gives credit to others, For she shall have willing helpers. Blessed is she who stands staunchly for what she believes, For she shall have peace of mind.


Blessed is she who is humble, For she shall receive praise. Blessed is she who saves another's pride, For she shall have many friends. Blessed is she who in controversy seeks out the truth, For she shall judge justly.


Blessed is she who wins her point tactfully and arouses no enmity, For she shall succeed. Blessed is she who forgives her enemies and is loyal to her friends, For she shall be loved. Blessed is she who ignores gossip and searches out the facts, For she shall be respected.


Blessed is she who has faith in her companions, For she shall be justified. Blessed is she who, when others criticize her and say all manner of evil against her, has the strength of character to forget, the strength of purpose to continue, and the strength of body to carry on,

FOR SHE SHALL BE A LEADER!


Membership Roxann Thomas Chargois

2014 – 2015 MEMBERSHIP GOALS Recruitment

• increase 2015 new member inductees by 22% prior year • increase new member inductees <40 yrs by __% prior year • increase membership in probationary chapters and low membership chapters

Retention • increase overall WA membership numbers (2048) • increase the awareness of chapter sustainability through demographic tools • develop WA mean age demographic/by chapter

Engagement • address chapter specific membership issues through targeted programming

Alignment • focus on interpretation and implementation of policies and procedures



0

20

40

60

80

100

120

140

160

180

New Members New Members <40

2013/171

2014/123

2015/150

171 - 2013 WA new members 123 - 2014 WA new members 150 - 2015 WA new members

-  increase 2015 new member inductees by 22% prior year (123/150)

-  Increase 2015 new member inductees <40 yrs by 10% % over 2013 (45/50)


RETENTION

Pre-‐Planning Alumna & Platinum status • 25 or less members/ manage Alumna requests to reduce risk of low numbers • Don’t have to be an Alumna to request Platinum status

• Active Platinum status

Addressing specific chapter retention areas • Identify weakest retention areas

Exiting Member Interview • Nat’l website/membership documents


ENGAGEMENT

Move from auto pilot to targeted problem solving

Identify problem chapter symptoms

AAA/assess, address, attack

Create chapter theme addressing specific chapter membership issues -‐  Intergenerational awareness and shared best practice


ALIGNMENT

Strengthen Membership VP knowledge through training targeted towards key membership areas

Consistent interpretation and application of policies & procedures

Monthly conference calls; hot topics, guest speakers

Membership case studies/gray areas

Showcase best practices


HOT TOPICS


Friendship Reports • new reporting procedure • consolidation of information; easier collection & archiving of information • due February 1st

Building Assessment Forfeitures • 64 forfeitures/ 18 WA (28%) • new reinstatement procedure

Membership Intake Process • no length of service requirement to sponsor a member • only one name is required to sponsor a member • chapter bylaws conflict w/Nat’l bylaws if they contain these provisions

HOT TOPICS (Continued) �  DOL – Daughter of Links

�  FAQ sheet

�  Travel Affiliate Status

�  1-in 5 Certification Process �  Collaborative process/ Membership VP & Chapter Secretary Membership Documents Bylaws – Nat’l & Chapter Manual of Procedures Membership Basics


HOT TOPICS (Continued) �  DOL – Daughter of Links

Ø  Capturing all DOL’s in your membership “open slot” calculation Ø  FAQ sheet

�  Travel Affiliate Status-‐ assess Ø  assess traveling members/membership category

�  1-‐in 5 Certification Process/Induction Dates Ø  Collaborative process/ Membership VP & Chapter Secretary Ø  Submit all updates to AVD


MEMBERSHIP DOCUMENTS

National Bylaws Chapter Bylaws

Manual of Procedures Membership Basics



“Steering Your Financial Ship” H. Diane Scott


Goal 2: By the end of 2015, work with Chapters to ensure that they are fiscally responsible and meet the established timelines of The Links, Incorporated.

•  Pertinent articles will be submitted to the Western Area publications on an ongoing basis.

•  Webinars will be presented on “Best Practices in Fiscal

Management,” “Chapter Audit Procedures,” “Handling Fundraiser Dollars” and other emerging issues relative to finance, specifically targeted to Treasurers.

•  Address issues with Chapters upon request and assist them with

meeting deadlines and compliance.

Strategic Goal – Fiscal Responsibility


President’s Role – Guiding Principles

•  Establishes an optimal control environment •  Conducts a risk assessment – identifies relative threats and

exposures •  Maintains an effective communication and information

system •  Monitors and provides oversight by assessing internal

controls


•  Oversees the preparation of a Budget Plan (including anticipated revenues and expenditures)

•  Participates in the processing and approval of financial

transactions (signs all checks) •  Assures appropriate financial review

President’s Role (continued)


Bonding Insurance: The deadline for Chapter bonding is September 15, 2014. The form has been replaced with an online process. Please login to the Members Only Section to access Bonding Insurance at www.linksinc.org.

DUE: September 15, 2014


•  The 990 Form: Downloaded from the IRS web page (www.irs.gov). All Chapters must file Form 990 with the National Office every year.

•  The Form 990, Form 990EZ or Form 990N must be sent or

postmarked not later than September 15th to the IRS. Chapters can use the new online member management system to upload their Form. Please login to Members Only Section at www.linksinc.org.

DUE: September 15, 2014


Budget Planning Calendar In order to determine the chapter membership dues and/or fundraising activities, the budget, including these amounts, must be presented to the executive committee at least 2 weeks prior to presenting to the chapter. It should be prepared and presented no later than November and approved by the chapter no later than February 1st. The Chapter Treasurer must provide the budget approved by chapter to the Area Director and the Area Treasurer annually.


Internal Audit Committee

•  An Internal Audit Committee is composed of a minimum of three (3) members appointed by the President, and SHALL NOT include the financial officers or members of the Finance Committee.

•  The Internal Audit Committee reviews the financial records

of the chapter to ensure compliance with the chapter’s bylaws and operating procedures. Chapter Bylaws should define the role of its Internal Audit Committee and tasks. The internal audit committee’s role and responsibilities shall be added to chapter Bylaws, if not already included.


Audit Committee (continued) Duties and Responsibilities of the Chapter Internal Audit Committee The Internal Audit Committee: •  Reviews monthly bank reconciliation as prepared by the Treasurer. The

review includes: Confirmation of deposits/funds received by financial secretary and submitted to treasurer.

•  Ensures compliance of good accounting practices by checking the beginning and ending balances and completes an internal audit annually. The chapter Treasurer and Financial Secretary shall submit books to the chapter’s internal audit committee within sixty (60) days from the end of the fiscal year (April 30) for internal audit.


Audit Committee (continued) •  Reviews checks written to ensure that they are in accordance with

national, area and chapter policies, budgets and the requirement of two signatures are affixed on checks written.

•  Reviews bank statements, vouchers and receipts. •  Any discrepancies should be discussed with the Treasurer and

Financial Secretary prior to presenting to the Executive Board and membership.

The Internal Audit Committee shall review all financial reports prepared for audit.


Audit Committee (continued) •  The Finance Committee is in the process of developing a

“Certification Form” which will be prepared by the Chapter Internal Audit Committee and signed by the Chapter President.

•  This is to ensure compliance with Internal Audit procedures

and confirm that internal controls are in place.


You Are The Captain . . .

•  Keeping your financial ship in order is important to the health and well-‐being of your Chapter and to The Links, Incorporated.

•  Be sure your Treasurer has the skills and information needed to steer

the Finance Committee, maintain records and provide the reports needed to inform your Board and membership.

•  Use me as a resource for questions or concerns relative to the fiscal

management of your Chapter. •  Access the 2014 Financial Handbook in the Member’s Section of The

Links, Incorporated website – www.linksinc.org


Parliamentary Procedure Johnnie Brown-Swift


Chapter President and Parliamentary Procedure

The chapter president as presiding officer should be familiar with the following governing documents :

•  The Constitution and Bylaws of The Links, Incorporated, the

Manual of Procedures and other National Documents such as The Code of Ethics, Protocol Manual and Ritual Manual

•  Chapter bylaws because they have a direct bearing on the rights and obligations of members whether present or absent, and cannot conflict with and must conform to requirements of National Bylaws

•  Robert’ Rules of Order Newly Revised, Current Edition


Prepare for Meeting

The president presides at all regular chapter meetings and Executive Committee meetings and has the obligation to remain impartial. She should have at hand at all meetings:

•  Copy of the bylaws and other rules of the organization •  List of all standing and special committees and their members •  Agenda, which is a memorandum of the complete order of business

listing all known matters that are to come up, shown in proper sequence under the correct heading


Presiding

•  Open the meeting at the appointed time by taking the chair and calling the meeting to order with one wrap of gavel

•  Opening ceremonies as customary •  Having ascertained that a quorum is present, adopt the agenda

with a majority vote. After the agenda is adopted, it may be amended/changed with a two-‐thirds vote in order to add other items of business to the agenda

•  Announce in proper sequence the business that comes before the meeting

•  The business starts with reading and approval of the minutes. No motion is required to adopt the minutes


Presiding (continued)

•  Recognize members who are entitled to the floor, i.e. entitled to speak

•  State and put to vote all questions (motions) that come before the meeting and announce the result of the vote

•  Enforce the rules relating to debate and those relating to order and decorum within the meeting

•  Expedite business in every way compatible with the rights of members

•  Authenticate by signature, when necessary all acts, orders, and proceedings of the chapter

•  Declare the meeting adjourned when the meeting so votes or-‐where applicable-‐at the time prescribed in the program, or at any time in the event of a sudden emergency affecting the safety of those present


Reports

•  Reports of Officers come in the order in which they are listed in the bylaws starting with the report of the president; actions coming from their reports are to be moved by someone other than the officer

•  Report of the Treasurer is never adopted, it is for information only and no action is taken on the report

•  Report of the Auditor is adopted •  Reports of Committees come in the order the

committees are listed in the bylaws


Committees

Committees may be standing, special or ad hoc •  Actions coming from a committee report should be moved by the

reporting member, on behalf of the committee, at the end of the report

•  The committee report should be worded in the third person •  No second is needed if the committee has more than one member The president is chair of the Executive Committee and is ex-‐officio a member of all committees except the Nominating Committee and the Ethics Committee. As an ex-‐officio member of a committee, the president has the same rights as the other committee members, but is not obligated to attend and is not counted in determining the quorum of the committee meeting.


Frequently Used Procedures

Voting ü Voice ü Show of hands ü Standing ü Counted vote ü Ballot

Handling motions ü Stating the motion ü Managing debate ü Putting the motion to a vote ü Stating the result of a vote


Business is Introduced

•  Member A rises and addresses the chair to be recognized •  The Chair recognizes Member A as having the floor to speak •  Member A makes a motion by saying, “I move that…” •  Another Member: Second! •  The Chair states the motion by saying, “It is moved and seconded that...”

repeating the motion •  Debate begins with the maker of the motion having the first right to

speak, who must speak in favor of the motion •  Debate follows by recognizing each member wishing to speak on the

motion, keeping order, time limits and number of times speaking, as they apply


Business (continued) Members

•  Address their remarks to the chair •  Confine debate to merits of pending question •  Avoid the mention of other member’s names as much as

possible •  Refrain from speaking against their own motion

The Chair should not enter into discussion on the merits of any pending question The Chair: “Is there any further debate or are you ready for the question?” [Pause] “The question is on the adoption of the motion that..” repeating the motion.


Business (continued)

•  The Chair: “ those in favor of the motion, say aye.” [Pause] “Those opposed, say no.” [Pause] “The ayes have it, and the motion is carried.” OR “The no’s have it and the motion is lost.”

•  Announcements •  Adjournment •  The Chair: “Is there any further business to be brought up

at this meeting?” [Pause] “Since there is no further business, the meeting is adjourned.”

•  Rap gavel one time


Shari K. Lamb Western Area Programs

Your Port of Call To

Transforming Communities


v By the end of 2015, utilizing the Service Delivery Model (SDM), transform all chapter programs to meet the needs of the community.

Goals

Program Strength

Member Engagement Is Vital To

Program Success


Emphasizing Integrated & Umbrella Programming

•  Develop integrated, sustainable, transformational chapter programs that involve a lead facet and at least two other facets

•  No longer working in silos •  Better manage members time and effort •  Integration encouraged – Western Area STEPS Chapters


National Programs Chart Facets, Committees and Partnerships

The Links Incorporated Service Delivery Model "Seizing the Opportunity to Provide World Class Leadership, Friendship and Service” "Signature Service Provides Substantive Solutions"

Situation: (The Problem) Priorities: Mission-Vision: What drives the outcome?

What do you want to know?

Evaluation How will you know it?

External Factors: 1. 2.

Assumptions: 1. 2.

In order to accomplish our set of activities we will need the following:

In order to address our problem or asset, we will accomplish the following activities:

We must clearly identify the clients who we are serving.

We expect that if accomplished, these activities will lead to the following changes in 1-2 years:

We expect that if accomplished, these activities will lead to the following changes in 3-4 years:

We expect that if accomplished these activities will lead to long term societal changes.

Participation: Medium-Term: Activities: Impact/Long-Term: Short-Term: Outputs: Outcomes: Inputs/Resources:

Impact v Who knows about your program? Web presence? Media Coverage? Community leadership awareness? Branding -‐ Is your Chapter Identified By Its Programs?

Overall written presentation �  Informative, descriptive, concise, exciting �  Press Packets, Press Releases �  Program Summary As A Marketing Tool

Branding and Impact

Chart Your Course For Writing the Program Report

Select a strong writing team Start writing in plenty of time Save document in Word Review the reporting requirements and directions Carefully complete the Chapter Data Sheet


Arriving at Port Bring Your Ship In To Port By Submitting

Your Program Report And

Completed Chapter Data Sheet On Time Program Report Due:

February 1, 2015 11:59 PM EST


Upcoming Events

•  Webinar, Featuring The Service Delivery Model A Tool For Program

Planning, Implementation, and Evaluation September 29/October 6

•  Program Team Facet Chair Chats, October 2014


Shari K. Lamb, Program Coordinator Plano North Metroplex (TX) Chapter

Pod Chapters •  Austin (TX) •  Claremont (CA) •  Greater Denton County (TX) •  Inglewood Pacific (CA) •  Lone Star (TX) •  Missouri City (TX) •  San Antonio (TX) •  Texas Spring Cypress (TX) •  Town Lake (TX) •  Trinity (TX)


Charlotte Ned, Chair Services To Youth

Tucson (AZ) Chapter Pod Chapters •  Albuquerque (NM) •  Dallas (TX) •  Denver (CO) •  Houston (TX) •  Golden Triangle (TX) •  Greater Pearland Area (TX) •  Las Vegas (NV) •  Mid-Cities (TX) •  Phoenix (AZ) •  Waco (TX)


Pod Chapters •  Alameda Contra Costa (CA) •  San Francisco (CA) •  Anchorage (AK) •  San Jose (CA) •  Bakersfield (CA) •  South Bay (CA) •  Fresno (CA) •  Spokane (WA) •  Sacramento (CA) •  Stockton (CA)

Katie Allen, Chair The Arts

Oakland Bay Area (CA) Chapter


Pod Chapters •  El Paso (TX) •  Pasadena - Altadena (CA) •  Greater Seattle (WA) •  Peninsula Bay (CA) •  Los Angeles (CA) •  San Bernardino Valley (CA) •  Monterey Bay (CA) •  San Diego (CA) •  Palos Verdes (CA) •  Solano County (CA)

Jackie Kimbrough, Chair International Trends And Services Inglewood Pacific (CA) Chapter


Pod Chapters

Pamela Freeman Fobbs, Chair National Trends And Services

Fresno (CA) Chapter

•  Beverly Hills West (CA) •  Oakland Bay Area (CA) •  Channel Islands (CA) •  Orange County (CA) •  Harbor Area (CA) •  Port City (TX) •  Hawaii (HI) •  San Fernando Valley (CA)


Pod Chapters

Michele Halyard, Chair Health And Human Services

Phoenix (AZ) Chapter

•  Angel City (CA) •  Plano North Metroplex (TX) •  East Texas (TX) •  Portland (OR) •  Fort Bend County (TX) •  Tacoma (WA) •  Fort Worth (TX) •  Tri-Cities (WA) •  Gulf Coast Apollo (TX )


QUESTIONS


POST SURVEY


Contact Us •  Constance Fitzpatrick Smith – [email protected]

•  Roxann Thomas Chargois – [email protected]

•  H. Diane Scott – [email protected]

•  Johnnie Brown-‐Swift – [email protected]

•  Shari K. Lamb – [email protected]

Seize the Moment… Strengthen Your Leadership

Thank you!

