Orientation - Corporate Recording Secretary
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Orientation - Corporate Recording Secretary

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Women's Council of REALTORS - Metropolitan St. Louis Chapter - Orientation for Local Chapter Secretary

Women's Council of REALTORS - Metropolitan St. Louis Chapter - Orientation for Local Chapter Secretary

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Orientation - Corporate Recording Secretary Presentation Transcript

  • 1. Orientation Presented by the 2010 Leadership Class
  • 2.
    • OVERVIEW
  • 3.
    • OVERVIEW
    • REALTOR ® , REALTOR ®-Associate or National Affiliate
    • Elected by Members
    • Required to Attend
      • Governing Board Meetings
      • General Membership Meetings
      • Local Chapter Installation
      • State Chapter Meetings
      • National Meetings (whenever possible)
  • 4.
    • OVERVIEW
  • 5.
    • OVERVIEW
    • Oversee Communications Cluster
    • Corporate Governance – Minutes
    • Manage Officer Election Process
    • National & State Reports
    • Document Control & Preservation
    • Manage Board Calendar
    • Track Attendance at Local, State & National Meetings
    • Assist with Preparation of Chapter Business Plan
  • 6.
    • Oversight of Communication Cluster
  • 7.
    • CLUSTER OVERSIGHT
    • Obtain Bios from Chairs
    • Set Proposed Budgets for Committees
    • Provide Orientation of Duties & Responsibilities to Chairs
    • Set Goals for Cluster
    • Provide Outline of Tasks
    • Set Deadlines for Cluster Activities
    • Hold Periodic Cluster Meetings
    • Communicate Cluster Activities to Board
  • 8.
    • Documenting Board Action
  • 9.
    • OVERVIEW OF DUTIES
    • Prepare Notice of Governing Board Meetings
    • Track Attendance at Governing Board Meetings
    • Verify Quorum for Corporate Action at Governing Board Meetings
    • Record Attendance, Absences and Excused Absence for Governing Board Meetings
    • Prepare Minutes for Governing Board Meetings
    • Maintain Record of All Motions Passed at Governing Board Meetings
    • Maintain Accurate Database of Officers, Committee Chairs and Committee Members
    • Disseminating Minutes to Governing Board – 5 Days Before Next Meeting (Standing Rules, p. 24)
    • Revisions of Minutes Based on Governing Board Comments
    • Dissemination of Minutes to State Chapter
    • Keep All Minutes in Permanent Minute Book Maintained as SLAR Prior to January 31 of Following Year (Standing Rules, p. 24)
  • 10.
    • MINUTES & MORE
    • Use Sign-In Sheet for Governing Board Meetings
    • Verify Quorum
    • Use Officer/Committee Report Transmittal Form
    • Take Notes Following General Outline of Board Meeting Agenda
    • Summarize Action Taken, Not Statements Made
    • Keep Separate Task List Setting Forth Items to Be Completed by Board Members and Deadlines for Completion
    • Demand Clarification at Board Meeting
    • Use Motion Tracking Sheet
    • Prepare Board Minutes within 24 Hours of Governing Board Meeting to Improve Accuracy
    • Disseminate Minutes to Governing Board for Comments within 72 Hours of Meeting
  • 11.
    • Manage Election Process
  • 12.
    • ELECTION OVERSIGHT
    • Disseminate Notice of Election of Chapter Officers to Member 10 Days Prior to Election
    • Assist Nominating Committee and/or Parliamentarian in Distributing Consent to Serve Forms to Officer Candidates
    • Collect Consent to Serve from Officer Candidates with Parliamentarian
    • Certify Eligibility of Candidates to Hold Chapter Office
    • Election Must Be Held on or before October 15 (Standing Rule, p. 13)
    • Assist Parliamentarian in Election Process
    • Certify Member Eligibility to Vote in Election
    • Assist Parliamentarian in Distribution of Ballots to Eligible Voters
    • Assist Parliamentarian in Ballot Count
    • Take Minutes Documenting Election of New Chapter Officers
    • Report Election of New Chapter Officers to State Chapter and to National WCR by November 1 (LPPM, p. 28)
  • 13.
    • Reports to State Chapter/National WCR
  • 14.
    • REPORTING TO STATE AND NATIONAL WCR
    • Disseminate Minutes of Governing Board Meetings to State Chapter (Standing Rules, p. 24)
    • Report Election Results re: Chapter Officers to State Chapter and to National WCR (LPPM, p. 28)
    • Report Award Recipients to State Chapter
    • Report Entrepreneur of Year Award Recipient to National WCR (Chapter Business Plan, p. 8)
    • Verify Chapter Business Plan is Submitted Prior to Due Date - February 1 (Chapter Business Plan, p.1)
  • 15.
    • Maintaining Transparency & Creating Institutional Knowledge
  • 16.
    • DOCUMENT PRESERVATION
    • Agendas & Minutes
    • Committee Reports
    • Election Results
    • Award Results
    • Documents Required for Chapter Business Plan
      • Business Resource Meeting Announcements
      • Governing Board Meeting Notices & Agendas
      • Chapter Newsletters
    • Corporate Minute Book
  • 17.
    • Tracking Deadlines
    • Reference: LPPM, p. xx
  • 18.
    • TRACKING KEY DATES & DEADLINES
    • Governing Board Meeting Dates
    • Cluster Meeting Dates
    • Committee Meeting Dates
    • National/State Meeting Dates
    • Business Resource Meeting Dates
    • Membership Recruitment Deadlines
    • National Focus Nomination Deadline
    • Award Nomination Deadlines
    • Award Announcement Deadlines
    • Nominations for Election Deadlines
    • Submission Deadlines for Fowarding Award Recipients to State Chapter and National WCR
    • Election of Chapter Officers Dates
    • Submission Deadlines for Forwarding Announcement of Election of Chapter Officer Deadlines to State Chapter and National WCR
    • Submission of Chapter Business Plan Deadline
  • 19.
    • Tracking Attendance
  • 20.
    • TRACKING ATTENDANCE
    • Track Attendance of Officers and Members at National Meetings
    • Track Attendance of Officers and Members at State Meetings
    • Track Attendance of Officers and Committee Chairs at Governing Board Meetings
  • 21.
    • Document Collection
  • 22.
    • PLANNING & COLLECTION ROLES
    • Establish Deadlines relating to Chapter Business Plan
    • Collect Documents and Other Information Required for Chapter Business Plan
    • Assist President-Elect in Preparation of Chapter Business Plan
    • Track Deadlines Mandated by Chapter Business Plan
  • 23.
    • Transition Planning
    • Reference: LPPM, p. xx
  • 24.
    • STRATEGIC PLANNING
    • Review Leadership Policy and Procedure Manual
    • Review Local Chapter Standing Rules
    • Identify Key Deadlines
    • Meet with Prior Secretary to Conduct Transition Process
    • Review Prior Minutes
    • Discuss Procedures with Local Chapter President
    • Create Checklists
    • Create Standardized Forms and Documents
  • 25.
    • Required Reading
  • 26.
    • PLANNING FOR SUCCESS
    • Leadership Policy and Procedure Manual (LPPM, p. 28-29)
    • Local Chapter Standing Rules (Standing Rule, p. 23-25)
    • Roberts Rules of Order (Rule 59 & Rule 60)
  • 27.
    • PLANNING FOR SUCCESS
    • http://www.managementhelp.org/boards/minutes.htm
    • http://www.managementhelp.org/boards/boards.htm#anchor580207
    • http://activerain.com/blogsview/1727260/the-legacy-project-taking-effective-minutes
  • 28.
    • The Legacy Project
    • Leadership Class Project
    • The Legacy Project
    • Leadership Class Project Team
    • Michelle Silies
    • Karen Robertson
    • Andrea Lenzen
    • Tiffany Hamilton