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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

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Orientation - Corporate Recording Secretary

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