WCR-MO Local Chapter Secretary Orientation


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WCR-MO Local Chapter Secretary Orientation

  1. 1. Orientation Presented by: Michelle Silies 2011 WCR Missouri Secretary
  2. 2. This PowerPoint presentation was prepared based on interviews with past Local Chapter Secretaries, review of the WCR National 2010 Leadership Policy and Procedure Manual and the Standing Rules of the Metropolitan St. Louis Chapter. The customs and practices of each local chapter may vary. This PowerPoint presentation is intended only as a guide and resource tool and has not been approved for use by the Missouri Chapter. Local Chapter Secretaries should consult their local chapter’s Standing Rules for additional guidance. DISCLAIMER
  3. 3. <ul><li>OVERVIEW </li></ul>
  4. 4. <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>
  5. 5. <ul><li>OVERVIEW </li></ul>
  6. 6. <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>
  7. 7. <ul><li>Oversight of Communication Cluster </li></ul>
  8. 8. <ul><li>CLUSTER OVERSIGHT </li></ul><ul><li>Obtain Bios from Chairs </li></ul><ul><li>Set Proposed Budgets for Cluster Committees </li></ul><ul><li>Provide Orientation of Duties & Responsibilities to Chairs within Cluster </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>
  9. 9. <ul><li>Documenting Board Action </li></ul>
  10. 10. <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 Absences </li></ul><ul><li>Prepare Minutes for Governing Board Meetings </li></ul><ul><li>Maintain Record of All Motions Passed </li></ul>
  11. 11. <ul><li>OVERVIEW OF DUTIES </li></ul><ul><li>Maintain Accurate Database of Officers, Committee Chairs and Committee Members </li></ul><ul><li>Disseminate Minutes to Governing Board – 5 Days Before Next Meeting (Standing Rules, p. 24) </li></ul><ul><li>Revise Minutes Based on Governing Board Comments </li></ul><ul><li>Disseminate Minutes to State Chapter </li></ul><ul><li>Keep All Minutes in Permanent Minute Book Maintained at SLAR Prior to January 31 of Following Year (Standing Rules, p. 24) </li></ul>
  12. 12. <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>
  13. 13. <ul><li>MINUTES & MORE </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>
  14. 14. <ul><li>Manage Election Process </li></ul>
  15. 15. <ul><li>ELECTION OVERSIGHT </li></ul><ul><li>Disseminate Notice of Election of Chapter Officers to Members 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 – Officer Qualifications </li></ul>
  16. 16. <ul><li>ELECTION OVERSIGHT </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>
  17. 17. <ul><li>Reports to State Chapter/National WCR </li></ul>
  18. 18. <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>
  19. 19. <ul><li>Maintaining Transparency & Creating Institutional Knowledge </li></ul>
  20. 20. <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>
  21. 21. <ul><li>Tracking Deadlines </li></ul>
  22. 22. <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 Submitting Award Recipients to State Chapter and National WCR </li></ul><ul><li>Election of Chapter Officers Dates </li></ul><ul><li>Submission Deadlines for Submitting 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>
  23. 23. <ul><li>Tracking Attendance </li></ul>
  24. 24. <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>
  25. 25. <ul><li>Document Collection </li></ul>
  26. 26. <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>
  27. 27. <ul><li>Transition Planning </li></ul>
  28. 28. <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 Start 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>
  29. 29. <ul><li>Required Reading </li></ul>
  30. 30. <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>
  31. 31. <ul><li>PLANNING FOR SUCCESS </li></ul><ul><li>Guide to Drafting Minutes – Sample Form http://www.managementhelp.org/boards/minutes.htm </li></ul><ul><li>Board Meeting Agenda & Minutes http://www.managementhelp.org/boards/boards.htm#anchor580207 </li></ul><ul><li>Taking Effective Minutes http://activerain.com/blogsview/1727260/the-legacy-project-taking-effective-minutes </li></ul>
  32. 32. Need Help? Contact your Missouri Women’s Council of REALTORS® Officers for additional assistance.