1 chapter officer training liz perry vice president for membership & chapter organization
TRANSCRIPT
1
CHAPTER OFFICER TRAININGLiz Perry
Vice President for Membership & Chapter Organization
2
FEDERALLY EMPLOYED WOMENCHAPTER OFFICER TRAINING
Overview Purpose of training Introductions What is FEW Organizational Structure Roles and Responsibilities
– Officers and Committees Communications Leadership Discussion
3
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Purpose of Training
Train current and future FEW leaders To help you understand your role To provide tools to strengthen chapters To provide a forum for you to ask questions
and get answers There are no “dumb” questions
4
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Introductions
– Name– Agency– City & State– Chapter & Region– Current & previous offices
5
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
What is FEW?
TEAM – Together Each Achieves More One team – one goal – to make FEW the best
employee organization it can be for its members You and Me = Us
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Grassroots Organization– End Sex Discrimination in Government Service– Assist Employees Discriminated Against Because of Sex– Increase Job Opportunities for Women in Government– Work in Coalition with Other Organizations & Unions with
Similar Goals National Coalition for Equality in Public Service (NCEPS)
– BIG - Blacks in Government– National Image – National Hispanic Organization– FAPAC – Federal Asian-Pacific American Council– SAIGE – Society of American Indians Government Employees
7
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
What is FEW? (con’t) Organized in 1968 to Insure FWP Implementation Nucleus group in Washington, D.C. Spread Though U.S. and Overseas Over 4,000 Members
– Divided into 10 Regions– Approximately 100 Chapters
Over 41 Years of Training– 2011 – Philadelphia, PA– 2012 – Detroit, MI
8
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
FWP
Agency Function
FWP Cannot Lobby Official Congress
FWP Cannot Raise Funds
FWP May Be Full-Time or Collateral Duty
FEW
FEW Private Non-Profit Organization
FEW Can Lobby on Non-Partisan Issues
FEW Can Raise Funds
FEW AND FWP DIFFERENCES
9
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
FEW & FWP SIMILARITIES
•Share same goals for advancement of women in Government•Both seek opportunities for hiring, training, and promotion of women in federal service•Share same goals for diversity and EEO programs•Partner for special events
10
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Major Focus Areas Training
Regional Training Programs Compliance Diversity Legislative Must have meetings/programs for each of these every year Viable chapter
– Focus Areas Programs– Meet minimum membership– Timely Submission of Quarterly Reports
11
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
• Quarterly Reports– Due by the 10th of the month following the quarter
(Nov, Feb, May, Aug)– http;//www.few.org/quarterly reports/enter input.asp– Members Only Section
• Forms & Documents• Resources for Regional Managers & Chapter
Presidents• Quarterly Reports – Submission Page• Quarterly Reports – Status Report
12
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Organization Structure
Three Tiered Organization National
– Get to know the officers– Here to help & answer questions
Regional– Get to know officers– Liaison between chapter and National
Chapter
13
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Organization Structure (con’t) National
– Elected Officers and Committee Chairs (appointed)– National Bylaws – Governed by– National Policy & Procedures Manual (NPPM) – How to
Regional– Elected Officers and Committee Chairs (appointed)– Region Bylaws– Region Policy and Procedures
Chapter– Elected Officers and Committee Chairs (appointed)– Chapter Bylaws– Chapter Policy and Procedures
14
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Organization Structure (con’t) National
– National Bylaws - review entire document– National Policy and Procedures- light review, in-depth chapters on
Regions and Chapters, use for guidance Regional
– Region Bylaws- know in-depth use for guidance– Region Policy and Procedures - use for guidance
Chapter– Chapter Bylaws – know in-depth, refer to often – Chapter Policy and Procedures – know in-dept– Quarterly Reports– Newsletters
15
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Prescribing Guidance Robert’s Rules of Order (Revised) Parliamentary Procedure
– Learn Motions Discussions
– Use at every meeting– Teach your board– Maintain order at meetings– Eliminate side conversations– Business Meetings are for “Business”
Once a decision is voted on & passed– We must adhere to it– Personal opinions must be put aside
16
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Why do people join organizations? To fulfill their need for service To meet social needs To occupy and fill their time They believe in the purpose of the organization To be part of a professional organization To be mentored in a variety of ways
– Mentor new members– Conduct new member training– Get them involved – ask
Consider these reasons as you work with people and as you recruit people to join
17
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
President– Chief Executive Officer
Honor & Responsibility
– Leads–Advises-Directs-Coordinates-Organizes-Plans-Delegates
– Key Link in Chapter Communication Network– Gracious-Firm-Dependable-Positive Attitude-
Enthusiastic
18
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Roles and Responsibilities Qualifications of a President
– Ability to lead a diverse group– Familiarity with FEW organizational structure, purpose, goals, history, and
ongoing activities– Enthusiasm about sharing knowledge about FEW with others– Knowledge of the chapter’s bylaws and standing rules– Ability to adjust personal life to meet organizational responsibilities– Knowledge of parliamentary procedures– Ability to communicate effectively– Dependability– Ability to oversee the activities of other officers, committee chairs, and
members to ensure sound management of the chapter– Ability to cooperate with higher organizational levels (i.e., region and
national)
19
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Roles and Responsibilities (con’t)Your job starts when you are elected, not when you take office, get
started immediately Letters of welcome to officers elected to serve with you Appoint committee chairs Call post-election board meeting (consisting of all outgoing and
incoming officers and committee chairs) for purpose of continuity and turnover of files, records, books, etc
Insist that officers and committee chairs do their jobs If not – make a change
Set goals for upcoming program year
20
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Roles and Responsibilities (con’t) President’s File
– FEW Policy and Procedure Manual– Chapter Officer Handbook and/or officer training material– Legislative handbook (on website)– FEW Bylaws: National, Regional, & Chapter– Chapter budget– Previous year’s correspondence, meeting minutes and
committee reports (retain committee reports two years)– Reports and recommendations of predecessor– FEW National Directory (current)
21
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Roles and Responsibilities (con’t)The President should serve as ex officio member of all committees
except the nominating committee.
An ex officio member has all the rights and privileges of any member of the committee, but is not counted in the quorum.
The President should be sure committee chairs and members know what is expected of them and coordinate the actions of the various committees.
22
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Roles and Responsibilities (con’t) Conducting Meetings
– Presiding at meeting is the role most commonly associated with the office of President
– Highly visible leadership role– Detailed planning prior to meeting ensures success
Attend all chapter functions– Shows your support
Don’t spread yourself too thin– Being President is important – Needs your time and attention– Learn to delegate – use officers & committee chairs
23
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Roles and Responsibilities (con’t) Before each meeting:
– Prepare a complete agenda– Discuss agenda with the parliamentarian– Include unfinished business from previous meeting– Determine if officers and committee chairs have reports to
make– Check bylaws and standing rules to ensure compliance in
all matters– Distribute all correspondence promptly– Discuss meeting plans with the Program Chair
24
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Roles and Responsibilities (con’t) At the meeting:
– Arrive early. Begin on time. Meeting may be called to order without a quorum, but a quorum must be present to conduct business
– Preside in a business-like manner. Use parliamentary terminology– Be impartial. Refer to yourself as ‘the Chair’ when presiding, and as ‘your
President’ when making a report– Be sure a motion is offered before the discussion begins– Don’t let the business meeting lag
Take a vote on non-controversial business by general consent Tactfully stop discussion not related to the pending motion Discourage repetitious discussions
– Keep meeting moving – use clock to time discussion– Adjourn on time
25
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Roles and Responsibilities (con’t) Between meetings:
– Carry out decisions made– Evaluate your role as presiding officer– Hold regular Chapter Board meetings
Evaluate progress made toward goals– Work closely with Program and Membership Chairs– Attend all committee meetings– Assure all information received is communicated to
membership– Preside at all Chapter Board meetings
26
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Vice President– Valuable Assistant Leader– Sensitive to Needs of Chapter Members– Works to Foster Strong Support– Dependable-Positive Attitude-Enthusiastic
27
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
General Duties of the Vice President– Serving as an aide to the President
President’s right-hand helper– Presiding in the absence of the President or when called
upon by the President– Representing the President when requested– Assuming the duties of President upon resignation or death,
until the position is filled in accordance with the bylaws– Performing other duties as set forth in the chapter bylaws or
Policy & Procedure
28
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
The Secretary– Keeper of the Records– Aide to the President– Prompt-Accurate-Dependable-
Positive Attitude-Enthusiastic
29
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
General Duties of the Secretary– Keep accurate records of proceeding of the organization through
minutes of all meetings– Provide the President, within 15 days following a meeting, a copy
of the minutes– Keep up-to-date copies of bylaws and standing rules for Chapter,
Region & National Have them available at all meetings
– Read the minutes of previous meeting (not necessary if emailed to membership)
Note corrections made ‘Approved’ or ‘approved as corrected’ followed by date and initials
– Maintain a permanent file of all correspondence and documents
30
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
The Treasurer– Keeper of the Funds– Honest-Punctual-Possesses Integrity-
Dependable-Positive Attitude-Enthusiastic– Knowledgeable of bookkeeping methods
31
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
General Duties of the Treasurer– Authorized custodian of the chapter’s funds– Obtain signature cards necessary to transfer control of the
chapter’s funds from previous treasurer– If not bonded, it is recommended that checks be signed by two
persons– All monies received need to be deposited within 5 days of receipt– Collects all monies from dues and chapter activities– All expenses paid by Treasurer from bank account– Duplicate records of all bank deposits and receipts– Chapter monies are never held or deposited into personal
accounts– Require a copy of the bank statement with the report
32
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Membership – Regular Members– Lifetime Membership– Amount – National dues are $45.00 per year
– $20.00 will be reimbursed to the chapter
– Renewal date for new members is their anniversary date
– Members (joined before July 2008) renewal date is March 1
– New members can join anytime
33
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Membership • Regular Members
• Anyone that supports the purposes of FEW• Join a FEW Chapter
• Lifetime membership • One-time payment of $300.00 to National
– After 5 consecutive years of membership
• Chapters and Regions may also assess dues
• Diamond Lifetime membership• Lifetime upgrade• One-time payment of $200.00 to National
34
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
Communication is the Key– Within the chapter
Emails Newsletters
– Between the Chapter and Region– Between the Chapter and National
Use expertise of National Officers– Example – hotel contract reviews
35
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
• Leadership– Embracing Responsibility– Eliciting Cooperation– Visions– Planning– Listening
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
What does it mean to be a leader?• A complex process by which you influence others to
accomplish a mission or task.
• A person carries out this process by applying her/his leadership attributes
Beliefs - Values - Ethics Trust – Knowledge - Skills Character -
Confidence
37
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
• Responsibility– Learn to say “no”– Learn to volunteer– Take an interest in the people around you– Promise little – deliver a lot
38
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
• Cooperation– Your goal is to have your followers trust you– Find out what people want
• And why they want it
– Figure out ways of trading what you have for what you need
– Smile at people and look them in the eye– Share information with your team
39
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
• Planning– Necessary for team to attain its goals– Plan for every contingency– Leave a lot of wiggle room– Adequate resources– Plan for change
40
FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING
• Listening– Pay attention to what people say & how they
say it– Pay attention to the needs of your team– Focus & concentrate
• Listen to only one person at a time
– Develop your own inner voice• Learn to listen to it
– Pay attention to the work around you
DISCUSSION/QUESTIONS