Post on 24-Dec-2015
Objectives
– Understand the requirements and responsibilities for your position
– Learn how to help the effectiveness of meetings– Available resources– Other?
In General
– Attendance at meetings– Bring ideas– Be familiar with the bylaws– Operate in accordance with society guidelines– Provide a welcoming environment– Provide a positive member experience
Elected Officers
• Manages chapter affairs - On-going• Reviews the treasurer's report – monthly• Receives reports from officers, committees and
sections and act on motions and recommendations - monthly
• Refer business to the full membership - as required by chapter bylaws
•
Elected Officers
• Approves chapter strategic plan and updates it annually
• Approves chapter budget
• Assist with transition
Delegate
• Represent the chapter membership at the House of Delegates (HoD)
• Communicate with chapter membership• Attend the HoD annual meeting in June or
appoint a proxy
Secretary• Maintain and retain all chapter files - two years • Issue notices of all chapter meetings and
functions• Record and distribute minutes of all chapter
meetings to chapter officers and ASSE HQ either electronically or by mail
• Maintain chapter membership records
Secretary• Provide information about new chapter
members to chapter officers and committee chairs
• Assist President in completing the Chapter Operations, Strategic Planning & Annual Performance Reporting Tool
• Retain custody of the chapter charter, Affiliate Agreement, Incorporation papers and SOG 8.10 Maintenance of Chapter Charter.
Secretary
• Act as monitor of all deadlines to ensure that the Chapter meets all minimum criteria for charter retention
• Assume Chapter Treasurer duties when necessary
• Ensure orderly transition and transfer of records to succeeding Secretary
Meeting Minutes
• The kind of meeting being held (regular, executive committee, special)
• Chapter name • The date, time and location of the meeting • The time the meeting was called to order • For small meetings, a list of officers, members and guests
present • Whether a quorum was present
Meeting Minutes
• A call for additional agenda items • Approval of the previous minutes and any
corrections
• A treasurer's report • Old and new business items • Brief report summaries
Meeting Minutes
• Exact final wordings of all main motions, with the names of the movers • The results of votes on main motions (when votes are counted or taken
by ballot, the numbers of votes on both sides are usually recorded) • Motions that have been tabled or postponed • Announcements • The time of adjournment • The date, time, and location of the next meeting • The signature of the Chapter Secretary
Robert’s Rules of OrderMember Makes a Motion
President restates the motion
Someone else seconds the motion
President asks for the vote
Results of the vote are announced
Members debate the motion
Robert’s Rules of Order• Only one motion at a time– Subsidiary motions– Amendments– Incidental motions
• Motions can’t be outside the scope of the by-laws
• Motions can’t conflict with motions already adopted
Robert’s Rules of OrderMember Makes a Motion
President restates the motion
Someone else seconds the motion
Motion to amend the original motion
Second of the motion to amend
Members debate the motion
Results of the vote are announced
Vote on the amendment
Discussion on the amendment
Results of the vote are announced
Discussion on Amended Motion
President asks for the Vote
Newsletter Editor
• Publish and distribute newsworthy items• Copy RVP (or AD) and chapterservices@asse.org
on communications• May include meeting announcement• Graphics and pictures• Membership information
Program Chair• Responsible for arranging time/date/location of
chapter meetings & event.• Also arranges for special speakers, necessary
equipment, and meeting room setup for chapter meetings & events.
• Frequently communicates with the Newsletter Editor regarding chapter meeting schedule and upcoming events
Professional Development Conference Chair
• Responsible for the development of the educational programs for the chapter.
• Works directly with the Chapter Executive Committee to plan the chapter’s annual PDC (if they have one).
Government Affairs Chair• Serves as the chapter’s link between ASSE’s national
government affairs efforts and members in the chapter. • Regularly updates the chapter on ASSE’s efforts at the federal
level and updates on all SH&E-related legislation.• Regulations in the states are sent to the Government Affairs
Chair, who is expected to share relevant information with the chapter’s members.
• Lead the chapter’s involvement in state government affairs, working with other chapters in the state to involve ASSE in legislation and regulations that need the influence of ASSE member SH&E professionals.
Awards and Honors Chair• Responsible for ordering awards/certificates for chapter
members, presenting honors and recognizing chapter members for achievements, and working with the Newsletter Editor, Webmaster, and Program Chair to notify membership of pertinent awards.
• Works directly with Chapter Executive Committee to recognize volunteer leaders
• Make it easy to recognize members
Public Relations Chair• Serves as the focal point for local members on working
with ASSE Public Relations, in monitoring the local media on SH&E issues, the SH&E profession and local issues and being a key local contact for the local media – print, electronic and social.
• Receives one-on-one media training with the ASSE PR manager and help also, to distributed ASSE news and information.
Communications Chair• Works with secretary• May also be webmaster – work with Society on web
updates• Social Media?• Communications from executive committee to chapter
members
Membership Chair• Recruits members • Ensures that new members are recognized and introduced
at one or more membership meeting • Maintains a list of potential members • Instructs and supports prospective members in the process
of becoming a member • Informs members of membership campaigns and
encourage their support and participation in membership drives
Downloading Chapter Roster• Members who Joined since the 1st of Last Month • Members who will Expires this Month• Count of Members in your Chapter• Transfers INTO your Chapter in the last 30 Days • Transfers OUT of your Chapter in the last 30 Days • ALL Transfers INTO your Chapter • ALL Transfers OUT of your Chapter
Recap• Who is responsible for a positive member experience?• I’m a member at large on the board – do I need to show up
to board meetings?• Only the chapter president needs to be concerned about
by-laws T/F• The secretary position is the cushiest one on the board T/F• Meeting minutes have to be kept forever T/F
Member Involvement/Engagement• Is this important?• What value do engaged members bring to the chapter?• What does a greater number of engaged members do for
you as a chapter leader?
2011 ASSE Leadership ConferenceChapter Officer
Are Your Members Engaged?
What makes members feel engaged? What rejects members?
Member Involvement/Engagement• Member get a member• Bring guests to
meetings• Calling members who
don’t attend meetings• Surveys
• Setting a goal• Track the goal• Celebrate
Asking for Involvement
• Know their interests• Specific task• Mentor• Specific timeline• Be upfront about commitment• Feedback and recognition