Transcript Document

Guidelines for Local
TEDA Chapters
2012-13
State TEDA Officers
O President: Diane Broome
O President Elect: Linda De Zell Hall
O Vice President: Renee Kwiatek
O Treasurer: Julia Rodriguez
O Secretary: Sandra Meek
O Membership Secretary: Jeanne McKinney
O Past President: Alena Wilson
State TEDA Officers
continued
O Advisors:
O Dr. Ralph Hausman
O Dr. Cynthia Simpson
O Dr. Edward Schultz
O WEBSITE: www.TxEDA.org
All officers can be contacted through the
website.
Directory of Chapters
O Region 1 – Rio Grande Valley
O Region 2 – Coastal Bend
O Region 3 – Gulf Coast
O Region 4 – Hou-Met
O Region 5 – Sabine – Neches
O Region 6 – Bluebonnet
O Region 7 – ETEDA
O Region 8 – TEDA.NET
Chapter continued
O Region 9 – Red River
O Region 10 – Dal-Metro
O Region 11 – Metro West
O Region 12 – Brazos Valley
O Region 13 – CAEDA
O Region 14 – Big Country
O Region 15 – Amigos de los Ninos
O Region 16 - EDGS
Chapters continued
O Region 17 – Caprock
O Region 18 – Big Bend
O Region 19 – El Paso Area
O Region 20 – Alamo Area
Office of Chapter President
O Provide professional leadership to the
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chapter’s planning and program
Call and preside at meetings of the
Executive Board
Call and preside at meetings of general
membership (at least 3 per year)
Coordinate program planning
Serve a three-year progression – President
Elect, President, and Past President
Office of Chapter President continued
O Serve as an ex-officio member of all committees
except the Nominating Committee. Remind the
nominating Committee that persons nominated
for office must be current paid TEDA members
O Recommend the Standing Committee
chairpersons to the Executive Board for their
approval
O Appoint an Audit Committee consisting of three
member from the chapter membership
Office of Chapter President continued
O Communicate with state officers, local
Executive Board, and the chapter
membership. (Examples – Newsletter or
email committee to remind members of
meetings)
O Make sure all chapter Bylaws and Standing
Rules are up to date and are filed with the
State Executive Board
Office of Chapter President continued
O Attend as delegate and/or appoint another member
to attend, any meeting or workshop held by the
State Executive Board, including State Executive
Committee and General Assembly. Attend
Leadership Training hosted by the State Executive
Board
O Provide leadership in recruitment and distribution
of state membership application. Assist in
distributing membership packets to new prospects.
Assist the State Executive Board in explaining the
benefits of the TEDA insurance policy.
Office of Chapter President continued
O Encourage nominations for the Wilma Jo
Bush Award and Hall of Honor Award
O Encourage attendance at the Annual TEDA
Conference
O Serve a term of one year
Office of Chapter President Elect
O Serve in absence of the President
O Serve as member of the Executive Board
O Serve as Chairperson of the Program
Committee. Make necessary arrangements
for meeting site
O Attend as delegate any meeting or workshop
held by the State Executive Board, including
State Executive Committee meetings,
General Assembly, and Annual Leadership
Training
Office of Chapter President –
Elect continued
O Serve as the recruitment and public
information spokesman. Assist in
distributing the membership application to
new prospects. Assist the State Executive
Board in explaining the benefits of the TEDA
insurance policy
O Assist the President in the execution of
delegated responsibilities. Fulfill any other
duty assigned by the President
O Serve a term of one year.
Office of Chapter Vice
President
O Serve in the absence
of the President or
President Elect
O Serve as a member of
the Executive Board
O Assist in program
planning
O Fulfill any other
responsibilities
assigned by the
President
O Assist the State
Executive Board in
explaining the benefits
of the TEDA insurance
policy
O Serve a term of two
years.
O NOTE: If the chapter
doesn’t have a
President-Elect, the
Vice President will
assume those duties
Office of Chapter Secretary
O Obtain records from
previous secretary
O Serve as a member
of the Executive
Board
O Keep careful records
of all meetings
O Take care of
organization
correspondence
O Keep accurate rolls of
membership and
officers as well as
committee
chairpersons and
members
O Attend all meetings
O Fulfill any other duty
assigned by the
President
O Serve a term of two
years
Office of Chapter Treasurer
O Obtain audited records from the previous
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Treasurer
Serve as a member of the Executive Board
Serve as chairperson of the Membership
Committee
Disburse monies for expenses as approved
by the Executive Board and on authorization
of the President
Retain all receipts for expenditures
Office of Chapter Treasurer –
continued
O Provide a financial statement for preparation of
a budget. Provide financial report for
membership at meetings
O Submit to the Audit Committee a record of all
monies received and expended annually
O Receive dues rebate and membership report
from the State Treasurer. Collect any additional
dues for local chapter if appropriate. Assist
President in distribution of membership
application. Solicit non-renewed members from
previous years.
Office of Chapter Treasurer –
continued
O Transfer all records and monies to the new
Treasurer
O Fulfill any other duty assigned by the
President
O Serve a term of two years
Office of Chapter Immediate
Past President
O Serve as Chairperson
O Maintain a file of the
of the Nominating
Committee
O Present to the
Executive Board, the
Nominating
Committee’s report, at
least sixty (60) days
prior to the election
current Bylaws and
Standing Rules
O Serve as
parliamentarian at all
Executive Board
meetings, Executive
Committee meetings,
and general
membership meetings
Office of Chapter Immediate
Past President continued
O Be responsible for arranging installation of
incoming officers
O Serve as a member of the Executive Board
O Serve a term of one year
BASIC MEETING FORMAT
The President prepares an Agenda before each meeting. It should
follow the same pattern for order of business. Other officers should
remind the President of anything carried over from the last meeting
so it can be included on the Agenda ahead of time as Unfinished
Business. This allows the conduct of an orderly, brief meeting.
It is important to keep on track, not to bird-walk or allow extraneous
discussion and comments. If your group tends to do this, the best
solution is to establish a time for sharing stories either as part of the
program or to develop a means for fellowship prior to the program or
meeting. Combining business meetings with solid in-service
programs and a meal will likely meet most of the needs of your
members.
You may want to use the words given below if you are somewhat
uncertain as you start leading a meeting.
1. “The meeting will please come to order.”
2. “The Secretary will call the roll.” (This is an option if you want to do
it. You may also want to use it as an opportunity for people to
introduce themselves to the group or to get a head count of the
districts. Use it for your own purposes and to meet your needs. You
can leave it out if you don’t have a need for it.)
3. “The Secretary will read the minutes of the last meeting.” (The
secretary reads. If you have published and disseminated them to
members in writing in advance you may allow someone to move to
dispense with the reading of the minutes. This is beneficial if you
have a newsletter because it keeps people in touch if they’ve
missed a meeting.) “Are there any additions or corrections to the
Minutes?” If there are none, say, “The Minutes stand approved as
read.” If there are some, the minutes should be corrected. Then
say, “The Minutes stand approved as corrected.” (Nope, no motion
needed.)
4. “We will have the Treasurer’s report.” (Report is given.) “Are
there any corrections?” (Allow time, handle those.) If none, “If not,
the report will be placed on file subject to review.” (Note: The
Treasurer’s Report is not accepted by a motion – it is placed on file
subject to review. The rationale is that if mistakes are found in a
review you need to be able to correct them, not come back to a
meeting.)
5. If your officers have specific duties proceed with Officer Reports.
“We will now have the report from the Vice-President.”
…….”Membership Secretary”……..etc. Following the report: “May I
have a motion to accept the report?” OR If action is indicated, the
report may conclude with a motion for specific action. If so ask if
there is a second. Then have a discussion and action the motion.
6. “We will now have Standing Committee Reports.” (Begin with
Program, Governmental Awareness, Organizational Affairs, etc.)
Action now???? If so, and it is a committee of more than one
member, no second is needed. If it is only a one person committee,
obtain a second. Then have a discussion and act on the motion.
7. “Are there any reports from the Special Committees?” (Handle as
above.)
8. Go to Unfinished Business. If there are items on the agenda,
handle those first. If not, then ask, “Is there any Unfinished
Business?”
9. New Business. Handle those items on the agenda, then ask, “Is
there any new business?” It is the last point on the Agenda. When it
is complete -----10. It is important to announce when and where the next meeting will
be held.
11. “Is there any further business to be brought before the meeting?
If not, then this meeting is adjourned.” No, in this case no motion or
vote is needed. It is possible for someone to move to adjourn a
meeting before this point and that would require a second and a vote.
But if the agenda is completed, the chair may adjourn the meeting.
Keep the meeting brief and to the point. The President is responsible
for seeing that the discussion of any motion is sufficient to allow all who
wish to speak on the motion to do so. It is also the responsibility of the
President to see that the discussion stays on the subject of the motion.
The maker of the motion has the privilege of speaking first on it.
He/She may later vote against the motion, if points during discussion
change the original option, but the maker of the motion may not speak
against it. MEMBERS SHOULD NOT BE ALLOWED TO SPEAK MORE
THAN TWICE ON A PENDING MOTION, UNLESS PERMISSION IS
GRANTED BY THE MEMBERS PRESENT TO DO SO.
To bring discussion to an end and get the opinion of the members by
their vote, the President asks: “Are you ready for the question?” Then
restate the motion. Call for a vote by asking all those who are in favor
of the motion to “raise your right hand” OR “Say aye” or whatever you
like. Then ask for those who are against the motion to “raise left
hand” OR “say nay” or whatever. Do not ask those against the
motion to say “aye”. You should use a different way to signify negative
from affirmative. Announce that the “motion carried” OR “motion is
defeated”. Officers should be ready to assist the President in keeping
the meeting moving along as much as possible. If all of you are
comfortable with the flow of the Agenda and the direction of the
business, it is easier to have meetings that will accomplish their
purpose but not take forever.
Sample Agenda
 ____Chapter Educational Diagnosticians
Association
Meeting Date, Time
Meeting Place
 Call to Order
 Reading, correction, and approval of previous
minutes
 Officers’ Reports (includes Treasurer’s Report)
 Executive Committee Reports (if there is one)
 Standing Committees’ Report (List all of them)
 Special Committees’ Report (List all of them)
Sample Agenda
 Unfinished Business (List, if there is any
known ahead of time.)
 New Business (List, if there is any known
ahead of time.)
 Announcements (List, if there is any known
ahead of time. Include next meeting
information.
 Adjournment
Sample Agenda
 NOTE: You may find it helpful to prepare
your own copy, with the names of the people
involved in each item or presenting a report,
to avoid confusion. You may also want to
add a note or two to yourself about the
items, as prompts during the meeting, or key
points that must be covered. You may write
down when a motion is needed.
IDEAS FOR CHAPTERS
*Consider contact with the TCASE chapter in your region and plan a
program with them.
*Give a gift to all directors at their first meeting or at Christmas.
*Arrange a luncheon for directors and diagnosticians.
*Provide a gift incentive to those who join by the first meeting.
*Develop a chapter directory.
*Have a newsletter for chapter activities, events, or information
sharing.
*Have door prizes at meetings. Do the drawings in ways that
encourage people to get to know each other. If the treasury is low,
have district/SSA groups take turns providing them. Sometimes
merchants will donate coupons or freebies.
IDEAS FOR CHAPTERS – CONTINUED
*Have meetings around lunch or dinner. Have people pay a set
amount and the chapter pays the remainder if funds are limited.
*Do not overlook any avenue to get the word out. Keep directors
informed of the content of programs so they will encourage
diagnosticians to attend.
*Network with officers in other chapters. Share ideas and use the
ideas you get from others. Talk to regional service center personnel
about training options they might be able to provide. Service centers
are under a mandate to become “market driven,” so get in front of
the line to start being a market they want to please.
*Talk to consultants in your district. Do they have an area of
expertise that could be shared in a program? Help one another and
share strengths or interests.
IDEAS FOR CHAPTERS - CONTINUED
*Talk to consultants in your district. Do they have an area of expertise
that could be shared in a program? Help one another and share
strengths or interests.
*Contact state board officers whenever you think they might help.
*Share anything you receive with members and encourage them to
share with principals, teachers, and/or appropriate staff members.
Include “Compliments of TEDA” written on top before you copy it. Then
you can explain what TEDA means when they ask.
*Invite local government officials to attend local meetings.
*Use TEDA brochures to educate others.