Transcript Chairing a Commission A Primer

CHAIRING A COMMISSION
Responsibilities & Resources
Association of Florida Colleges Annual Convention
Presented
by Dr. Christina Will
November, 2012
Purpose of a Commission
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Provide professional development for members
 Biggest
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personal benefit/ROI of membership
Serve as an information & advocacy resource for
AFC
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Provide leadership experience for Commission
Board members
Provide networking opportunities for all
Role of Chair
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Direct overall operations of Commission
Serve on the AFC Board of Directors (BOD)
Plan & coordinate Commission events
Promote your Commission
Ensure Commission has a written mission, objectives,
bylaws, accurate financial records, web site
Submit a year end report
 See
Standing Rule IV, Section 9 in the Leadership
Manual
Commission Requirements
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Must fill all Commission Board positions
Must have at least one Commission Board meeting
in addition to that held at Convention
Must host at least one professional development
conference in addition to a session at Convention
Must award an Exemplary Practice
 This
is the Commission’s Convention session
Commission Requirements
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Must maintain presence on AFC web site
Must communicate with all Commission members
Must comply with Standing Rule IV
Failure to do so for 2 years will place the Commission
on provisional status. After three years on provisional
status the Commission will be decommissioned.
Communication is Key
Work with Commission Board members
 Conference
calls
 www.freeconferencecall.com
 Suncom
Meet Me
 Elluminate
 Have
a written agenda
 Keep minutes
Communication is Key
Involve Commission members
 Commission
page/group on AFC website
 Mission
statement, objectives (operational plan) & bylaws
 Meeting minutes
 Announcements: conferences, calls for nominees, calls for
judges, award winners
 AFC’s
email blaster
 Newsletter
or ‘State of the Commission’ email
 Announcements: conferences, calls for nominees,
calls for judges, award winners
Communication is Key
Keep AFC’s Board of Directors informed
 Written
report to BOD required – 4 per year
 Watch for email from Tina Ingramm
 BOD meeting attendance
 Send
Chair-elect if you cannot attend
 Send me & Tina written report if you cannot attend
 BOD
meeting dates
 Meeting
& conference information on AFC’s web site
 You must register for BOD meetings
2013 Meeting Dates
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Board Meetings – Must attend or send Chair-elect
 January 30 in Tallahassee
 July 10 in Cape Coral
 September 12 – Tentative date! Usually held at Convention
location (Destin)
 Pre-Convention – Probably November 12 in Destin
Conferences
 Leadership: Jan. 31 - Feb. 1in Tallahassee
 Membership: July 11 - 12 in Cape Coral – Marina Village
 September CCP: Sept. 12 (tentative)
 Convention: Nov. 13 – 15 at the SanDestin Hilton
To-do List
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Review the Commission’s mission
 Have
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Review the Commission’s bylaws annually
 Have
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the mission approved by membership
the bylaws approved by membership
Draft annual objectives
 Involve
Commission Board members
 Tie objectives to Commission’s and AFC’s mission
 Complete Operational Plan (link on AFC site)
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Publish all on web & send me a copy
To-do List: Spring Conference
START PLANNING NOW!
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What? - single, joint, or Region?
Where?
When?
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Must be held by May 31, 2013
Who?
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Emcee
Presenters:
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Best Practice nominees?
Call for presentations?
Paid speaker?
How?
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Registration
Food
Publications – programs, signs
Hotels
Look at the
Spring Conference
Guidelines
Conference date must be
reported to BOD by
Jan./Feb. meeting!
To-do List: Convention
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Required: Best Practice Award Winner
 Submit
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all required information to AFC (web)
Required: Annual business meeting
 Request
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Table for membership drive or fund raiser
 Request
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time & room from AFC (web)
from AFC (web)
Item for Silent Auction
Donation to Burst the Balloon
To-do List: Commission of the Year
Award
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All Commissions should apply
Application is online
Award covers October 1, 2012 – September 30,
2013
 Get
information from current Chair
 Check the Commission web site
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Application due no less than 2 weeks before
Convention
Winner is announced at Convention
Commission of the Year Award
Documentation Needed
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Membership activity
Commission activities
Professional development sessions
 Meetings
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Exemplary Practice Award
Criteria & procedure
 Winners
 Presentation at Convention
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Goals & Objectives
Bylaws
Commission of the Year Award
Documentation Needed
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Financial report
 Give
Eileen enough time. Ask after last fund raiser or
expense. Do not ask right before Convention.
Newsletter – or email updates
AFC will confirm:
 Chair’s attendance at BOD meetings
 Written reports to BOD
 Commission web site or link on AFC server
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Helpful Hints
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Use the Commission of the Year Award application to:
Develop your own to-do list
 Develop a timeline
 Document what you do as you do it
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Seriously, start planning the Spring Conference now
Allow plenty of time for Exemplary Practice submissions
and judging
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Contact Chapter Presidents for assistance getting applicants
Comply with AFC deadlines
Who to Contact
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Adrienne Bryant [email protected]
 Membership
& web site
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Marsha Kiner
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Tina Ingramm
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Eileen Johnson [email protected]
[email protected]
 Convention & conference
[email protected]
 Meeting information & publication submissions
 Financials
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& awards (checks, plaques)
Michael Brawer [email protected]
 AFC
or legislative concerns
Ask Me Anything!
Dr. Christina Will
V.P. for Commissions
(904) 808-7482
[email protected]
“Connect” with me at www.myafchome.org
and visit
www.myafchome.org/commissions