Transcript Workshop for Presidents

District Five 2012 Conference
Workshop for Presidents /
President-Elects
Kathleen Howard – Governor-Elect District Five
Germaine Vonderhaar – First Vice Governor District Five
Dona Garretson – President Altrusa International Inc.
Thought For The Day
The most dangerous leadership myth is that
leaders are born-that there is a genetic factor
to leadership. This myth asserts that people
simply either have certain charismatic
qualities or not. That's nonsense; in fact, the
opposite is true. Leaders are made rather
than born.
Warren G. Bennis
Workshop Agenda
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Overview of the President’s Job
Incoming President’s Checklist
Resources
Meetings
Motivation
Can I really do this?
You have agreed to serve a term as your
local club president.
You will hold the club’s most challenging position. The office
of club president offers the most reward as it is the office
most able to move the club forward. With the help of the
board and individual committee members, you can help the
membership attain exciting new service achievements as
well as gain greater community recognition for the club.
In addition, presidents develop the type of leadership skills
that are needed and drawn upon by the District when
slating officers and appointing committee chairs and by
International when making committee appointments.
Your Responsibilities
• Prepare a written agenda for all
club meetings.
• Preside with enthusiasm at meetings.
• Express appreciation for club achievements.
• Follow approved parliamentary procedure.
• Make sure your club has a strategic plan and that it
is being implemented and monitored yearly
Your Responsibilities, cont.
• Share District and International communications with
members and/or officers and committee chairs.
• Oversee the proper functioning of club committees.
• Sign all membership certificates.
• Serve as the club’s community representative, attending
functions where Altrusa should be represented, or
appointing another member to serve as the club’s
representative.
• Chair Board Meetings.
Study the President’s Handbook
This is newly updated in
2012 and available on the
International website.
(www.altrusa.org then log in)
What’s Next?
• Report officers to International and District,
if not already done by your current President.
• Select your committee chairs (except the
nominating committee), and report names to
International and District.
• Forms are sent to the current President or
can be printed from the International
website.
Incoming President’s Checklist
Study the Altrusa Encyclopedia and all other
publications..
Meet with the club strategic planning
committee to evaluate plan and make
necessary changes
Incoming President's Checklist
 Study the current program issue of the
International Altrusan.
 Conduct club planning session/retreat.
 Meet with new committee chairs to discuss club
goals for the next year.
 Announce committee appointments and encourage
committees to begin meeting.
Incoming President’s Checklist
Ask committee chairs to meet with
committee members in late April to set
committee goals based on the club’s
strategic plan. Meet with finance committee
to begin preparing budget. Give all
committee chairs a date to have all requests
for funds to the finance committee
Incoming President’s Checklist
Share ideas/wishes for installations with
appropriate committee.
Attend Incoming President's Workshop
Most Important Paperwork to
Submit
•Roster of club officers and committee
chairs
• after election of officers
• By current or out-going President
•Club visit notification/request form
• Will get from district visitor
•Award nominations
• Submitted by February 1
•List of Conference delegates
Where Can I Get Some Help?
• Altrusa Websites – International and District
• Publications from International Office –
many are available online
• A Phone Call or email to your Immediate Past
President
• A Phone Call or email to a District Board
Member
• Your Club President’s Handbook
• Your Club President’s Calendar
Practical Tips
• Start to Plan Your Club Year by adding
your local club events to the President’s
calendar. Include:
– Projects
– Fundraisers
– Meetings dates and places
SMART Planning
• Specificity: What do you really want to
accomplish?
• Measurability: How will you know if you’ve
succeeded?
• Acceptance: Is your club willing to do this?
• Realistic: Is your club capable of doing it?
• Time-bound: When will you do it?
Why Are We Meeting?
1.
2.
3.
4.
To communicate information
To plan and solve problems
To increase buy-in of our activities
To interact so that the group “bonds”
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Our best Altrusa meetings do all 4!
What’s Wrong With Our Meetings?
The Survey Says………
• Drifting off subject 83%
• Poor presentation 77%
• Questionable effectiveness 74%
• Lack of listening 68%
• Participants too verbose 62%
• Length 60%
• Lack of participation 51%
Agenda Planning
• All Business meetings have a set format. Develop
your agenda around the format:
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Minutes from previous meeting
Treasurer’s report
Correspondence
Actions of the Executive Committee
Committee reports
Unfinished business
New business
Agenda Planning, cont.
• Be as specific as possible
– Include actions (votes, sign-ups)
• Consider including time allotted for each
item
• Distribute BEFORE the meeting
– Let members know what they’ll miss if they don’t
attend
The #1 Meeting Problem:
Losing Focus
• Discussion off agenda item or point of
meeting
• Excessive digressions
• Lack of participation by some, domination by
others
• Bickering, disrespectful behavior
• No conclusions or decisions
• Side conversations
Getting Back on Track
• Remind purpose of meeting/agenda topic
• Clarify question on table; summarize
discussions
• Recognize contributions
• Control disruptive behavior
• Table items if no decision can be made
» Source: Human Resource Growth Partners, 2001
Meeting Problems:
Lack of participation
• Keep meeting focused
• Encourage quiet members, control excessive
talkers
• Make suggestions, allow silence and listen
carefully
• Reinforce participation
• Ask for committee input to spur participation
• Chart group response
» Source: Human Resources Growth Partners, 2001
Concluding the Meeting
• Review progress and decisions
• Review assignments, due dates, and checkpoints
• Develop items for next agenda
• Thank participants
» Source: Human Resources Growth Partners, 2001
Motivating Your Members:
Involve Them
• Learn their interests and
skills
• Ask for their opinions and
ideas
• Provide interesting projects
• Ask them. They may be waiting for an invitation to
help!
» Source: Human Resources Growth Partners, 2001
Motivating Your Members:
Recognize Them
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Publicly thank
Mention in newsletters
Certificates
Altrusan of the Year
Motivating Your Members:
Make it FUN!
Exemplary Presidents
• Know the “unspoken rules” that will irritate
members if not followed.
• Know what past presidents have done that
“wowed” your members
• Use expertise of past presidents and chairs
• Welcome new members and guests at
events
Exemplary Presidents, cont.
• Include as many different people as possible in
activities: one-time events, and at monthly rituals
like leading the pledge and grace.
• Keep redundancy out of Board and Business
Meetings.
• Delegate tasks and then follow up to see that they
have been done.
• Don’t try to do everything yourself.
Your Issues??
Altrusa Trivia
• Which is correct?
– District Five or District 5?
– Altrusa Chapter or Altrusa Club?
– Altrusa International or Altrusa International, Inc.?
• Presiding Officer’s pin gavel placement
– Anywhere, above, or below? left or right?
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Member pin placement
– Lapel?
– On left side or right?
• Treasurer’s report
– Vote to accept or file for audit?