Transcript SWCS Chapter Leadership Guides

Chapter Leadership
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Outline
• Duties of officers
• Functions of typical
committees
• Typical annual activities
• Officer/Leader resources
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Duties of officers
Typical officer positions
• President
• President-Elect
• Vice-President
• Secretary
• Treasurer
• Past-President
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Duties of officers
President
• Provide leadership and DELEGATE
• Encourage other officers to fulfill
their duties
• Preside at Executive Council and
business meetings
• Appoint committee and task force
members
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Duties of officers
President
• Encourage committees & committee
leaders to fulfill their duties
• Prepare agendas for Executive
Council and business meetings
• Call special meetings of the
Executive Council & membership
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Duties of officers
President
• Carry out orders of the Executive
Council
• Chapter signatory authority
• Report on Chapter activities to
membership
• Appoint task forces to accomplish
Chapter business
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Duties of officers
President
• Prepare of Chapter’s Annual Core
Activity Report
• Chapter representative to Regional
Team
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Duties of officers
President Elect
• Prepare for upcoming term as
president
• Performs duties of the President in
absence of the President
• Chair the Membership Committee
• Other duties as prescribed by the
Executive Council or President
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Duties of officers
President Elect
• Chapter Delegate to International
SWCS Conference
• Prepare slate of committee chairs
and committee members for approval
by Executive Council
• Prepare plan of work and strategic
plan for following year
• Regional Team member
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Duties of officers
Vice President
• Assume duties of the President-Elect
in absence of President-Elect
• Chair the Program Committee, which
is responsible for ….
• Member of Awards Committee
• Other duties as prescribed by the
Executive Council or President
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Duties of officers
Secretary
• Record minutes of Executive Council
and membership meetings
• Give and serve all required notices of
the Chapter
• Attest to documents signed by the
President or authorized Chapter
representatives
• Maintain chapter membership
list/listserv
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Duties of officers
Secretary
• Serve on Membership Committee
• Serve as communication liaison
between the Chapter and SWCS
• Inform Ankeny of chapter delegate to
the International Meeting
• Other duties as prescribed by the
Executive Council or President
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Duties of officers
Treasurer
• Maintain Chapter financial records
• Responsible for all funds, notes, securities,
and other property of the Chapter
• Furnish a statement of the Chapter’s
financial condition at Executive Council and
the annual meetings
• File the appropriate federal tax forms and if
appropriate state tax forms (income and
sales)
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Duties of officers
Treasurer
• Authorized signatory for Chapter funds
and securities
• Manage Chapter funds and securities
• Registered agent of the Chapter
• Assist in the annual audit of the
Chapter’s accounts
• Other duties as prescribed by the
Executive Council or President
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Duties of officers
Past President
• Serve as advisor to President
• Assist with membership development
and mentoring
• Prepare and submit the Annual
Chapter Core Activity Report
• Assist Awards committee in preparing
of Chapter award applications
• Other duties as prescribed by the
Executive Council or President
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Typical committees
• Audit
• Awards
• Finance
• Membership
• Nominating
• Program
• Public
Relations
• Newsletter
• Webmaster
• Student
chapter
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Functions of
Committees
Audit
• Review Chapter financial records
at end of fiscal year
• Provide audit report to Executive
Council & membership
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Functions of
Committees
Awards
• Solicit nominations for Chapter,
Society and other awards
• Prepare award applications
• Submit nominations for awards
to Executive Council
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Functions of
Committees
Awards
• Submit award applications
• Plan and conduct award
ceremonies
• Ensure proper recognition of
award winners
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Functions of
Committees
Finance
• Prepare and recommend annual
budget to the Executive
Committee/Council
• Seek funding to finance
projects, activities, scholarships
and programs
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Functions of
Committees
Membership
• Promote membership in the
Chapter
• Develop & implement strategies
to recruit new members
• Develop strategies to retain,
motivate, and engage new &
existing members
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Functions of
Committees
Membership
• Periodically survey professional
needs of members, and report to
Exec Council & program cmtg
• Maintain a new-member mentor
program
• Identify potential officers and
committee members
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Functions of
Committees
Nominating/Elections
• Identify potential officers
• Insure that nominees understand
duties and are prepared to serve
• Select a slate of officers
• Prepare election material and
balloting process
• Conduct elections
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Functions of
Committees
Nominating/Elections
• Tally votes & certify results
• Advise all nominees of results
immediately
• Announce results of elections
• Plan and implement the new officer
swearing in ceremony
• Maintain officer job descriptions
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Functions of
Committees
Program/Professional Development
• Identify professional development needs
of members and potential members
• Plan and implement chapter meetings
and other activities to meet member and
non-member professional development
needs and promote Chapter goals
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Functions of
Committees
Public Relations
• Disseminate information about
SWCS to the general public and
professional organizations,
industry, and agencies with
similar missions and goals
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Functions of
Committees
Public Relations
• Write informational pieces on
conservation topics for the
website, newsletter, and other
outreach efforts
• Oversee the website and
newsletter subcommittees
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Functions of
Committees
Student Chapter
• Develop and support SWCS
student chapters at colleges
and universities
• Mentor SWCS student members
• Support the faculty advisor
• Engage students in Chapter
activities
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Typical annual
activities
January
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Annual financial audit
Annual work plant developed and adopted
Annual budget developed and adopted
Executive Council meeting
Submit new officer list to SWCS
Submit Annual Chapter Core Activity Report and
Chapter Award applications to SWCS
February
• Committee meetings
• Quarterly newsletter
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Typical annual
activities
March
• Committee and Executive Council meetings
April
• House of Delegates resolutions developed and
delegate appointed
• Committee meetings
• Spring meeting agenda/registration material
distributed
May
• Committee and Executive Council meetings
• Quarterly newsletter
•
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Typical annual
activities
June
• Annual Spring/Summer Meeting
• Committee meetings
• Executive Council meeting
July
• Committee meetings
• Annual SWCS International Meeting
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Typical annual
activities
August
• Annual Fall/Winter meeting agenda/registration
material distributed
• Committee and Executive Council meetings
• Solicit nominations for chapter officers
• Nominations solicited for Chapter, Society, and
other awards
• Quarterly newsletter
September
• Committee meetings
• Slate of officers developed
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Typical annual
activities
October
• Chapter elections
• Committee and Executive Council meetings
• Officers and committees prepare annual reports for
annual business meeting
• Annual fall technical and business meeting
November
• New committee chairs appointed and
responsibilities and special charges identified
• Committee members recruited
• Committee meetings
• Quarterly newsletter
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Typical annual
activities
December
• Executive Council meeting
• Committees review Chapter strategic plan and their
assigned responsibilities, develop annual work
plans, set meeting dates, and propose budgets
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Resources for
Chapter Leaders
• Chapter Leader Guides
• Chapter Leader Manuals
• SWCS Leadership Development
Workshop materials
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
What are Chapter
Leader Guides?
• Provide guidance on specific activities
• Updated by SWCS committees and
distributed through SWCS website
• CLG1--Conducting Successful Meetings
• CLG2--Getting Your Chapter's Message Out to the
Public
CLG3--Creating Strong Student Chapters
• CLG7--Membership: Ensuring Growth and Vitality
• Offering Continuing Education Units: A Guide for
SWCS Chapters (version 2.01)
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
What are Chapter
Leader Manuals?
• Manuals developed by individual
chapters to:
• Define mission, goals, objectives, and
operating procedures of individual chapters
• Identify the responsibilities of chapter
officers, committees, and committee chairs
• Provide annual timeline for important
chapter activities
• Template available on SWCS website
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Virginia Chapter Leader
Guide
1. Chapter Vision, Mission, and
Objectives
2. Introduction
3. Chapter Officers and Duties
A. President
B. President-Elect
C. Vice-President
D. Secretary
E. Treasurer
F. Past President
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Virginia Chapter Leader
Guide
4. Executive Council
a. Membership
b. Term Length
c. Duties of the Executive Council
d. Duties of 2nd Year Council Member
e. Duties of 1st Year Council Member
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Virginia Chapter Leader
Guide
5. Chapter Committees
A.
B.
C.
D.
Structure of Standing Committees
Duties of Committee Chairpersons
Duties of All Committee Members
Standing Committee Responsibilities
i.
ii.
iii.
iv.
v.
vi.
Program Committee
Membership Committee
Awards Committee
Finance Committee
Audit Committee
Nominating Committee
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Virginia Chapter Leader
Guide
6. Ad-Hoc Committees and Positions
7. Student Chapter Advisor
8. Activities/Events Timetable
9. Virginia Chapter Bylaws
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI
Questions?
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2009 SWCS Annual Meeting Leadership Development Workshop
Dearborn, MI