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This is a presentation that has been developed on aspects of Chapter Management
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Chapter Management
Created by
Narelle Stoll CNT Trainer
JCI Virtual Community
Modules
• Planning• Meeting procedures• Role of chairman and minute secretary• Taking minutes• Proposing motions and resolutions• Preparing and presenting a Project Proposal• Chapter Chartering
Planning
Objectives
• Identify the purpose of planning• Identify what needs to be covered in a planning
day• Identify what further actions are required by
Directors
Welcome to the board
• The purpose of this module is to introduce you to the structure of a planning day
• Planning days should be held annually by a incoming board normally 1-2 months after being elected
• Chaired by the incoming President
Benefits of Planning
• Defines the mission and objectives for the organisation• Identifies strengths, weakness, objectives and threats• Aligns the activities to the mission and objectives• Enable performance measures to be established• Enables Directors to develop plans that align with
organisation objectives• Introduces and orientates new board members into the
structure and governance requirements of the organisation
What should be discussed • Organisation objectives and values• Threats• Operational areas (e.g.) Marketing Membership Programs and Events Governance Financial
• Activities and performance indicators• Following the day a draft plan is circulated to all board
members who then compile their yearly plan• The plan is then reviewed and finalised a month after
being circulated
What should new board members do at a planning day?
• Prepare beforehand a list of ideas and activities for their portfolio next year
• Turn up on time• Contribute positively to discussion• Support and positively contribute ideas to other portfolio
areas• Listen and respect other ideas• Take notes for what action needs to be completed
afterwards
Board members yearly plan
• At the conclusion of the planning day a board member should complete a yearly plan.
• This is a mini-version of a Chapter plan and contains their objectives and activities for what they are to do for the following year
• When completed this should be submitted to the President so it can be finalised and incorporated in the final plan
• At every board meeting a board member should prepare and present a monthly report. This should reflect progress of agreed activities that have been documented in the yearly plan
Useful ResourcesJCI Free Courses (don’t forget to log in)
360 Degree LeadershipNegotiation skillsTake off to GreatnessTeam MiracleTime Management for LeadersBridging conflictsDecoding the leaders messageHelp others
JCI Official Course
• JCI Admin
JCI Local Action Guides
Non JCI Courses
Not for profit management
Strategic Management
Organisational Planning documents and templates
Exercise
• Download copy of draft Chapter plan
• Then watch the following video active JCI framework
• Then work through the plan as to what activities you can do to meet these objectives
Meeting Procedures
Planning for a meeting
Place National or Local Organization logo hereColoca el logotipo de tu Organización Nacional o Local aquíInsérer ici le logo de l’Organisation nationale ou locale
Objectives • Identify the importance of meeting preparation• Identify the roles of the chairman and meeting secretary• Develop skills and techniques for taking minutes• Identify the process for creating and implementing
motions and resolutions• Learn about the techniques for preparing a project digest
Group Question
• Ask the group to think about the two questions• Why do we have meetings?• What do we want to achieve from meetings?• What should we think about when we are planning
meetings?
Why do we have meetings?
• To gather and communicate information• To share ideas, views and opinions• To meet governance and legal requirements• Encourage participation of individuals• To solve problems and make decisions
What outcomes do we like to achieve from our meetings
• Well planned • Meet objectives• Run on time• People have the opportunity to raise issues of concern• Good attendance• Culture of respect and cooperation
What needs to be considered for a meeting
• Objectives• Attendees• Environment or location• Date, time, frequency• Technology or equipment to be used• What needs to be sent or prepared beforehand• Timeframes and deadlines for activities
Format for the agenda
• Date time location• Chairman, Secretary• Apologies• Past minutes• Correspondence• Reports• Motions on notice• Other Business
Exercise
Please watch the following video and note down some observations about the following meeting
• Did the meeting meet its objectives?• What went wrong?• Why do think it happened?
How well do you think you plan meetings
Please download the following meeting review checklist and make note of the following
• What do you think you do well?• What are some areas of improvement?• What three actions do you think you will implement to
make your meetings more effective?
Useful resources
JCI Free Courses (don’t forget to log in) The Chair
People centred Management
JCI Official Course• JCI Admin
Other non JCI materialRunning a meeting
Meeting procedures
Role of Chairman
& Meeting Secretary
The role of the Chairman and Secretary
Group Activity
• Why do we think these roles are important to a meeting?• What skills do these people need to be effective in their
role?
Skills of the Chairman and Meeting Secretary
• Goal oriented• Clear thinking • Calm• Disciplined-committed to starting and finishing the
meeting on time• Empathetic • Impartial and unbiased• Good listener• Good understanding of meeting procedures• Committed to ensuring meeting protocol is followed
10 Commandments for Effective Chairmanship
• Be prepared• Be punctual ( start and finish things on time)• Be prompt in response to discussion• Be strict• Be impartial• Be honest• Be rational• Be friendly• Be current• Be knowledgeable
http://non-profit-governance.suite101.com/article.cfm/how_to_chair_meetings_effectively
Exercise
Watch the following video and make note of the following behaviour of the chairman
• What skills did you observe him display?• Were there any skills or behaviours you felt were lacking
or could be improved on?
Taking minutes
Why are minutes important
• Record of actions taken for legal purposes• Record of decisions made• Record of who is responsible for actions• Historical record for organisational memory• Keeps people informed of decisions who could not
attend the meeting
Guide to minute note taking
• Use a scribble book
• Tune in to discussion focus on what has been agreed and who is to do it
• Give each new item a separate heading and number according to agenda item
• Use symbols and short hand
• if there is a long discussion summarise in point form
• Note just the key words and phrases
• Write down motions and resolutions in full
• Check spelling of technical words and peoples names and titles
• If in doubt seek help
• Also if there is a lot of discussion at once request through the chairman one person speaks at once
Note if you wish to participate in discussion then give the task to someone else
Guide to writing minutes• Record location, date, list of those in attendance• Precise wording of motions with details of mover, seconder numbers
for and against• Items numbered and headings consistent with agenda items• Record discussion, action items and person responsible and time
frame• written succinctly• Written objectively• Typed in one font• Page numbered• Spelling and grammar correct• Circulated within one week of meeting
Examples of what to write in difficult situations
• Arguments“ Discussion occurred and the outcome was the issues remain
unresolved”
• Person storming out of the meeting
“(Name of person) left the meeting at ...”
• Personal attack on a person by a committee member e.g Bill Smith still owes us $500 and has been irresponsible
“It was reported by the (Director position title) that Bill Smith owed $500”
Everyone speaking at once
“ Mr/Madam chair I would like to request one person speaks at a time so I can take an accurate record”
Exercises
How well did you listen
• Listen to the following speech and write down details as if you were asked to record the speech
• Without looking at the answers answer the following questions on the next slide
Questions
• What is Martin Luther’s dream for• America• All men• His children• State of Mississippi• State of Alabama• Name two activities that by faith he wanted everyone to
do together-• Name three places where he stated freedom is to reign• What are the final words
Answers• What is Martin Luthers dream for
• Nation of America- Live by the creed
• All men – Created equal
• His children- not judged by the colour of skin but by the strength of their character
• State of Mississippi- freedom and justice
• Black children in the State of Alabama- join hands with white boys and girls
• Name two activities that by faith he wanted everyone to do together-
• Pray, work, go to jail, struggle for freedom
• Name two states in America where he stated freedom is to reign
Tennessee, Colorado, New York, California, Mississippi, Georgia, New Hampshire, Pennsylvania
• What are his final words
• Free at last, Free at last
Resources
JCI Free Courses (don’t forget to log in)• Active Listening• Lend your ears• Shut up and listen• What you heard is not what I said
Other non JCI material
Running a meeting
Meeting procedures
Proposing motions
and resolutions
Drafting motions• All motions start with “That”• Written in the active voice • Written in one sentence• Not ambiguous• Not written in the first person• Relevant to the business at hand• Not offensive• If a main motion circulated beforehand
Types of motion in order or precedence
Procedural- effect the running of the meeting
1. Privileged- requires immediate decision to the subject matter it relates
2. Incidental-used for consideration of business and accomplish certain parliamentary process
Substantiative-motions for changing the organisation forever
1. Subsidiary- facilitates actions on a main motion
2. Main motions- to accomplish a part of the business of the group
Steps for resolving a motion
1. Mover gains attention of chairman
2. Chairman requests mover of motion to speak
3. Mover of motion speaks “ Mr chairman I move that”
4. Chairman then reads out the motion and mover calls for a seconder
5. Either someone acknowledges they will second the motion. If no seconder Chairman notes motion has died. (note for procedural motion no seconder is required)
6. If there is a seconder the chairman determines if the seconder wants to speak after the mover
7. The chairman then calls for Speaker against
8. If there is opposition debate proceeds
9. Once there has been sufficient debate chairman calls for mover right of reply
10. motion is put to the vote by the chairman
11. motion is either carried or lost by the majority of ayes or no or show of hands.
Amendment to the motion
1. During debate a new mover ( attracts the chairman attention)
2. Once recognised by the chair new mover then proceeds to describe the amendment
3. Chairman then calls for new seconder (note original mover and seconder cannot move and second amendment)
4. Chairman calls for opposition
5. Debate occurs
6. Chairman then occurs for motion to vote on the amendment (Note the mover of the amendment does not have a right of reply)
7. Vote taken. If amendment lost debate continues on existing motion. If passed amendment becomes motion and proceeds to final vote
• Note an amendment may be rejected if• The same as a previous amendment rejected• Reverses an amendment agreed earlier
Suggested exercise
Write down a motion and amendment to the following project proposal
At the board meeting You are wanting your Organisation Chapter Anytown to donate $1000 to the local children’s hospital Anytime Children’s hospital from the Christmas fundraising activity.
You then want to make a amendment put forward by another board member to change the amount raised from a raffle from the November networking event that is donated to the Red Cross from $400 to $500.00
Suggested exercise answer
Motion wording
“I would like to move that Anytown Chapter donates $1000 from the Christmas event to the Anytown Childrens hospital”
Amendment wording
“I would like to propose a change to the motion that the amount Anytown Chapter donates from the raffle at the November dinner meeting to Red Cross is changed from $400 to $500.
Presenting a
Directors Report and
Project Proposal
Delivering a report
• Prepare what you are going to speak on• Structure the report in the following format ( no more than 3 points
under each heading) What was/is the event about Progress to date Further action to be taken
When called stand and address the chairman and the audience• Speak clearly and stick to the points on the page• Finish within the time allocated• Conclude with the words “Mr/ Madam Chairman
I would like to table my report.”
Download Directors Report Template
Purpose of a Project Proposal
Document or plan that provides information on a new project or initiative on the following
• Scope• Objectives• Relevance to the organisation• Duration and time• Location• Cost• Number of Participants• Stakeholders• Materials Required• Resources required• Risks and other issues
Why is it important
• Enables ideas to be thought through objectively• Allows for good governance and decision making• Structured approach to ensuring all issues associated
with a project are covered upfront• Provide a good structure for seeking support in the form
of committee members or sponsorship• Historical record• Good training aid for teaching new members about the
project
Exercise Writing a project proposal
Download a blank project proposal.
Write a project proposal for one of the following activities
• Social event- Charity bowling day• Business Networking event- Board room series
Useful resourcesJCI Free Courses (don’t forget to log in)• Project Management• New members Project • Win others to support your ideas• Customer satisfaction comes first• Magic tips in motivation • Climate in Crisis• Promoting Active Citizenship by helping achieve the UN MDGs,• JCI Active Citizen Framework• JCI Active Citizen Video
JCI Programs • Nothing But Nets, Ten Outstanding Young Persons
JCI Official Course• JCI CSR
Other non JCI material
Project Management resources
Project Management documents
Project Management
How to Lobby
Chapter Chartering
Chartering a Chapter
• Chartering a new Chapter can be a very exiting and rewarding event
• On the downside it can also create a negative image of the organisation if not managed well
• Three key ingredients to a successful charter is Understanding the environment Planning the charter Supporting the new Chapter
Understanding the market
• Prior research of the environment must be undertaken to determine if it is a suitable environment for a new chapter
• Generally an area can be deemed a suitable environment if
Recognised location- large numbers of young professionals work there or go to after work
Accessible by public transport Supports population base at least 50K
Who to approach to start a Chapter
• Some groups you can approach for new members are Local Business Chamber Known large organisation of 100+ employees Existing networking groups or organisations (look at for
possible partnerships) Youth organisations where upper limit is 25-30 years Networking and youth organisations online
What do you need to prepare beforehand
• Project digest with details of Location of new Chapter Budget Details of resources required Marketing plan for sourcing new members Outline of launch and support plan for new Chapter
As a general rule a Chapter Charter will generally involve resources of at least 2-3 people who will be able to commit to support the new Chapter over a 6 month period. One member of the group needs to be a dedicated liaision person with the new Chapter President as that position requires additional coaching and support.
How to get started
• Organise introduction night. Promote to selected networking groups
• Present JCI Introduction slide- Obtain contact details of those interested
• Arrange follow up meeting in one month time
What needs to be discussed with the new group
• Mission vision and purpose of the organisation• Types of activities and programs members would be expected to be
involved in
• Positions required to develop the following Governance (Constitution, Incorporation, Meeting schedule, JCI rules) Marketing (Branding, Social Networking) Programs (Chapter yearly plan, calendar of activities, location) Membership (Getting and developing) Financial
• Recommend a checklist is used to track and monitor progress of these activities
• Minutes should be taken of meetings and progress report provided to the board
• Scheduled meetings should be held monthly to maintain member enthusiasm
Some tips
• While new members may be enthusiastic don’t overload them. • Pace and share the workload• Ensure people commit and action what they said they were to do• Critique each new event on what went well and areas for
improvement. • Be positive even if the event was not successful. This will assist new
members remain focused if an event does not meet expectations• If your role is to Charter and mentor the organisation ensure you are
not the one doing all the work in running the activities• If a Chapter has failed to Charter within 6 months
discontinue the Charter in that area and focus on another area
Useful Resources
JCI Resources ( Don’t forget to log in)• Programs • Marketing• Official Documents
Non JCI Resources
Chapter Chartering
JCI Virtual Community