Orientation

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Presented by:Michelle Silies2011 WCR Missouri Secretary

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This PowerPoint presentation was prepared based on interviews with past Local Chapter Secretaries, review of the WCR National 2010 Leadership Policy and Procedure Manual and the Standing Rules of the Metropolitan St. Louis Chapter. The customs and practices of each local chapter may vary. This PowerPoint presentation is intended only as a guide and resource tool and has not been approved for use by the Missouri Chapter. Local Chapter Secretaries should consult their local chapter’s Standing Rules for additional guidance.

DISCLAIMER

OVERVIEW

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OVERVIEW

REALTOR®, REALTOR®-Associate or National Affiliate

Elected by Members Required to Attend

◦ Governing Board Meetings

◦ General Membership Meetings

◦ Local Chapter Installation

◦ State Chapter Meetings

◦ National Meetings (whenever possible)

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OVERVIEW

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OVERVIEW

Oversee Communications Cluster

Corporate Governance – Minutes

Manage Officer Election Process

National & State Reports

Document Control & Preservation

Manage Board Calendar Track Attendance at

Local, State & National Meetings

Assist with Preparation of Chapter Business Plan

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Oversight of Communication Cluster

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CLUSTER OVERSIGHT

Obtain Bios from Chairs Set Proposed Budgets

for Cluster Committees Provide Orientation of

Duties & Responsibilities to Chairs within Cluster

Set Goals for Cluster Provide Outline of Tasks Set Deadlines for

Cluster Activities Hold Periodic Cluster

Meetings Communicate Cluster

Activities to Board

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Documenting Board Action

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OVERVIEW OF DUTIES

Prepare Notice of Governing Board Meetings

Track Attendance at Governing Board Meetings

Verify Quorum for Corporate Action at Governing Board Meetings

Record Attendance, Absences and Excused Absences

Prepare Minutes for Governing Board Meetings

Maintain Record of All Motions Passed

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OVERVIEW OF DUTIES

Maintain Accurate Database of Officers, Committee Chairs and Committee Members

Disseminate Minutes to Governing Board – 5 Days Before Next Meeting (Standing Rules, p. 24)

Revise Minutes Based on Governing Board Comments

Disseminate Minutes to State Chapter

Keep All Minutes in Permanent Minute Book Maintained at SLAR Prior to January 31 of Following Year (Standing Rules, p. 24)

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MINUTES & MORE

Use Sign-In Sheet for Governing Board Meetings

Verify Quorum Use Officer/Committee

Report Transmittal Form Take Notes Following

General Outline of Board Meeting Agenda

Summarize Action Taken, Not Statements Made

Keep Separate Task List Setting Forth Items to Be Completed by Board Members and Deadlines for Completion

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MINUTES & MORE

Demand Clarification at Board Meeting

Use Motion Tracking Sheet

Prepare Board Minutes within 24 Hours of Governing Board Meeting to Improve Accuracy

Disseminate Minutes to Governing Board for Comments within 72 Hours of Meeting

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Manage Election Process

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ELECTION OVERSIGHT

Disseminate Notice of Election of Chapter Officers to Members 10 Days Prior to Election

Assist Nominating Committee and/or Parliamentarian in Distributing Consent to Serve Forms to Officer Candidates

Collect Consent to Serve from Officer Candidates with Parliamentarian

Certify Eligibility of Candidates to Hold Chapter Office – Officer Qualifications

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ELECTION OVERSIGHT

Election Must Be Held on or before October 15 (Standing Rule, p. 13)

Assist Parliamentarian in Election Process

Certify Member Eligibility to Vote in Election

Assist Parliamentarian in Distribution of Ballots to Eligible Voters

Assist Parliamentarian in Ballot Count

Take Minutes Documenting Election of New Chapter Officers

Report Election of New Chapter Officers to State Chapter and to National WCR by November 1 (LPPM, p. 28)

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Reports to State Chapter/National WCR

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REPORTING TO STATE AND NATIONAL WCR

Disseminate Minutes of Governing Board Meetings to State Chapter (Standing Rules, p. 24)

Report Election Results re: Chapter Officers to State Chapter and to National WCR (LPPM, p. 28)

Report Award Recipients to State Chapter

Report Entrepreneur of Year Award Recipient to National WCR (Chapter Business Plan, p. 8)

Verify Chapter Business Plan is Submitted Prior to Due Date - February 1 (Chapter Business Plan, p.1)

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Maintaining Transparency & Creating Institutional Knowledge

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DOCUMENT PRESERVATION

Agendas & Minutes Committee Reports Election Results Award Results Documents Required

for Chapter Business Plan◦ Business Resource

Meeting Announcements◦ Governing Board Meeting

Notices & Agendas◦ Chapter Newsletters

Corporate Minute Book

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Tracking Deadlines

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TRACKING KEY DATES & DEADLINES

Governing Board Meeting Dates

Cluster Meeting Dates Committee Meeting Dates National/State Meeting Dates Business Resource Meeting

Dates Membership Recruitment

Deadlines National Focus Nomination

Deadline Award Nomination Deadlines Award Announcement

Deadlines Nominations for Election

Deadlines Submission Deadlines for

Submitting Award Recipients to State Chapter and National WCR

Election of Chapter Officers Dates

Submission Deadlines for Submitting Announcement of Election of Chapter Officer Deadlines to State Chapter and National WCR

Submission of Chapter Business Plan Deadline

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Tracking Attendance

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TRACKING ATTENDANCE

Track Attendance of Officers and Members at National Meetings

Track Attendance of Officers and Members at State Meetings

Track Attendance of Officers and Committee Chairs at Governing Board Meetings

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Document Collection

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PLANNING & COLLECTION ROLES

Establish Deadlines relating to Chapter Business Plan

Collect Documents and Other Information Required for Chapter Business Plan

Assist President-Elect in Preparation of Chapter Business Plan

Track Deadlines Mandated by Chapter Business Plan

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Transition Planning

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STRATEGIC PLANNING

Review Leadership Policy and Procedure Manual

Review Local Chapter Standing Rules

Identify Key Deadlines Meet with Prior

Secretary to Start Transition Process

Review Prior Minutes Discuss Procedures with

Local Chapter President Create Checklists Create Standardized

Forms and Documents

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Required Reading

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PLANNING FOR SUCCESS

Leadership Policy and Procedure Manual (LPPM, p. 28-29)

Local Chapter Standing Rules (Standing Rule, p. 23-25)

Roberts Rules of Order (Rule 59 & Rule 60)

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PLANNING FOR SUCCESS

Guide to Drafting Minutes – Sample Form http://www.managementhelp.org/boards/minutes.htm

Board Meeting Agenda & Minutes http://www.managementhelp.org/boards/boards.htm#anchor580207

Taking Effective Minutes http://activerain.com/blogsview/1727260/the-legacy-project-taking-effective-minutes

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Need Help?

Contact your Missouri Women’s Council of REALTORS® Officers for additional assistance.