Download - WCR-MO Local Chapter Secretary Orientation
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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
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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.