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President-Elect BootcampHolly Dotson, CMP

Tara Liaschenko, CMMJason Carroll, CMP

Holly Dotson Chapter Business Manager

• MPI International:

– Chapter Business Manager Lead for US and Canada

– Directly Manage 13 chapter in SE, Midwest and NE

– Employee since August 2008

• MPI Greater Orlando Chapter:

– 2008 Chapter Leader Advisory Council

– 2007-2008 Chapter President

– 2001-06 Various Board Positions

Jason Carroll, CMP

• MPI International:

– 2014-16 Chair, Chapter & Membership Advisory Council

– 2010-12 – Member, Chapter Advisory Council

– Facilitator, Emcee, Trainer, and Speaker at MPI Events (CBS, CLF, WEC)

• MPI Tampa Bay Area Chapter:

– 2009-10 President

– 2007-09 Various Board Positions

• Visit Tampa Bay:

– Regional Account Executive

– Based in Washington DC

Tara Liaschenko, CMM

• MPI International: – 2015-16 Chapter & Membership Advisory Council– 2014-15 WEC Educational Proposal Review Taskforce– 2013-14 Chair, Chapter & Membership Advisory Council– 2012-13 Chair, Chapter Advisory Council– Facilitator, Trainer, and Speaker at MPI Events (CBS, CLF, WEC)

• MPI Tampa Bay Area Chapter: – 2007-08 President– 2003-09 Various Board Positions

• The Link Event Professionals: – 12 Years– Owner & Creative Executive Officer

Objectives

• MPI Global & Chapter partnership

• Understanding your role and responsibilities as President-Elect

• Succession planning a priority

• Financial procedures

• Provide resources/templates for all required items

• Provide a complete timeline with all deadlines associated

• Provide connections to chapter PE’s around the globe

• Shared best practices

MPI Global & Governance

Holly Dotson, CMP

Today’s Objectives

Overview of Topics:• CBM – Your Partner

• Governance

• MPI Global

• Legal Overview

• Insurance

Your Partner

• Chapter Management• Execution of Business Plan & Budget• Healthy Financial Performance• Brand Integrity• Identify Talent/Succession Planning• Periodic Chapter Review with the Office of the President• Resource & Link to Other Chapters• Focus on Sustainable Solutions• Support Your Success• CBM/Facilitator Partnership

President-Elect & CBM Conference Calls

• Focus and planning for upcoming year – prepping for Presidency

• Responsibilities for Retreat Planning (checklist provided)

• Committee Involvement (ongoing)

• Preparing your upcoming board - transitions

• Overview of training opportunities (CLF, CBS & Webinars)

• Planning for metrics, goals and budgeting

• Foundation Liaisons

President Elect & CBM Conference Calls

– Chapter Business Summit (CBS) follow up

– Driving your metrics – goals to achieve

– Setting the tone & accountability

– Using your policies

– Managing your paid staff

– Responsibilities for Succession Planning (toolkit)

– Challenges and Concerns

President Elect & CBM Conference Calls

• Succession and transition plans

• Transitioning and letting go

• Financial and business plan updates

• Preparing your President Elect

• Retreat review

MPI Global Reporting

• MARCH 1: Board Slate• JULY 1:

– Budget– Business, Membership and Marketing Plans– Education Calendars (working documents)– Chapter Operations Form– Chapter Administrator’s Contract– Metric Goals (in conjunction with CBM)– Updated Bylaws and Policy Manuals– (NOTE: The current sitting BOD votes in the budget – not the incoming board

• JULY 30: Year-End Dashboard Due• OCTOBER 1: Taxes and Year-End Financials

Governance• Bylaws vs. Policies & Procedures.

• Bylaws define the operational framework of the organization

• Policies set the parameters for decision-making

• Procedures are the step-by-step processes determining how to accomplish tasks

Chapter Minimum Policy Manual

• Launches: April 11th– Training Friday Afternoon

• New Requirements– Membership– Board Of Directors & Officers (Nominations Processes)– Committees/Task Force– Financial– Chapter Administrators – Events– Communications – Brand Standards– Awards

Legal Overview

• Chapter Responsibility: The Board of Directors of each chapter is the governing body of the board. If a legal issue arises, the chapter will need to seek legal counsel, adhering to the state laws regarding a 501(c)3 organization.(US Only; International chapters to follow local laws)

• MPI Global Responsibility: MPI Global governs only infraction(s) of Bylaws and does not offer legal counsel to chapters.

Insurance

• Insurance through Sleeper Sewell Insurance

• Certificate of Insurance (COI) Request Form

• Director and Officer Liability Policy Provided by Global– According to the Bylaws, all Chapters shall maintain General Liability Directors and Officers Liability, Employment

Practice Liability insurance coverage through MPI GLOBAL. (NOTE: Chapters are responsible for any additional insurance above and beyond the policies MPI requires.)

• Include the chapter insurance amount in the chapter budget

MPI Global & Governance

Group Discussion

Finance & Chapter Operations

Jason Carroll, CMP


Overview of Topics:

• Understand Your Policies

• Financial Responsibilities to Board & Global

• Taxes

• Chapter Administrative Operations

Chapter Finances

Chapter Budget Policies• New Chapter Policy Manual

• Review and know all of the relevant finance related policies

– Budgeting Policies

– Reserve Funds -• RESERVE TARGET: Chapter will maintain a minimum reserve of 6-8 months

operating funds. Operating funds will be defined as annual fixed expenses plus 20%. This timeframe is to be a minimum as it is recognized that external events in the industry, significant downturn in the economy or stock market could make a longer commitment necessary

– Request for Proposals

– Reimbursement of Expenses or Travel

– Sponsorship

Chapter Budget

• Chapter MUST submit a Balanced Budget

• Budget Reviewed by the BOD at each Board Meeting

• Entire BOD is Responsible for Budget

• Understand the Budget and Each Line Item

• Year-end Financial Report Shared – MPI Global

– Board & Chapter Membership

• Best Practice - 2 Signatures on Checks

• Cash vs. Accrual Accounting

Chapter Budget

• Vote

• Vote

• Vote

• Vote

• When in doubt – Vote

• Just Vote

• Please Vote

• Let’s Vote

Taxes/Audit

• Tax Exempt Status – Nonprofit 501(c)3 – But you can make a profit!!

• Taxes – CPA Support

• Remember – Advertising Income IS Taxable

• Professional Accountants for Tax Advice

• Financial Review by Accountant or Committee Annually

• Full Review Every 3 Years

Dates to Note

• Chapter Budget to MPI Global by:

• Yearend Financials to MPI Global by:

• Annual Taxes Submitted to CBM by:

• Chapter Admin Performance Reviews Conducted:

July 1st

October 1st

October 1st

Annually

Chapter Administration

• Paid Staff – Contracted by the Chapter BOD

• Scope of Services – Know your needs

• Compensation Determined and Approved by BOD

• Annual Reviews are Required

– Office of the President Recommended

• Final Review and Compensation Changes should be Voted on by the BOD

• Scope of Services and Responsibilities should be Reviewed Annually

• RFP for Chapter Admin Recommended

Chapter Administration Policies

• New Policies

– Evaluation guidelines

– Resources available

Questions??

Finance & Chapter Operations

Group Discussion

Succession & Transition Planning

Tara Liaschenko, CMM


Overview of Topics:

• Nominating Committee

• Recruitment Plans

• Transition Meetings & Chapter Leader On-Boarding

• Creating a Pipeline

• Needs

Nominating Committee

Nominating Committee

• IPP Chair, Minimum of (4) – Suggested 5-7 (keep it odd)

• Committee Approved by the Board in August

– President selects consisting of LD and strong outgoing board members, per bylaws.

• PE is a Voting Member

• Terms – Bylaws

– All positions one year

• CBM Training Opportunity

Recruitment Plan

Recruitment Plan• Chapter Succession Policies

– Nominations Processes

– Installation Procedures

– Duties & Job Descriptions

– Transition Processes

– Orientation Requirements

• Formal Recruitment Plan – Process Not Enough

• Job Descriptions – Review Annually (Around Mid-Year)

• Keep a Clean House – Recruit From Position of Strength

• Evaluate Open Board Positions

• CBM’s Provide Succession Training at Your Mid-Year Retreats

Transition Meetings

Transition Meetings

• Have a Formal Transition Process – Documents & Processes

– From Acceptance to July 1st.

• New Board Member Orientation

• Transition Document/Checklist to Sign Off

• Conduct One-on-Ones – Leadership Path Discussions

Pipeline

Pipeline

• Open Available Positions

• Name 3 Candidates

• Contingency Planning

Needs

• MPI Requires Specific Board Positions

• Evaluate Board Positions and Determine Needs

• Conduct Succession Training Early & Often

• Principles of Professionalism

• Conflict of Interest Required

Succession & Transition Planning

Group Discussion

YOUR TOOLBOX: CHAPTER LEADER RESOURCES

Chronological Timeline Review

Recommended TimelineSome points may vary by Chapter & Country

Feedback

• What worked for you?

• What would you like to see different?

• Length of time

Next Session

• Retreat StrategiesFriday, April 8, 20169:45am-11:00amTBD Room

Housekeeping

• Reception

– Opening remarks begin at 5:30PM sharp in the Trinity Ballroom

– Immediately followed by reception

• Complimentary headshots and IAmMPI testimonials

• Programming notes for tomorrow morning:– 5K Run/Walk kicks off at 6:00 a.m. from the Hotel Lobby

– International Volunteer Service

– CBS First timers meet up

• Breakfast will begin at 8:00 a.m. in the Trinity Ballroom

CBS 2016 Opening Remarks

with MPI Chair and President

5:30 pm, Trinity Ballroom

Holly Dotson – [email protected] Liaschenko – [email protected] Carroll – [email protected]

THANK YOU.