JCI Chapter Management

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Chapter Management Created by Narelle Stoll CNT Trainer JCI Virtual Community

description

This is a presentation that has been developed on aspects of Chapter Management

Transcript of JCI Chapter Management

Page 1: JCI Chapter Management

Chapter Management

Created by

Narelle Stoll CNT Trainer

JCI Virtual Community

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Modules

• Planning• Meeting procedures• Role of chairman and minute secretary• Taking minutes• Proposing motions and resolutions• Preparing and presenting a Project Proposal• Chapter Chartering

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Planning

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Objectives

• Identify the purpose of planning• Identify what needs to be covered in a planning

day• Identify what further actions are required by

Directors

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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?

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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

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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

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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

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Format for the agenda

• Date time location• Chairman, Secretary• Apologies• Past minutes• Correspondence• Reports• Motions on notice• Other Business

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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?

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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?

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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

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Role of Chairman

& Meeting Secretary

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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?

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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

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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

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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?

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Taking minutes

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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

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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

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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

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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”

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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

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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

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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

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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

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Proposing motions

and resolutions

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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

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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.

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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

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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

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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.

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Presenting a

Directors Report and

Project Proposal

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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

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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

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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

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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

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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

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Chapter Chartering

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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

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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

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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

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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.

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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

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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

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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

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Useful Resources

JCI Resources ( Don’t forget to log in)• Programs • Marketing• Official Documents

Non JCI Resources

Chapter Chartering

JCI Virtual Community