2017 Leadership Training Carla Gustafson Lynne Christensen and

2017 Leadership Training Carla Gustafson, Lynne Christensen and Susan Cruess Junior League of Calgary

Junior League of Calgary www. Junior. League. Calgary. com

Thank you! 3

Agenda § Welcome & Thank you / Kate 9: 00 § Objectives & Introductions / Carla & All 9: 05 § Our Vision, Mission, and Values / Lynne 9: 25 § Strategy / Lynne 9: § Accountability / Carla 9: 40 § Tools / Carla & Lynne 10: 10 § Break 10: 30 § Database Training / Susan 10: 45 § Database Training Continued / Lynne 11: 15 § Adjourn Junior League of Calgary 12: 00 www. Junior. League. Calgary. com

Meeting Expectations § Please… – One person speaks at one time so everyone can hear what is being said – Keep side conversations to a minimum – Keep off your phones so you are engaged – Be on time so we start on time so we end on time – Everybody speaks before one person speaks twice – Respect a two minute maximum guidance so as one person does not begin to dominate the conversation – Forgive me in advance if I cut you off or park a great discussion as I want to be respectful of members’ time by managing to the agenda and getting you out of here on time – Anything else? § This is an informal meeting – please participate, ask questions, and stretch as needed Junior League of Calgary www. Junior. League. Calgary. com

Objectives & Introductions Carla Gustafson & Lynne Christensen Junior League of Calgary

Objectives § Understanding what is expected of you throughout the year § Understanding tools available to you and where to find them Junior League of Calgary www. Junior. League. Calgary. com

Introductions § Your name § Your committee § What is a positive, rewarding and successful committee experience? Junior League of Calgary www. Junior. League. Calgary. com

Our ROS, Mission and Vision JL Value A network of women empowered as leaders creating Statement community change Mission Organization of women committed to promoting voluntarism, developing the potential of women and improving communities through effective action and leadership of trained volunteers Vision Women around the world as catalysts for lasting community change Issue Area Youth at Risk 9

Our Values Leadership Friendship Community ü Mentoring members ü Encouraging growth in others and self ü Leading by example ü Communicating clearly ü Listening ü Accepting what members have to offer ü Being inclusive ü Providing social opportunities ü Meeting and greeting at meetings ü Supporting each other ü Sharing stories ü Caring ü Delivering issue based community impact ü Having community placements for members ü Networking with other organizations ü Allocating our resources ü Researching and respecting all Calgary has to offer ü Developing the JLC community Integrity Commitment Training ü Being committed ü Following through and keeping promises ü Standing up for what is valued ü Being fiscally responsible and a good risk manager ü Respecting and trusting each other ü Fulfilling membership obligations ü Understanding and promoting the League ü Following through with promises ü Supporting people and projects ü Participating in opportunities ü Sharing leadership and rotating responsibilities ü Offering and advertising varied training opportunities ü Integrating training into meetings ü Committing resources ü Learning in many ways (doing, reading, listening, serving…) 10

Our Strategy Our Mission: Organization of women committed to promoting voluntarism, developing the potential of women and improving communities through the effective action and leadership of trained volunteers Our Vision: Women around the world as catalysts for lasting community change Leadership Friendship Our Values: Community Integrity Commitment Training Our Focus Area: Youth At Risk Our Goals: Membership Prepare members for community leadership Community Educate and mobilize members to address issues in the community Communications Raise awareness of JLC and its Mission Finance Build financial security and ensure fiscal responsibility Our Initiatives: Recruit and retain an engaged membership Provide members with voluntarism opportunities in our community to address our focus area Create and implement communications plan Expand diversify funding sources Improve business processes 11

JLC Policies § Section 1. 0 Definitions § Section 2. 0 Communication § Section 3. 0 Membership § Section 4. 0 Community § Section 5. 0 Financial § Section 6. 0 Motions and Voting § Section 7. 0 Governance Junior League of Calgary www. Junior. League. Calgary. com

Accountability Carla & Lynne Junior League of Calgary (of Chairs)

Your Accountability § Annually – Placement Guide – Review for your area so you / your committee knows the placement, please update throughout the year – Timeline – Review / develop timeline – Events – Develop calendar of your committee’s events, enter into DB Junior League of Calgary § Monthly – Committee Meetings – have them, provide an agenda, take minutes and upload minutes to DB – Monthly Updates – complete and submit to your VP, which includes • your committee’s volunteer hours • your committee’s updated budget – Event Summary – for each event • Submit event summary to VP and Carla • Submit 3 -5 pictures of event to communications@juniorleaguecalgary. com § Ad hoc (anything new) – Event Proposal www. Junior. League. Calgary. com

Exercise § Placement Guide – Find / review it for your respective area § Calendar § Monthly Update – Hours – Budget / Expenses • Identify your respective line item budget and enter number in your budget sheet (Excel) • Complete expense sheet for food of $15 to the account • Apply that expense to the budget § Event Proposal § Event Summary Junior League of Calgary www. Junior. League. Calgary. com

Your First VP Meeting – Share contact details – Determine meeting frequency and dates – Share / understand JLC Strategy & Annual Plan – Review roles and responsibilities – Review reporting requirements • Agree on timing of Chair Monthly Update • Submit Chair Monthly Update • Ensure committee expenses are submitted 16

Your First Committee Meeting – Share contact information – Agree on meeting frequency, time and place – (use JLC House, sign in and lock up) – Share / understand JLC strategy and plan – Review roles and responsibilities, consider establishing process at first meeting (i. e. , rotate or dedicated minute taker, expenses, photographer) – Review placement guide for your committee – Discuss / develop / review committee calendar of events and assign responsibility – Review reporting requirements • Committee members submit hours and expenses – Establish committee norms and expectations • Acknowledge emails / calls • If members cannot attend a meeting they follow-up to see what they have missed 17 • Start on time, stick to agenda and finish on time

Tools Carla & Lynne Junior League of Calgary

Tools • Meetings – Carla – Agendas / Minutes / Expectations – Scheduling • Strategy & Plan – Lynne • Support – Carla – Advisor – VP 19

Agendas • Why have an agenda? – Clarifies purpose defines desired results – Helps members prepare – Keeps group on track • Developing agenda – Plan 45 minutes for every hour • Sharing agenda – Email agenda to committee / VP at least 48 hours prior meeting – “A good meeting starts on time and ends early” 20

Agendas Continued • Managing the meeting: – Ask / Assign minute taker – Review agenda up-front and obtain “buy-in”; if adjusted ask and obtain permission – Obtain permission to manage meeting time – Obtain permission to exceed agenda time – Start your meeting on-time and early (1 minute early) – Anything else? 21

Minutes • Why take minutes? • Official record of meeting • Summary for members not present • Helpful for future committee chairs • How to take minutes? • Ask / Assign minute taker • Arial font in size 11 or 12 points • Actions are bolded, include name and deadline • Process for minutes? • Committee member takes minutes and share with committee • Chair submits minutes to VP prior to monthly board meeting • Chair uploads minutes to workspace monthly 22

Meeting Expectations § Please… – One person speaks at one time so everyone can hear what is being said – Keep side conversations to a minimum – Keep off your phones so you are engaged – Be on time so we start on time so we end on time – Everybody speaks before one person speaks twice – Respect a two minute maximum guidance so as one person does not begin to dominate the conversation § As chair of the meeting explain at the front end of the meeting you may have to cut discussion or parking lot items to manage to agenda and get people out on time – Anything else? Junior League of Calgary www. Junior. League. Calgary. com

Scheduling • Doodle for group scheduling – http: //www. doodle. com/ • iphone conference call • Face. Time • Skype 24

Communications Process § Communications will contact you in advance of your event based on the online calendar to determine if you would like to do communications in advance of the event and / or post-event (FB, Tweets, Instagram). The Committee will monitor the Calendar and highlight events on FB and Twitter in advance. For higher profile events the organizers of those events should engage the Communications team to request additional support. § Committees are expected to take at 3 - 5 pictures at each event and email to communications@juniorleaguecalgary. com, where they will be saved to our google account and used for social media, Lasso articles and presentations (i. e. , end of year celebration). Mary has access to the communications email inbox so we will work with her to have the photos regularly uploaded into the Google drive. Guidelines for sending the photos are attached. Junior League of Calgary www. Junior. League. Calgary. com

10: 30 Break 5 Minutes Junior League of Calgary

Database Training Susan & Lynne Junior League of Calgary

Websites • JLC website – http: //www. juniorleaguecalgary. com/ – Add event – Take attendance – Locate workspace – Upload a document to a workspace 28

Online Workspace § JLC Online Workspace Contents – JLC Monthly Update Template – General Membership Workspace, Leadership Folder – JLC Expense Template – General Membership Workspace, Leadership Folder – JLC Committee / Team Timelines – Team/comm. workspace – JLC Placement Chart – General Membership Workspace – JLC Budget – General Membership Workspace – JLC Policies – General Membership Workspace – JLC Awards Template – Forms Workspace – JLC Fact Sheet – General Membership Workspace – AJLI Cheat Sheet – General Membership Workspace, Leadership Folder § DB Naming Convention (to save documents) – Agenda - Member Development Committee 2015 07 20; – Minutes - Member Development Committee 2015 07 20 Junior League of Calgary www. Junior. League. Calgary. com

Exercise § Leadership Training Event – Update attendance – Take / email pictures – Complete and email event summary to VP & Carla Junior League of Calgary www. Junior. League. Calgary. com

Thank you!!! § Questions – Call your VP – Call your Advisor § Next Steps – Regroup in January Junior League of Calgary www. Junior. League. Calgary. com