ACMA Chapter Board President Presidentelect and Immediate Past
ACMA Chapter Board President, President-elect and Immediate Past President Orientation Program ACMA Chapter Advisory Council February 2018
Presenters President Presenters: Peggy Tyndall, Arizona Chapter Membership Chair Phone: 253 -576 -7576 Email: ptyndall@icphealth. com President Elect Presenters: Karen Preston, North Carolina President Phone: 919 -257 -0256 Email: Karen. preston@duke. edu Karen Vanaskie, Arizona Chapter Education/Nominating Chair Phone: 602 -571 -9919 Email: kvanaskie@icphealth. com 2
Agenda Introduction / Purpose President Role / Responsibilities President-elect Role / Responsibilities Effective Chapter Leadership Orienting Board Members Creating Successful Committees / Engaging Members Immediate Past President Role / Responsibilities Succession / Transition Planning Code of Ethics / Conflict of Interest forms Contingency Planning / Resources Q&A 3
Why is This Important? Elected board members are entrusted with the responsibility to govern and lead the chapter in a manner that positively represents the membership and the national American Case Management Association The president in governing his/her chapter is in a pivotal position to inspire and lead his/her board to new levels of organizational loyalty, chapter excellence and increased membership 4
Chapter President
President Responsibilities Communications ◦ All public statements/positions-consistent with ACMA position ◦ Provide regular updates to chapter board members Appointment Duties (with chapter board approval) ◦ Committees ◦ Board position vacancies Meeting Attendance ◦ Imperative to attend all meetings 6
President Responsibilities Meeting Attendance ◦ Attend/preside at chapter board meetings/member meetings ◦ Preside at chapter’s annual business meeting ◦ Prepare and distribute agenda for all meetings ◦ Appoint a suitable substitute if Chapter Secretary can not be present to record minutes ◦ Meeting attendance should be recorded in the board minutes – using following template 7
ACMA Minutes Template available to download/print at: www. acmaweb. org/chaptermanual 8
President Responsibilities � Reporting Duties �Prepare and submit specific reports �Submit by deadline �Summary chart available in the Chapter Manual www. acmaweb. org/chaptermanual � General Duties-when assuming office �Understand communicate to chapter board the chapter guidelines/bylaws �Learn from past president the chapter’s current unresolved issues/history needed to do the job �Within 30 days of assuming office, you should receive chapter records 9
Chapter Dashboard 10
President Responsibilities Assist the chapter board in directing chapter operations, formulating policy, procedures and programs Facilitate final decisions by the board or Executive Committee* on operations of chapter ◦ For expeditious decision making and in the absence of full board meeting, President can utilize Executive Committee* to make decision ◦ Ensure and confirm full board to review decision and concur (ratification) * President, President-elect, Secretary, Treasurer 11
President Responsibilities Ensure that Chapter Annual Budget is prepared ◦ Must be approved by Chapter Board Ensure the budget is established and adhered to by chapter Ensure the annual meeting is planned for the members best interest ◦ Achieve highest number of attendees ◦ High profitability Attend semi-annual Chapter Presidents Meetings ◦ In president’s absence, appoint another chapter board representative to attend 12
President Responsibilities Oversight of Secretary and Treasurer functions Be aware of the responsibilities of each office Monitor that meeting notices and meeting minutes are sent out timely Monitor that required chapter reports are filed with ACMA national office and meet deadlines Work with Treasurer to prepare Chapter Annual Budget 13
President Responsibilities Serve, during the chapter’s first year as the Chair of the Nominating Committee. Thereafter the Immediate Past President serves in this role At the conclusion of the term as Chapter President, review with the incoming President responsibilities of the position and any ongoing projects On retiring as Chapter President, forward all current records to the incoming President within 30 days of leaving office 14
President-elect Roles and Responsibilities
President-elect Responsibilities Review Chapter Bylaws for specific role/tasks as outlined Review and understand President’s role/responsibilities Stand in for Chapter President as needed Attend meetings Familiarize oneself with the role, chapter history, board meeting planning and preparation, budgeting, etc. Attend semi-annual Chapter Presidents Meetings held at the National & Leadership conferences 16
Effective Chapter Leadership Lead effective meetings ◦ Be organized - prepare agenda ◦ Prioritize Action items Discussion items Information items Running the meeting-start and end on time ◦ ◦ Keep group focused Encourage divergent opinions Ensure everyone participates in discussion Hold board members accountable for attendance 17
Effective Chapter Leadership Consider alternative meeting arrangements ◦ ◦ Conference calls E-mail Video conferencing Retreats It is highly recommended to hold an in person retreat at least once a year to encourage collaboration, facilitate strategic planning and formulate personal connections within the Chapter Board 18
Orienting Board Members Review your bylaws/chapter manual ◦ www. acmaweb. org/chaptermanual Review ips for a New President in the chapter manual Schedule a Board Retreat for New and Outgoing Board Members ◦ ◦ Review role descriptions Establish goals for each board member Appoint committee chair assignments Set annual goals/accomplish them Develop a Chapter Calendar ◦ Assign board member to update regularly 19
Hold Your Board ACCOUNTABLE! Be transparent to membership Ensure attendance is taken at all meetings Ensure meeting minutes are distributed timely Assign tasks to each officer and member-at -large Establish timelines and due dates 20
What To Do When…. . If board member is not doing their share and not a team player ◦ Privately, the President should meet with the board member and inquire as to what seems to be the issue Are things ok? Is something going on? You don’t seem to be participating ? Anything we can do to help? Does the board member need some skills development Does the board member need an action plan/timeline to help focus their efforts ◦ If after all the above has been tried and things still seem unchanged Hold a Crucial Conversation** about “goodness of fit” Suggest the board member redirect their efforts Maybe they need to resign 21
Create Successful Committees Should have 3 Committees: Membership, Education & Nominating Each Committee Should: ◦ Work on something that is important to the chapter’s mission and vision is vital ◦ Listen to the passion of your membership ◦ Be patient and persistent ◦ Get them involved ◦ Include some non-members on conference planning committee ◦ Motivate/inspire them to see how they can make a difference in the chapter 22
Immediate Past President Roles and Responsibilities
Immediate Past President Chairs the Nominating Committee Supports the President and acts as mentor/resource Serves as historian/resource to new board Participates in committees as needed Participates in monthly board calls, if requested, as a non-voting member Provides hand off to incoming President
Immediate Past President Serves informally as a sounding board for the President and President-elect and takes on tasks at their request This informal role is intended to capture and transmit knowledge gained during terms as President-elect and President Serves as an ambassador of the organization Act as liaison between board and past presidents Proactively serve as a liaison between association and strategic allies
Immediate Past President as Nominating Committee Chair Appoints members to the Committee with Chapter Board Approval ◦ Appoint a minimum of 2 members in addition to the Chair Determines with committee open positions and vacancies to be filled Assists in facilitating elections process
Handing Off Hand off documents, reports and knowledge to incoming President ◦ Consider keeping a flash drive for each officer to hand off to the incoming board ◦ Spend some time formalizing the hand off, ensuring time to review procedures and processes
Immediate Past President – Enjoy!!! Enjoy your role as Immediate Past President and know that you have accomplished a lot, learned a lot, made lasting relationships and gained knowledge – go forth and share it with others!
Succession Planning Early identification of replacements is vital to good succession planning Communicate the need to identify and groom new leaders Begin recruiting as soon as incoming leaders are installed in their positions Be proactive-identify the specific skills/experiences necessary for the board to accomplish its work and seek out new leaders 29
Ensure a Smooth Transition NEW LEADERS Ensure each leader fully understands his/her role/responsibilities Facilitate the leadership transition process by serving as a mentor/resource Inform incoming board members on how organization functions and who does what Ensure incoming board members review and complete the Incoming Board Member Checklist 30
Section A: Incoming Board Checklist – Preparing for office Yes No I have reviewed my chapter’s Bylaws I am familiar with ACMA’s member services I am familiar with existing Board policies and have reviewed the chapter policy manual and/or past Board minutes I have thoroughly reviewed and understand the budget and reporting procedures my chapter uses I have spoken with past officers and other key members to obtain their valuable perspectives on what needs to be done this year I have read my position description and have a clear understanding of my duties I have read my chapter’s annual goals I am thoroughly familiar with the resources available to me to do my job and achieve my goals for the year 31
Section B: Implementing Roles & Responsibilities Yes No I stay current on the most recent developments affecting ACMA and my industry I routinely read all of the correspondence and publications ACMA sends to chapter Board Members as well as its members I advocate short and long range planning as a priority in my chapter Whenever I need more information or have a question about a decision I am asked to help the chapter make, I pursue the answers until I receive them I am familiar with the specific duties of my position I analyze the resources needed and ramifications of any proposed activity before I act I am in touch with members’ changing needs for programs and services from the chapter and consider them prior to making any decisions I only make commitments that I know I can fulfill I always follow through on what I agree to do in a timely manner I support the decision of the group even if it is not the solution I had in mind I actively participate in chapter programs and activities that I have encouraged others to support I identify members to get involved who have the right skills for the job When making plans, I make sure to gather input from all segments of the membership and leadership I understand how policy is set and resources are allocated in my chapter I identify fellow members with leadership potential and encourage them to develop their skills and pursue further involvement in the chapter 32
Section C: Exhibiting Leadership Skills Yes No I encourage input and participation from others when making decisions I work to create an environment that allows others to express new ideas, even if there is a chance for failure I am aware of my strengths and weaknesses and ask for help when I need it I openly express my intentions in dealing with others I am sensitive to the needs of others and encourage them to express their points of view I instill in others a sense of how their efforts have contributed to the overall good of the chapter I am careful to share the credit for successful projects I encourage others to challenge themselves professionally and personally through their involvement with the chapter I share my vision with others in the chapter I clearly express my expectations for others’ support and performance I do not let personalities affect the decisions I make about chapter issues I am familiar with the basics of parliamentary procedure I have taken steps to enhance my skills as a leader 33
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Chapter Elections Process Standardizing / Regulating Chapter Elections Processes, Aligning with National Elections Processes ◦ Call for Nominations – sent to chapter membership by ACMA national office National office will work with chapter to identify transitioning board positions, terms and (if applicable) disciplines Time given for nominations will be 10 days with at least one (1) email reminder sent 35
Chapter Elections Process Standardizing / Regulating Chapter Elections Processes, Aligning with National Elections Processes ◦ Call for Nominations (continued) National office will verify active ACMA / chapter membership for all nominees and forward to chapter nominating committee chair, president and secretary after call for nominations closes ◦ Chapter nominating committee will convene to select the slate of candidates ◦ Chapter nominating committee will submit recommended slate to chapter board for final approval 36
Chapter Elections Process Standardizing / Regulating Chapter Elections Processes, Aligning with National Elections Processes ◦ Chapter board will finalize / approve slate of candidates and send to their Manager, Chapter & Meeting Services ◦ National office will send approved ballot candidates a chapter board candidate questionnaire for completion and return along with resume/CV ◦ National office will send ballots to chapter membership 37
Chapter Elections Process Chapter board to obtain completed Code of Ethics / Conflict of Interest forms from elected board members as soon as election results are final and review/approve/submit to national office by March 31 38
Chapter Board Code of Ethics Due Annually by March 31 for all upcoming fiscal year board members Completed Form Must be Submitted to National Office
Chapter Board of Conflict of Interest Disclosure Due Annually by March 31 for all upcoming fiscal year board members ALL questions MUST be answered. Any questions answered “YES” MUST provide additional detail in space provided. Board Member signs here 40 ONE decision option MUST be selected by board officers reviewing / approving form. (2 more options on final page – total of 4 decision options)
Chapter Board of Conflict of Interest Disclosure Due Annually by March 31 for all upcoming fiscal year board members ONE decision option MUST be selected by board officers reviewing / approving form. (2 more options on previous page – total of 4 decision options) President-elect, Secretary or Treasurer signs here President signs here, except on the Presidents form, then President-elect signs. The President-elect CANNOT sign both approval lines on the President’s form – 2 different approval signatures are required. (so for the President’s form, the Secretary / Treasurer must sign the “Chapter Officer” line) COMPLETED form, including DECISION and APPROVAL SIGNATURES, must be submitted to National Office
Reviewing/Vetting Forms Policy - Conflicts of Interest and Disclosure of Certain Interests for ACMA Board Members Duty to Disclose All directors, and, members with board delegated powers, must annually complete a Code of Ethics and Conflict of Interest Disclosure Statements (see Appendix) which indicates/lists all financial and potential conflicting interests and any material facts, relating to those interests. Completed disclosure statements will be submitted to, and maintained by, ACMA’s National office. Determining whether a conflict of interest exists for ACMA Board members: After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the committee and/or board meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists. Procedures for addressing the conflict of interest: An interested person may make a presentation at the committee and/or board meeting, but after such presentation and upon the request of the board, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement. 42
Contingency Planning When the unexpected happens ◦ President and or incoming board member vacates position ◦ Incoming board member unable to assume position Don’t panic- you are not alone Turn to your Board liaison and National Board Use the resources of your local chapter ◦ Past board members ◦ Membership 43
Resources Chapter Manual is available at www. acmaweb. org/chaptermanual Chapter Bylaws Chapter Presidents and Presidents-elect Chapter Link email list serve in the Community Section of your Members Only section Chapter Advisory Council 44
Resources (continued) Liaison to Chapter Manager Patterson, K. et al “CRUCIAL CONVERSATIONS” Tool for Talking When Stakes are High. NY Mc. Graw Hill 2002 45
Questions?
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