VOLUNTEER LEADERS SUMMIT 2015 NOVEMBER 19 21 2015
VOLUNTEER LEADERS’ SUMMIT 2015 NOVEMBER 19 -21, 2015 | WASHINGTON, DC WEBCAST – MARCH 20, 2015 Sherry Johnson, SHRM-SCP, CAE SHRM Field Services Director [AR, LA, MS, OK, TX] BETTER TOGETHER: ALTERNATIVE CHAPTER STRUCTURES 2015 SHRM VOLUNTEER LEADERS' SUMMIT 1
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 SHRM and its Field Affiliate Structure: Ø The Society for Human Resource Management (SHRM) is the world’s largest association devoted to human resource management with over 280, 000 members representing more than 160 countries. Ø SHRM Chapter structure was established to provide SHRM members the opportunity to support the SHRM mission locally and participate in activities relevant to local needs. Ø To bring local coordination to this ever-expanding structure, State Councils were then formed by SHRM to provide oversight to the chapters in that state and to represent the united voice of SHRM members in the state. Ø A SHRM Strategic Review in 2009 and a resulting member-driven Chapter Study in 2010 showed that we needed to look at possible alternative structures that make sense for the future of SHRM and for the benefit of its members. 2015 SHRM VOLUNTEER LEADERS' SUMMIT 2
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 3 Traditional SHRM Chapter: Ø Based on our history and expectations at the time, we measured ourselves on how many new chapters were formed. Ø Most common SHRM affiliate structure: one chapter affiliate = one city = one program site Ø The result of the ‘unplanned community’ growth was almost 600 chapters at our peak and many new chapters who could not sustain themselves over time. 2015 SHRM VOLUNTEER LEADERS' SUMMIT
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 What did our chapters tell us? Chapter Leaders Struggle with: Ø Financial resource issues • Chapter dues pool not large enough for major projects Ø Volunteer Burnout • Volunteer pool not large enough for major projects Ø Duplication/Competition issues • Nearby chapters are doing the same thing 2015 SHRM VOLUNTEER LEADERS' SUMMIT 4
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 How do we achieve balance? Chapter Leaders Ask: Ø How do we increase our resources and services without losing that small-chapter, more personal interaction? 2015 SHRM VOLUNTEER LEADERS' SUMMIT 5
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 SHRM Chapter Structural Shifts Some Chapters have already implemented realigned models to: Ø Ø Ø Ø Ø Combine with existing chapters to pool resources Capture at-large members in remote areas Provide both local and expanded networking Improve availability of programming Expand volunteer base to meet their mission, reducing burnout Provide for focused activities based on need Gain united visibility in legislative & media relations Increase sponsorship revenue with wider reach Pool financial resources to be able to share administrative support 2015 SHRM VOLUNTEER LEADERS' SUMMIT 6
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 SHRM Chapter Structural Shifts Ø Providing the Members with improved services, more options and increased access to services should be the primary reason for considering any change Ø In the ‘new’ realigned chapter structure, combining volunteer and financial resources results in a greater variety of member services and engagement opportunities. 2015 SHRM VOLUNTEER LEADERS' SUMMIT 7
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 8 What does the ‘new’ realigned chapter look like? Ø The Chapter Affiliate – the sum of the geographic areas of members. Where you deliver your services. Much broader than one city or location. Ø Member Service Areas (MSAs) – Local hubs (formerly individual chapters) that service the affiliate’s members. A chapter can be composed of as many MSAs as necessary – as few as 2, as many as 6 -8, a state. Every situation is unique. Active MSAs make ‘big places smaller’. 2015 SHRM VOLUNTEER LEADERS' SUMMIT
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 9 What does the ‘new’ realigned chapter look like? Ø Membership – Individuals join at the broader affiliate chapter level and can access all programs and services in the chapter regardless of location. Communications are tailored to your preferred MSA(s). Ø Volunteer Structure – Combines the Governance Board at the Chapter level with Leadership Teams at the MSA level. There is a place for any member who would like to be engaged in a leadership positions. All MSAs are represented in the governance process. 2015 SHRM VOLUNTEER LEADERS' SUMMIT
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 Where can this new realigned chapter structure be implemented? Ø New Audiences – In rural or remote areas where a new chapter would be a challenge to sustain. The remote area would be a new MSA of the affiliate chapter. [e. g. San Diego SHRM] Ø Struggling Chapters – Rather than disaffiliation, becoming an MSA of another chapter keeps the connection going. [e. g. Carson City, Northern Nevada] Ø Overlapping Chapters – If two chapters are duplicating efforts and dividing loyalties. [e. g. Northern California HRA and Santa Clara] 2015 SHRM VOLUNTEER LEADERS' SUMMIT 10
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 11 Where can this new realigned chapter structure be implemented? Ø Large Chapters – If there is decreasing engagement, it is harder to survive with a central meeting location, subdividing into MSAs will help retention. No need to have parts break away to form new chapters. [e. g. Middle Tennessee, Atlanta, PIHRA] Ø States – For chapters under 800 -1000 members, with duplication of efforts in states, create a new synergy by uniting and forming 4 -10 Member Service Areas in the state under one membership with both statewide and local programming. [e. g. Hawaii and Rhode Island] 2015 SHRM VOLUNTEER LEADERS' SUMMIT
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 An Overview Snapshot How would this new Realigned Chapter Operate? What is a must and what is an option? 2015 SHRM VOLUNTEER LEADERS' SUMMIT 12
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 13 Key Reminders about a Realigned Structure Ø SHRM Affiliation – § One SHRM affiliate regardless of the number of MSAs • One charter • One chapter number § Member Service Areas (MSAs) are an extension of the Chapter – NOT separate entities § One SHAPE – includes activities of subgroups Ø Bylaws – There is one set of bylaws for the chapter and all MSAs must comply with the bylaws and operational guidelines of the affiliate chapter Ø Suggested wording in chapter bylaws – Section III. Member Service Areas In order to serve the geographic needs of the members, the Chapter shall establish local areas for the development and delivery of chapter services. These areas shall operate under the operational guidelines set forth by the Chapter Board of Directors. 2015 SHRM VOLUNTEER LEADERS' SUMMIT
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 14 Realigned Chapter Operations Ø Accounting/Finance § One consolidated financial statement for chapter includes all activities § MSA budget is within the overall chapter budget § MSAs should follow a break-even or better balance § CFSP is paid to one entity – the Chapter and the chapter manages the use of those funds through its budget. Ø Dues and Events § Chapter dues provides access to all chapter programs at the member rate regardless of location. § MSAs do not have their own dues structure § Program fees reflect local differences (venue costs, meal costs, speaker fees, etc. ) 2015 SHRM VOLUNTEER LEADERS' SUMMIT
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 15 Realigned Chapter Operations Ø Governance § Chapter President is the Chief Elected Officer § MSA Chairs are elected on the annual chapter-wide ballot § In the description of the Chapter Board either: • Option 1 – The Area Chair of each approved MSA will serve on the BOD in a voting capacity • Option 2 – The MSAs shall be represented on the Chapter Board by the assigned Directors who are responsible for the effective operations of the MSAs § Each MSA would have a leadership team of positions needed to implement services but these are not governance roles. 2015 SHRM VOLUNTEER LEADERS' SUMMIT
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 MSA Operations Ø Member Service Areas § Must comply with Chapter Charter and bylaws § Have a team of leaders to focus on local needs § Have their own section of the chapter budget to manage § Have member and nonmember fees to attract membership § Coordinate education topics and dates to provide the optimal schedule for members § Support and implement the annual goals of the Chapters 2015 SHRM VOLUNTEER LEADERS' SUMMIT 16
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 Branding Reminders Ø Ø Ø Keep the Chapter Brand United and Consistent Name – There is only one inclusive Chapter Name for the service area [e. g. Northern Nevada HR Association] Member Service Areas – The branding is carried thru to the MSAs [e. g. NNHRA Reno Area, NNHRA Carson Area, NNHRA Elko Area]. A former chapter can keep their name but replace the word ‘chapter’ with ‘Area. ’ Website § The Chapter website has sections for each MSA and their activities. § Map of geographic MSAs – a visual of service coverage Chapter and MSA education promo is chapter-wide § Members will travel if the topic is right § Options for chapter-wide webinars, all contribute content 2015 SHRM VOLUNTEER LEADERS' SUMMIT 17
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 18 Other Reminders Legal Considerations Ø Is this a Merger? Not technically § One currently affiliated chapter/corporation will be realigned to include a larger geographic area; and, § The individual memberships will be transferred to the surviving chapter. Groups develop a Memo of Understanding that outlines the details of the decisions made. § The other chapter(s) will be disaffiliated and dissolved. Ø What Does the Dissolving Chapter need to do? § Notify SHRM of the disaffiliation (see Disaffiliation Guide) § Transfer member records § Follow state law to dissolve corporation 2015 SHRM VOLUNTEER LEADERS' SUMMIT
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 What are the challenges in a broader chapter? Ø Assuring broad representation in governance Ø Developing a model of inclusion Ø Communication among the MSAs Ø Retaining “all-chapter meetings” along with the subgroup’s meetings Ø Balancing overall chapter strategic goals and core leadership area initiatives in subgroups Ø Centralized database – easy access to local information Ø Need a clear operational manual on how subgroups operate and contribute to the whole 2015 SHRM VOLUNTEER LEADERS' SUMMIT 19
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 Member Service Area How do you start? 2015 SHRM VOLUNTEER LEADERS' SUMMIT 20
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 21 How do you start? Ø Form a Task Force of Visionaries Ø Analysis § Statistics for your area/state § Review the websites of the MSA chapters to find the commonalities § Review the websites of other SHRM chapters with alternative structures § Each area/state is unique and has different possibilities § What is the best solution for the members based on what you know about the geographic area? 2015 SHRM VOLUNTEER LEADERS' SUMMIT
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 How do you start? Ø Acknowledge the pain points § Loss of Identity • Create ownership of the new identity § Title Changes § Financial Impact - Show there is no loss of local funds or accountability Ø Use each other’s strengths § You each have strengths that can be part of the process § Put efforts where success can be achieved first, then together work on the rest. § Tap on the experience of your Field Services Director (FSD) and Member Engagement Associate (MEA) 2015 SHRM VOLUNTEER LEADERS' SUMMIT 22
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 How do you start? Ø What is the role of the leaders? § To be a possibility thinker and look to a new model for member engagement § To be a change agent and strategic architect and help others think through the possibilities § To try as best you can to see the benefit to the end users (the member and the volunteers) in combining resources § Be patient; take your time – it may take two years to be successful 2015 SHRM VOLUNTEER LEADERS' SUMMIT 23
SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 Ready to be transformational leaders? 24
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SHRM VOLUNTEER LEADERS’ SUMMIT | 2015 THANKS! 2015 SHRM VOLUNTEER LEADERS' SUMMIT 26
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