Workshop for Presidents and Vice Presidents In proportion

Workshop for Presidents and Vice Presidents

“In proportion to your zeal, in proportion to your efforts, will be developed the general growth and interest in the work of the chapter. ”

Tools of the Office

President’s Book Everything you need to know to run any meeting…all at your fingertips ØChapter Meeting Agenda ØAppendix for directions on how to handle special situations and events ØSpecial Meeting Procedure ØInstallation ØInitiation: Prompter’s booklet, diagrams ØInstructions to Officers of Local Chapter ØChapter Bylaws ØCounsel Booklet

CHRONOLOGICAL LIST OF DUTIES • Found on the Oregon State Chapter website under Resource Library/Local Chapter Officers • Month by month guideline of tasks and responsibilities • Keep it tucked inside your President’s Book for easy reference

The GREATEST GIFT a president can give… EFFICIENT MEETINGS

Ø PREPARE for the meeting. Know the committees reporting and necessary business. Review the minutes of the previous meeting; work with the Recording Secretary to ensure they are as accurate as possible. Ø Call only on committees that have a report. Ø If there is a committee item that requires a chapter vote, conduct the vote immediately after the committee report is given. Ø Use sticky notes on the President’s Book pages as reminders of necessary business. Ø Understand the difference between Suggestions for the Good of the Chapter (reported in the minutes) and Brag Time (not reported in the minutes). Lovingly remind sisters of this difference. Ø Most importantly, KEEP THE MEETING MOVING! You wield the gavel…USE IT. Don’t let the meeting get bogged down on endless discussions. Send it back to the committee.

What to keep… Everything on this list What to toss… Anything not on this list

The SINGLE most important thing to ENSURE CHAPTER HEALTH in the coming year The Officers’ Transition and Goal Setting Meeting

Why Set Goals? Goals are the most useful tools a chapter can employ. If a chapter doesn’t establish them, it will function anyway, but it won’t necessarily improve itself or promote the ideals of P. E. O. to the best of its ability. It could risk moving toward thin ice. On the other hand, goals help to avoid pitfalls by creating a roadmap leading to expectations. They provide incentive and feedback, significant elements in positive growth.

In March or April Schedule a two-hour meeting with incoming and outgoing chapter officers and Membership Committee chair. During the first hour meet as a group: Ø REFLECT on the past year’s successes and challenges Ø ASSESS the current health of your chapter Ø RECOGNIZE AND CELEBRATE your chapter’s successes Ø CREATE three goals for the coming year cascading from the International and State goals and the steps to achieve them During the second hour old and new officers meet in pairs: Ø CHECK supplies and materials Ø REVIEW the Retention Record and TOSS unneeded items Ø WATCH the training videos on the International website Ø DISCUSS meeting procedures and job specifics Finally, SHARE fellowship and STRENGTHEN the bonds between officers by sharing friendship and laughter over FOOD.

Local Chapter Committees You are the FACILITATOR. You EMPOWER your committees. You ALERT committee chairs of upcoming tasks, you OVERSEE and REQUEST REPORTS. You do not do the committee’s work. Ø Amendments & Recommendations (aka: Bylaws & Parliamentarian) Ø Auditing Ø Education Ø Membership Ø Technology Ø Nominating Ø Program/Yearbook Ø Courtesy Ø Social

MEMBERSHIP GROWTH is the responsibility of ALL chapter members. Your job as Chapter President is to: • Ensure your chapter is holding events, both formal and informal, with opportunities to meet and get to know prospective members. • Following a favorable ballot, appoint a Pre-Acceptance Committee to meet with the prospective member as soon as the invitation to membership is received. • Upon acceptance, plan, prepare and arrange rehearsals of the Ceremony of Initiation so that it is conducted smoothly and with all the beauty it possesses. • Ensure that Post-Initiation Counseling occurs and a plan to Mentor your new member is in place.

Pre-Acceptance Counseling So you’ve voted to extend an invitation to a new sister. What’s next? Arrange a meeting with her to share information about P. E. O. A pamphlet Guide for When You Are Invited, and a Power. Point, P. E. O. Pre -Acceptance Counseling, The Path to Sisterhood are excellent resources. Remember to stress that she is not just joining another club, she has been chosen as a sister. Each sister serves in her own way, and in our united effort, our Sisterhood is enriched and strengthened.

Ceremony of Initiation Chapter determines if COI is memorized or read The President: Ø Schedules a rehearsal for the Ceremony of Initiation…DO NOT “WING IT” Ø Distributes Initiation booklets prior for individual practice Ø Meets with candidate and gives information about the Ceremony so the candidate is comfortable Ø Gives instructions on how to sign the President’s Book Ø Answers any questions the candidate may have prior to the Ceremony

POST-INITIATION REMEMBER: • Have the Corr. Sec. report the initiation right away • Remind the Treasurer to order an emblem once the initiation is reported • Appoint a chapter mentor(s)

Fundraising P. E. O. dollars, offered and earned by members in the name of P. E. O. , should be considered solely for approved: P. E. O. International Projects P. E. O. Foundation OSC Projects “Grandfathered” Local Chapter Projects

Oregon Marguerite Scholarship Oregon Scholar Award Oregon Cottey Scholarship Oregon Education Fund (undesignated) Education Loan Fund (ELF) International Peace Scholarship (IPS) Scholar Award Program for Continuing Education (PCE) STAR Cottey College Foundation—(designated or undesignated)

REMEMBER… Each of us brings our own unique set of skills and experiences, strengths and weaknesses, ideas and dreams to leadership positions. Embrace the talents YOU bring; do not compare yourself to those who have gone before nor those who may follow. Your chapter will benefit from YOU being YOU and using the gifts YOU possess.

Your year has just begun! Your chapter sisters and your Oregon State Chapter officers are here to support, encourage, teach, and answer whatever questions you may have. Call on us anytime! Enjoy your term in office!