Welcome to the CNY SHRM Board of Directors

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Welcome to the CNY SHRM Board of Directors
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Are You Ready to Serve?

• At times, people who get involved with
  professional organizations sometimes open
  themselves to frustration and disappointment, but
  - through it all and after it all - those moments
  of working with fellow professionals in creating
  professional opportunities and growth, and in
  highlighting the HR profession within the CNY
  community is rewarding. Theres something
  wonderfully rewarding in being part of an effort
  that makes a difference.

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• Being a Board member at CNY SHRM brings with it
  great responsibility. Each Board member is
  responsible for many goals and objectives within
  their committee organization.
• Each Board of Director is directly responsible
  for the following
• The good governance of CNY SHRM, to include the
  effectiveness, credibility, and viability of the
  chapter.
• The ethical, legal, and fiduciary responsibility
  to chapter members, constituencies, staff and
  volunteers, as well as the CNY community.

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Board Service Is

• A Team Effort
• Compromise
• Making A Difference
• Skill-Building
• Rewarding

• Time-Consuming
• Sometimes Frustrating
• A Serious Responsibility
• Communicating
• Challenging

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How Does One Prepare for Board Service?

• Accept and embrace individual responsibility for
  attendance and participation
• Know the mission and purpose of CNY SHRM
• Know the mission and purpose of your committee
  organization
• Know the budget of your committee
• Understand the seriousness of fiduciary
  responsibility
• Be familiar with the chapters by-laws
• Ask questions

• Review the chapters web site and nationals web
  site
• Understand Roberts Rules of Order
• Reveal real or potential conflicts of interest
• Participate in orientation
• Take notes and keep good records at all meetings
• Accept responsibility for communicating with the
  membership, your committee, and the Board
  regarding your activities
• Attend chapter planning sessions

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First Things First!What is CNY SHRM?

• CNY SHRM is a professional organization comprised
  of Human Resource practitioners in the areas of
  employment, compensation, benefits, EEO,
  organizational development, employee-labor
  relations, training and development.
• CNY SHRM is the premier professional association
  for human resource professionals in Central New
  York. We are a vibrant group of HR professionals
  who are seeking to provide leadership and
  support for the growth and development of Human
  Resources professionals in the organizations they
  serve in our community.

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What is our Vision?

• We are nationally and locally recognized as CNYs
  premier human resource organization. As such, we
  are strategic partners on workforce issues that
  contribute to CNYs socio-economic success.

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What is our Mission?

• Nationally and locally recognized as CNYs
  premier HR organization and strategic partner on
  workforce issues, our mission is to
• Foster an environment that embraces sharing
  innovative ideas, best practices and values of a
  diverse nature
• Actively seek, promote and provide opportunities
  for all members to learn those critical skill
  sets necessary for success and
• Promulgate alliances and partnerships with key
  stakeholders within our profession and the
  community-at-large.

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Heres More Info on CNY SHRM

• We are proud to be a 100 Chapter of the Society
  for Human Resource Management, the largest HR
  association worldwide. This means every member of
  our local chapter is also a member of the
  national SHRM organization.
• CNY SHRM now includes over 600 Human Resource
  professionals.
• CNY SHRM has been recognized as a Superior Merit
  Chapter.
• CNY SHRM has been commended for achieving
  excellence in operations and service to its
  members.
• Members include a cross section of manufacturing,
  retail, education, financial, healthcare,
  engineering, construction, hospitality, and
  consulting companies in the Central New York
  area.
• CNY SHRM provides its members with exciting
  programming and special events to include some of
  today's top management experts and best-selling
  authors. Recent keynote speakers have included
•  
• Bob Nelson, Best-selling author of 1001 Ways to
  Reward Employees
• Yves Lermusiaux, President of iLogos Research
• Peter Block, Best-selling author of Stewardship
• Robert Bacal, Best-selling author of Performance
  Management
• Nate Booth, Best-selling author of Thriving on
  Change
• Lindsay Collier, Best-selling author of The
  Whack-A-Mole Theory

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CNY SHRM Organization
Members By-Laws
Executive Committee President, Vice
President, Secretary, Treasurer, Past President
Ad Hoc Finance Advisory Committee
Senior Advisory Board
Events
Legislative
Total Compensation
Strategic Development
Membership
Education Professional Development
Marketing
Pegs
Senior HR Advocate
5 Programs, HR Awards, May Event, Holiday Event
Monthly updates to Board and members via web site
and email blasts
Compensation Benefits info and services to
members
Focus is on the future needs of the chapter and
the HR profession
Chapter recruitment retention strategies and
actions
Student chapters, certification, scholarships,
professional development
Web site, public relations, email blasts,
sponsorship, chapter communications
Support local PEGs and develop new PEGs based on
chapter need, 2 events open for all members
Coordinate meetings, develop additional groups
with Senior HR focus
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CNY SHRM By-Laws

• Establishes the broad purpose of CNY SHRM
• Provides definitions for membership
• Describes election process
• Describes appointment process

• Outlines responsibilities of board members
• Names key committees
• Explains the process by which chapter meetings
  are held
• Other issues relevant to incorporated
  organizations

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Board Members Must Meet Certain Fiduciary
Responsibilities

• The Duty of Care Directors and officers are
  expected to exercise at least the same degree of
  skill, care, and diligence in managing the
  affairs of the corporations they direct as
  reasonably prudent people would exercise in
  managing their own business affairs.
• The Duty of Loyalty Directors and officers are
  empowered by law to manage and are entrusted by
  society to do so with individual loyalty to the
  best interests of the organization. The duty of
  loyalty bars directors from using their position
  and authority in a self-serving manner.
• The Duty of Obedience Directors and officers are
  required to obey the chapters bylaws and a broad
  range of other state and federal laws governing
  the conduct of businesses and individuals.
  Directors and officers also are personally
  responsible and liable for any criminal conduct.
  This includes stealing or embezzling either alone
  or with other individuals in any part of the
  organization.

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Fiduciary Responsibility

• This is the MOST important part of Board service
• Every Board member should explicitly assume
  responsibility for stewardship of the chapter.
• Every Board member maintains a trust held for the
  greater chapter - describes individuals that have
  been selected to be custodians of the chapter
• Board Members make and enforce policy, budget and
  authorize the expenditure of funds, establish and
  effect the operation of programs, and protect the
  integrity of the chapter - on behalf of and in
  service to the greater community.

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The Duty of Care

• Relates to the level of competence required of
  each Board member
• Its what an ordinarily prudent person would
  exercise in a like position and under similar
  circumstances

• Attend meetings consistently
• Be informed about issues and organizational
  activities
• Ask questions!!!
• Utilize trustworthy sources of information in
  making decisions
• Delegate only to responsible people and follow up
  regularly

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The Duty of Loyalty

• It is a standard of faithfulness to the
  organization
• You may not place personal interests, family
  interests, or related business interests above
  those of the association

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The Duty of Obedience

• Ensures that the chapter remains faithful to its
  central mission and purposes.
• Board members should not exceed their delegated
  authority or direct the chapter beyond its
  purpose or mission as set forth by the by-laws.
  Such actions violate the trust invested by those
  who hold membership and can imperil the chapters
  existence.
• However, board members may exercise reasonable
  judgment in determining how the chapter can best
  fulfill its purposes.

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The Budget How it Works What to Ask
As a Board member you will be responsible for
submitting your committees budget for approval
in a timely manner. Once your budget is approved
you are responsible to ensure that all committee
financials (income expenses) are within your
approved budget limits. In developing your budget
you will look at the prior years actual expenses
and income, and project new financials based on
committee plans and activities. The chapters
Treasurer will provide you with assistance.

• Is cash flow adequate?
• Are cash flow projections reasonable in light of
  past experience and not unduly optimistic?
• Do we have reserves to meet operating expenses in
  an emergency?
• Does the Board receive updates on financial
  activity?
• Have you received approval for major
  expenditures, or unbudgeted items?

• Are there internal controls to protect against
  abuse, error, fraud, and waste?
• Are the chapters financials periodically
  audited?
• What is the policy regarding conflicts of
  interest?
• Your committees actual expenses and income are
  they in-line with your projections?
• Can you explain and support any and all
  variances?

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Operating Budget Categories

• Expenses
• Directory Printing
• Postcard Event Reminder Printing
• Event Printing
• Quarterly Newsletter Printing
• Mailings/Postage
• Student Scholarship
• Professional Development Scholarship
• Speaker Gifts
• Speakers Expenses
• Equipment Rental for Events
• Event Food Room Rental
• Charitable Contributions
• Bank Service Charges
• Administrative Support
• Chapter Dues Subscriptions
• Office Supplies
• Bulk Mail PO Box Renewals
• Stationary

• Income
• Communications Income
• Web Advertising
• Email Blasts
• Mailing Label Fees
• Education/Professional Development Income
• Membership Income
• Directory Advertising
• National SHRM Dues
• Events Income
• Monthly Programs
• Sponsorships
• HR Awards
• May Event
• Total Compensation Survey

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Officer Responsibilities

• The President (2 one-year terms, max)
• The President will preside at all meetings of the
  members of the chapter and of the Board of
  Directors and will appoint such committees as the
  President or the Board of Directors consider
  expedient or necessary. The President will have
  general management of the affairs of the chapter
  subject to the approval of the Board of Directors
  and will perform all other duties incidental to
  the office. The President will be an ex officio
  member of all standing committees.The President
  will endeavor to ensure that the chapter
  maintains a viable membership and offers growth
  and development to its members through the
  provision of the most current and meaningful
  information available at regular chapter meetings
  and through the Certification process.

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Officer Responsibilities

• The Vice President (2 one-year terms, max)
• In the absence of the President, the Vice
  President shall perform the Presidents duties
  and in the absence of both the President and the
  Vice President, the Secretary will preside and
  perform the duties of the President.The Vice
  President will assist the President in achieving
  the objectives of the chapter.

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Officer Responsibilities

• The Secretary (2 one-year terms, max)
• The Secretary will keep minutes of all meetings
  of the members and of the Board of Directors,
  will attend to the giving and waiving of all
  notices of the chapter and will perform all other
  duties incidental to the office. The Secretary
  will also assume responsibility to accept
  reservations for chapter functions and will
  provide name tags for and conduct registration at
  chapter events.

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Officer Responsibilities

• The Treasurer (2 one-year terms, max)
• The Treasurer will have care and custody of all
  receipts, monies and securities of the chapter
  and will deposit the same in the name of the
  chapter in such banking institution or
  institutions as the Board of Directors may
  designate, and shall disburse funds of the
  chapter as ordered and authorized by the Board of
  Directors. The Treasurer will keep regular
  accounts of the receipts and disbursements and
  furnish an itemized statement of the same at
  regular meetings of the Board of Directors and
  members of the chapter. The President or an
  assistant Treasurer, if any, will in the absence
  or incapacity of the Treasurer, perform the
  duties of that office.

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Executive Committee

• The Chapters Executive Committee is comprised of
  the following
• President
• Vice President
• Secretary
• Treasurer
• Immediate Past President
• The President chairs meetings of the Executive
  Committee and may call a meeting at any time.
  Meetings are held to discuss chapter business,
  progress on chapter goals, chapter direction,
  budgetary matters, and evaluation of Directors.
  Meetings are typically held quarterly.

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Board Position

• The Immediate Past President
• The Immediate Past President will advise the
  officers and directors in the management and
  operations of the chapter.

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Chapter Committees Chapter Liaisons Non-Elected
Board of Director Positions
Each committee is represented on the CNY SHRM
Board by a Committee Chairperson. The Committee
Chairperson is a member of the chapters Board of
Directors. This is a non-elected position with a
one-year term. Each member who is selected to
serve on the Board will be reviewed annually by
both the incoming and outgoing elected officers
of the Corporation during the transition period
in December of each year to determine if it is in
the best interests of the Corporation for that
member to remain on the Board for another term of
one (1) year. The review may be conducted at a
special meeting of the chapters officers,
excluding non-elected Board members. Each
non-elected Board member will begin his or her
service on the Board immediately upon his or her
appointment and will continue service until
December of each year, or until a successor is
selected. There is no limit to the number of
terms a non-elected member may serve. Some
non-elected Board individuals are appointed by
elected officers to liaison positions within
the chapter. These positions fulfill a specific
chapter duty or duties without a required
committee and are deemed critical to the
chapters success.
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Chapter CommitteesDuties and Functions

• Events The Events Committee is responsible for
  the following 5 annual programs, HR Awards
  Event, May Big event, and the annual Holiday
  December Event. Separate subcommittees will
  coordinate HR Awards and the May Big Event,
  reporting to the Events Committee Chairperson.
• Total Compensation The Total Compensation
  committee is responsible for serving the
  chapter's informational needs. Such needs may
  include a compensation survey, benefits survey,
  best practices survey, and other types of
  informational pieces.
• Communications The Communications committee is
  responsible for highlighting noteworthy chapter
  news and issuing press releases, coordinating
  communications with local news agencies, driving
  email blasts, and coordinating web site content.

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Chapter CommitteesDuties and Functions

• Senior HR Advocate The Senior HR Advocate acts
  as a liaison with Senior HR professionals within
  the local community. Goals are to coordinate
  various events with Senior HR professionals, and
  work with other committees in helping to
  establish forums for differing levels of HR
  professionals.
• Legislative Advocate The chapter's legislative
  advocate is the chapter's representative to state
  and federal legislative affairs. The advocate is
  responsible to for updating the Board and chapter
  each month and publishing to chapter members
  legal information that meets member needs.
• Strategic Development The Strategic Development
  Committee is responsible generating ideas,
  creating and developing special chapter projects
  and events to further the professional
  development of our members.

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Chapter CommitteesDuties and Functions

• Membership The mission of the membership
  committee is to assist the chapter in recruitment
  and retention of chapter membership. The
  committee consists of several sub committee
  "teams", including the recruitment retention
  team the directory administration team the
  welcoming and orientation team.
• Education Professional Development This
  committee is responsible for coordinating special
  programming specific to the education and
  professional development of chapter members.
  Programs through the Education Professional
  Development Committee impact multiple fronts --
  from scholarships awarded to college-age students
  enrolled in HR programs, to professional
  scholarships awarded to chapter members for
  professional development, to professional
  certification, to non-credit HR-related
  professional development educational programming,
  to student chapter developmental activities.
• Pegs The PEGs Chairperson is responsible for
  representing existing chapter PEGs (health care
  and staffing), promoting existing group growth
  and vitality, while working with chapter members
  on potential new focus groups. Also, each PEG
  will be responsible for coordinating at least one
  event each year that is open to all chapter
  members.

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Additional CNY SHRM Chapter Organizational Units

• Ad Hoc Finance Advisory Committee Formed and
  called by the Treasurer once a quarter to review
  financials as a check/balance, and to provide
  recommendations to Treasurer on improved systems
  and processes. This ad-hoc committee is viewed as
  critical to the Treasurer's function in terms of
  support systems and succession planning.
• Senior Advisory Board This Board is comprised of
  Past Directors and serves purely in an advisory
  capacity to the Executive Committee. The Senior
  Advisory Board may make recommendations to the
  Executive Committee and meet at least once each
  year. This Board is viewed as critical in
  providing the Executive Committee with an
  extensive knowledge-base of experience, and
  helping to maintain continuity.

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Board Member Responsibilities

• Develops an annual action plan with input from
  committee members. Reports action plan to Board
  as requested.
• Recommends in a timely manner an annual budget
  that supports committee action plan.
• Chairs committee meetings to review activities
  against plan and report Board activities.
  Meetings should be held monthly.
• Ensures committee progress is within action plan
  and budget parameters.
• Establishes, coordinates, and arranges all
  necessary committee or liaison communications.

• Attends all Board meetings and planning sessions
  reporting on activities and goal progress.
• Follows up directives from the President, Board,
  or Executive Committee.
• Meets all fiduciary duties and standards of
  conduct as described in chapter by-laws and code
  of ethics.
• Develops a succession plan for committee.
• Grows the committee by continually recruiting new
  committee members.
• Provides orientation to new committee members.
• Maintains committee or liaison duties.
• Attends chapter events.

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Typical Board Meeting Agenda

• Call the meeting to order
• Review attendance to ensure a quorum
• Approval of the previous meetings minutes
• Review of agenda
• Presidents Report/Officers Reports

• Committee Reports
• Old business
• New business
• Announcements
• Date and place of next Board meeting
• Adjournment

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Roberts Rules of Order Simplified

• At the most elementary level, Roberts Rules is a
  set of procedures for how a group formally makes
  a decision
• Based above all else on fairness
• Common sense and courtesy prevail

• Built on the principle that rights must be
  respected
• Rights of the majority
• Rights of the minority
• Rights of individuals
• Rights of absentees

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Roberts Rules in Action

• A member will move that a decision be made
  (he/she is proposing that the board go on record
  in favor of a certain action)
• Another member will second the motion,
  indicating support (this is necessary to be
  certain that the issue is of interest to more
  than one person)
• Once the motion has been made and seconded, there
  is discussion clarification and debate

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Roberts Rules in Action

• When the subject has been fully discussed, there
  is a vote
• Prior to both discussion and voting, the chair or
  secretary should re-state the motion to be
  certain everyone knows what is being discussed
  and decided
• For most votes, a majority is all thats needed
  to approve or disapprove a motion

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Roberts Rules in Action

• When any member feels that discussion has gone on
  long enough, he/she can call the question or
  call the previous question - essentially moving
  that debate be ended
• Either by consensus or by formal vote, the debate
  can continue or can end. If it ends, then a vote
  is taken on the main motion

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Thank You
You will reap numerous benefits from your CNY
SHRM volunteerism efforts, including Leveraging
the HR profession Helping CNY SHRM to best
leverage the Human Resource profession within
Central New York will also help your professional
efforts within your company.     A stable
commitment - Volunteerism can help you increase
your commitment to the community.     Teamwork
Your CNY SHRM volunteer activities will help
you gain greater team-building skills.
Networking You will have wonderful
opportunities to meet colleagues outside the
workplace.      Leadership Your volunteer
opportunity at CNY SHRM will build leadership
skills.