Chapter Management Training

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Chapter Management Training The JCI Training
Course for Chapter Officers
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Chapter Officers Need
You have

• Enthusiasm
• Dedication
• Knowledge
• Experience

You have
During this course
During your year
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Program Review (Morning)

• Opening and Program review
• Local Management and Responsibilities of Board
  Members
• Local Activities
• Communications
• Membership Involvement

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Program Review (Afternoon)

• Leadership in Voluntary Organizations
• Planning
• Finances
• Meetings
• Open Forum and Evaluation

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The Chapter Structure

• Board of Directors
• Executive Committee

• President
• Immediate Past President (Legal Counsel)
• Executive Vice President (s)
• Vice President (s)
• Secretary (Secretary General)
• Treasurer

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The Board of Directors

• Establishes policies
• Functions open-mindedly
• Individually supports joint decisions
• Projects good public relations image
• Works as a team
• Debates issues

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The President

• Leader
• Motivator
• Spokesperson
• Public relations figure
• Teamwork promoter
• Administrator
• Growth advocate

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The Immediate Past President

• Assists and supports the president
• Handles special assignments
• Serves as Parliamentarian
• Officiates as General Legal Counsel
• Provides motivation
• Furnishes training
• Part in community/national issues

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The Executive Vice President

• Assists and supports the president
• Administer the Chapter
• Supervise Vice Presidents
• Prepare to run for President

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The Vice President

• Direct Areas of Opportunity
• Supervise and coordinate work of Commission
  Chairmen
• Prepare to run for Executive Vice President

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The Secretary

• Arranges meetings
• Prepares agendas, minutes
• Circulates reports
• Handles correspondence
• Maintains records
• Runs administration

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The Treasurer

• Keeps financial records
• Collects dues
• Prepares budget
• Controls budget
• Prepares financial reports
• Balances the books

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Successful events dont just happen. They are
carefully planned.
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The Planning Commission studies

• The Needs of the Chapter
• The Interests of the Members
• The Needs of the Community

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The Areas of Opportunity

• Individual
• Community
• International
• Business

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The Areas of Opportunity
Individual To provide the opportunity for the
individual member to realize his personal
potential through training program.
Commissions

• Personal development
• Trainers
• Officers Training
• Membership Growth and Extensions
• Meetings

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The Areas of Opportunity
Community To develop the sensitivity of the
individual member to societal problems and
knowledge of community dynamics in solving these
problems through actual experience.
Commissions

• JCI Major Emphasis Theme
• Community Development / Involvement
• Economic Affairs
• Children Youth
• Governmental Civic Affairs

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The Areas of Opportunity
International To provide the opportunity for the
individual member to contribute to the
development of goodwill, understanding, and
cooperation among all peoples.
Commissions

• International Affairs Relations
• Chapter Twinning
• JCI Meetings
• Awards

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The Areas of Opportunity
Business To provide the opportunity for members
to contribute to the development of the economic
infrastructure, prosperity and well being of all
nations.
Commissions

• Finance
• Records
• Strategic Planning
• Marketing Public Relations
• Business Affairs
• International Business Council
• Chamber of Commerce Partnership

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The Commission Directors

• Coordinates activities
• Supervises Project Chairmen
• Provides leadership opportunities
• Encourages members to participate in projects

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The Project Chairmen

• Responsible for specific project activities
• Encourages members to participate in the project
• Provides opportunities for leadership development
• Encourages teamwork

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The JCI Project Planning Process

• Survey. Discover community needs.
• Analysis. List priorities.
• Planning. Objectives, strategies, action steps,
  budget, etc.
• Action. Execution of the project.
• Evaluation and recording. Validation and
  recommendations.

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Communications Director

• Responsible for Chapter Newsletter
• Handles broadcast E-mails
• Prepares articles of projects for the Media
• Responsible for Chapters website

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Internal Communications

• Newsletter People still like to receive mail
  addressed to them.
• E-mail Instant communication with almost no
  cost.
• Website Must be professionally designed and easy
  to surf.

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Media Relations

• See the right people at the right time.
• Deliver all information requested.
• Ensure story has news value.
• Make contacts personally.
• Be honest with the Media.

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Recruitment

• Develop a plan
• Establish a target
• Identify segment of public
• Develop marketing plan
• Produce materials
• Invite potential members
• Hold orientation meeting

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Member Involvement

• Orientation
• Sponsor / Mentor
• Family involvement
• Interest interview
• Progress plan
• New Members project Seminar
• Training / Incentives / Responsibilities

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Chapter Extension

• Create an Extensions Committee
• Appoint a Chairman
• Select a town or neighborhood
• Prepare a plan
• Know extension rules of National Organization
• Support new chapter for one year

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Leadership Styles

• Autocratic When group is not qualified
• Laissez Faire When group is highly motivated and
  skilled
• Democratic When group is qualified and skilled

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Leadership Responsibilities

• Encourage opinions
• Stimulate critical appraisal
• Have confidence in the ability of members
• Listen other opinions before giving yours
• Avoid directing the group

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Leadership Functions

• Define purpose
• Decide responsibilities
• Guide planning process
• Carry out plan and activities
• Maintain action, guide through changes and check
  efforts and results

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The Plan of Action

• Vision
• Mission
• Key Result Areas
• Objectives
• Strategies
• Action Steps (Who, When, How Much)

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The Planning Schedule
1. Draft of Plan 2. Considered by Board of
Directors 3. Considered voted by General
Assembly 4. Board incorporates approved plan
5. Board members prepare individual plans
6. Board approves individual plans 7. Yearly
Schedule is designed 8. Supervisors follow up on
duties 9. Evaluation and recommendations
10. Draft of next years plan
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Budgeting

• Budget preparation
• Budget approval
• Budget Review
• Financial records
• Budget control

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Purposes of Meetings

• Discuss chapter business
• Review activities
• Plan for the future
• Create interest
• Keep members in touch
• Offer leadership training
• Provide civic education

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Types of Meetings

• Dinner meetings Combines pleasure education and
  fellowship
• General business meetings When voting and formal
  approval is required
• Luncheon meetings Fast and informal meetings

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You make more friends by becoming interest in
other people than by trying to interest other
people in yourself.
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Look ahead. No one becomes successful in the
past.
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Life is like riding a bicycle. You dont fall
unless you stop pedaling