Officer Training

1

• Officer Training
• Presenters
• Jociel Brooks Sherry Guthrie, CRM Everis Mollon

2
Chapter Officers

• Treasurer
• VP Seminar
• Secretary
• VP Education and Professional Development

• VP Public Relations/Community Relations
• VP Membership Relations

3
Goals and Objectives

• The objective of this session is to review and
  discuss responsibilities of the members of the
  Board of Director positions for the Southwest
  Region Chapters.
• Initiate ideas and discuss lessons learned to
  take back to your chapters for enhancement so you
  can be an outstanding leader.
• Become an effective leader in the role you hold
  in your Chapter.

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Jociel Brooks

• VP Seminar
• Treasurer

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VP of Seminar

• The VP of Seminars is responsible for finding
  resources to help educate chapter members in RIM
  basic and advanced practices for paper and
  electronic based systems. These educational
  opportunities occur at monthly meetings and
  annual seminars.

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VP OF SEMINAR Shall

• Serve as members of the Chapters Board and act
  as liaison to the Board and committees under
  their jurisdictions.
• Submit agenda items to the President
  approximately one week prior to Board meetings.
• Provide assistance and direction to committees in
  such activities as member relations, professional
  development, public relations, and seminar.
• Submit written reports of committee activities to
  the Board at each scheduled Board meeting.

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VP OF Seminar

• Additional Responsibilities
• Coordinate and plan the annual Chapter Seminar
• Prepare monthly reports of activities for Board
  Meetings
• Comply with the ARMA International Manual on
  Seminar planning

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VP Seminars - Committee

• A Standing committee is composed of a
  chairperson and one or more committee members
• Volunteers are chosen by the VP of Seminars
• The chairperson directs the activities of the
  committee and develops and submits a budget to
  the Vice President of Seminar

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VP Seminar Committee Responsibilities

• Coordinate and plan the Annual Chapter Seminar
• Prepare and submit, through the Vice President of
  Seminar, a monthly report of committee activities
  prior to monthly Board meetings.
• Comply with the ARMA International manual on
  seminar planning

10
Treasurer

• The objective and goal of the Treasurer is to
  ensure that the financial obligation of the
  chapter is complete by receipt and deposit of all
  funds of the chapter and for the disbursement of
  funds for properly substantiated and approved
  expenditures.

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Treasurer

• Shall have custody of all of the funds of the
  chapter
• Shall keep a full and accurate account of
  receipts and expenditures.
• Shall, in accordance with the budget adopted by
  the chapter, make disbursements as authorized.

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Treasurer

• Present a monthly report at all meetings of the
  Board of Directors and Membership regarding the
  budget, dues structure and other financial
  matters affecting the Chapter. If a meeting is
  not held, he/she shall submit the monthly report
  to the Board.
• Prepare an annual report, which shall be
  submitted along with the financial records to the
  Auditing Committee. The Committee when satisfied
  that the treasurers annual report is correct
  shall sign a statement of that fact at the end of
  the report.
• Submit reports as required by ARMA International
  (990 Report)

13
Questions and Comments

• Thank You

14
Sherry Guthrie, CRM

• Secretary
• VP of Community Public Relations

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Secretary

• Takes, keeps distributes Minutes of Board
  Meetings
• Takes, keeps distributes Minutes of Chapter
  Meetings
• Official Custodian of Chapter Non-financial
  Records, including Chapter Charter
• Notifies Members of Meetings
• Maintains official listing of members addresses

16
Secretary Contd

• Sends slate of nominees to all members
• Handles correspondence for Chapter as directed by
  President and/or Board

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VP of Community Public Relations

• Sets up and maintains channels of distribution to
  the media for info on chapter events/seminars
• Maintains lists and contacts appropriate vendors
  to support chapter events/seminars
• Creates opportunities to promote the chapter
  throughout the community

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VP of Community Public Relations

• Contributes to chapter newsletter and web-site
  with upcoming community events that members may
  want to attend

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Questions and Comments

• Thank You

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Everis Mollon

• VP Membership and
• VP Education and Professional Development

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Objectives And Responsibilities

• The Vice President of Membership is
• responsible for overseeing the following
• committees
• Membership Growth
• Membership Retention
• Resource Directory

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MEMBERSHIP ORGANIZATION

• Meet with the former vice president to obtain
  records and discuss duties and responsibilities.
• Appoint managers for the committees for which
  responsible.
• Review with managers the objectives, goals, and
  budget for the year.
• Attend the Board of Directors meetings and
  present committee reports.

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ORGANIZATION CONTD

• Oversee the functions of the committees and
  assists as needed.
• Read and become familiar with the Constitution
  and Bylaws.
• Create opportunities to promote membership growth
  at monthly meetings.
• Create ways to keep members active and involved.

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Questions and Comments

• Thank You

25
VP Education and Professional Development VP

• The objective and goals for the VP of
  Professional Development is to educate the
  chapter members and potential members of personal
  development and professional skills through
  workshops and luncheons with knowledgeable
  speakers.

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VICE PRESIDENT EDUCATION Professional
Development

• The Vice President of Education is
• responsible for overseeing the following
• committees
• Educational Curriculum Committee
• ICRM Representative
• ISGs

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GUIDELINES

• Meet with the former vice president to obtain
  records and discuss duties and responsibilities.
• Appoint managers for the committees for which
  responsible.
• Review with managers the objective, goals and
  budget for the year.
• Attend the Board of Directors meetings and give
  committee reports.
• Oversee the functions of the committee and assist
  as needed.

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GUIDELINES CONTD

• Read and become familiar with Constitution and
  Bylaws.
• Assist with Educational Programs and Seminars.
• Host and present workshops.

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Questions and Comments

• Thank You

30
Sherry Guthrie, CRM

• Roberts Rules of Order

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The Presiding Officer

• The President of the board or chapter, or his/her
  representative, is considered the presiding
  officer, or chair.

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Presiding Officers Duties

• Call the meeting to order
• Announce the board/chapter business (Present the
  agenda for acceptance)
• Committee Reports
• Recognize members entitle to the floor

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Presiding Officers Duties

• State and put to vote all motions, or questions,
  which are moved and seconded
• Announce the results of votes
• Expedite business in every way
• Entertain a motion to adjourn the meeting

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Quorum

• The number of members that must be present in
  order to conduct business, i.e., acceptance of
  reports, votes, etc. For example, if the chapter
  by-laws state a quorum is 10 of membership, and
  the chapter has 35 members, a quorum of 4 members
  must be present to transact business. They must
  be present during actual voting, not come go at
  the meeting. Workaround.

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Motions Voting

• Before a subject can be debated, a member must be
  recognized make a motion, stating I move
  that. and fully describe the motion. Another
  member may then second the motion, stating I
  second the motion. The Chair then states the
  question that is up for consideration or action
  and discussion follows. At the appropriate time,
  the Chair Puts the questions or prepares to
  take the vote, reiterates the complete motion and

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Motions Voting Contd

• Then asks for affirmative votes (those that
  accept the motion as stated), and then for
  negative votes (those that object to the motion).
  This can be by voice or show of hands. If a
  motion is modified or amended, it must be voted
  upon again. The chair should always announce the
  entire motion after the vote has been taken.

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Acceptance of Reports

• Made by proposing a motion (cannot be the owner
  of the report in question), seconded, followed by
  debate, and putting the question. Handled the
  same way as any other motion.

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Questions and Comments

• Thank You