BOD Transition and Planning: Tips and Techniques

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BOD Transition and Planning Tips and Techniques

• Carla Parvin, CFPIM
• Asheville Chapter

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BOD Transition Tips and Techniques

• Advancing
• Performance,
• Innovation
• Chapter
• Success

your chapter!
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BOD Transition Tips and Techniques
BOD Transition
Eschew
Obfuscation
Clarity, Flexibility Resources
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BOD Transition Clarity, Flexibility Resources

• Timeline
• Recruit BOD Members
• Prep for Transition Meeting
• Transition Meeting Schedule
• Follow-up Meetings
• Department Teams
• Projects
• BOD Meetings
• PDMs

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BOD Transition Clarity, Flexibility Resources

• Transition BOD Members
• Recruitment Retention Process
• Identify candidates
• Recruit clarify roles responsibilities
• Succession plan
• Rewards
• Recognition
• Job Descriptions

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BOD Transition Clarity, Flexibility Resources

• Transition Meeting need to know
• How much time?
• How many people?
• Location
• Food refreshments
• Break-out rooms
• Resources
• Supplies
• Conduct meeting

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BOD Transition Clarity, Flexibility Resources

• SWOT Analysis
• Strengths
• Weaknesses
• Opportunities
• Threats

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BOD Transition Clarity, Flexibility Resources

• Goals What do you want to accomplish during the
  coming year or 2 or 3?
• Brainstorm list them ALL, then choose the best
  ones, expand and define future
• SMART Goals
• Specific
• Measurable
• Achievable
• wRitten
• Time phased

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BOD Transition Clarity, Flexibility Resources

• Resources needed to achieve these goals
• People
• Time
• Dollars
• APICS Society resources
• District resources
• Chapter resources

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BOD Transition Clarity, Flexibility Resources

• Plan in detail!
• Execute the plan
• Measure the results
• Take corrective action
• Report out at year end
• CMS
• C-BAR
• Review the years activities results use
  lessons learned to make the next year better

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BOD Transition and Planning Tips and Techniques

• Dave Lehman, CFPIM CIRM CSCP
• Piedmont Triad Chapter

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BOD Transition and Planning Tips and Techniques
Elect and install new BOD and appoint Staff
Previous BOD
Marketing/Publicity

• Transfer chapter management
• Transfer financial records
• Organize all materials
• Connect with BOD
• Transfer leadership handbooks/chapter manuals

Transition meeting

• Review and update marketing plan
• Transfer newsletter and other publicity functions
• Review joint professional memberships

President sets direction for new year
Education
Membership

• Transfer education materials
• Review education schedules
• Transfer records
• Review approved instructor list

• Transfer membership records
• Review recognition programs
• Review welcome packets
• Review membership drives
• Analyze membership trends

Coordinates activities
Finance/Treasurer

• Transfer financial records
• Transfer software
• Change bank signature cards
• Review financial records and start audit and tax
  preparation
• Review current financial situation

Programs

• Plan activities and schedule
• Decide on locations
• Develop speaker list

• Decide on top management night
• Transfer equipment

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BOD Transition and Planning Tips and Techniques

• Transition Meeting
• Set and distribute agenda in advance
• Transfer materials and records
• Review summer planning calendar
• Establish action plans What, Who and When
• Review of Ops and marketing Plan
• Budget Planning
• Special activities and programs
• Distribute minutes quickly
• FEED THEM!

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BOD Transition and Planning Tips and Techniques

• Define Responsibilities Provide Tools
• Installation ceremony
• Position Description
• Chapter BOK Manuals
• Roster of officers and staff
• Strategic Plan
• Marketing and Operations Plan
• Budget
• CMS/C-BAR

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BOD Transition and Planning Tips and Techniques
Piedmont Triad Chapter of APICS Board of Directors and Staff 2009-2010 Piedmont Triad Chapter of APICS Board of Directors and Staff 2009-2010 Piedmont Triad Chapter of APICS Board of Directors and Staff 2009-2010 Piedmont Triad Chapter of APICS Board of Directors and Staff 2009-2010 Piedmont Triad Chapter of APICS Board of Directors and Staff 2009-2010 Piedmont Triad Chapter of APICS Board of Directors and Staff 2009-2010 Piedmont Triad Chapter of APICS Board of Directors and Staff 2009-2010 Piedmont Triad Chapter of APICS Board of Directors and Staff 2009-2010 Piedmont Triad Chapter of APICS Board of Directors and Staff 2009-2010 Piedmont Triad Chapter of APICS Board of Directors and Staff 2009-2010
                   
  Elected Corporate Officers   Appointed BOD Staff Positions   Unfilled BOD Positions

President President Executive Vice President Executive Vice President Past President Past President Secretary Secretary Treasurer Treasurer
  Jeffrey T. Bell, CPIM, CIRM   Camilla Deyton, CSCP Rebekah Chandler   Margie Henningsen, CPIM   Dave Lehman, CFPIM, CIRM, CSCP
Member 1319697 Member 1617836 Member 1368594 Member 1362620 Member 349092
RF Micro Devices, Inc. DCL Associates, Inc.
5900 Beckner St 6805 Fox Horn Circle 7628 Thorndike Rd 255 Weatherfield Lane 1305 Condor Dr - Suite A
Winston-Salem, NC 27103-5906 Pfafftown NC 27040 Greensboro, NC 27409-9421 Kernersville, NC 27284 Greensboro, NC 27410-2714
work (336) work work 336-678-7251 work work 336-854-0908
fax fax fax fax fax [phone]
home 336-577-9194 home [phone] home 336-392-5137 home 336-996-2815 home 336-292-4515
email jbell3_at_triad.rr.com e-mail cdeyton_at_triad.rr.com email rebekah_a_chandler_at_yahoo.com email mhenn_at_triad.rr.com email davelsr_at_bellsouth.net
cell 336-577-9194   cell 336.971.1796 cell 336-615-2465 cell 336-830-2286 cell 336-602-0136
Join Board 2002 Join Board 2007 Join Board Join Board 2006 Join Board 1990
VP of Membership VP of Membership VP of Chapter Development VP of Chapter Development VP of Professional Development VP of Professional Development VP of Professional Education VP of Professional Education Assistant Treasurer Assistant Treasurer
  Eric TeVault Barbara Swann Michael Brown   Richard L Marshall, CPIM CSCP Brooks Copeland
Member 1555481 Member 344471 Member 1071979 Member 1085602 Member
New Breed Corp RF Micro Devices, Inc. CD Technologies, Inc. ConvaTec, Inc Copeland and Company
3713 Burbank Lane 7628 Thorndike Rd 1045 Wyndfall Drive 501 W Mountain St
Winston-Salem NC 27106 Greensboro, NC 27409-9421 Kernersville, NC 27284 Kernersville, NC 27284
  work 336-232-4053 work 336-678-7261 work 215-619-2700 x478 work 336-297-3060 work [phone]
  fax [phone] fax [phone] fax [phone] fax [phone] fax
home [phone] home 336-854-5418 home 336-993-9527 home 336-414-7761 home
email etevault_at_newbreed.com email bswann_at_rfmd.com email mbrown_at_cdtechno.com email kvillewolf_at_mindspring.com e-mail copeland123_at_aol.com
  cell 336-314-6355 cell 336-210-5013 cell 336-671-5594 cell cell
Join Board 2009 Join Board 1988 Join Board 2006 Join Board 2009 Join Board 2009
Membership - Director Membership - Director Marketing Director Marketing Director Programs Director Programs Director Director of Certification Education Director of Certification Education Assistant Treasurer Assistant Treasurer
Erin English Michael R. Kochel, CPIM Aaron D Halsdorf
Member 1586662 Member 752255 Member 1334861 Member Member
Retired
8020 Fogleman Rd 5306 King George Ct, 4036 Claredon Ave
Oak Ridge NC 27310 Greensboro, NC 27410-4024 Winston-Salem, NC 27106-9418
work work work 336-692-5531 work work
fax fax fax fax fax
home [phone] home home home home
email erin.english1_at_yahoo.com e-mail email aaronhalsdorf_at_triad.rr.com e-mail e-mail
cell 336-669-0911 cell 336-549-4447 cell cell cell
Join Board 2006 Join Board 2009 Join Board 2009 Join Board Join Board
Membership - Company Coordinator Membership - Company Coordinator Newsletter Director/Editor Newsletter Director/Editor Arrangements Director Arrangements Director Education Registrar Education Registrar C-Bar Director C-Bar Director
Daniel Truhe Barbara Swann David J. Skowron, CSCP Dave Lehman, CFPIM, CIRM, CSCP Saurabh S Mandel, CSCP
Member 1501273 Member 344471 Member 1221048 Member 349092 Member 1599245
RFMD Inc. RF Micro Devices, Inc. Volvo North America DCL Associates, Inc. VF Corp
7628 Thorndike Road 7628 Thorndike Rd 4012 Fountain Grove Dr 1305 Condor Dr - Suite A 5503 Friendly Manor Dr Apt L
Greensboro NC 27409 Greensboro, NC 27409-9421 High Point NC 27265 Greensboro, NC 27410-2714 Greensboro NC 27410
work 336 678-6788 work 336-678-7261 work 336-255-0989 work 336-854-0908 work 336-424-6000 x8884
fax [phone] fax [phone] fax fax [phone] fax
home 336-861-1122 home 336-854-5418 home 843-222-4219 home 336-292-4515 home
e-mail dtruhe_at_rfmd.com email bswann_at_rfmd.com e-mail davidskowron_at_yahoo.com email davelsr_at_bellsouth.net email saurabh.mandal_at_gmail.com
cell phone cell 336-210-5013 cell 336-255-0989 cell 336-602-0136 cell 932-729-7235
Join Board 2007 Join Board 1988 Join Board 2008 Join Board 1990 Join Board 2009
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BOD Transition and Planning Tips and Techniques

• Strategic Planning
• Rolling 2-year plan
• Update by first meeting after transition
• Include in CMS/C-Bar planning
• Marketing and Operations Plan
• Updated annually to support Strategic Plan
• Specific targets
• Responsibility defined

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BOD Transition and Planning Tips and Techniques
Budget            
Jul '08 - Jun '09 July August Sept Oct Nov Dec
Income Income
4000 Program Revenues 4000 Program Revenues 4000 Program Revenues
4100 Prof. Development Meetings 4100 Prof. Development Meetings
4110 Prof Dev Mtg Revenue 11,450.00 0.00 0.00 1,170.00 1,170.00 1,340.00 1,170.00
4120 Company Sponsorship Rev. 0.00 0.00 0.00 0.00 0.00 0.00 0.00
4130 50/50 Drawing Revenue 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Total 4100 Prof. Development Meetings Total 4100 Prof. Development Meetings 11,450.00 0.00 0.00 1,170.00 1,170.00 1,340.00 1,170.00
4200 Educ. Program Revenues 4200 Educ. Program Revenues
4210 Chapter CPIM Workshop Rev. 41,765.00 6,625.00 3,240.00 9,400.00 0.00 3,500.00 0.00
4225 Chapter CSCP Workshop Rev 37,125.00 3,695.00 6,425.00 7,005.00 0.00 0.00 10,000.00
4230 Chapter FMOC Workshop Revenue 0.00 0.00 0.00 0.00 0.00 0.00 0.00
4240 T-T-T Workshop Rev 0.00 0.00 0.00 0.00 0.00 0.00 0.00
4250 C.C. Workshop Rev. 0.00 0.00 0.00 0.00 0.00 0.00 0.00
4260 Company CPIM Workshop Rev 20,200.00 0.00 6,800.00 0.00 0.00 6,700.00 0.00
4270 Company Fundamental Workshops 0.00 0.00 0.00 0.00 0.00 0.00 0.00
4280 Chapter Education Workshops 17,500.00 0.00 0.00 0.00 0.00 8,750.00 0.00
4290 Other Education Revenue 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Total 4200 Educ. Program Revenues Total 4200 Educ. Program Revenues 116,590.00 10,320.00 16,465.00 16,405.00 0.00 18,950.00 10,000.00
4300 Seminar Revenue 4300 Seminar Revenue
4310 Seminar 1 Revenue 1,000.00 0.00 0.00 1,000.00 0.00 0.00 0.00
4320 Seminar 2 Revenue 1,800.00 0.00 0.00 0.00 0.00 1,800.00 0.00
4330 Seminer 3 Revenue 2,400.00 0.00 0.00 0.00 0.00 0.00 0.00
4340 Seminar 4 Revenue 2,400.00 0.00 0.00 0.00 0.00 0.00 0.00
4390 Other Seminar Revenue 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Total 4300 Seminar Revenue Total 4300 Seminar Revenue 7,600.00 0.00 0.00 1,000.00 0.00 1,800.00 0.00
Total 4000 Program Revenues Total 4000 Program Revenues 135,640.00 10,320.00 16,465.00 18,575.00 1,170.00 22,090.00 11,170.00
4500 Other Misc. Income 4500 Other Misc. Income 4500 Other Misc. Income 0.00 0.00 0.00 0.00 0.00 0.00 0.00
4600 Membership Revenue 4600 Membership Revenue 4600 Membership Revenue 13,730.00 1,130.00 1,600.00 1,200.00 1,200.00 1,000.00 1,000.00
4900 Interest Income 4900 Interest Income 4900 Interest Income 144.00 12.00 12.00 12.00 12.00 12.00 12.00
Total Income Total Income Total Income 149,514.00 11,462.00 18,077.00 19,787.00 2,382.00 23,102.00 12,182.00
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BOD Transition and Planning Tips and Techniques

• Section 1 Chapter Minimum Standards (CMS) for
  Chapter Maintenance Tool Chapters are required
  to use the guidelines outlined in Section 1 of
  the C-BAR Handbook and the C-BAR Excel Workbook
  to report their annual compliance with CMS to
  their district manager/district staff for
  evaluation by July 31 of each year.
• Section 2 Chapter Benchmarking and Reporting
  (C-BAR) Tool Chapters electing to participate in
  C-BAR must be in compliance with the CMS and
  complete Sections 1 and 2 of the C-BAR Excel
  Workbook and submit to their district
  manager/district staff for evaluation by July 31
  of each year.

http//cbox.apics.org/ChapterLeaders/CBARCMS/Pages
/default.aspx
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BOD Transition and Planning Tips and Techniques
Section 2. C-BAR. Chapter Planning Tool Section 2. C-BAR. Chapter Planning Tool Forecast Award Level Forecast Award Level Info missing
All minimum standards must be met to be eligible for awards. Minimum Stds Met? Minimum Stds Met? Info missing
Section Description Chapter Forecast Response Chapter Forecast Points Comment Person Responsible for Implementation Due Date Completion Status
A. Cust Exp/Mktg 1. Did the chapter implement a formal marketing plan to reach potential customers and advise them of their programs and education? (Attach a copy of the chapter's marketing plan.)   0       Will complete
A. Cust Exp/Mktg 2. Has the chapter conducted an analysis of local area companies' needs, for programs and education offerings based on local market, industries, and diversity of business?   0       Will complete
A. Cust Exp/Mktg 3. How many e-mail letters of introduction, brochures, flyers, or information packets has the chapter prepared and delivered to various members and non member individuals and companies in the local area? Example is Professional Membership Brochure, Stock 82034   0       Will complete
A. Cust Exp/Mktg 4. Did the chapter formally recognize at least one APICS volunteer for efforts during the past year?   0       Will complete
A. Cust Exp/Mktg 5. Did the chapter formally recognize at least one company or corporation for its support during the last year?   0       Will complete
A. Cust Exp/Mktg 6. Does the chapter have a formal company coordinator (or other contact group ie HR Mgrs) program?   0       Will complete
C-Bar
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BOD Transition and Planning Tips and Techniques

• Questions?
• Thank you for coming!

Carla J. Parvin, CFPIM carlaparvin_at_yahoo.com 828.3
80.1772
Dave Lehman, CFPIM CIRM CSCP dave_at_thedcl.com
336.854.0908