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2012 Joint Leadership Meeting

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2012 Joint Leadership Meeting NATIONAL Board of Directors 2013 Nominations & Elections 1/14/13: Call for Nominations 2/4: Nomination forms are due to SGMP HQ by 5 ... – PowerPoint PPT presentation

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Title: 2012 Joint Leadership Meeting


1
  • 2012 Joint Leadership Meeting

2
Good Morning!
  • Rob Coffman, CGMP
  • National President

3
Welcome Remarks Leader Introductions
  • Rob Coffman, CGMP
  • National President

4
National Updates Industry Updates
  • Rob Coffman, CGMP
  • National President

5
Online Chapter Board Toolkit
  • Rob Bergeron, CGMP
  • Acting Executive Director
  • Michael Downard
  • Operations IT Director

6
  • 2012 Joint Leadership Meeting

7
Chapter Education Programming
  • Debbie Kopkau, MBA, CGMP, GMS
  • Gilmer Institute of Learning Trustee
  • Garland Preddy, CGMP
  • Education Training Director

8
SGMPs GMS Certificate Program
  • Government Meeting Specialist (GMS)
  • Why was it created?
  • Is it a voluntary program?

9
What does it do for me?
  • Offers practical information
  • Establishes a basis for advancing professionalism
  • Assures that a base of knowledge has been achieved

10
What is Needed at Each Meeting?
  • Member Letter of Commitment
  • Application
  • Program Overview

11
Who Leads the Effort?
  • Appoint a member and a board member
  • They will market it to your members via email, at
    chapter meetings and in mailings
  • They will award the certificates

12
What are the Required Topics?
  • Education and Programming (3 programs)
  • Facilities and Services (3 programs)
  • Financial/Contract Management (2 programs)
  • Leadership (1 program)
  • Logistics (3 programs)
  • Technology (2 programs)
  • Wrap-up/Ethics (1 program)

13
How Do You Begin the Program?
  • Fill out a Letter of Commitment
  • Confirmation packet will be sent
  • Timeline - three years from the time you fill out
    the Letter of Commitment

14
When Do You receive the Certificate?
  • Final application must be completed
  • Application fee must be paid
  • Certificates awarded at chapter meetings

15
How Do You Maintain Your Certificate?
  • Earn continuing education requirements must be
    job-related education
  • 20 hours in five years
  • Maintain active membership status by paying
    annual dues

16
How Do You Renew the Certificate?
  • Complete 20 hours of professional development
  • Provide a renewal application to the chapter for
    review
  • Pay renewal fee
  • Receive new certificate!

17
Where is More Information?
  • Go to www.sgmp.org/chapterboard
  • Click on GMS Tools Resources

18
Education Training Director Roles
  • Develop manage overall national and chapter
    educational strategy
  • Develop manage new adjunct faculty
  • Play key role with the new headquarters training
    center
  • Serve as staff liaison to Gilmer Institute of
    Learning (GIL)
  • Serve as primary contact for chapter programming
    committee chairs
  • Serve as primary contact for CGMP certification
    program
  • Serve as primary contact for GMS certificate
    program

19
Education Training Director Priorities
  • Fill up our education programming toolbox  
  • Enhance nationals education partnerships with
    chapters
  • Finalize the faculty for 2013 NEC Expo
  • Complete an update of the CGMP materials, exam
    policies
  • Distribute recertification guidelines process  
  • Complete training center build out

20
Education Training Director Goals
  • Create a subject matter expert (SME) list
  • Develop an adjunct SGMP faculty
  • Develop training center strategy schedule
  • Utilize training center
  • Reevaluate all education guidelines programs

21
2013 NEC Summary
  • Krystal Bushell, CGMP
  • Conference Meetings Manager
  • Sara Woldai, CGMP
  • Meetings Exhibits Coordinator

22
National Education Conference Expo New and
Notable
  • Registration
  • Expo
  • Sponsorships
  • Supplier Hospitality Opportunities
  • COPS Sessions
  • Questions

23
  • 2012 Joint Leadership Meeting

24
Group Exercise
  • Shelley Mann, CGMP
  • National Second Vice President

25
1-on-1 Meetings or Regional Roundtables
26
Membership Tools
  • Shelley Mann, CGMP
  • National Second Vice President
  • Kimberly Kowal
  • Membership Communications Manager

27
Agenda
  • Assembling a membership committee
  • Recruitment

28
Membership Committee
  • Why is it so important?
  • Organization of the committee
  • Changing the culture of your chapter

29
Recruitment
  • Planner blitz
  • Using your existing membership
  • Showing ROI
  • Engaging your membership!

30
Membership Toolkit
31
  • 2012 Joint Leadership Meeting

32
Chapter Board Operations 101
  • Rob Bergeron, CGMP
  • Acting Executive Director

33
CBO 101 Goals
  • What we will learn
  • Basic Principles of effective volunteer
    leadership
  • Building blocks of efficient chapter board
    operations

34
CBO 101 Goals
  • How we will learn it
  • Robert is your friend
  • Best practices for meeting agenda
  • Checklist for before a meeting
  • Checklist for during meeting
  • Checklist for after meeting
  • Best practices for meeting minutes

35
CBO 101 Goals
  • Use the principles of Roberts Rules of Order

36
CBO 101 Goals
  • Use the SGMP template meeting agenda

37
CBO 101 Goals
  • Use the SGMP template meeting minutes

38
CBO 101 Goals
  • Use the best practices for before, during after
    a meeting

39
CBO 101 Goals
  • What we learned
  • Robert is your friend
  • Best practices for meeting agenda
  • Checklists for your meetings
  • Best practices for meeting minutes

40
Chapter Finances
  • James Lynton, CHSP
  • National Treasurer

41
Review Topics
  • Annual Budget
  • Fiscal Year
  • 990 IRS Filing
  • Record Retention
  • Chapter Financial Audits
  • Monthly Reports
  • Bank Signature Card
  • Policies Procedures
  • Helpful Tips

42
Annual Budgets for Chapters
  • Due to HQ July 31 Each Year
  • Use The Official Treasurers Template
  • Includes Budget Page
  • Chart of Accounts
  • Individual monthly statements
  • Plan the budget with the chapter board members
  • Review any chapter records for budget trends

43
Fiscal Year Reporting
  • Due to HQ August 15th Each Year
  • This is the completed treasurers template with a
    year of transactions
  • Must include all original records (deposit slips,
    paid invoices, bank statements and ship to SGMP
    HQ)
  • SGMP HQ will house all chapter records for 7
    years
  • The Chapters IRS 990 filing will be done with the
    information provided in the Fiscal Year End
  • HQ will audit chapter records each year

44
Monthly Duties
  • By the 10th of each month send to HQ
  • - Copy of bank statement from previous month
  • - Corresponding month of income and expenses
    filled out in the treasurers template (budget)
  • Ensure deposit of monthly revenue share checks
  • Ensure revenue share is not being held or
    forfeited

45
Policies and Procedures
  • Chapter treasury policies can be found in SGMPs
    Policy Manual
  • It is important to read these periodically and
    also review with your chapter board
  • Remember to code and expense monthly, bank,
    credit card and merchant services fees. These add
    up and will keep your accounting out of balance
    if not reconciled.
  • Use the Toolkit Online www.sgmp.org/chapterboard
    /

46
Helpful Tips
  • When transferring money from one account to
    another, it is NOT to be considered as income.
  • Coding of expenses is a guideline, not a
    straightjacket be flexible with the Chart of
    Accounts.
  • Do not use Miscellaneous as an escape really try
    to find a place to code it. If you have to use
    Misc. more than once for the same income or
    expense, let us know so we can add the line item
    others may be doing the same.

47
Questions?
  • Thank you for your fiduciary commitment to SGMP
    and your chapter.
  • We appreciate your hard volunteer work to keep
    your chapter in compliance and running smoothly!

48
Todays Wrap-up
  • Rob Coffman, CGMP
  • National President

49
  • 2012 Joint Leadership Meeting

50
Good Morning!
  • Rob Coffman, CGMP
  • National President

51
Todays Set-up
  • Rob Coffman, CGMP
  • National President

52
Chapter Board PlanningRetreats and Succession
  • Robin Hindsman, Psy.D.
  • BoardSource

53
  • 2012 Joint Leadership Meeting

54
Chapter Board PlanningRetreats and Succession
(Continued)
  • Robin Hindsman, Psy.D.
  • BoardSource

55
Group Exercise
  • Kelly Roche, CGMP, CTA
  • National Director

56
Chapter Business Plans
  • Rob Bergeron, CGMP
  • Acting Executive Director

57
Attendee Questions
  • Rob Coffman, CGMP
  • National President

58
  • 2012 Joint Leadership Meeting

59
Chapter Recognition Awards
  • Rob Bergeron, CGMP
  • Acting Executive Director

60
National/Chapter Nominations Elections
  • Melody Kebe, CMP, CGMP
  • National Immediate Past President
  • Michael Downard
  • Operations IT Director

61
CHAPTER Board of Directors2013 Nominations
Elections
  • North Carolina
  • North Texas
  • Northern Lights
  • Old Dominion
  • Pacific Northwest
  • Sacramento
  • San Francisco Bay Area
  • Texas Lone Star Capital
  • Wild West Oklahoma
  • Arizona
  • Buckeye
  • Chicago
  • Florida Capital
  • Greater Oregon
  • Greater Pittsburgh
  • Kentucky Bluegrass
  • Louisiana
  • National Capital

62
Overview of Timeline
  • 10/10 Chairs received templates, forms and
    timeline
  • 10/24 Conference call with chairs, national
    NE chair and HQ liaison
  • 11/1 Call for Nominations
  • 11/20 Nomination forms due by this date (no
    exceptions)
  • 11/26-11/30 Committee nomination period

63
Overview of Timeline Cont.
  • 12/10 12/12 Chapter NE committees hold a
    conference call to review draft list of
    candidates and decide, by majority vote, if any
    existing nominees should be invited to run for a
    different position and/or if any additional
    nominations should be made if there are vacant
    positions without a candidate.
  • 12/12 Nomination period ends

64
Overview of Timeline Cont.
  • 12/26/12 - 1/9/13 Campaign period
  • 1/10 - 1/16 Chapter VOTING period (via SGMPs
    Survey Monkey)
  • 1/16 Voting ENDS at 500pm EST
  • 1/24 - 1/25 Candidates are notified of election
    results
  • 1/28 Chapter membership is notified of election
    results

65
IMPORTANT DATES!!
  • APRIL Outgoing and Incoming chapter board
    members are highly encouraged to conduct a
    transition meeting during this timeframe.
  • JUNE Newly-elected chapter presidents and
    treasurers attend SGMPs New Chapter Officers
    Training in Alexandria, Virginia.
  • JULY NEW board members are highly encouraged to
    conduct a chapter board retreat during this
    timeframe to discuss a plan of action, goals and
    objectives for their term of office.

66
NATIONAL Board of Directors2013 Nominations
Elections
  • 1/14/13 Call for Nominations
  • 2/4 Nomination forms are due to SGMP HQ by
    500pm EST
  • 2/5-7 Committee nomination period
  • 2/8-11 Nominees eligibility is reviewed and
    approved to run for office

67
NATIONAL Board of Directors2013 Nominations
Elections
  • 2/12 Chapter NE committees hold a conference
    call to review draft list of candidates and
    decide, by majority vote, if any existing
    nominees should be invited to run for a different
    position and/or if any additional nominations
    should be made if there are vacant positions
    without a candidate.

68
NATIONAL Board of Directors2013 Nominations
Elections
  • 2/25 3/6 Campaign Period
  • 3/7-14 SGMP Membership Online Voting
  • 3/14 Voting ENDS at 500pm EST
  • 3/19-20 Candidates are notified of election
    results

69
NATIONAL Board of Directors2013 Nominations
Elections
  • 3/21 SGMP Membership is notified of election
    results.
  • 5/21 (tbc) National Board transition meeting
    will be held in Orlando, FL
  • 5/23 Installation Ceremony of 2013-2015
    National Board of Directors in Orlando, FL
  • Mid-July NEW board members participate in
    national board retreat

70
Summary Remarks Leader Outros
  • Rob Coffman, CGMP
  • National President

71
  • 2012 Joint Leadership Meeting
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