Chapter Leadership Forum March 22, 2006

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Chapter Leadership ForumMarch 22, 2006
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Governance
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What is Governance?

• the process of decision-making and the process
  by which decisions are implemented (or not
  implemented)
• --United Nations Economic Social Commission
• 
  

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What is GOOD Governance?

• Participation
• Rule of Law
• Responsiveness
• Consensus oriented
• Equity and inclusiveness
• Effectiveness and efficiency
• Accountability
• --United Nations Economic Social Commission

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7 Responsibilities of a Chapter Board

• Establish Policy
• Provide Leadership
• Provide Direction Through Planning
• Ensure the Financial Integrity of the
  Organization
• Participate Responsibly
• Commit to Board Leadership as Team Leadership
• Evaluate at all Levels

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Establish Policy

• Identify the scope of the chapters activity
• Define the critical issues to be addressed
• Establish policy positions
• Determine priorities
• Set targets
• And then let others determine how to get the job
  done

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Provide Leadership

• Set aside personal agendas
• Offer your opinion in debate and contribute to
  the boards decision
• Support the outcome of all board decisions, even
  if you personally voted against the outcome

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Provide Direction Through Planning

• Decisions of the Board and all actions of
  committees should be in line with the chapters
  missions purpose or linked to the strategic plan

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Ensure the Financial Integrity of the Organization

• The budget states how resources are to be
  allocated to achieve the strategic plan

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Participate Responsibly

• Carry your fair share of the leadership
  responsibility
• Strong participation by all board members

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Commit to Board Leadership as Team Leadership

• Everyone knows the goal and his or her role
• Value diversity of thought
• Solve problems as a team

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Evaluate at all Levels

• Policy Performance
• Financial Performance
• Board Performance
• Organization Performance

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Fiduciary Responsibilities

• The Duty of Obedience
• The Duty of Care
• The Duty of Loyalty

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The Duty of Obedience
The Boards responsibility to fulfill its
organizational purpose
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The Duty of Care
The Boards responsibility to make informed
decisions
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The Duty of Loyalty
The Boards responsibility to make decisions
based on the best interest of the organization
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General Board Duties Between Prior to Meetings

• Read email
• Read financial statements
• Take initiative
• Check-in with committees
• Review committee board reports

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General Board Duties at Board Meetings

• Attendance at all board meetings is an
  expectation
• Come prepared, read reports ahead of time
• Participate in discussions
• Follow accustomed parliamentary procedure

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General Board Duties - Standards of Conduct

• Act like a lady/gentleman
• Attendance at sponsored events is expected
• Exercise confidentiality
• Support board decisions
• Meet and greet vendors
• Mingle with members

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"You get the best out of others when you give
the best of yourself." -Harry Firestone
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Keys to Being an Effective Board Member
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Keys to Being an Effective Board Member

• Understand your role, including general
  responsibilities and specific duties.
• Be knowledgeable about the association, its
  history, its mission and its goals.
• Remember that you are responsible to the needs of
  chapter members.

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Keys to Being an Effective Board Member

• Communicate openly and honestly with other board
  members, volunteers, members.
• Be committed to the job be sure you have the
  time, support and funds to participate and
  contribute in a meaningful way.
• Keep chapter goals ahead of all others.

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Keys to Being an Effective Board Member

• Be enthusiastic about the association and your
  role in guiding it.
• Bring creativity and vision to your role as a
  volunteer leader.

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Keys to Being an Effective Board Member

• Listen to and consider the opinions of others be
  open minded.
• View your Director-at-Large and the AALNC HQ
  staff as a valuable resource for suggestions and
  advice.
• Be realistic about the goals and accomplishments
  of your chapter.

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Keys to Being an Effective Board Member

• Respect the authority and responsibility
  delegated to committees, other volunteers and
  staff.
• Comment, criticize constructively and disagree.
  These are signs of a healthy, productive board.

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Keys to Being an Effective Board Member

• And a few donts
• Dont bring a hidden or personal agenda to your
  term as a board member.
• Dont personalize situations focus on issues,
  not personalities.
• Dont pontificate.
• Dont bring your ego to board activities.

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Board Decisions

• As a member of the board team, I will
• Exercise Confidentiality
• Speak as One Voice outside the Board Room
• Sign Confidentiality and Non-Disclosure Agreement

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Characteristics of Happy Board

• They are honest.
• They are enthusiastic.
• They keep an open mind.
• They are team players.
• They tackle complex problems with relish.
• They take an orderly approach to decision making.
  
• They are competent.
• They have a sense of humor.
• - Welcome to the Board," _at_1995, Jossey-Bass
  Inc. Publishers author Fisher Howe

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Characteristics of Problem Board

• Obsession with a single issue.
• Always taking the "contrarian" view--just for
  show.
• Expounding on strongly held opinions that are
  rarely backed up by fact or research.
• "Board hopping" - or sitting on many boards, but
  serving none well.
• --Welcome to the Board," _at_1995, Jossey-Bass Inc.
  Publishers author Fisher Howe

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• To build may have to be the slow and laborious
  task of years. To destroy can be the thoughtless
  act of a single day.
• Winston Churchill

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Operations
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Membership

• All RN members of local AALNC chapters must be
  members of the national association.
• Sustaining members may be members of the chapter
  only.
• Visit AALNCs online membership directory to
  validate an individuals membership status
• AALNC HQ can also assist in membership checks
• Annually required to submit a Chapter roster

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Bylaws

• Standard AALNC Chapter Bylaws included in Chapter
  manual
• You must notify AALNC Headquarters and request
  approval from AALNC Board of Directors prior to
  any changes being implemented.

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Chapter Charter Renewal

• Current Chapter Board of Directors
• Copy of current bylaws
• End of Year Chapter Financial Statement
• Chapters Federal Tax Identification Number
• Current Chapter Membership Roster and contact
  information

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Nominations and Elections

• Nominating Committee
• Responsible for preparing a slate of eligible
  candidates and for managing the election
• Call for Nominations
• Ballot
• Vote
• Installation

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Nominations and Elections

• Nominating Committee
• Call for Nominations
• Verbally, at a meeting
• By telephone
• In writing
• and should include
• 1. Positions available and length of term
• 2. Qualifications for each position
• 3. Deadline for nominations
• Ballot
• Vote
• Installation

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Nominations and Elections

• Nominating Committee
• Call for Nominations
• Ballot
• Committee should determine ballot confidentially
• President-elect chosen by a confidential vote of
  the Board of Directors
• Ballots must be distributed to the membership per
  Chapter Bylaws
• Vote
• Installation

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Nominations and Elections

• Nominating Committee
• Call for Nominations
• Ballot
• Vote
• Ballots should be counted tallied by at least
  two members of the nominating committee
• Election is valid if a quorum (10) of the active
  membership votes
• Installation

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Nominations and Elections

• Nominating Committee
• Call for Nominations
• Ballot
• Vote
• Installation
• Make an announcement at a regular meeting
• Acknowledge those who have served on the board
  for the past year

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Chapter President Checklist

• New Board Member Orientation Transfer of
  responsibilities/files from outgoing to incoming
  distribute copy of the AALNC Chapter Leaders
  Resource Manual to new Board members
• Planning Meeting New Board members meet to set
  chapter goals/strategic planning
• Appointment of Committee Chairpersons Done by
  the incoming President
• Committee Chairperson Orientation Transfer of
  responsibilities/files from outgoing to incoming

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Chapter President Checklist

• Bank Signature Card Obtain new card from bank
  to be completed by incoming President and
  treasurer
• Chapter Meeting Calendar Creation of year-long
  meeting calendar distribution to chapter members
  and AALNC headquarters to be posted on AALNC
  website.
• Membership Directory Prepare chapter membership
  directory, distribute to members or post on
  website
• Membership Renewals Send annual dues reminder
  to chapter members beginning in January

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Chapter President Checklist

• CE Provider Renewal of provider status with the
  RN Board of Nursing
• Charter Renewal Completed by outgoing President
  and Treasurer with copies to incoming President
  and Treasurer
• Web site Updates Need to add meeting calendar,
  list of incoming Board of Directors and committee
  chairpersons along with contact information.
• Mail pick up Transfer of post office box keys,
  assign chapter member(s) to check weekly

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Directors Officers Liability Insurance

• Chapter volunteers are responsible for proper and
  legal operations of your chapter.
• Directors can be held legally accountable and
  personally liable for any claims made against the
  Chapter
• AALNC purchases Directors and Officers (DO)
  Liability insurance each year
• AALNC covers chapters as well!

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Tax Exempt Status

• AALNC and its chapters are 501(c)6 organizations
• Tax-exempt from Federal taxes
• May have to pay taxes on Unrelated Business
  Income (UBIT)
• File 990 tax form if gross revenue exceeds 25K.
  AALNC will coordinate
• Every AALNC Chapter has its own Federal Tax ID
  number
• AALNC has a group exemption for Federal Taxes
• AALNC and Chapters are not exempt from Sales Tax

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Tax Exempt Status What does it Mean?

• Tax exempt status is an asset that must be
  protected
• AALNC and its chapters must offer services and
  programs which are devoted to fulfilling our
  mission
• Visit www.irs.gov to review the guidelines
• Tax exempt status also dictates decisions about
  Board expenses
• Avoid appearance of Private Inurement

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Annual Report

• Most states require filing an Annual Report
• Maintain your status as an active business
• Maintain your Federal Tax ID (EIN/TIN)
• Enables the state to keep accurate records
• May require a nominal fee
• Contact your Secretary of States office for more
  info

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AALNC Resources

• Were here to help! How?
• AALNC Website
• Chapter Leader Resource Page http//www.aalnc.org/
  about/chapter_leaders.cfm
• Members Only - Verify AALNC Membership and
  Expiration Dates

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How to work with Headquarters

• Chapter Leader Manual
• Board Updates and Monthly HQ Updates
• Free local mailing lists and local membership
  roster
• Re-chartering material and information
• Chapter Directors Officers Insurance
• Chapter Leadership Forum
• Marketing materials

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How to work with Headquarters cont

• Use of the AALNC Exhibit Booth
• Group Federal Tax filing
• Chapter Leaders List serv
• Discounted prices on your chapters purchase of
  AALNC Educational Products
• A public Chapter Directory (available on
  www.aalnc.org)
• A public Chapter Events Calendar (available on
  www.aalnc.org)

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When should you contact your DAL or HQ?

• You are sending out a mailing and need to get
  labels
• You are holding a meeting and need a roster of
  members
• There are members who say they have paid their
  dues but are not showing up on your roster
• Someone has asked you a question and you dont
  know the answer.

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When should you contact your DAL or HQ continued

• A sponsor has asked for something and you dont
  know if it would jeopardize their sponsorship
  money
• You are having problems with your board or a
  member
• Anything Were here to help if you need us!

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One of the tests of leadership is the ability
to recognize a problem before it becomes an
emergency." -Arnold Glasgow