Course: Course: SU104 - Selection of Chapter SU104 - Selection of Chapter Officers & Holding Chapter Officers & Holding Chapter Meetings Meetings

Instructor: Debbie PeabodyInstructor: Debbie Peabody

Time: Time: SUN 1055-1140 SUN 1055-1140

Location:Location: Chancellor Room Chancellor Room

Renaissance WaverlyRenaissance Waverly

Prereq: Prereq: SU103 SU103

LOCAL OFFICER LOCAL OFFICER ELECTIONS/ELECTIONS/SELECTIONSSELECTIONS

KEY POINTSKEY POINTS

Officer selection is essential forOfficer selection is essential for

local chapter successlocal chapter success Officers guide local membersOfficers guide local members Student officer growth contributes Student officer growth contributes

exponentially to chapter growthexponentially to chapter growth Local officers should assume a Local officers should assume a

great deal of responsibility great deal of responsibility Advisors guide rather than be the Advisors guide rather than be the

focal point focal point

OFFICER ATTRIBUTESOFFICER ATTRIBUTES Professional actions and appearanceProfessional actions and appearance Proper etiquetteProper etiquette Ability to communicateAbility to communicate

• WritingWriting• EmailsEmails• Meeting minutesMeeting minutes• AgendasAgendas• LettersLetters

• Public speakingPublic speaking• ConversationsConversations• ListeningListening

Parliamentary procedure skillsParliamentary procedure skills Ability to conduct opening and closing ceremoniesAbility to conduct opening and closing ceremonies

DETERMINE OFFICESDETERMINE OFFICES

Number of members represented?Number of members represented? Will each school program area have an officer team?Will each school program area have an officer team? Will there be one officer team for the entire school?Will there be one officer team for the entire school? Will the team be representativeWill the team be representative

of all programs?of all programs? Number of officers may be more Number of officers may be more

or less than the suggested six.or less than the suggested six.

OFFICER POSITIONSOFFICER POSITIONS PresidentPresident Vice PresidentVice President SecretarySecretary TreasurerTreasurer ParliamentarianParliamentarian ReporterReporter Optional Vice PresidentsOptional Vice Presidents

• Class PeriodsClass Periods• Standing CommitteesStanding Committees

PRESIDENTPRESIDENT Presides over chapter Presides over chapter

meetingsmeetings Offers unbiased opinions Offers unbiased opinions

and judgmentsand judgments Able to work with othersAble to work with others

• Provides encouragementProvides encouragement• Offers informationOffers information• Delegates tasksDelegates tasks

Working knowledge of Working knowledge of parliamentary procedureparliamentary procedure

Represents SkillsUSA in Represents SkillsUSA in school/community school/community functionsfunctions

Strong studentStrong student ResponsibleResponsible Well-spokenWell-spoken Good communication Good communication

skillsskills Well-likedWell-liked

Informed enough to function in absence of presidentInformed enough to function in absence of president Conducts program planningConducts program planning Assists the parliamentarian and president before meetingsAssists the parliamentarian and president before meetings Supervises committeesSupervises committees ResponsibleResponsible Good communication skillsGood communication skills Take/follow directionsTake/follow directions Technical knowledgeTechnical knowledge Underclass student?Underclass student?

VICE PRESIDENTVICE PRESIDENT

Assists in setting agenda for meetingsAssists in setting agenda for meetings Keeps all chapter records and meeting minutesKeeps all chapter records and meeting minutes Records chapter minutesRecords chapter minutes Counts votes at meetingsCounts votes at meetings Fulfills chapter correspondenceFulfills chapter correspondence Good attention to detailGood attention to detail ResponsibleResponsible Follow directionsFollow directions Organizational skillsOrganizational skills Keyboarding skillsKeyboarding skills

SECRETARYSECRETARY

Keeps records of income and expensesKeeps records of income and expenses Collects dues from membersCollects dues from members Pays approved billsPays approved bills Provides bills for annual duesProvides bills for annual dues Prepares financial statementsPrepares financial statements Counts and deposits moneyCounts and deposits money Presents report at chapter meetingsPresents report at chapter meetings

TREASURERTREASURER

Establishes and Establishes and maintains media maintains media relationsrelations

Writes articlesWrites articles Prepares and Prepares and

distributes news distributes news releasesreleases

REPORTERREPORTER

Holds chapter authority and serves a consultant Holds chapter authority and serves a consultant for procedural mattersfor procedural matters

Knowledge of parliamentary procedure and Knowledge of parliamentary procedure and lawslaws

Calls attention to incorrect use of parliamentary Calls attention to incorrect use of parliamentary procedureprocedure

PARLIAMENTARIANPARLIAMENTARIAN

ADDITIONAL VICE PRESIDENTSADDITIONAL VICE PRESIDENTS

Conducts program planningConducts program planning Supervises committeesSupervises committees ResponsibleResponsible Good communication skillsGood communication skills Take/follow directionsTake/follow directions Underclass students?Underclass students? Vice president for program area Vice president for program area

periodsperiods Vice president for standing Vice president for standing

committeescommittees

QUALIFICATION PROCESSQUALIFICATION PROCESS

Application FormApplication Form Recommendation FormRecommendation Form Past SkillsUSA Past SkillsUSA

involvementinvolvement InterviewInterview

OFFICER SELECTION PROCESSOFFICER SELECTION PROCESS

Determine officer positionsDetermine officer positions Election by position or officer teamElection by position or officer team Qualification processQualification process Nominations vs. individual aspirationsNominations vs. individual aspirations InterviewsInterviews CampaigningCampaigning Selection/Election DaySelection/Election Day

CAMPAIGNINGCAMPAIGNING

Determine length of Determine length of timetime

Where is it “legal” to Where is it “legal” to campaign?campaign?

Campaign speechesCampaign speeches

INTERVIEWSINTERVIEWS

Potential InterviewersPotential Interviewers• Fellow CTSO advisorsFellow CTSO advisors• AdministratorsAdministrators• CounselorCounselor• Former officersFormer officers• Alumni Alumni • County office personnelCounty office personnel• Advisory Committee membersAdvisory Committee members

Schedule before or after schoolSchedule before or after school List of questions to ask each candidateList of questions to ask each candidate

INTERVIEW QUESTIONSINTERVIEW QUESTIONS

INTERVIEW QUESTIONSINTERVIEW QUESTIONS

Name five qualities that will make you a good Name five qualities that will make you a good officer and explain them.officer and explain them.

What leadership positions have you held?What leadership positions have you held? Are you willing to participate in community Are you willing to participate in community

service projects?service projects? Do you have any suggestions for community Do you have any suggestions for community

service projects for our chapter?service projects for our chapter? How has SkillsUSA impacted your high How has SkillsUSA impacted your high

school career?school career?

INTERVIEW QUESTIONSINTERVIEW QUESTIONS

Why do you want to be an officer?Why do you want to be an officer? What qualities do you possess that will make What qualities do you possess that will make

you a good leader?you a good leader? What are your personal goals?What are your personal goals? What officer/leadership positions have you held What officer/leadership positions have you held

in other organizations?in other organizations? What program area are you enrolled?What program area are you enrolled? What do you hope to contribute to this chapter?What do you hope to contribute to this chapter? Can you give examples of your dependability?Can you give examples of your dependability?

INTERVIEW QUESTIONSINTERVIEW QUESTIONS

How will you handle to work load of an officer and your How will you handle to work load of an officer and your school work? Do you have time to commit to your role school work? Do you have time to commit to your role as an officer?as an officer?

How would you convince someone to join SkillsUSA?How would you convince someone to join SkillsUSA? How would you reprimand/discipline a member?How would you reprimand/discipline a member? How do you propose we raise money this year?How do you propose we raise money this year? If you witnessed someone drinking alcohol at a If you witnessed someone drinking alcohol at a

SkillsUSA function, how would you handle it?SkillsUSA function, how would you handle it? What are your life goals? Career pathway and interests?What are your life goals? Career pathway and interests?

INTERVIEW QUESTIONSINTERVIEW QUESTIONS What does SkillsUSA mean to you?What does SkillsUSA mean to you? Discuss your previous experiences in extracurricular Discuss your previous experiences in extracurricular

activities and sports.activities and sports. What are three goals our chapter can achieve this What are three goals our chapter can achieve this

year?year? List two recruiting ideas for our chapter this year.List two recruiting ideas for our chapter this year. Tell us about something you have failed at and how Tell us about something you have failed at and how

you overcame the failure.you overcame the failure. What positive skills will you bring to the officer What positive skills will you bring to the officer

team?team?

INTERVIEW QUESTIONSINTERVIEW QUESTIONS

How long have you been a member of How long have you been a member of SkillsUSA?SkillsUSA?

Do you consider yourself a team player? Do you consider yourself a team player? Define team player.Define team player.

What community service/volunteer activities What community service/volunteer activities have you been a participant?have you been a participant?

What are your goals for the future?What are your goals for the future? Describe the position you are applying for?Describe the position you are applying for? Describe yourself in five words.Describe yourself in five words.

ELECTION/SELECTION DAYELECTION/SELECTION DAY

Before first meeting of the yearBefore first meeting of the year During one of the last meetings of the yearDuring one of the last meetings of the year SpeechesSpeeches Ballots preparedBallots prepared

HOLDING CHAPTER HOLDING CHAPTER MEETINGSMEETINGS

HOLDING CHAPTER MEETINGSHOLDING CHAPTER MEETINGS Make it Make it Fun!Fun! Set day and timeSet day and time Announce meetingsAnnounce meetings

• School announcementsSchool announcements• FlyersFlyers

o Outside of classroomsOutside of classroomso At each classroom stationAt each classroom station

• In class announcementsIn class announcements Follow the predetermined agendaFollow the predetermined agenda Start and end at a specified timeStart and end at a specified time

SET THE AGENDASET THE AGENDA

Agenda meeting – mandatory attendanceAgenda meeting – mandatory attendance Advisor, president and secretaryAdvisor, president and secretary All officersAll officers

Use officers to Use officers to brainstorm brainstorm

Agenda templateAgenda template

AGENDA TEMPLATEAGENDA TEMPLATE OpeningOpening Roll call Roll call Minutes from last meetingMinutes from last meeting ReportsReports BusinessBusiness AnnouncementsAnnouncements ProgramProgram CeremoniesCeremonies Closing ceremonyClosing ceremony Entertainment or social activityEntertainment or social activity

ASK CD: Chapter 8, Resources and Templates, ASK CD: Chapter 8, Resources and Templates, Sample SkillsUSA Chapter Meeting AgendaSample SkillsUSA Chapter Meeting Agenda

MAKING IT FUN!MAKING IT FUN! Wear SkillsUSA attireWear SkillsUSA attire Show a slide show from previous activitiesShow a slide show from previous activities Bring a friendBring a friend Guest speakersGuest speakers Offer extra creditOffer extra credit Field tripsField trips Music/DancingMusic/Dancing Pathway/Class spotlightPathway/Class spotlight Points system to earn graduation cordsPoints system to earn graduation cords Home football game tailgate partyHome football game tailgate party

MAKING IT FUN!MAKING IT FUN! Food at the end of the meetingFood at the end of the meeting GamesGames General meeting then breakout to pathwaysGeneral meeting then breakout to pathways Drawings/Door prizes/RaffleDrawings/Door prizes/Raffle Social activitiesSocial activities Keep track of attendance for participation in:Keep track of attendance for participation in:

Social activitiesSocial activities CompetitionCompetition DrawingsDrawings Free conference attendanceFree conference attendance Field tripsField trips

TIPS FOR SUCCESSFUL TIPS FOR SUCCESSFUL MEETINGSMEETINGS

Make sure a meeting is needed.Make sure a meeting is needed. Are members present?Are members present? Was a written agenda developed Was a written agenda developed

beforehand?beforehand? Prepare materials and set up room.Prepare materials and set up room. Make sure everyone has done Make sure everyone has done

preparations.preparations. Post and use meeting ground rules.Post and use meeting ground rules. Use techniques to ensure everyone participates.Use techniques to ensure everyone participates. Follow up, record decisionsFollow up, record decisions and assign actions. and assign actions.

COMMITTEE MEETING COMMITTEE MEETING LEADER ROLESLEADER ROLES

FacilitatorFacilitator Note-takerNote-taker Flip chart recorderFlip chart recorder TimekeeperTimekeeper PeacekeeperPeacekeeper

KEEP MEETINGS MOVINGKEEP MEETINGS MOVING

Use open-ended questions, “Why do you have Use open-ended questions, “Why do you have concerns?”concerns?”

Direct conversation flow so everyone Direct conversation flow so everyone participatesparticipates

Use flip chart or whiteboard to list ideasUse flip chart or whiteboard to list ideas Keep the group aware of goals and time frameKeep the group aware of goals and time frame Generate options (brainstorm and categorize)Generate options (brainstorm and categorize) Record decisions and progress madeRecord decisions and progress made Allow conflict, intervene if group gets heatedAllow conflict, intervene if group gets heated Choose best option, put group action behind it! Choose best option, put group action behind it!

OFFICER ELECTION OFFICER ELECTION RESOURCESRESOURCES

ASK CD, Chapter 6: Elect and Train ASK CD, Chapter 6: Elect and Train SkillsUSA OfficersSkillsUSA Officers

Overview of Officer Elections and TrainingOverview of Officer Elections and Training Officer Candidate Filing FormsOfficer Candidate Filing Forms

Advisor Training Modules from SkillsUSA Advisor Training Modules from SkillsUSA website – linked from ASK CDwebsite – linked from ASK CD

http://www.skillsusa.org/educators/change2.shtmlhttp://www.skillsusa.org/educators/change2.shtml

CHAPTER MEETING CHAPTER MEETING RESOURCESRESOURCES

ASK CD Parliamentary Procedure Reference Cards Sample Meeting Agenda Minute Taker Form and Sample Secretary’s Minutes Treasurer’s Report Form and Sample Treasurer’s Report Committee Report Form Chapter Meeting Poster

Advisor Training Modules from SkillsUSA.org – linked from ASK CD skillsusa.org/educators/change2.shtml

Leveraging Your Leadership With Effective MeetingsJumpStart!SkillsUSA.org

skillsusa.org/educators/chapmanage4.shtml

GREAT RESOURCESGREAT RESOURCES

SkillsUSA Leadership HandbookSkillsUSA Leadership Handbook Advisor’s Success KitAdvisor’s Success Kit

Chapter 3: Establish a New Chapter 3: Establish a New

SkillsUSA ChapterSkillsUSA Chapter Chapter 6: Elect and Train SkillsUSA Chapter 6: Elect and Train SkillsUSA

Officers and LeadersOfficers and Leaders Chapter 8: Plan and Conduct SkillsUSA MeetingsChapter 8: Plan and Conduct SkillsUSA Meetings

Robert’s Rules of Order, Newly RevisedRobert’s Rules of Order, Newly Revised Parliamentary Procedure at a GlanceParliamentary Procedure at a Glance www.skillsusa.orgwww.skillsusa.org