Download - Orientation - Corporate Recording Secretary
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Orientation
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Presented by the 2010 Leadership Class
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OVERVIEW
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OVERVIEW
REALTOR®, REALTOR®-Associate or National Affiliate
Elected by Members Required to Attend
◦ Governing Board Meetings
◦ General Membership Meetings
◦ Local Chapter Installation◦ State Chapter Meetings◦ National Meetings
(whenever possible)
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OVERVIEW
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OVERVIEW
Oversee Communications Cluster
Corporate Governance – Minutes
Manage Officer Election Process
National & State Reports Document Control &
Preservation Manage Board Calendar Track Attendance at
Local, State & National Meetings
Assist with Preparation of Chapter Business Plan
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Oversight of Communication Cluster
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CLUSTER OVERSIGHT
Obtain Bios from Chairs Set Proposed Budgets
for Committees Provide Orientation of
Duties & Responsibilities to Chairs
Set Goals for Cluster Provide Outline of Tasks Set Deadlines for Cluster
Activities Hold Periodic Cluster
Meetings Communicate Cluster
Activities to Board
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Documenting Board Action
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OVERVIEW OF DUTIES
Prepare Notice of Governing Board Meetings
Track Attendance at Governing Board Meetings
Verify Quorum for Corporate Action at Governing Board Meetings
Record Attendance, Absences and Excused Absence for Governing Board Meetings
Prepare Minutes for Governing Board Meetings
Maintain Record of All Motions Passed at Governing Board Meetings
Maintain Accurate Database of Officers, Committee Chairs and Committee Members
Disseminating Minutes to Governing Board – 5 Days Before Next Meeting (Standing Rules, p. 24)
Revisions of Minutes Based on Governing Board Comments
Dissemination of Minutes to State Chapter
Keep All Minutes in Permanent Minute Book Maintained as SLAR Prior to January 31 of Following Year (Standing Rules, p. 24)
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MINUTES & MORE
Use Sign-In Sheet for Governing Board Meetings
Verify Quorum Use Officer/Committee Report
Transmittal Form Take Notes Following General
Outline of Board Meeting Agenda
Summarize Action Taken, Not Statements Made
Keep Separate Task List Setting Forth Items to Be Completed by Board Members and Deadlines for Completion
Demand Clarification at Board Meeting
Use Motion Tracking Sheet Prepare Board Minutes within
24 Hours of Governing Board Meeting to Improve Accuracy
Disseminate Minutes to Governing Board for Comments within 72 Hours of Meeting
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Manage Election Process
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ELECTION OVERSIGHT
Disseminate Notice of Election of Chapter Officers to Member 10 Days Prior to Election
Assist Nominating Committee and/or Parliamentarian in Distributing Consent to Serve Forms to Officer Candidates
Collect Consent to Serve from Officer Candidates with Parliamentarian
Certify Eligibility of Candidates to Hold Chapter Office
Election Must Be Held on or before October 15 (Standing Rule, p. 13)
Assist Parliamentarian in Election Process
Certify Member Eligibility to Vote in Election
Assist Parliamentarian in Distribution of Ballots to Eligible Voters
Assist Parliamentarian in Ballot Count Take Minutes Documenting Election of
New Chapter Officers Report Election of New Chapter
Officers to State Chapter and to National WCR by November 1 (LPPM, p. 28)
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Reports to State Chapter/National WCR
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REPORTING TO STATE AND NATIONAL WCR
Disseminate Minutes of Governing Board Meetings to State Chapter (Standing Rules, p. 24)
Report Election Results re: Chapter Officers to State Chapter and to National WCR (LPPM, p. 28)
Report Award Recipients to State Chapter
Report Entrepreneur of Year Award Recipient to National WCR (Chapter Business Plan, p. 8)
Verify Chapter Business Plan is Submitted Prior to Due Date - February 1 (Chapter Business Plan, p.1)
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Maintaining Transparency & Creating Institutional Knowledge
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DOCUMENT PRESERVATION
Agendas & Minutes Committee Reports Election Results Award Results Documents Required for
Chapter Business Plan◦ Business Resource Meeting
Announcements◦ Governing Board Meeting
Notices & Agendas◦ Chapter Newsletters
Corporate Minute Book
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Tracking DeadlinesReference: LPPM, p. xx
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TRACKING KEY DATES & DEADLINES
Governing Board Meeting Dates Cluster Meeting Dates Committee Meeting Dates National/State Meeting Dates Business Resource Meeting Dates Membership Recruitment Deadlines National Focus Nomination Deadline Award Nomination Deadlines Award Announcement Deadlines Nominations for Election Deadlines Submission Deadlines for Fowarding
Award Recipients to State Chapter and National WCR
Election of Chapter Officers Dates Submission Deadlines for
Forwarding Announcement of Election of Chapter Officer Deadlines to State Chapter and National WCR
Submission of Chapter Business Plan Deadline
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Tracking Attendance
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TRACKING ATTENDANCE
Track Attendance of Officers and Members at National Meetings
Track Attendance of Officers and Members at State Meetings
Track Attendance of Officers and Committee Chairs at Governing Board Meetings
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Document Collection
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PLANNING & COLLECTION ROLES
Establish Deadlines relating to Chapter Business Plan
Collect Documents and Other Information Required for Chapter Business Plan
Assist President-Elect in Preparation of Chapter Business Plan
Track Deadlines Mandated by Chapter Business Plan
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Transition PlanningReference: LPPM, p. xx
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STRATEGIC PLANNING
Review Leadership Policy and Procedure Manual
Review Local Chapter Standing Rules
Identify Key Deadlines Meet with Prior Secretary
to Conduct Transition Process
Review Prior Minutes Discuss Procedures with
Local Chapter President Create Checklists Create Standardized
Forms and Documents
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Required Reading
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PLANNING FOR SUCCESS
Leadership Policy and Procedure Manual (LPPM, p. 28-29)
Local Chapter Standing Rules (Standing Rule, p. 23-25)
Roberts Rules of Order (Rule 59 & Rule 60)
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PLANNING FOR SUCCESS
http://www.managementhelp.org/boards/minutes.htm
http://www.managementhelp.org/boards/boards.htm#anchor580207
http://activerain.com/blogsview/1727260/the-legacy-project-taking-effective-minutes
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The Legacy Project
Leadership Class ProjectThe Legacy Project
Leadership Class Project TeamMichelle Silies
Karen RobertsonAndrea Lenzen
Tiffany Hamilton
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