mpi chapter leadership transition manual · web viewmpi south florida chapter201 3-201 4 to...

MPI South Florida Chapter

2013-2014To

2014-2015

TRANSITION MANUAL FOR CHAPTER LEADERSHIP

MPI South Florida 2012-2013 Board Transition Plan 1

The Legacy of Your Leadership

Leadership is understanding people and involving them to help you do a job. That takes all of the good characteristics, like integrity, dedication of purpose, selflessness, knowledge, skill, implacability, as well as determination not to accept failure. Admiral Arleigh A. Burke

Where do we find good leaders for our chapters? Should we cross our fingers and hope that the slate which our nominations committee has put forward will be the best for the future? Should we assume that those whom we have voted to move up in board and committee leadership are prepared with the necessary skills to be strong leaders and effective managers?

For chapters with a large volunteer pool, the task of finding new leadership may not be a challenge. In smaller chapters, the search for new leaders can be daunting. Whether small or extra-large, most chapters continue to experience year over year the challenge of how best to effectively communicate leadership expectations with incoming leadership.

The need to create a formalized transition plan arose from discussion among chapter leaders who were experiencing dwindling committee volunteer participation along with an alarming increase in board turnover. The purpose of this manual is to provide you with tools and processes to support accountability within your leadership structure. By creating a structured timeline of “turnover” or transition meetings with incoming leaders you will not only be serving as a teacher, trainer, mentor and coach; you will also have the opportunity to continue to develop your own leadership skills. The goal being that by implementing effective transition processes, your chapter will have the opportunity to create a strong foundation upon which to build a lasting succession plan.

This manual reflects your chapter’s unique composition and includes transition documents based on MPI specific board and committee positions. It ties business objectives with actions that are supported through executive, director and committee initiatives. While Chapter Structure job descriptions are referenced within your executive committee composition, we encourage you to make this manual your own by including other chapter-specific information, processes and guidelines to create the most effective transition process possible for your leadership.

An empowered organization is one in which individuals have the knowledge, skill, desire, and opportunity to personally succeed in a way that leads to collective organizational success. Stephen R. Covey, Principle-centered Leadership


MPI’s Vision

Meeting Professionals International will be the pivotal force in positioning meetings and events as strategic components of organizational success.

MPI’s Mission

Meeting Professionals International is the leading global association that defines and shapes the meetings and events profession.

MPI’s Strategic Plan: Pathways to Excellence:

1. Create professional development levels to evolve member careers to positions of strategic understanding and influence.

2. Increase awareness and influence senior decision-making executives at corporations, associations and organizations.

3. Identify trends and deliver innovative solutions to ensure MPI is the premier market place for both suppliers and planners.

MPI South Florida VisionTo be the trusted resource for meetings & event industry opportunities for education and connections in South Florida.

MPI South Florida MissionTo inspire our members to become successful by providing:

Education Networking opportunities Growth opportunities Advocacy for the meetings and event industry

MPI South Florida Value PropositionCreate relevant meetings and event industry education which builds meaningful connections inspiring growth. Educate. Connect. Grow.

MPI South Florida Strategic Imperatives

The Vision will be achieved by deploying these strategies:

Provide compelling and relevant educational content at interesting and appropriate venues

Generate member business to business opportunities that promotes growth

Create exciting and inviting events that facilitate connections


2013 - 2014 MPI South Florida Chapter BOARD OF DIRECTORS - Outoing

Executive Committee

President Marianne Schmidhofer

President Elect Gerard Nadeau

Immediate Past President Jay Gutveg

Vice President Finance Carol Tracz

Vice President Education Steve Parker

Vice President Membership Pamela Gadol

Vice President Communications Karyn Altman

Board of Directors

Director of Meeting Architecture Amanda Deminie Carvalho

Director of Educational Programming Gilbert Villard

Director of Publications Fallon Gechter

Director of Leadership Development Samuel Simon

Director of Marketing & PR Yoel Hyman

Director of Partnership Deborah Corrao

Director of Special Events Jeff Gold

Director of Membership Gilbert Villard


2014 - 2015 MPI South Florida Chapter

BOARD OF DIRECTORS - Incoming

Executive CommitteePresident Gerard Nadeau

President Elect

Immediate Past President Marianne Schmidhofer

Vice President Finance

Vice President Education

Vice President Membership

Vice President Communications

Board of DirectorsDirector of Special Events

Director of Partnership

Director of Meeting Architecture

Director of Educational Programming

Director of Marketing & PR

Director of Publications

Director of Leadership Development

Director of Member Care


2014-2015 South Florida Board of Directors

Position Name Term E-mail Phone numberPresident Gerard Nadeau 2014-2015 [email protected] 954.548.2096President Elect Immediate Past President Marianne Schmidhofer 2014-2015Vice President Membership Vice President EducationVice President Communications

Vice President FinanceChapter Administrator (paid/ volunteer)

Contracted

Director of PartnershipsDirector of Special EventsDirector of Meeting ArchitectureDirector of Educational ProgrammingDirector of Member CareDirector of Leadership DevelopmentDirector of MarketingDirector of Publications


mailto:[email protected]

The single biggest problem in communication is the illusion that it has taken place.

George Bernard Shaw

Communicating Leadership Expectations

The following are guidelines that will help you as you begin the transition process. As you review with the incoming leader the scope of responsibilities noted in the transition document, the questions listed can serve as an assessment tool to determine what knowledge may be lacking or particular leadership and/or management skills that will need further development. These questions can also be used as a focal point for discussion within your nominations committee. While many of you may not think that you have the abilities to work in the role of a coach and may be uncomfortable with the terminology, as you begin reviewing board or committee position responsibilities with incoming leadership, you will be communicating with the other person in a coaching capacity.

Leadership or “Coaching” roles that you will be assuming:

GuideTeacherMotivatorMentor

Coach as a Guide:

Does the person you are coaching…

Have a clear understanding of his or her role in the organization?

In other words, do they understand what the chapter is trying to accomplish and how their skills and abilities can contribute?

Have clearly defined tasks and/or responsibilities?

Can the person articulate the specific tasks and responsibilities that compose his or her role?

Will achievable, interim steps be identified that when accomplished in sequence, will result in successful completion of tasks?

Coach as a Teacher:



Possess the skills to accomplish/fulfill the task/responsibility?

Can the person acquire the needed skills?

Possess the knowledge necessary to accomplish/fulfill the task/responsibility?

Does the person know what he or she doesn’t know?

Coach as Motivator:


Have a high level of commitment to the task/responsibility?

Does the person feel a sense of ownership for the completion of the task?

Have an awareness of positive consequences that will result from success and negative consequences that will result from failure?

Are there consequences directly tied to his or her contributions?

Have a firm belief that he or she can accomplish/handle the task/responsibility?

Is the person under-confident or over-confident?

Find the task/responsibility interesting and/or enjoyable?

Can the person find meaning in his or her role and even have fun with it?

Have a natural inclination or aversion to the task/responsibility?

Does his or her role fit his or her personality? Did the person choose his or her role or did circumstances place him or her there?

Coach as a Mentor:


Have a well-defined career path?

Does the person know what kind of position he or she would like to have in the future? How does the person’s current position advance him or her toward their future leadership goals?


MPI LEADERSHIP OPPORTUNITIES


International Board

of Directors

International Committee

Chair

International Committee

Chapter President

Executive Committee

Board of Directors

Committee Chair

Committee Member

Succession PlanningTime LineMay Outgoing Board members send an e-mail or letter to their committee

members to introduce their successor. Don’t forget to thank them for their continued support for the incoming Board member.

2nd Week of July Immediate Past President selects Nominating Committee consisting of 4

voting committee members (serving staggered two-year terms) , with the IPP voting in the event of a tie, and 4 consultant members (President, President-Elect, Director of Leadership Development, VP of Administration) a Past President and a mixture of members at large. Term members must include a Past President, a past Board member, a member <5 years, and member > 5 years.

June/July (1st Quarter of Term) Successors to send out an introductory e-mail or letter to existing committee. Successors highlight any changes to committee meetings and/or future plans.

July/ Post Retreat Discuss potential volunteer needs with Director of Leadership & Professional

Development; update your committee description and submit it to the Director of Leadership & Professional Development and for Marketing (to list on the website and in our chapter newsletter). The committee description is important to help promote your committee to potential volunteers.

September Nominating Committee meets and begins preparation for the elections or

slate selection process.

Nominating Committee to review: The By-laws affecting this committee and its tasks Review documents utilized in previous years for this process. Make recommended document changes to Board of Directors

October Vice Presidents and Directors begin identifying potential leaders who may

have an interest in future Board service or other leadership roles.

November Publish the names of the Nominating Committee in the November or

December Newsletter for further promotion of board opportunities. Allow board of directors @ the committees request to speak at monthly

meetings expressing the importance of becoming a leader. Write an article for the newsletter about what it takes to become a board

member or an officer.


3rd Week of November Chapter Administrator to disseminate the Board Interest Form, Board

Nominee Application, Leadership Commitment Form, Self Assessment Form and Job Description to current board members.

4th Week of November Chapter Administrator to email the Call for Nominations form to all Members

and require a return date to allow the slate to be announced prior to the election date.

2nd Week of December Confirm all Nominations received with personalized letter. Email candidate

the Board Interest Form, Board Nominee Application, Leadership Commitment Form and Self Assessment Form. Indicate what position each has been nominated for and insert a full position job description and a note of encouragement from the President-elect.

2nd Week of January Forms to be completed and returned to Director of Leadership Development

by end of January

1st Week of February Membership status of all potential board members will be reviewed by the

Director of Leadership Development and presented to the Immediate Past President.

Immediate Past President will compile all forms and submit to the Nominating Committee for review.

2nd Week of February Phone interviews scheduled with all nominees and nominations committee.

3rd Week of February – 1st Week of March Phone interviews or in person with all nominees and nominations committee.

3rd Week of March Committee makes final selections and submits to membership for notice and

opportunity for objection with a minimum voting window of ten (10) business days.

April 1st Board Slate due to MPI Headquarters

1st Week of April President/President-elect invites new Board Members to attend monthly

board meeting(s) to become familiar with board meeting process, procedures and flow.

1st Week of May (BEFORE Board Retreat))


Transition meetings to be completed for the positions being vacated. Copies of the transition forms (located within this manual) are due to President/ President-Elect prior to Board Retreat.

Important Transition Items It is very important to cover the following items during your transition with the incoming board member:

-Budget-Committee Roster -Timeline-Resources-Responsibilities-Board Reports


BOARD POSITIONS AND RESPONSIBILITIES

PRESIDENT:

Leadership Expectations

Management Leadership Skills Strategic Planning: work with the

board to create and execute a strategic and business plan

Create goals and objectives for the board and committees

Advise, support and develop board of directors in executing initiatives

Assist in chapter budget development Mediate discussions and create consensus within the board

Communicate with members regarding all international initiatives and objectives

Target future leaders within existing board, committees and membership

Schedule transition time with PE

Visionary Facilitation Collaboration Delegation Organization Mentoring Coaching Teaching Financial Motivational Conflict/Resolution Empowerment Effective Communication Execution Innovation

Term: One year or as determined by the Board of Directors and Chapter Bylaws

Qualifications: Member in good standing with (when possible) previous service as

President Elect Knowledgeable of the activities/affairs of the chapter Willing to give the time, energy, talents and enthusiasm required of the

position

Specific Responsibilities: Directly responsible for communicating with and supervising the chapter

officers and directors to ensure that all assignments are completed according to the strategic plan, the chapter is financially sound, and membership is advised of all progress.

Serve as chair of all meetings of both the Executive Committee and Board of Directors, serve as a member of the Budget and Finance Committee

Appoint all members of standing and special committees and relieve any inactive committee members with approval of the Board

Communicate with chapter officers and directors to ensure that all assignments are completed according to the chapter's strategic plan and goals, and that the membership is advised of all progress


Ensure Chapter adherence to Chapter Bylaws, Policies and Procedures Support and defend policies and programs adopted by the Board of

Directors Prepare consent agenda for each board meeting and distribute prior to

meeting Serve as an ex-officio member on all committees except the Nominating

Committee Vote on issues brought before the Board of Directors only in the event of a

tie Act as official spokesperson of the chapter Conduct annual Board Orientation and mid-year Board Retreat Submit budget needs for the following fiscal year In the event of a Chapter Administrator, oversee performance of Chapter

Administrator/Executive Director, including monthly meetings and a yearly performance review.

Serve as liaison between the chapter and MPI Headquarters Serve as a member of the Council of Chapter Presidents or appoint a

designee Performs any other duties as assigned by the Board of Directors

Time Commitment: Regular attendance at monthly meetings, chapter activities and functions;

Board meetings and Executive Committee meetings Attendance at Board retreats Attendance at COCP meetings held in conjunction with WEC Attendance at Chapter Leadership Conference


President Transition Document

Incoming President: _____________________________________

Phone/Email: ________________________________________________

Current President: _______________________________________

Phone/Email: ________________________________________________

Review of role, responsibilities and leadership attributes.PRESIDENT- Communicate with all chapter officers and directors to be sure all

assignments are completed.- Make sure the chapter is financially sound. Serve on Finance Committee- Serve as chair of all meetings- With the approval of the board, appoint members of standing committee and

remove inactive members. - Make sure all policies and proceeds of the chapter are followed- Prepare agenda for meetings. - Serve as ex-officio member on all committees - Conduct two retreats- one at beginning of term and one in middle- Serve as liaison with Chapter Administrator and Board.- Serve as liaison with MPI Headquarters- Challenges Faced by the President:

Successful Processes which should be continued:

Ideas to improve current processes/procedures:

Action Items/Pending Issues:

Recommendations of ways to support or streamline current challenges and pending issues:

Areas of concern regarding board structure and directors:

Areas of concern regarding committee structure and chairs:

Think back to July 1, 2013. What would I do differently?


PRESIDENT- ELECT:



board to create and execute a 3-Year Strategic Plan and Annual Business Plan


Assist in chapter budget development

Develop leadership development processes to support succession planning

Target and mentor future leaders

Schedule transition time with incoming VP’s

Facilitation Collaboration Delegation Organization Mentoring Coaching Teaching Financial Motivational Conflict/Resolution Execution


Qualifications: Member in good standing with service (when possible) in a Board position Knowledgeable of the activities/affairs of the chapter Willing to give the time, energy, talents and enthusiasm required of the

position

Specific Responsibilities: Serve as direct support to the Chapter President In the absence of the President, perform the duties of the President with

the powers of and subject to all the restrictions upon the President Serve as voting member of Board of Directors, Executive Committee and

Budget and Finance Committee Serve on the Nominating Committee to develop a slate of qualified board

members for the following year Develop and implement a leadership succession/mentoring program Ensure the chapter adheres to minimum chapter standards as prescribed

by MPI Act as coach, advisor and counselor to board members and committees Attend monthly board meetings, chapter events and committee meetings Report on the strategies, successes and challenges of assigned

committees to Board Support and defend policies and programs adopted by the Board of

DirectorsMPI South Florida 2012-2013 Board Transition Plan 16

Conduct transition meeting with successor Responsible for ensuring the fiscal responsibility of the committee(s) to

which position is assigned Perform other duties that may be delegated by the President and/or the

Board of Directors

Reports to: President

Time Commitment: Regular attendance at monthly meetings, official chapter activities and

functions; Board meetings and Executive Committee meetings Attendance at Board retreats Attendance at COCP (non voting) meetings held in conjunction with WEC Attendance at Chapter Leadership Conference


President-Elect Transition Document

Incoming President- Elect: _____________________________________

Phone/Email: ________________________________________________

Current President- Elect:: _______________________________________

Phone/Email: ________________________________________________

Review of role, responsibilities and leadership attributes.

Assessment of my strengths and weaknesses and determine how as President and PE we can best collaborate together to support each other’s strengths and develop weaknesses.



Challenges Faced by the PE:





IMMEDIATE PAST PRESIDENT:



board to create and execute a strategic and business plan

Create goals and objectives for the board and committees


Assist in chapter budget development Mediate discussions and create consensus within the board

Communicate with members regarding all international initiatives and objectives


Schedule transition time with PE

Visionary Facilitation Collaboration Delegation Organization Mentoring Coaching Teaching Financial Motivational Conflict/Resolution Empowerment Effective Communication Execution Innovation


Qualifications: Member in good standing with previous service as President Knowledgeable of the activities/affairs of the chapter Willing to give the time, energy, talents and enthusiasm required of the

position

Specific Responsibilities: Serve as voting member of Board of Directors and Executive Committee Chair the Nominating Committee, ensuring compliance with bylaws and

policy, providing an open nominations & elections process, and ensuring compliance with MPI elections calendar requirements.

Support and defend policies and programs adopted by the Board of Directors

Act as support/mentor to President Act as coach, advisor and counselor to board members and committees Attend monthly board meetings, chapter events and committee meetings Submit agenda items for Board of Directors meetings in advance of

meetings


Responsible for ensuring the fiscal responsibility of the committee(s) to which position is assigned

Assemble materials necessary for COTY application and ensure timely entry of complete application form and support materials

Chair Chapter's Past Presidents Council to provide for continued involvement of past presidents to support the strategic plan of the chapter

Conduct transition meeting with successor Perform other duties that may be delegated by the President and/or Board

of Directors


Time Commitment: Regular attendance at monthly meetings and Board meetings Attendance at Board retreats Attendance at all official chapter activities and functions


Immediate Past President Transition Document

Incoming Past President: _____________________________________

Phone/Email: ________________________________________________

Current Past President: _______________________________________

Phone/Email: ________________________________________________


Assessment of my strengths and weaknesses and determine how as Immediate Past President I can best collaborate with the President and President-Elect.



Challenges Faced by the IPP:




VP Finance: Leadership Expectations




Assist in chapter budget development and fiscal planning



Facilitation Collaboration Delegation Mentoring Coaching Teaching Financial Motivational Conflict/Resolution Execution


Eligibility: Member in good standing Previous service (when possible) on Board of Directors Willing to give the time, energy, talents and enthusiasm required of the

position

General Responsibilities Serve as voting member of Board of Directors and Executive Committee Chair the Budget & Finance Committee Act as coach, advisor and counselor to assigned committees Support and defend policies and programs adopted by the Board of

Directors Responsible for ensuring the fiscal responsibility of the committee(s) to

which position is assigned. Conduct transition meeting with successor Perform other duties that may be delegated by the President and/or Board

Specific Responsibilities: Manage and supervise chapter financial efforts and special events,

including: Partnership/ Fundraising - fundraising events, auction Special Events – Casino Night, Installation, Mix n’Mingle, Community

Relations events Investments & Reserves - CDs, mutual funds, prudent reserve

Oversee contract Chapter Administration effort to maintain proper accounting procedure for the receipt and handling of funds, maintenance of financial records, and payment of all authorized invoices


Ensure safekeeping of chapter funds in such banks, trust companies, and/or investments as approved by the Board of Directors

With President and Chapter Admin, prepare annual operating budget and ensure compliance once approved by the Board

Present up-to-date financial statements at each Board of Directors meeting, highlighting key issues or opportunities

Research current funding, partnership and investment trends and topics pertinent to the chapter and report findings to Board of Directors


Time Commitment: Regular attendance at monthly meetings, chapter activities and functions;

Board meetings and Executive Committee meetings Attendance at Board retreats Potential attendance at Chapter Leadership Conference, as determined by

President and HQ


VP Finance Transition Document

Incoming VP Finance: _____________________________________

Phone/Email: ________________________________________________

Current VP Finance: _______________________________________

Phone/Email: ________________________________________________


Strategic Goals and Objectives of this position and the supporting committees:(insert objectives and actions as submitted in the current business plan)


Challenges Faced by the VP Finance and Executive Committee:





VP MEMBERSHIP:




Advise, support and develop board of directors and direct committee reports in executing initiatives






Eligibility: Member in good standing Previous service on Board of Directors or Committee chair (when

possible) preferably in a membership capacity Willing to give the time, energy, talents and enthusiasm required of the

position

General Responsibilities: Serve as voting member of Board of Directors Member of Executive Committee Provide direction and leadership for the chapter's program to maintain and

increase MPI membership Work with staff to maintain a current roster of chapter members Act as coach, advisor and counselor to assigned committees Report on the strategies, successes and challenges of assigned

committees to Board of Directors Responsible for ensuring the fiscal responsibility of the committee(s) to

which position is assigned. Support and defend policies and programs adopted by the Board of

Directors Conduct transition meeting with successor Perform other duties that may be delegated by the President and/or Board

of Directors


Specific Responsibilities: Manage and supervise chapter membership efforts, including

Recruitment – member recruitment, new member orientation Member Care – member retention, hospitality Awards & Scholarships – recognition programs, scholarships

Communicate strategic issues relating to membership to Board of Directors

Research current membership trends and topics pertinent to the meetings industry and report findings to Board of Directors


Time Commitment: Regular attendance at monthly meetings, chapter activities and functions Attendance at Board meetings and retreats Potential attendance at Chapter Leadership Conference, as directed by

President


VP Membership Transition Document

Incoming VP Membership: _____________________________________

Phone/Email: ________________________________________________

Current VP Membership: _______________________________________

Phone/Email: ________________________________________________




Challenges Faced by the VP Membership and Supporting Committees:





VP EDUCATION:










Eligibility: Member in good standing Willing to give the time, energy, talents and enthusiasm required of the

position

General Responsibilities: Serve as voting member of Board of Directors Member of Executive Committee Act as coach, advisor and counselor to assigned committees Report on the strategies, successes and challenges of assigned

committees to Board of Directors Ensure the fiscal responsibility of the committee(s) to which position is

assigned. Support and defend policies and programs adopted by the Board of


of Directors

Specific Responsibilities: (to be determined based on individual chapter needs) Develop, implement and manage a Request For Proposal (RFP) process

for all monthly educational programs – including logistics and speaker selection in conjunction with Special Events, and Executive Committee for Board Retreats

Manage and supervise chapter educational efforts, includingMPI South Florida 2012-2013 Board Transition Plan 28

o Monthly Programs – Content, Site Selection & Logisticso Educational Programming - Educational Content & Speaker Sourcing

to provide relevant education to memberso Meeting Architecture – Provide locations appropriate for educational

programs, and o Special Educational Projects – South Florida Summit, CMP Study

Group Develop annual education plan in accordance with chapter strategies and

MPI standards based on information gained from annual member survey Communicate strategic issues relating to professional development trends

and needs to Board of Directors Research current education trends and topics pertinent to the meetings

industry and report findings to Board of Directors Approve all bills of the committees within the Education category and

forward appropriate paperwork to the VP of Finance


Time Commitment: Regular attendance at monthly meetings, chapter activities and functions Attendance at Board meetings and retreats Potential attendance at Chapter Leadership Conference, as directed by

President


VP Education Transition Document

Incoming VP Education: _____________________________________

Phone/Email: ________________________________________________

Current VP Education: _______________________________________

Phone/Email: ________________________________________________



Successful processes which should be continued:

Challenges faced by the VP Education and supporting committees:





VP COMMUNICATIONS:











position

Overall Responsibilities: Serve as voting member of Board of Directors Member of Executive Committee Act as coach, advisor and counselor to assigned committees Report on the strategies, successes and challenges of assigned




of Directors

Specific Responsibilities: Manage the publications, marketing, advertising, public relations, community outreach, and advocacy efforts of the chapter, including

Marketing - Website/technology, Social Media (LinkedIn, Facebook, Twitter, YouTube)

Publications – E-Newsletter, Directory, Quarterly Florida Connects Public Relations - Media Relations, Press Releases


Advertising - Newsletter Ads, Website Ads, other promotional opportunities

Ensure chapter programs, activities and accomplishments are highlighted on an international level by communicating with MPI Public Relations and Marketing Departments

Communicate strategic issues relating to communications/technology to Board of Directors

Research current communications/technology trends and topics pertinent to the meetings industry and report findings to Board of Directors

Approve all bills of the committees within the Communications category and forward appropriate paperwork to the VP of Finance


Time Commitment: Regular attendance at monthly meetings and chapter activities and

functions Attendance at Board meetings and retreats Potential attendance at Chapter Leadership Conference, as directed by

President


VP Communications Transition Document

Incoming VP Communications: _____________________________________

Phone/Email: ________________________________________________

Current VP Communications: _______________________________________

Phone/Email: ________________________________________________


Strategic Goals and Objectives of this position and the supporting committees:(Insert objectives and actions as submitted in the current business plan)


Challenges faced by the VP Communications and supporting committees:




Attached to this document please include the following:

Support Committee chairs list with contact information Copy of any passwords for management of website or marketing

tools Copies of any contracts or agreements for advertising or marketing

initiatives or website agreement Any other materials that you feel would be helpful to the new board

position


VP ADMINISTRATION:











position

Overall Responsibilities: Serve as voting member of Board of Directors Member of Executive Committee Act as coach, advisor and counselor to assigned committees Report on the strategies, successes and challenges of assigned




of Directors

Specific Responsibilities:

Prepare Board meeting highlights for newsletter after each Board meeting Act as guardian of the Chapter’s bylaws, policies and procedures to

ensure they are updated as necessary and in compliance with MPI bylaw standards

Develop and facilitate a mechanism for the historical record of all Chapter activities and Board minutes


Maintain Chapter operations calendar with event dates, Board/Committee meeting dates, newsletter and event mailing submission deadlines and other industry-related event dates and ensure that reminders are sent to all Board and committee members for chapter deadlines

Act as a backup for Chapter administrator as needed


Time Commitment: Regular attendance at monthly meetings and chapter activities and

functions Attendance at Board meetings and retreats Potential attendance at Chapter Leadership Conference, as directed by

President


VP Administration Transition Document

**responsibilities being transitioned to President-Elect and VP Membership

Current VP Administration: _______________________________________

Phone/Email: ________________________________________________


Strategic Goals and Objectives of this position and the supporting committees:(Insert objectives and actions as submitted in the current business plan)


Challenges faced by the VP Administration and supporting committees:




Attached to this document please include the following:

Support Committee chairs list with contact information Any other materials that you feel would be helpful to the new board

position


DIRECTOR/ COMMITTEE CHAIR

Processes Leadership Skills Execute strategies to support

the chapter’s business plan Contribute to a marketing plan Set goals and objectives for the

team Develop team budget based on

line items in overall chapter budget

Educate team members regarding Director Responsibilities

Target future leadership within committee or area

Schedule transition time with incoming Director or Committee Chair

Collaboration Delegation Managerial Financial Coaching Teaching Execution Mentoring

Term: Two years or as determined by the Board of Directors and Chapter Bylaws

Helpful Skills:• Organization, Trend Watcher (or willing to research), Creativity, Adaptability, Team Builder

Eligibility:• Member in good standing• Willing to give the time, energy, talents and enthusiasm required of the position

General Responsibilities:• Serve as voting member of Board of Directors• Attend monthly board meetings, Chapter events and committee meetings• Act as coach, advisor and counselor to assigned committees• Identify, recruit and train committee chair for assigned committees• Ensure the fiscal responsibility of the committee(s) to which position is assigned• Support and defend policies and programs adopted by the Board of Directors• Conduct transition meeting with successor• Perform any other duties as assigned by the President and/or Board of Directors


DIRECTOR, LEADERSHIP DEVELOPMENT:

Specific Responsibilities:• Responsible for the coordination of the leadership training program for board and emerging leaders• Responsible for overseeing and implementation of Succession planning program• Responsible for working with VP and Directors of Board to identify volunteer needs and openings• Work with membership, board and chapter administration to identify volunteer and leadership volunteer candidates, and match them with available openings in various committees or chairs• Work with Nominating Committee and VP to identify key emerging leaders for further nurturing and development and consideration for open leadership positions

Reports to: Vice President of Administration

Commitment:• Regular attendance at monthly meetings and Board meetings and retreats• Attendance at all official chapter activities and functions


Director of Leadership Development Transition Document

Incoming Director ________________________________________________

Phone/Email: ____________________________________________________

Current Director: _________________________________________________

Phone/Email: ________________________________________________

Review of roles, responsibilities and leadership attributes:

Direct report:

Strategic Goals and Objectives of this committee:(insert objectives and actions as submitted in the current business plan)


Challenges Faced by the Director:




Attached to this document please include the following:(chapter to provide information)

Committee List with contact information Description of all programs/initiatives that were planned by the

committee including any vendors/sponsors that were used Any other materials that you feel would be helpful to the new

Director or chair of the committee


DIRECTOR, MARKETING/ PR:


Works with other leadership and committees throughout MPISFL to facilitate the gathering and transfer of relevant data and information about past and future events and programs for the quarterly newsletter, website and other marketing vehicles.

Facilitates production, writing, proofreading, design and distribution of chapter printed materials to ensure the professional appearance and consistent “look” of the association brand in the newsletter, on the web site and in all other marketing vehicles.

Oversees the web site content and is responsible for working with the Management Company to update the web site content as a member resource.

Responsible for execution of Social Media strategy through Facebook, Linkedin, Twitter along with Director of Publications

Works with media contacts to generate publicity for MPISFL events that are of interest to the South Florida business community and critiques and helps develop any and all printed collateral used by the chapter.

Create monthly program powerpoint presentations to recognize key members and strategic partners

Responsible for designing advertising opportunities for sale on website, monthly program powerpoint presentations

Reports to: Vice President of Communications



Director of Marketing Transition Document


Phone/Email: ____________________________________________________


Phone/Email: ________________________________________________

Review of roles, responsibilities and leadership attributes.

Direct report:



Challenges Faced by the Director and Committee:






committee including any vendors/sponsors that were used Any other materials that you feel would be helpful to the new chair of

the committee


DIRECTOR, SPECIAL EVENTS:

Specific Responsibilities:• These events should encourage planners, hoteliers and corporate clients

to come together to have fun while networking to build new relationships and to rekindle the old.

The committee works within a budget while soliciting sponsorships to underwrite the selected event.

Creates and produces fundraisers that will support MPI NE’s educational programming.

Reports to: Vice President of Finance



Director of Special Events Transition Document


Phone/Email: ____________________________________________________


Phone/Email: ________________________________________________


Direct report:










the committee


DIRECTOR, PUBLICATIONS:


Coordinate all details of publishing and distributing monthly e-newsletter, annual membership directory and any other Chapter publications to membership (quarterly Florida Connects issues with other 3 FL chapters)

Develop and enforce editorial calendar for all publications and solicit submissions

Work with chapter photographers and select event photos published and utilize in appropriate Chapter publications

Liaise with directors to ensure promotion of Chapter activities in publications

Provide an open channel of communications between committees to facilitate flow of information to newsletter editor

Perform annual review of Chapter publications to ensure efficacy as Chapter communications tools along with Director of Marketing

Reports to: Vice President of Communications



Director of Publications Transition Document


Phone/Email: ____________________________________________________

Current Director: ________________________________________________

Phone/Email: ________________________________________________


Direct report:










the committee


DIRECTOR, EDUCATIONAL PROGRAMMING:


Utilizing relevant information from industry trends, and annual member needs analysis survey, design educational content calendar, and locate appropriate industry experts from MPI Speaker Content Database or other relevant resources.

Plans, organizes and implements the content, speakers and any speaker-related production needs for the monthly educational meetings.

Responsible for soliciting Meeting Champions for each program to coordinate with speakers, and Director of Meeting Architecture for program execution.

Provides advance promotional information about Educational Content to Meeting Architecture, and Communications team to assist with registration

Develop, implement and manage a system for providing Continuing Education Units (CEU) at chapter educational programs.

Assist Communications with promoting CEU opportunities and tracking methods to chapter members

Responsible for ensuring chapter programming meets the requirements for CEU’s

Reports to: Vice President of Education



DIRECTOR, MEETING ARCHITECTURE:


• Responsible for the “strategic vision” of educational venue selection, and meeting room design and setup for educational programs in conjunction with content selected by Director of Educational Programming.

• Perform site selection for all monthly educational programs

• Working with Educational Programming Meeting Champion - coordinate logistics for monthly educational programs, including menu selection, audiovisual needs, and room setup requirements.

• Working with MPISFL partners in the production, supply, linen, furnishing, A/V areas to show MPISFL members and attendees new techniques for educational content delivery

Reports to: Vice President of Education



Director of Educational Programming


Phone/Email: ____________________________________________________


Phone/Email: ________________________________________________


Direct report:










the committee


DIRECTOR, PARTNERSHIP:


Develop strategies to increase revenue and in-kind support for the Chapter

Distribute information about partnership opportunities through various committee and marketing channels

Monitor association and meetings industry trends to discover best practices in resource development by other organizations

Develop, implement and manage Chapter fundraising efforts and events

Ensure promotion of fundraising effort

Follow through with collection of Strategic Partners funds and deliverables.

Reports to: Vice President of Finance



Director of Partnership Transition Document


Phone/Email: ____________________________________________________


Phone/Email: ________________________________________________


Direct report: VP of Finance/ President

Strategic Goals and Objectives of this committee:







Committee List with contact information (attached) Description of all programs/initiatives that were planned by the

committee including any vendors/sponsors that were used (attached) Any other materials that you feel would be helpful to the new chair of the committee


DIRECTOR, MEMBER CARE:


• Develops and implements programs to promote new membership, retain existing members, recognize chapter volunteer achievements, and welcome new members.

Responsible for sub-committees: Membership Recruitment, Membership Retention, Ambassador and Affiliate

Develop and maintain an active and ongoing campaign to retain members

• Works with Communications and other committees to promote membership incentives & promotions.

• Provides on-site membership representation at monthly educational & networking meetings as well as at Industry Tradeshows as appropriate.

Enlists new, and engages current Student Members to increase their participation in the chapter’s future.

Conduct an annual Chapter needs assessment survey

Provide hospitality at Chapter functions by welcoming attendees

Submit articles to newsletter and website in support of member care activities as necessary

Reports to: Vice President of Membership



Director of Member Care Transition Document


Phone/Email: ____________________________________________________


Phone/Email: ________________________________________________


Direct report:










the committee


Conclusion

The quality of leadership more than any other single factor, determines the success or failure of an organization.

Fred Fiedler & Martin Chemers, Improving Leadership Effectiveness

Commitment

How often have new leaders searched for a missing committee manual (that most likely departed with the outgoing leader) and struggled to re-create responsibilities and procedures? In order to build a strong leadership foundation, it is vital that there is a commitment from incoming and outgoing leadership to spend time together to create an effective transition of roles, responsibilities and expectations. We can all create wonderful processes and procedures but if they are not implemented, we will have failed to provide what was determined as most needed by chapters: tools and processes to support leadership development.

We encourage you as an effective leader to take the time to coach, train, guide and mentor volunteers. By doing this you will not only be creating a blueprint for future leaders, you will also experience giving back to the chapter the legacy of your leadership.


mpi chapter leadership transition manual · web viewmpi south florida chapter201 3-201 4 to...

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