secretaries bootcamp by aimee flordeliza
TRANSCRIPT
Secretaries Bootcamp
Aimee Flordeliza
January 14, 2017
Paraiso ni Baste, Valenzuela CityAimee C. Flordeliza
My JCI Journey
Aimee Flordeliza
2017 Area Secretary, JCI Metro Area
2014 until now
2014 Treasurer, JCI Alabang
2015 President, JCI Alabang
2016 Area Awards Chairman, Metro Area
2017 Area Secretary, Metro Area
Secretaries Bootcamp
1. JCIP Philippines Structure
2. What are the areas of responsibility of the Secretary?
3. My arsenal of tools
4. Updates
5. Resources Available
JCI Philippines Structure
Local Organization (LO)
Regions
Area
National JCI Philippines
Area 2 –Metro Area
Metro South
Ortigas
Metro East
SJ Dambana
Metro North
Bocaue
Metro Rizal
Baras
Area 1, 3, 4, 5
National President
Area Vice President
Regional Vice President
LO President
National Secretary General
Area Secretary
Regional Secretary
LO Secretary
5 Major Areas of Responsibility
1. Service to the President
2. Service to the Board of Directors
3. Service to the Membership
4. Communication and Correspondence
5. Maintenance of Records
Source: JCI Local Action Guide, Local Secretary
Service to the President
Advise on all trends
Advisory status between Chairs
and the President
Prepare the Agenda and discuss
Be an efficient, competent and
enthusiastic assistant to the
Local President
Robin – the sidekick
Service to the BOD
You are the most senior BOD
Work closely with the Local
Treasurer
Secretarial Assistance
Help Public Relations Director
Keep the BOD up to date
The Big Sister
Service to the Members
Available to answer questions
from the membership
Schedule meetings and
supervise arrangements
Send reminders
Public display of agenda
Make minutes available
Calendar of Events
The Hotline
Communication, Correspondence
Manage LO Correspondence
Reminders
Effective contact between other
local organizations, with JCIP,
National Officers
Update Membership Directory
The Scribe
Maintenance of Records
Maintain all historical files
Membership records
Project records files
Record-keeping guidelines
PCR – Project Completion
Report
Admin requirements
eJCIPEA
The Librarian
JCI Timeline
Ramping up
• Planning
• Induction
• Admin requirements
• Voting Delegate Form (VDF)
Doing phase
• Meetings
• Projects
• PCR
• Monitor JCIPEA
• Communicate within LO
• Communicate outside
• Encourage better documentation
Awards Phase
• Lead the Bids Team
• Provide content
Transition to Next BOD
• Assist in the Election
• Turnover to next Secretary
• Help train the BOD
Setting the Agenda
•The Agenda communicates important information such
as:
1. Topics for discussion
2. Presenter or discussion leader for each topic
3. Time allotment for each topic
•Protocol officer
•Distribute ahead so people can prepare
Sample Agenda
ANNEX PIC Action Required
I.
I.1 AVP Chai Talag
I.2
I.3
II. ASec Aimee Flordeliza
III. AVP Chai Talag for approval
IV. APPROVAL OF MINUTES: METRO AREA COUNCIL PLANNING A AVP Chai Talag for approval
V.
V.1 B ASec Aimee Flordeliza
V.1.1 House Rules implementation and checklist for information
V.1.2 List of LOs in good standing as of Dec 31, 2016 for information
V.1.3 JCIP - NOM Policies, JCIPEA, and jci.org.ph Deadlines for information
V.1.4 jcimetroarea.org and 2017 Metro Area Directory for information
V.2 B ASec Aimee Flordeliza for information
V.2.1 SEC Registration of Metro Area LOs and status
V.3 ASec Aimee Flordeliza for approval
V.4 AAC Jan Co for information
V.5 C ATD Ran Pilapil for approval
V.5.1 Training Plan for information
V.5.2 Survey Results for information
V.6 D AED Sweety Mamalias
V.6.1 Metro Area Valentine's Day
Marikina Sapatos and
Mandaluyong for information
V.6.2 Oplan Kaagapay AC Zaira Tumang for information
V.6.3 Limitless for information
V.6.4 Got Heart 2017 updates AC Emy Cua for information
V.6.5 Area Chairmen Round Table
V.7 Pres Steph So for info / approval
V.8
V.8.1 Metro South RVP RJ Paguyo for information
V.8.2 Metro North RVP Jim Jose for information
V.8.3 Metro East RVP Cons Ignacio for information
V.8.4 Metro Rizal RVP Aine Alvero for information
V.9 AVP Chai Talag for info / approval
VI.
VII.
VIII.
IX. AVP Chai TalagADJOURNMENT
ANNOUNCEMENTS
Regional Vice Presidents Report
Other Matters
Area Vice Presidents Report
TURNOVER TO THE NEXT AREA COUNCIL MEETING HOSTS
Area Conference Report
Area Executive Director Report
Area Development Council Report
ROLL CALL / DECLARATION OF QUORUM
ADOPTION OF THE AGENDA
BUSINESS MATTERS
OPENING FORMALITIES
Area Legal Counsel Report
Area Training Director Report
Call to Order
National Anthem
JCI Values / Mission/ Vision
Area Secretary General Report
Area Awards Chairman Report
How do you keep your
members updated?
Keeping members updated
Effective Viber communications
Use line breaks
Draft in a Note app
Put
descriptions
in images
Include a
page link
What works for me
Text 2 Group
Simplifies sending SMS text
messages to multiple groups of
people
Send emails
Easy drag and drop format
JCI Metro Area Facebook Page
JCI Metro Area
•Keep it updated
•Upload photos also in
your Facebook Fan
page (not just
personal Facebook)Making it searchable in Google
JCI Metro Area Website
jcimetroarea.org
We paid USD
20 for the
domain
Metro Area Calendar
jcimetroarea.org/calendar
Calendar
Easy to set-up
Can be seen in
mobile phones
Project Completion Report
Tracking of Activities
JCIPEA
Questions
Simulation
Reminders
JCIP Membership Dues Deadlines
•January 31, 2017 – Early Bird Deadline
–P1,400 per member
Starting Feb 1 onwards – P1,700 per member
•March 31, 2017 – Deadline for Voting Rights
•August 2017 – LO Awards Categories
NOM Policy - Induction Matters
•Item #1 - Scheduling and compliance prior to induction
–The LO to settle its membership dues.
–The LO to submit LO directory, history, membership list or
membership database and latest LO Constitution and By-Laws.
•Item #4 - Charging and Inducting Officers
–RVP to act as Charging Officer or in his/her absence
any Past RVP;
–AVP to act as Inducting Officer or in his/absence
any Past AVP;
NOM Policy - Reminders
•Item #19. Solicitations / Pledges or asking for donations
should not be entertained by the National Board.
•Item # 20. The use of the “Secretary General” position
will only be applicable to the NOM and JCI. The LOs are
directed to observed its proper usage as “Secretary” for
the LOs, and to the Regions and Areas it should only be
“Regional Secretary” and “Area Secretary” respectively.
JCIP Deadlines
January 15, 2017
1. Jci.cc and jci.org.ph registration
2. Plan of action and budget
3. LO Training Plan of Action
4. Appointment of Local Training
Director
March 31, 2017
1. President’s Resume
2. Local Membership List
3. Adoption of Theme “Be Better” and
NOM Tagline, “Strength in Unity”
Jci.org.ph Registration (unofficial)
NORTH Total(Active) Total(HQ)
JCI Bocaue 0 0
JCI Malolos 1 25
JCI Marilao Marilag 20 25
JCI Marilaw 1 25
JCI Meycauayan Katad 0 0
JCI Baliwag Buntal 0 0
JCI Balagtas Big AA 0 0
JCI Plaridel - Del Pilar 1 0
EASTTotal(Active) Total(HQ)
JCI Katipuneros Katips 0 0
JCI Mandaluyong, Inc. 0 25
JCI Marikina Marikit 2 25
JCI Marikina Sapatos 1 25
JCI Navotas 0 0
JCI QC Capitol 2 76
JCI Q.C. Celebrity 0 0
SOUTH Total(Active) Total(HQ)
JCI Alabang 0 25
JCI Makati 0 50
JCI Makati Princess Urduja 11 25
JCI Manila 0 25
JCI Manileña 15 25
JCI Ortigas 1 0
JCI Parañaque Asinderes 2 25
JCI Parañaque Pambato 1 25
RIZALTotal(Active) Total(HQ)
JCI Antipolo 0 0
JCI Baras 14 25
JCI Taytay 1 0
JCI Cainta 0 0
JCI Antipolo City Lights 1 0
JCI Sumulong Summit 1 0
As of Jan 9, 2017
How to Register in jci.org.ph
1. For those with existing accounts: Log-in to myjcip.jci.org.ph and update
your 2017 position; For those who have not registered yet, Log-in to
myjcip.jci.org.ph and build your profile.
2. For National Board Members and LO Presidents, your updated profile or
new registration will be submitted to the NSG for approval . An email
notification will be sent once approved. Only then can you use your account
as NB or LO President.
3. For members, their updates or registration will be submitted to their
respective LO Presidents for approval.
* For 2017, the number of members that can be given myJCIP profiles will
correspond to the number of paid members in JCIP files.*
eJCIPEA
eJCIPEA will soon be activated
Excel template and guide – distributed
Feb 15 - Reports from October to January
Every 15th of the month
Quarterly Deadlines will be announced by NSG
JCIPEA course in Avante!
jcimetroarea.org and Metro Area Directory
Resources
•JCI Metro Area site – jcimetroarea.org
•RESOURCES for LO Presidents and LO Secretaries
•METRO AREA CALENDAR
•Matters Related to JCI Philippines
•Links to Awards site, JCIP Advantage Site, JCI
Philippines Constitution, JCI Policy Manual
•JCIP Circulars
Resources for LO Presidents
Password:
epic2017
Thank you!
Aimee Flordeliza
2017 Metro Area Secretary
JCI Alabang
JCI Philippines