©SHRM 2014

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©SHRM 2014

Volunteer Leaders Webcast Series

Dorothy KnappField Services Director

“Chapter Board Meetings”

©SHRM 2014

Who’s In Charge of Your Chapter?

YOUR BOARD

The Board has the full authority and responsibility to manage the affairs of the organization – they must act on the vote of the majority

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It is important that your Board/Council feels how important they are: installing them is a great start. You can have any

SHRM member act as a representative and modify the “InstallationOf Officers” script on the VLRC to your group and your occasion

©SHRM 2014

Who Isn’t In Charge??

• Not any one person – not the president, not another Officer – no one has power/authority as an individual – only the power to act on business decisions as a Board

• The President is the official “leader” of the chapter; to hold meetings of the Board; to facilitate discussion and to lead the Board to reasonable, effective outcomes

• There is no such defense (“I didn’t know”) for failure of a Board member to understand the obligations of his/her role on the Board or of the Board as a whole

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©SHRM 2014

Leading a non-profit

• Registered as a 501c6 or a 501c3 with the IRS• Governed by federal and state laws• Incorporated? (Provides protection for the Board)• Follows parliamentary procedure (Roberts Rules of Order)• Governed by a Charter – on file at SHRM• Governed by a set of Bylaws – on file at SHRM• Should have a policy manual or statement• Expected to have regular Board planning meetings• Responsible to file a 990 form each year for tax purposes

Board members must know and understand

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Over 90% of the non profit associations in the US use Roberts Rules of Order

to structure their operating procedures and meetings

©SHRM 2014

Resources for Chapter Operations

• Chapter Guide to Financial Management

• How to File a Form 990

• Chapter Operations Guide

• Model Bylaws and Bylaws Checklist

• Quick Guide to Roberts Rules of Order

www.shrm.org/vlrc

©SHRM 2014

Resources to Help You Plan Meetings

• SHRM Vision, Mission and 2014 Strategic Focus• Chapter charter and bylaws• Job descriptions for Board roles• Last year’s SHAPE Submittal• SHAPE Planning Workbook for 2014• Monthly Planning Calendar Innovative suggestions from

members, colleagues• Strategic Planning Toolkit

©SHRM 2014

Things to Consider Before Meeting…

• Do all Board members know date, time, place of meeting?

• Do they know of the expectation to be on time?• Do they know how the meeting will “flow?”• Do they have an agenda in hand to preview? • Do they know what materials to bring with them?• Do they know the specific topics to be

discussed?• Do they know their assignment for reporting out?

©SHRM 2014

Are You Prepared for the Meeting?

• Do you have a list of “ground rules” for distribution?• What are the goals for this meeting?• How do you review old business? How much time does this

take up?• Consent agenda considerations?• What are the key topics for discussion for this meeting?• Did you allow enough new business/discussion/voting time?• Can you set forth the proposed goals for the next meeting?• Will you accomplish the goals you had for this meeting?

©SHRM 2014

After the meeting….

• Did everyone leave knowing their “to dos” for the next meeting and for their committees?

• Will the minutes be distributed in a timely manner?

• Will the minutes be posted where the Board/membership can read/review them?

• Did your Board members leave thinking they engaged in good discussion, are excited about chapter plans and ….HAD SOME FUN?!?!?!

©SHRM 2014

For the President…

• You are embarking on an exciting journey together…

• The president is a facilitator, an educator, a motivator and a protector of rights

• You will learn a lot and grow during your term as a leader of your chapter

Our country is great because of the dedication of volunteers to the causes of many not-for-profits!

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YOU are a very valued volunteer for our HR profession and for SHRM!

©SHRM 2014©SHRM 2014

Contact us!

www.shrm.org/vlrc

Locate your SHRM Regional Team

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©SHRM 2014©SHRM 2014

(Please note that these slides are copyrighted material and may only be distributed to an audience at a SHRM speaker presentation. Further distribution is not allowed, except with permission by SHRM.)

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©SHRM 2013