Edmonton Chapter The International Association of Administrative Professionals August 8, 2012 Fundamentals of Effective Board Involvement Jocelyne April, CAP-OM WCB President-Elect

All for one and one for all

Welcome & Introduction Why are we here?

Mission Statement Enhancing the success of career-minded administrative professionals by providing opportunities for growth through education, community building and leadership development. Ultimate Goal Every plan, every decision, every event should point our chapter to fulfilling the IAAP Mission Statement.

Organizational Chart

Your Commitment What motivates you? What can you offer? What do you need to know? Are you compatible

Authority & Responsibility The Board of Directors is the highest level of decision-making and authority in a not-for-profit organization. As a member of the Board, a Board Member acts in a position of trust for the community (members), and is responsible for the effective governance of the organization. The Board’s primary role is one of oversight, leadership, direction, and policy setting.

Basic Expectations Commitment to the work of the organization Share knowledge and skills Willingness to serve on committees Attendance at meetings/special events

Time & Financial Requirements What is a realistic estimate of the time required to be a board member? What will it cost to be a board member?

8/22/ Benefits What benefits can a board member expect to receive? Development Experience Opportunity Increased Understanding Satisfaction

Principles of Governance Every Board: Articulates and communicates the vision Focuses on the whole organization Is a corporate body Speaks with one voice Directs the organization’s work Is responsible for its own management Hires, supervises, and releases only one employee Avoids making management and operational decisions

Responsibilities of the Board carry out the policies and objectives of IAAP® and conduct the business of the Chapter between regular meetings in accordance with the provisions of these Bylaws and Standing Rules and the wishes of the membership. The Board of Directors shall: manage the affairs of the Chapter between regular meetings of the membership, but shall have no power to make any contract binding the members of the Chapter.

Responsibilities of the Board (cont’d) The Board of Directors shall perform the following duties: Formulate the objectives of the Chapter, plan and direct activities of the Chapter toward attainment of those objectives. Act as the executive body in giving effect to the decisions of the membership. Transact Chapter business which requires immediate attention without reference to the membership except for ratification.

Responsibilities of the Board (cont’d) In general, provide leadership for the Chapter and act in a supervisory role in the conduct of the Chapter’s affairs. Prepare a budget for the fiscal year and present it to membership at the September business meeting for approval no later than the October regular business meeting. Expenditures in excess of $100 for items not included in the budget shall require approval of the membership.

Responsibilities of the President The President shall: Perform the duties prescribed by these Bylaws and by the Parliamentary Authority adopted by IAAP™, as well as being knowledgeable of the International and Western Canada Division Bylaws and Standing Rules and ensure the Chapter operates in compliance with them. Preside at all meetings of the Chapter and Board of Directors, and conduct these meetings in an efficient, dignified manner and encourage participation at all meetings and functions of the Chapter.

Responsibilities of the President (cont’d) Appoint Chairs of all Standing and Special Committees (except the Nominations Committee), subject to the approval of the Board of Directors. Direct the Chapter with the aid of other officers and the committee chairs, and be familiar with the duties of all officers and committee chairs, and be a member ex- officio of all committees except the Nominations Committee. Keep the Western Canada Division President fully informed on all matters concerning the Chapter.

Responsibilities of the Vice-President The Vice-President shall: In the absence of the President serve as presiding officer at meetings of the Chapter or of the Board of Directors. In the event of a vacancy in the office of President succeed to the office for the unexpired term. Act as Board contact for committees as directed by the Board of Directors and be responsible for the operation of said committees. Perform such other duties as may be assigned by the Board of Directors.

Responsibilities of the Secretary The Secretary shall: Be responsible for the minutes of all Chapter and Board of Directors meetings. Give written notice of the Annual and Special Meetings as required in Article VI. Have custody of the Chapter Charter and other official documents. Have available at all meetings up-to-date copies of the International, Western Canada Division, and Chapter Bylaws and Standing Rules.

Responsibilities of the Secretary (cont’d) Act as Board contact for committees as directed by the Board of Directors and be responsible for the operation of said committees. Perform such other duties as may be assigned by the Board of Directors.

Responsibilities of the Treasurer The Treasurer shall: Be responsible for all funds of the Chapter and for the records of its financial affairs. Be bonded with premiums paid from Chapter funds. Report to the Chapter monthly of all receipts and disbursements to the membership. Report to the Chapter quarterly on the budget as adopted by the Chapter.

Responsibilities of the Treasurer (cont’d) Act as Chair of the Finance Committee. Keep a complete and accurate record of Chapter membership. Perform other such duties as may be assigned by the Board of Directors. Prepare a detailed financial report for the period of the term of office and such report shall be ready for audit within fifteen (15) working days following the close of the term of office.

Responsibilities of the Director(s) at Large The Director(s)-at-Large shall: Perform the duties assigned by the Board of Directors of the Chapter. Act as Board contact for committees as directed by the Board of Directors and be responsible for the operation of said committees.

Role, Responsibilities, and Functions of Committees A committee is the work unit of the board Each committee needs a clear description of what it is expected to achieve Responsible for implementing the mandate and/or assignments received from the board. Should have its own terms of reference statement Committees receive authority from the board

Committees Events Membership Newsletter Program Hospitality Publicity Website/Database

Your Commitment What motivates you? What can you offer? What do you need to know? Are you compatible

Performance Expectations for Board Members LoyaltyEnthusiasm CommitmentIntegrity Confidentiality Image Meeting PreparationActive Participation Respect for other’s contributions Creativity and Innovation A positive attitude Constructive problem-solving skills Willingness to contribute skills, knowledge, ideas and influence TRUST

Vision/Strategic Plan “Steering toward the mission and guiding strategic planning” “If you don’t know where you’re headed, any port will do” The Destination (Mission/Vision) Where are you headed? How do you let others know where you are headed? How do you know when you’ve arrived? The Route (Strategic Planning) What to do Why to do it

Evaluation It will be important to evaluate your progress as outlined in the strategic plan

Have Fun and Grow!!! Friendships Knowledge Experience Confidence