CHAIRING A COMMISSION Responsibilities & Resources Association of Florida Colleges Annual Convention November, 2012 Presented by Dr. Christina Will

Purpose of a Commission  Provide professional development for members  Biggest personal benefit/ROI of membership  Serve as an information & advocacy resource for AFC  Provide leadership experience for Commission Board members  Provide networking opportunities for all

Role of Chair  Direct overall operations of Commission  Serve on the AFC Board of Directors (BOD)  Plan & coordinate Commission events  Promote your Commission  Ensure Commission has a written mission, objectives, bylaws, accurate financial records, web site  Submit a year end report  See Standing Rule IV, Section 9 in the Leadership Manual

Commission Requirements  Must fill all Commission Board positions  Must have at least one Commission Board meeting in addition to that held at Convention  Must host at least one professional development conference in addition to a session at Convention  Must award an Exemplary Practice  This is the Commission’s Convention session

Commission Requirements  Must maintain presence on AFC web site  Must communicate with all Commission members  Must comply with Standing Rule IV Failure to do so for 2 years will place the Commission on provisional status. After three years on provisional status the Commission will be decommissioned.

Communication is Key Work with Commission Board members  Conference calls Suncom Meet Me  Elluminate  Have a written agenda  Keep minutes

Communication is Key Involve Commission members  Commission page/group on AFC website Mission statement, objectives (operational plan) & bylaws Meeting minutes Announcements: conferences, calls for nominees, calls for judges, award winners  AFC’s blaster Newsletter or ‘State of the Commission’ Announcements: conferences, calls for nominees, calls for judges, award winners

Communication is Key Keep AFC’s Board of Directors informed  Written report to BOD required – 4 per year  Watch for from Tina Ingramm  BOD meeting attendance Send Chair-elect if you cannot attend Send me & Tina written report if you cannot attendme  BOD meeting dates Meeting & conference information on AFC’s web site You must register for BOD meetings

2013 Meeting Dates  Board Meetings – Must attend or send Chair-elect  January 30 in Tallahassee  July 10 in Cape Coral  September 12 – Tentative date! Usually held at Convention location (Destin)  Pre-Convention – Probably November 12 in Destin  Conferences  Leadership: Jan Feb. 1in Tallahassee  Membership: July in Cape Coral – Marina Village  September CCP: Sept. 12 (tentative)  Convention: Nov. 13 – 15 at the SanDestin Hilton

To-do List  Review the Commission’s mission  Have the mission approved by membership  Review the Commission’s bylaws annually  Have the bylaws approved by membership  Draft annual objectives  Involve Commission Board members  Tie objectives to Commission’s and AFC’s mission  Complete Operational Plan (link on AFC site)  Publish all on web & send me a copyme

To-do List: Spring Conference START PLANNING NOW!  What? - single, joint, or Region?  Where?  When?  Must be held by May 31, 2013  Who?  Emcee  Presenters: Best Practice nominees? Call for presentations? Paid speaker?  How?  Registration  Food  Publications – programs, signs  Hotels Look at the Spring Conference GuidelinesConference Guidelines Conference date must be reported to BOD by Jan./Feb. meeting!

To-do List: Convention  Required: Best Practice Award Winner  Submit all required information to AFC (web)  Required: Annual business meeting  Request time & room from AFC (web)  Table for membership drive or fund raiser  Request from AFC (web)  Item for Silent Auction  Donation to Burst the Balloon

To-do List: Commission of the Year Award  All Commissions should apply  Application is online Application is online  Award covers October 1, 2012 – September 30, 2013  Get information from current Chair  Check the Commission web site  Application due no less than 2 weeks before Convention  Winner is announced at Convention

Commission of the Year Award Documentation Needed  Membership activity  Commission activities  Professional development sessions  Meetings  Exemplary Practice Award  Criteria & procedure  Winners  Presentation at Convention  Goals & Objectives  Bylaws

Commission of the Year Award Documentation Needed  Financial report  Give Eileen enough time. Ask after last fund raiser or expense. Do not ask right before Convention.  Newsletter – or updates AFC will confirm:  Chair’s attendance at BOD meetings  Written reports to BOD  Commission web site or link on AFC server

Helpful Hints  Use the Commission of the Year Award application to:  Develop your own to-do list  Develop a timeline  Document what you do as you do it  Seriously, start planning the Spring Conference now  Allow plenty of time for Exemplary Practice submissions and judging  Contact Chapter Presidents for assistance getting applicants  Comply with AFC deadlines

Who to Contact  Adrienne Bryant  Membership & web site  Marsha Kiner  Convention & conference  Tina Ingramm  Meeting information & publication submissions  Eileen Johnson  Financials & awards (checks, plaques)  Michael Brawer  AFC or legislative concerns

Ask Me Anything! Dr. Christina Will V.P. for Commissions (904) “Connect” with me at and visit