1. Guidelines for Local TEDA Chapters 2012-13

2. State TEDA Officers O President: Diane Broome O President Elect: Linda De Zell Hall O Vice President: Renee Kwiatek O Treasurer: Julia Rodriguez O Secretary: Sandra Meek O Membership Secretary: Jeanne McKinney O Past President: Alena Wilson

3. State TEDA Officers continued O Advisors: O Dr. Ralph Hausman O Dr. Cynthia Simpson O Dr. Edward Schultz O WEBSITE: www.TxEDA.org All officers can be contacted through the website.www.TxEDA.org

4. Directory of Chapters O Region 1 – Rio Grande Valley O Region 2 – Coastal Bend O Region 3 – Gulf Coast O Region 4 – Hou-Met O Region 5 – Sabine – Neches O Region 6 – Bluebonnet O Region 7 – ETEDA O Region 8 – TEDA.NET

5. Chapter continued O Region 9 – Red River O Region 10 – Dal-Metro O Region 11 – Metro West O Region 12 – Brazos Valley O Region 13 – CAEDA O Region 14 – Big Country O Region 15 – Amigos de los Ninos O Region 16 - EDGS

6. Chapters continued O Region 17 – Caprock O Region 18 – Big Bend O Region 19 – El Paso Area O Region 20 – Alamo Area

7. Office of Chapter President O Provide professional leadership to the chapter’s planning and program O Call and preside at meetings of the Executive Board O Call and preside at meetings of general membership (at least 3 per year) O Coordinate program planning O Serve a three-year progression – President Elect, President, and Past President

8. Office of Chapter President - continued O Serve as an ex-officio member of all committees except the Nominating Committee. Remind the nominating Committee that persons nominated for office must be current paid TEDA members O Recommend the Standing Committee chairpersons to the Executive Board for their approval O Appoint an Audit Committee consisting of three member from the chapter membership

9. Office of Chapter President - continued O Communicate with state officers, local Executive Board, and the chapter membership. (Examples – Newsletter or email committee to remind members of meetings) O Make sure all chapter Bylaws and Standing Rules are up to date and are filed with the State Executive Board

10. Office of Chapter President - continued O Attend as delegate and/or appoint another member to attend, any meeting or workshop held by the State Executive Board, including State Executive Committee and General Assembly. Attend Leadership Training hosted by the State Executive Board O Provide leadership in recruitment and distribution of state membership application. Assist in distributing membership packets to new prospects. Assist the State Executive Board in explaining the benefits of the TEDA insurance policy.

11. Office of Chapter President - continued O Encourage nominations for the Wilma Jo Bush Award and Hall of Honor Award O Encourage attendance at the Annual TEDA Conference O Serve a term of one year

12. Office of Chapter President - Elect O Serve in absence of the President O Serve as member of the Executive Board O Serve as Chairperson of the Program Committee. Make necessary arrangements for meeting site O Attend as delegate any meeting or workshop held by the State Executive Board, including State Executive Committee meetings, General Assembly, and Annual Leadership Training

13. Office of Chapter President – Elect continued O Serve as the recruitment and public information spokesman. Assist in distributing the membership application to new prospects. Assist the State Executive Board in explaining the benefits of the TEDA insurance policy O Assist the President in the execution of delegated responsibilities. Fulfill any other duty assigned by the President O Serve a term of one year.

14. Office of Chapter Vice President O Serve in the absence of the President or President Elect O Serve as a member of the Executive Board O Assist in program planning O Fulfill any other responsibilities assigned by the President O Assist the State Executive Board in explaining the benefits of the TEDA insurance policy O Serve a term of two years. O NOTE: If the chapter doesn’t have a President-Elect, the Vice President will assume those duties

15. Office of Chapter Secretary O Obtain records from previous secretary O Serve as a member of the Executive Board O Keep careful records of all meetings O Take care of organization correspondence O Keep accurate rolls of membership and officers as well as committee chairpersons and members O Attend all meetings O Fulfill any other duty assigned by the President O Serve a term of two years

16. Office of Chapter Treasurer O Obtain audited records from the previous Treasurer O Serve as a member of the Executive Board O Serve as chairperson of the Membership Committee O Disburse monies for expenses as approved by the Executive Board and on authorization of the President O Retain all receipts for expenditures

17. Office of Chapter Treasurer – continued O Provide a financial statement for preparation of a budget. Provide financial report for membership at meetings O Submit to the Audit Committee a record of all monies received and expended annually O Receive dues rebate and membership report from the State Treasurer. Collect any additional dues for local chapter if appropriate. Assist President in distribution of membership application. Solicit non-renewed members from previous years.

18. Office of Chapter Treasurer – continued O Transfer all records and monies to the new Treasurer O Fulfill any other duty assigned by the President O Serve a term of two years

19. Office of Chapter Immediate Past President O Serve as Chairperson of the Nominating Committee O Present to the Executive Board, the Nominating Committee’s report, at least sixty (60) days prior to the election O Maintain a file of the current Bylaws and Standing Rules O Serve as parliamentarian at all Executive Board meetings, Executive Committee meetings, and general membership meetings

20. Office of Chapter Immediate Past President continued O Be responsible for arranging installation of incoming officers O Serve as a member of the Executive Board O Serve a term of one year

21. BASIC MEETING FORMAT The President prepares an Agenda before each meeting. It should follow the same pattern for order of business. Other officers should remind the President of anything carried over from the last meeting so it can be included on the Agenda ahead of time as Unfinished Business. This allows the conduct of an orderly, brief meeting. It is important to keep on track, not to bird-walk or allow extraneous discussion and comments. If your group tends to do this, the best solution is to establish a time for sharing stories either as part of the program or to develop a means for fellowship prior to the program or meeting. Combining business meetings with solid in-service programs and a meal will likely meet most of the needs of your members.

22. You may want to use the words given below if you are somewhat uncertain as you start leading a meeting. 1. “The meeting will please come to order.” 2. “The Secretary will call the roll.” (This is an option if you want to do it. You may also want to use it as an opportunity for people to introduce themselves to the group or to get a head count of the districts. Use it for your own purposes and to meet your needs. You can leave it out if you don’t have a need for it.)

23. 3. “The Secretary will read the minutes of the last meeting.” (The secretary reads. If you have published and disseminated them to members in writing in advance you may allow someone to move to dispense with the reading of the minutes. This is beneficial if you have a newsletter because it keeps people in touch if they’ve missed a meeting.) “Are there any additions or corrections to the Minutes?” If there are none, say, “The Minutes stand approved as read.” If there are some, the minutes should be corrected. Then say, “The Minutes stand approved as corrected.” (Nope, no motion needed.) 4. “We will have the Treasurer’s report.” (Report is given.) “Are there any corrections?” (Allow time, handle those.) If none, “If not, the report will be placed on file subject to review.” (Note: The Treasurer’s Report is not accepted by a motion – it is placed on file subject to review. The rationale is that if mistakes are found in a review you need to be able to correct them, not come back to a meeting.)

24. 5. If your officers have specific duties proceed with Officer Reports. “We will now have the report from the Vice-President.” …….”Membership Secretary”……..etc. Following the report: “May I have a motion to accept the report?” OR If action is indicated, the report may conclude with a motion for specific action. If so ask if there is a second. Then have a discussion and action the motion. 6. “We will now have Standing Committee Reports.” (Begin with Program, Governmental Awareness, Organizational Affairs, etc.) Action now???? If so, and it is a committee of more than one member, no second is needed. If it is only a one person committee, obtain a second. Then have a discussion and act on the motion. 7. “Are there any reports from the Special Committees?” (Handle as above.)

25. 8. Go to Unfinished Business. If there are items on the agenda, handle those first. If not, then ask, “Is there any Unfinished Business?” 9. New Business. Handle those items on the agenda, then ask, “Is there any new business?” It is the last point on the Agenda. When it is complete ------ 10. It is important to announce when and where the next meeting will be held. 11. “Is there any further business to be brought before the meeting? If not, then this meeting is adjourned.” No, in this case no motion or vote is needed. It is possible for someone to move to adjourn a meeting before this point and that would require a second and a vote. But if the agenda is completed, the chair may adjourn the meeting.

26. Keep the meeting brief and to the point. The President is responsible for seeing that the discussion of any motion is sufficient to allow all who wish to speak on the motion to do so. It is also the responsibility of the President to see that the discussion stays on the subject of the motion. The maker of the motion has the privilege of speaking first on it. He/She may later vote against the motion, if points during discussion change the original option, but the maker of the motion may not speak against it. MEMBERS SHOULD NOT BE ALLOWED TO SPEAK MORE THAN TWICE ON A PENDING MOTION, UNLESS PERMISSION IS GRANTED BY THE MEMBERS PRESENT TO DO SO.

27. To bring discussion to an end and get the opinion of the members by their vote, the President asks: “Are you ready for the question?” Then restate the motion. Call for a vote by asking all those who are in favor of the motion to “raise your right hand” OR “Say aye” or whatever you like. Then ask for those who are against the motion to “raise left hand” OR “say nay” or whatever. Do not ask those against the motion to say “aye”. You should use a different way to signify negative from affirmative. Announce that the “motion carried” OR “motion is defeated”. Officers should be ready to assist the President in keeping the meeting moving along as much as possible. If all of you are comfortable with the flow of the Agenda and the direction of the business, it is easier to have meetings that will accomplish their purpose but not take forever.

28. Sample Agenda  ____Chapter Educational Diagnosticians Association Meeting Date, Time Meeting Place  Call to Order  Reading, correction, and approval of previous minutes  Officers’ Reports (includes Treasurer’s Report)  Executive Committee Reports (if there is one)  Standing Committees’ Report (List all of them)  Special Committees’ Report (List all of them)

29. Sample Agenda  Unfinished Business (List, if there is any known ahead of time.)  New Business (List, if there is any known ahead of time.)  Announcements (List, if there is any known ahead of time. Include next meeting information.  Adjournment

30. Sample Agenda  NOTE: You may find it helpful to prepare your own copy, with the names of the people involved in each item or presenting a report, to avoid confusion. You may also want to add a note or two to yourself about the items, as prompts during the meeting, or key points that must be covered. You may write down when a motion is needed.

31. IDEAS FOR CHAPTERS *Consider contact with the TCASE chapter in your region and plan a program with them. *Give a gift to all directors at their first meeting or at Christmas. *Arrange a luncheon for directors and diagnosticians. *Provide a gift incentive to those who join by the first meeting. *Develop a chapter directory. *Have a newsletter for chapter activities, events, or information sharing. *Have door prizes at meetings. Do the drawings in ways that encourage people to get to know each other. If the treasury is low, have district/SSA groups take turns providing them. Sometimes merchants will donate coupons or freebies.

32. IDEAS FOR CHAPTERS – CONTINUED *Have meetings around lunch or dinner. Have people pay a set amount and the chapter pays the remainder if funds are limited. *Do not overlook any avenue to get the word out. Keep directors informed of the content of programs so they will encourage diagnosticians to attend. *Network with officers in other chapters. Share ideas and use the ideas you get from others. Talk to regional service center personnel about training options they might be able to provide. Service centers are under a mandate to become “market driven,” so get in front of the line to start being a market they want to please. *Talk to consultants in your district. Do they have an area of expertise that could be shared in a program? Help one another and share strengths or interests.

33. IDEAS FOR CHAPTERS - CONTINUED *Talk to consultants in your district. Do they have an area of expertise that could be shared in a program? Help one another and share strengths or interests. *Contact state board officers whenever you think they might help. *Share anything you receive with members and encourage them to share with principals, teachers, and/or appropriate staff members. Include “Compliments of TEDA” written on top before you copy it. Then you can explain what TEDA means when they ask. *Invite local government officials to attend local meetings. *Use TEDA brochures to educate others.