Recording Now Available Chapter2Chapter C2C Hello Chapter Leaders! Thank you for being on the call today. For anyone new to the webinar, Chapter Relations uses what we call the Foundational Four to organize ourselves. This structure organizes chapter activities based on four distinct areas critical to a chapter’s success regardless of how big or small it is. The image you see in the corner tells you that our topic today Recruiting and Electing Chapter Leaders falls under Chapter Leadership. And our updated webinar format is designed to create more opportunity for chapter leaders to share best practices so you can learn from each other. So with each webinar we will pick a hot topic and let chapters take the lead.

OR Participating in the Discussion Press the “Raise Hand” icon to ask a question out loud OR Type your question into the Q&A Panel to the default of “All Panelists” In the C2C series, guest panelists will speak to the topic and then we will have Q&A and information exchange. To participate in today’s discussion you may press the “Raise Hand” icon to ask a question verbally or type your question into the Q&A panel to the default of “All Panelists”

Staff Tanya Russick Luci Blodgett Chapter Relations Manager Chapter Relations Specialist Luci Blodgett and me, your Chapter Relations team, will be facilitating today’s webinar. But we cannot produce Chapter2Chapter without members volunteering their time to present so I want to thank our guest speakers and introduce them to you.

Panelists Jean Lohier Tysons Chapter Daniel Forbes North Texas Chapter With us today we have Daniel Forbes the president of the North Texas Chapter, Jean Lohier, president from the Tysons Chapter and Debbie Eychison, Secretary of the Northern West Virginia Chapter. A special thank you to each of you for participating in the webinar. Daniel Forbes North Texas Chapter Debbie Eytchison Northern West Virginia Chapter

Discussion Rounds Recruitment Succession Planning Elections Today we’re exploring the three critical steps required to build your leadership teams. We’ve paired each of our guest speakers with one of the areas we have on tap to discuss today. We will focus in on some of the recruitment efforts from the North Texas chapter, learn how succession planning is done in the Tysons Chapter and close the loop with Elections Processes from the Northern West Virginia chapter. And I’ve thrown in a few tidbits as well.

Introduce people to people and people to NCMA benefits Recruitment Introduce people to people and people to NCMA benefits Involve people on multiple levels to increase participation Integrate high potentials through win-wins Like this one on recruitment. Chapter Leader recruitment is ongoing, so to support your efforts consider developing a recruitment process that you can cycle through consistently. Kick it off by introducing non-members and members alike to the advantages of membership. Offer brief orientation sessions to educate them about chapter structure and programs as well as new product and benefit orientations to share what NCMA is offering such as new books and educational products and leadership training opportunities. Also, facilitate networking by engaging all chapter leaders in the process of making introductions to help everyone make connections early on and consistently. Next work to increase involvement by building opportunities of all sizes and shapes. Create micro-volunteering opportunities on the fly to engage people. For example, if you’re recognizing newly certified members or those celebrating anniversaries, invite a newcomer to make the presentation. They will meet others and be gently engaged in a chapter activity. Work to increase a higher level of participation in the chapter by sharing your enthusiasm, knowledge and your personal story. Look for opportunities to talk about the benefits of being a chapter leader and what it has meant to you. How has it supported your leadership development? How has it helped you build your professional network? As you work through the first two steps hopefully you’ve identified some high potentials and what their interests are. Now work to get them fully integrated into the chapter. Make an appointment to meet with them over coffee and keep it. Use the time to highlight the talents you see they have to offer the chapter and communicate the need those talents will fill and the value they will bring to the chapter. Describe the position and make sure it’s in alignment with their interests. Show them the win-win for the chapter and their personal fulfillment. Three easy easy steps—introduce, involve and intetgrate and then rinse and repeat! This is just one perspective. I want to invite Dan to share his perspective and some of the actions his chapter has taken. Dan the line is yours. Tell us first a little about the make up of your chapter such as its size and share your insights on chapter leader recruitment.

Daniel Forbes President daniel.forbes@raytheon.com

North Texas Recruitment Campaign And here’s a snapshot from the North Texas website to show you some images from their recruitment campaign. IF TIME: open up to other panelists NO TIME: Thank Dan and move on to succession planning.

Succession Planning CMLDP as a source of leaders Leadership Masterclass to support training Create a mentoring component Develop a succession plan that addresses 2-3 years of succession and includes a contingency plan Outline knowledge and procedure transfer Now we turn to look at succession planning. Succession planning can be implemented with your strategic plan. As you develop a plan try to look for people who can build on the success of the chapter or who have the ability to create a team that can reinvigorate it if need be. Year to year, the work of a chapter should not fall to one person or a small group that has been cycling through positions repeatedly. Consider including a CMLDP promotion in your succession planning. As a chapter leader, when you recommend people to the program you are helping to build your own leadership pipeline. If you encourage an up and comer to apply for CMLDP in turn that member can bring all that she has gained from the program back to the chapter for its benefit. CMLDP alumni have gained leadership skills, seen the national board in action, and have developed a greater understanding of NCMA. If the chapter helps foster members along their path they will be more inclined to turn around and help the chapter. This inclusion of CMLDP could be a piece of a mentoring component or you could offer mentoring in another way. Maybe consider using our new Leadership Masterclass as a part of your mentoring program. The Leadership Masterclass is a rebranding of the Chapter Leader Summit. We will launch this at World Congress in July. The Leadership Masterclass will deliver formal leadership training for chapter leaders and association volunteers that blends leadership development as it relates to members in their roles as contract managers and volunteer leaders. It will foster more connection and community between chapter and national leaders and serves to recruit and retain members in volunteer leadership. Another point to consider with succession planning is to develop a plan that addresses 2-3 years of succession and includes a contingency plan if a leader has to resign unexpectedly. And of course make sure that knowledge and procedure transfer is conducted in a way that is documented, redundant, and automatic from year to year. Try to make the transfer of information systems dependent not people dependent. But remain flexible as well—your leaders are volunteers—and you will need to continuously assess, monitor, measure, and adjust over time. Again, suggestions to consider and work in as your chapter sees fit. Truly each chapter is unique and each has to do what works for it. Now to share his perspective I want to invite Jean to tell us how the Tysons Chapter in Virginia has designed its succession plan.

Jean Lohier President jean.lohier@att.com Thank you Jean

Elections Chapter officers and chairs MUST be current NCMA members Chapters must have at least a president, vice president, secretary, and treasurer Bylaws should specify 1 or 2 year terms Officer positions are limited to two consecutive terms in the same office and may not exceed four consecutive years Chapter officers should be elected by majority vote of the members voting Elections Now we move into the elections process. I want to kick this off with a few formal friendly reminders to remember as you hold elections. First and foremost, chapter officers must be current members of NCMA. Please ask your chapter officers to make sure their membership is valid for the entire program year. If they are unsure they can always call our member services department or Luci. Also, remember too that bylaws should specify 1 OR 2 year terms. The length of the term is at the discretion of the chapter but the positions are limited to two consecutive terms in the same office and may not exceed four consecutive years. The officer term limits that were instituted in 2015 need to be incorporated into all chapter bylaws this year. If you have any questions about the term limits please reach out to chapter relations direct and we can help you. Now I’d like to turn it over to Debbie. Debbie tell us a little about your chapter and how you run your election process.

Secretary & Membership Chair DEBBIE . . . Thank you Debbie. Now before we move on Debbie Etychison Secretary & Membership Chair deytchison@tallegheynst.com

Elections Elected officers and chairs must be active NCMA members. Officer Rosters for the 2018 PY need to be emailed to HQ by May 15 Changes to your chapter leadership must be reported to HQ immediately (throughout program year) Elections And once your elections are complete, a few more reminders—here again, elected officers and chairs must be active NCMA members. We cannot stress this enough. Officer rosters for PY18 need to be emailed to HQ by May 15. We take all this information and update it in our system and it’s very important that we receive it as soon as possible so that we know who to contact as we move forward. Also, please if there are any changes to your chapter leadership, please report them to us as soon as possible.

Chapter2Chapter Exchange Now there is some time for Q&A. Are there any questions?

OR Participating in the Discussion Press the “Raise Hand” icon to ask a question out loud OR Type your question into the Q&A Panel to the default of “All Panelists” Again, if you want to participate in the discussion you may press the “Raise Hand” icon to ask a phone question. Or type your question into the Q&A panel to the default of “All Panelists”

A Few of Our Favorite Things All of these logos are linked to the websites – download the presentation later today and save this slide for reference. Column 1: videos, slide shows, graphic presentations Column 2: conference calling and video conferences Column 3: survey/elections Column 4: email marketing/communications

Reminders Chapters Connect is the primary source of communication with chapter leaders Current officers should work with newly elected officers to update chapter bylaws (template) Position descriptions, Certificates of Election, and sample installation scripts are available. Friendly reminders that Chapters Connect is the main avenue of communication between Chapter Relations and Chapter officers. If you are not receiving Chapters Connect, please let us know. The most recent bylaws template is on the website. You can refer to it as you work to update your bylaws. And of course position descriptions, certificates and installation scripts are all on our website under chapter resources or click on the picture to go straight to the link.

Contact Us! Tanya Russick NCMA Chapter Relations Manager 1.800.344.8096 x1124 tanya.russick@ncmahq.org Luci Blodgett NCMA Chapter Relations Specialist 1.800.344.8096 x1103 luci.blodgett@ncmahq.org

Chapter2Chapter Webinar Chapter Leader Recruitment & Elections Play button will be linked to recording 24 hours after conclusion of the live webinar. (Previously recorded webinars can also be accessed HERE.)