January 2013 District Directors Webinar

Contact for District Directors  Shelly Trent, SPHR  Field Services Director in Kentucky    LinkedIn site for DDs: SHRM District Directors  SHRM Connect site for DDs: SHRM - State Councils - State Council District Directors

3 Welcome to new district directors! Resources for New DDs  DD orientation webinar online for your review at  20 minutes long  Covers the role of the DD, ideas and best practices collected from past DDs, tools and resources available to you, presentations with scripts, and more.

4 Welcome to new district directors! Resources for New DDs  If you missed the SHRM Leadership Conference in November, you can view the slides and other information at pConference.aspx pConference.aspx  Information from the Membership Summit, Leadership Development Sessions, Chapter and State Council Sessions, and Keynotes.  If you want to review the pre-conference webinar for chapter presidents, you can find it at it is fewer than 30 minutes.

5 Welcome to new district directors! Resources for New DDs  To help you answer questions you may receive from your chapter presidents, be aware of these resources:  NEW Chapter Operations Survey at apters/Pages/ChptrOpsSurvey.aspx apters/Pages/ChptrOpsSurvey.aspx  You can view the full PDF report and/or watch a short webinar about the results  Covers topics like membership categories, dues, database management, meetings and programs, terms of office, financial considerations, websites, social media, student chapters, and more

6 Welcome to new district directors! Resources for New DDs  To help you answer questions you may receive from your chapter presidents, be aware of these resources:  UPDATED Fundamentals of Chapter Operations at apters/Documents/Fundamentals_of_Chapter_Operations_ pdf apters/Documents/Fundamentals_of_Chapter_Operations_ pdf  Covers all aspects of what a chapter needs to do to be successful; resource that all board members should review  If you conduct new board orientation, be sure to use this resource

7 Welcome to new district directors! Resources for New DDs  To help you answer questions you may receive from your chapter presidents, be aware of these resources:  Review the Chapter Activities Checklist with your chapters  Located at apters/Documents/Chapter%20Activities%20by%20Month% % docx apters/Documents/Chapter%20Activities%20by%20Month% % docx  Provides a list by month of what chapter boards should work on, such as deadlines, documents to review, and more

8 Welcome to new district directors! Resources for New DDs  As a reminder, there is a section in the Volunteer Leaders Resource Center (VLRC) specifically for DDs under the State Council section at eCouncils/Pages/SCRdist.aspx eCouncils/Pages/SCRdist.aspx  We will hold FIVE webinars for DDs in 2013; all will have the same call-in information, but different links to the webinars. All will be at 4:00 ET / 3:00 CT / 2:00 MT / 1:00 PT  2013 Webinar Schedule: January 16, April 3, July 17, August 14, and October 23  In the past, our calls were not recorded. The webinars will be recorded for your reference.

9 Welcome to new district directors! Resources for New DDs  At the end of 2012, the DDs said they wanted 2013 to cover these issues/topics:  1. Fortune Forty group (endangered chapters) and satellite groups/member service areas – that is our topic today  2. A review of the tools and resources in the Volunteer Leaders Resource Center (VLRC), including the chapter and state council calendar checklists.  3. Mid-year, a webinar where several of you can share how you plan your state leadership conferences. We will share agendas, speakers, topics, etc.  4. Sharing successful practices and challenges.  If anyone is interested in being a speaker or wants a specific topic, please share it.

10 And NOW Our Main Topic! Discussion about Fortune Forty and Chapter Mergers  Dorothy Knapp, SPHR  Field Services Director in Florida  Responsible for working with Fortune Forty chapters   Karen Verrico, CAE  Field Services Director in California  Works with chapters interested in merging to become a Member Service Area (two or more chapters coming together to become one larger organization) 

11 Fortune Forty Team Lessons Learned – Small chapters with very limited resources – Lack of strong leadership due to limited time – Lack of understanding of the bigger picture – Most not covering the basics of how to keep and grow membership – Many do not have advantage of attending SHRM Leadership Conference or state council meetings

12 Fortune Forty Team Webinars  May 24 – Understanding In-Chapter Reports  July 25 – Why be a Member of SHRM  September 27 – Marketing for Membership  October 25 – Chapter Self-Evaluation Recorded webinars location:  Volunteer Leader Resource Center (VLRC)  Scroll down to Fortune Forty and click the link

13 Fortune Forty Chapter Update As of October 2012 Chapter growth – 27 chapters increased SHRM membership – 13 chapters are at/above 25 in-chapter SHRM members – 18 chapters are at/above 51% in-chapter SHRM members – 9 chapters meet both affiliation requirements: 25 in-chapter SHRM members and 51% of chapter members are SHRM members 3 chapters disaffiliated 3 chapters combined with another chapter Results

14 Our very small chapters tell us they struggle with.... Financial resource issues Chapter dues pool not large enough for major projects Volunteer Burnout Volunteer pool not large enough for major projects, and they continue in office over and over Duplication/Competition issues Nearby chapters are doing the same thing

15 Looking at other models  Merge existing chapters to pool resources  Capture at-large members in remote areas  Provide both local and expanded networking  Improve availability of programming  Expand volunteer base to meet their mission, reducing burnout  Provide for focused activities based on need  Gain united visibility in legislative & media relations  Increase sponsorship revenue with wider reach  Pool financial resources to be able to share administrative support

16 Things to Consider  Will you be providing the members with improved services, more options, and increased access to services ?  Will combining volunteer and financial resources result in a greater variety of member services and engagement opportunities?  Is one chapter capable of handling additional administrative details and tracking?

17 What Does the New Realigned Chapter Look Like?  The Chapter Affiliate – the sum of the geographic areas of members. Where you deliver your services. Can be broader than one city or location.  Member Service Areas (MSAs) – Local hubs (formerly individual chapters) that service the affiliate’s members. A chapter can be composed of as many MSAs as necessary – as few as 2, as many as 6- 8, a state. Every situation is unique. Active MSAs make ‘big places smaller.’  Membership – Individuals join at the broader affiliate chapter level and can access all programs and services in the chapter regardless of location. Communications are tailored to your preferred MSA(s).  Volunteer Structure – Combines the Governance Board at the chapter level with Leadership Teams at the MSA level. There is a place for any member who would like to be engaged in a leadership position. All MSAs are represented in the governance process.

18 Where can this new Realigned Chapter Structure be implemented?  New Audiences – In rural or remote areas where a new chapter would be a challenge to sustain. The remote area would be a new MSA of the affiliate chapter (e.g. San Diego, CA)  Struggling Chapters – rather than disaffiliation, becoming an MSA of another chapter keeps the connection going (e.g. Carson City, NV)  Overlapping Chapters – If two chapters are duplicating efforts and dividing loyalties (e.g. NCHRA and Santa Clara, CA)

19 Key Reminders about a Realigned Structure SHRM Affiliation –  One SHRM affiliate regardless of the number of MSAs – One charter – One chapter number  Member Service Areas (MSAs) are an extension of the Chapter – NOT separate entities  One SHAPE – includes activities of subgroups Bylaws – There is one set of bylaws for the chapter, and all MSAs must comply with the bylaws and operational guidelines of the affiliate chapter Suggested wording in chapter bylaws: Section III. Member Service Areas: In order to serve the geographic needs of the members, the chapter shall establish local areas for the development and delivery of chapter services. These areas shall operate under the operational guidelines set forth by the chapter Board of Directors.

20 Realigned Chapter Operations  Accounting/Finance – One consolidated financial statement for chapter includes all activities – MSA budgets within the overall chapter budget – MSAs should follow a break-even or better balance – CFSP is paid to one entity – the chapter -- and the chapter manages the use of those funds through its budget  Dues and Events – Chapter dues provide access to all chapter programs at the member rate regardless of location – MSAs do not have their own dues structure – Program fees reflect local differences (venue costs, meal costs, speaker fees, etc.)

21 Realigned Chapter Operations  Governance – Chapter President is the Chief Elected Officer – MSA Chairs are elected on the annual chapter-wide ballot – Each MSA would have a leadership team of positions needed to implement services, but these are not governance roles

22 MSA Operations Member Service Areas –  Must comply with Chapter Charter and bylaws  Have a team of leaders to focus on local needs  Have their own section of the chapter budget to manage  Have member and non-member fees to attract membership  Coordinate education topics and dates to provide the optimal schedule for members  Support and implement the annual goals of the chapters

23 To Think About Moving Forward....  Suggestions: – Attempt to work with the struggling chapter to see if it can be resurrected with leadership and guidance – Look at all of the options available; talk to their members about how they feel – Explore with them the idea of merging or becoming a satellite/MSA – Remember this takes quite a while to think about, discuss, and make a decision that is best for that chapter

January 2013 District Directors Webinar