1. 1 CHAPTER OFFICER TRAINING Liz Perry Vice President for Membership & Chapter Organization

2. 2 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Overview Purpose of training Introductions What is FEW Organizational Structure Roles and Responsibilities – Officers and Committees Communications Leadership Discussion

3. 3 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Purpose of Training Train current and future FEW leaders To help you understand your role To provide tools to strengthen chapters To provide a forum for you to ask questions and get answers There are no “dumb” questions

4. 4 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Introductions – Name – Agency – City & State – Chapter & Region – Current & previous offices

5. 5 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING What is FEW? TEAM – Together Each Achieves More One team – one goal – to make FEW the best employee organization it can be for its members You and Me = Us

6. FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Grassroots Organization – End Sex Discrimination in Government Service – Assist Employees Discriminated Against Because of Sex – Increase Job Opportunities for Women in Government – Work in Coalition with Other Organizations & Unions with Similar Goals National Coalition for Equality in Public Service (NCEPS) – BIG - Blacks in Government – National Image – National Hispanic Organization – FAPAC – Federal Asian-Pacific American Council – SAIGE – Society of American Indians Government Employees

7. 7 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING What is FEW? (con’t) Organized in 1968 to Insure FWP Implementation Nucleus group in Washington, D.C. Spread Though U.S. and Overseas Over 4,000 Members – Divided into 10 Regions – Approximately 100 Chapters Over 41 Years of Training – 2011 – Philadelphia, PA – 2012 – Detroit, MI

8. 8 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING FWP Agency Function FWP Cannot Lobby Official Congress FWP Cannot Raise Funds FWP May Be Full-Time or Collateral Duty FEW FEW Private Non-Profit Organization FEW Can Lobby on Non- Partisan Issues FEW Can Raise Funds FEW AND FWP DIFFERENCES

9. 9 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING FEW & FWP SIMILARITIES Share same goals for advancement of women in Government Both seek opportunities for hiring, training, and promotion of women in federal service Share same goals for diversity and EEO programs Partner for special events

10. 10 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Major Focus Areas Training Regional Training Programs Compliance Diversity Legislative Must have meetings/programs for each of these every year Viable chapter – Focus Areas Programs – Meet minimum membership – Timely Submission of Quarterly Reports

11. 11 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Quarterly Reports – Due by the 10 th of the month following the quarter (Nov, Feb, May, Aug) – http;//www.few.org/quarterly reports/enter input.asp – Members Only Section Forms & Documents Resources for Regional Managers & Chapter Presidents Quarterly Reports – Submission Page Quarterly Reports – Status Report

12. 12 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Organization Structure Three Tiered Organization National – Get to know the officers – Here to help & answer questions Regional – Get to know officers – Liaison between chapter and National Chapter

13. 13 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Organization Structure (con’t) National – Elected Officers and Committee Chairs (appointed) – National Bylaws – Governed by – National Policy & Procedures Manual (NPPM) – How to Regional – Elected Officers and Committee Chairs (appointed) – Region Bylaws – Region Policy and Procedures Chapter – Elected Officers and Committee Chairs (appointed) – Chapter Bylaws – Chapter Policy and Procedures

14. 14 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Organization Structure (con’t) National – National Bylaws - review entire document – National Policy and Procedures- light review, in-depth chapters on Regions and Chapters, use for guidance Regional – Region Bylaws- know in-depth use for guidance – Region Policy and Procedures - use for guidance Chapter – Chapter Bylaws – know in-depth, refer to often – Chapter Policy and Procedures – know in-dept – Quarterly Reports – Newsletters

15. 15 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Prescribing Guidance Robert’s Rules of Order (Revised) Parliamentary Procedure – Learn Motions Discussions – Use at every meeting – Teach your board – Maintain order at meetings – Eliminate side conversations – Business Meetings are for “Business” Once a decision is voted on & passed – We must adhere to it – Personal opinions must be put aside

16. 16 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Why do people join organizations? To fulfill their need for service To meet social needs To occupy and fill their time They believe in the purpose of the organization To be part of a professional organization To be mentored in a variety of ways – Mentor new members – Conduct new member training – Get them involved – ask Consider these reasons as you work with people and as you recruit people to join

17. 17 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING President – Chief Executive Officer Honor & Responsibility – Leads–Advises-Directs-Coordinates-Organizes- Plans-Delegates – Key Link in Chapter Communication Network – Gracious-Firm-Dependable-Positive Attitude- Enthusiastic

18. 18 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Roles and Responsibilities Qualifications of a President – Ability to lead a diverse group – Familiarity with FEW organizational structure, purpose, goals, history, and ongoing activities – Enthusiasm about sharing knowledge about FEW with others – Knowledge of the chapter’s bylaws and standing rules – Ability to adjust personal life to meet organizational responsibilities – Knowledge of parliamentary procedures – Ability to communicate effectively – Dependability – Ability to oversee the activities of other officers, committee chairs, and members to ensure sound management of the chapter – Ability to cooperate with higher organizational levels (i.e., region and national)

19. 19 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Roles and Responsibilities (con’t) Your job starts when you are elected, not when you take office, get started immediately Letters of welcome to officers elected to serve with you Appoint committee chairs Call post-election board meeting (consisting of all outgoing and incoming officers and committee chairs) for purpose of continuity and turnover of files, records, books, etc Insist that officers and committee chairs do their jobs If not – make a change Set goals for upcoming program year

20. 20 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Roles and Responsibilities (con’t) President’s File – FEW Policy and Procedure Manual – Chapter Officer Handbook and/or officer training material – Legislative handbook (on website) – FEW Bylaws: National, Regional, & Chapter – Chapter budget – Previous year’s correspondence, meeting minutes and committee reports (retain committee reports two years) – Reports and recommendations of predecessor – FEW National Directory (current)

21. 21 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Roles and Responsibilities (con’t) The President should serve as ex officio member of all committees except the nominating committee. An ex officio member has all the rights and privileges of any member of the committee, but is not counted in the quorum. The President should be sure committee chairs and members know what is expected of them and coordinate the actions of the various committees.

22. 22 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Roles and Responsibilities (con’t) Conducting Meetings – Presiding at meeting is the role most commonly associated with the office of President – Highly visible leadership role – Detailed planning prior to meeting ensures success Attend all chapter functions – Shows your support Don’t spread yourself too thin – Being President is important – Needs your time and attention – Learn to delegate – use officers & committee chairs

23. 23 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Roles and Responsibilities (con’t) Before each meeting: – Prepare a complete agenda – Discuss agenda with the parliamentarian – Include unfinished business from previous meeting – Determine if officers and committee chairs have reports to make – Check bylaws and standing rules to ensure compliance in all matters – Distribute all correspondence promptly – Discuss meeting plans with the Program Chair

24. 24 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Roles and Responsibilities (con’t) At the meeting: – Arrive early. Begin on time. Meeting may be called to order without a quorum, but a quorum must be present to conduct business – Preside in a business-like manner. Use parliamentary terminology – Be impartial. Refer to yourself as ‘the Chair’ when presiding, and as ‘your President’ when making a report – Be sure a motion is offered before the discussion begins – Don’t let the business meeting lag Take a vote on non-controversial business by general consent Tactfully stop discussion not related to the pending motion Discourage repetitious discussions – Keep meeting moving – use clock to time discussion – Adjourn on time

25. 25 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Roles and Responsibilities (con’t) Between meetings: – Carry out decisions made – Evaluate your role as presiding officer – Hold regular Chapter Board meetings Evaluate progress made toward goals – Work closely with Program and Membership Chairs – Attend all committee meetings – Assure all information received is communicated to membership – Preside at all Chapter Board meetings

26. 26 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Vice President – Valuable Assistant Leader – Sensitive to Needs of Chapter Members – Works to Foster Strong Support – Dependable-Positive Attitude-Enthusiastic

27. 27 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING General Duties of the Vice President – Serving as an aide to the President President’s right-hand helper – Presiding in the absence of the President or when called upon by the President – Representing the President when requested – Assuming the duties of President upon resignation or death, until the position is filled in accordance with the bylaws – Performing other duties as set forth in the chapter bylaws or Policy & Procedure

28. 28 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING The Secretary – Keeper of the Records – Aide to the President – Prompt-Accurate-Dependable- Positive Attitude-Enthusiastic

29. 29 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING General Duties of the Secretary – Keep accurate records of proceeding of the organization through minutes of all meetings – Provide the President, within 15 days following a meeting, a copy of the minutes – Keep up-to-date copies of bylaws and standing rules for Chapter, Region & National Have them available at all meetings – Read the minutes of previous meeting (not necessary if emailed to membership) Note corrections made ‘Approved’ or ‘approved as corrected’ followed by date and initials – Maintain a permanent file of all correspondence and documents

30. 30 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING The Treasurer – Keeper of the Funds – Honest-Punctual-Possesses Integrity- Dependable-Positive Attitude-Enthusiastic – Knowledgeable of bookkeeping methods

31. 31 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING General Duties of the Treasurer – Authorized custodian of the chapter’s funds – Obtain signature cards necessary to transfer control of the chapter’s funds from previous treasurer – If not bonded, it is recommended that checks be signed by two persons – All monies received need to be deposited within 5 days of receipt – Collects all monies from dues and chapter activities – All expenses paid by Treasurer from bank account – Duplicate records of all bank deposits and receipts – Chapter monies are never held or deposited into personal accounts – Require a copy of the bank statement with the report

32. 32 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Membership – Regular Members – Lifetime Membership – Amount – National dues are $45.00 per year – $20.00 will be reimbursed to the chapter – Renewal date for new members is their anniversary date – Members (joined before July 2008) renewal date is March 1 – New members can join anytime

33. 33 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Membership Regular Members Anyone that supports the purposes of FEW Join a FEW Chapter Lifetime membership One-time payment of $300.00 to National – After 5 consecutive years of membership Chapters and Regions may also assess dues Diamond Lifetime membership Lifetime upgrade One-time payment of $200.00 to National

34. 34 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Communication is the Key – Within the chapter Emails Newsletters – Between the Chapter and Region – Between the Chapter and National Use expertise of National Officers – Example – hotel contract reviews

35. 35 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Leadership – Embracing Responsibility – Eliciting Cooperation – Visions – Planning – Listening

36. FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING What does it mean to be a leader? A complex process by which you influence others to accomplish a mission or task. A person carries out this process by applying her/his leadership attributes Beliefs - Values - Ethics Trust – Knowledge - Skills Character - Confidence

37. 37 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Responsibility – Learn to say “no” – Learn to volunteer – Take an interest in the people around you – Promise little – deliver a lot

38. 38 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Cooperation – Your goal is to have your followers trust you – Find out what people want And why they want it – Figure out ways of trading what you have for what you need – Smile at people and look them in the eye – Share information with your team

39. 39 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Planning – Necessary for team to attain its goals – Plan for every contingency – Leave a lot of wiggle room – Adequate resources – Plan for change

40. 40 FEDERALLY EMPLOYED WOMEN CHAPTER OFFICER TRAINING Listening – Pay attention to what people say & how they say it – Pay attention to the needs of your team – Focus & concentrate Listen to only one person at a time – Develop your own inner voice Learn to listen to it – Pay attention to the work around you

41. DISCUSSION/QUESTIONS