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Chapter Management Vice President

Peggy Kaufman

Plan of Action MNJOTS CIP | Fall State CIP | Winter State CIP President Fast Start Gold Team Application | Gold Team Buddy Manual MNWT Calendar Intent to Reactivate Reactivation Grant Application Member Survey Social Project Ideas

Seeking Opportunities to Succeed

This appointed position promotes the use of chapter management tools. She is in charge of the TLC chapters; supervises Gold Team; and coordinates LOTS and the President/State Delegate Retreat.

Chapter Reactivation

Did you know you can apply for a Chapter Reactivation grant from the MNWT Foundation when you meet the requirements?

1. Definition:
1. The chapter is not meeting on a regular basis.
2. The chapter is on the TLC list as compiled by the CMVP.
3. The chapter is in imminent risk of folding.
2. Gold Team Requirements:
   1. A minimum of 2 members on the team.
   2. Members of the team must promise to give a 4 month commitment to the reactivated chapter, at which time support is turned over to the District.
   3. The Gold Team must have the support of the District or CMVP.
3. Reactivation Requirements - The Gold Team must:
   1. A. Show they are actively promoting (PR) events in the community:
      1. Submit articles/interviews to local paper;
      2. Post flyers;
      3. Use prospective lists and mail/e-mail invitations; and/or
      4. Promote events via FaceBook.
   2. B. Show there are a minimum of 3 events scheduled in the community:
      1. Informational gathering (i.e. Learn a Latte’ about Women of Today);
      2. M-Event or Social (i.e. Death by Chocolate social or Personal Enrichment Course); and
      3. Service project (something completed on their own or with another organization).
   3. **C. Prior to receiving the Reactivation Grant, the Gold Team must sign a form agreeing to the above terms, hold one of the 3 community events, and provide supporting documents of PR for upcoming events.

Reactivation Grant**

Upon completion of the #3 under Requirements, the Gold Team shall receive, upon recommendation from the Chapter Management VP (or her supervisor):

1. $15 Gift Card to Office Max for the purpose of making copies
2. $20 Gift Card to Target/Wal-Mart, to assist with purchasing supplies for the PE and/or M-Events

See my Winter State CIP for the Chapter Reactivation Form, page 6.

HOW TO RUN AN EFFICIENT CHAPTER MEETING

Effective meetings really boil down to 3 things:

1. They achieve the meeting’s objective
2. They take up a minimum amount of time
3. They leave participants feeling that a sensible process has been followed

If you structure the meeting preparation, execution, and follow-up around these 3 basic criteria, the result will be an effective meeting. Most of the planning should take place at the chapter board meeting.

1. THE MEETING OBJECTIVE: Are ideas being generated? Are decisions being made? Are you getting the reports you’ve requested? Are you making plans? To help determine what your meeting objective is, complete this sentence: At the close of the meeting, I want the group to...

   ...feel a sense of accomplishment and camaraderie

   ...be excited about our chapter and enthusiastic about participating in projects

   ...be proud to share the chapter and organization with others.

2. USE TIME WISELY: Time is a precious resource and no one wants theirs wasted. An important aspect of running effective meetings is insisting that everyone respect the time allotted. Start the meeting on time, do not spend time recapping for latecomers, and if possible, finish on time. Whatever can be done outside the regular meeting time (i.e. committee decisions, scheduling, circulating reports), should be. Use your agenda as your time guide...and if necessary, include a ‘goal’ time on the agenda for specific areas, such as: President’s report, VP reports, New and Unfinished Business, and finally your goal for adjournment. By including goal time it will be easier to keep everyone on task.
3. FOLLOW A SENSIBLE PROCESS: It’s important to get feedback from meeting participants about your proposed agenda. Publish and/or print the meeting agenda ahead of time; circulate it among the chapter board for their input. Something important may need to be added; a VP may be aware of it from communication with an LPM. A topic up for discussion may be eliminated if a resolution has already occurred. Sharing the agenda prior to the meeting will not only save time, but will establish the participatory relationship of the meeting attendees and include them as part of the process.

More Great Tips to Ensure Maximum Satisfaction for Everyone:

• If certain people are dominating the conversation, make a point of asking others for their ideas.
• Encourage respect: when a member has the floor others should refrain from side conversations; allow the opportunity for ALL ideas to be heard and discussed...not heard and ‘dismissed’.
• At the end of each agenda item, quickly summarize what was said.
• Watch body language and make adjustments as necessary. Maybe you need a break, or you need to stop someone from speaking too much.
• Ensure the meeting and agenda items stay on topic.
• Keep a separate list of all tasks generated at the meeting. Make a note of who is assigned to do what, and when.
• At the end of each meeting, take some time to write down what went well and what could have gone better. Did you meet your objectives? This will assist you as you continually try to improve and run effective meetings.

Some of the information used in this article was condensed from Mind Tools: Communication Skills.

The Gold Team needs you!

It’s not a full-time job ~ really! We are looking for people with one or more of the following skills:

• Can you make phone calls to prospective members?
• Can you provide computer help, like Facebook pages, or websites?
• Is PR your forte’? Can you assist with press releases, mailings, or brochures?
• Can you provide phone call and email support to a chapter president?
• Would you be willing to attend a meeting or two, and lend support?
• Are you an experienced trainer? Do you love to plan M-Events?
• Do you enjoy meeting new people, and are you great at recruiting?