Workshop for Presidents / President-Elects

District Five 2012 Conference

Kathleen Howard – Governor-Elect District FiveGermaine Vonderhaar – First Vice Governor District FiveDona Garretson – President Altrusa International Inc.

Thought For The Day

The most dangerous leadership myth is that leaders are born-that there is a genetic factor to leadership. This myth asserts that people simply either have certain charismatic qualities or not. That's nonsense; in fact, the opposite is true. Leaders are made rather than born.

Warren G. Bennis

Workshop Agenda

• Overview of the President’s Job• Incoming President’s Checklist• Resources• Meetings• Motivation

Can I really do this?

You have agreed to serve a term as your local club president.

You will hold the club’s most challenging position. The office of club president offers the most reward as it is the office most able to move the club forward. With the help of the board and individual committee members, you can help the membership attain exciting new service achievements as well as gain greater community recognition for the club.

In addition, presidents develop the type of leadership skills that are needed and drawn upon by the District when slating officers and appointing committee chairs and by International when making committee appointments.

Your Responsibilities

• Prepare a written agenda for all club meetings.• Preside with enthusiasm at meetings.• Express appreciation for club

achievements.• Follow approved parliamentary procedure.• Make sure your club has a strategic plan

and that it is being implemented and monitored yearly

Your Responsibilities, cont.

• Share District and International communications with members and/or officers and committee chairs.

• Oversee the proper functioning of club committees.

• Sign all membership certificates.• Serve as the club’s community representative,

attending functions where Altrusa should be represented, or appointing another member to serve as the club’s representative.

• Chair Board Meetings.

Study the President’s Handbook

This is newly updated in 2012 and available on

the International website. (

www.altrusa.org then log in)

What’s Next?

• Report officers to International and District, if not already done by your current President.

• Select your committee chairs (except the nominating committee), and report names to International and District.

• Forms are sent to the current President or can be printed from the International website.

Incoming President’s Checklist

Study the Altrusa Encyclopedia and all other publications..

Meet with the club strategic planning committee to evaluate plan and make necessary changes

Incoming President's Checklist

Study the current program issue of the International Altrusan.

Conduct club planning session/retreat.

Meet with new committee chairs to discuss club goals for the next year.

Announce committee appointments and encourage committees to begin meeting.

Incoming President’s Checklist

Ask committee chairs to meet with committee members in late April to set committee goals based on the club’s strategic plan. Meet with finance committee to begin preparing budget. Give all committee chairs a date to have all requests for funds to the finance committee

Incoming President’s Checklist

Share ideas/wishes for installations with appropriate committee.

Attend Incoming President's Workshop

Most Important Paperwork to Submit

•Roster of club officers and committee chairs • after election of officers• By current or out-going President

•Club visit notification/request form•Will get from district visitor

•Award nominations• Submitted by February 1

•List of Conference delegates

Where Can I Get Some Help?

• Altrusa Websites – International and District

• Publications from International Office – many are available online

• A Phone Call or email to your Immediate Past President

• A Phone Call or email to a District Board Member

• Your Club President’s Handbook• Your Club President’s Calendar

Practical Tips

• Start to Plan Your Club Year by adding your local club events to the President’s calendar. Include:– Projects– Fundraisers–Meetings dates and places

SMART Planning

• Specificity: What do you really want to accomplish?

• Measurability: How will you know if you’ve succeeded?

• Acceptance: Is your club willing to do this?

• Realistic: Is your club capable of doing it?

• Time-bound: When will you do it?

Why Are We Meeting?

1. To communicate information2. To plan and solve problems3. To increase buy-in of our activities4. To interact so that the group

“bonds”

• Our best Altrusa meetings do all 4!

What’s Wrong With Our Meetings?

The Survey Says………• Drifting off subject 83%• Poor presentation 77%• Questionable effectiveness 74%• Lack of listening 68%• Participants too verbose 62%• Length 60%• Lack of participation 51%

Agenda Planning

• All Business meetings have a set format. Develop your agenda around the format:– Minutes from previous meeting– Treasurer’s report– Correspondence– Actions of the Executive Committee– Committee reports– Unfinished business– New business

Agenda Planning, cont.

• Be as specific as possible– Include actions (votes, sign-ups)

• Consider including time allotted for each item

• Distribute BEFORE the meeting– Let members know what they’ll miss if

they don’t attend

The #1 Meeting Problem: Losing Focus

• Discussion off agenda item or point of meeting

• Excessive digressions• Lack of participation by some,

domination by others• Bickering, disrespectful behavior• No conclusions or decisions• Side conversations

Getting Back on Track

• Remind purpose of meeting/agenda topic

• Clarify question on table; summarize discussions

• Recognize contributions• Control disruptive behavior• Table items if no decision can be made

» Source: Human Resource Growth Partners, 2001

Meeting Problems:Lack of participation

• Keep meeting focused• Encourage quiet members, control

excessive talkers• Make suggestions, allow silence and listen

carefully• Reinforce participation• Ask for committee input to spur

participation• Chart group response

» Source: Human Resources Growth Partners, 2001

Concluding the Meeting

• Review progress and decisions

• Review assignments, due dates, and checkpoints

• Develop items for next agenda

• Thank participants

» Source: Human Resources Growth Partners, 2001

Motivating Your Members:Involve Them• Learn their interests and

skills

• Ask for their opinions and ideas

• Provide interesting projects

• Ask them. They may be waiting for an invitation to help!

» Source: Human Resources Growth Partners, 2001

Motivating Your Members:Recognize Them• Publicly thank • Mention in newsletters • Certificates• Altrusan of the Year

Motivating Your Members:Make it FUN!

Exemplary Presidents

• Know the “unspoken rules” that will irritate members if not followed.

• Know what past presidents have done that “wowed” your members

• Use expertise of past presidents and chairs

• Welcome new members and guests at events

Exemplary Presidents, cont.

• Include as many different people as possible in activities: one-time events, and at monthly rituals like leading the pledge and grace.

• Keep redundancy out of Board and Business Meetings.

• Delegate tasks and then follow up to see that they have been done.

• Don’t try to do everything yourself.

Your Issues??

Altrusa Trivia

• Which is correct?– District Five or District 5?– Altrusa Chapter or Altrusa Club?– Altrusa International or Altrusa International, Inc.?

• Presiding Officer’s pin gavel placement– Anywhere, above, or below? left or right?

• Member pin placement– Lapel? – On left side or right?

• Treasurer’s report– Vote to accept or file for audit?