Ensuring Future Chapter Leadership

1. Ensuring Future Chapter Leadership Rose Shaffer, RN, MSN, CRNP-BC, CCRN President SePA Chapter - AACN 2005-2006 Cardiology Nurse Practitioner Thomas Jefferson University Hospital Philadelphia, PA

3. Engage and Transform�. Debbie Brinker�s Presidential Theme

4. Engage Participate or become involved in Requires a commitment, tenacity and a �dogged�determination to get something accomplishedRequires a commitment, tenacity and a �dogged�determination to get something accomplished

5. Transform Make a thorough or dramatic change in something (appearance, character, etc.)

6. The Ultimate Question�.. How Can We �Engage� Current Chapter Members and �Transform� them into Future Chapter Leaders?

7. Leadership in the Chapter Begins from the Bottom Up First you recruit members Then they join committees Then they become committee (co)-chairs Then they become board members or officers Then they become president-elect president

8. How Do We �Engage� People to Volunteer Their Time to be Active in the Chapter? Our chapter has about 650 members, but of those, probably only a handful are active members. We struggle with the same issues as smaller chapters do in terms of trying to get people to become ACTIVE in the chapterOur chapter has about 650 members, but of those, probably only a handful are active members. We struggle with the same issues as smaller chapters do in terms of trying to get people to become ACTIVE in the chapter

9. Volunteer A person who freely offers to take part in an enterprise or undertake a task A person who works for an organization without being paid

10. Why People Volunteer: Benefits of Belonging to a Professional Organization Professional support and networking Personal and social support Educational opportunities Ability to give back to the profession Benefits of belonging to a professional organizationBenefits of belonging to a professional organization

11. Why People Volunteer: Benefits of Belonging to a Professional Organization Attend national and regional conferences that provide an opportunity for professional development Leadership opportunities: develop leadership experience in a non-threatening environment Able to make a difference through volunteerism

12. Needs of a Volunteer A specific manageable task with a beginning and end Written job description Written job responsibilities and duties Specific time commitment and schedule

13. Needs of a Volunteer A task that matches the interests and reasons for volunteering Professional growth Networking Recognition Affiliation Requirement for job

14. Needs of a Volunteer Freedom to complete the task when and where it is most convenient for the volunteer Avoid time-consuming and wasteful meetings Make use of conference calls when possible, e-mail, instant messaging or other newer technologies Side story about barb pope having a cert meeting via E mail!Side story about barb pope having a cert meeting via E mail!

15. Needs of a Volunteer A good reason for doing the task Work should be important to the functioning of the chapter Volunteer must feel that he or she is making a meaningful contribution to the chapter, which may lead to a greater level of commitment, and possibly lead to a future chapter leader

16. Needs of a Volunteer: Find a Mentor A mentor acts as role model, friend, counselor, advisor, trainer, etc�. A mentor helps the less experienced person move from dependence to independence in the role

17. Needs of a Volunteer Adequate mentoring assists and supports the less experienced person Buddy up with a new committee member Co-chair a committee Adequate mentoring may lead to a future chapter leader

18. Needs of a Volunteer A safe, comfortable and friendly working environment Meeting locations must be safe, secure and convenient Volunteers need to feel welcomed and that they are a valuable member of the team, otherwise they may leave the chapter and speak poorly about their experience to their peers Our office site Our office site

19. Needs of a Volunteer Feedback when the task is completed Recognition and appreciation for the completed work Volunteers need meaningful recognition!!Volunteers need meaningful recognition!!

20. What Keeps People from Volunteering? Competing activities? Commitments to friends, work, etc.Commitments to friends, work, etc.

21. What Keeps People from Volunteering? Better offers? Other organizations that chapter members may be involved with that are just as important (or more important) as chapter work A second job to maintain financial stability The need to have time for themselves and their families Lack of feedback/recognition What�s in it for them?

22. Strategies to Ensure Ongoing Leadership Are you �recycling� past leaders? Was your past president recycled to be the treasurer? Was your past secretary recycled to be a committee chair again?

23. Strategies to Ensure Ongoing Leadership The role of mentoring Bring a new interested potential member to a committee meeting or a board meeting Have a committee member co-chair a committee or sub-committee Have �elect� positions, other that those required by AACN (i.e. education chair-elect, program planning chair-elect, etc.) President elect and are required positionsPresident elect and are required positions

24. Mentor New Leaders Share your chapter�s history Share strategies that worked for you Provide your contact information (phone number/e-mail) for questions that my arise if you are not there

25. Fundamental Principles of Effective Leadership Leadership is a relationship Leadership is everyone�s business Leadership involves a specific skill set, which can be learned Leadership development is self development

26. Strategies to Ensure Ongoing Leadership What are some of your stories?

27. How to Package the Election Role of the nominating committee How to seek out prospects Best practice for getting people to say �yes� Job descriptions Candidate qualifications What happens to the �non-winners?�

28. The Nominating Committee Shall be composed of chapter members The chairperson of the Nominating Committee may be the Immediate Past President of the chapter or be appointed by the President

29. Role of the Nominating Committee Purpose: To notify chapter members when nominations are open and what positions are open To inform chapter members of the process of nominations and elections To be responsible for receipt of nominations from chapter members

30. Role of the Nominating Committee Prepare a list of candidates for: president-elect treasurer-elect two board members other positions as the BOD may decide upon Secretary-elect, education chair-elect, program planning chair-elect, etc

31. Role of the Nominating Committee Committee must provide active members notice that nominations are open for members (must be given at least 30 days prior to the date from which the ballots are mailed)

32. Ways to Let Membership Know about Call for Nominations How do you get the word out to active members? Snail mail, e mail, chapter newsletter, chapter website, hospital liaisons at meetings or functions, soliciting input from members How do you get the word out to active members? Snail mail, e mail, chapter newsletter, chapter website, hospital liaisons at meetings or functions, soliciting input from members

33. Role of the Nominating Committee Active members may submit nominations in writing to the Nominating Committee within 10 days following the mailing

34. Role of the Nominating Committee Obtains nominations from the membership Avoid the temptation of placing one candidate on the ballot for each board position Prepares the ballot Ensures that the election adheres to the AACN Chapter Rules and Regulations and to the AACN Bylaws All ballots should be counted by three judges of election, appointed by the president or acting chairperson. After counting the ballots, judges shall certify and announce the results at the election meeting (if election is held at a meeting) or at the next meeting (if ballots are mailed) In case of a tie vote, a second ballot will be sent to all members by mail or presented at the next meeting All ballots shall be maintained for 30 days following the electionAll ballots should be counted by three judges of election, appointed by the president or acting chairperson. After counting the ballots, judges shall certify and announce the results at the election meeting (if election is held at a meeting) or at the next meeting (if ballots are mailed) In case of a tie vote, a second ballot will be sent to all members by mail or presented at the next meeting All ballots shall be maintained for 30 days following the election

35. How to Seek Out Prospects Send out a mailing (snail mail and/or e mail) informing people of open positions Personally ask members who often attend meetings or chapter activities about their desire to volunteer Personally ask chairs or co-chairs of committees Attend meetings where you may have a larger population of potential volunteers

36. Best Practice for Getting People to Say �YES� Personally invite a prospective future leader to a board meeting Have a phone conversation with people Go to educational events and have a face-to-face conversation with people (at a convenient time for both of you) Do not use e mail to get people to say �yes�Do not use e mail to get people to say �yes�

37. Job Description: President-Elect Works collaboratively with the president through the term of office to provide for continuity of leadership and a smooth transition of chapter leadership Performs presidential duties in the absence of the chapter president May serve as chair of a committee, such as strategic planning

38. Job Description: President-Elect Performs duties, as assigned by the BOD and the president Nominee must demonstrate commitment and have served on the Board of Directors or as a committee chair

39. Job Description: Corresponding/Recording Secretary Insures that notice is given of membership meeting at least 7 days in advance Maintains all official records of the chapter Provides minutes to meetings prior to meeting Official records: Chapter charter, bylaws, financial reports, minutes of committee meetings and board or business meetingsOfficial records: Chapter charter, bylaws, financial reports, minutes of committee meetings and board or business meetings

40. Job Description: Corresponding/Recording Secretary Maintains a current committee and membership roster Facilitates open communication Assists committees with correspondence pertaining to their activities

41. Job Description: Treasurer-Elect Not a required board position Sits on the board of directors, and works closely with the Treasurer to review and monitor all financial resources in accordance with AACN�s policies Attends Financial Oversight meetings Many chapters are finding that to improve financial accountability and maintain continuity with the budget, it is helpful to include a treasurer-elect position. The T-E must become familiar with the duties of the treasurer so that he or she may succeed the treasurer at the end of their term with a smooth transition. The T-E should be able to assume the duties of the treasurer, if the treasurer is unable to fulfill their termMany chapters are finding that to improve financial accountability and maintain continuity with the budget, it is helpful to include a treasurer-elect position. The T-E must become familiar with the duties of the treasurer so that he or she may succeed the treasurer at the end of their term with a smooth transition. The T-E should be able to assume the duties of the treasurer, if the treasurer is unable to fulfill their term

42. Job Description: Treasurer-Elect Serves as assistant to the treasurer Works collaboratively with the treasurer through the year to provide a smooth transition Familiarizes self with the bylaws and financial record keeping Familiarizes self with the financial reporting mechanism to AACN

43. Job Description: Treasurer Reviews the past year�s chapter finances with the outgoing treasurer in order to prepare for the coming year Maintains chapter financial records Prepares treasurer�s report for presentation at business/board meetings Prepares quarterly financial reports for submission to national AACN

44. Job Description: Treasurer Coordinates the financial aspects of registration at monthly meetings Collects chapter membership dues and maintains accurate records Formulates an annual budget for the fiscal year, in conjunction with the Board of Directors Prepares an annual financial statement of chapter finances for publication in the newsletter

45. Job Description: Director Formulates the annual goals and objectives of the chapter Reviews and evaluates the projects of each chapter committee to assure that they meet the educational and professional purposes of the chapter and National AACN Follows the progress of each committee through completion

46. Job Description: Director Writes, review and revises chapter policies and procedures, as necessary Votes on all policies that affect the membership Formulates and approves the yearly chapter budget Formulates long-range plans for continued chapter development

47. Job Description: Nominating Committee Interview nominees to assess qualifications Develop an issue statement Review nominees� issue statements and resumes Develop the slate of candidates to be presented to the membership for voting Our issue statement this year: �Describe an issue that faces CC nurses in our area and how would you use your elected position to �Engage and Transform� to improve itOur issue statement this year: �Describe an issue that faces CC nurses in our area and how would you use your elected position to �Engage and Transform� to improve it

48. Candidate Qualifications An active committee member or committee (co)- chair who has proven themselves to be effective with a particular task Someone who has demonstrated leadership abilities Someone who is: enthusiastic, energetic, eager, passionate about the chapter Someone who is committed to critical care nursing and patient care

49. What Happens to the �Non-Winners?� Make a personal phone call to inform them Send a follow-up letter Give feedback Ask the candidate if they have interest in (co)-chairing a committee or how they might want to become more involved in the chapter Encourage them to run again, if asked

50. Questions?