2012 Member Council (MC) Orientation

1. 2012 Member Council (MC) Orientation November 12, 2011 Chicago, Illinois

2. Overview Policies and Procedures Confidentiality Conflict of Interest Travel RFA’s Funding Requests Smartsheet Project-Based Work Membership Hoshin Plan Membership A3 • MC Purpose • MC Authority • Structure • Committees • Relationships • Expectations of MC Members • Past MC Resolutions

3. Member Council Purpose From the SME Governance Document (Rev June 2011, emphasis added): The Member Council is a body which recommends and facilitates policies and procedures concerning the administration of member units and Society membership recruitment and retention. Member units include chapters, technical communities and groups and other organizations by which members regularly engage with each other. The Member Council plans, formulates and coordinates policies and procedures concerning administration of its committees, the Membership consultants, the Technical Community Network and local member engagement. The Member Council shall be responsible for communicatingstrategy to member units and reporting their progress to the SME Board of Directors.

4. Member Council Purpose • The SME Member Council is a “governance” body, with powers delegated to it by the SME Board of Directors in the specific focus area of membership • The Member Council governs the member units of SME • The Member Council also governs policy related to SME membership including but not limited to: • Dues • Member Grades • Recruitment, Retention, and Engagement • The Membership staff team manages these same things • What is the difference between “governance” and “management”?

5. Member Council Purpose Source: Great Boards, Fall 2008, Vol. VIII, No. 3 Governance vs. Management-7 Guiding Questions Is it big? Is it about the future? Is it core to the mission? Is a high-level policy decision needed to resolve a situation? Is a red flag flying? Is a watchdog watching? Does the [Membership Director] want and need the [Member Council’s] support?

6. Member Council Authority From the SME Governance Document (Rev June 2011, emphasis added): Membership Recruitment and Retention. An annual review will be made of membership recruitment and retention programs to determine their effectiveness. Establishment of Chapters and Other Member Units. An annual review will be made of efforts in developing and chartering Chapters and other member units. The Member Council…shall be responsible for coordinating the training of members. Annual funding for student chapters is established by the Member Council in accordance with the SME budget. A chapter may appeal funding decisions to the Member Council…

7. Leadership Development Task Group

8. Structure • MC Committees and Task Groups • Chapter Enhancement Committee (CEC) • Student Relations Committee (SRC) • Technical Community Network (TCN) Steering Committee (TSC = TCN Steering Committee) • Communications Task Group (CTG) • Leadership Development Task Group (LDTG)

9. Structure Relationships (2011)

10. Expectations of MC Members Attend and actively participate in meetings Serve on at least one Committee/Task Group Chairs of Committees/Task Groups submit quarterly reports to the MC and Board Attend at least one Leadership Series Author one “From the Desk of…” Contribute content to Member Communications (newsletter, member supplement, etc.) Familiarize yourself with Roberts Rules of Order

11. Past MC Resolutions “The purpose of the local chapter is to deliver exclusive local member value.” Adopted 6/4/2011

12. Policies and Procedures Confidentiality (from the SME Governance Document): “I will keep confidential all privileged and sensitive information that is gained by virtue of my elected, appointed or volunteer position in the Society. My fiduciary duties include maintaining confidentiality; therefore, I will not disclose confidential and/or personal information.”

13. Policies and Procedures Conflict of Interest MC members are subject to SME’s conflict of interest policy by virtue of your elected office and the fact that you hold Board-delegated powers. Each member of the MC is required to complete an annual disclosure statement in order to conform to the policy.

14. Policies and Procedures Travel – See SME Travel Policy While serving on the Member Council, all reasonable travel costs incurred in the execution of your duties will be reimbursed. Volunteer leaders are required to submit expense reports that follow SME’s template and guidelines (see policy and sample report).

15. Policies and Procedures Recommendations for Action (RFA’s) • RFA’s are the mechanism by which member units at the national level (Board of Directors, MC, Committees, etc.) act and make decisions. Typical RFA’s include • Temporary deviations from SME Governance • Funding requests • Chartering or discontinuing member units • RFA’s for membership typically originate in the MC and its committees.

16. Policies and Procedures Funding Requests The Member Council budget is constructed through the SME budget process, which begins in July and ends in November. MC initiatives, chapter funding, special requests from member units, and MC travel are all budgeted expenses. Unbudgeted expenses require an RFA, which must be approved by the MC and Executive Committee.

17. Policies and Procedures Funding Requests, Cont’d

18. Policies and Procedures Smartsheet Smartsheet is a collaboration tool the MC uses to make real-time updates to deliverables instead of passing around emails with attachments: www.smartsheet.com

19. Policies and Procedures Project-Based Work • The Membership staff team utilize project-based work as a method of standardizing and communicating about specific initiatives in the membership area • Standard deliverables include • A3 (Used as a project charter) • Work breakdown structure (both tasks and resources) • Timing plan (Usually as a Gantt Chart)

20. Membership Strategy Documents Hoshin Plan Membership Strategy A3