Chapter Officer Training

1. Chapter Officer Training Bucket 7

2. SME Leadership Code of Conduct 1. 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. 2. I will promptly disclose any potential conflicts or questions, and will engage all member and staff stakeholders fully in all deliberations of the Society. 3. I will not disclose individual differences and opinions about decisions of the group to which I have been elected/appointed when I am outside of the meeting room. 4. I will treat all SME members and employees in a fair and consistent manner, free of favoritism or prejudice. 5. I will represent all SME members and constituents in a fair and consistent manner, and refrain from promoting personal interests and biases. 6. I will support the SME Strategic Plan and the changes required to execute the Plan.

3. Member Consultant • The primary role of the SME membership consultant is to enhance communication such that member engagement is improved within the Society. • Three types of Member Consultants • Senior Chapter Membership Consultants • Student Chapter Membership Consultants • Special-Purpose Membership Consultants

4. Chapter Chair • As chair of an SME senior chapter, you will be called on to lead, motivate, organize, build enthusiasm and bring manufacturing together…locally. Responsibilities are many, and much support is available. • SME Headquarters works to assist in your endeavors by providing tips and tools as you fulfill this critical—and valued—task

5. Chapter Chair Responsibilities • Recruit members to your chapter to expand your size and influence • Retain members by encouraging and promoting their involvement, and reminding them when they are up for renewals • Develop and schedule chapter events and programs (no fewer than four meetings or technical tours per year) • Communicate regularly with SME members through chapter meetings and through your chapter's print and electronic communications vehicles • Provide training to chapter officials and representatives • Appoint members to the Honor Awards Committee

6. Chapter Chair Responsibilities Cont’d • Appoint a chapter Certification Chair • Preside over all official chapter functions according to the SME Governance Document • Counsel and advise chapter administrative committees • Ensure that all chapter officials and committees can handle their responsibilities and that all required documents are completed and submitted on schedule • Oversee the Nominating Committee functions • Ensure the chapter is well-represented at a minimum of one SME Professional Development Conference each year • Communicate often with your member and industry relations manager and/or membership consultant, sharing ideas and generating solutions to problems

7. Chair Elect Job Description • As chair-elect of an SME senior chapter, you have been called upon to assist the Chapter Chair in the leadership of your chapter, and to take over the title — and all of the responsibilities — of the Chair during the following fiscal year. • An integral contributor toward the successful operation of a Chapter, the Chair-Elect assures the continuity of Chapter leadership from year to year and assists in organizing and motivating other chapter officials.

8. Chair Elect Responsibilities • Engage members by promoting SME chapter meetings and programs regularly, including certifications, events and leadership opportunities • Coordinate the chapter's strategic planning efforts, helping guide the chapter through its short-term and long-term goals • Oversee membership recruitment and retention endeavors • Engage the Nominating Committee • Maintain open communication lines with SME's member &industry relations managers and membership consultants • In the absence of the chair, carry out the responsibilities of the chair until he/she returns to duty. These duties include, but are not limited to: • Participating in, and leading, meetings the chair is unable to attend • Overseeing the Nominating Committee when it is time to elect new chapter officers • Counseling and advising chapter administrative committees • Ensuring that all chapter officials are meeting their responsibilities and that all required documents are completed and submitted on schedule

9. Treasurer Job Description • As the Chapter's financial officer and advisor, you will be entrusted with the tasks of maintaining the Chapter's financial records, and with the receiving, holding and disbursing of chapter funds. • The Treasurer's job is extremely important. The Treasurer's records leave permanent, legible documentation for future Treasurers to follow, and his or her diligent financial management improves the earnings and savings habits of fellow Members . . . simultaneously maximizing the Chapter's financial resources.

10. Treasurer Responsibilites • Participate in discussion and action on all chapter business that involves financial transactions or affects the chapter's financial position • Assess the financial implications of actions proposed by the chapter Executive Committee • Receive, hold and safeguard all chapter and/or Society funds • Disburse such funds only to conduct approved chapter business, unless SME's Board of Directors directs otherwise • Establish a Budget Committee to help you prepare budgets. Compare actual income and expenses to budgeted amounts, monthly • Prepare monthly financial reports for presentation to the Executive Committee and membership • Record all transactions and reconcile all bank statements • Complete and submit an Annual Financial Report to the chapter's Membership Consultant and to SME Headquarters • Coordinate annual audits through the SME chapter audit committee; use an independent auditing firm if your chapter has a substantial - more than $10,000 - average bank balance

11. Secretary Job Description • As the recording Officer for all membership and Chapter Executive Committee meetings, the primary responsibilities include • recording minutes at chapter and board meetings and • maintaining a permanent file of all reports. • The Secretary holds information critical to the Chapter's success and serves as a liaison between Chapter Members, Officers, the Board of Directors and SME Headquarters. • The Secretary is responsible for the distribution of minutes and Chapter correspondence, and plays an integral role in how the Community, Members and prospective Members perceive the chapter.

12. Secretary Responsibilities • Create and distribute meeting notices to all chapter members • Work with the chair and a designated team, if necessary, to generate agendas for each chapter or executive committee meeting • Work with SME Headquarters to ensure timely notice of all chapter meetings in the master calendar • Transcribe notes of all chapter meetings and compile minutes in finished form within 30 days, or before the next meeting, if sooner; fax or e-mail copies to the chair for review and approval before distribution • Ensure the distribution of the minutes to all board members • Order supplies for the chapter, as needed (office supplies, SME products, etc.) • Act as the custodian for the chapter's charter, bylaws, other legal documents and all of its historical records • Notify officers and committee members of their appointments, as needed • Endorse all formal written reports • Update and maintain these documents whenever deemed necessary by the SME Board of Directors or your chapter's board of directors and distribute revisions to all members, as needed • Make important documents available at all executive committee meetings (committee lists, SME governance documents, minutes of recent meetings) • Confirm attendance information and ensure a quorum during meetings where official business is conducted

13. Terms • Elected Positions are for 1 year, unless agreed to by the Board • Typically Members start as Secretary, move to Treasurer, Chair-Elect then Chair • 4-year commitment • Committee Positions can be long-term

14. Committee Positions • Bulletin Committee • Public Relations Committee • Education Committee • Member Retention Committee • Member Recruitment Committee • Audit Committee • Long Range Planning Committee • Awards and Recognition Committee • Any other Committee that seems necessary or appropriate for your Chapter

15. Roberts Rules of Order

16. Leadership Series Training

17. Annual Meetings • Held every year in a different location • Great learning opportunities • Networking • Growth • Educated Speakers

18. Volunteers Needed! • Attend a Local Chapter Board meeting • Get involved • Build Professional Networks • Make a difference in your life and the lives of others…