Joint Leadership Meeting 2012 Day 1

1. Joint Leadership Meeting 2012 Day 1 New Orleans, Louisiana

2. President’s Remarks and Leader Introductions Rob Coffman, CGMP

3. Welcome to the 2012 JLM! • Member Bill of Rights

4. Member Bill of Rights • Members have the right to respectSGMP is our membership and the Society has no life separate from its members. • Members have the right to be heardMembers have a voice in the Society and can expect that leadership and staff respond to their input. • Members have the right to leaders who put the Society firstLeadership is service to others and being true to the Society’s mission.

5. Member Bill of Rights • Members have the right to lawful and ethical leadershipMembers can expect and demand that elected leaders and staff comply with all governing laws, policies and ethical standards. • Members have the right to participate in governanceThe Society is run democratically and allows members to vote and seek leadership positions. Members can expect transparency in governance and operations. • Members have the right to have Society funds used to advance our missionSGMP leaders have a fiduciary responsibility to manage Society funds and assets for the good of the entire Society. SGMP funds are to be used for meeting member needs of today, ensuring the sustainability of operations, and preparing for the Society’s future.

6. Welcome to the 2012 JLM! • Introductions • Meeting Objectives and Goals

7. Ground Rules Give your cell phone the silent treatment Open your mind so you can maximize learning Speak up! Go the parking lot for issues to be addressed later Minimize side bar conversations Plan on learning something new

8. Icebreaker Maggie McGowan, CMP, CGMP Lisa Silverman, MA, CGMP

9. 50th Anniversary Time Capsule! • If you could bring one thing into a time capsule that represents your life today for people to see 20 years from now, what would that thing be and why would you bring it? • Pictures? • Business cards? • Shoes? • Sports memorabilia? • Awards?

10. Time Capsule! Maggie’s Time Capsule Lisa’s Time Capsule

11. Leadership Development and Chapter Recognition Program Charles Sadler, CHSP, CHSC, CGMP

12. The Society/Association Defined A group of people who voluntarily come together to meet common needs, solve common problems and accomplish common goals

13. Who are these volunteers? • Planners • Suppliers • Organizers • Thinkers • Pushers • Promoters • Coaches • Rewarders • Complainers • Fundraisers • Financial Wizards • Policy Czars • Organizers • Risk Takers • By The Bookers • Family People • Activists • Everyday Professionals…

14. Our Mission Our mission is to enhance the knowledge and expertise of government meeting professionals

15. Our Objectives • To improve the quality of, and promote the cost-effectiveness of, government meetings • BUT…how is this done?

16. This is how we do it… Encouraging and improving communications, understanding, and cooperation between planners and suppliers through regular meetings, discussions and conferences

17. This is how we do it… Expanding the knowledge and abilities of planners and suppliers by conducting formal educational programs

18. This is how we do it… Aiding planners in locating and evaluating commercial meeting facilities and support services by opening a communication channel

19. This is how we do it… Researching, analyzing and translating regulatory and legislative issues and policies which affect government meetings

20. This is how we do it… Maintaining liaison activities with other professional meeting planner and supplier groups

21. This is how we do it… Providing guidance and advice to planners on all phases of planning, executing and evaluating government meetings

22. Anything else is just fluff…

23. Who is on your side? • National Board & Liaisons • Gilmer Institute of Learning Trustees • Headquarters Staff • Other Chapter Leaders

24. How do we assess your success? There are 3 levels of achievement chapters are assessed in their development towards excellence in chapter operations: 1) Compliance 2) Meeting member needs 3) Maintaining core mission objectives.

25. Lead your way to the top! • Excellence (is the top achievement) • Honors • Merit

26. Lead your way to the top! • Annually your chapter is expected to achieve one of the three levels • If you find yourself short there is a required strategy session for the chapter board to engage to analyze the leadership performance

27. Ten steps to leadership excellence Maintain or increase overall membership numbers Publish a newsletter online or printed for communication of chapter news & events Chapter board must meet each month (12) 8 core competencies and 2 personal development programs per year Chapter website complies to SGMP policies

28. Ten steps to leadership excellence 6.Maintain 50/50 ratio 7. One community service project 8. Qualified and submit an application for Programming of the Year 9. Meets all financial requirements 10. Meets all chapter reporting requirements

29. Strategy Session Objectives • To engage chapter leaders in the strategy and problem solving process • To create a solution-oriented environment that can move the chapter forward • To allow chapter members to have a voice in the chapter’s direction • To develop solutions to meet expectations listed in the Leadership of Excellence Program

30. Values-Based Leadership • Ethical leadership • Culture of service to members • Values congruent with inner-board relationships

31. Membership Education and Professional Development • Education programs focused on SGMP Core Competencies for meeting professionals • Leadership & career development for members • Promote CGMP and certificate programs • Provide scholarships to NEC, CGMP & certificate courses • Monthly programs demonstrate strong member attendance

32. Operational Excellence • Recruitment of future leaders • Recruitment of member volunteers • Recruitment & retention of members • Chapter operations • Governance and accountability

33. What makes a chapter work • Planning • Organization • Teamwork • Participation • Interest • Enthusiasm

34. Expect Successes & Setbacks The road is paved with both

35. Let’s “C” Eye to Eye

36. Break

37. Governance Structure Review Rob Coffman, CGMP Charles Sadler, CHSP, CHSC, CGMP

38. Articles of Incorporation • Incorporated in Commonwealth of Virginia • Establishes state laws under which SGMP operates • Establishes the National Board of Directors as SGMP’s governing body • Lists Executive Director as CEO

39. Bylaws • Recommended to the general membership by the governing body • All bylaws are approved by the general membership • Establish a general outline of how the Society is to operate

40. Policies and Procedures • Established by National Board • Provide details to the Bylaws and give structure to the day-to-day operations of the Society and chapters • Do not require a vote by general membership • More fluid and subject to change based on need

41. Chapter Charter • Contract between National Board and the chapter • Authorizes a chapter to be formed and operate • Provides for governance on a local level • National Board may revoke a charter

42. Roberts Rules of Order • A resource for when an issue is not covered by bylaws, policies, or charter • 11th edition • Good reference for leading a successful chapter

43. Online Chapter Leaders’ Toolkit Lisa Silverman, MA, CGMP

44. Lunch with New Orleans CVB Partners

45. Chapter Board Operations 101 Rob Bergeron, CAE, CGMP

46. CBO 101 Goals WHAT WE WILL LEARN Basic principles of effective volunteer leadership Building blocks of efficient chapter board operations

47. CBO 101 Goals HOW WE WILL LEARN IT Robert is your friend Best practices for meeting agenda Checklist for before a meeting Checklist for during meeting Checklist for after meeting Best practices for meeting minutes

48. CBO 101 USE THE PRINCIPLES OF ROBERT’S RULES OF ORDER

49. CBO 101 USE THE SGMP TEMPLATE MEETING AGENDA

50. CBO 101 USE THE SGMP TEMPLATE MEETING MINUTES