Chairing a Commission Responsibilities & Resources

1. Chairing a CommissionResponsibilities & Resources Presented by Dr. Christina Will Association of Florida Colleges Annual Convention November, 2012

2. Purpose of a Commission • Provide professional development for members • Biggest personal benefit/ROI of membership • Serve as an information & advocacy resource for AFC • Provide leadership experience for Commission Board members • Provide networking opportunities for all

3. Role of Chair • Direct overall operations of Commission • Serve on the AFC Board of Directors (BOD) • Plan & coordinate Commission events • Promote your Commission • Ensure Commission has a written mission, objectives, bylaws, accurate financial records, web site • Submit a year end report • See Standing Rule IV, Section 9 in the Leadership Manual

4. Commission Requirements • Must fill all Commission Board positions • Must have at least one Commission Board meeting in addition to that held at Convention • Must host at least one professional development conference in addition to a session at Convention • Must award an Exemplary Practice • This is the Commission’s Convention session

5. Commission Requirements • Must maintain presence on AFC web site • Must communicate with all Commission members • Must comply with Standing Rule IV Failure to do so for 2 years will place the Commission on provisional status. After three years on provisional status the Commission will be decommissioned.

6. Communication is Key Work with Commission Board members • Conference calls • www.freeconferencecall.com • Suncom Meet Me • Elluminate • Have a written agenda • Keep minutes

7. Communication is Key Involve Commission members • Commission page/group on AFC website • Mission statement, objectives (operational plan) & bylaws • Meeting minutes • Announcements: conferences, calls for nominees, calls for judges, award winners • AFC’s email blaster • Newsletter or ‘State of the Commission’ email • Announcements: conferences, calls for nominees, calls for judges, award winners

8. Communication is Key Keep AFC’s Board of Directors informed • Written report to BOD required – 4 per year • Watch for email from Tina Ingramm • BOD meeting attendance • Send Chair-elect if you cannot attend • Send me & Tina written report if you cannot attend • BOD meeting dates • Meeting & conference information on AFC’s web site • You must register for BOD meetings

9. 2013 Meeting Dates • Board Meetings – Must attend or send Chair-elect • January 30 in Tallahassee • July 10 in Cape Coral • September 12 – Tentative date! Usually held at Convention location (Destin) • Pre-Convention – Probably November 12 in Destin • Conferences • Leadership: Jan. 31 - Feb. 1in Tallahassee • Membership: July 11 - 12 in Cape Coral – Marina Village   • September CCP: Sept. 12 (tentative) • Convention: Nov. 13 – 15 at the SanDestin Hilton

10. To-do List • Review the Commission’s mission • Have the mission approved by membership • Review the Commission’s bylaws annually • Have the bylaws approved by membership • Draft annual objectives • Involve Commission Board members • Tie objectives to Commission’s and AFC’s mission • Complete Operational Plan (link on AFC site) • Publish all on web & send me a copy

11. To-do List: Spring Conference START PLANNING NOW! • What? - single, joint, or Region? • Where? • When? • Must be held by May 31, 2013 • Who? • Emcee • Presenters: • Best Practice nominees? • Call for presentations? • Paid speaker? • How? • Registration • Food • Publications – programs, signs • Hotels Look at the Spring Conference Guidelines Conference date must be reported to BOD by Jan./Feb. meeting!

12. To-do List: Convention • Required: Best Practice Award Winner • Submit all required information to AFC (web) • Required: Annual business meeting • Request time & room from AFC (web) • Table for membership drive or fund raiser • Request from AFC (web) • Item for Silent Auction • Donation to Burst the Balloon

13. To-do List: Commission of the Year Award • All Commissions should apply • Application is online • Award covers October 1, 2012 – September 30, 2013 • Get information from current Chair • Check the Commission web site • Application due no less than 2 weeks before Convention • Winner is announced at Convention

14. Commission of the Year AwardDocumentation Needed • Membership activity • Commission activities • Professional development sessions • Meetings • Exemplary Practice Award • Criteria & procedure • Winners • Presentation at Convention • Goals & Objectives • Bylaws

15. Commission of the Year AwardDocumentation Needed • Financial report • Give Eileen enough time. Ask after last fund raiser or expense. Do not ask right before Convention. • Newsletter – or email updates AFC will confirm: • Chair’s attendance at BOD meetings • Written reports to BOD • Commission web site or link on AFC server

16. Helpful Hints • Use the Commission of the Year Award application to: • Develop your own to-do list • Develop a timeline • Document what you do as you do it • Seriously, start planning the Spring Conference now • Allow plenty of time for Exemplary Practice submissions and judging • Contact Chapter Presidents for assistance getting applicants • Comply with AFC deadlines

17. Who to Contact • Adrienne Bryant abryant@myafchome.org • Membership & web site • Marsha Kiner mkiner@myafchome.org • Convention & conference • Tina Ingramm tingramm@myafchome.org • Meeting information & publication submissions • Eileen Johnson ejohnson@myafchome.org • Financials & awards (checks, plaques) • Michael Brawer mbrawer@myafchome.org • AFC or legislative concerns

18. Ask Me Anything! Dr. Christina Will V.P. for Commissions (904) 808-7482 christinawill@sjrstate.edu “Connect” with me at www.myafchome.org and visit www.myafchome.org/commissions