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Leaders in Asset Management Chapter Leadership September 30, 2011 1 Presented by:
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Leaders in Asset Management
Chapter Leadership
September 30, 2011
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Presented by:
Leaders in Asset Management
Ivonne Bachar
CPPM CF Bay Area Chapter VP of Membership
Leaders in Asset Management
Agenda
Benefits of Chapter Leadership Chapter Position Requirements New Officer Transition Resources Available
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Leaders in Asset Management
Benefits of Chapter Leadership
Leaders in Asset Management
Why be a Chapter leader?
Personal professional development Increased networking opportunities Opportunity to help others grow Guide the future of your Chapter Be the first to know what’s new Increased ability to show management the
value of NPMA membership Preparation for future Region and National
positions
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Leaders in Asset Management
Bob Kaehler
CPPS Bay Area
Chapter President
Leaders in Asset Management
Chapter Positions
Leaders in Asset Management
Chapter President
Position Description• The Chapter President is elected by the members
In accordance with the National Constitution and Chapter Bylaws
Responsible and accountable to the National Executive Board for the operation and activities of the chapter
Authority• Chief Executive Officer of the Chapter• Chairs Executive Board and membership meetings
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Leaders in Asset Management
Chapter President
Duties and Responsibilities
The Chapter President has the following duties and responsibilities:
Management and timely performance of all Chapter activities• Advance detailed programming, planning and budgeting of all
Chapter activities• Surveillance of expenditures of Chapter funds• Implementation of all policies formally handed down from the
Regional and National levels
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Leaders in Asset Management
Chapter President
Duties and Responsibilities (Continued)
Implementation of policies approved by the Chapter Executive Board
Ensure that the Chapter is represented at all National Board Meetings
Ensure that the Chapter is represented at all Regional Board of Directors’ Meetings
If applicable, appoint two Chapter Proctors Appoint a nominating committee for election of Chapter Officers Appoint a web master
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Leaders in Asset Management
Chapter President
Helpful Skills and Knowledge
Enthusiasm! Ideas Excellent organizational skills Experience running meetings Ability to communicate effectively at all levels Ability to delegate Recommended that you have held a Chapter Office before
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Leaders in Asset Management
Chapter President
Minimum Time Commitment
Officer Transition Meeting Chapter Executive Board Meetings Chapter Meetings
• Planning (Program, Speakers, Location) Special Programs (Optional)
• Planning (Program, Speakers, Location)
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Leaders in Asset Management
Marla Williams
CPPM Federal Center
Chapter Vice President
Leaders in Asset Management
Chapter Vice PresidentPosition Description The Vice President is elected by the members of the Chapter
• In accordance with the National Constitution and Bylaws and Chapter Bylaws
• Is responsible and accountable to the Chapter President. Chapters may decide to establish more than one Vice President
• The Chapter Bylaws will outline specific responsibilities.
Authority The Vice President is second in command of the Chapter
• In the absence or incapacity of the President, the Chapter Vice President shall automatically assume authority, duties and responsibilities of the President and shall have such other authority as may be delegated by the Chapter President
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Leaders in Asset Management
Chapter Vice President
Duties and ResponsibilitiesAs Delegated by the President and Bylaws, the Vice President has
the following duties and responsibilities:
Fulfill the line position of supervisor of Chapter Committee Chairperson
Compliance with the Chapter President’s performance requirements and instructions
Coordination of intra-committee activities Provide staff assistance to the Chapter President
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Leaders in Asset Management
Chapter Vice President
Helpful Skills and Knowledge
Enthusiasm! Excellent organizational skills Experience running meetings Ability to communicate effectively at all levels Ability to step in the President’s role in their absence
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Leaders in Asset Management
Chapter Vice President
Minimum Time Commitment
Officer Transition Meeting Chapter Executive Board Meetings Attend Chapter Meetings Other duties as specified by the Chapter President
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Leaders in Asset Management
Patrice Baker
CPPM CF Oregon Trail
Chapter National Delegate
VP of Administration
Leaders in Asset Management
Chapter Secretary
Position Description The Chapter Secretary is elected by the members of the Chapter
• in accordance with the Bylaws• is responsible and accountable to the Chapter President
AuthorityThe Chapter Secretary is empowered and authorized to maintain the official records of all Chapter activities
• except for financial affairs• In the absence or incapacity of the Chapter President and Chapter
Vice President, the Chapter Secretary may assume authority, duties and responsibilities of the Chapter President
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Leaders in Asset Management
Chapter Secretary
Duties and ResponsibilitiesMaintain the official records of the Chapter including:
Minutes of Chapter Executive Board Meetings Minutes of each Chapter membership meeting Each official report of the Chapter Current Chapter roster of members Current guest and prospects lists, as directed Property records of Chapter assets Provide content to update Website (meeting minutes, etc.)
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Leaders in Asset Management
Chapter Secretary
Helpful Skills and Knowledge
Excellent organizational and listening skills Ability to communicate effectively through writing Basic knowledge of Word, Excel and Outlook
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Leaders in Asset Management
Chapter Secretary
Minimum Time Commitment
Officer Transition Meeting Chapter Executive Board Meetings
• Write and distribute meeting notes Chapter Meetings
• Send out invites and collect RSVPs• Write and distribute meeting notes
Maintain Chapter Roster
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Leaders in Asset Management
Teri Luhmann
CPPM Shuttle Chapter ER Director of
Membership
Leaders in Asset Management
Chapter Treasurer
Position Description The Chapter Treasurer is elected by members of the
Chapter: in accordance with the Bylaws is accountable to the Chapter President is entrusted with the custody of funds for the Chapter
Authority The Treasurer is empowered and authorized to maintain official
records of the Chapter’s financial activities
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Leaders in Asset Management
Chapter Treasurer
Duties and ResponsibilitiesSubject to the Chapter Bylaws, and to delegation by the
Chapter President, the Treasurer will have the following duties and responsibilities:
Be the custodian of all funds Establish and maintain a bank account in the name of the
NPMA Chapter Ensure that records of all income and expenses are maintained
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Leaders in Asset Management
Chapter Treasurer
Duties and Responsibilities (Continued) Prepare and present the current Treasurer’s report at all
Chapter meetings Copies should be given to the President and the Secretary and
one copy placed in the Treasurer’s file Develop the financial budget for the operation of the Chapter for
the year (to be presented in accordance with the Chapter Bylaws)
Project the financial growth and other significant financial developments (to be presented at the annual meeting)
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Leaders in Asset Management
Chapter Treasurer
Note:
The Bylaws should state whether or not the Treasurer should be bonded (and if so, for what amount), and which officers should be authorized to sign checks including the number of signatures required on the checks.
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Leaders in Asset Management
Chapter Treasurer
Helpful Skills and Knowledge
Basic knowledge of Excel Excellent organizational skills Basic understanding of finances Ability to create and maintain a budget
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Leaders in Asset Management
Chapter Treasurer
Minimum Time Commitment
Officer Transition Meeting Chapter Executive Board Meetings Chapter Meetings
• Present financial report Collect expense receipts and distribute reimbursements in a
timely manner Prepare annual financial report
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Leaders in Asset Management
Cinda Brockman
CPPM CF San Diego Mission
Chapter National Delegate
WR Director of Membership
Leaders in Asset Management
National Delegate
Position Description In accordance with the National Constitution and Bylaws, Region and
Chapter Bylaws, the Chapter membership elects the National Delegate(s). The Delegates convey to the National Board of Delegates meeting the individual votes of the members of the Chapters for the offices of President and Executive Vice President. Delegates represent the collective direction of their Chapter regarding matters provided to them sixty (60) days in advance of the meeting or other matters that may come before the National Board of Delegates.
Authority An elected National Delegate has such authority to perform as is set forth
in the National Constitution and Bylaws, Region and Chapter Bylaws.
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Leaders in Asset Management
National Delegate
Duties and ResponsibilitiesThe following specific duties and responsibilities of the National Delegate
have been defined. This list is not intended to be all-inclusive.
Convey to the National Board Meeting the individual vote of the
Chapters for the offices of President and Executive Vice President biannually.
Represent, by voting, the collective direction of their Chapter regarding matters provided to them sixty (60) days in advance of the National Board of Delegates Meeting, or any other matters that come before the board during the meeting.
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Leaders in Asset Management
National Delegate
Duties and Responsibilities (Continued) Report to the Chapter, in detail, the deliberations of
the National Board of Delegates Meeting. Convey to the Region Board of Directors the
individual votes of Chapter members on topics that come before the Board.
Report in detail to the Chapter the deliberations of the Region Board of Directors’ Meetings.
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Leaders in Asset Management
National Delegate
Helpful Skills and Knowledge
Ability to travel twice annually Effective verbal communication skills Effective listening skills Basic knowledge Robert’s Rules of Order Ability to represent Chapter on issues important to them
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Leaders in Asset Management
National Delegate
Minimum Time Commitment
Officer Transition Meeting National Board of Delegates Meetings Travel to and attend two board meetings per year
(or send proxy)• National Education Seminar• Region Conference Series Event
Chapter Meetings• Present Delegates report twice annually
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Leaders in Asset Management
Bob Mahaney
CPPS Houston Lone Star
Chapter President UCNP SIG
Vice Chair
Leaders in Asset Management
Transition of Officers
Leaders in Asset Management
Transition of Officers
New officers and the existing officers need to meet• Discuss the transition of responsibilities and
activities• Discuss inherent duties to be transitioned• Minimize any impact to the Chapter
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Leaders in Asset Management
Officer Transition Checklist
Hold a transition meeting. Transfer existing Chapter files and records to the new officers. Send list of new Chapter officers to the Region Vice President
and the NPMA National Office. Transfer signature authority of financial accounts by completion
of bank signature authority cards for each account. Send a Financial Report to the Region Treasurer and to the
NPMA National Office (Executive Director). Establish new financial books for the upcoming year. Ensure financial review of past year’s financial books are
conducted. Be available to serve as a mentor.
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Leaders in Asset Management
Ivonne Bachar
CPPM CF Bay Area Chapter VP of Membership
Leaders in Asset Management
Resources
Leaders in Asset Management
Resources Available
Your peers and other Chapters Chapter toolkit Region Officers, National Officers and Directors Monthly Chapter presentations NPMA website
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Leaders in Asset Management
Leadership Training Course
Free online course will available in January Topics overview:
• Getting started with your new position• Chapter programs and meetings• Conducting meetings and events• Program and special event planning• Membership• Managing finances• Communications• Representing your chapter• Developing leaders• Obtaining assistance• Requirements and reports
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Leaders in Asset Management
Brian Thompson
CPPM CF Los Angeles
Chapter VP of Marketing and
Communications
Leaders in Asset Management
Questions?
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