MPI South Florida Chapter

2013-2014

To

2014-2015

TRANSITION MANUAL FOR CHAPTER LEADERSHIP

The Legacy of Your Leadership

Leadership is understanding people and involving them to help you do a job. That takes all of the good characteristics, like integrity, dedication of purpose, selflessness, knowledge, skill, implacability, as well as determination not to accept failure.
Admiral Arleigh A. Burke

Where do we find good leaders for our chapters? Should we cross our fingers and hope that the slate which our nominations committee has put forward will be the best for the future? Should we assume that those whom we have voted to move up in board and committee leadership are prepared with the necessary skills to be strong leaders and effective managers?

For chapters with a large volunteer pool, the task of finding new leadership may not be a challenge. In smaller chapters, the search for new leaders can be daunting. Whether small or extra-large, most chapters continue to experience year over year the challenge of how best to effectively communicate leadership expectations with incoming leadership.

The need to create a formalized transition plan arose from discussion among chapter leaders who were experiencing dwindling committee volunteer participation along with an alarming increase in board turnover. The purpose of this manual is to provide you with tools and processes to support accountability within your leadership structure. By creating a structured timeline of “turnover” or transition meetings with incoming leaders you will not only be serving as a teacher, trainer, mentor and coach; you will also have the opportunity to continue to develop your own leadership skills. The goal being that by implementing effective transition processes, your chapter will have the opportunity to create a strong foundation upon which to build a lasting succession plan.

This manual reflects your chapter’s unique composition and includes transition documents based on MPI specific board and committee positions. It ties business objectives with actions that are supported through executive, director and committee initiatives. While Chapter Structure job descriptions are referenced within your executive committee composition, we encourage you to make this manual your own by including other chapter-specific information, processes and guidelines to create the most effective transition process possible for your leadership.

An empowered organization is one in which individuals have the knowledge, skill, desire, and opportunity to personally succeed in a way that leads to collective organizational success.
Stephen R. Covey, Principle-centered Leadership

MPI’s Vision

Meeting Professionals International will be the pivotal force in positioning meetings and events as strategic components of organizational success.

MPI’s Mission

Meeting Professionals International is the leading global association that defines and shapes the meetings and events profession.

MPI’s Strategic Plan: Pathways to Excellence:

1.  Create professional development levels to evolve member careers to positions of strategic understanding and influence.

2.  Increase awareness and influence senior decision-making executives at corporations, associations and organizations.

3.  Identify trends and deliver innovative solutions to ensure MPI is the premier market place for both suppliers and planners.

MPI South Florida Vision

To be the trusted resource for meetings & event industry opportunities for education and connections in South Florida.

MPI South Florida Mission

To inspire our members to become successful by providing:

§  Education

§  Networking opportunities

§  Growth opportunities

§  Advocacy for the meetings and event industry

MPI South Florida Value Proposition

Create relevant meetings and event industry education which builds meaningful connections inspiring growth. Educate. Connect. Grow.

MPI South Florida Strategic Imperatives

The Vision will be achieved by deploying these strategies:

§  Provide compelling and relevant educational content at interesting and appropriate venues

§  Generate member business to business opportunities that promotes growth

§  Create exciting and inviting events that facilitate connections

MPI South Florida 2012-2013 Board Transition Plan 1

2013 - 2014 MPI South Florida Chapter

BOARD OF DIRECTORS - Outoing

Executive Committee

President Marianne Schmidhofer

President Elect Gerard Nadeau

Immediate Past President Jay Gutveg

Vice President Finance Carol Tracz

Vice President Education Steve Parker

Vice President Membership Pamela Gadol

Vice President Communications Karyn Altman

Board of Directors

Director of Meeting Architecture Amanda Deminie Carvalho

Director of Educational Programming Gilbert Villard

Director of Publications Fallon Gechter

Director of Leadership Development Samuel Simon

Director of Marketing & PR Yoel Hyman

Director of Partnership Deborah Corrao

Director of Special Events Jeff Gold

Director of Membership Gilbert Villard

2014 - 2015 MPI South Florida Chapter

BOARD OF DIRECTORS - Incoming

Executive Committee

President Gerard Nadeau

President Elect

Immediate Past President Marianne Schmidhofer

Vice President Finance

Vice President Education

Vice President Membership

Vice President Communications

Board of Directors

Director of Special Events

Director of Partnership

Director of Meeting Architecture

Director of Educational Programming

Director of Marketing & PR

Director of Publications

Director of Leadership Development

Director of Member Care

MPI South Florida 2012-2013 Board Transition Plan 1

2014-2015 South Florida Board of Directors

Position / Name / Term / E-mail / Phone number
President / Gerard Nadeau / 2014-2015 / / 954.548.2096
President Elect
Immediate Past President / Marianne Schmidhofer / 2014-2015
Vice President Membership
Vice President Education
Vice President Communications
Vice President Finance
Chapter Administrator (paid/ volunteer) / Contracted
Director of Partnerships
Director of Special Events
Director of Meeting Architecture
Director of Educational Programming
Director of Member Care
Director of Leadership Development
Director of Marketing
Director of Publications

MPI South Florida 2012-2013 Board Transition Plan 1

The single biggest problem in communication is the illusion that it has taken place.

George Bernard Shaw

Communicating Leadership Expectations

The following are guidelines that will help you as you begin the transition process. As you review with the incoming leader the scope of responsibilities noted in the transition document, the questions listed can serve as an assessment tool to determine what knowledge may be lacking or particular leadership and/or management skills that will need further development. These questions can also be used as a focal point for discussion within your nominations committee. While many of you may not think that you have the abilities to work in the role of a coach and may be uncomfortable with the terminology, as you begin reviewing board or committee position responsibilities with incoming leadership, you will be communicating with the other person in a coaching capacity.

Leadership or “Coaching” roles that you will be assuming:

  • Guide
  • Teacher
  • Motivator
  • Mentor

Coach as a Guide:

Does the person you are coaching…

  • Have a clear understanding of his or her role in the organization?

In other words, do they understand what the chapter is trying to accomplish and how their skills and abilities can contribute?

  • Have clearly defined tasks and/or responsibilities?

Can the person articulate the specific tasks and responsibilities that compose his or her role?

Will achievable, interim steps be identified that when accomplished in sequence, will result in successful completion of tasks?

Coach as a Teacher:

Does the person you are coaching…

  • Possess the skills to accomplish/fulfill the task/responsibility?

Can the person acquire the needed skills?

  • Possess the knowledge necessary to accomplish/fulfill the task/responsibility?

Does the person know what he or she doesn’t know?

Coach as Motivator:

Does the person you are coaching…

  • Have a high level of commitment to the task/responsibility?

Does the person feel a sense of ownership for the completion of the task?

  • Have an awareness of positive consequences that will result from success and negative consequences that will result from failure?

Are there consequences directly tied to his or her contributions?

  • Have a firm belief that he or she can accomplish/handle the task/responsibility?

Is the person under-confident or over-confident?

  • Find the task/responsibility interesting and/or enjoyable?

Can the person find meaning in his or her role and even have fun with it?

  • Have a natural inclination or aversion to the task/responsibility?

Does his or her role fit his or her personality? Did the person choose his or her role or did circumstances place him or her there?

Coach as a Mentor:

Does the person you are coaching…

  • Have a well-defined career path?

Does the person know what kind of position he or she would like to have in the future? How does the person’s current position advance him or her toward their future leadership goals?

MPI South Florida 2012-2013 Board Transition Plan 1

MPI LEADERSHIP OPPORTUNITIES

MPI South Florida 2012-2013 Board Transition Plan 1

Succession Planning

Time Line

May

·  Outgoing Board members send an e-mail or letter to their committee members to introduce their successor. Don’t forget to thank them for their continued support for the incoming Board member.

2nd Week of July

·  Immediate Past President selects Nominating Committee consisting of 4 voting committee members (serving staggered two-year terms) , with the IPP voting in the event of a tie, and 4 consultant members (President, President-Elect, Director of Leadership Development, VP of Administration) a Past President and a mixture of members at large. Term members must include a Past President, a past Board member, a member <5 years, and member > 5 years.

June/July (1st Quarter of Term)

·  Successors to send out an introductory e-mail or letter to existing committee.

·  Successors highlight any changes to committee meetings and/or future plans.

July/ Post Retreat

·  Discuss potential volunteer needs with Director of Leadership & Professional Development; update your committee description and submit it to the Director of Leadership & Professional Development and for Marketing (to list on the website and in our chapter newsletter). The committee description is important to help promote your committee to potential volunteers.

September

·  Nominating Committee meets and begins preparation for the elections or slate selection process.

Nominating Committee to review:

§  The By-laws affecting this committee and its tasks

§  Review documents utilized in previous years for this process.

§  Make recommended document changes to Board of Directors

October

·  Vice Presidents and Directors begin identifying potential leaders who may have an interest in future Board service or other leadership roles.

November

·  Publish the names of the Nominating Committee in the November or December Newsletter for further promotion of board opportunities.

·  Allow board of directors @ the committees request to speak at monthly meetings expressing the importance of becoming a leader.

·  Write an article for the newsletter about what it takes to become a board member or an officer.

3rd Week of November

·  Chapter Administrator to disseminate the Board Interest Form, Board Nominee Application, Leadership Commitment Form, Self Assessment Form and Job Description to current board members.

4th Week of November

·  Chapter Administrator to email the Call for Nominations form to all Members and require a return date to allow the slate to be announced prior to the election date.

2nd Week of December

·  Confirm all Nominations received with personalized letter. Email candidate the Board Interest Form, Board Nominee Application, Leadership Commitment Form and Self Assessment Form. Indicate what position each has been nominated for and insert a full position job description and a note of encouragement from the President-elect.

2nd Week of January

·  Forms to be completed and returned to Director of Leadership Development by end of January

1st Week of February

·  Membership status of all potential board members will be reviewed by the Director of Leadership Development and presented to the Immediate Past President.

·  Immediate Past President will compile all forms and submit to the Nominating Committee for review.

2nd Week of February

·  Phone interviews scheduled with all nominees and nominations committee.

3rd Week of February – 1st Week of March

·  Phone interviews or in person with all nominees and nominations committee.

3rd Week of March

·  Committee makes final selections and submits to membership for notice and opportunity for objection with a minimum voting window of ten (10) business days.

April 1st

·  Board Slate due to MPI Headquarters

1st Week of April

·  President/President-elect invites new Board Members to attend monthly board meeting(s) to become familiar with board meeting process, procedures and flow.

1st Week of May (BEFORE Board Retreat))

·  Transition meetings to be completed for the positions being vacated. Copies of the transition forms (located within this manual) are due to President/ President-Elect prior to Board Retreat.

Important Transition Items

It is very important to cover the following items during your transition with the incoming board member:

-Budget

-Committee Roster

-Timeline

-Resources

-Responsibilities

-Board Reports

BOARD POSITIONS AND RESPONSIBILITIES

PRESIDENT:

Leadership Expectations

Management / Leadership Skills
·  Strategic Planning: work with the board to create and execute a strategic and business plan
·  Create goals and objectives for the board and committees
·  Advise, support and develop board of directors in executing initiatives
·  Assist in chapter budget development Mediate discussions and create consensus within the board
·  Communicate with members regarding all international initiatives and objectives
·  Target future leaders within existing board, committees and membership
·  Schedule transition time with PE / ·  Visionary
·  Facilitation
·  Collaboration
·  Delegation
·  Organization
·  Mentoring
·  Coaching
·  Teaching
·  Financial
·  Motivational
·  Conflict/Resolution
·  Empowerment
·  Effective Communication
·  Execution
·  Innovation

Term: One year or as determined by the Board of Directors and Chapter Bylaws

Qualifications:

·  Member in good standing with (when possible) previous service as President Elect

·  Knowledgeable of the activities/affairs of the chapter

·  Willing to give the time, energy, talents and enthusiasm required of the position

Specific Responsibilities:

·  Directly responsible for communicating with and supervising the chapter officers and directors to ensure that all assignments are completed according to the strategic plan, the chapter is financially sound, and membership is advised of all progress.