The Chapter President
The ASCCA Chapter President holds an important position. The Chapter President is the ASCCA spokesperson at the chapter level.
The President must stay abreast on the association’s goals, benefits and services. He/she should be informed of current state and national regulations affecting the industry and should maintain support of ASE's voluntary certification.
President’s Position Description
The President is the Chief Elected Officer of the chapter. This role includes supervising the business of the chapter as well as administering its policies. Other duties include:
- Provide leadership and overall direction.
- With the assistance of other board members, establish chapter objectives for the year.
- Preside over all meetings.
- Call and conduct board meetings.
- Coordinate the installation of new officers.
Outline for Action
Upon becoming a Chapter President, there is a course of action that should be followed:
- Plan meetings with the chapter board officers to set goals for the coming year.
- Organize the chapter to meet those goals and utilize the maximum number of members on committees.
- Assist in the appointment of committee chairs as well as the delegation of responsibility.
- Assist your board officers and committee chairs by making sure they understand their positions and individual responsibilities.
Responsibilities as President
- Know and utilize the chapter bylaws and policies, as well as Robert’s Rules of Order.
- Use an agenda and follow it in a business-like manner.
- Verify all reports to be presented prior to the Chapter meeting.
- Open and close all meetings in a timely manner.
Be a “Moderate” Moderator
Being Chapter President also means that you will be the moderator for chapter meetings. Discussions may become heated and it is up to you to see that discussions stay within bounds and that the meeting does not stray from its purpose or agenda. When a subject is brought up which will entail a lengthy discussion, appoint a committee to consider the question and report on it at a later date.
Robert’s Rules of Order will assist you. Use your gavel with tact, but use it. Keep the meeting moving and keep discussions from wandering off the point. Do not allow personal attacks or other unprofessional conduct.
Chapter business meetings sometimes start to turn into a “bull session.” To keep order, cut off a lengthy debate with: “Well, I guess we’ve beat that one to death--now let’s move on to....” Also, avoid letting any one person dictate the discussion. Try, “That’s a good idea, but let’s hear Bill’s thoughts on that.”
Tips for a Productive Meeting
The “bottom line” of your repair order is the payoff; and with it, you have or have not made your profit. The bottom line of a chapter meeting for the members is whether the meeting was worth their time. If they feel it was worth their time, you will see them at the next meeting. Make certain there is profit built into your meeting.
All of the members should be warmly greeted at meetings and be presented with the opportunity to introduce themselves.
Provide members with time to ask questions and the chance to participate during the meeting.
The Program Chair, the Board and the President should plan meetings at least 6 months in advance and copy a calendar of events to give to members at each meeting.
As the presiding officer, you set the tone of the meeting. Tell those who will make reports to be brief and to the point. If you have 5 reports and each uses 10 minutes, you may lose the audience before the speaker’s time arrives. To avoid this, insist reports are timed before they are given.
Planning the Agenda
There are two types of meetings which require an agenda:
- The board meetings which may include minutes of the previous meeting, financial reports, old business and new business.
- The chapter meetings which may include a presentation by a speaker and business information. Business information should be limited to announcements of special events and action items about on-going projects.
Robert’s Rules of Order (Simplified)
- The President presides over all meetings. If absent, the Vice President or President-Elect takes over.
- Make one tap of the gavel. “The meeting will come to order.”
- Roll Call and Introduction of Guest(s).
- Meeting minutes are read by the Secretary. Ask for any corrections or additions. The minutes are approved as read; if there is a correction, the minutes will be approved as corrected.
- Treasurer’s financial report.
- Standing committee reports.
- Special committee reports.
- Unfinished business (old business). Secretary advises President from previous minutes.
- New business.
- Program.
- Chair announces date, time and place of the next meeting.
- Good and Welfare: The guest(s) and members may speak on subjects pertaining to business.
- Chair may adjourn meeting, if there is no further business, without requesting a motion.
Four Basic Principles of Parliamentary Law
- Courtesy and justice to all.
- Consider one thing at a time.
- The minority must be heard.
- The majority must prevail.
Basic Chart for Processing a Motion
Member secures floor.
Introduction of business (“I move”); another member must second the motion. The Chair states the motion and asks for discussion. After two speakers, if there is no opposition to the motion, the Chair asks for the Question and takes a vote. The results are then announced (“Motion carried” or “motion lost”). If there is opposition to the motion, limit the speakers to three for and three against and then ask for the Question and take a vote.
The Chair remains neutral at all times. If the Chair wants to voice an opinion, they must call upon the Vice President to preside. They may then debate and cannot return to the Chair until the pending motion is voted upon.
A call for the Question is a motion which must be seconded and if passed will stop all discussion on the motion immediately. The motion will go to a vote at once. No discussion on a call for the Question.
When the motion is made and seconded to table a motion, that motion is held and brought up at some future meeting. No discussion on a motion to table.
