Functions of SDCA Chapters By Doug Hoisington & Cindy Goehring
What Is A Chapter? According to the By-Laws… • A Chapter consists of persons who organize on the basis of a local geographical unit within the state in accordance with these By-Laws. • Each Chapter shall consist of at least fifteen (15) members by June 30 of Association year. • A Chapter may adopt its own name, but in all instances shall identify itself as “A Chapter of the South Dakota Counseling Association”. • A Chapter president must be a regular or retired member in good standing of the SDCA.
South Dakota has 8 Chapters! They are… • Central • Cornbelt • Interlakes • Lewis & Clark • North Central • Palace Pheasant • Sioux • West River
The Purpose of a Chapter • Provide official representation in the SDCA for interested professional personnel in the local area. • Promote the development of the professional resources of the Chapter in order to better meet the needs of the persons served within the area. • Provide a reference group for the sharing of mutual concerns and the development of professional growth experiences which are responsible to the expressed needs of the members. • Encourage high standards of professional conduct by the members of the Chapter.
Duties of a Chapter • Each Chapter shall file a year-end financial report with the Association within 30 days after the end of the Association fiscal year for the just ended fiscal year. • Each Chapter shall transmit the names of its officers forthwith upon their election or appointment. • Each Chapter, thirty (30) days prior to the spring meeting of the Board of Directors, shall transmit an annual written report setting forth its activities and its status.
Duties of a Chapter • Meetings of the Chapter will be held at a minimum of four regular times a year. • Nomination and election of officers shall be at the last regular spring meeting. • The President or a designee of each Chapter is the voting member on the SDCA Board of Directors. Each member shall have one vote.
Chapter Responsibilities to SDCA: (See Chapter Checklist) • Verify chapter officer information and send names to SDCA. • President or Designee will attend all SDCA Board meetings. • Solicit nominations for SDCA Awards and SDCA President-Elect position. Begin this early on. (More on this later) • Appoint chapter representatives to attend Day on the Hill.
Chapter Responsibilities to SDCA: (See Chapter Checklist) • Provide a list of names of people interested in SDCA committees. • Secure an auction item(s) donation for SDCA Graduate Student Auction Event. • Complete and send SDCA Quarterly reports. • Attend SDCA Spring Conference. • Complete and send end of year financial report.
Responsibilities to Chapter Members: (See Chapter Checklist) • Annual review of chapter By-Laws. • Set goals and objectives for the year. • Plan chapter meeting schedule for the entire year. • Send membership renewal reminders. • Solicitation of new members. • Share Conference Call for Programs for the SDCA Spring Conference. • Solicit names of chapter members deserving SDCA awards.
Chapter Officers Should Encourage members to: • Consider presenting at SDCA Conference. • Attend Day on the Hill. • Pursue leadership opportunities – chapter, specialty area and/or state office. • Submit names for awards to SDCA and Specialty Areas. • Attend SDCA Spring Conference. • Attend professional development events sponsored by SDCA, Chapters, & Specialty Areas • Attend chapter meetings and events – networking and social benefits.
Chapter Officers should also… • Utilize SDCA’s Web Page, Newsletter and Publications to share information with the membership. • Maintain an updated list of members. • Maintain historical data – meeting minutes, event data, officer and committee lists, award nominations. • Pass data on to their successor
SDCA Annual Conference Policies (Revised July 1998) The site of the annual SDCA Conference rotates amongst four sites with the responsibility for hosting the conference shared by the chapters. • 2015 Sioux Falls Convention Center – Lewis/Clark & Interlakes • 2016 Aberdeen Ramkota – North Central • 2017 Sioux Falls Ramkota – Cornbelt & Sioux • 2018 Pierre – Central & Palace/Pheasant • 2019 Sioux Falls – Lewis/Clark & Interlakes • 2020 Rapid City – West River • 2021 Sioux Falls – Cornbelt & Sioux
How to Submit Your Award Nominations • Nominating counselors for the awards is the responsibility of the entire chapter… NOT just the president or the Chapter Officers • It is a privilege and a benefit of being a chapter member to be able to nominate a fellow counselor for an SDCA award • Gathering award nomination documents does NOT have to be a chore.
Award Nominations • Step 1: Call a Meeting Remind members this is one of the “major perks” of being a member… …and maybe serve some food.
Award Nominations • Step 2: Be Prepared Bring everything the members need to the meeting so that they feel empowered to participate. Make enough copies so everyone gets the handout.
Award Nominations The List • Sign up sheet that includes a spot for the members PHONE & EMAIL ADDRESS • A list of each award with details of the criteria for nomination (See Handout Page 2-3) • List of past award winners (This is on the Website under Conference > Awards: http://www.sdcounseling.org/awards.html • Sample Nomination Letter and Letters of recommendation. (See Handout Page 5-6) • Assignment Sheet (This is just for the president as the organizer (See Handout Page 7-8) • Phone Book (Yep… the old fashioned yellow thing with lists of names and landline phone #s)
Award Nominations • Step 3: Make Your Picks Ask the group for nominees Have some discussions Have a silent vote if necessary Assign everyone their tasks
Award Nominations Use your “Assignment Sheet” Try to give people only 1-2 assignments Provide any on the spot phone numbers or email addresses that you can When considering who may write a Letter of Nomination, Suggest: Co-workers, Pastors, Staff, Supervisors, or People in the room
Award Nominations • Step 4: Follow Up After the meeting, craft an email that lists each award and who was assigned that task and send to all who were assigned a task. Follow up with another email in a couple weeks to see how people are coming along. Offer helpful suggestions if needed.
Award Nominations***Be Sure to Submit the Correct Documents • The Nomination Form • (See Handout Page 4) • The Nominating Letter • (See Handout Page 5 - Top) • Letter of recommendation 1 • (See Page 5 – Bottom) • Letter of recommendation 2 • (See Page 6) *A Curriculum Vitae or Professional Resume may be submitted but is Optional.
Recruiting and Retaining Members Organizations are only as alive and productive as their membership. And, as members graduate or decided to leave a group, efforts to recruit “new blood” should be made. Not only do new members help replace outgoing members, they also enhance the organization by providing new ideas and energy. Why Do People Join? Experience Socializtion Recognition Leadership Skill Development Friendship
Where to find new members: • Currently Licensed Counselors: http://dss.sd.gov/behavioralhealthservices/docs/CounselorsMarriageFamily/BCEWEBLISTcurrent.pdf • Utilize existing members to share with their colleagues in: • Private practice, Mental Health Centers, Human Service Agencies (VOA, LSS, Etc.), Schools, Colleges, Etc. • Pay special attention to past members and/or inactive members • Have at least one OPEN MEETING a year • Offer discounted training rates for people who are members. • When promoting fundraisers, community involvement… let everybody know, not just members – this increases members pride and makes people who aren’t members wonder what their missing. • “Local Counselors Delivery Blankets to the Homeless” • Give current members something to brag about.
Other things to consider: Ask Questions: • What have you done in the past for recruitment? What worked and what didn’t work? What were your final membership numbers under your current plan? • Membership Benefits, What will members get out of their membership? What does your group offer that is different or unique? What rewards will be received after one, two or three years of membership? • Getting the Word Out, What strategies can you use to promote your group? How can you invite students to check you out? Who do your current members know that they can make contact with? • Welcoming Potential Members, What are some extra special things you can do to make potential members feel welcome and wanted in your group? What events could you create just for new members? How can current members be a part of the welcoming process? • Check in with members to see if they are feeling fulfilled, looking for new challenges, or feeling overwhelmed with responsibility.
Chapter Member Benefits • Professional Development • Training events with CEU’s • Guest Speakers – current “hot” topics • Book Clubs and other Small Interest Groups • Networking Opportunities • Support & Guidance from your Colleagues • Opportunity to be a Voice for your Profession in Your Community
Tips For New OfficersMake the Most Out of Your Year • Chapter meetings – make sure the connection is made between all the areas represented (agency, school, graduate student, etc.) • Social events – get out in the community and have your events in the local marketplace. Be visible. • Training Events/Professional Development – be sure to team up with colleges, universities and other training facilities. Also use Professional Counseling Agencies to host or sponsor events. • Plan all the social activates/events for the entire year and post the dates.
Tips For New OfficersMake the Most Out of Your Year • Start with the Executive Board – this is a good way to bond and develop a working relationship. • Be diverse in your events. Traditional events are good so people look forward to them each year but don’t be afraid to try new ideas. Not everyone likes to do the same things. • Partner up with community service opportunities. People enjoy giving back to help support their community. • Be sure to include the spouses and significant others. • Keep the cost for the event as low as possible. • Don’t be disappointed if only a few show up. The ones who are there will enjoy their time together.
GETTING THE HANDOUTS • YOU WILL RECEIVE THE HANDOUTS BY EMAIL NEXT WEEK • THANK YOU FOR LISTENING WITH EXCITEMENT AND ENTHUSIAM!!! QUESTIONS?