ALABAMA COUNSELING ASSOCIATION   n   Leadership Handbook


 

 

 

DUTIES
AND
FUNCTIONS

 

 

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ALCA
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Chapter and
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DUTIES & FUNCTIONS


 


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ORGANIZATIONAL RESPONSIBILITIES

 

Each Chapter and Division is granted the rights and privileges afforded any representative unit of the Alabama Counseling Association.  As such, each ALCA Chapter and Division has the official endorsement and support of the ALCA executive organization.

 

Each ALCA Chapter and Division is given the right to be an official member of the ALCA Executive Council with speaking and voting privileges at all official business meetings of the Alabama Counseling Association and to represent ALCA to external constituents.

 

Along with these honors come certain responsibilities.

 

Each ALCA Chapter and Division is expected to have an official presence and active participation at all ALCA Executive Council meetings. Representation at all ALCA meetings and events is crucial.

 

ALCA Chapters and Divisions are expected to plan, host and sponsor various meetings and activities for the benefit of its members.  Additionally, they are expected to participate in statewide conferences, workshops, meetings, and events sponsored by ALCA.

 

ALCA Chapters and Divisions are expected to publish a regular newsletter to demonstrate a professional presence, to announce upcoming activities, and to provide relevant information.  Additionally, they are expected to submit material to the ALCA Newsletter and ALCA Journal.

ALCA Chapters and Divisions are expected to keep the Executive Council updated as to their activities and to report to state leaders as to their ongoing desires and concerns.  Chapters and Divisions are charged with the responsibility of insuring that ALCA is responsive to the needs of their members.

 


PRESIDENTIAL RESPONSIBILITIES

 

Each Chapter and Division President is the official leader and representative of his or her organization.  The President is the chief administrator of the organization and oversees all of its operations and activities.  The President represents the goals and philosophies of the organization to the ALCA Executive Council and to the public at large.

 

Each ALCA Chapter and Division President is expected to attend all ALCA Executive Council meetings.  The President serves as spokesperson for his or her organization.  The President serves as liaison between the ALCA Executive Council and his or her Chapter or Division. The President is responsible for making official decisions and casting official votes on behalf of the members of his or her organization.

 

The President is expected to make regular reports to the members of his or her Chapter or Division regarding the activities of the ALCA Executive Council and to solicit feedback from the members on issues under discussion. The President should insure that information is accurately transmitted between the Executive Council and his or her Chapter or Division.

 

The President is expected to preside at the various business meetings of his or her organization.  The President is empowered to make committee appointments on behalf of his or her Chapter or Division.

 

The President is expected to possess the requisite attitude and disposition of a leader. In addition to effective managerial abilities, the Chapter or Division President should possess strong interpersonal and attending skills, well-developed problem-solving and critical thinking skills, and excellent team building skills. The President should be a good listener and open to communication from the members.

 

The President is expected to facilitate an open and affirming environment for all members of his or her Chapter or Division and to make deliberate efforts to encourage and insure participation and involvement of all members. The President is expected to oversee the planning of various programs, events, and activities presented for the benefit of the members. The President is expected to provide opportunities for leadership development among the members of his or her organization.

 

The President should submit requested reports to ALCA Officers or Chairpersons in a timely manner. The President is responsible for insuring the official involvement of his or her organization in such large-scale ALCA activities as the program selection process of the annual conference, the state awards review process, and the nominations and elections of state officers.

 

The President should address the developmental needs of the members of his or her organization by ensuring adequate representation of relevant content sessions at state conferences and other professional workshops. In pursuit of this objective, the President should encourage his or her members to actively participate in ALCA state conferences as trainers, facilitators, and program presenters.  The President should urge his or her members to plan presentations, submit proposals, and conduct seminars that specifically address the relevant professional concerns of the organization.

 

The President should submit articles, commentary, and other relevant material to the Chapter or Division Newsletter, to the ALCA Newsletter, and, as appropriate, to the ALCA Journal. Additionally, the President should encourage his or her members to submit material to these publications.

 


TOOLS & RESOURCES

 

To be effective in leading a Chapter or Division, certain administrative tools and operational resources are necessary. Customarily, the past officers will pass down to the newly elected officers assorted files, reports and organizational materials that are helpful in maintaining continuity from year to year.

 

Among the relevant reports that are filed from previous years are strategic plans, annual reports, financial reports, membership reports, program reports, calendars of events, and minutes of business meetings.

 

Each ALCA Chapter and Division should maintain an updated copy of its official bylaws, accompanied by its mission and goals statement, and values and vision statement.

 

Each ALCA Chapter and Division should have an organizational chart or diagram explaining the structure of the organization. Written descriptions of the duties and responsibilities of each officer and committee should be available.

 

Each ALCA Chapter and Division should maintain an updated list of its current members, including accurate identifying data and contact information. Ongoing communication with the members of the organization is vital and can be managed effectively with the use of a good membership list.

 

Each ALCA Chapter and Division should annually generate an updated directory of its officers and committee chairs.  Additionally, an available copy of the directory of the ALCA Executive Council members would be very helpful.

 

Each ALCA Chapter and Division should annually develop its strategic plan, including organizational objectives, budget, and calendar of events.  At the end of each year, an annual report should be written to document the accomplishments and activities of the organization.

 

Each ALCA Chapter and Division should have previous years’ copies of its newsletters and brochures and promotional materials from its activities and events. Generally, an historian is appointed to manage archival material, which might also include photographs and other mementos.

 

Each Chapter and Division should have helpful resource materials available for planning purposes. Among the most useful tools are such items as the ALCA bylaws and the current ALCA calendar of events. It will be necessary to have a list of the various deadlines associated with newsletter submissions, program proposals, award nominations, and officer nominations and elections.  Most organizations find it helpful to have a copy of the book, Robert’s Rules of Order to assist with parliamentary procedure.

 


CALENDAR OF ACTIVITIES

 

Consider this suggested yearlong schedule as a guideline for conducting various local activities and meeting certain state deadlines.

 

MAY

Attend ALCA Spring Retreat and Leadership Workshop

Meet with Elected Officers and Form Local Executive Council or Board

Identify Functions and Make Committee Assignments: Newsletter, Nominations & Elections, Awards & Resolutions

Discuss Submission of Program Proposals for ALCA State Conference

Brainstorm About Upcoming Activities and Events

Develop Strategic Plan and Create Annual Calendar

 

JUNE

Conduct Local Meeting With Members

Begin Planning Upcoming Activities and Events

Publish Local Newsletter

Review Criteria for Awards and Identify Members for Awards Nominations

Submit Program Proposals for ALCA State Conference

Submit Items to ALCA Newsletter

 

JULY

Attend Summer ALCA Executive Council Meeting

Serve on Program Selection Committee (Divisions)

Begin Awards Nomination Process and Paperwork

 

AUGUST

Begin Membership Drive

Discuss Plans for ALCA State Conference

Update Progress on Planning of Upcoming Activities and Events

Begin to Identify Possible Nominees for State Officer Positions

 

SEPTEMBER

Conduct Local Meeting With Members

Present a Social or Educational Program

Update Progress on Planning of Upcoming Activities and Events

Submit Nomination Packets for Awards

Submit Items to ALCA Newsletter

Finalize Plans and Make Arrangements for ALCA State Conference

 

OCTOBER

Publish Local Newsletter

Submit Nominees for State Officer Positions

 

NOVEMBER

Attend ALCA Fall Executive Council Meeting and ALCA State Conference

Attend Awards Breakfast at ALCA State Conference

Attend Major Conference Events

 

DECEMBER

Present a Social Program or Membership Event

 

JANUARY

Conduct Local Meeting With Members

Cast Ballots for State Officers

Begin Planning for Next Slate of Local Officers

 

FEBRUARY

Present a Social or Educational Program

Publish Local Newsletter

Finalize Next Slate of Local Officers

 

MARCH

Attend Winter ALCA Executive Council Meeting

Attend Day-On-The-Hill Legislative Event

Conduct Elections of New Local Officers

 

APRIL

Conduct Local Meeting With Members

Install New Local Officers

Recognize Contributions of Officers, Committee Chairs, and Members

Prepare Annual Report

Send Tax Information Sheet to ALCA Executive Director

 


MEETING AGENDA

 

A successful meeting generally combines business issues, information dissemination, networking and social opportunities, and a developmental component.

 

A typical meeting agenda…

 

Call to Order / Introduction

Secretary’s Report / Reading of the Minutes

Treasurer’s Report

Officer Reports

Committee Reports

Unfinished or Continued Business Items

New Business Items

Program / Guest Speaker / Training / Team Building Activity

Announcements

Adjourn

Social Time

 

 

 

 


ALABAMA COUNSELING ASSOCIATION   n   Leadership Handbook