Immediate Past President Report July, 29 – 30, 2016
It has been my pleasure to continue to work with SECA as the Immediate Past President. Most importantly, I have continued to work with Carol Montealegre, SECA President, to assist in any way I can.
I have worked with the Executive Committee on calls to the Alabama Affiliate Group
I have conferred with the Kentucky Affiliate to answer questions and lend any guidance I could during this time of change. I attended a meeting with Glenda in Louisville on July 12th during which time the Kentucky Board President Maria Rutherford signed a new charter with SECA.
I worked with the Succession committee to prepare a description for a job posting and created a job description for the SECA Policies and Procedures Manual and helped to prepare a timeline for the Succession Committee to accomplish its goals of hiring a new SECA Executive Director. I also agree to continue serving on this committee into the future.
I have agreed to chair a committee/task force to organize Glenda’s Retirement Celebration in Biloxi.
I communicated with Melanie Clark (past SECA Board) who wanted to know if SECA could do anything to assist childcare providers in the flooded areas of West Virginia. What can we do? I asked her to be more specific about their needs. I am waiting to hear back from her.
As part of my job description, I am charged with updating the SECA Policies and Procedures Manual. I am including the proposed changes to the SECA Policies and Procedures Manual here. Policies and Procedures are not like the By-laws. They are not set in stone and are a very fluid document. Carol and I worked together on some of these changes to adapt to the Board as things are right now. Next year some of these policies and procedures could change. Policies and Procedures change and adapt to the association as it changes and adapts to current situations. Even though it was a huge undertaking, I still feel like it is good for the Immediate Past President to take on this project. Please look over them and carefully consider the changes. We will answer questions and lead discussions at the meeting. Then we will hopefully be ready to vote on these proposed changes.
Page 12President change…his/her state affiliate executive board preferably within the past 5 years.
ADD ….*Serve as official spokesperson……conferences, in addition to national conferences of other Early Childhood Associations as budget allows.
Page 13*Plan a new board member…
ADD *Plan a full Board Training at least once during his/her term. The topic should be at the discretion of the President based on observations of current trends in the association. For instance, take a certain section of the Policy Manual that seems to be misunderstood or misinterpreted and present a training on that topic. This is not intended to be a retreat or all day training.
President-Elect ……affiliate executive board preferably within the past 5 years.
Page 15State Affiliate Represetative
Change
Responsibilities:
- Read and become familiar with the SECA Vision, Mission, History, By-Laws and Policies.
- Keep current on the financial status of your State Affiliate and SECA
- Serve as Liaison to the SECA office and the SECA Board of Directors from the State Affiliate by:
- Transmitting information to SECA office and the SECA Board of directors upon request including current State Affiliate and Local rosters, financial status, membership status (increase and retention information) challenges, successes, specific requests for assistance from SECA for initiative to better serve and increase membership, specific requests for assistance in dealing with State Affiliate challenges, such as recruiting Board members, State Affiliate Board meeting calendar, annual affiliate conference information, copies of State Affiliate newsletters, copies of State Affiliate meeting minutes.
- Serve as contact point for information release by forwarding SECA news to the appropriate State Affiliate Board member for dissemination through website, newsletters, etc. Forward State Affiliate news to the SECA office for dissemination as deemed appropriate.
- Serve as liaison to the State Affiliate Board from the SECA office and Board of Directors by providing a regular report on SECA at the State Affiliate board meetings and/or a personal report to the State Affiliate president. (See Bullet 3 above)
- Coordinate SECA activities at the State Affiliate annual conference: ordering and receipt of SECA promotional materials to sell or display, notification to SECA office of product inventory to be shipped for sale, management of the SECA display and sale of merchandise at the conference, provide personal visibility at State Affiliate conference by requesting introduction at conference as the Voice for the State Affiliate membership on the SECA Board of Directors and presenting a session to explain the vision, mission and benefits of SECA and, perhaps more importantly, to gather input from members and potential members of how SECA can best serve them in their work and professional growth.
- Maintain contact and visibility with State Affiliate’s local chapters and generate membership by connecting personally as their SECA Representative via an email forwarding a relevant article or information and/or via a message in the State Affiliate newsletter and/or by visiting as many local chapters and chapter activities as possible during his/her term in office. These contacts are intentionally planned and documented, occurring minimally on quarterly basis.
- Serve as a member of a SECA Commission as appointed by SECA President.
- Attend pre-conference meeting of the SECA Board of Directors and remain visible and accessible to participants at the annual SECA conference. A schedule of required attendance events will be provided by the Executive Director prior to conference. This is a week-long commitment.
- Submit a written report prior to each SECA Board meeting as directed by the SECA President.
- Become familiar with policy manual pages 30 – 36 regarding submitting award winners to the SECA office in a timely fashion. Note “The SECA Office will send one reminder to the eligible states but it is understood it is the responsibility of the state affiliate to meet deadlines or forfeit the award and their place in the rotation.”
- Inform Affiliate Board of Student Grants available (see policy manual page 33)
- Inform Affiliate Board of the requirements of the SECA Representative to ensure this elected/appointed position is filled by a qualified person. Please note that this position requires a full week commitment during the SECA Annual Conference.
- Inform Affiliate Board of SECA election and campaign procedures (pages 36-39 in the policy manual)
- Prepare report prior to SECA Board meetings as directed by SECA President. See Appendix for “SECA Affiliate Representative Report.”
- Inform State Affiliate of Election Policies on pages 38 and 39
Page 22COMMUNICATIONS
- A list of all committee members and their contact information.
EXPENSES Refer to …pages 79 – 82,
Page 23REPRESENTING SECA AT STATE AFFILIATE FUNCTIONS
The SECA Affiliate Representative is to represent SECA at the State Affiliate Functions as stated in “Responsibilities” of State Affiliate Representative.
Page 25Commissions are composed…Board members are appointed to a Commission by the President…
Page 26*Integrates activities…Commissions and working…
Page 26ADD *To provide topics for Leadership Letters and assist in writing 6 letters per year. ADD *To assist in planning Student Activity at Annual Conference.
Page 27COMMISSION ON MEMBERSHIP
ADD *To assist in planning Student Activity at Annual Conference.
COMMISSION ON PROFESSIONAL DEVELOPMENT
ADD *To assist in planning Student Activity at Annual Conference.
Page 28Rotation #1: (2014, 2018, 2022) Alabama, Arkansas, Oklahoma, Tennessee, Texas, Virginia, West Virginia
Rotation #2: (2012, 2016, 2020) Florida, Georgia, Kentucky, Louisiana, Mississippi, North Carolina, South Carolina
All members will serve a one-year term beginning January 1 of the same year as the Immediate Past President’s term. The term will conclude on December 31st of that same year.
Any members of the nominating committee who wish to have their name placed on the SECA ballot for President-Elect must first remove their name from the nominating committee.
Page 29EDITORIAL COMMITTEE Responsibilities:
*Consults with SECA Board of Directors as to the scope and direction of publications.
Page 38 Election Process Timeline
Activity / Timeframe / Responsible PartyAppoint committee members
Solicit and vet Nominations / First Quarter of Immediate Past President’s term
Nominations must be received by April 30th / President
SECA Office and Committee Members
Review applications, interview viable applicants
Select at least two candidates / Second Quarter of Immediate Past President’s term
No later than May 30th / Nominating Committee
Nominating committee
Present Candidates to Board of Directors
Announce candidates and issue ballot
Begin voting / Third Quarter of Immediate Past President’s term - by Summer Board Meeting
Summer Dimensions
September 1st / Nominating Committee
SECA Office
SECA Office
Elections
Votes received and counted
Announce new Pres.-Elect / Fourth Quarter of Immediate Past President
October 1st
October 15th / SECA Office
SECA Office
SECA President and SECA Office
Take Office / January 1 / SECA President-Elect
Page 39AFFILIATION PROCEDURE
Any group of individuals residing in a non-SECA affiliated southern state (Southern states are identified as Alabama, Arkansas, Florida, Georgia, Kentucky, Louisiana, Mississippi, North Carolina, Oklahoma, South Carolina, Tennessee, Texas, Virginia, West Virginia) may become…
Page 41SELECTION OF KEYNOTE AND FEATURED SPEAKERS
Keynote speakers are selected…families. Consideration should be given to diversity and ethnicity of speakers in addition to any particular heritage of the chosen location.
Page 43All authorized Board Expenses……reimbursement. (See page 51 for further Travel information)
SECA SUMMIT
The SECA Leadership Commission…designed to provide an opportunity for affiliate leadership to come together to share input with the SECA Board regarding objectives and goals of the Association. It will also provide time for networking among the leadership and the SECA Board.
SECA SEMINAR We have not really done this in the recent past. This year we are doing the Symposium which provides the opportunity for us to provide “the most experienced early childhood professionals…” Since Dr. T. Berry Brazelton we have not necessarily had the funds every year to support this SEMIINAR concept. It is my suggestion that we eliminate thijs paragraph or that we insert the words “when budget allows” just after the words ”each year”.
Page 47Other SECA Publications
As of July 2016…..include:
Dimensions Extra
The Leadership Letter
Public Policy Notes
Monthly Informational Emails
Public Policy Briefs
Leadership Resources such as Power Point presentations
Provider resources such as informational flyers for parents and staff
Interactive BLOG
Page 49PURCHASING
Three (3)…..Board of Directors.
ADD All expenditures of the Executive Board, except for travel within regular budgeted duties, must be approved by the Finance Commission in advance.”
Page 52SECA President….
The SECA President, …..are required to represent the association during his/her term of office. All reasonable expenses associated with this travel will be reimbursed by the Association in accordance with budget and/or approval of the Board. These …..
SECA Representative Elect
Expenses reimbursed by SECA are expenses to attend a Board meeting prior to taking office, including lodging based on double occupancy and per diem of $75.
Page 54GOVERNANCE STRUCTURE
The Board of Directors shall exercise general supervision of the Association, transact business, and implement the purposes of the Association.
The President is responsible for providing leadership in the planning and implementation of programs and initiatives which enhance the goals of SECA and reports directly to the Board of Directors.
The Executive Director is responsible for the implementation and enforcement of policy and the development of procedures to carry out policy at the direction of the Board of Directors via the President. A copy of the Executive Director’s Employment Contract is available in the SECA office.
All staff work under the policy authority of the Board of Directors. The Executive Director shall delegate authority and responsibility to employees to perform specific functions.
ADD Executive Director Job Description.
Page 80Board members who choose to drive…..in 2016 is $.54 per mile.
Page 83*Dates of Submission/Approval…
…Application for 501(c)(3) with IRS (if applicable)
Submitted by Kathy Attaway, SECA Immediate Past President