General Questions About Kindervelt Group/Chapter Procedures

WHAT IS A PRESIDENT’S ROLE DURING A MEETING?

She is a moderator, not a participant. She keeps the meeting moving along. (Prepared agendas are very helpful.) She guides the discussions, keeping to specific topics and occasionally she must sum up a discussion. She calls for votes or consensus agreements, draws out even the group’s quiet members during discussions. It is the president who sets the tone of the meetings and it is her responsibility to make each member feel she’s an important part of the group.

WHAT IS THE IMMEDIATE PAST PRESIDENT’S ROLE DURING THE MEETING?

She can relax, sit back and listen, but she also provides the resource and continuity to the new president and board.

HOW CAN THE PRESIDENT DETERMINE THE NEEDS AND DESIRES OF THE GROUP?

Use questionnaires and brainstorming sessions to determine the talents and interests of your group’s members. Following each project, evaluate it thoroughly to determine if your members enjoyed working on it and if they felt the time expended was worthwhile.

WHAT SHOULD BE IN THE PRESIDENT’S RECORDS?

These records are the group’s history, since it is passed from president to president. Items to be included: list of officer duties and officer’s reports, copies of meeting minutes, membership lists, by-laws, group’s general information sheets, group’s mini-history, Survival Kit, all Kindervelt Annual Reports, and newsletters.

WHAT ARE THE BENEFITS OF HAVING BYLAWS?

Bylaws give structure to a group and help to eliminate conflicts by determining policies before controversial situations arise. Usually, bylaws include meeting dates and attendance requirements, membership duties, lists of officers and duties, nomination procedures, dues, etc. All bylaws can be amended. Groups that use bylaws have more credible structure.

WHAT ARE THE BENEFITS OF HAVING MEETING AGENDAS?

Utilization of a pre-printed agenda facilitates the flow of the meeting. The president is able to present topics in the order she feels is most logical. When each member is given a copy of the agenda, the meeting discussions are more likely to remain focused on specific subjects.

WHAT IS AN EXECUTIVE BOARD IN A KINDERVELT GROUP?

The Executive Board usually is comprised of the primary officers: president, vice president or co-presidents, secretary, treasurer, projects, membership, Markt rep and any other designated officer(s). Often, the past president remains on the board to provide continuity. The group’s board can review and discuss ideas before they are presented to the group as a whole. Also, the board has overall responsibility for coordinating group activities, recommending group policies and maintaining the group’s direction.

WHAT ARE SOME METHODS OF ELECTING OFFICERS?

Nominating yourself or another person in your group for an officer position is a great way to fill the board for your group. See Methods of Electing Officers in the “How to Form a New Group” section in the Survival Kit to get more ideas. The president of each group has a Survival Kit.

HOW DOES A GROUP MAINTAIN CONTINUITY FROM ONE YEAR TO THE NEXT?

Prior to officer changeover, a joint meeting of the old and new officers is very helpful. Written reports are invaluable. The outgoing officer is able to record helpful hints and a detailed description of duties for her successor. Ideally three copies of the report should be submitted. Example: One for the incoming officer, one for the president and one for the files.

HOW CAN A MASS EMAIL BE EFFECTIVE?

The president should have all of the members in her group on an email list. This serves as a personal link as she helps the group members keep informed about activities and important communication. Email and the internet can be used to bring members that have missed a meeting up to date and to share new information and/or changes that pop up mid month. This form of communication can help us reach out to new members, and help new members become involved.

Some members do not have access to email. If this is the case, a phone call or mail is invaluable to keep in touch with that member.

WHAT ARE THE BENEFITS OF SOCIAL FUNCTIONS?

There are several benefits. One, of course, is being able to give yourself a pat on the back for all of the work you have done. Another is that husbands and significant others can be involved. Often they deserve a pat on the back to say “Thank You” for their continuing support of the Kindervelt Family. Social functions help new members feel comfortable and a part of a friendly atmosphere and reinforces that Kindervelt is not only a way to raise funds for Cincinnati Children’s, but also a way to have fun.

WHAT IS THE KINDERVELT NEWSLETTER AND WHY DO WE HAVE ONE?

The Kindervelt newsletter contains information valuable to all Kindervelt members about the individual groups, Kindervelt Board of Trustees, Cincinnati Children’s, the Markt Steering Committee and other committees. It is published 10 times throughout the year.

HOW SHOULD INFORMATION BE SUBMITTED TO THE NEWSLETTER AND WEB SITE?

The group publicity chairman should submit the information for the newsletter to the citywide newsletter chairman. Information for the web site should be submitted to the citywide webmaster chairman. This information can be sent with your president to President’s Council meeting, by mail, fax or email.