A Board member is a representative of their state CEG or member association. The Board member needs to understand their CEGs issues and feel confident they can speak on behalf of the CEG and make decisions on behalf of the CEG.
The Board member also wears an ACCE hat and is expected to support and promote ACCE views to their CEG and in the general community.
Board members often take on roles within the CEG. This might include an executive position (i.e. Treasurer) or might include leading roles in projects being undertaken by ACCE.
Being an ACCE Board member is an additional professional commitment and although not usually too arduous, it is a serious commitment of time, energy and emotional support.
Meetings
Board meetings are usually held three times a year, in early March, July and October. The precise date is set at the previous meeting and available through the Board meeting minutes. Where practical, one of the meetings will be held on the day before an ACEC conference. This special meeting will include all CEG Presidents.
The first meeting of the Board includes the AGM where executive are elected, the Auditor's Report is presented and the policies are reviewed.
It is usual that if the elected CEG Board representative is unable to attend, that another person attends the meeting to represent the CEG.
ACCE pays for the travel costs of the Board member to two meetings a year. If a third meeting is held in conjunction with an ACEC conference, it is expected that your employer or CEG will fund their travel costs. If the third meeting is not held in conjunction with an ACEC conference, ACCE meets the travels costs from its funds.
CEGs pay the accommodation / breakfast costs of the Board meeting at non-conference Board meetings. It is expected that person's employer or CEG will fund their accommodation a the ACEC conference.
ACCE pays for lunches and dinners at Board meetings.
Watch the email on acce-board for organisational arrangements and answer promptly.
The Board selects a location that will be most economical unless the Board is coinciding a meeting with a special event. Because the ACS representative is in Melbourne, the Board meets in Melbourne most often. CEGs can request a Board meeting to be held in their state and ACCE will try to accommodate this.
Before a meeting
You need to deliver a state report to all meetings, unless otherwise advised. You may need to collaborate with your President to prepare this written report. It is usual to bring 12 copies of the report to the meeting.
State reports should contain the following data:
- Demographics of membership, chapters, special interest groups
- ACCE Professional membership summary
- Reports on publications and any issues of concern as well as successes
- Conference and professional development program news, with a view to sharing models and tips for success
- State issues impacting on the CEG
- Issues relevant to the CEGs relationship to ACCE
- Professional ideas and news that Board members can share.
Check the minutes and the Actions List document circulated with the minutes before that meeting and try to complete tasks you agreed to complete. Bring your minutes and all relevant documents you need to the meeting. Don't waste valuable meeting time racing to the photocopier.
Make sure your details and your CEGs details, especially member numbers and delivery addresses are completely accurate before each Board meeting. The Control Room for Board members allows you to maintain your own data.
During a meeting
You might like to take notes, develop your own Action Last and begin compiling a Report to deliver back to your CEG while a meeting is in progress.
It is usual for the newest Board member to supply high quality chocolates for Board members every afternoon.
The host Board member needs to have a selection of appropriate dinner suggestions ready for the meeting.
Each Board meeting means folks miss out on something they might like to do. thus minutes are titled 'Not the ...' meeting. A memorable meeting was the 'Not the Mardi Gras meeting' in Sydney in the middle of Mardi Gras weekend. Board members are responsible for checking out the 'About Town' guide in their motel room to see what they cannot go and do. Such dedication!
Board meetings are very busy and although Board members should bring walking shoes and swimming togs (even to Melbourne) to every meeting, you probably won't use them. However some Board members have been known to undertake hurricane-like shopping sprees at no notice. Bring your Swatches!
After a meeting
Develop a report to deliver to your CEG management team and consult with your President about issues raised at the meeting.
Consult your jobs list and schedule in time to complete tasks.
Ensure you check your mail regularly to support your fellow Board members.