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Amendments, Motions and Resolutions, Oh My!

Posted By Administration, Wednesday, December 11, 2019
Updated: Wednesday, December 11, 2019

As chair of the SDA National Bylaws Committee, it’s my job to help national and all chapters assure that their bylaws and standing rules are current and in compliance.

But what are bylaws anyway? They are the document that governs the national organization (or chapters), basically a contract between the organization and its officers so that the business of the organization is conducted consistently. They describe various membership categories, committees, types of meetings and how they are held, and the people who have authority to make decisions, among other things. As a chapter, your state requires bylaws in order for you to be organized in that state. (And SDA National requires that you have bylaws/standing rules to remain in good standing as a chapter.)

In general, bylaws shouldn’t change considerably, unless there are changes within the organization that would require changes to the bylaws.

Standing rules establish specifics for the organization, such as uses of finances and responsibilities of committees.

Bottom line, bylaws are designed to be overarching and procedural, while standing rules are specific and administrative.

Sounds complicated, I know… That’s why SDA’s Bylaws committee exists – to help members and chapters understand their bylaws and standing rules, and to assist when changes are contemplated.

We’re a small committee (shout out to Gretchen Renz, CDFA, my right-hand committee member and our ExCom Liaison, Karen Roman, FSDA), and we don’t get much time in the spotlight, which is just how we like it. Unless there are amendments to the national bylaws or standing rules that create a lot of discussion during the annual business meeting. Remember the name change amendment?

But we’re here when needed – by ExCom and chapters – when a question arises regarding conformance with bylaws, when a chapter wants to make a change, or has a question. Just the other day I received an email about whether or not their chapter had a quorum. The answer was yes, by the way.

So remember your national Bylaws Committee when you have a question – we love to hear from you!

 

 

Betsy Nickless, FSDA, currently serves the SDA National Bylaws Committee Chair.

Contact Betsy 

 

 

Tags:  Bylaws Committee  SDA  Society for Design Administration 

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Cell Phones at the Office

Posted By Administration, Monday, December 2, 2019
Updated: Tuesday, December 3, 2019

A few months ago I read a post on professional forum that has stayed with me due to the fact that I was absolutely shocked by the content. Actually, first I laughed because for a moment I thought the whole thing was a joke.

Here’s the story: The owner of a small firm (seven people) wrote that he was very concerned that his employees were wasting time and making more mistakes on drawings because of their cell phones. He believed the phones were too much of a distraction. His proposed solution was to take the phones away from everyone and put them in a cubby near his desk. The employees could have their phones back for their lunch break and when they left for the day.

Take. Their. Phones. Away.

Like kids in daycare checking their backpacks? In a cubby?

He also mentioned that he got the idea from a friend of his (another firm owner) who tried that approach and two employees quit on the spot. Really? I was surprised it was only two.

The response on the forum was fast and brutal. From “you have GOT to be kidding” to “I would be the first one out the door” to “what decade are you living in?”, there was not a single response supporting his plan. Several people suggested he might want to give some serious thought to his management style.

When cell phones first became popular, our firm’s unwritten policy was that you had to silence the ring so you wouldn’t disturb your co-workers. That was really just the reasoning of one principal and didn’t last long.  Today, our cell phones ring more than the landline does, and I can usually figure out who’s phone is ringing because I recognize the ring tone!

My cell phone is a tool at work, just like my computer. I access our bank accounts online every morning, and for certain functions, the bank sends me a code via text. It’s common for someone in one of the conference rooms to text me to step into a meeting. My co-worker sends me a text if she’s running late because of weather. I check email at home from my cell phone, night and day.

I’m sure a lot of firms have policies that others would find unusual or overly strict, but I just can’t imagine working where you were denied access to your cell! Unless you work for that giant company that ships everything in boxes with smiles on them… check out a few other weird company rules here.

How is your company handling cell phones in the office? Tell us in the comments below.

 

 

Karen Roman, FSDA, is the Business Manager for Intergroup, Inc. in Littleton, CO.

She is the current SDA National President-Elect for the 2019-2020 term.

Tags:  Cell Phone Policy  Cell Phones  SDA 

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SDA National President's Message - October 2019

Posted By Administration, Monday, October 21, 2019
Updated: Monday, October 21, 2019

The A/E/C community is full of passionate, smart, and influential principals, C-level, and other business industry experts. They help build communities, employ thousands of people across the country, and create living legacies that span decades. We honor their contributions to the industry and our communities.

Still yet, we all face similar challenges, regardless of the size of our firm(s), and for our firm(s) to be sustainable, our businesses need to be profitable, influential, and impactful. Over the next year, Brooke will be exploring some of these challenges and opportunities with a few Principals that represent our member’s firms.  

She is sharing the interview with the above video blog, and if you would like to read the full interview, you can read it here.

Tags:  SDA  SDA National President Message 

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Word Nerd: Price versus Cost

Posted By Administration, Monday, September 23, 2019
Updated: Monday, September 23, 2019

I manage the Seattle Chapter’s events on its website and if one has to pay to attend one of our events, I also have to set up the mechanism to allow people to pay for the event. And that brings me to this: Do I set the attribute as “Your Price” or as “Your Cost” – that is, which word will be displayed when one goes to pay for one of our chapter events: Price or Cost?

I had been setting up the payment page using Your Cost.

Then Seattle member Kurt Wong, CDFA, told me the correct way is to display Your Price instead.

I’m like, “Okay, but does it really matter?”

And you know what? It does matter.

If you’re the person registering for a Seattle chapter event, for example (insert shameless plug here ;o>) this event that’s coming up: https://tinyurl.com/y4strf6o: Are you more likely to say to yourself something like, “What’s my price to attend this event?” Or, do you say something like, “How much does this cost to attend?”

I tend to lean toward the latter (whether that’s right or wrong).

As the person who is creating the payment page on our chapter website, I also tend to think, “I need to tell them how much this is going to cost them to attend.” So I had been displaying Your Cost on the payment page. My perspective was this: I’m telling the person who is paying that the chapter’s cost is X, without looking at it from the viewpoint of the person who is paying, which would be their price.

Kurt’s way prompted me to learn a little bit more, so I clicked the Difference Between link he sent, which basically says that the two terms shouldn’t be confused with each other, and that the two terms are often switched in normal conversation.

Kurt was right; we really should be using Your Price on our website’s payment pages. (And to add even more value – because that’s what SDA members do, you know – Kurt suggested I remove “Your” from the payment page to tidy up the page to make things cleaner and better aligned.)

Leave it to another SDA colleague to help set things straight . . . thanks, Kurt!

 

 

 

Judy Beebe, FSDA is our resident 'Word Nerd'  and

serves as the 2019-2020 SDA Seattle Chapter Vice President.

 

Tags:  SDA  Society for Design Administration  Word Nerd 

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The Importance of a Records Retention Policy

Posted By Administration, Monday, September 23, 2019
Updated: Tuesday, October 1, 2019

Writing many office policies, I cannot count the times that having a template or base document would have proven valuable. I am amazed at how little people are willing to share outside of SDA. However, sharing our experiences, information, and knowledge is a valued benefit, and I am glad to have the opportunity to partake.

A Records Retention Policy may not be what most of us are eager to write; however, they are important. A good policy can help you increase efficiency, productivity, help maintain compliance with the ever-changing regulatory requirements, and minimize storage costs and risk of fines and penalties due to keeping outdated information past its lifetime in the event of a law suit. 

We all can agree that using shared information and templates do not eliminate our responsibility to ensure compliance with our state statutes and regulations. They are not meant to be all-encompassing. Nor is the template that is I am sharing today.  It is merely a good place to start.

If you are developing a policy for your firm, it is advisable to have a Principal/Owner review it, and if possible, have your legal advisor "bless" it too.

You can find a Sample Records Retention Policy Template here.

 

What policy templates do you need or do you have that others might benefit from? Share your thoughts in the comment box below. 

 

 

 

Brooke Simcik, CDFA is the Business Manager for VAI Architects Incorporated in Dallas, Texas.

She currently serves as the SDA 2019-2020 National President.

 

 

 

 

 

Tags:  Records Retention Policy  SDA  Society for Design Administration 

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