Explanation of How the Chapter Summit Will Be Conducted
The input and recommendations of all chapter leaders are needed for the Chapter Summit. As you read through this explanation, you will see the importance of pre-Summit posts on the Summit Discussion Blog.
Briefly, the caucus style Summit summarizes all the earlier discussions which are formatted as recommendations and “voted” upon by those attending the Summit.
In this “Explanation Document” you’ll find:
I. Here’s an outline of how the Summit is going to work.
1. Prior to the Summit, Chapter leaders/any NSA member enter remarks on the discussion blog and notes are maintained from the CLC discussion at the summer convention
2. Facilitators review the discussion blog and notes and prepare a list of recommendations to be vetted at the Summit and voted upon
3. During the summit, table groups review and prioritize the list of recommendations
4. Discuss the top recommendations to be submitted. This is not a debate about the issue, but consensus is desired as each member of the table group votes on whether to send it to the plenary session as written or to withhold it for review and rewording per #6 and #10 below.
5. Individual(s) at the tables prepare a recommendation form
6. Table groups and facilitator vet the recommendation
7. Recommendation Headline is brought to the President
8. President calls the recommendation to the floor. Recommendation is read to the entire Summit at the plenary session and voted upon
9. Recommendation is entered on the Wall Size flow chart
10. Finalized recommendations, conflicts, and other ideas that didn’t make it to the plenary session will be reviewed by an after-conference group who will present the findings to the board of directors.
1) The objective of the facilitated sessions (I called them "caucuses" for a reason in that they are NOT the typical facilitated roundtable discussions) is to discuss the menu of recommendations (taken from the blog etc.) and to make some recommendations during the plenary session. As such, the facilitator's job is to ensure recommendations that are vetted by the smaller group and are substantial/worthy/well-crafted to make it to the plenary - and not at cross purposes. However, if recommendations do sub-optimize each other, that will be left for the post-summit working group to sort out.
2) The facilitators at each table during the Summit are to prepare a summary of the recommendations found in earlier table discussions and in the discussion blog. Jan Dwyer’s attached summary shows how discussion topics can be converted into recommendations. The lead proponent (the person who wants to make sure this recommendation is adopted, NOT the facilitator) is to present the recommendation during the plenary session. So, the roundtable conversation is really happening right now on the discussion blog. The list of recommendations will be presented to the smaller group at the Summit, and then they, either collectively (I hope) or individually craft a recommendation. It will be up to the facilitator to use the designated moderators to let Kristin know if a recommendation is ready to come to the floor. So ALL recommendations can be crafted by ANYONE. Even if it doesn't make it to the floor, we will be picking up ALL the recommendation sheets. (EACH recommendation is filled out by a "proposer" - not by a recorder for the entire group)
3) What is a worthy recommendation? It is specific, and you instinctively feel that there is a majority within that smaller group that is in support of the recommendation. If there is no support, then it needs to be reworked. That's why it is a "caucus" and not be a traditional facilitated session. It may actually get quite fractured as sub groups work on different recommendations
Be very specific about the words ... as the actual recommendation is what will be presented to the Board. The rich and robust conversation you have in the smaller group will NOT follow the recommendation. So please be very intentional about the words you/the group chooses to put in the recommendations.
As the "president" of the plenary, I will NOT accept a recommendation from the floor unless it has been vetted by the facilitator. Moderators or runners will transfer Recommendations from the tables to the President after the recommendations are vetted by the facilitator.
4. So...the summary that facilitators are preparing before the Summit is the jumping off point for the summit. It's crucial to our success and I REALLY appreciate the facilitators trolling through the source material and extracting ALL the recommendations. The conversation has been occurring for a while. And, frankly, if it doesn't come to the forefront, then it isn't something that has to be in the charter.
4) The source material has a lot of "don'ts. Facilitators should have that list in their back pocket - or annotate a recommendations with a few caveats for the "other comments" section. Or, the “don’t” could be established as a recommendation that “NSA stop ...” or “Chapters discontinue ...”
5) Once the recommendation has been introduced and discussed at the plenary, the PROPOSER will then take the recommendation sheet over to the "Wall" - a blank wall where we will post the recommendations on a continuum from “very supported” to “not at all”. We'll ask a CLC volunteer to be the "wall manager" to help the proposers put the recommendation sheet in the right place?
6) Supporting Wall Charts. Posted at the Summit will be a Chapter mission as well as the NSA Mission and Vision. We’ll have a separate flipchart that has the "nine goals" posted
Subjects under Chapter Collateral Materials:
Definition: Chapter collateral materials are those things that support the functions of the chapter (marketing, administrative, financial, etc). Some of the functions that a chapter needs to operate efficiently are:
a. Website (for on-line registration/marketing chapter programs, etc)
b. Programming calendar schedules
c. Logos
d. Membership Directory (on-line or print)
e. Registration
f. Other?
Possible recommendations: Chapters are to establish and maintain collateral materials to include but not limited to:
a. Chapter website (independent or part of national’s service)
a. It is recommended that NSA National host or provide for chapters who want to use it, hosting service for chapter websites, including templates and easy-to-update access for chapters
b. Recommend that National provide a standardized website template for chapters to use.
Issues related to Website: Items such as these would be included on the Recommendations form under “Other Comments” as items to be determined.
i. How to keep website up to date. (Use technology so website constantly updated)
ii. Word press based
iii. Integrate Video/SEO
iv. Function on website for meeting registrations
v. Function on website for chapter programs
vi. Have a forum/discussion board
vii. Have website calendar
viii. Logo
ix. Chapter directories could be housed on the website
x. Website vs. Blog discussion forums
xi. Using a website to build community (Ning platform)
b. Chapter Programming Calendar schedule
a. All chapters to maintain an online calendar of events
b. NSA to maintain an online calendar of events to include all chapter events around the nation.
c. Chapter logo NSA to create and maintain standardized, consistent guidelines for every chapter to follow as it is related to the Chapter Logo."
d. Membership Directory (on line or print)
a. All chapters have an on-line membership directory
b. All chapters source the NSA online directory (driven by eSpeakers) for the chapter online directory.
c. All chapters create a printed directory.
e. Registration
a. NSA to enable online registration for chapter events
f. NSA/chapters to keep historical file of Spam/Swipe file
Recommendation Form
I propose that:
NSA create and maintain standardized, consistent Chapter Logo guidelines for every chapter to follow."
Timeframe to Implement:
√ Now! Just Do It!
o In the next year
o In the next 2-3 years
o In the next 4-5 years
Resources Required to Implement:
Review of archived guidelines Review of chapter logos in use
Funding/Budget Line Item Required to Implement:
NSA Staff member time required to review information at Tempe offices
Other Comments:
Logos currently being used by chapters should be considered when establishing the guidelines.
Proposer Name: Jane Doe
Straw Poll Results