National Asian-Pacific Islander American Panhellenic Association

National Asian-Pacific Islander American Panhellenic Association

Board Development & NAPA Planning Weekend

Flip Chart Notes and Facilitator Notes

Facilitator Contact Information

Jim Trigilio

319-626-7679

Jason Pierce

319-335-3059

Prior to the start of the program, participants shared expectations for the weekend. Facilitators continued to review progress by measuring against set agenda and participant expectations.

Expectations:

Meet people
Learn from others
Learn about NAPA
Information to bring back to others
Short term goals
Sharing – be ok being uncomfortable
Do we want this to work?
Broaden horizons
Sense of national structure(s)
Great ideas!
Improve organization/instilling leadership in members
How other organizations run
Get on the same page
Specific program ideas
See how far NAPA has progressed
Define need for NAPA
Act as a community

As the weekend progressed ideas were presented that at times were outside the scope of the conversation at hand and agenda or expectation items. Those items were placed in the “parking lot.” Some of those items were addressed before the program ended.

Parking Lot:

Accountability
Transmission of information
Communication
Enforcement
Volunteer recruitment
Immediate short term restructuring of NAPA: constitution; topic specific calls; oath

When discussing some programs we offer well a list was created of what we do offer and how we sell our organizations.

What we offer:

Role models/guidance
Leadership/professional development
Support system ($)
Service
Motivation
Be creative/freedom within boundaries
Opportunities for personal growth
Networks
Brotherhood/Sisterhood
Housing

Organizational Development Lunch Discussion Outcomes

Alumni

How to get them involved
Scholarships
Where do they fit in?
Localized alumni chapters that do events (HH, picnics, etc.)
Alumni newsletter
Alumni/undergraduate pen pals/mentoring
Find alumni to play advisory role to national board

Chapters

Should we micromanage?
GPA verification and by whom?
Inactives that go MIA
National archives – documenting history
Extended rush, midterm pledge checks
National board travel to colonies
How to recruit dedicated members

Undergraduate Programming/Initiative Ideas

Big Brother/Little Brother
National funding
Online job networking
Scholastic awards
Retreats (local and regional) (social, goal setting, transition, etc.)
Online forum
National conference/workshops (regional events, too!)
Service/Philanthropy awards

Alumni Program Ideas

What can we provide them?
Be thankful
Establish relationships – positive
Updates about the organization
Simply ask

APIA Vote Lunch Discussion Outcomes

100% participation of NAPA members
Getting “independents” interested in APIA
Working with other organizations
Concerns
Lack of interest in future policy
Ignorance
Don’t realize the power of their vote
“Why do you think your vote does not matter?”
Campaign was not as effective as could have been
Ideas for success
More flashy campaign
Famous/celebrity representative
YouTube.com
MySpace
More resources provided by APIA
Man power
Money
More support
Training
Enlist undergraduates more
Form a council/leadership committee with representation of all other organizations to unify effort
Who, What, When
Who is accountable?
When?
End of April 2008
How?
Get more people interested
Develop more specifics – a more detailed game plan
Problem: Do not know level of interest of non-NAPA members
People have other priorities
Develop org. first before focusing on NAPA collaborations
Competitive nature
Not sure what else to do
Solutions
Collaborating orgs will create a better image
Make it look fun

University/Administration Relations Lunch Discussion Outcomes

Dealing with policy: hazing; alcohol; etc.
Communicating with university administration
Expansion (standardization) policies
Hiring university staff
Structuring NAPA in the university
Dealing with diverse expansion policies
Involving NAPA
Dealing with risk
Networking with other student organizations
Inter-organizational relationships
Is there a need for councils?
Benefits
Councils being useless
Size
University expectations
More recognition
Open mindedness
UNITY

Inter-organizational Relations Lunch Discussion Outcomes

What we want:

Clear definition of goals
Place for support
Platform to share ideas
Next: Can we define NAPA?
Define roles, duties, etc. as much as we can
Revisit constitution
More topic focus on calls
Oath or set of expectations for members – trust information is only within NAPA
More participation of NAPA board instead of facilitators
Need to be done next 3 months
More topics or set topics on calls before this conference ends
More involvement from NAPA board – more prepared
Set roles for NAPA board
Constitution draft, oath, requirements
Timeline of next two years

Communication and Transmission of Information - Open Space Learning Outcomes

Online forums
Chat rooms
Conference calls
Monthly calls with local delegates
Newsletters
Listserves for each school; national board; alumni; everyone
Chapter updates on websites
Board of directors for visionary – maintain communication and transitions year-to-year

Accountability and Enforcement – Open Space Learning Outcomes

Motivation
Travel incentive – chapter of year gets hotel accommodations free for weekend
Dues – collection agency; collect SSN through new member application; $20 per person or 20%, success rate 90% (national dues); uses Fraternity Management Group to maintain a database – How safe is it?
How do you ensure chapters follow new pledge reform?
Takes time, relay info at national conference
National board – communication with regional reps to make sure chapters are following through
Secret auditor – third party that monitors the schools (inside the fraternity) regional senator assigns someone from another chapter to watch the chapter. Chapter that gets caught gets a warning/reprimand. How do you deal with trust? It’s a gray area. But if they are not following it, it must be done – safety first.
Chapter developments – chapters must report B.O.S. three times a year. Back to organization for revisions; revise goals; regional senator checks to see if organization is taking steps to attain them.
Reports are good documentation for verification of hours for applications (med program)
How do you get members to follow through on their positions/duties?
Regional reps talk to those individual persons that are de-motivated
Reach out
Checks and balances
Incentive for dedication – tally points for work meeting deadlines
Scare tactics: don’t pay your dues…you can’t …
National board can contact Greek Advisor and they speak to principal members of chapter to put pressure on the organization

Fundraising - Open Space Learning Outcomes

Working at sporting events
Check with student life
Host a national event put on by individual chapters
Business plan
Beginning report: planned; end report: accomplishments, results, assessment (to monitor the chapters)

National Board and Chapter Relationships - Open Space Learning Outcomes

How do we improve this?
Show them documentation about work
Explain process
Regional meetings to ask chapters for input on presented ideas by national board
Board members contacting women by not using list
Make it more personal
The more you communicate personally the more they will start coming to you
More visits to schools
Contact multiple people (check stories)
Buy video camera system for schools
Get actives to invite national board to events

NAPA Development Objectives

Four primary areas of development were identified for NAPA to move forward with. Those areas are:

Internal Focus

-Member expectations

-NAPA expectations

-Internal marketing

External Focus

-External marketing to…

Constitution/Organizational Structure

Develop teleconference agendas and topics to make them more useful.

Discussion revolved around using about half of the teleconference time on educational topics of value to member organizations’ representatives on the call.

Topics to consider for upcoming calls:

Risk management
Expansion strategy
Lessons learned
Communication
Resources
Member expectations
Updates
Board expectations timeline

Discussion for all areas included formation of work groups to further develop each item. One of each of the four NAPA officers agreed to be the driver for each group.
Consultants’ Summary

It was evident that in spite of great efforts to educate all participants on the purpose(s) of the weekend that there was still great confusion. The plan was to spend a majority of the weekend agenda on member organization board development and a smaller portion of time on NAPA development. Those objectives were met but a good amount of time was spent clarifying those objectives for participants as well as adjusting the times on the agenda to ensure all participants would leave with a feeling of accomplishment.

Participation was excellent by all attendees. We could have spent an entire weekend on any one topic presented. Great efforts were made to keep the program moving to ensure enough of a foundation was touched upon and we would be able to address as many of the participant expectations as possible.

The NAPA development portion of the weekend went much better than we anticipated. Knowing it is always difficult to please all of the people all of the time, when forming an association to serve many other member associations there is always concern of meeting all parties’ needs. The four areas of NAPA development that were discussed, presented and clarified provide the NAPA officers a framework in which to continue developing the association. Buy in from participants of the weekend was so overwhelmingly positive that we anticipate similar response from member organization leadership that was not present upon hearing updates from their representatives or directly from the NAPA officers. Additionally, the participation in the weekend by the non-NAPA member organization was a good indicator of their future involvement.

The only potential weakness identified over the course of the weekend was the cohesiveness of the leadership team for NAPA. Nate’s lack of presence and engagement was visible and negatively affected the course of parts of the weekend. Other members of the leadership team and the facilitators stepped in to keep the positive progress of NAPA development moving forward, recognizing that one person does not indicate the success or failure of the collective. However, it will be critical moving forward that leaders of the association portray the expectations they have for others. If this issue is not addressed directly, we can assure it is likely being discussed privately. That type of mistrust can lead to resistance from member organizations if accountability and transparency does not exist at the leadership level of the association.

On a positive note, the weekend seemed to meet the intended outcomes. Attached along with these notes is the handout used with participants. This first event of its kind for NAPA laid the necessary groundwork to both further the development of NAPA as a credible association as well as provide immediate return on investment to member organizations.