IDEAS Video Conference Minutes October 24, 2018

IDEAs Video Conference |MINUTES Meeting date | time October 24, 2018 | 11am EST

Meeting location Video Conference

Meeting called by IEC Representative Staff Liaison Member

Member Guests

AGENDA TOPICS

Fred Easton, SR/WA Chair James Olszewski, SR/WA Rakhshan Mazarei
Lora Gunter, SR/WA Gordon MacNair, SR/WA None

Present, taking minutes Not-present
Present
Present

Present

Agenda topic Ground Rules | Presenter Fred Easton The following are the ground rules for this committee:

  • Roberts rules generally suspended in favor of casual conversation, but to be used for official actions to be taken or when recommendations sent on to IGC.

  • All members present committed to keeping an open mind

  • All members present committed to setting personal interests aside and acting on behalf of the best

    interests of the Association

  • Future meetings will be biweekly, starting Friday November 16th at 10am Eastern time

    o An in-person meeting before the joint forum in Austin, TX is proposed, pending budget request approval

    o An in-person meeting in Portland to be discussed via email and budget requested in future

  • Minutes – minutes will be summary only with all action items listed

  • Confidentiality – all members present committed to keeping discussions confidential to the task

    force; however, discussion topics, consensus, and action items will all be a matter of record

    through distribution of these and future minutes.

  • A discussion was had on potential of standing liaisons, determination was that input will be

    solicited from other groups, such as Young Professional, Foundations, Committees, CoPs etc. and at times those groups might be invited to have a representative/liaison on future calls.

Action items

Estimate budget need to travel to Austin Send budget request to IGC

Person responsible

Gordon MacNair Fred Easton

Deadline

10/26
Prior to 11/7

Agenda topic Task Force Power Point | Presenter Fred Easton
The power point sent to IEC for approval to proceed was reviewed and edits discussed.

The power point, after edits, will be sent to Region Chairs for review and distribution to chapters, at region chair discretion.

Action items

Review your slide and provide comments/revisions Revise other slides

Person responsible

Entire Task Force Fred Easton

Deadline

Prior to 11/7 Prior to 11/7

Agenda topic Issues and next steps for gathering information | Presenter Fred Easton

A draft of potential issues was circulated by email and members were asked to review and come with ideas for potential surveys to be sent to instructor, leadership (Chapter President, Education Chair, Course Coordinators, etc.), and others.

Guidelines for successful surveys were discussed, including:

  • Targeted groups

  • Easy to complete surveys (short)

  • Close-ended questions with option for open-ended comments

    The inability to determine if complaints about course materials/content are just from the most vocal complaints or a real issue we felt could not be adequately addressed given lack of course materials and content evaluations on the current evaluation form. Currently this information is only available on Instructor Course Material Evaluation and the Coordinator’s Course Evaluation Form.

    The Task force would like to know what happens to these forms.
    The Task force believes there is value in obtaining attendees opinions on these items.

    Fred Easton moved to forward the following recommendation to the IGC:

    The IDEAs Task Force recommends adding course content and materials evaluations below to the current instructor evaluations form (or on a separate form) with a numeric rating and box for comments, similar to current Instructor Quality Survey:

    • The course materials (manual, slides, etc.) were clear, provided valuable information, and helped me to learn the content

    • The course content was up-to-date, valuable, and met my expectations for the stated Course Description and Course Objectives.

      Background information: the following are the current items listed on the Instructor Quality Survey, which is the only input solicited from attendees:

• Communication Skills:

 

o Clearly communicates directions and ideas by delivery organized thoughts

o Listens to audience and continuously checks for understanding

  • Content Knowledge

    o Is a subject matter expert

    o Accurately answers questions and provides current content information

  • Leadership

    o Demonstrates a command of the classroom

    o Adjusts teaching style to meet participant needs

  • Instruction

    o Uses all IRWA course content and material

    o Is compelling and enhances audience retention and application

  • Methodology

    o Encourages participation in exercises, group discussions, case studies

    o Monitors progress and adjusts instruction where appropriate to enhance adult learning

  • Behaviors (Professional Attitudes)

    o Is prepared and organized

    o Is committed to fairness and creates a mutually-respectful learning environment

  • Would you take another course from this instructor?

Gordon MacNair seconded the motion
No further discussion
Motion carried by unanimous rollcall vote

Action items

Determine who receives Instructor Course Material Evaluation and the Coordinator’s Course Evaluation Form, and what actions are taken in response to these forms.

Submit recommendation to IGC Come up with ideas for surveys

Meeting adjourned at approximately 12:20 EST

Person responsible

Rakhshan Mazarei

Fred Easton Entire Task Force

Deadline

11/16

10/29 11/16

 

Governance Project Overview and Actions as of August 15, 2018

Governance Project Overview and Actions as of August 15, 2018

Background: Knowing that we would be coming to the end of IRWA’s three-year plan in 2018, the International Governing Council (IGC) met on January 19, 2017 and unanimously approved the initiation of a Governance Project, designed to create a new mid-range strategic plan and identify long-range issues that will need to be addressed, as well a structure to support it. The “Why?” to be addressed is to achieve IRWA’s purpose and deliver as much value to as many members in as many places as possible.

Leaders acknowledged that IRWA has become very complex, somewhat outmoded and doesn’t necessarily represent major program areas of the Association. In addition to the attributes that would be determined, three larger goals for a new governance model were identified:

  • Direct Communication between IRWA Chapters and IRWA Officers.

  • Full and fair representation of our Chapters, Service Committees, Industry Committees and CoPs,

    to create an environment for Membership, Education and Credentialing growth. o LargeGroupGovernstheProfession(LeadershipForum)

    § Standards, Practices, Codes of Conduct, Positions of the Association shared with legislatures and other regulating bodies.

    o SmallerGroupGovernstheOrganization(BoardofDirectors) § Oversight, Strategy and Resource Allocation

  • Competency based leadership development for future IRWA Committee and CoP Leaders as well as International Officers.

    Phase I: A Project Design Session with the IEC took place in Chicago, IL, on May 1-2, 2017, following IEC participation in the Region 5 Spring Forum. Issues and challenges for the IRWA in a changing environment were identified, along with beliefs and assumptions in place today within IRWA that influence how the organization is structured, how it functions and what it accomplishes. Project objectives were developed along with a comprehensive list of member participant categories, to ensure all levels of the Association would be involved.

    IGC Leaders were given an update on the Chicago planning session during an IGC meeting on May 18, 2017 and provided details on the Imagineering Session planned for the Alaska conference. (The Advisory Council was also provided this information in a conference call held May 17, 2017.)

    Phase II: On June 10, 2017, the IGC discussed the plan moving forward and reviewed the preliminary project design. Discussion and questions took place about the approach, timeline, etc. Region Leaders were to share the information provided at their caucus meetings and remind their chapter leaders and voting directors to attend the Imagineering Session.

An “Imagineering” Session was conducted on June 14, 2017 in Anchorage, AK, in a workshop of IRWA International Directors. Leaders provided input on an envisioned future of what will matter to members in 2027, based on anticipated demographics, business and economic climate, global dynamics, technology and science, legislation and regulation, and political and social values at that time. Board members shared their thoughts on current conditions, trends and assumptions about the future that would provide the basis for future meetings and an all member survey in the fall and winter.

Phase III: During an IGC meeting held on September 16, 2017, leaders were briefed on the upcoming Strategic Planning Session in Phoenix and plans to have representatives from Regions, Membership, Staff, Advisory Council and Committees attend to gather a broad range of comments and perspectives.

A Strategic Thinking Session took place on October 7, 2017 in conjunction with the Region 1 Fall Forum in Phoenix, AZ. Over 40 Region 1 leaders participated in the session, along with representatives from other regions, plus members from IRWA’s Committees, CoPs and Service Committees. Leaders outlined IRWA goals, objectives and strategies for the Public, Profession and Professionals, IRWA Members, Chapters and the IRWA as an organization, in addition to reviewing the psychographics of association members.

Phase IV: An update was given on the Strategic Planning Session in Phoenix during the IGC’s November 15, 2017 meeting. It was reported that data from the meeting was being compiled. The IGC was advised that a membership-wide survey would go out within the week, inviting comment and seeking input on the project. As well, it was proposed that a Summit Meeting would be held in March 2018 to prep three models that would be presented to the Leadership group of the International Board of Directors at the Edmonton Conference to determine a favored model. Again, the group of participants for the Summit Meeting would be a broad range of leaders from across the Association as well as staff representatives.

A survey of IRWA’s membership was conducted the week of U.S. Thanksgiving, 2017, to test the goals, objectives and strategies developed by the Phoenix group. 278 members responded and that feedback was used to develop a comprehensive strategic plan designed to guide the Association for 3-5 years and confirm mega-issues that should be addressed within 10 years.

In the January/February 2018 issue of Right of Way Magazine, President Jerry Colburn’s article “Examining Our Core Ideology, IRWA’s vision of the future” ran and outlined the process the Association established to explore its core purpose, mission and values. It also reported on the methodology used to identify target areas, common goals, and the development of a comprehensive strategic plan.

During the January 16, 2018 IGC meeting, IRWA project facilitator, Glenn Tecker gave an overview of the progress made on the Strategic Planning Initiative since the Alaska Imagineering Session and provided an outline of what the proposed Remodeling Summit process would entail. The result of Summit meeting would be 3-5 models that would be reduced to 3 for consideration/modification. The IGC discussed and agreed that the process would move forward.

Phase V: A meeting of representative stakeholders took place April 6-7, 2018 in San Antonio, TX, following the Region 2 Spring Forum. During that meeting, four possible governance models were developed, based on the input received to date and the attributes Association leaders are holding up as requirements.

An update was provided to members of the IGC on April 19, 2018, regarding progress of the project with a short report that the San Antonio Summit Meeting had taken place on April 7-8, 4 models had been created, and next steps would be to prepare the attributes list, with the goal of having 2-3 draft structure models for presentation to all International Directors in Edmonton where all would be able to weigh in on the pros and cons of each model.

During the May 31, 2018 IGC meeting, Regions each provided input and suggestions on how to grow the Association's top line. These ideas would be incorporated into the Governance Project next fiscal year and help form the ultimate strategies of the Association's next strategic plan. As well, the meeting included a reminder that the final IGC meeting of the fiscal year to be held in Edmonton before the Conference would include a presentation and discussion on the Governance Project progress and next steps.

An International Directors Prep Video Conference Call took place on June 8, 2018 and Voting Directors were encouraged to attend and participate in the Leadership Session to be held the Wednesday morning prior to the BOD meeting, as potential changes to the Association structure would be presented for input and feedback.

Phase VI: A meeting of stakeholders took place on June 22, 2018 in Edmonton, Alberta, to narrow the number of models to be presented to International Directors to 2-3. Consideration was given to all the input received to date, which included a model reflecting the current governance model, with fewer voting directors. The decision was made to share those models that were different from IRWA’s current governance model.

On June 23, 2018, Governance Project progress since the conference in Alaska was reviewed with the IGC, alongwitha brief presentation from an IRWAmember who had participated in the San Antonio and Edmonton planning sessions. The IGC Meeting Minutes of June 23, 2018 were printed and provided for distribution by all Region Leaders at their caucus meetings the following day, Sunday, June 24, 2018.

Phase VII: A meeting of IRWA’s International Directors took place on June 27, 2018 during which time the three models were presented and evaluated for pros and cons. A number of members requested that the current governance model also be evaluated for pros and cons. Members also requested copies of the worksheets, in addition to the outcome document from the meeting.

Next Steps: During the Edmonton session, pros and cons were captured by participating international directors for the three models presented, and the group requested that a survey be conducted of the pros and cons of status quo. That data will be collected prior to the September IGC meeting so it can be presented at that time.

Once all data has been collected and considered, a single model will be proposed by the IGC for feedback during spring forums and ultimately a vote by the Board of Directors in Portland, Oregon in June of 2019.

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