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Board Structure and Regional Alignment Board Structure and Regional Alignment Report for the 1996 National Convention December 1996, Phoenix Arizona Background The 1994 National Convention adopted the following resolutions: "Be it resolved that the National President appoint a task force to study the structure of the National Board of Directors, including the makeup of National Committees and the number and duties of the Members-at-Large, and report to the 1996 National Convention." "Recognizing the concerns over the size of regions and the effect size may have on the perfor-mance of the Regional Directors and Fraternity expansion and operation, let it be known that this Convention asks the National President to appoint a committee consisting of at least five mem-bers, including representatives from Regions 7, 8, 9, and 10, to study the possible advantage of expanding the number of regions from 10 to 11 or more. The committee shall: Take into consideration the financial requirements of directing a large region and whether or not such requirements may inhibit performance of a director's duties, Determine if Fraternity expansion and membership would improve if the number of regions were increased, providing for smaller geographic areas, Proceed, if finding that an increase in the number of regions would be beneficial to the Fraternity as a whole, to propose a new region or regions by the 1996 National Convention in the form of legislation so ordering, Word the legislation as to, upon acceptance by the 1996 National Convention, form, logistically, the new region or regions during the 1996 National Convention, when the new Region Director(s) will be elected." In accordance with these directives, the National President in February 1995 appointed a com-mittee to address both the issue of Board Structure and the issue of Regional Alignment. The committee was chaired by Past National Board Member Fred Pollack and included National Membership and Extension Chair John Anderson, National Alumni Chair Neal Farmer, National Leadership Development Chair Allen Wong, and Regional Directors Bill Kuhfal (VII), Chris Nelms (VIII), Charlie Zimmerman (IX) and Teri Sheets (X). The committee solicited, collected and discussed approximately two dozen suggestions and ideas for revising the structure of the Board and the number and alignment of the Regions. The committee was unable, however, to arrive at a consensus regarding recommendations to submit to the National Board and then to the National Convention. As a result, the National President in February 1996 appointed a second committee to continue the study of Board Structure and Regional Alignment and to present a report and recommendations regarding those issues to the National Board at its July 1996 meeting. The second committee consisted of Region V Director Barbara Anderson, National Finance Chair Bobby Hainline, National Vice President Jack McKenzie (Chair), Past National Board Member Fred Pollack, and Region IX Director Charlie Zimmerman. Regarding Regional Alignment, the second committee decided to survey current and past Regional Directors about the requirements, responsibilities, limitations and challenges that affect the performance of a Regional Director's duties. Region IX Director Charlie Zimmerman con-ducted this survey for the committee, and survey results led to the committee's conclusion that altering the number of Regions is not necessary at this time. Regarding Board Structure, the second committee began its work by posing broad questions about the Board and about the future of the Fraternity -- questions such as "What is the purpose of the National Board of Directors?" and "Where will/should the Fraternity be in the year 2030?" The committee concluded that the Fraternity needs to conduct an extensive and comprehensive study to explore such fundamental questions so as to ensure that Alpha Phi Omega is prepared and positioned for growth and success in the 21st Century. Then the committee narrowed its focus to address the specific, immediate assignment issued by the 1994 National Convention: to review the current structure of the National Board, including the makeup of the National Com-mittees and the number and duties of the Members-at-Large. From that review, the committee concluded that certain changes in the structure of the National Board and the makeup of the National Committees would be beneficial. The committee presented its findings and recom-mendations to the National Board at the Board's July 1996 meeting. The Board made various changes to the committee's proposals and then endorsed the amended committee report for pres-entation to the 1996 National Convention. This is that report. Findings 01. To prepare itself for the 21st century, the Fraternity should conduct a complete review of all of its philosophical, programmatic and organizational components. This review should include a wide range of research techniques and analytical exercises, such as environmental scanning, futuring, benchmarking, constituent surveys, program assessments, image/perception audits, and more. The purpose of this review should be to update and strengthen the Fraternity's basic framework to support continued growth and advancement in the challenging years ahead. 02. While Finding 01 calls for a far-reaching review of all aspects of the Fraternity, certain changes in the current structure of the National Board would be beneficial. These changes, as detailed in the "Recommendations" section of this report, should make five of the six Board Members who are elected at large responsible for groups of closely related and interdependent programs, services and/or functions or for individual programs, services and/or functions requiring a Board Member's exclusive attention. The responsibilities of these five Board Mem-bers elected at large should continue to be defined in the National Bylaws. Also as provided for in the National Bylaws, the responsibilities of the sixth Board Member elected at large should continue to be determined by the National President. The goals of these changes should be to: improve coordination among programs and services; increase the focus of the Board Members elected at large on their roles as directors of programs and members of a corporate board of directors as well as on their roles as committee chairs; increase the Fraternity's ability and inclination to identify and respond to changing needs, circumstances and priorities and to develop and accomplish common, overall, near-term and long-range goals; strengthen the Fraternity's leadership pool at the National level; increase leadership-sharing at the National level beyond the National Board. 03. Regarding Regional Alignment, there is no compelling reason to add Regions or to alter existing Regional Boundaries at this time. However, certain factors should be considered by the National Board when, as required by the National Bylaws, it submits Regional Boundaries for approval by the 1998 National Convention. These factors are listed in the "Recommendations" section of this report. Recommendations 01. The 1996 National Convention should commission a comprehensive study of the role, processes and structure of Alpha Phi Omega with regard to their impact upon the future of the Fraternity, with findings and recommendations to be presented to the 1998 National Convention. 02. The title of the "Members at Large" should be changed to "Program Directors" to reflect their responsibilities as directors of programs, services and/or functions and their roles as members of the Fraternity's corporate board of directors. 03. Each Member of the National Board of Directors should be held accountable for near-term and long-range planning and development for his/her area of responsibility in accordance with the Fraternity's common, overall, near-term and long-range goals. 04. The responsibilities of the Program Directors should be realigned as follows: 04.01. National Membership and Extension Director Responsible for: Chapter services and support Membership recruitment, retention and reporting Advisor-related programs and services Formation of new chapters Reactivation of inactive chapters 04.02. National Leadership Development Director Responsible for: Leadership development programs 04.03. National Service and Communication Director Responsible for: Promotion & recognition of Chapter service activities, opportunities, incentives Coordinating the Fraternity's youth-service activities, including those related to scouting organizations, such as the Boy Scouts of America, the Girl Scouts of the United States of America, etc. Publicizing the Fraternity's success & leadership in service & volunteerism Building cooperative relationships with other major service/volunteerism organizations Communication within the Fraternity 04.04. National Finance and Operations Director Responsible for: Fraternity finances and budgeting Fund raising National Office procedures and resources oversight 04.05. National Alumni Relations and Volunteer Development Director Responsible for: Alumni programs and services Volunteer identification, recruiting, development, retention & recognition 04.06. The sixth National Program Director's responsibilities should continue to assigned by the National President. 05. The names and descriptions of the National Committees currently listed in the National Bylaws should be changed in accordance with the above realignment of responsibilities. The current election and appointment procedures used for the Members at Large should be used for the Program Directors: The National Convention should elect six Program Directors at large, and the National President (with Board approval) should appoint five of them to chair the National Committees defined in Recommendation 04. Various subcommittees should be appointed to focus on specific areas within the jurisdiction of each National Committee. The President should continue to appoint or consent to the appointment of subcommittees. The President should continue to determine the assignment of the remaining at-large Director. 06. The National Personnel Committee should become a part of the responsibilities assigned to the National Finance and Operations Director. 07. The office of International Relations Director should be created. This Director should be appointed by the National President with approval of the National Board of Directors. If the appointee is not already on the National Board, he or she should become a non-voting, ex-officio member of the Board. 08. The National Scouting Relations Committee should be renamed the National Scouting and Youth Services Committee and become a part of the youth-services activities coordinated by the National Service and Communication Director. 09. The National Publications Committee and the National Public Relations Committee should be eliminated and oversight of Fraternity publications and public relations activities should be assigned to the National Service and Communication Director as part of that Program Director's communication responsibilities. 10. The offices of President and Vice President do not need to be adjusted at this time. 11. The role of the Life Members of the Board does not need to be adjusted at this time, and all current Life Members should retain their positions on the Board. In the future, however, Life Membership on the Board should be reserved for Past National Presidents. The provision for electing Life Members of the Board should be eliminated from the National Bylaws. 12. The number and alignment of the Regions do not need to be altered at this time. However, the following factors should be among those considered by the National Board when, as required by the National Bylaws, it submits Regional Boundaries for approval by the 1998 National Convention: the volunteer support available to chapters in a given geographic area; chapter concentrations or groupings across the country; transportation hubs and systems across the country; existing relationships among chapters and groups of chapters. Using these factors as guides, Regional compositions should be the result of first combining chapters into strong Sections and then combining strong Sections into strong Regions. Action Items Resolutions Resolution 01: The 1996 National Convention directs the National President to commission a comprehensive study of the role, processes and structure of Alpha Phi Omega with regard to their impact upon the future of the Fraternity, with findings and recommendations to be presented to the 1998 National Convention. Resolution 02: The 1996 National Convention directs the National Board of Directors to include the following factors among those considered by the National Board when, as required by the National Bylaws, it submits Regional Boundaries for approval by the 1998 National Convention: the volunteer support available to chapters in a given geographic area; chapter concentrations or groupings across the country; transportation hubs and systems across the country; existing relationships among chapters and groups of chapters. Using these factors as guides, Regional compositions should be the result of first combining chapters into strong Sections and then combining strong Sections into strong Regions. Amendments to the National Bylaws Bylaw Amendment 01: The National Bylaws are amended by replacing, in all instances, the terms "Member-at-Large" and "Members-at-Large" with, respectively, the terms "Program Director" and "Program Directors." Such instances include: Article V-National Officers, Section 1. Elected National Officers, Paragraph 2. Article V-National Officers, Section 6. Duties of Members-at-Large of the National Board of Directors. Article V-National Officers, Section 11. Vacancy in the Office of Vice President. Article VI-National Board of Directors, Section 2. Members of the National Board of Directors. Article VI-National Board of Directors, Section 4. Membership of the Executive Committee. Article VII-National Committees, Section 3. National Alumni Committee, Paragraph 1. Article VII-National Committees, Section 4. National Membership and Extension Committee, Paragraph 1. Article VII-National Committees, Section 5. National Finance Committee, Paragraph 1. Article VII-National Committees, Section 6. National Service Committee, Paragraph 1. Article VII-National Committees, Section 7. National Leadership Development Committee, Paragraph 1. Bylaw Amendment 02: Article VI - National Board of Directors, Section 1. National Board of Directors, is amended by adding the following sentence to the end of the existing section: "Each Member of the National Board of Directors shall be held accountable for near-term and long-range planning and development for his or her area of responsibility in accordance with the Fraternity's common, overall, near-term and long-range goals." Bylaw Amendment 03: Article V - National Officers, Section 6. Duties of Members-at-Large of the National Board of Directors, is amended by replacing the entire existing section with the following new section: "SECTION 6. DUTIES OF THE NATIONAL PROGRAM DIRECTORS. The National President shall appoint five of the National Program Directors to serve, respectively, as the National Membership and Extension Director, the National Leadership Development Director, the National Service and Communication Director, the National Finance and Operations Director, and the National Alumni Relations and Volunteer Development Director. The National President shall appoint the remaining National Program Director to serve in such capacity as the President deems is in the Fraternity's best interest." Bylaw Amendment 04: Article VII - National Committees, Section 3. National Alumni Com-mittee, is amended by replacing the entire existing section with the following new section: "SECTION 3. NATIONAL ALUMNI RELATIONS AND VOLUNTEER DEVELOPMENT COMMITTEE. The National Alumni Relations and Volunteer Development Committee shall consist of the National Alumni Relations and Volunteer Development Director as chairman, one alumni member from each region and other members as deemed necessary. The National Alumni Relations and Volunteer Development Committee member from each region shall be nominated by the National Alumni Relations and Volunteer Development Direc-tor and appointed by the National President. "It shall be the duty of the National Alumni Relations and Volunteer Development Commit-tee to coordinate all alumni affairs of the Fraternity, to promote continued alumni interest in the Fraternity's ideals and programs, and to serve as the governing body of the Fraternity's alumni. It also shall be the duty of the National Alumni Relations and Volunteer Development Committee to initiate and coordinate identification, recruitment, development, retention and recognition pro-grams for volunteers to work within and for the Fraternity." Bylaw Amendment 05: Article VII - National Committees, Section 4. National Membership and Extension Committee, is amended by replacing the entire existing section with the following new section: "SECTION 4. NATIONAL MEMBERSHIP AND EXTENSION COMMITTEE. The National Membership and Extension Committee shall consist of the National Membership and Extension Director as chairman and members nominated by the National Membership and Extension Director and appointed by the National President. "It shall be the duty of the National Membership and Extension Committee to promote and encourage programs and activities that serve and support chapters, to promote and encourage programs and activities for the enhancement of membership recruitment, retention and reporting in the Fraternity, to promote and encourage programs and services for chapter advisors, to pro-mote and encourage the reactivation of previously voided charters, and to promote and encourage the formation of new chapters." Bylaw Amendment 06: Article VII - National Committees, Section 5. National Finance Com-mittee, is amended by replacing the entire existing section with the following new section: "SECTION 5. NATIONAL FINANCE AND OPERATIONS COMMITTEE. The National Finance and Operations Committee shall consist of the National Finance and Operations Director as chairman and two or more members nominated by the National Finance and Operations Direc-tor and appointed by the National President. "It shall be the duty of the National Finance and Operations Committee to propose ways and means to finance the Fraternity adequately, to propose expenditures through annual budget rec-ommendations and a written report, to oversee and coordinate the Fraternity's fund-raising pro-grams and activities, and to evaluate National Office personnel practices and operational proce-dures for the purpose of providing recommendations, advice and counsel to the National Presi-dent, the National Executive Director and the National Board of Directors regarding personnel and operational matters." Bylaw Amendment 07: Article VII - National Committees, Section 6. National Service Com-mittee, is amended by replacing the entire existing section with the following new section: "SECTION 6. NATIONAL SERVICE AND COMMUNICATION COMMITTEE. The National Service and Communication Committee shall consist of the National Service and Com-munication Director as chairman and members nominated by the National Service and Communication Director and appointed by the National President. "It shall be the duty of the National Service and Communication Committee to develop a two-year National Service Program for consideration and action by the biennial National Convention; to stimulate effective and well-rounded chapter service programs by instigating resource development and distribution; to encourage high-quality chapter service programs through an effective program of promotion and recognition of chapter service activities, opportunities and incentives; and to coordinate the Fraternity's youth-service activities, including those related to scouting organizations, such as the Boy Scouts of America, the Girl Scouts of the United States of America and similar associations. "Further, it shall be the duty of the National Service and Communication Committee to publicize the Fraternity's success and leadership in service and volunteerism so as to foster good relations with college and university administrators and faculties and with the general public; to build, maintain and enhance cooperative relationships between the Fraternity and other major service and volunteerism organizations; to promote and encourage effective communication within the Fraternity through all available resources and methods, including printed publications and electronic means; to assist in the promotion of Fraternity events, such as Sectional, Regional and National conferences; and to oversee the use and development of Fraternity insignia." Bylaw Amendment 08: Article VII - National Committees, Section 7. National Leadership Development Committee, is amended by replacing the entire existing section with the following new section: "SECTION 7. NATIONAL LEADERSHIP DEVELOPMENT COMMITTEE. The National Leadership Development Committee shall consist of the National Leadership Develop-ment Director as chairman and members nominated by the National Leadership Development Director and appointed by the National President. "It shall be the duty of the National Leadership Development Committee to establish and coordinate leadership development programs on the Sectional, Regional and National levels." Bylaw Amendment 09: Article VII - National Committees, Section 8. National Public Rela-tions Committee, is amended by deleting the entire existing section and renumbering subsequent sections, if any, accordingly. Bylaw Amendment 10: Article VII - National Committees, Section 9. National Scouting Rela-tions Committee, is amended by replacing the entire existing section with this new section: "SECTION 9. NATIONAL SCOUTING AND YOUTH SERVICES COMMITTEE. The National Scouting and Youth Services Committee shall consist of a chairman appointed by the National President in consultation with the National Service and Communication Director, a representative of the National Council of the Boy Scouts of America and other members nominated by the chairman and appointed by the National President in consultation with the National Service and Communication Director. "It shall be the duty of the National Scouting and Youth Services Committee to advise the National Service and Communication Director, the National President and the National Board of Directors on relations between the Fraternity and youth-service organizations, including the Boy Scouts of America, the Girl Scouts of the United States of America and similar associations; to offer suggestions to enable the Fraternity to be of greater service to youth, including those parti-cipating in the Boy Scout and Girl Scout movements; and to promote interest in Alpha Phi Omega among professional and volunteer leaders of youth-service organizations, including the Boy Scouts of America and the Girl Scouts of the United States of America." Bylaw Amendment 11: Article VII - National Committees, Section 10. National Publications Committee, is amended by deleting the entire existing section and renumbering subsequent sec-tions, if any, accordingly. Bylaw Amendment 12: Article VIII - Finance, Section 1. Duties of the National Finance Com-mittee, is amended by replacing the term "Chairman of the National Finance Committee" in the title and in the first sentence with the term "National Finance and Operations Director." Bylaw Amendment 13: Article XII - Alumni, Section 1. National Alumni Association, Para-graph (1) Formation; Section 2. Local Alumni Association, Paragraph (4); and Section 3. Regional Alumni Councils, Paragraph (1), are amended by replacing the term "National Alumni Committee" with the term "National Alumni Relations and Volunteer Development Committee." Bylaw Amendment 14: Article VI - National Board of Directors, Section 7. Board Life Mem-bership, is amended by replacing the entire existing section with the following new section: "SECTION 7. BOARD LIFE MEMBERSHIP. Life Members of the National Board of Directors as of December 27, 1996, shall retain Life Membership on the National Board of Directors. Life Membership on the National Board of Directors shall otherwise be limited to Past National Presidents of Alpha Phi Omega." Bylaw Amendment 15-A: Article V - National Officers, Section 2. Appointed Officers, is amended by deleting the "and" after the term "National Legal Counsel," and adding the words "and the International Relations Director" after the term "National Archivist". Bylaw Amendment 15-B: Article V - National Officers is amended by inserting the following new section after Section 9. Duties of the National Archivist and before Section 10. Succession and renumbering the sections accordingly: "SECTION 10. DUTIES OF THE INTERNATIONAL RELATIONS DIRECTOR. It shall be the duty of the International Relations Director to coordinate the international affairs of Alpha Phi Omega National Service Fraternity (USA), including its participation in the International Council of Alpha Phi Omega, and to advise the National President and the National Board of Directors of Alpha Phi Omega National Service Fraternity (USA) on its relations with other national Alpha Phi Omega organizations." Bylaw Amendment 15-C: Article VI - National Board of Directors, Section 2. Members of the National Board of Directors, is amended by adding the term "the International Relations Direc-tor," after the term "the National Archivist," in the list of ex-officio members and by adding the following sentence at the end of the section: "Unless a voting member of the National Board of Directors is appointed to serve as International Relations Director, the International Relations Director shall have voice but no vote."