The NAEYC Affiliate Council Meeting

Convening the NAEYC Affiliate Council for an Update of the National Dialogue and their Consideration of Proposed Evaluative Lenses and Decision Making Criteria of the National Dialogue

Betsy Carlin (WY), Chair Melanie Felton (IA), Chair Designee Margaret Bauer (AK), Past Chair

How this meeting will work today For those who may be experiencing technical difficulties with accessing the webinar site– please Ed or Matt for additional support. They are standing Sample Polling : Just in time for Halloween! To participate in the meeting, please “raise your hand” by clicking on the raised hand icon found on the upper right of your screen. Test move from “sharing” to “collaboration” rooms Voting electronically. We will use the polling feature, and take the traditional roll call verbally Special guest speakers today include; Roberta Schomburg (PA) AC Liaison to NAEYC Governing Board Mary Porcelli (NJ) Region 2 AC Executive Committee member Eva Philips, President and Affiliate Council Representative (NC) NAEYC Staff will be available to answer questions or provide input throughout the meeting

NAEYC’s Affiliate Council Mission Mission: The Affiliate Council acts as an advisory body to support the continuing transformation of the NAEYC affiliate structure as a high-performing, inclusive organization. Purpose: To provide a forum for networking among affiliates, to develop recommendations for NAEYC board with particular focus on affiliate issues, and to identify and develop a strong, inclusive leadership.

Roll Call Margaret Bauer Listen for your state Please acknowledge your presence

Welcome and Agenda Review – Betsy Carlin Purpose: Affiliate Council is convening to address the current and future phases of the National Dialogue: Exploring Relationship Possibilities. Action Item: Approval of the Decision Making Criteria as modified by the NAEYC Governing Board

The purpose of the National Dialogue as written in the White Paper is as follows; NAEYC is initiating a national dialogue to strengthen the relationship between the national office and its affiliate structure.

Revised Guiding Principles Reviewed in December Leadership Call (2010). Approved by the NAEYC Board January (2011) The National Dialogue Will: 1. Respect the Work that Preceded It 2. Recognize the Need for Adaptation and Change 3. Be Owned by All Participants 4. Consider All Opinions, Feelings, and Thoughts 5. Be Open to Embracing and Implementing Change 6. Strive to Create a Transforming Vision The Process Will: Be inclusive Be see-through Create a safe environment for the exchange of ideas Build from the strengths of local and state affiliates and the national office Be open-minded Be a two-way exchange between the Affiliate Council and NAEYC Governing Board

The National Dialogue from January 2010 to present

January 2010 Trend Report: Governing Board Book Summer 2010 Historical Document Review Survey – 4 Reflective Questions of Affiliate Leadership, NAEYC Governing Board & Senior Staff Interviews with Association Component Expert, NAEYC Senior Staff – Past and Current, and Affiliate Council Leadership – Past and Current December 2010 Leadership call refines Guiding Principles, operational definition of Relationship Article in December Affiliate e-Connections January 2011 White Paper approved by NAEYC Governing Board Affiliate Relations reorganizes as Affiliate and Member Relations, additional staff hired to address the new work of the National Dialogue and the addition of membership to the department New Directions memo sent to Affiliate Network March 2011 White Paper distributed to Affiliate Network Interim report delivered to Affiliate Council Executive Committee What’s Been Done to Date

What’s Been Done: April, May 2011 Conference calls conducted to further refine questions and open dialogue regarding White Paper Advisory Group appointed; Jodi Askins, (PA), Brenda Boyd (WA), Betsy Carlin (WY),Robert Castrol (TX), Roberta Schomburg (PA) June 2011 National meeting in Providence, Rhode Island Panel presentation opens day Unifiers and Barriers Identified Draft Decision Making Criteria Created August 2011 Regional meetings planned September 2011 Joint authorship of President’s column in YC between Stephanie Fanjul (President) and Betsy Carlin (AC Chair) NAEYC GB approves Draft Decision Making Criteria with modifications and submits to the AC for their consideration NC hosts first Regional meeting in Raleigh October 2011 NJ hosts second Regional meeting in Atlantic City

What’s Next October 2011 Continued AC meets virtually to deliberate modified Draft Decision Making Criteria VT hosts third Regional meeting in Killington Online community for the National Dialogue launches November 2011 National meeting in Orlando, Florida Regional meeting summary report to be completed Planning begins for next series of Regional meetings between January and May 2012

The Role of the Affiliate Council Representative

The Time and Place for Leadership The distinctive, different nature between former NAEYC convenings and the National Dialogue Different expectations requiring different participation The critical importance of the Affiliate Council representative role Affiliate Council is the governance body that will form recommendations for the Governing Board. HPIO in action – high performing, inclusive organization

Time and Place for Leadership Role of Advisory Group The importance of perspective – members, local and state presidents, senior affiliate staff, NAEYC GB, AC leadership, and NAEYC staff Intentionality and transparency

Purpose and Reflections

Regional Meetings Intent and design of Regional meetings Does the work and thinking resonate locally? Agreement or disagreement? Leadership from North Carolina and New Jersey invited to offer reflections Regional meetings inform November 2011 agenda Planning for next round of Regional meetings begins this month Implications for WSLN in June (Western States Leadership Network)

Synopsis: First drafted in June 2011 with nearly 100 Affiliate leaders. Then sent to GB for review at their September 2011 meeting. Formal discussion and vote to follow

Decision Making Criteria Facilitated discussion: Original draft (June 2011) Comments, questions, suggestions Discussion shifts to GB modified criteria Presentation of GB modifications of the Evaluative Lenses and Decision Making Criteria

Decision Making Criteria Are there mechanisms within the structure to make sure all voices are heard systematically to inform decisions in shared governance? Does it support HPIO (high performing, inclusive organizations)? Is it inclusive of all members and potential members? Does it promote involvement of the profession and others in fulfilling the mission? Are roles and responsibilities of each stakeholder clearly defined that includes a means to interface with one another? Is the process sustainable? Does it support the collective mission? Does it align with and further our mission, vision, and goals? Does it support the collective good? Can we measure the success (could be survey of perceptions, etc) Do we have or could we create the infrastructure to make it happen? Is it a good use of resources? What is the timeframe for implementation and does it support building capacity? How does it impact membership or revenue? Does it develop leadership and performance of the components within the system? Is it based on the following; Has the most inclusive impact Fiscally sound Brings us closer to clarity Increases transparency Process is manageable and doable initially

The NAEYC Governing Board respectfully submits to the NAEYC Affiliate Council the following modifications for your consideration… Modifications were made in accordance with the original stated purpose of the National Dialogue and in keeping with the Guiding Principles with particular emphasis on “a two-way exchange between the Affiliate Council and Governing Board”. The NAEYC Governing Board welcomes the Affiliate Council’s response and insight into this document as we move more deeply into the next two phases of the National Dialogue.

Evaluative Lenses and Criteria: Mutually Agreed upon Tools for Decision Making Process by the NAEYC AC and GB in Phase III of the National Dialogue Evaluative Lenses 1. What mechanisms are in place to ensure that all voices are heard systematically throughout this process to inform decision within the shared governance structure? 2. How does this recommendation support HPIO (high performing and inclusive organizations)? How is it inclusive of all members and potential members? How does it promote involvement of the profession and others in fulfilling NAEYC’s mission? 3. How are the roles and responsibilities of each stakeholder clearly defined that include a means to interface with one another? 4. How is each of the recommendations sustainable? 5. How do these recommendations support the collective mission of NAEYC? How do they align with and further our mission, vision and goals? How do they support the collective good? 6. How do we measure success? 7. What are the infrastructures needed to ensure the successful implementation of this recommendation? Describe how this is a good use of resources? How does it support building capacity across components? Is the timeframe for implementation realistic? 8. How does this recommendation impact revenue? Membership? Is it consistent or inconsistent with NAEYC’s mission? Is it fiscally harmful to any component? 9. How does this recommendation develop leadership and performance of the component within the system?

Evaluative Lenses and Decision Making Criteria Facilitated discussion Roberta Schomburg – insights from the GB discussion in September Motion requested Discussion Electronic voting (or verbal roll call)

Opportunity to Create the Future Phase II June 2011 to May 2012 – Regional meetings, GB and AC agreement on ground rules – see expansive lenses/decision making criteria, reciprocal invitation to meet at Annual Reciprocal invitation for GB and ACEC leadership to meet at Annual Conference Phase III June 2012 – Development of recommendations by AC and deliberations by GB June 2012 intent of this meeting (AC on Saturday) is to form enough consensus to allow the AC and GB to move their work forward Phase III July – August AC developed recommendations in keeping with the Decision Making Criteria. GB begins deliberations Two-way exchange between AC and GB continues throughout summer September 2012 – GB meets to approve recommendations

Outline of Next Steps Attend Leadership Day and NAEYC’s Town Hall meeting – Lend your voice! Attend Affiliate Council meeting Regional Meetings Online communities Staying engaged –newsletters, resource center, etc. November AC meeting and Leadership Day

Leadership Day: National Dialogue Continues Wednesday, November 2, 2011 (Orlando) 8:00 – 4:00 Affiliate Council Executive Committee Meeting Friday, November 4, (Orlando) 11:00 – 2:00 NAEYC Town Hall meeting Friday, November 5, 2011 (Orlando) 2:00 – 5:00 Affiliate Council meeting Saturday, November 6, 2011 (Orlando) 8:00 – 12:00 noon