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SHOW-ME REGION “Triple E” AdHoc Subcommittee

SHOW-ME REGION “Triple E” AdHoc Subcommittee. EFFICIENT EFFECTIVE ECONOMICAL. SCOPE What the RCMs Asked Us to Do. Discover ways the Show-Me Region can become more Efficient Effective Economical Present findings during April 2012 RSC

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SHOW-ME REGION “Triple E” AdHoc Subcommittee

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  1. SHOW-ME REGION“Triple E” AdHoc Subcommittee EFFICIENT EFFECTIVE ECONOMICAL

  2. SCOPEWhat the RCMs Asked Us to Do • Discover ways the Show-Me Region can become more Efficient Effective Economical • Present findings during April 2012 RSC • Provide experience during July 2012 RSC for new agenda test run

  3. PRIMARY FOCUS “We are here to serve and respond to the needs of our fellowship as they arise.” -Show-Me Regional Guidelines

  4. PROCESS • Opened online discussion site • Followed standard project planning process -Identify what’s working & not working -Prioritize topics -Create proposals that support was is working, and provide solutions for what is not working -Present findings (April 2012) -Provide ongoing information, support & assistance for trial runs of new agenda (July 2012)

  5. IDENTIFICATION of BARRIERS Communication Agenda Use of RCM Time Lack of Orientation/Mentoring

  6. BARRIER ONE: COMMUNICATION Lack of consulting past agreements (minutes) to discover solutions & be warned of difficulties Not consulting the same documents & making them readily available (GTLS, guidelines, handbooks, etc…) Poor atmosphere – Interruptions, yelling, etc… Lack of creating a clear path for areas & trusted servants to present a need or problem to the RSC

  7. SOLUTION ONEStandards of Communication • Set clear standards for atmosphere • Use (continue to use) internet to provide the following • Minutes • Necessary guidelines & handbooks • Orientation materials • “Cheat sheet” of past agreements that pertain to current topic • Create clear path for ex-officers to offer experience without being taken over by their personal agendas • Create clear path for areas & trusted servants to bring needs & problems before the RSC • Use (continue to use) internet to provide ongoing reporting about treasuries, progress with projects, committee & board meetings, etc…between RSC meetings

  8. BARRIER TWO: Orientation & Mentoring No system in place to provide orientation & mentoring to new RCMs, RCMA’s & other new or interested trusted servants Putting all responsibility of mentoring on RCMs, instead of assisting her/him in the training of their new RCMA No system in place to provide orientation & mentoring for members with extensive experience, but who have been away from RSC for a while No system in place to have brief orientation/training for all trusted servants at each RSC meeting (or online)

  9. SOLUTION TWO Orientation & Mentoring Wider use of the internet to provide orientation materials & information Creation of information for those considering serving our RSC (what to expect, time involved, etc…) Recognize all new & interested trusted servants/members at each RSC & pair them with a mentor Provide orientation to ALL new trusted servants (regardless of previous experience) Use events (SMRCNA, Campvention, Regional Assembly) to provide training, service workshops, information about serving at our RSC Create information about the flow of information (taking topics from RSC to ASC & back again) Provide clear and exact information about the time & skills needed for those who are considering a position

  10. BARRIER THREE: Use of RCM Time • Lack of time to be directly involved with, truly impact & assist: • Subcommittees • Executive Committee • Boards • Lack of clarifying how to inform, assist & share experience with RCMs without pushing a personal agenda (RCMs sometimes isolate as a group)

  11. SOLUTION THREEUse of RCM Time Focus all RSC trusted servants on each project with clarity that RCMs set priorities & make final decisions Push some report items online to make more room on RSC meeting agenda for discussions, project planning & decision making Agenda provides time for RCMs to distribute themselves throughout committees & boards Define clear path for RCMs to gain support, information & experience from non-RCMs without being pushed with personal agendas

  12. BARRIER FOUR: AGENDA • Reporting items that do not require discussion, brainstorming or motions • Lack of reporting between RSC meetings • Progress notes on ongoing projects • Projects/plans that have been completed prior to the next RSC • Information about “urgent” or “emergency” situations that cannot wait until the next RSC meeting • Separation of trusted servants • Little time for unified discussions, decision making, etc… • Lack of having trusted servants on hand from boards & committees to gain ideas & input, and understand how decisions will impact their service

  13. SOLUTION FOUR: AGENDA New Flow of Information & Decision Making

  14. Service Online: The MUSTS (so far) • Timeline to accommodate those without easy internet access • Not necessary to check online information more than one or two times between RSC meetings • Uncomplicated format • Easy to post & read ALL information, reports, discussions & ideas • Extremely informative • Needs, ideas, possible motions, discussion topics & reports are available to help RCMs come to RSC as informed as possible (by their areas & experience)

  15. AGENDA BETWEEN RSC MEETINGS Minutes Ongoing reporting about active projects Ongoing suggestions/needs from RD/AD Events page Requests/Needs expressed Discussion board Ideas for open forum Motion ideas Agenda set for next RSC meeting

  16. RSC Meeting AgendaINTRODUCTIONS • Introductions, readings, roll call • Identification of new trusted servants & visitors; match making with mentors • Approval of minutes from past RSC meeting • Treasury Report: • RSC Treasury • Oversight of all other treasuries (RSO, SMRCNA, Campvention, etc…)

  17. RSC Meeting Agenda ONGOING RESPONSIBILITIES SESSION Presentation of nominations Budgeting Orientation/good reminder topics RD/AD topics

  18. RSC AgendaDISCUSSIONS & DECISIONS SESSION Needs, topics, motions, etc…are presented with the following options: Create a project plan (including the scope & goals of the project, timeline, who will be accountable to the project, financial commitment, etc…) Turn something over to a committee or board (including what, exactly, the RCMs would like the committee or board to achieve) Discuss & vote on a motion Decide to table an idea, topic or motion until a later time

  19. RSC AgendaBREAKOUT SESSION Subcommittees, Boards & (if needed) Executive Committee meet: Specific to carrying out direction given by full RSC *RCMs distribute themselves throughout subcommittee & board meetings *Executive Committee (unless meeting) distribute themselves throughout subcommittee & board meetings

  20. RSC AgendaIMPACT SESSION Unified Meeting • RCMs • Subcommittees • Boards • Executive Committee • Members Discussion/Idea Sharing • Recognition of current issues/needs/topics in region • Decisions to address these needs through our boards & committees (i.e. Workshop topics at SMRCNA & Campvention, tasks for RSO, projects for subcommittees, etc…)

  21. RSC AgendaMOVING FORWARD SESSION • Review of decisions & agreements • Review of timeline until next RSC meeting • Online agenda deadlines • Project deadlines

  22. SHOW-ME REGION“Triple E” AdHoc Subcommittee • EFFICIENT • EFFECTIVE • ECONOMICAL

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