afa21 Task Force

1
afa21 Task Force

• Phase 2 Report and Recommendations

2
Background

• AFA began transformation process in late 1990s
• Board restructure
• Leadership restructure
• Field restructure
• Focus on strategic planning
• Recent performance and assessments indicated need
  for additional change
• Constituent review
• Field structure review
• Board and committee structure review
• Strategic planning process

3
Background

• Organizational Review Group (ORG) chartered in
  December 2003
• Evaluate Board structure
• Evaluate long-term field organization structure
• Evaluate tax status
• ORG recommended transformation approach
• Restructure Governance to focus on agile policy
  and decision making with accountability to the
  membership
• Restructure the Field Organization to focus on
  mission performance
• Restructure Our Tax Status to become more
  inclusive and more efficient

4
Background

• AFA/AEF Executive Committees and Boards took the
  following action in September 2004
• Concurred with the transformation approach
  recommended by the ORG
• Established the afa21 Task Force to lead the
  concept development, approval, and implementation
  processes
• Directed that the aTF develop concepts for
  AFA/AEF Integration and Board and Field
  Restructure, and initiate tax status change
  determination actions

5
afa21 Task Force

• Chartered by AFA Chairman
• Consists of a Director and three teams
• Tax Status
• Governance Structure
• Field Structure
• Director selected by AFA Chairman
• Team members selected by AFA Chairman, AEF
  Chairman, and TF Director

6
afa21 Task Force Composition

• Experience/background on the Task Force
• Former AFA COB/Pres (2)
• Former AFA National Secretary
• AEF Trustees, Treasurer
• AFA National Directors
• Others -- Region Presidents, State Presidents
• Staff advisors all teams
• afa 21 Advisory Group (the graybeards)
• Former AFA/AEF COBs, Presidents
• Former AFA Executive Directors
• Senior Air Force and industry leaders

7
afa21 Task Force Composition

• Independent Review Team
• Former AFA COB/President
• AFA Treasurer
• Former AEF Treasurer
• National Director/former RP
• Staff advisor

8
Original Objectives

• Restructure AFA/AEF tax status to be more
  inclusive and more efficient
• Restructure AFA/AEF governance to focus on agile
  policy and decision making with accountability to
  the membership
• Restructure the field organization to focus on
  mission performance

9
Additional Objectives

• Consider other key issues
• Membership decline
• Participation decline
• Membership/participation constraints
• Slow decision-making process
• Imbalance in election of Board members
• Constituent representation on Board
• High cost of governance
• Lack of mission execution in the field
• Underperforming chapters
• Lack of quality control over field operations
• Disconnect between reporting requirements and the
  strategic plan

10
Additional Objectives

• Seek desirable AFA characteristics
• Few or no constraints on membership and
  participation
• Broad ability to generate revenue
• Efficiency in all operations
• High visibility and awareness throughout the
  country
• Enhanced emphasis on the aerospace education
  mission
• Agile decision-making
• Significant involvement of and accountability to
  the membership
• Chapters focused on mission execution

11
Additional Objectives

• Create an AFA that
• Demographically reflects a younger, more diverse,
  and larger membership
• Operates with an agile governing body that
  facilitates rapid response to needs and increased
  efficiency in the allocation of financial
  resources
• Has a field organization that actively executes
  the AFA mission at home

12
afa21 Progress and Report Reviews

• AFA and AEF EXCOMs
• Feb 05, Aug 05, Sep 05, Dec 05, Feb 06, Aug
  06, Sep 06
• AFA and AEF BODs
• Feb 05, Sep 05, Dec 05, Feb 06, Sep 06
• IRT and afa21 Advisory Group
• Two full reviews by IRT Jul 05, Jul 06
• Advisory Group reviews throughout
• Region Presidents Reviews
• Aug 05, Apr 06, Aug 06
• AFA Nominating Committee
• Apr 06 (Nomination Process)

13
afa21 Changes to Reports/Recommendations

• Examples
• Inputs on the Transition Constitution and OPM,
  Permanent Constitution and OPM
• Size and composition of the final governance
  structure -- BOD
• Need for and makeup of EXCOM
• Makeup, authority, and procedures for the Field
  Council and Aerospace Education Council
• Size and makeup of the Nominating Committee and
  nomination process
• Pace and details of the phase-in plan
• Field chapter reimbursement policies
• Field need for chapter newsletter
• Retained option for state president
• Chapter reporting procedures

14
afa21 Task Force 2005 Approved Recommendations

• Recommendation 1 - decision
• Combine AFA and AEF into a single 501(c)(3)
  organization and retain AFAs insurance and
  building businesses in the 501(c)(19) effective
  April 1, 2006 or upon receipt of a positive
  ruling from the IRS after that date
• Establish a transition governance structure by
  combining the AFA and AEF Boards and delegating
  authority to the Transition Board to approve the
  necessary documents and transactions to effect
  the tax status change, including a Transition
  Constitution

15
Implementation

• Transition Constitution - Approved Unanimously
  by the Board in Dec 2005
• Adds IRS (c)(3) words
• Expands membership eligibility
• Incorporates AEF Officers and Trustees
• Creates Aerospace Education Council and
  Development Committee
• Transition OPM
• Adds VCOB duties/procedures
• Adds AEC DC duties/procedures
• Inserts AFAVBA accountability (resolutions)
• AFAVBA Constitution - Approved Unanimously by
  the Board in Feb 2006
• Specifies membership IAW (c)(19) Board members
• Uses existing AFA Officers/ExCom/Board
• Provides for accountability (petition/resolutions
  process)
• IRS Approval Received February 27, 2006
• Corporate Documents Filed March 30, 2006 New
  AFA April 1, 2006

16
afa21 Task Force 2005 Approved Recommendations

• Recommendation 2 concept approval
• Establish a combined Board of Directors to govern
  the combined AFA/AEF and the new AFAVB
• Board size to be reduced to 16-18 members
• Regional representation to be considered further
• Revise the AFA/AEF committee structure
• Establish a Development Committee
• Designate the Constitution Committee as ad hoc
• Further evaluate other proposed committee actions

17
afa21 Task Force2005 Approved Recommendations

• Recommendation 2 concept approval
• Establish a formal council structure consisting
  of the Aerospace Education and Field Councils
• Further define the size, make-up and level of
  empowerment of these councils
• Revise the AFA/AEF officer structure
• Chairman of the Board
• Vice Chairman of the Board Field Operations
  (former National President
• Vice Chairman of the Board Aerospace Education
  (new position)
• President (former Executive Director remains a
  non-voting member of the Board)
• Secretary/Treasurer (combine positions)
• Implement a Director Orientation and Training
  Program

18
afa21 Task Force2006 Recommendations

• Recommendation 1 decision
• Approve the permanent governance structure
  established by the Board of Directors in February
  2006 with the refinements proposed by the Task
  Force
• Revise the makeup and size of the Board over a
  phased transition period
• Up to 19 members six at large, three geographic,
  four officers, three former AF leaders, up to
  three Chairman appointees
• Executive Committee increased the maximum size of
  the Board from 18 to 19 and the number of
  appointed Directors from two to three
• Executive Committee approved the recommendation
  of the Task Force to identify geographic
  directors as Voting Directors and assign
  Regions to three areas of the country for
  nomination purposes all delegates vote for these
  Directors
• Executive Committee added option for COB to
  appoint senior AF leader to the Board in the
  event immediate past CSAF or CMSAF cannot serve.

19
afa21 Task Force2006 Recommendations

• Establish the formal council structure consisting
  of the Aerospace Education and Field Councils
• Executive Committee approved the Task Force
  recommendations concerning the size, composition,
  responsibilities and review procedures for the
  Field Council
• Revise the committee structure
• Constitution becomes ad hoc Development
  Committee established Executive Committee
  retained, but is reduced in size
• Revise the AFA/AEF officer structure
• Chairman of the Board
• Vice Chairman of the Board Field Operations
  (former National President)
• Vice Chairman of the Board Aerospace Education
  (new position)
• Secretary/Treasurer (combined position)
• Positions combined after completion of the term
  of office of the next Secretary
• President (former Executive Director)

20
Updates to February BOD Decisions Approved by
Executive Committee

• Refinements to
• Empowered Field Council
• Geographic Directors

21
Other Feb 06 BOD Actions (Governance)

• Requested additional input from Region Presidents
  on
• Empowered Field Council
• Further definition of authority, membership,
  meeting frequency, etc.
• Geographic Directors
• Proper title?
• Qualifications, likely candidates
• AFA President Largent 2-8-06 message RPs
  review and refine
• Field Council (7 questions)
• Geographic Director (4 questions)
• afa21 Governance Team chair met with RPs in
  April

22
Questions to the RPs -- Field Council

• Changes to the authority of the FC regarding
  policy? Areas that should be added/deleted?
• Changes to the authority of the FC regarding
  field ops/performance? Areas that should be
  added/deleted?
• Is 10-12 about the right size?
• Who should serve on the FC? (generated most
  discussion)
• Role of RPs in nominating FC members?
• How often should the FC meet?
• 7. Other comments regarding the FC?

23
Recommended Changes Field Council

• Key change -- up to one half of the Field Council
  could be sitting RPs in the last (2nd) year of
  their terms
• Remainder those with demonstrated field
  leadership experience
• Including former RPs and SPs
• Rationale
• RP and Field Council duties are fundamentally
  different
• RPs are busy, and duties likely to expand (e.g.,
  region-state merger)
• (At least two major tasks already assigned to
  FC by EXCOM)
• RPs in their first year have steep learning
  curve
• Field council of 14 - 18 is too large to be
  effective, efficient
• No other change to makeup, authority, or
  operation but
• BOD should thoroughly review Field Council
  structure, activities, etc. after the first year

24
Questions to the RPs Geographic Directors

• Changes to the nomination process for Geographic
  Directors?
• Changes to the qualifications for Geographic
  Directors?
• 3. What should they be called? Geographic?
  Area? Region? Other?
• 4. Other comments regarding Geographic
  Directors?

25
Recommended Changes Geographic Directors

• Constitution -- refer to nine elected directors
  in in same manner as today
• Voting Directors
• Elected by the delegates
• OPM contains the details
• Specify six are at-large, remaining represent
  three defined eastern, central, and western areas
  (roughly equal in membership)
• Similar to afa 21 Governance Team Report Jan
  06
• Further review/update if new region structure
  approved
• Elect three directors each year
• Two at-large, and one geographic

26
Geographic Directors Current
Regions
Central (41,000 members) Regions North Central,
Midwest, Great Lakes, South Central, Texoma
East (43,000 members) Regions New England,
Northeast, Central East,
Southeast, Florida

West (31,000 members) Regions Northwest,
Far West, Rocky Mountain,
Southwest
27
Geographic DirectorsProposed Regions
Central (41,500 members) Regions North Central,
Midwest, Great Lakes, South Central, Texas, Ohio
Valley, Upper Mid West, Oklar
East (42,500 members) Regions New England,
Northeast, Pennsylvania, Central East,
Southeast, Florida

West (31,000 members) Regions Northwest,
Far West, Rocky Mountain,
Southwest
28
afa21 Task Force2006 Recommendations

• Permanent Governance Structure phase-in plan -
  Ground Rules approved by the Executive Committee
• Officers and Directors serving on October 1, 2006
  will serve their full term on the Board
• Phase in period begins in October 2006 and
  continues until October 2009
• Order of election of the geographic Voting
  Directors is determined by membership in the
  Regions whose Directors are being phased off the
  Board and the corresponding loss of seats
• Largest loss of membership is Central in 2007,
  then East in 2008, then West in 2009
• If an unexpected vacancy occurs during the
  phase-in period, and the position is to be phased
  off the Board, no replacement will be designated
  if the position is to be retained, a replacement
  will be named

29
afa21 Task Force2006 Recommendations

• Permanent Governance Structure phase-in plan
  schedule for Board of Directors approved by the
  Executive Committee
• Current Board consists of 50 Directors
• Five AFA Officers two former AEF Officers four
  at large 14 Region six LDD three former AF
  leaders one past AFA Chairman three Chairman
  appointees six elected AEF Trustees six
  appointed AEF Trustees
• 2006 - Board reduced from 50 to 43
• Three LDD three Trustee one past COB removed
• 2007 - Board reduced from 43 to 30
• Four Region three LDD AEF Treasurer six
  Trustee removed
• One geographic Voting Director added
• 2008 - Board reduced from 30 to 23
• Five Region three Trustee former AEF President
  removed
• One at large Voting Director one geographic
  Voting Director added
• 2009 - Board reduced from 23 to 19
• Five Region AFA Secretary removed
• One at large Voting Director one geographic
  Voting Director added

30
afa21 Task Force2006 Recommendations

• Permanent Governance Structure phase-in plan
  schedule for Executive Committee approved by the
  Executive Committee
• Current Executive Committee consists of 13
  members
• Five AFA officers two former AEF officers three
  Chairman appointees two President appointees
  one Vice Chairman appointee
• 2006 Executive Committee reduced from 13 to
  eight
• Two former AEF officers two Chairman appointees
  one VCFO appointee removed
• 2007 Executive Committee remains at eight
• 2008 Executive Committee reduced from eight to
  five
• One Chairman appointee one VCFO appointee one
  VCAE appointee removed
• 2009 Executive Committee reduced from five to
  four
• Secretary position combined with Treasurer
  position

31
afa21 Permanent Governance Structure (PGS)
Documents

• As Approved by the August Executive Committee
• 11/24 August 2006
• Buck Buckwalter
• 401-207-9617
• buckwald_at_nwc.navy.mil

32
Permanent Governance StructurePrinciples

• Minimum Changes
• Make only those changes necessary to Transition
  Docs.
• Keep basic governance procedures intact
• AFA Mission
• Preserve offices, functions, procedures, add FC,
  AEC, DC
• Keep focused, empowered governance
• Continuity
• Documents should be good for 2010
• Other changes likely (ideally through OPM
  change)

33
PGS Documents Approach

• Transition Constitution Baseline
• BoD-approved ? awaiting majority by Delegates
• Fundamental governance procedures remain intact
• Enable AFA Mission
• Establish Officers/BoD/ExCom/Councils/Committees
• Define only essential roles/relationships
• Keep Flexibility to Learn
• Broad wording in Constitution
• Specificity (but not too much) in OPM

34
Authorities

• December 2005 Transition Constitution
• February 2006 board unanimously
• Approved 18-member BoD
• Established/Reaffirmed FC, AEC, DC
• Past CoB ex officio to BoD
• Executive Director to President
• AFA structure also governs AFAVBA
• Constitution Committee to ad hoc
• Strategic Planning Committee to CoB
• Executive Committee to National Officers only
• Transition Plan (43 30 23 19)

35
Details Beyond February

• These are the easy ones ExCom action
• Ex. Com. phase-in ? 8 (2008) 5 (2009) 4
  (2010) yes
• Geographical Director election order C E W
  yes
• Vacancies on the Board (not to be filled) yes
• VCoBs duties parallel/equal who holds gavel?
  yes
• Observer vs. ex officio CoB to Nominating
  Committee yes
• Nominating Committee description yes

36
PGS Constitution Major Changes

• Adds Two co-equal Vice Chairmen
• Provides for 18-person Board
• Adds Field Council and broadly specifies
  Council/Committee/Staff Roles Relationships
• Nominating Committee Configuration

37
Trans. OPM Approach

• Transition OPM Baseline
• Convention governance procedures intact
• Officer, Board Council/Committees are biggest
  changes
• Implements PGS Constitution
• Dependent on consensus/decisions
• FC/AEC/DC procedures most contentious
• Nominating Committee revision

38
Trans. OPM Major Changes

• Adds FC to VCoB-FO Duties
• Clarifies Budget Inputs from FC/AEC/DC
• Adds FC ( AEC DC) Procedures
• Establishes Geographic Areas and Order of
  Director Elections

39
AFAVBA Approach (no real changes)

• Transition AFAVBA Constitution Virtually
  Unchanged
• Officer names Find/Replace
• Specified as analogous roles
• AFA Governance Governs AFAVBA

40
afa21 Permanent Governance Structure (PGS)
Documents

• Questions?

41
afa21 Task ForceRecommendation 1

• Executive Committee
• Recommends Board Approval

42
afa21 Task Force2006 Recommendations

• Recommendation 2 decision
• Revise the AFA nominating process
• Refine the responsibilities, appointment
  procedures, and composition of the Nominating
  Committee
• Appoint Nominating Committee members at the
  beginning of the AFA year and consider
  longer-term appointments
• IRT recommends two-year appointments consistent
  with committee chair tenure
• Establish an application process for candidates
  for office
• Establish guidelines for the Nominating Committee
• Executive Committee approved the recommendation
  without a designated term length for committee
  members

43
Nomination Process

• Committee structure and procedures
• Reviewed by 2006 Nominating Committee
• Reviewed by afa 21 Advisory Group
• Reviewed by IRT

44
Proposed Nominating Committee

• All AFA members -- represent a broad
  cross-section of the Association (11 members)
• Three most recent COBs (immediate past COB --
  Chair)
• One selected by VCOB-FO, in consultation with the
  FC
• One selected by VCOB-AE, in consultation with the
  AEC
• Three representing the AFA field structure, one
  each selected by the geo directors, in
  consultation with the RPs
• One representing the USAF (AD, ANG, Reserve, AF
  civilian)
• One representing USAF Veterans
• One representing Aerospace Industry

Appointed by Chairman of the Nominating
Committee, in consultation with the COB --
Approved by BOD
45
Proposed Nominating Committee

• Checks and balances
• No one person controls majority of seats
• Field input through RPs and geographic directors
• Full BOD must approve the committee chair
  nominees (3)
• AFA COB serves as observer (non voting) in last
  year of term
• Importance of continuity
• Encourage reappointment of members (similar to
  successful practice -- Finance Committee)

46
Proposed Nomination Process AFA Officers and
Elected Directors

• Nominating committee responsibilities
• Recruit candidates with needed background and
  capabilities
• Evaluate determine the most qualified, best
  suited
• Select at least one nominee for the officer and
  elected and elected director positions
• Present the committee report to the Convention
  Delegates
• Committee formed on/about October 1st
• Meet as necessary through the year

47
Proposed Nomination Process

• Application/nomination
• Broader publicity search procedures (Air Force
  magazine, Newsline, web site, etc.
• Begin earlier in the year
• Expanded definition of responsibilities and
  expectations of BOD members
• Duty of Care and Loyalty
• Time Commitment
• Other Support -- 501(c)(3) organization
• Individual can nominate themselves, or another
  can nominate
• Combine background, bio, agreement to serve
• Cut-off date for nominees from the floor/write-in
  candidates

48
Proposed Nomination Process

• Guidance to the Nominating Committee --
  considerations
• Capacity to govern with vision, think
  strategically, understand the business of AFA and
  AFAVBA
• Consider special skills/qualifications (financial
  management, educational expertise, political
  access, fund raising, etc.)
• Understanding of the AFA mission and vision, the
  needs of AFA members, and the needs of the USAF
  family
• Cross-section of AFAs constituencies
• Experience at and ability to represent AFAs
  grassroots
• Geographic Directors must
• Have demonstrated field leadership experience
  (chapter/state/region)
• Be from that geographic area

49
afa21 Task Force2006 Recommendations

• Revised Nominating Committee Structure Phase-in
  Plan
• Current Nominating Committee consists of 19
  members
• Five most recent Chairmen of the Board and a
  representative from each Region
• 2006 - NC reduced from 19 to 18
• Two former chairmen removed
• VC-AE appointment added
• 2007 - NC remains at 18
• Five Region representatives removed (Central
  Area)
• One VC-FC appointment one geographic area
  representative, three Chairman appointments added
  
• 2008 - NC reduced from 18 to 14
• Five Region representatives removed (East Area)
• One geographic area representative added
• 2009 - NC reduced from 14 to 11
• Four Region representatives removed (West Area)
• One geographic representative added

50
afa21 Task ForceRecommendation 2

• Executive Committee
• Recommends Board Approval

51
afa21 Task Force2006 Recommendations

• Recommendation 3 decision
• Establish a new Region organizational structure
• Streamline the field organizational structure
  through a merger of the Region and State
  organizations
• Increase the number of Regions from 14 to 18
• Provide funding support for Region operations
• Executive Committee approved recommendation with
  an implementation plan to be developed by the
  Field Council no later than June 1, 2007

52
Intermediate Organization(Background)

• ORG Recommendation
• Eliminate the present State and Region
  organizations as they are known and put in place
  an intermediate organization between AFA National
  and the field units
• Why change? Is there a Problem?
• Yes there are insufficient AFA volunteer leaders
  to effectively sustain todays field structure
  and, as a result, it is slowly but steadily
  declining
• What can be changed so existing and future AFA
  leadership can be used to the max?

53
Leadership Deficiency Background

• AFA has a Serious Leadership Deficit
• Result of the Lack of Leadership Volunteers
  (1997-2005)
• Decrease in number of chapters by 38
• Decrease in number of state organizations by 15
• One state with no AFA activity (Maine)
• Increase in the number of chapters reporting
  directly to Regions
• HI, ID, WY, MT, NV, WV, CT, VT, NH
• Of these, two states with a sufficient number of
  chapters have no state organization due to
  insufficient leadership
• WV and CT
• In Operating Year 2006, 15 more chapters were
  closed
• 24 additional chapters have no current rosters on
  file for 2006

54
Leadership Requirements

• Chapters (220)
• 220 x 4 elected officers 880 elected leaders
• Appointed officers (FOG recommends 7) 220 x 7
  1540 appointed leaders
• States (40)
• 40 x 4 elected officers 160 elected leaders
• Appointed officers (FOG recommends 6) 40 x 6
  240 appointed leaders
• Region (14)
• President 14 x 1 elected officer 14
  elected leaders
• Directors 14 x 1 elected Director 14 elected
  leaders
• National
• Elected Officers 4
• Directors At-large - 18 Leadership
  Development - 6
• Plus Committee members at all levels
• Total 1096 Required 1780 Recommended 2876

55
Team Recommendation

• Utilize existing and potential new leadership to
  the maximum
• Establish a new Region organizational structure
• Increase Regions from 14 to 18
• Increase is needed due to
• Chapters
• Members
• Geographic Span
• Potential Available Leadership
• Anticipated Increased Workload
• AND
• Eliminate State organizations
• Decrease States from 40 to 0

56
Region Structures

• Present States Chapters Proposed States
  Chapters
• NEngl CT, MA, NH, RI, VT 13 New Engl
  CT, MA, NH, RI, VT 13
• NE NJ, NY, PA 30 NE NJ, NY 18
• PA PA 12
• CE DC, DE, MD, VA, WV 18 CE DC, DE,
  MD, VA 16
• SE GA, NC, SC 15 SE GA, NC,
  SC 15
• FL FL 17 FL FL 17
• SC AL, AR, LA, MS, TN 17 SC AL,
  MS, TN 12
• Texoma TX, OK 19 TX TX 15
• OKLAR OK, LA, AR 9
• GL IN, KY, MI, OH, 20 GL IN,
  MI 12
• OValley OH, KY, WV 10
• NC MN, MT, ND, SC, WI 11 NC MN, MT,
  ND, SD 8
• MW KS, MO, NE, IA, IL 16 MW KS,
  MO, NE 8
• UMW IA, IL, WI 11
• SW AZ, NM, NV 8 SW AZ, NM, NV 8
• RM CO, UT, WY 8 RM CO, UT, WY 8
• NW AK, WA, OR, ID 8 NW AK, WA, OR,
  ID 8
• FW CA, HI 20 FW CA, HI 20

57
Rationale(Based on Existing Organization)

• Retain State geographic boundaries
• Initially splitting States might be too much to
  swallow
• Could be a possibility as chapters become
  comfortable with setup
• Pennsylvania
• Single State Reduces Northeast from 30 to 18
  chapters
• Ohio Valley
• Ohio, Kentucky, West Virginia
• Potential Strong Leadership in Ohio
• Proximity of WV and KY Chapters
• Upper Midwest
• Iowa, Illinois, Wisconsin
• Potential Strong Iowa and Illinois Leadership
• Proximity of Wisconsin Chapters
• OKLAR
• Oklahoma, Louisiana, Arkansas
• Potential Strong Oklahoma and Arkansas Leadership

58
Result of Proposed Region Structure(Combined
with other AFA Reorganization)

• National
• Elected Officers 4
• Elected Directors 9
• Regions (18)
• 18 x 3 elected officers 54 elected leaders
• Appointed Region officers (FOG recommends 6) 18
  x 6 108 appointed leaders
• Chapters (220)
• 220 x 3 elected officers 660 elected leaders
• Appointed chapter officers (FOG recommends 7)
  220 x 7 1540 appointed leaders
• Total - 727 Required 1648 Recommended 2375
• Leadership Requirement reduced by 501!

59
New Region Officers

• Elected President, Exec Vice President,
  Secretary, Treasurer
• Secretary-Treasurer could be combined at Region
  Discretion
• Elected or Appointed VP for Communications, L/D,
  Membership, Communications, Government
  Relations/Veterans Affairs, AE
• At Region Discretion
• In Multi-State Regions, State President for each
  State
• Primarily responsible for State oversight and
  Congressional liaison
• Area VPs within States
• Large Geographic States
• Region Executive Committee

60
New Region Elections

• Fourteen Region Presidents are currently elected
• However, Region composition may have changed
• No election required in unchanged Regions
• New England , SE, FL, SW, RM, NW, FW
• Election could be required in those Regions where
  composition is changed
• NE, CE, SC, GL, NC, MW, TX
• Presiding Region President notifies States and
  hosts election
• Four New Regions require elections
• PA, OKLAR, Ohio Valley, Upper Midwest
• Vice Chairman Field Operations notifies States
  and hosts election meeting
• All Region Appointed Officers are named
• Region Officer Rosters submitted NLT 14 days
  following election

61
New Region Responsibilities

• Submit Region Officer Roster and Quarterly
  Activity Financial Reports
• Oversee Chapters and Chapter Operations
• Anticipate Extensive Travel by Region Officers
• Endorse Chapter Reports
• Administer Region Awards Program
• Host at least One Region Face-to-Face Meeting per
  Year
• RP Given Widespread Flexibility (Could be During
  Annual AFA Meeting)
• Host at least Two Additional Meetings Per Year
• Complete Flexibility as to Format
• Face-to-Face
• Telecom
• State or Area Meetings with Common Agenda set by
  RP Used for All
• Region Officer Attending Helps Provide Continuity

62
Regions Become Operational Units

• Handle Finances
• Establish Treasuries
• Region Constitutions and Charters are Required
• A Sample Constitution has been Prepared
• A Sample Charter has been Prepared
• Possible Ceremonial Region Charter
  Presentations by National Officers
• OPM FOG proposed changes have been prepared

63
Region Financial Support

• Two Actions are Necessary
• Disbursement of Existing State Financial Assets
• Totally an Internal State Decision
• Money could go to
• Region
• Chapters
• National (for AE)
• Combination of all Three
• Any disbursement must comply with 501 (c) (3) IRS
  criteria
• Establishing a Region Financial Support Plan

64
Existing State Financial Assets(as of September
30, 2005)

• AL 5,359 IN 8,206 NE 4,072 RI
  1,343
• AK 1,975 IA 3,723 NJ 2,136 SC
  855
• AZ 3,514 KS 3,862 NM 362 SD
  2,854
• AR 997 LA 2,149 NY 6,022 TN
  2,917
• CA 29,010 MD 1,536 NC 5,753 TX
  7,654
• CO 8,519 MA 680 ND 1,954 UT
  857
• DE 1,935 MI 4,511 OH 3,913 VA
  8,351
• FL 29,620 MN 863 OK 1,423 WA
  5,825
• GA 2,637 MS 3,763 OR 800 WI
  2,146
• IL 9,405 MO 221 PA 6,369

65
What if All State Money Went to Regions?

• Central East 11,822.00 Ohio Valley 3,913.00
• Far West 29,010.00 OKLAR 4,569.00
• Florida 29,620.00 Pennsylvania 6,369.00
• Great Lakes 12,717.00 Rocky Mountain
  9,376.00
• Mid West 8,155.00 South Central 12,039.00
• New England 2,023.00 Southeast 9,245.00
• North Central 5,671.00 Southwest 3,876.00
• Northeast 8,158.00 Texas 7,654.00
• Northwest 8,600.00 Upper Mid West 15,274.00
• Regions would be in Great Shape!

66
Region Financial Support

• Provide each Region with Support Payment RP
  Allocation
• Support Payment
• All Regions Receive 1,000 Per Quarter or 4,000
  Per Year
• Based on a Basic Budget
• Paid Following Region Meeting Report Requirements
• Regions Could Request 1,000 Additional with
  Appropriate Justification
• RP Allocation (As Requested, Based on RP Voucher
  Submission)
• Use Existing 2,400 Per Year Baseline
• Acknowledge One Size Does Not Fit All
• 2,400 Baseline Covers Regions with up to 10
  Chapters and 1 State
• Regions Receive an Additional 250 Per Year
• For each Chapter Over 10
• For each State Over 1
• Allocations are Reimbursed Following Submission
  of Activity Report/Receipts
• Allocation Funds Support Travel by Any Region
  Officer

67
Region Funding

• Region RP Allocation Support
  Payment Total
• New England 4,150.00 4,000.00
  8,150.00
• Northeast 4,650.00 4,000.00 8,650.0
  0
• Pennsylvania 2,900.00 4,000.00 6,900
  .00
• Ohio Valley 2,900.00
  4,000.00 6,900.00
• Central East 4,650.00 4,000.00 8,650
  .00
• Southeast 4,150.00 4,000.00 8,150.0
  0
• Florida 4,150.00 4,000.00 8,150.00
  
• Great Lakes 3,150.00 4,000.00 7,150.
  00
• South Central 3,400.00 4,000.00 7,40
  0.00
• North Central 3,150.00 4,000.00 7,15
  0.00
• Upper Mid West 3,150.00
  4,000.00 7,150.00
• Mid West 2,900.00 4,000.00 6,900.00
  
• OKLAR 2,900.00 4,000.00 6,900.00
• Texas 3,650.00 4,000.00 7,650.00
• Rocky Mountain 2,900.00
  4,000.00 6,900.00
• Southwest 2,900.00 4,000.00 6,900.0
  0
• Northwest 3,150.00 4,000.00 7,150.0
  0
• Far West 5,150.00 4,000.00 9,150.00
  

68
Summary of Region Funding

• Currently the 14 Region Presidents Allocations
  total 33,600
• Currently at 100 State Payment, Max State
  Support Payments total 133,051
• Total that could be paid to Region RPs and States
  was 166,651 per year
• Teams Proposal Eliminates One Layer of
  Management
• Teams Region Financial Plan Requires 135,950
  per year
• Teams Proposal Saves AFA 30,701 Per Year (as a
  minimum)
• Regions can Request Additional Funding with
  Appropriate Justification
• Overall funding further reduced due to no SP
  meeting (training) requirement
• Some additive due to 4 extra RPs requiring RP
  meeting travel

69
New Region Implementation

• Once Recommendation is approved, a Region
  Implementation Date (RID) is established
• RID establishes the timeline for implementation
  new Regions stand up, State organizations stand
  down, etc.
• Recommend Field Council Action if recommendation
  is approved in September 2006
• Field Council works issue
• Field Council report due June 1, 2007

70
New Region Implementation

• AFA Staff
• Update Field Operations Guide (FOG) and
  Operations Procedures Manual (OPM) to reflect
  changes resulting from the adoption of
  Recommendation 3 (AFA Staff)
• Provide boiler plate regional constitution and
  bylaws, grant charter for new regions (AFA
  Staff)
• Update other governing documents/directives or
  provide interim guidance to reflect the
  dissolution of the State organizations (e.g.
  Strategic Plan, etc)

71
New Region Implementation

• AFA
• Provide initial quarterly funding to new region
  structure
• Region
• Establish regular communication channels among
  region chapters
• Conduct Region meeting
• Form Executive Council
• Elect officers
• Appoint State Presidents, Area and other Vice
  Presidents as required

72
New Region Implementation

• Region (Cont)
• Adopt submits Region Constitution to AFA
• Replace State organization as operating unit
• Assumes approval authority and responsibilities
  previously assigned to state organizations
• Submit officer roster and quarterly activity and
  financial reports to AFA
• Coordinate with states for disbursement of state
  funds
• Develop and implement chapter visitation schedule

73
New Region Implementation

• State
• Stand down as operating unit
• Disburse funds as determined by State EXCOM
• Informs Region and Chapters and submit report on
  disbursement actions to National
• Chapter
• Begin submitting annual plans and quarterly
  reports through Region President

74
New Region Implementation(Improved Mission
Effectiveness)

• Improves Field Efficiency of Operations
• Better uses existing and potential leaders within
  18 Regions
• Potential to take advantage of leaders from
  multiple States
• Chapters currently not having subject
  assistance, i.e., AE, could receive help
• Association would be enhanced
• Leadership Development could be Potentially
  Enhanced

75
afa21 Task ForceRecommendation 3

• Executive Committee
• Recommends Board Approval

76
afa21 Task Force2006 Recommendations

• Recommendation 4 decision
• Refine some chapter operating procedures
• Implement use of reporting form to align with
  strategic plan
• Refine chapter performance requirements
• Revise newsletter requirements
• Redefine chapter quarterly support payment
  procedures
• Executive Committee approved recommendation with
  staff action to phase-in changes during 2007 and
  full implementation by January 1, 2008 Field
  Council will monitor implementation

77
Refined Chapter Performance Requirements(Focused
on Mission Performance)

• Most current chapter performance measures are
  administrative
• Rosters, Annual Reports, Quarterly Reports
• Attend State Meeting
• Conduct one Program
• Produce and Distribute at least 3 Quarterly
  Newsletters
• Exception - Membership recruiting
• Add 1 of baseline per quarter for 25 support
  payment incentive
• Only Qualitative measure
• Chapter mission performance should be tied to
  Strategic Plan so should support payments
• Currently 14 chapter Strategic Plan objectives
  are available
• Reporting needs to be streamlined and aligned
  with plan

78
Chapter PerformanceStreamlined Reporting

• Annual and Quarterly reporting requirements
  unchanged, but forms are simplified and
  streamlined
• Quarterly Support Payments are Based on Reported
  Performance
• Admin square filling is no longer a factor
• Revised single reporting form developed
• All chapter Strategic Plan objectives depicted
• More need to be developed and added
• Use to submit Annual Plan (previous template
  eliminated)
• Use each quarter as Quarterly Report to report
  accomplishments
• Report provides sufficient data to eliminate
  Region President semi-annual Strategic Plan
  Status report

79
Refined Chapter Performance Requirements

• Chapter Quarterly Support Payments continue, but
  are tied to mission performance, not
  administrative square filling
• Rosters/Plans/Reports must be submitted before
  any support payments are made
• 25 incentive remains for meeting membership goal
  of 1 growth
• Quarterly Support payments are based on
  fulfilling strategic objectives
• A minimum number of Strategic Plan Objectives
  must be met per quarter
• Based on chapter size at beginning of operating
  year
• Chapter Size Small Medium Lrg/Extra Lrg
• (0-200) (201-400) (401)
• ( Strategic Objectives 1 2
  3 50 of Base
• to be met per quarter) 2 3
  4 Final 50 of Base
• These minimums are easily achievable by all
  chapters, but do require some chapter activity
  (mission performance) in order to get support
  payments
• Chapter newsletters are mandatory
• Chapters lose 50 of support payments if
  newsletters are not produced

80
Refined Chapter Performance Requirements(Summary)

• Chapter Performance/Support Payments are tied to
  the Strategic Plan (Mission Performance)
• Support payments calculations are still based on
  membership numbers
• Thats what we were told the field desires
• 25 incentive for membership goals continues
• Strategic Planning Committee, in conjunction with
  Empowered Field Council, should develop
  additional Chapter Objectives
• New Simplified Report Form is Provided
• Region President semi-annual Strategic Plan
  Status Report N/R

81
Chapter Newsletters

• Last year FST recommended eliminating newsletters
• Reducing cost and admin workloads
• Recommendation was a proposed tradeoff to no
  support payments
• Support Payments are back in
• IRT Newsletters are a key to effective chapter
  operation
• FST needs to reconsider its recommendation
• FST reconsidered and proposes a revised concept
• Reduces Cost
• Reduces Admin workload

82
Chapter Newsletters

• Simple one-page listing of chapter leadership,
  upcoming events, and small description of past
  activities meets minimum requirement
• Chapters producing larger products are encouraged
  to continue
• Propose newsletter distribution be revised
• Once per year each chapter make concerted effort
  to determine which members want to hear from the
  chapter
• Contact 100 of chapter by some means
• Request return notification if member wants
  quarterly newsletter
• Request updated email address or request for
  snail-mail product
• Remaining quarterly newsletters are sent only to
  respondents (email or snail)
• Saves admin workload and expense
• Members not responding will not hear from chapter
  until next year
• But, Chapters failing to meet 3 newsletter per
  year requirement reduces their support payments
  by 50

83
Chapter Support Payments

• Quarterly Chapter Support Payments Continue
• No change in quarterly Chapter Support Payment
  calculation
• All admin requirements must be submitted prior to
  any payment
• Roster, Annual Plans, Quarterly Reports
• 100 Payment is made (125 w/1 increased
  membership)
• 25 Increments are eliminated except Membership
• 25 Membership incentive is a Strategic Plan
  Objective
• But, Chapter Support Payment Strategic Objective
  limitation, as briefed, is applied
• And, Newsletter limitation, as briefed, is applied

84
New Chapter Operating Procedures--
Implementation --

• Changes to Reporting Procedures, Performance
  Measurements and Newsletter Requirements
• To be implemented as directives and
  administrative support capabilities are made
  ready and provided to the chapters (AFA Staff)
• Task Field Council to Monitor Implementation

85
afa21 Task ForceRecommendation 4

• Executive Committee
• Recommends Board Approval

86
afa21 Task Force2006 Recommendations

• Recommendation 5 concept approval
• Further develop the concept to change AFAs
  Voting Method
• Provide all members the opportunity to vote for
  officers and directors
• Revise the national convention approach to
  support this change
• Executive Committee decided to defer further
  action on this recommendation and allow the
  membership to focus on the more immediate issues
  of a permanent governance structure, a revised
  nominating process and field reorganization

87
afa21 Task Force Working Issues

• Tax Status
• Continue to monitor tax status change
  implementation (Red Team approach)
• Governance
• Continue to work on the concept of changing AFAs
  Voting Method
• Monitor permanent governance structure
  implementation (Red Team approach)
• Review of Field Council operations after first
  year
• Field Structure
• Monitor development of phase-in plan for new
  regions by Field Council
• Monitor phase-in of new chapter operating
  procedures
• Monitor full development and implementation of
  region realignment (Red Team approach)
• Develop concepts to address long-term issues
  pertaining to the field organizational structure,
  enhanced mission execution, and performance based
  financial support

88
afa21 Permanent Governance Structure (PGS)
Documents

• Back Ups

89
PGS Constitution ? VCoB-FO

• Section 2. Vice Chairman of the Board for Field
  Operations (VCoB-FO). The VCoB-FO shall exercise
  the powers and perform the duties assigned the
  office by the Constitution and the Operations and
  Procedures Manual serve as Chairman of the Field
  Council to guide overall direction of the
  Associations field activities articulate the
  Associations established policies and
  objectives conduct the business sessions of the
  National Convention preside at the National
  Convention, Board, and Executive Committee
  meetings in the absence of the Chairman of the
  Board and serve as a nonvoting member of those
  committees and councils for which appointment
  authority exists unless otherwise provided in the
  Constitution.

90
PGS Constitution ? VCoB-AE

• Section 3. Vice Chairman of the Board for
  Aerospace Education (VCoB-AE). The VCoB-AE shall
  exercise the powers and perform the duties
  assigned the office by the Constitution and the
  Operations and Procedures Manual serve as
  Chairman of the Aerospace Education Council to
  guide overall direction of the Associations
  educational mission articulate the Associations
  established policies and objectives preside at
  the National Convention, Board, and Executive
  Committee meetings in the absence of the Chairman
  of the Board and VCoB-FO and serve as a
  nonvoting member of those committees and councils
  for which jurisdiction exists unless otherwise
  provided in the Constitution.

91
PGS Constitution ? The Board

• A. Voting Directors.
• (1) The nine (9) directors elected at the
  National Convention of the Association for a term
  of three (3) years with one-third (1/3) being
  elected each year. Two (2) directors shall be
  elected on an at-large basis from across the
  Association and one (1) director shall be elected
  on a geographical basis each year. Geographic
  areas and order of election shall be as defined
  by the Board of Directors and reflected in the
  Operations and Procedures Manual. Should a
  National Convention be cancelled, elections shall
  be authorized as defined in the Operations and
  Procedures Manual.
• Section 4. Vacancies. In case of a vacancy among
  the elected or appointed directors, for any
  cause, the position shall be filled by
  appointment by the Chairman of the Board until
  the next National Convention, at which time it
  shall be filled by special election by the
  delegates. Directors so elected shall serve only
  until the end of the term of the director whom
  they replaced. The sole exception to this
  provision shall be in the case of those
  Leadership Development or Regional Directors
  appointed or elected prior to 1 October 2006
  under the provisions of any earlier Constitution.
  Vacancies in these offices will not be replaced
  as the Association transitions to the governance
  structure enacted by this document.

92
PGS Constitution ? The Field Council

• C. Field Council (FC). The membership of AFA
  Field Council shall consist of at least eight (8)
  persons. These members shall be appointed by the
  Vice Chairman of the Board for Field Operations
  in consultation with the Chairman of the Board
  and the Region Presidents and confirmed by the
  Board of Directors. The Vice Chairman of the
  Board for Field Operations chairs the FC to guide
  overall direction and will be responsible for
  developing programs, policy, goals, and fiscal
  guidance for the Associations field activities.
  The FC will work closely with the Aerospace
  Education Council and other committees and may
  establish and populate subcommittees as
  appropriate.

93
PGS Constitution ? The Aerospace Education
Council

• D. Aerospace Education Council (AEC). The
  membership of the Aerospace Education Council
  shall consist of a Chairman and at least six (6)
  persons, two (2) of whom must be voting directors
  of the Association. These members shall be
  appointed by the Vice Chairman of the Board for
  Aerospace Education in consultation with the
  Chairman of the Board and confirmed by the Board
  of Directors. The Vice Chairman of the Board for
  Aerospace Education chairs the AEC to guide
  overall direction and will be responsible for
  developing programs, policy, goals, and fiscal
  guidance for the Associations educational
  activities. The AEC will work closely with the
  Field Council and other committees to ensure the
  Associations educational programs are being
  aggressively executed in the field and may
  establish and populate subcommittees as
  appropriate. Development Committee to ensure fund
  raising goals will support the Associations
  educational programs.

94
PGS Constitution ? The Development Committee

• E. Development Committee. The membership of the
  Development Committee shall consist of a Chairman
  and at least six (6) persons, two (2) of whom
  must be voting directors of the Association. The
  Development Committee shall work closely with the
  FC, AEC, and Association staff to acquire funds
  to support the Associations mission.

95
PGS Constitution ? The FC/AEC/DC (cont.)

• Section 6. Responsibilities. Each committee or
  council shall be charged with the
  responsibilities assigned to it by the Operations
  and Procedures Manual and the appointing
  authority. Additionally, the Field Council (FC)
  provides a direct link between field leaders and
  the Board of Directors on matters affecting field
  operations and shall be empowered to develop
  programs, policy recommendations, goals, and
  fiscal guidance for the Associations field
  activities in accordance with th