Gaylactic Network Reorganization

1
Gaylactic Network Reorganization

• Proposed by Rob Gates
• Ideas Generated by Lambda Sci-Fi

2
Network Reorganization

• Intro
• General Problems
• Membership-Related Problems
• Governance Problems

3
Network Reorg - Introduction

• Background
• Why Bother?

4
Network - Reorg - General Probs

• Unclear Goal/Purpose/Vision
• Networks Lack of Funds
• Apathy Burnout

5
Network - Reorg - Membership

• Declining Membership
• Perceived Lack of Member Benefits
• Inability to Track Membership

6
Network - Reorg - Governance

• Communications Roadblocks (Reps)
• Inability to Make Timely Decisions
• Inequity of Voting Procedures

7
Gaylactic Network Reorganization

• Introduction

8
Network - Reorg - Background

• While the Network has survived for over 10 years
  now, the last few years have seen a growing
  struggle to survive on both a Network-wide and
  Affiliate level. The Network has fewer
  Affiliates now than in many years, and active
  participation has been declining rapidly. If the
  Network is to survive, something must be done.

9
Network - Reorg - Why Bother?

• Intangible Benefits
• A place at the table within fandom
• Existence of Gaylaxicon (our convention)
• Spectrum Awards
• Central clearinghouse of information for gay
  fandom
• Connection point for gay fandom
• The Network has helped to foster local groups
• Visibility
• Necessary
• comment need to be part of the/aware of the
  electronic world

10
Gaylactic Network Reorganization

• General Problems

11
Network - Reorg - Unclear Goal1 of 2

• Continuing group/committee to keep the vision
  fresh - inspiration
• communicate purpose goals in written form to
  all members potential members
• vision where would we like to be in 5 years
• purpose what, specifically, do we do
• goal how to achieve purpose

12
Network - Reorg - Unclear Goal2 of 2

• Goal -gt Define members, term of office
• Establish frequency of reviewing goals
• Decide group or individual member org, maybe
  both?
• Concrete
• standing newsletter item in LSF (and on website
  and any brochure), recommend to others purpose
  statement

13
Network - Reorg - Lack Funds

• Some form of dues going directly to Network
  Treas. (rather than mediated by chapters) would
  result in more stable Network treasury
• Start by finding out what it costs to be and do
  what we want
• Enforce payment of dues (consequence for
  non-payment, eg membership ends)

14
Network - Reorg - Apathy1 of 4

• Limit Officer/Rep terms to promote activity of
  ALL members
• For current problem - get info around roadblocks
  (could groups fix themselves?)
• Clarify encourage the transition of known
  functions to an office/committee that doesnt
  require one individuals presence (ie, be clear
  about officer functions)

15
Network - Reorg - Apathy2 of 4

• Simplify Bylaws to be basic guidelines. Most
  procedures should not be in Bylaws - so that the
  Network is more flexible while keeping basic
  functionality
• Bylaws guiding principles, constitution
• Standing Rules procedures that are agreed upon
  and subject to change
• Must be ways to function around roadblocks
  control

16
Network - Reorg - Apathy3 of 4

• Mentoring - Jr. officers - elections before so
  theres a period of watching existing officers
• make jobs more approachable - procedures more
  transparent
• Less focus on process, more focus on external,
  getting beyond procedures

17
Network - Reorg - Apathy4 of 4

• Maybe cleaning up other stuff will help - if
  Network were glamorous/successful it would be
  more attractive to be involved
• Show results - results orientation!

18
Gaylactic Network Reorganization

• Membership Problems

19
Network - Reorg - Declining1 of 3

• Need publicity - from groups Network
  Publicists job (nothing has happened)
• website
• mailing lists
• brochures at group meetings
• brochures at cons
• brochures at gay/sf bookstores
• advertising
• club listings
• Offer Benefits

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Network - Reorg - Declining2 of 3

• All members get info - no reps or multiple reps
• ideas for/from clubs
• how to get/keep members
• what to do/activities suggestions
• structural suggestions
• Network assists clubs to grow
• website/mailing list creation/fodder for
  newsletter

21
Network - Reorg - Declining3 of 3

• Scifi resources - contact board - help people get
  together at locations at cons
• Make purpose clear - why join a vague org?
• Foster individual sense of buy in
• Everyone hears everything - smaller/focused path
  for response
• clubs are most important

22
Network - Reorg - Benefits1 of 5

• Beneficiaries
• clubs
• network reps
• individual members
• non-members
• Tangible
• List of movies/books/tv with gay themes
• Potential to meet people w/ similar interests
• Info center for gay fandom events

23
Network - Reorg - Benefits2 of 5

• Intangible
• presence/voice in the industry
• paving the way for acceptance of gay subcultures
  in the genre
• Marketing - articulate these benefits to the user
  community
• Charge for access - free things arent valued

24
Network - Reorg - Benefits3 of 5

• Promote more social events - separate
  political/social functions
• separate spam/nospam (announce/discuss) on
  internet - or no participation option
• do a user/mailing list survey of user
  expectations
• do a vision statement that starts with member
  benefits

25
Network - Reorg - Benefits4 of 5

• Develop social interaction/user profiles to help
  members meet learn more about each other
• Ease the burden of communication on selected
  cities representatives
• individual communications access

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Network - Reorg - Benefits5 of 5

• Do people want other tangible (or intangible)
  benefits? (part of survey)
• communication about past upcoming events direct
  to members to promote involvement
• what makes a member - define!
• What are membership requirements
  responsibilities (civic duties) to get benefits?

27
Network - Reorg - Tracking1 of 4

• A central membership roll sheet would allow
  tracking of whos in and allow Network to
  promote contacts with critical mass at local
  sites
• Names of members should be added to the central
  registry as they join (automate function on web
  site?)
• Central list shouldnt be on net, not public

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Network - Reorg - Tracking2 of 4

• Set up a function of website to compare voters
  name w/ membership list
• need a member option to opt out of any membership
  lists, mailings, for reasons of privacy or
  preference
• convince clubs of importance of this importance
  of sharing - maybe offer to centralize this for
  clubs

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Network - Reorg - Tracking3 of 4

• Make it part of requirement to be a club, or
  offer Network benefits to clubs to offer as
  benefits to their members
• locators - list whos in MD (ie)
• Make a master announce list and dont publish
  this information to anyone
• Central membership - 2 issues
• security/privacy
• need for vote eligibility/confirmation

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Network - Reorg - Tracking4 of 4

• Should people be able to opt out of Network or
  out of local clubs?
• Can there be 2 ways of joining
• Network direct
• Through a club
• (Both go to central membership)
• Is it mandatory to join Network to join a club?

31
Gaylactic Network Reorganization

• Governance Problems

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Network - Reorg - Roadblocks1 of 4

• Internet mail list for Network info only
  (including GNAPA) for all - not discussion
• Minimum number of GNAPA submissions per year
  requirement
• short required response time, else automatic
  abstention
• Easy procedures for emergency or quick action
  items

33
Network - Reorg - Roadblocks2 of 4

• Multiple reps and/or track all members and
  communicate to all (but keep reps for
  communications from groups)
• Present Network policy rep alternate
  (chapters arent complying)
• Need at least 3 contacts per group
• Consequences must be in place for non-compliance
  - harsh consequences perhaps?

34
Network - Reorg - Roadblocks3 of 4

• Clubs have responsibilities
• What is relationship between Network clubs?
  Mentor/counsel
• what happens to individuals in club if a club
  wavers?
• Workarounds so Network survives problems

35
Network - Reorg - Roadblocks4 of 4

• Provide alternatives for involvement if club
  folds or has problems
• simplicity and flexibility in whatever is decided!

36
Network - Reorg - Timely1 of 2

• Reduce of items needing every groups vote
• ie - groups should not have to vote on a group
  going inactive - if a new group wants to join
  that shouldnt have to be approved by each group
  if the new group meets all requirements
• See removing communications roadblocks and how
  to modify rep. system

37
Network - Reorg - Timely2 of 2

• Require answer/vote quickly, otherwise its a
  defacto abstain
• Let Membership be final recourse for most
  important issues let Officers take care of
  paying for postage

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Network - Reorg -Inequity1 of 8

• Senate vs House
• Senate
• Voting represenation equal for each group
  regardless of size
• House
• Voting representation based on group size
• Direct Vote
• Each member, committee of the whole

39
Network - Reorg - Inequity2 of 8

• GNAPA model as of now - changes - set dates,
  procedures and communicate them!
• Voter authentication an issue?
• No luddites? - Internet voting?
• Different levels of membership get different
  votes - chapters participate differently from
  individual members

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Network - Reorg - Inequity3 of 8

• NO barriers to membership/voting/participation -
  electronic or otherwise
• Leave the clubs as is, but have officers voted by
  members at large (speaker, listener, etcetera)

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Network - Reorg - Inequity4 of 8
Officers
6 Mems
DC
LA
NY
5 Mems
Omaha NE 1 Mem
Alex. VA 2 Mems
4 Mems
1 Member - 1 Vote clubs have different jobs -
advise Network officers, board, whatever
42
Network - Reorg - Inequity5 of 8

• Should not be internet only - no barriers to
  membership participation
• Subsidize or charge extra for non-electronic
  involvement
• Limiting to electronic gets you quick access and
  vote on everything - only key issues go to all?
• Proxy votes?

43
Network - Reorg - Inequity6 of 8

• Phone/voice mail?
• Not everything is a vote-worthy issue
• clubs vote as clubs - weighted higher than
  individuals (vote as individuals)
• impact? Individuals - individuals decide
• impact? Clubs - clubs decide
• Who decides what...

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Network - Reorg - Inequity7 of 8

• Board votes - with full access to advise from
  anyone
• Individuals set policy - Board/officers work
  within that until the next full meeting where
  new policy set/officers elected
• check balance - clubs/reps get some oversight
  to adjudicate officerse performance within policy

45
Network - Reorg - Inequity8 of 8

• Include a rep-at-large?
• Individual members should not have authority to
  dictate policy for groups - autonomy of groups is
  critical