VEA Reorganization Plan

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VEA Reorganization Plan

  1. 1. The VEA Strategic Engagement Using Our Collective Knowledge For Long-Term Planning
  2. 2. Addressing the Immediate 06/07/09 <ul><li>Resolving the capacity and effectiveness of the field management system </li></ul><ul><li>Resolving the challenge of declining membership in UniServ Councils </li></ul><ul><li>Developing capacity for leadership training and professional development </li></ul><ul><li>Committing to a process for long-term decision making within a strategic framework </li></ul>What the cynics fail to understand is that the ground has shifted beneath them, that the stale political arguments that have consumed us for so long, no longer apply. —President Barack Obama in his Inaugural Address
  3. 3. Charged with using our best thinking from VEA stakeholders to resolve short term problems and propose a long-term process for decision making. December 2008 VEA Retreat
  4. 4. Driving Factors <ul><li>Short-and long-term goals of the VEA </li></ul><ul><li>Bold but practical use of current best practices </li></ul><ul><li>Utilization of individual talents and expertise </li></ul><ul><li>Limited governance impact </li></ul><ul><li>Work within current financial environment </li></ul><ul><li>Make as many people happy as possible based upon VEA’s goals for success and growth and causing as few disruptions in professional and personal lives as possible </li></ul><ul><li>Flexible and focused </li></ul><ul><li>VEA Board preliminary draft of Core Values </li></ul>06/07/09 Change is great… You go first!
  5. 5. Revised Management Structure 06/07/09 Beblon Parks, Director Hampton Field Manager Director of Leadership Development Ken Reinshuttle NOVA Field Manager , FEA Ex. Director JoAnn Karsh Central Field Manager Membership, Research Betty Lambdin SW Field Manager , Director Professional Dev. Bill Johnson, Director Communications Brenda Cloyd Business and Finance Rob Jones, Director Government Relations, Research, Retirement Legal Dena Rosenkrantz Milton Brown Office of Teaching And Learning Betty Lambdin Office of Government Relations and Public Policy Robley Jones Office of Legal Counsel Dena Rosenkrantz Milton Brown Office of Human and Financial Resources Brenda Cloyd Office of Strategic Programs Ken Reinshuttle Office of Communications, Marketing and Technology Bill Johnson Office of Field Support and Member Organizing JoAnn Karsh Office of Field Support, Staff Development and Minority Engagement Beblon Parks Office of The President Kitty Boitnott Office of The Executive Director Bob Whitehead
  6. 6. Office of Teaching and Learning <ul><li>Strategic Objectives </li></ul><ul><ul><li>Review objectives contained in the current VEA budget. </li></ul></ul><ul><ul><li>VEA to become the preeminent source for professional development, best practices and theory </li></ul></ul><ul><ul><li>Maintain a rigorous comprehensive leadership training program for members </li></ul></ul><ul><li>Program responsibilities </li></ul><ul><ul><li>Development of professional in-service programs for professional and ESP members via statewide, regional and cadre delivery </li></ul></ul><ul><ul><li>Student VEA program </li></ul></ul><ul><ul><li>NBCT advancement </li></ul></ul><ul><ul><li>SVEA/NBCT mentoring and counseling </li></ul></ul><ul><ul><li>WLT/MLT </li></ul></ul><ul><ul><li>Development of specific strategic plan </li></ul></ul>06/07/09
  7. 7. Office of Government Relations and Public Policy <ul><li>Strategic Objectives </li></ul><ul><ul><li>Coordinate VEA legislative objectives. </li></ul></ul><ul><ul><li>Elect friends of public education at local, state and national level </li></ul></ul><ul><ul><li>Create a culture of political activity within the VEA. </li></ul></ul><ul><ul><li>Advocate for sufficient resources to provide a great school for every Virginia student. </li></ul></ul><ul><ul><li>Secure economic security for VEA members, active and retired. </li></ul></ul><ul><ul><li>To provide training to VEA members regarding educational and administrative issues and policy. </li></ul></ul><ul><ul><li>Advocate for meaningful education reform initiatives </li></ul></ul><ul><li>Program responsibilities </li></ul><ul><ul><li>Coordination of VEA lobbying effort </li></ul></ul><ul><ul><li>Advancement of public policy with the Board of Education and other governmental entities </li></ul></ul><ul><ul><li>Research to support education advocates on the state and local levels </li></ul></ul><ul><ul><li>Monitor the VRS Board of Trustees </li></ul></ul><ul><ul><li>VEA Retired </li></ul></ul><ul><ul><li>Political organizing through member engagement </li></ul></ul>06/07/09
  8. 8. Office of Legal Counsel <ul><li>Strategic Objectives </li></ul><ul><li>To protect the public school employment rights of Association Members </li></ul><ul><li>To enhance the employment rights, benefits and conditions of public school employees through Association representation, membership, and programs. </li></ul><ul><li>To provide advice, counsel and representation to VEA </li></ul><ul><li>Program Responsibilities </li></ul><ul><li>Advise, counsel, and inform Association Members regarding legal rights and responsibilities in public school employment, educational license, retirement and related matters </li></ul><ul><li>Represent Association Members before school board, social service, Virginia Board of Education, Virginia Employment Commission, Virginia Retirement System and in other venues in matters relating to public school employment </li></ul><ul><li>Advise, counsel and inform Association Staff and Attorneys representing VEA Members </li></ul><ul><li>Advise, counsel and represent the Virginia Education Association </li></ul><ul><li>Administer Unified Legal Service Program/Dushane Fund </li></ul><ul><li>Administer Educators Employment Liability Insurance </li></ul><ul><li>Administer Attorney Referral Program </li></ul><ul><li>Administer Association Professional Liability Insurance </li></ul><ul><li>Provide resources to and consult with VEA Programs including Membership, Teaching and Learning, Staff Development, Communications </li></ul><ul><li>Provide resources to and consult with VEA Committees including Legislative and Resolutions </li></ul><ul><li>Review bills submitted in the General Assembly for impact on Members, lobby and testify at request of Government Relations </li></ul>06/07/09 Staffing <ul><li>Senior Attorney: Dena Rosenkrantz </li></ul><ul><ul><li>Staff Attorney: Milton Brown </li></ul></ul><ul><ul><li>Administrative Assistant: Ann Robinson </li></ul></ul>Special Assignments <ul><li>Liaison to Professional Rights and Responsibilities Commission </li></ul><ul><li>Committee liaison to Credentials Committee </li></ul><ul><li>Serve as or assist General Counsel at Delegate Assembly </li></ul>
  9. 9. Office of Human and Financial Resources <ul><li>Strategic Objectives </li></ul><ul><ul><li>Restructure 2009-10 budget to reflect Division changes </li></ul></ul><ul><li>Centralize and maintain personnel records </li></ul><ul><li>Create VEA Disaster plan </li></ul><ul><li>Create Personnel Manual </li></ul><ul><li>Program Responsibilities </li></ul><ul><li>To assist the Budget Committee in the research and development of a VEA budget which provides for the implementation of the goals of the VEA and the delivery of the appropriate services to VEA members throughout the state. </li></ul><ul><li>To provide an accounting system for VEA and VEA-PAC  </li></ul><ul><li>To administer the banking and investment activities of the VEA </li></ul><ul><li>To monitor all activities that relate to the VEA Charter, Constitution and Bylaws of the Association </li></ul><ul><li>To provide assistance to local affiliates on issues related to governing documents and financial matters </li></ul><ul><li>To monitor and provide assistance on employment issues of all staff </li></ul><ul><li>To maintain centralized personnel records </li></ul><ul><li>To administer the hiring procedure for all levels of VEA employment </li></ul><ul><li>To plan and implement the delivery of an annual VEA Delegate Assembly and coordination of VEA's participation in the NEA Representative Assembly </li></ul><ul><li>To plan and implement the officer and at-large elections of the VEA </li></ul><ul><li>Coordinate logistics of VEA conferences, workshops and meetings </li></ul>06/07/09
  10. 10. Office of Strategic Programs <ul><li>Strategic Objectives </li></ul><ul><li>Establish new budget structure to reflect this office </li></ul><ul><li>Obtain collective bargaining for public school employees </li></ul><ul><li>Establish due process rights for all public school employees </li></ul><ul><li>Attain national average salary for public school teachers </li></ul><ul><li>Attain living wage for Education Support Professionals </li></ul><ul><li>Program Responsibilities </li></ul><ul><li>Coordinate activities in accordance with the approved VEA collective bargaining plan </li></ul><ul><li>Conduct the VEA Compensation Conference </li></ul><ul><li>Coordinate alternative compensation packages </li></ul><ul><li>Coordinate statewide ESP living wage campaigns </li></ul><ul><li>Fairfax Executive Director </li></ul><ul><ul><li>Develop specific strategic plan </li></ul></ul>06/07/09
  11. 11. Office of Communications, Marketing and Technology <ul><li>Strategic Objectives </li></ul><ul><li>To advise VEA on development and delivery of messages that position VEA as a dynamic force for improving public education and the professional lives of those who serve public education. </li></ul><ul><li>To support VEA’s goals of improving membership, competitive professional compensation for members, and reinforcing organizational infrastructure. </li></ul><ul><li>To identify, recommend, maintain and use modern technology to meet the communications needs of VEA and its members. </li></ul><ul><li>To maximize membership value through development and promotion of economic programs in conjunction with NEA Member Benefits. </li></ul><ul><li>Program Responsibilities </li></ul><ul><li>Branding and Marketing </li></ul><ul><li>Newsletters, Journal </li></ul><ul><li>Web design and content </li></ul><ul><li>Media Relations, Press Releases </li></ul><ul><li>Membership materials </li></ul><ul><li>NEA Member Benefits with VEA enhancements </li></ul><ul><li>Technology support </li></ul><ul><ul><li>Development of specific strategic plan </li></ul></ul>06/07/09
  12. 12. Office of Field Support and Member Organizing <ul><li>Strategic Objectives </li></ul><ul><ul><li>Review objectives contained in the current VEA budget. </li></ul></ul><ul><li>% market share for professional staff and % market share of education support professional employees within 5 years </li></ul><ul><li>Achieve % strategic plan development in local associations within 3 years </li></ul><ul><li>Program Responsibilities </li></ul><ul><li>Coordination of self-directed team activities and strategic plan for two VEA regions </li></ul><ul><li>Program design for self-directed region teams to implement local strategic planning around power organizing </li></ul><ul><li>I&A system data and training </li></ul><ul><li>Local and region based research </li></ul><ul><li>Research support for Program Offices </li></ul><ul><ul><li>Development of specific strategic plan </li></ul></ul>06/07/09
  13. 13. Office of Field Support, Staff Development and Minority Engagement <ul><li>Strategic Objectives </li></ul><ul><li>Provide rigorous staff orientation and mentoring program </li></ul><ul><li>Team building as the culture of the VEA in staff and governance </li></ul><ul><li>Advancement of minority inclusion and influence in the VEA </li></ul><ul><li>Comprehensive staff training to include ongoing diversity, skill-based and technical training </li></ul><ul><li>Program Responsibilities </li></ul><ul><li>Staff orientation and mentoring program </li></ul><ul><li>HQ and professional staff meetings as per the current structure </li></ul><ul><li>Team building training of HQ staff and region self-directed teams </li></ul><ul><li>Coordination of self-directed team activities and strategic plan for two VEA regions </li></ul><ul><li>Staff training records </li></ul><ul><li>Governance to staff leadership transition plans, orientation and training coordination </li></ul><ul><ul><li>Development of specific strategic plan </li></ul></ul>06/07/09
  14. 14. Office of the President <ul><li>Strategic Objectives </li></ul><ul><li>As determined by VEA governing documents and VEA Board </li></ul><ul><li>Program Responsibilities </li></ul><ul><li>Scheduling governance meetings and logistics </li></ul><ul><li>New officer orientation and transition </li></ul><ul><ul><li>Development of specific strategic plan </li></ul></ul>06/07/09 Staffing <ul><li>President: Kitty Boitnott </li></ul><ul><ul><li>Administrative Assistant – Sandra Melvin </li></ul></ul>Special Assignments <ul><li>As determined by the President </li></ul>
  15. 15. HQ Office Manager <ul><li>Strategic Objectives </li></ul><ul><li>Maintenance of HQ </li></ul><ul><li>System for production staff </li></ul><ul><li>Oversight of HQ assignments </li></ul><ul><li>Program Responsibilities </li></ul><ul><li>Executive Assistant to Executive Director </li></ul><ul><li>Reception desk </li></ul><ul><li>Production area </li></ul><ul><li>Building and Grounds </li></ul><ul><ul><li>Development of specific strategic plan </li></ul></ul><ul><ul><li>VEA elections </li></ul></ul>06/07/09 Staffing <ul><ul><li>Office Manager– Patsy Coppins </li></ul></ul><ul><ul><ul><li>William Brooks </li></ul></ul></ul><ul><ul><ul><li>William Jones II </li></ul></ul></ul><ul><ul><ul><li>Antoine Whitley </li></ul></ul></ul>Special Assignments <ul><li>Liaison to VEA Elections Committee </li></ul>
  16. 16. Field Support and Structure <ul><li>Maintain the current four VEA region structure. Minor boundary changes may be warranted to equalize staff and service pressures while maintaining current UniServ Council boundaries if possible. </li></ul><ul><li>Reduce field management staff from 4 to 2, focus role clarification from supervisory based to coaching, counseling and resource allocation </li></ul><ul><li>Establish each region as a self-directed team </li></ul><ul><li>Creation of a UniServ Coordinator from existing staff for each region. </li></ul><ul><li>UniServ Coordinator to develop, with team, a Region Service Delivery Plan (RSDP) along with governance input. </li></ul><ul><li>Commit to a 80%/20% as local support and member advocacy/ VEA specific specializations with RSDP defining goals and activities within the region. </li></ul><ul><li>Assigned UniServ staff to each region on a 1400:1 regional average </li></ul>06/07/09
  17. 17. Current Field Structure Ken Reinshuttle NOVA Field Manager , FEA Ex. Director 12 UniServ 1 Organization Spec. FEA support professionals 4 Offices 16,377 Members 815 square miles Beblon Parks, Director Hampton Field Manager Leadership 8 UniServ 1 support professional 5 Offices 9,991 Members 3,765 square miles JoAnn Karsh Central Field Manager Membership, Research 13 UniServ 2 Organization Spec. 4 support professionals 8 Offices 16,771 Members 20,771 square miles Betty Lambdin SW Field Manager , Director Professional Dev. 9 UniServ 1 support professional 8 Offices 12,868 Members 17,474 square miles Virginia Beach # 24 2 UniServ Brown, Dorn 2073 Members Norfolk, Accomack, Northampton # 20 1 UniServ George 1118 Members NOVA # 7 2 UniServ Staib, Clark 3024 Members Mountain View # 25 Spotsylvania 1 UniServ Glover 1451 Members 06/07/09 Betty Lambdin SW Field Manager , Director Professional Dev. SW Virginia # 2 1 UniServ Marlowe 1675 Members Cumberland Mt. # 1 2 UniServ Roberts, McClanahan 1785 Membership New River # 3 1 UniServ Leitch 2011 Members VEA District # 4 1 UniServ Wood 1332 Members VEA Commonwealth # 5 1 UniServ Emery 1371 Members Valley District # 6 1 UniServ Olivares 1684 Members Piedmont # 13 1 UniServ Daniel 1260 Members Skyline # 21 1 UniServ Deck 1750 Members Beblon Parks, Director Hampton Field Manager Director of Leadership Development Chesapeake # 23 1 UniServ Smith 1722 Members Colonial District # 19 3 UniServ Medas, Jeffries, Marsh 3400 Members Tidewater # 22 1 UniServ Pittman 1660 Members
  18. 18. 25 field offices, Richmond HQ, 42 UniServ Staff in field, 1 ESP Organizer Numbers correspond to VEA local associations 06/07/09
  19. 19. 06/07/09 Revised Field Organization Structure Office of Field Support and Member Organizing JoAnn Karsh Office of Field Support, Staff Development and Minority Engagement Beblon Parks UniServ Coordinator Region TBD UniServ Coordinator Region TBD UniServ Coordinator Region TBD UniServ Coordinator Region TBD Region Team Region Team Region Team Region Team UniServ Council Team (recommended) UniServ Council Team (recommended) UniServ Council Team (recommended) UniServ Council Team (recommended) RSDP development as a consultant partnership
  20. 20. Impact on UniServ Directors <ul><li>80% of assignment devoted to local advocacy as per current assignments. Core Assignment </li></ul><ul><li>No change in local association assignments unless determined by RSDP. </li></ul><ul><li>20% of assignment devoted to VEA specific statewide program initiatives (similar to current lobby cadre system). Specialization </li></ul><ul><li>No job duties outside the current scope of UniServ job description. </li></ul><ul><li>Specialist assignments determined by region self-directed team on a voluntary basis or assigned. All specializations must be covered. </li></ul><ul><li>Reassign ESP staff liaison with ESP Committee </li></ul>06/07/09 “ What is required of us now is a new era of responsibility—a recognition, on the part of every American, that we have duties to ourselves, our nation and the world, duties that we do not grudgingly accept but rather seize gladly, firm in the knowledge that there is nothing so satisfying to the spirit, so defining of our character than giving our all to a difficult task.” — President Barack Obama in his Inaugural Address
  21. 21. Specializations <ul><li>Teaching and Learning (Office of Teaching and Learning) max 2/region </li></ul><ul><li>Membership organizing (Office of Field Support/Organizing) max 3/region </li></ul><ul><li>Staff development and team building, Minority and Diversity (Office of Field Support/Staff Development and Minority Engagement) max 2/region </li></ul><ul><li>Government relations and public policy (Office of Government Relations and Public Policy) max 3/region </li></ul><ul><li>Communications and marketing (Office of Communications, Marketing and Technology) max 2/region </li></ul><ul><li>Technology (Office of Communications, marketing and Technology) max 1/region </li></ul><ul><li>Strategic Programs (Office of Strategic Programs) max 2/region </li></ul><ul><li>UniServ Coordinator (Offices of Field Support) max 1/region </li></ul><ul><li>Opt out on specialist selection in favor of 60/40 potential. RSDP can accommodate individuals selecting not more than two specializations in favor of having a 100% individual in core activities. </li></ul><ul><li>In the event a region does not contain a sufficient number of UniServ Directors the specializations 5 and 6 can be combined at 10% each. </li></ul><ul><li>Specializations can be rotated on an annual basis. </li></ul><ul><li>Cadres such as VEAT will be conducted with volunteers as per current practice. </li></ul>06/07/09
  22. 22. Role of UniServ Coordinator 06/07/09 <ul><li>Coordinator of self-directed Region UniServ Team </li></ul><ul><li>Development and oversight of Region Strategic Service Delivery Plan </li></ul><ul><li>Coordination of UniServ activity schedules </li></ul><ul><li>Oversight of field offices, resources, budgets </li></ul><ul><li>Liaison with UniServ Council Chairs </li></ul>1400:1 Impact with UniServ Staff <ul><li>NOVA: Currently 12 UniServ and 1 Organizational Specialist (ESP). The 1400:1 ratio will not result in a change in staff. </li></ul><ul><li>Central: Currently 13 UniServ. Both the 1200:1 and 1400:1 ratios will result in the reduction of one staff member pending August 31, 2009 membership numbers. </li></ul><ul><li>Hampton Roads: Currently 8 UniServ. The 1200:1 ratio will reduce staff by 2 UniServ Directors. The 1400:1 regional average will reduce one UniServ Director pending August 31, 2009 membership numbers. </li></ul><ul><li>Southwest: Currently 9 UniServ Directors. The 1400:1 ratio will not result in a change in staff. </li></ul>
  23. 23. Lessons From The NEA “Matrix” Experience 06/07/09 Training Legal Issue Membership Budget Crisis HELP Lobbying
  24. 24. Region Service Delivery Plan (RSDP) 06/07/09 <ul><li>Construction of region strategic objectives and action plan with emphasis on visibility and accessibility with quality control assessment. Set of norms, behaviors and competencies to establish reputation for value, enjoyable culture, and nimble infrastructure. </li></ul><ul><li>List of region offices, office procedures, hours and emergency contact information such as a call or help center </li></ul><ul><li>Team meeting frequency (per month) with purpose, coordination and procedures outlined </li></ul><ul><li>Clarification of roles and duties with governance leaders including any full-and part-time released presidents along with standardized office procedures. </li></ul><ul><li>Office consolidation option with work from home for those servicing locals greater than XX miles from the closest office </li></ul><ul><li>System to track and report UniServ Director specialization activities </li></ul><ul><li>Complaint procedure: Office of Field Support, HR, Exec. </li></ul><ul><li>Anticipated resource needs for consideration by VEA Budget Committee </li></ul><ul><li>Staffing, Specialization and Core Assignments and back-up coverage </li></ul><ul><li>Hiring: Offices of Field Support, Team of UniServ and UniServ Council Chairs, HR </li></ul>
  25. 25. Proposed Changes to UniServ Program Administrative Guidelines 06/07/09 <ul><li>Change ratio of UniServ field Directors from 1200 members to each UniServ Unit to 1400 average members to each UniServ region UniServ Director </li></ul><ul><li>Recommendations to consolidate offices and Councils for financial security and efficiency of service </li></ul><ul><li>Include RSDP </li></ul><ul><li>Restructure UniServ interview panel from specific UniServ Council to regional team of UniServ Directors and UniServ Council Chairs with Office of Field Support </li></ul><ul><li>Review provisions for cell phone, laptop, and work from home criteria </li></ul><ul><li>Explore the potential of creating a region team of Council Chairs to consult with the staff self -directed team with RSDP development and feedback </li></ul><ul><li>Clarify UniServ Director roles </li></ul><ul><li>Recommend office procedures and policies </li></ul><ul><li>VEA District appropriation guidelines (currently $700/$300) with potential incentive for shared offices </li></ul>
  26. 26. Advantages Of Regional Structure 06/07/09 <ul><li>Regional average of members to staff eliminates isolated staff reductions such as Virginia Beach, Colonial and Dominion </li></ul><ul><li>Structure enables VEA to adequately address the current capacity problems regarding professional development, comprehensive leadership training, collective bargaining, obtaining average national salary and ESP living wage </li></ul><ul><li>RSDP potentially equalizes work load, sensitive to traffic patterns, geographic size, work sites and member/non-member density </li></ul><ul><li>Greater flexibility and response time with self-directed teams </li></ul><ul><li>Increased specialization of services and delivery to local leaders and members </li></ul><ul><li>Greater focus on regional strategic goals </li></ul><ul><li>Clarification of staff and governance roles and job responsibilities </li></ul><ul><li>Focus of management from supervisory to coaching counseling and resource allocation </li></ul><ul><li>Team focus and function for collegial support and collaboration </li></ul><ul><li>Return to the “cadre” potential for program delivery </li></ul>
  27. 27. Potential Barriers 06/07/09 <ul><li>Self-directed teams may lack sufficient training and team experience </li></ul><ul><ul><li>Prior to transition each team will receive training on teambuilding, decision making and conflict resolution from Office of Field Support </li></ul></ul><ul><li>Resistance to having more than one UniServ Director in a UniServ Council or local. </li></ul><ul><ul><li>A team of UniServ Directors creates greater flexibility, faster response time and provides for specialization of activities beyond our current capacity. </li></ul></ul><ul><li>Physical presence in local office may be diminished </li></ul><ul><ul><li>Refocused to greater physical presence in local work sites </li></ul></ul><ul><li>Potential for increased travel expenses </li></ul><ul><ul><li>Greater use of web and teleconferencing </li></ul></ul><ul><li>UniServ Council focus potentially diminished </li></ul><ul><ul><li>Utilization of greater diversity on staff and lower volatility with membership numbers and staff attrition </li></ul></ul><ul><li>Resistance to change </li></ul><ul><ul><li>The environment is changing and VEA must change to remain relevant and viable </li></ul></ul>
  28. 28. Long-Term Strategic Planning 06/07/09 <ul><li>Creation of a non-binding advisory group to the VEA Board to oversee progress with the VEA Strategic Plan </li></ul><ul><ul><li>Initial development of Mission, Vision, Core Values </li></ul></ul><ul><ul><li>Recommendation of Strategic goals, action plan and timelines </li></ul></ul><ul><ul><li>Consideration of representatives from all stakeholders groups within the VEA </li></ul></ul><ul><li>Identification of key strategic issues </li></ul><ul><li>Coordination with the NEA State Comprehensive Grant </li></ul>2007 Tecker Consultants, LLC

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