Transition Steering Committee Report: June

Change Creates Opportunities to Engage 

Summer has barely begun, but for PRSA Oregon leadership it’s time to shift our focus to plans for 2018.
Work planned for consolidating chapter operations in 2017 is nearing completion or well underway.

And we have a clear list of transition activities to guide continued efforts in 2018, for instance completing all of our Policies & Procedures. We’re one of the first chapters in the district to commit to this operational necessity, so we’re figuring it out as we go.

As we fine-tune operations, we also started a second round of Listening Tour sessions to report what we heard. As promised, we’re coming back around to see you in person. To make sure everyone has access to the findings, the report will also be distributed digitally and through the mail.

We hosted a morning session with Portland-area members on June 20; additional sessions will be part of member orientation events in Salem on Aug. 12 and Eugene on Sept. 16. Mark your calendars!

Here’s how we’re already putting your great feedback to work:

  • Accommodating travel: This year’s Spotlight Awards will be on a weekend night, Friday, Oct. 20, to allow for travel time. The location, Willamette Valley Country Club in Canby, Ore., was selected because it is central to our region.
  • Geographic diversity: A Service Draft, designed to fill board and committee positions with PR pros from throughout Oregon and SW Washington, will launch on July 15.
  • Events throughout the region: With eager local volunteer support, Meet the Media events can be hosted in multiple cities. Email events@prsaoregon.org if you’d like to host one. Spotlight Awards and Listening Tour sessions provide event options throughout the region in the last half of 2017.
  • Enhanced programming: Members can provide input on a pilot PRSA Oregon “editorial calendar” of programs and activities during upcoming Listening Tour sessions.

We know that members get out of PRSA what they put into it. If you are feeling disconnected given all the changes taking shape, I urge you to learn more about service. As we work on the Service Draft, it will help to know how you’d like to be more involved, so please do reach out to service@prsaoregon.org or complete the form on our website.

We look forward to hearing how you’d like to take part in reaping the benefits of our regional chapter spanning from Vancouver to Medford to Bend to Baker City to Tri-Cities.

Yours in Service,

Julie

Julie Williams, APR, MA
2018 PRSA Oregon President-Elect
Transition Steering Committee Chair
Outreach Task Force Co-Chair

Call to Service

Author: Beverly Brooks

As we’re becoming PRSA Oregon this year, you’ve shared your excitement and ideas. For instance, that “we need to make sure that everyone has a voice at a table” with responsibilities that make a difference for anyone, anywhere. Now, it’s time to consider what you need from your membership next year and how we can help you grow.

We are looking at service differently in 2018.

How will you join in next year? Will you:

  • Volunteer at an event – great way for anyone in community to get to know chapter and our members
  • Offer “self-service” – opportunities for 75-100 people to give back by helping with awards judging or readiness review panels and more
  • Serve on a committee – 20-25 roles for members looking for meaningful networking and skill building
  • Lead the chapter – 12 leadership roles for members seeking strategic planning and management experience that yields significant results

Members say that serving the chapter has helped them get jobs, get connections and get training – and that now extends across all of Oregon and SW Washington.

To ensure all members are considered for service, we are piloting a new model for how we bring our volunteers on board: 1) this summer the Nominating Committee will include the entire board to “draft” their successors and dream teams (like in the NBA), co-chaired by President-Elect Julie Williams, APR, and then 2) this fall/winter everyone will be trained by the Service team, led by Taylor Long.

Reach out to service@prsaoregon.org by July 7 to express your interest in serving with us!

 

Merger action plan

Nov 2014

  • Oregon Capital Chapter alerts North Pacific District to depleted leadership pipeline
  • Oregon Capital and Portland Metro Chapters explore shared governance options

Oct 2015

  • Greater Oregon Chapter implements financial stability plan

Dec 2015

  • Oregon chapter boards form statewide governance committee, appoint representatives

Apr 2016

  • Statewide governance committee forms committee charter, launches prsaoregon.org

May 2016

  • Oregon chapter boards approve statewide governance committee charter

Jul 2016

  • Research indicates membership open to merging three chapters into a single, statewide chapter
  • 2017 nominating committee forms

Aug 2016

  • MILESTONE: Oregon chapter boards approve merger, revised bylaws for a single, statewide chapter
  • 2017 board / organization structure finalized; call for nominations opens
  • Polls open to membership to approve/not approve merger, revised bylaws
  • Virtual town halls: August 24 and 31

Sep 2016

  • Virtual town halls: September 16, 22 and 28
  • MILESTONE: Membership approves/does not approve merger, revised bylaws

Oct 2016

  • MILESTONE: National board approves merger
  • 2017 board slate presented to boards for endorsement
  • RFPs for key roles and/or initiatives (such as PRSA Oregon brand campaign, event planner, development consultant, executive director)

Nov 2016

  • MILESTONE: 2017 elections – board, official chapter name – submit results to National
  • File Articles of Incorporation with the State of Oregon, secure new Tax ID
  • Secure venues for 2017 signature events

Dec 2016

  • Governance transition / leadership rally
  • MILESTONE: 2017 board approves new chapter policies and procedures
  • RFP review, interviews
  • Transition web, social networks to new chapter

Jan 2017

  • Transition banking, bookkeeping to new chapter
  • Board approves RFP recommendations
  • Revise media/sponsor kit

Feb 2017

  • Launch brand campaign

Mar 2017

  • Ratify 2017 budget

Apr 2017

  • File 2016 taxes for Greater Oregon, Oregon Capital, Portland Metro chapters

June 2017

  • Board approves signature events strategic plan

Committee Members

Greater Oregon Chapter

Oregon Capital Chapter

Portland Metro Chapter

Want to get in touch? Please reach out to the committee chair at treasurer (at) prsapdx (dot) org.

Committee Charter

 

There shall be a limited duration joint task force of the boards of the Greater Oregon, Oregon Capital and Portland Metro chapters of the Public Relations Society of America (PRSA) to be known as the Oregon Statewide Governance Committee (the “Committee”) with purpose, composition, authority, duties and responsibilities as follows:

A. Purpose

The purpose of this limited duration Committee is to investigate whether our collective governance challenges would be solved by forming or merging into one statewide chapter, and if so, to recommend — and spearhead — a pathway forward.

B. Composition of Committee

The members of this Committee shall be appointed by the boards of the Greater Oregon, Oregon Capital and Portland Metro chapters of PRSA. Each respective board is entitled to two (2) appointees. The chair of this committee shall be determined from among the appointees by consensus and the endorsement of all three boards.

 

Members of the Committee shall serve until the Committee’s scope of work is completed or their earlier resignation or removal. Each respective board has the authority to replace its appointed representatives at any time.

C. Committee Meetings

The Committee shall meet as often as it deems appropriate to perform its duties and responsibilities under this charter. Any member of the Committee may call meetings of the Committee. The Chair of the Committee, in consultation with the Committee members, will determine the frequency and length of meetings and develop the Committee’s agenda. The Committee shall maintain written minutes of its meetings, which will be filed within the PRSA Portland Metro Chapter’s Google Drive archives.

D. Authority and Resources

The Committee may request any officer of one of the three Oregon PRSA chapter boards to attend a Committee meeting or to meet with any members of, or consultants to, the Committee. The Committee has the right at any time to obtain advice, reports, opinions, or other non-monetary support from Oregon PRSA chapter members, North Pacific District board members, PRSA board members, or PRSA staff. The Committee also has the right to form subcommittees without consulting with, or obtaining approval from, any of the three Oregon PRSA chapter boards in advance, as long as the subcommittee is tasked with addressing an element or elements of this charter.

E. Duties and Responsibilities

The Committee shall:

  1. Investigate whether one statewide governance structure would be of more benefit to members than the current structure, to be completed by June 30, 2016
  2. If the answer to the first is “yes,” then:
    • Recommend a statewide governance structure for all Oregon PRSA members, including but not limited to, Bylaws, pathway to board service, board terms and term limits, to be completed by August 31, 2016
    • Build a roadmap and implementation plan (“Plan”) for one statewide chapter by July 31, 2016.
    • Lead the transition to a Jan. 1, 2017 single chapter governance structure by the 2016 National Leadership Assembly following Plan approval from the Oregon chapter boards.
  3. Oversee statewide programming subcommittee, which shall recommend statewide structure of professional development programming, including:
    • Statewide virtual programming options and opportunities
    • Regional in-person programming committees
  4. Oversee Bylaws subcommittee, which shall:
    • Compare/contrast Bylaws of each chapter, identify points of differentiation
    • Recommend resolution for conflicting elements, when/where applicable
    • Compare/contrast against latest Bylaws “template” from National, identify where/when modifications should be made
    • With input from Executive Committee, develop revised Bylaws for a “PRSA Oregon” chapter
  5. Oversee research subcommittee, which shall discover member perceptions and preferences for statewide governance, statewide programming, regional programming, and engagement (volunteer) opportunities
  6. Provide monthly updates to respective boards, including the District and National boards
  7. Facilitate communication among members of each Oregon chapter

Last revised 5/31/16

Approved May 31, 2016 by the Greater Oregon Chapter, May 24, 2016 by the members of the Oregon Capital Chapter, and  April 20, 1016 by the Portland Metro Chapter