Town Hall Webinar Meeting Agenda I.Introductions and Purpose II.National AIA Project Overview and Charge to States: Why III.Michigan Realignment: What,

Town Hall Webinar Meeting Agenda

I. Introductions and Purpose

II. National AIA Project Overview and Charge to States: Why

III. Michigan Realignment: What, When, How

IV. AIAMI Components Core Member Services Preliminary Assessment Summary

V. First Pass Options for Realignment and Feedback

VI. Next Steps

I. Introductions: AIAMI Realignment Task Force

Jeffrey Ferweda, President, AIA MichiganJeffrey Hammond, AIA – AIA Grand RapidsDaniel La Pan, AIA – AIA Saginaw ValleyMichael Neville, AIA – AIA DetroitKristen Schleick, AIA – AIA Huron ValleyStephen Vogel, FAIA – Strategic Council Regional DirectorCathy Mosley, Hon. Aff. AIAMI - Executive DirectorSue Slack, Consultant

• Inform our members of the national member-driven effort to reposition-realign-restructure AIA from the national, state and local level –focused on bringing value to the members and furthering the profession of architecture

• Provide an overview of the project task force’s work to date and anticipated next steps

• Gather information and solicit member input

I. Town Hall Purpose

Component: this is the generic term used at AIA National to address every level of membership within the organization. AIAMI is a state component; AIA Northern Michigan is a local component.

Chapter: used locally instead of the word ‘component’, especially in reference to local components.

Section: a local organizational unit within AIA that does not have a board or fiscal responsibilities. A section may be a subsection of a state or local component, which will have an elected board and fiscal authority over the section.

Town Hall Definitions

II. National AIA Repositioning: Why

• AIA launched a repositioning initiative in 2013 with surveys and interviews of 31,000 members and stakeholders which generated several national initiatives. One of the major complaints is lack of service, or consistent service, to all members

• The initiatives we are focused on with this project is the charge from National to each state to devise a Member Service Plan

• This Member Service Plan requires components within a state to coordinate their efforts to meet (or exceed) defined AIA National Core Member Services requirements and ensures consistent member services across the state

II. National AIA Repositioning: Why

• In addition to the new governance model, a new funding allocation model that is based on statewide membership is being phased in over the next five years

•The old model based on Contract Documents is phasing out from 2016 – 2020 by 20% each year

•We encourage you to learn more about National AIA’s effort by going to their website or click on the following link. http://progress.aia.org/

III. AIAMI Realignment: What

• AIAMI’s vision is to leverage these national changes to develop a new service delivery system that serves our members better and more consistently. More bang for your buck!

• Michigan wants to and has to develop its own Member Service Plan that is aligned with national’s vision and includes:• A plan for service delivery that ensures consistent

and quality member services throughout the state and meets compliance requirements

• A new governance structure • A new resource allocation plan

III. AIAMI Realignment: When

• The Michigan Member Service Plan needs to be approved by the members and submitted to National AIA by December 31, 2015

• The expectation that Michigan components will successfully meet accreditation requirements in 2016

III. AIAMI Realignment: How• AIAMI Board of Directors asked for volunteers from the board to

form a Task Force to lead the realignment effort – all chapters were asked to participate

• The Task Force has developed a charge and project plan• Engagement with members and chapters: town halls, chapter

meetings, webinars, newsletters, and letters• Town Hall in Detroit, May 20

• Town Hall in Grand Rapids, May 27

• AIAMI website – every member has been sent a link – due to proprietary information the information may not be public. Call or email [email protected] for the link.

• Over the next few weeks, local chapters are encouraged to inform and engage members--provide input to the Task Force

mailto:[email protected]

III. AIAMI Realignment: How• Task Force recommendations will be shared and refined as

needed based on input• The Task Force will take recommendations to Board for review

and comment• Final recommendations will be developed with pros and cons • Although the process is not finalized, in all probability two

options will be made available for member vote• Member voting will be on site at the annual meeting in October,

electronically (need to approve) and/or mail

• Your chapter may • officially become a “section”; or• be disbanded and integrated into a larger chapter;

or • be modified/expanded to incorporate a larger

geographic area;• other

• Your chapter and/or section may benefit from the new funding allocation model developed

• There is no anticipated increase in dues unless determined by a local chapter

III. AIAMI Realignment What does this mean to you?

• Enhanced member service (though maybe from a different source than currently receiving)

• Free up our best assets—member volunteers-- to focus more on strategic priorities such as local programming as opposed to administrative tasks and burdens


• What is a Section?

SECTIONS – Institute Bylaws

4.21 Formation of Sections. A chapter or state (5/2015 may form one or more sections within its territory under guidelines set by the Board.

4.22 Authority and Duties of Sections. Membership in a section is voluntary and shall not be assigned by the Institute or the chapter.


• What is a Section?

Reasons/Benefits for sections of a chapter or state

No core requirements need to be met

No accounting or dues

Sections may meet without minutes anytime – no boards

Sections may request funding from state or local component to run special programs or events

Small chapters can become a section of the state or a local component and still meet and function as a small group in their geographic area.


III. AIAMI Realignment Project Phases

Consensus as to final model. Engage in discussions on

needed changes in by-laws for chapter and state

components.

Finalize service agreements and by-law changes.

Vote at the October Annual Meeting on a plan

(September - December 2015)

Future State Recommendations and Refinements

Governance Decision-making

Coordinating Committee develop future state

options for review and consideration.

Propose final recommendation.

Develop draft service agreements for review and

comment.

(July - September 2015)

Refine Current State

Assessment,Chapter and

Member Engagement

State and Chapter and Education,

Service Assessment

Finalize current state assessment of services and

funding. Hold information/discussion

sessions .Encourage local informal chapter discussions

and feedback to Committee.. Committee create planning principles/criteria for future

state options based on feedback.

(May – August 2015)

Establish planning committee and charge.

Provide chapter leadership information/education

regarding the core member services, National AIA’s

expectations and timeline. Chapter and state

leadership complete self-assessment to identify

service gaps, opportunities for collaborations. Vet self-

assessments. Schedule information sessions.

(March - April 2015)

Presentation materials and additional resources are available on the AIA Michigan website www.aiami.com

http://www.aiami.com/

III. AIAMI Realignment Project Objectives• Review and inform members of AIA National’s vision

Core Member Service roadmap and expectations

• Conduct an assessment of current state of services to members to identify service gaps and opportunities for collaboration and coordination

• Identify potential options and recommend future state realignment member service plan, structure, and funding allocation

• Final deliverable is a statewide Member Service Agreement, approved by membership and submitted to AIA National by December 31, 2015 that can ultimately pass accreditation scheduled for 2016

III. AIAMI Realignment Planning Principles

This plan will be based on the following principles:• Consistent member service is a priority

• Transparency

• Simplify governance

• Eliminate administrative redundancies and duplication of effort

• Encourage collaboration

• Efficiency and quality through effective use of technology –not constrained by geography


This plan will be based on the following principles:

• Free up our best assets - our PEOPLE - to do more strategic work

• Assign services appropriately– what is appropriate at the state level, local level or shared responsibility

• Enhance working relationships and engagement throughout the state (acknowledge historic relationships while breaking down any barriers to enhanced collaboration)

Discussions regarding structural options (i.e., chapters vs sections, numbers of chapters, state vs local responsibility, chapter boundaries) are based on the above and :

• Driven by gaps in service

• Able to meet National AIA Core Member Service requirements and successfully complete accreditation requirements

• Assure the resource base is adequate to provide services

• Parity in service and resources


IV. Michigan Components Core Member Services Assessment Summary Results

Methodology • Each Chapter was asked to complete a Service Self-

Assessment • Each self-assessment was vetted based on the

response, independent review of information available, and assessed against the National AIA documentation requirement

Preliminary Findings• No component in Michigan is fully meeting all service

requirements/standards• AIA Michigan currently meets approximately 90% of the

core requirements


Preliminary Findings•Most chapters believe they meet requirements but upon further review, fall short of the documented requirement standard

•Review of chapter self-assessment results is preliminary.

•The Task Force acknowledges that further refinement may result in some improvement in service assessment; but believes chapters would still fall short of compliance.

Preliminary Findings• Most chapters were strongest in the areas of:

• Communication• Providing continuing education and professional

development

• Elevate Public Awareness, particularly in area of recognizing members’ design excellence

• Membership, particularly in area of engaging members in fellowship/community


Preliminary Findings• Most chapters did not meet National AIA standards in

the areas of:

• Governance• Finances and General Operations• Media and Public Awareness• Best Practices


Member Communica

tions

Education

Advoca

te

Elevate Public

Awareness

Governance

Membership

Finance and G

eneral Operations

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Chapter Realignment Survey Results

Yes No Unsure


Member Communica

tions

Education

Advoca

te

Elevate Public

Awareness

Governance

Membership

Finance and G

eneral Operations

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Chapter Realignment Survey Vetted Results

Yes No Unsure


What services are best provided through the state component?

Advocate

Elevate Public Awareness

Membership

Member Communications

What services are best provided through local components?

Continuing Education

Finance and General Operations

Governance

Will there be some crossover areas?

Yes, each component is required to meet certain core

requirements.


IV. Michigan Membership and Chapters



IV. Current State/Chapters Financial Allocation

Current State: Chapter Membership and AIA Financial Distribution (does not include local dues)

May 2015

Chapters AIA Michigan

AIA Detroit

AIA Flint AIA Grand

Rapids

AIA Huron Valley

AIA Mid-

MI

AIA Norther

n MI

AIA Sagina

w Valley

AIA Southwest

AIA Upper Great Lakes

AIA Upper Peninsula

Membership Counts

AIA 1289 679 29 204 152 45 26 35 90 14 15

Associate 348 181 10 57 31 16 3 11 32 5 2

Total 1637 860 39 261 183 61 29 46 122 19 17

Current Financial Distribution (AIA) $72,348 $7,839 $366 $2,215 $1,839 $568 $279 $482 $1,079 $173 $135

Per member distribution $44.20 $9.12 $9.38 $8.49 $10.05 $9.31 $9.62 $10.48 $8.84 $9.11 $7.94

IV. Future State/Chapters Current Financial Allocation

IV. Future State/Chapters Current/Future Financial Allocation

V. Options for Realignment and Feedback

• In an effort to provide a place to begin the dialogue as opposed to a blank slate and at the direction of the board, the Committee developed three realignment options for member/chapter review and comment

• Discussions from the Detroit Town Hall held May 20th, resulted in a fourth option for consideration and feedback

• In so doing, the Committee reviewed • the AIA National Core Member Services and service

requirements• AIA MI components service assessment results• other models currently either finalized or under consideration

by other states• project planning principles


• These options are not the only options available and we look forward to your input as we together understand the requirements and opportunities for enhanced service and governance

• Change is necessary, and we want to control what our new future state organization looks like

• If we don’t change, AIA National may be required to resolve non-compliant components – without our control and possibly without our input


•Option 1: AIAMI State Component and 10 Sections

•Sections would be either the current chapters or could be expanded, contracted depending on chapter/member input

•MI AIA would provide core services to members

Current Chapter Map – Option 1

Minimum of ten sections that are currently chapters

• How could this work?

• AIA Michigan would provide all core services

• All current chapters would become a section

• All current chapter funds would be held in separate accounts to be drawn upon by sections

• Sections would manage their own fund balance to operate their programs, maintain a yearly budget; all proceeds would be held in their section account

• Sections could continue to focus on the local programming that is important to them such as design awards, fellowship




• All finances and reporting would be provided by the AIAMI

• Sections can determine leadership roles but would not have individual boards or formal reporting requirements

• Sections would have representation at the AIAMI board level - due to numbers some sections may share directors

• AIAMI board size would be reduced

• AIAMI Bylaws would be revised


Dues

• One dues fee would be charged for all sections; in all probability, the dues would be an average of current chapter dues plus state dues

• Sections would not collect dues

National revenue share• AIAMI would charge for providing core

requirements (TBD)• Sections would receive a revenue share per

member


•Option 2: AIAMI State Component and 3 Chapters (uneven model - current)

•Recommended Three Chapters•Southeast MI Chapter (Wayne, Oakland, Macomb counties)

•Southern MI Chapter•Northwest MI Chapter

•Those disbanded and merged chapters could remain as Sections of newly defined chapter



Current County Model3 Chapters - Uneven

•Option 3: AIAMI State Component and 3 Equal Chapters

•Recommended Three Chapters

•Southeast MI Chapter (Oakland, Macomb Counties)

•Southern MI Chapter (Wayne, Washtenaw and other lower southern counties)

•Northwest MI Chapter

•Those disbanded and merged chapters could remain as Sections of newly defined chapter



Current County Model3 Chapters - Even

Chapter county lines would be redrawn

AIAMI Architect Members ONLY

CountyDistinct count of

AIA#

SE MI chapter

South MI chapter

NW MI chapter

SE MI chapter

South MI chapter

NW MI chapter

Allegan 16 16 16Barry 3 3 3Bay 9 9 9Benzie 1 1 1Berrien 20 20 20Branch 2 2 2Calhoun 4 4 4Cass 1 1 1Charlevoix 4 4 4Clinton 6 6 6Dickinson 5 5 5Eaton 8 8 8Emmet 13 13 13Genesee 29 29 29Grand Traverse23 23 23Gratiot 1 1 1Houghton 3 3 3Huron 2 2 2Ingham 35 35 35Ionia 3 3 3Iosco 1 1 1Isabella 9 9 9Jackson 9 9 9Kalamazoo 70 70 70Kent 177 177 177Lapeer 5 5 5Leelanau 5 5 5Lenawee 2 2 2Livingston 26 26 26Macomb 71 71 71Marquette 6 6 6Mason 1 1 1Mecosta 1 1 1Menominee 1 1 1Midland 4 4 4Monroe 4 4 4Montmorency 1 1 1Muskegon 10 10 10Newaygo 1 1 1Oakland 445 445 445Osceola 1 1 1Otsego 2 2 2Ottawa 39 39 39Roscommon 1 1 1Saginaw 15 15 15Sanilac 2 2 2Schoolcraft 1 1 1Shiawassee 3 3 3St Clair 9 9 9St Joseph 2 2 2St. Clair 1 1 1Tuscola 3 3 3Van Buren 4 4 4Washtenaw 142 142 142Wayne 199 199 199

subtotal 724 391 346 537 469 455grand total 1461

Option 2 Option 3

1461 1461


• AIA Michigan and Local chapter together would provide all core services

• Any group could become a section of the larger chapter – even if they don’t exist today as a chapter

• The section would be a section of the chapter and not the state

• Chapters control their own purse strings, and all current chapter funds would be held in separate accounts to be drawn upon by sections



• All finances would be accounted for by the chapter • Each section would manage their own fund

balance to operate their programs• Chapter would have a board of directors

represented by all of their members and sections• New bylaws and strategic plan would be written

with samples provided• Sections would not have individual boards but

would have representation at the chapter level




• Sections can determine leadership roles but require no formal reporting or dues collection

• One dues fee would be charged for the new chapters to be determined by the chapter

• Chapters would provide a physical office location, phone and staff for their members

• Chapter names would change to represent their new geographic location


• State dues would remain the same• AIAMI Board Size would be reduced • AIAMI Bylaws would be revised• National revenue share• AIAMI would charge for providing core

requirements• Chapters would receive a revenue share per

member for providing core services


• Option 4: AIAMI State Component with Sections and Southeast MI Chapter (hybrid model)

• This option is similar to Option 1 but accommodates existing chapter(s) that are able to meet core requirements

• Existing Chapters, with the exception of Southeast Michigan, would become sections of AIAMI

• Detroit AIA would change name (i.e., Southeast MI Chapter that includes Detroit, Oakland, Macomb Counties) and remain as is or possibly an expanded version

• Grand Rapids could consider Chapter or Section status depending on ability to meet core requirements and member input (either as is or an expanded version)


Hybrid Model: Existing Chapters become Sections under AIAMI with exception of renamed Southeast MI Chapter (possibly Grand Rapids)


• Current chapters would become a section of the state component, with the exception of AIA Detroit (and possibly Grand Rapids)

• AIAMI would provide core services to members that fall under the state component

• Sections would be the current chapters or could be expanded, contracted depending on chapter/member input

• All current chapter funds would be held in separate accounts to be drawn upon by sections



• Sections would maintain a yearly budget and manage their own fund balance to operate their programs

• All proceeds would be held in their section account by AIAMI

• Sections can determine leadership roles but would not have individual boards or formal reporting requirements

• Sections would have representation at the AIAMI board level - due to numbers some sections may share directors




• All finances and reporting with the exception of Southeast MI Chapter would be provided by the AIAMI

• AIAMI board size would be reduced

• AIAMI Bylaws would be revised • Chapter(s) would work same as outlined above (i.e.,

formal board, physical location and staff, fiscal responsibility, provide core service and meet service requirements, change names to reflect geographic location)


Dues• One dues fee would be charged for all sections; in

all probability, the dues would be an average of current chapter dues plus state dues

• Sections would not collect dues• Chapters would continue to set local dues

National revenue share• AIAMI would charge for providing core requirements

(TBD)• Sections would receive a revenue share per

member



• A straw poll of those present (on site and webinar) at the May 20th Town Hall reflected relatively consistent support for Option 1 (12 votes), 2 (11 votes), and the 4th (14 votes) option that was suggested.

VI. Next Steps

Education, Engagement, Encourage you to learn more about the project• Encourage you to have local informal discussions and send

the Task Force your thoughts• Members of the committee would welcome the opportunity to

meet with chapter leaders and/or attend a chapter meetingCurrent State Phase• Refinement of member services current state assessment • Review of member input on realignment options• Refinement of toolkit for chapters • Development of any suggested communication/engagement

strategies

VI. Next Steps

Future State Phase• Develop and future state recommendation(s) based on member/chapter input

• Develop funding allocation model• Develop draft Service Agreement for review and comment

• Review implications for local chapter changes including dissolution, mergers, by-law changes

Formal Decisions, Voting, Service Agreements• Membership vote• Final Service Agreement • By-law and other organizational changes required

III. AIAMI Realignment

Any suggested changes to the Project Planning Objectives?

Any suggestions on how to best engage members and chapters?

Any suggestions on how to best communicate with members and chapters?

Any suggested changes to the Project Planning Objectives?

What principles would you add, change, delete?


•Feedback•Draw your proposed option


•Questions

Town Hall Webinar Meeting Agenda I.Introductions and Purpose II.National AIA Project Overview and Charge to States: Why III.Michigan Realignment: What,

Documents

national aia repositioning

restructure aia

national aia project

aia aia grand rapids

state slide

member service plan

national initiatives

aia michigan jeffrey