Re: Volunteers

[Robert Pries <robertpries@embarqmail.com>]

There is a strange socio-economic rule that seems to apply to almost all
situations called the 20/80 rule. In business 80% of your sales are on 20% of
your merchandize. In Volunteer organizations 20% of your members do 80% of the
work. Too clever entrepreneurs have said, bwell if I eliminate the 80% of
the products that sell poorly and only offer the 20% my profits should
increaseb. Wrong! What happens is they reduce their business by 80% and the
20/80 rule still applies.

How you may ask does this apply to the Iris Society? If we have 3000 members
we can only expect about 600 to be active in their local clubs, sections or at
the national level. If we had more members we would expect more people in the
twenty percent. One problem is that local clubs all the way up to the AIS
board do not reach out to the full measure of 20% that are available to help.
Too many jobs are concentrated in too few people. Some people seem to relish
control and others want it and are not given it because they become too
controlling. But aside from those oddballs most of us tend to burn out if we
take on too much. In most areas of AIS I believe there are actually too few
people involved in any given committee activity. Usually it is but one person
doing it all, sometimes in several areas at the same time. There are
exceptions. Essentially the Iris Encyclopedia has over 300 helpers, but aside
from a project like that which is redefining the Iris Society, the
opportunities become more limited.

Many Irisarians belong only to the Iris Society. They have nothing to compare
to, to evaluate AISbs performance. They may have all their needs satisfied
by what we do presently. But can they explain why some societies are growing
and many are failing. Unless they pay attention to the organizations that are
successful it is easy to say all volunteer organizations are failing. That is
emphatically not true. Actually with all the change that has occurred in AIS
even our society is showing some new life and growth. But unless we continue
to re-examine what we are doing those temporary gains could be lost.

I could create a manifesto of scores of improvements we could make. But the
key point I will make now is that we are not incorporating a full 20% of our
membership in responsibility and decision making and investing responsibility
in them for building the future. If we do not, we will all burn out, and be
replaced by tyrants or dictators.

----- Original Message -----
From: hager@aredee.com
To: aisdiscuss@aisboard.org
Sent: Sunday, January 29, 2012 12:45:24 PM
Subject: RE: [AISdiscuss] Volunteers


Janet,
Thank you for bringing up thisB part of the discussion. Volunteers are a vital
part of many organizations. ForB all practical purposes, the AISB is composed
of volunteers. However, many venerableB fundamentally volunteer organizations
haveB paidB staff, consultants and contractors. Their survival depends on it.
B 
I broached theB subject of an ExecutiveB Director for the AIS a few years ago.
>From the short discussion that ensued, it wasB obviousB to me that as long as
long-term institutional memory prevails,B there will be no ExecutiveB Director
of the AIS.B I do not know, nor do I wish to kow that ancient history. I would
only say that we are shaped and sometime crippled by our past experiences.
B 
Although there are a few paid positions in the AIS, for all practical
purposes, the AIS is an organization of volunteers. This is very different
from the model of not-for-profits such as hospitals, libraries,B schools and
churches that have a higher ratio of paid staff to volunteers. Sometimes,
tasks and functions that are critical to the operation ofB our organization
simply do not get done in a timely mannerB and there is little that can be
done about it. It would require relatively short-term institutional memory to
recall more than a half dozen situations where this has occurred.
B 
One of the most frustrating things about working within our organizational
structure is that change takes place very slowly. The ways thatB communities
are built, land is subdivided, people communicateB and Americans garden have
all significantly changed. Community service (volunteer) organizations have
shrunk. Sense of "community" has changed. In this rapidly changing world, it
takes incredibleB energy toB stay apace, much less have the vision to carry
the organization forward.
B 
Building consensus for change withinB any administrative board of directors is
difficult. There are minefields every where. Negative inertia is hard to
overcome. "Option zero" (take no action, table the motion, think about it a
little longer) is always the path of least resistance. For the sake of the
AIS, I hope that the little signs of positive inertia that I see are able to
prevail.
B 
Dennis
B 
B 
B 
B 
-------- Original Message --------
Subject: Re: [AISdiscuss] Convention Ownership
From: "Janet Smith" < ypauls@sti.net >
Date: Sun, January 29, 2012 9:33 am
To: aisdiscuss@aisboard.org

This is a great discussion we are having. Thanks to Pat for her
thoughts.

There are a few things missing. Since I have attended a few Board
Meetings as a committee member I would like to mention a few things:

1. Do not think the AIS Board is not addressing conventions and
Paul's difficulties. It is an ongoing discussion.

2. All the ideas are nice, AIS should do this, Affiliates should do
that, Regions should ...... GREAT! You have forgotten one important
thought -

VOLUNTEERS! ! ! !

If you do not have enough volunteers to help with all the jobs needed
to make a success. Guess what!

I like the idea of instruction books handed over to the next
convention host so there is less stress of "what do I do now". (A
thought - if need be hand me the information and I will create a
Digital Program- Convention Host-what to do now!)

May be conventions every other year with gardens, and the odd year
without. Didn't we read something in the AIS Bulletin from Kathy
Chilton about that?

It may be easy to think - hand it over to ..... but the reality is:

1. Volunteers
2. Time
3. Money
4. Organzational skills
5. all the rest I forgot to mention.

I am not yelling at anyone - just remember - we are not getting the
volunteers or members who LIKE to volunteer to do anything.
I know, because I belong to an affilate who has over 50 members and
the same 10 volunteer to do the work. We get tired too!

My 2 cents:

Janet Smith
AIS Digital-Slides Program Chair


---- Original Message ----
From: gardens@molalla.net
To: aisdiscuss@aisboard.org
Subject: Re: [AISdiscuss] Convention Ownership
Date: Sat, 28 Jan 2012 21:17:14 -0800

>I have a question for Dennis that I would like him to answer.
>
>
>What is the incentive for the Chapter or Region if the AIS takes
>ownership
>and the profits of a convention?
>
>All My Best
>Will
>
>
>----- Original Message -----
>From: "R. Dennis Hager" < hager@aredee.com >
>To: < aisdiscuss@aisboard.org >
>Sent: Saturday, January 28, 2012 9:11 PM
>Subject: [AISdiscuss] Convention Ownership
>
>
>> There is no doubt that without Paul, there would be no AIS
>Convention. I
>> posed these questions not to attack Paul, but to point out to the
>Board
>> that the current structure really needs to be changed. The AIS
>Convention
>> is a crapshoot, with the dice being passed on to the next soul who
>wanders
>> into the game.
>>
>> Am I the only person who believes that something should be done to
>improve
>> the quality of the AIS Convention?
>>
>> Ultimately, the responsibility of the AIS Board is to keep the
>> organization alive. Having vibrant and successful conventions is
>key to
>> the health of the AIS.
>>
>> I would suggest to you that the AIS needs to take ownership of the
>> convention. The AIS should handle finances, programs, national and
>> international marketing, plant registration, handbooks, attendee
>> registration and hotel. The host club should handle gardens, local
>> marketing, hospitality and transportation, with the assistance of
>the AIS.
>>
>> For many organizations, ownership of a convention (and the profits)
>is a
>> huge asset. With ownership comes responsibility. For some reason,
>the AIS
>> Board has decided not to own the convention. I don't know why and
>it
>> doesn't really matter. What does matter that if the AIS really
>wants the
>> Convention to continually improve, the Board needs to decide to
>take
>> ownership of it and provide Paul or whoever is in his position with
>the
>> resources and backing to make each subsequent convention better
>than the
>> one before.
>>
>> When it comes to convention and event management, there is nothing
>truly
>> unique about the AIS. There are professional convention and event
>managers
>> who routinely handle much more complicated events. It is time for
>one to
>> be consulted. For the record, I do not personally know any
>professional
>> event planners and have no financial interest in any organization
>that
>> provides such services.
>>
>> Dennis Hager
>>
>>
>>
>>
>> -----Original Message-----
>> From: Jill Bonino
>> Sent: Friday, January 27, 2012 9:02 PM
>> To: aisdiscuss@aisboard.org
>> Subject: RE: [AISdiscuss] 2014 AIS Convention
>>
>> I agree with Cheryl. Paul has been indispensable (?) to us for the
>2012
>> Convention.
>>
>> The Canada Convention created a great Bus Book for Bus Captains
>which we
>> are using as a guide for the 2012. This can be passed along.
>There are
>> also spreadsheets, memos, and letters we created for promotion that
>can be
>> copies and passed along too. Jill
>>
>>
>> -----Original Message-----
>>>From: cheryl deaton < region15kids@hotmail.com >
>>>Sent: Jan 24, 2012 9:09 AM
>>>To: aisdiscuss@aisboard.org
>>>Subject: RE: [AISdiscuss] 2014 AIS Convention
>>>
>>>Speaking on behalf of Region 15 and the 2012 AIS Convention
>Committee, I
>>>can
>>>attest to the invaluable help Paul as Convention Liason has given
>us from
>>>the
>>>very beginning. I agree that we need to share more information
>because in
>>>certain areas the information is minimal at best, especially since
>many
>>>areas
>>>have never hosted a convention. Region 15 will happily share
>information.
>>>Cheryl Deaton
>>>
>>>
>>>> From: pwgossett@juno.com
>>>> Date: Tue, 24 Jan 2012 02:53:43 +0000
>>>> To: aisdiscuss@aisboard.org
>>>> Subject: Re: [AISdiscuss] 2014 AIS Convention
>>>>
>>>> Good Evening All,
>>>>
>>>> I would like to answer these questions Dennis has brought forward
>as I
>>>> see
>>>it.
>>>>
>>>> 1) Who OWNS the Convention?
>>>> The owner would either be a local society or region. But, it
>would a
>>>> shared
>>>ownership if AIS, local society and/or region are all sharing in
>the
>>>expenses
>>>on putting on the convention.
>>>>
>>>> 2) How should the Convention be promoted?
>>>> Through the AIS IRISES publication, regional newsletters, local
>>>> newsletters,
>>>AIS Web Site, local society web site, regional web site, AIS
>Facebook, and
>>>any
>>>local avenues such as tv stations, radio stations, garden club
>>>organizations,
>>>master gardeners, newspapers.
>>>>
>>>> 3) Who owns the intellectual data that is generated at each
>convention?
>>>> I am assuming you are talking about names and contact information
>of
>>>> those
>>>attending the convention. The owner would be shared between local
>society
>>>and/or region and AIS. AIS needs to do a better job at sharing this
>>>information with the next convention so that they can communicate
>with
>>>those
>>>that have attended the last several conventions.
>>>>
>>>> 4) Is that data used to promote and improve subsequent
>conventions?
>>>> As of right now, no the attendees information is not being shared
>but,
>>>> other
>>>information is being shared such as bus information.
>>>>
>>>> 5) What functions of the convention should be administered by the
>Host?
>>>> Convention Chairman, Guest Iris Coordinator, Transportation
>Coordinator,
>>>Hospitality/Garden Refreshment Coordinator, Porta a Potty
>Coordinator,
>>>Boutique Coordinator.
>>>>
>>>> 6) What functions of the convention should be administered by
>AIS?
>>>> Registration, Convention Booklet, Silent Auction, Web Site.
>>>>
>>>> These positions could be handled by either a local or AIS
>>>> person....Hotel
>>>Meeting Schedule, Secretary, Publicity Coordinator, Awards Chair,
>and
>>>Treasurer.
>>>>
>>>> It would be the responsibility of the AIS Convention Liaison to
>assist
>>>> with
>>>the convention in any way he or she see needs to be done. At the
>present
>>>time
>>>I am actually putting together the Hotel Meeting Schedule and then
>letting
>>>a
>>>local person contact each of the sections or people whom have
>meetings at
>>>the
>>>convention to get their approval of the times that have been
>scheduled for
>>>each of those meetings. I also have meet with the hotel sales or
>banquet
>>>contact person and work them also. I am also making a list of the
>meeting
>>>speaker, the topic of their program, and their a/v equipment needs
>and
>>>then I
>>>will notify the AIS Editor, AIS Electronic Services Chair, and the
>hotel
>>>with
>>>the a/v needs. I then at the convention make sure all is going well
>at the
>>>convention whether it be at the hotel, buses, etc...... I am the
>>>Convention
>>>Chairs right hand man.
>>>>
>>>> Paul
>>>>
>>>>
>>>>
>>>>
>>>>
>>>>
>>>> ---------- Original Message ----------
>>>> From: "R. Dennis Hager" < hager@aredee.com >
>>>> To: < aisdiscuss@aisboard.org >
>>>> Subject: Re: [AISdiscuss] 2014 AIS Convention
>>>> Date: Sun, 15 Jan 2012 08:53:00 -0500
>>>>
>>>> There are underlying questions that need to be considered as a
>part of
>>>> this
>>>> question.
>>>>
>>>> Who OWNS the Convention?
>>>> How should the Convention be promoted?
>>>> Who owns the intellectual data that is generated at each
>convention?
>>>> Is that data used to promote and improve subsequent conventions?
>>>> What functions of the convention should be administered by the
>Host?
>>>> What functions of the convention should be administered by AIS?
>>>>
>>>> These questions are NOT about how things ARE done, but how they
>SHOULD
>>>> be
>>>> done.
>>>>
>>>> Dennis Hager
>>>> Irisarian, Pharmacist, Restaurateur, Councilman, Former Mayor and
>
>>>> General
>>>> Pain in the A....
>>>>
>>>>
>>>>
>>>>
>>>>
>>>> -----Original Message-----
>>>> From: Maureen
>>>> Sent: Wednesday, January 11, 2012 10:40 AM
>>>> To: aisdiscuss@aisboard.org
>>>> Subject: Re: [AISdiscuss] 2014 AIS Convention
>>>>
>>>> Hi Paul,
>>>>
>>>> I think we all suspected that a discussion on AIS policy on
>conventions
>>>> was
>>>> going to happen sooner rather than later.
>>>>
>>>> I expect that the current ad hoc help at the back end should a
>club
>>>> suffer
>>>> catastrophic losses from a convention is not going to be
>sufficient
>>>> going
>>>> forward.
>>>>
>>>> I would suggest that board discussion consider the following.
>>>>
>>>> If AIS takes on the riskiest and costliest expense of the
>convention,
>>>> should
>>>> AIS then also receive some part of the revenues generated by the
>>>> convention?
>>>> (for example, collect a fixed portion of registration fees and
>receive
>>>> all
>>>> revenues from silent auction)
>>>>
>>>> Should AIS get involved in fund raising for conventions?
>>>>
>>>> What is the impact on the long term financial health of AIS?
>While AIS
>>>> manages its finances fairly well by managing its expenses with
>variable
>>>> revenues. How will AIS manage with a significant variable
>expense?
>>>>
>>>> The last question is probably the most important.
>>>>
>>>> Unfortunately, I won't be at the national convention this year. I
>will
>>>> see
>>>> some of you at the Siberian convention.
>>>>
>>>> Maureen Mark
>>>> Ottawa, Ontario
>>>> (Not a current board director)
>>>>
>>>> On 2012-01-11, at 3:00 AM, " pwgossett@juno.com "
>< pwgossett@juno.com >
>>>> wrote:
>>>>
>>>> > Good Evening Folks,
>>>> >
>>>> > The weekend of December 3 & 4, 2011, I had the pleasure of
>meeting
>>>> > with
>>>> > the Delaware Valley Iris Society at their winter board meeting
>in
>>>> > Pennsylvania. After they concluded their board meeting they
>allowed me
>>>> > to
>>>> > tell them my thoughts about them hosting an AIS Convention in
>their
>>>> > area
>>>> > and what AIS can do to assist them. We discussed all aspects of
>
>>>> > hosting a
>>>> > convention and had volunteers to be the Chairperson, Guest Iris
>Chair,
>>>> > Transportation Chair, and Treasurer all from the area. We also
>>>> > discussed
>>>> > 4 or 5 gardens that might be on tour along with local non iris
>gardens
>>>> > and
>>>> > historical attractions that could be used as an optional tour.
>They
>>>> > would
>>>> > like to receive guest plants but, will have to have a
>limitation on
>>>> > the
>>>> > number and also 2014 would be too soon for them if they would
>be
>>>> > receiving
>>>> > guest plants.
>>>> >
>>>> > We also discussed financial concerns and obligations. I believe
>their
>>>> > greatest concern is how much of a role would AIS be willing to
>take in
>>>> > both manpower and financial. On the financial side the hotel is
>the
>>>> > biggest expense of a convention. I believe if AIS would be
>willing to
>>>> > sign the hotel contract and take on the financial
>responsibility of
>>>> > the
>>>> > hotel we might have a convention site on the east coast
>probably not
>>>> > in
>>>> > 2014 but, maybe 2016 or 2017. They are thinking about it now
>and will
>>>> > make a decision by the end of January. I am hoping for a
>positive
>>>> > response from them on hosting an AIS Convention.
>>>> >
>>>> > My question to the AIS Board is.... Would AIS be willing to
>sign the
>>>> > hotel contract and take on the financial responsibility of the
>hotel?
>>>> > I
>>>> > would estimate the cost of the hotel expenses would be about
>$25,000.
>>>> >
>>>> > I would like to have your suggestions as to what I need to do
>and what
>>>> > role will AIS have in this convention and also future
>conventions.
>>>> >
>>>> > Thank you,
>>>> >
>>>> > Paul
>>>> >
>>>> >
>>>> >
>>>> >
>>>> > ____________________________________________________________
>>>> > 53 Year Old Mom Looks 33
>>>> > The Stunning Results of Her Wrinkle Trick Has Botox Doctors
>Worried
>>>> >
> http://thirdpartyoffers.juno.com/TGL3141/4f0cfb7da2c55c9749st02vuc
>>>> >
>>>> >
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>>>> ____________________________________________________________
>>>> 60-Year-Old Mom Looks 27
>>>> Mom Reveals Free Wrinkle Trick That Has Angered Doctors!
>>>>
> http://thirdpartyoffers.juno.com/TGL3141/4f1e1dace1f4e30538dst05vuc
>>>>
>>>>
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