NPC regional meeting facilitator notes

Papers

Please ensure that there are copies of the following available in case people forget to bring their own copies:

• Regional NPC meeting program
• Background papers for the following items on the program:
  • Enhancing the involvement and engagement of members in ALIA
  • ALIA's 2005 and 2006 plan (plus ALIA: toward 2010)
  • Identifying areas of professional practice
  • Group communication
• Attendance roll [42KB PDF]

Meeting notes and report

The ALIA local liaison officer (or the ALIA member organising your regional meeting) will be responsible for taking the notes of the meeting and writing the report of the meeting to be submitted to ALIA National Office. The reports are due into ALIA National Office by 13 September 2004.

Regional representative to national meeting Canberra 19 and 20 November

Would you please ensure that the ALIA local liaison officer has the details of the meeting's delegates to the national meeting in Canberra? If your region does not have a local liaison officer would you please contact Georgina Dale at ALIA National Office with the delegate's details?

Roll of nominate group representatives, personal members and institutional representatives

Nominated group representatives Would you please ensure that the group name and the delegate's name and ALIA membership number are recorded? It is essential that the group representatives are financial personal members or the designated representative of a financial institutional member.

Other delegates Financial personal members and the designated representative of financial institutional members are also NPC delegates. Please ensure that they record their name and membership number on the regional meeting roll.

It is essential that the role is accurate, since these members will all be eligible to vote in the 2005 election of directors.

Election of one delegate to attend Canberra NPC

Each regional meeting is required to elect a regional delegate to attend the National Meeting in Canberra 19-20 November. Nominations are to be made and a vote taken if there is more than one nomination. Any delegate attending the regional meeting is eligible to be the delegate to the national meeting.

Responsibilities of being a regional delegate to the national meeting include:

• Being available to attend the national meeting in Canberra on 19-20 November 2004
• Fairly representing the outcomes of the regional meeting
• Being prepared to participate actively in the national meeting
• Presenting the most-popular success stories from the regional meeting (a total of five minutes will be allocated to each regional delegate to the national meeting to present their regions selected success stories. This is to be a simple oral presentation - there is no need for overhead transparencies or electronic presentations).

Based on feedback from delegates to previous NPCs, it is recommended that the election of the regional delegate to attend the Canberra NPC be carried out early in the meeting. This allows the delegate to participate in the regional meeting with the knowledge that they will be responsible for representing the meeting at the national meeting.

Program for the 2004 regional NPC meetings

Guidelines for discussion

Celebrating success
Group delegates are asked to present a success story from their group. The idea is that these stories should contain an element of fun and give delegates a chance to perform. The meeting will need to select the most-popular story, which will then be presented at the NPC in Canberra. Personal and institutional member representatives are also welcome to talk about their success stories.

Regional delegate will be allocated five minutes each to present success stories from their regional meeting at the national meeting in Canberra. It is suggested that the regional meeting select one or two stories that can be presented within the five-minute timeframe at the national meeting.

All success stories presented at the regional NPC meetings will be published in the Celebrating success column in inCite.

Enhancing the involvement and engagement of members in ALIA
There is a discussion paper provided for this program item - the questions for discussion are at the end of the paper. It is recommended that you give delegates a few minutes to read the paper before commencing discussion.

Please make a copy of the Review of member engagement and participation in ALIA (Summary report for members, July 2004) available for members to read at the meeting if they wish. This report is also available on the ALIA website.

ALIA 2005-2006 plan
There is a discussion paper provided for this program item - the questions for discussion are included in this discussion paper. It is recommended that you give delegates a few minutes to read the paper before commencing discussion.

The Board of Directors is seeking the advice and input of members on the ALIA 2005 and 2006 draft plan through the 2004 regional NPC meetings. Feedback from the regional meetings will be incorporated into a revised draft for discussion at the National Policy Congress on 19-20 November 2004.

It will be useful to have copies of ALIA: Towards 2010 at the meeting as this sets the context for the draft 2005-2006 plan. It is envisaged that once the 2005-2006 plan is finalised, this will replace the current back page of ALIA: Towards 2010.

Identifying areas of professional practice
There is a discussion paper provided for this program item - the questions for discussion are at the end of the discussion paper. It is recommended that you give delegates a few minutes to read the paper before commencing discussion.

The purpose of this item is for the meeting to identify critical areas of professional practice where there are gaps in publications, information resources, and opportunities for debate and professional development.

ALIA Group communications
There is a discussion paper provided for this program item - the questions for discussion are at then end of this discussion paper. It is recommended that you give delegates a few minutes to read the paper before commencing discussion.

The paper gives delegates an overview of the different methods of communication available to groups. The purpose of the paper is to address the issue of access to group newsletters that arose at the 2003 NPC and seek ways that groups can be encouraged to use the ALIA website to promote their activities.

Questions on notice
It is suggested that the ALIA local liaison officer take over the facilitation of the meeting for this and the next item. Questions on notice were to be submitted to the LLO prior to the meeting and a written response prepared. If there were any questions on notice please give delegates an opportunity to read the responses and then open the meeting for discussion. One possible outcome of discussion is that the delegates may wish that a Question on notice be carried forward to the national meeting in Canberra.

Questions without notice
This part of the program is the opportunity for informal discussion of local issues.

Evaluation
Please ask all delegates to complete the evaluation form [51KB PDF] before they leave the meeting. The completed evaluations will be returned to ALIA National Office for analysis. It would be helpful for members to include their name and membership number in case ALIA National Office staff want to contact them for clarification of comments.