Week 10 Observation

For the post this week, I chose to focus on my mentor. This organization does not operate on a daily basis, so my time spent on-site is limited to a few hours at a time. I will describe two different occasions which I observed. First of all, I will describe his activities in regard to board meetings. He coordinates meeting dates and time with the agreement of other board members and sends out several email reminders to each board member prior to the date of each meeting. He and I were the first to arrive and he has to unlock the facility, set the temperature controls and set up the meeting area. He prepares an agenda before each meeting to be distributed to attendees and he must make sure that the agenda is followed so that all necessary business is handled in the allotted time. He follows standard rules of order during the meeting including processes related to discussions and the passing of motions. Board members work collaboratively to achieve the group goals, of course, but he has the final say on the assignment and evaluation of member tasks. He is responsible for knowing the organization’s finances per the treasurer’s report and for knowing the legal guidelines by which the organization must operate as a non-profit group. After meetings are adjourned, he is responsible for securing the facility after everyone has left. He spent some time after a meeting showing me the basics that are involved in handling website functions and sending emails and other notices out to AIPER’s members. Another time, I observed how a planned community event is handled. Like the meetings, he and I were the first to arrive to prepare the facility for the event. In addition to what he does in preparation for board meetings, he also put out signage and set up the exterior of the facility for the public to locate the facility easily. While we waited for other board members to show up, we determined what refreshments, furniture and equipment was needed for the event, which involved a film screening and discussion that evening. He showed me how to set up the video and audio equipment and how the room needed to be arranged for the event. When people began to arrive, he took on the part of greeter as people entered and introduced me to several people. When it was time for the event to begin, he was responsible for opening remarks and giving an explanation of the issue that was being discussed. Following the film, he moderated a discussion on the issue with the assistance of two guests who were knowledgeable on the subject. After the event ended, we had to confirm that the facility was cleaned up, equipment dismantled and stored properly and that the building was secured for the evening.
From these experiences, I learned that he has to hold many different positions in this volunteer-driven organization. He does this with the assistance of other board members, but it is ultimately his responsibility that everything goes as planned or he must improvise when they do not. Much preparation goes into each event for successful results. On occasion, he cannot attend and so other board members must accept these responsibilities for the evening in his place. His position requires a broad knowledge of all aspects of the organization and what other members must do to achieve the group goals. Good communication skills are vital and empowering other members is necessary to keep them motivated and involved. In addition to “people skills”, knowledge of specific subject areas is necessary prior to each event so that those attending are given accurate and detailed information on the chosen subject since every event is intended to be an educational opportunity.