Objective - The flow of information from the association to its membership will be prompt, understandable, topical and reliable. The association will encourage and facilitate regular feedback from the membership as well. New technologies will be explored and employed where effective, practical and appropriate.
Measurable Goal 4 - Seek ways to encourage member communication to the COO from the membership. COO and department heads are active listeners. Measurable by 100% of communications to the association receiving an acknowledgement of receipt response sent by USPS or email the next working day, followed by a written response within seven days after the next regular board meeting or working session of the board. Measurable by COO attendance at regime annual meetings.
Action Item 4a - COO will hold monthly forums to enhance communications to and from members. COO is an active listener. Complete by meetings being held monthly.
Action Item 4b - COO will host an outreach to all regime boards once per year to update them on association issues. To be accomplished by COO's inviting all regimes boards and managers to two executive council meetings: one in July and one during December holiday. Idea is to focus on communication about improving or coordinating major repairs, contracting services and communication between organizations. Complete by December 2008, the date of the last meeting.
Action Item 4c - The director of member services will invite all members to learn of ways to participate in their community via New member welcomes and make personal contact with new member attendees to track interests or refer new members to the right groups/committees. Complete by internal report provided to COO in December 2008.
Action Item 4d - As a community services matter, the director of member services will promote on-island and off-island volunteer opportunities, charities and service organizations annually via placing announcements or calls for volunteers in Digest, instant news flash and mail list. Complete by DMS publishing article in Digest and INF by October 2008.
Action Item 4e - The executive director will promote mass email communications, including seeking to increase the number of current email addresses in KICA's member database. Measured complete by ED providing Digest article and instant news flash encouraging members to respond in June 2008.
Measurable Goal 5 - Establish communication forums for interaction where the board and members can share their ideas and comments. Measurable by completion of the action items listed below.
Action Item 5a - The executive director will assure that the monthly publication of Digest contains quality news about board matters, plus community, social and educational events, volunteers' contributions to the community and news valued by members. Further, staff will photograph members at island events and publish them in Digest and on the Web site. Department heads will provide news articles for Digest quarterly. Digest's calendar will provide two-months of community events for all island organizations. Measured complete by monthly Digest publication and ED providing results of a representative sample panel at year end with internal report going to COO December 2008.
Action Item 5b - The board chairman will write an article about that year's fall board retreat for Digest.
Action Item 5c - The COO will express at all available opportunities the contributions of Kiawah Island and its membership to the community-at-large. The executive director will communicate to the membership through Digest the actions taken on matters brought to the board's attention. Measured complete by ED reporting board actions following each meeting in Digest.
Action Item 5d - The executive director will coordinate open forums on civic issues such as the meet-the-candidates (MTC) event. Measured complete by hosting MTC in February 2008 if there is a contested election.
Action Item 5e - The COO will provide committee minutes of that committee's activities at board meetings. Measured complete by minutes provided in board's meeting packets.
Action Item 5f - The executive director will actively teach, help, and mentor existing volunteers regarding board activities, how to run for board seats, and what is expected of the board by the association and fiduciary roles. Measured complete by providing board service overview to interested members, and explaining the process to them to the extent desired. Complete when follow-up status report provided to COO.
Action Item 5g - The director of member services will provide an annual education forum to association members about association operations, board roles, function of committees, best practices in the industry. Measured complete by forum provided by early fall 2008 with report on forum provided to COO.
Action Item 5h - The executive director will revise and publish the Maze of K's explaining who does what by posting it to the Web site. Complete by March 2008.
Action Item 5i - The executive director will offer an electronic version of Digest for all members who request it. Measured complete by the ED announcing twice annually in Digest that e-version is available. Complete by June 2008.