Shared understanding of how an organization functions is key to its success. This Appendix describes regular features of the SAMAB calendar, provides links to related governing documents of component and partner organizations, and lists various guidelines that have been developed for governance of the organization and its components. SAMAB Calendar SAMAB traditionally has two annual events, the Fall Conference (typically in the first two weeks of November), and the Spring Planning Meeting (usually in May). The Cooperative Executive Committee holds quarterly meetings, two just before or after the Fall and Spring meetings, and one in August and one in February (typically/sometimes this is a joint meeting with the Southeast Natural Resource Leaders Group). Foundation bylaws call for an annual meeting of members in November, which typically is held in conjunction with the Fall Conference. The Cooperative Executive Committee and the Foundation Board of Directors sometimes hold joint quarterly meetings in an effort to strengthen understanding of the function of each organization and to increase collaboration with and support of one for the other The SAMAB Fall Conference is an opportunity for participants to present and discuss progress and findings on a wide array of SAMAB or related activities. The Conference has been evolving from a typical meeting format of oral and poster presentations of scientific research to a more diverse format that invites more community input, combining workshops and less formal, more interactive sessions of training and sharing of community experience with more-traditional sessions having presentation of research or management experience. The Fall Conference is an opportunity for SAMAB to monitor and explore emerging regional opportunities and issues and possible agency, community, or private response to them. It is used as a tool for communication, education, and learning, with themes that vary from year to year but that relate to the spectrum of SAMAB goals and objectives. The SAMAB Spring Planning Meeting is used to revisit SAMAB goals, objectives, and strategies, and to develop a specific work plan for implementation. Participants at this meeting include the Cooperative Executive Committee, Working Committees, Foundation Board members, and other interested participants from public agencies and partner communities, universities, non-government organizations, and other individual and private interests. The meeting typically is formatted to provide an overview of selected aspects of the state of the region, discussion of priority needs and existing or planned actions by others, evaluation of SAMAB goals, objectives, and strategies in this context, and development of a specific work plan for SAMAB Working Committees, Initiatives, or other efforts. Substantial homework is required over the course of the year to be monitoring regional needs, actions and plans by others to address them, and the capacity and interests of SAMAB members and partners to do more. Key to this effort is working with members and partners to coordinate efforts to complement each others' work, avoid duplicative efforts, and maximize efficiency of use of scarce resources available from public and private sources. Additional policies guiding this process are found under Planning and Governance below. Other meetings or activities of SAMAB Committees, Foundation, or other partners are scheduled in formats and at times as appropriate to the SAMAB Work Plan. Click the Events button on the SAMAB Web site for the calendar of upcoming SAMAB meetings and a record of past events. Planning Calendar 2000 2001 2002 M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D S     Q     F     Q     S     Q     F     Q     S     Q     F   * * * * * * *     * * * *                 * * * *               - - - - - - - - - -                 - - - -                 - -> 2000 Work Plan Implementation ¦ 2001 Work Plan Implementation ¦ 2002 Work Plan ... Key: ********** Strategies planning ------------- Needs evaluation __________ Work implementation S, Q, F, Q     Spring Planning Mtg, Fall Conference, Summer and Winter Quarterly Meetings Planning and Governance Click here to link to SAMAB Cooperative and Interagency Agreement SAMAB Foundation Charter and Bylaws Click here for link to SAMAB Foundation Charter and SAMAB Foundation Bylaws. Guidelines and Timelines for SAMAB Project Planning A key strength of SAMAB is that its projects and initiatives can take many forms and derive from many processes. As a multi-faceted public-private organization having members and partners with many interests, mandates, and capabilities, SAMAB has many means for achieving its goals. A danger is that the mix of designated SAMAB activities, or specific individual activities, may appear from some perspectives to be ad hoc, not of the highest priority, or even misguided. Not all SAMAB activities need to specifically address individual agency or partner mandates, but it is crucial that all activities bearing the SAMAB label clearly address SAMAB goals, objectives, and strategies, and that planning and implementation of those activities adequately communicate their relevance and value to the region. (Remainder of this section to be developed from a combination of Nancy Herbert's working group on project development and criteria, and Cindy Nolan's working group on timeline for project planning and funding. It should probably have a tiered structure, with statement of high-level policy/guidelines hyperlinked to more detail.) SAMAB Foundation Development Plan (Full plan, summary of plan, and/or link to plan needed here. Plan to be developed by...) Fall Conference Planning Process Each year at or just after the February Executive Committee meeting a Fall Conference Planning Committee and Chair are volunteered. The Conference Planning Committee works with the Coordinating Office to plan the program and structure of the Fall Annual Conference. Typically, the Coordinating Office handles logistics of the Conference such as hotel and meeting accommodations; scheduling speaker travel and reimbursement, entertainment, field trips, or other functions; producing, printing, and distributing announcements and meeting materials; and so forth. The Committee develops the theme; develops sessions, workshops, or other formats, and selects session chairs or other leaders; invites speakers; reviews submitted materials; and works with the Coordinating Office as necessary otherwise to ensure an innovative and productive conference. Typical Conference Planning Timeline: By March—Identify conference planning committee and conference chair. July 1-15—Identify conference theme and desired format(s), e.g., workshops, roundtables, plenaries, etc. Jul 15-Aug 1—Mail and post announcement of conference and call for participation including abstracts/summaries. Sept 1-15—Deadline for receipt of abstracts/summaries by SAMAB office. Jul 15-Oct 15—Committee members identify and invite keynote and other speakers, organize workshops, plan sessions, etc. Oct 1-Oct 15—All speakers, workshops, etc. finalized and program submitted to SAMAB office for publication/posting. Oct 15-Nov 1—Final program with abstracts/summaries to printer. Nov 1-15—SAMAB Fall Conference (usually 2 and a half days, with Executive Committee and Foundation Board meetings before and/or after). Evaluations from previous conferences suggest the following guidelines for planning future conferences: Planning/organization: Keep on track and on time. Need good instructions to keep sessions on time. Send to each speaker a "tips and pointers" sheet that says how long they'll have to speak, how many slides could reasonably be shown in that period of time, and saying that session chairs will warn them when their allowed time is nearly over. Schedule big-name speakers for days/times that you expect largest attendance. Allow ample time for discussion during breaks. Some people thought breaks were too short (but this was related to the fact that many sessions went over time). The invited papers/sessions worked well. (In 1999 we had 34 "volunteered" papers and an equal number of "invited" papers). The workshops and roundtables worked well. We got good comments and large participation (each had >20 people). Have field trip or something else to get people out of the meeting rooms and learning in a less formal venue. Logistical: Put sample abstracts/summaries on the web and refer people to them in the call for proposals. Have healthier food at breakfast and breaks People liked having an overview of the conference on the inside cover of the program and abstracts book (or do a separate tri-fold overview?) Hand out conference evaluation forms to conference participants when they sign in at the registration desk. Have separate evaluations for individual sessions/workshops? Keep up-to-date participant list available at registration desk and hand out on request. Fees: The executive committee and foundation board suggested adding different categories for fees and said that every participant is expected to register and pay. Also needed is a clear refund policy. Suggested fee categories: Community organization Student/retirees Group rate for agencies Spouse fee for reception One-day rate (The schedule and guidelines detailed above could be hyperlinked so as not to be distracting to the higher level reader/user. Each year's conference feedback could be added to the record for future use.) SAMAB Awards SAMAB awards are traditionally presented at the Fall Conference. The Hinote Award, named in honor of SAMAB's first Executive Director, is given to a recipient selected by the Cooperative Executive Committee "in recognition of sustained personal dedication in promoting the objectives of the Southern Appalachian Man and Biosphere Program." (can somebody supply additional criteria?) The Cooperative Executive Committee sometimes also recognizes its members, working committee members, or other partners with an award "for outstanding sustained contributions to SAMAB in (specific area such as education and outreach)." (any additional criteria for these?) Costs for these awards are borne by the SAMAB Foundation. (I think we should initiate a Foundation monetary award, payable in cash to a private recipient or as a contribution to a project account for purchase of equipment, books, or other such items for Federal employees or others who cannot accept the award personally.) SAMAB Foundation Auditing, Book-keeping, and Expense-reimbursement Policy (To be drafted by Larry Bell and presented here in whole, summary, or hyperlink.) Draft for review and comment-10/13/00 Return to Top of Page