But we’ve always done it this way…

Kelly Moore Keith WalkerCLA Executive Director CLA Past-President

The recent experience of the Canadian Library Association

in change management

Where we started

Challenges

deficit budgets declining

membership limited programs

Inspirations

loyal members national conference committed Executive

Where we started2010 Annual General Meeting

2 resolutions:

give direction to Executive Council to address the financial situation and propose changes at 2011 AGM

approve Council’s decision to cancel the 2010 elections, but hold election only for Vice-President/President-elect

Phase 1: CLA Future Committee

The changes

What areas take the most money to operate? governance professional units

What do we do that other associations do better? continuing education

What are CLA’s unique strengths? broad-based national organization international contacts main point of contact between federal government

and library community

Process: Timelines Action Plan timelines – draft June 22, 2010

June 3- subcommittee formed June 9 – Vice President election call June 10 – blog open June 11 – feedback from conference discussions submitted by Executive

Council members June 15 – subcommittee teleconference held to decide on the process:

what information will be needed, review of the timelines, duties, communication plan, consultation plan

June 15 – process discussed with the Treasurer for budget planning connection

July 15, 16 – subcommittee meets in person in Ottawa to develop first draft plan and to review input received

July 17 – draft plan shared with Treasurer July 28 – proposed plan written up July 28 – draft budget plan shared with subcommittee August 13 – Vice President election completed August 20 – plan and budget sent to Executive Council August 31 - send plan to other associations September 23, 24 – Executive Council meets in Toronto to discuss plan September 25 – subcommittee reviews and revises plan based on EC

feedback October 4 – legal opinion on the plan October 12 – share plan with community November 1 – subcommittee teleconference to review input and plan

revisions November 19 – legal opinion on revised plan November 29 – revised plan to Executive Council for review December 10 – subcommittee reviews and revises plan based on EC

input December 17 – share revised plan with community January 21 – governance review against the existing policies February 28 – resolutions written March 15 – resolutions reviewed by Executive Council March 30 – resolutions sent to the members

Action Plan timelines – revised September 24, 2010

July 15, 16 – subcommittee meets in person in Ottawa to develop first draft plan and to review input received

July 17 – draft plan shared with Treasurer July 28 – proposed plan written up July 28 – draft budget plan shared with subcommittee August 13 – Vice President election completed August 25 – plan sent to Executive Council September 15 – budget plan sent to Executive Council September 23, 24 – Executive Council meets in Toronto to

discuss plan September 25 – subcommittee reviews and revises plan based

on EC feedback October 4 – parliamentary opinion on the plan and legal opinion

on the elections October 13 – Executive Committee teleconference to review the

revised plan October 18 – share plan with the community November 1 – comments received from the community November 5 – subcommittee to review input and plan revisions November 19 – legal opinion on revised plan November 29 – revised plan to Executive Council for review December 10 – subcommittee reviews and revises plan based on

EC input December 17 – share revised plan with community January 14 – comments received from the community January 19 – subcommittee reviews the input from the

community January 21 – governance review against the existing policies February 5, 6 – Executive Council meeting; review final plan February 28 – resolutions written March 15 – resolutions reviewed by Executive Council March 30 – resolutions sent to the members

Process: Communications Plan

Process: Consultation

Broad stakeholder consultation members non-members other library associations in Canada

Other consultation MLAS members directors of other non-library associations

Content: unique value propositions

advocacy with federal government international engagement national research

leadership skills development through volunteer opportunities

knowledge-sharing and networking

Content: Governance structurewhere we were

Content: Governance structurewhere we are

Content: Professional structure where we were

Content: Professional structure where we are

Content: the campaignMember questions: What is CLA doing about

this issue?

Response: Who is “CLA” in that question?

Phase 1: did it work?

We followed the process and addressed the content

We re-wrote large parts of our Bylaws in line with the proposals in the Future Plan

We presented a balanced 2011 budget to members

We presented the Bylaw changes in a resolution at the 2011 AGM

Members passed the resolution UNANIMOUSLY!

Phase 2: implementationAnd now, reality sets in!

transitional Executive Council elections for 2012 establishment of Networks call for volunteers review of awards changes to membership structure changes to membership fees and benefits

Lessons learned

Communication is essentialConsult with all stakeholdersFocus on key areas for change

Be naïve enough to think change is possible

Be bold!

Overview

What we changed (phase 1):

governance structure

professional structure

timing for election & appointment cycles

budget structure re-defined priorities

What we left for later (phase 2):

membership structure/ fees / benefits

continuing professional development offerings

international engagement