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1 6 3 1 P r i n c e S t r e e t , A l e x a n d r i a , V A 2 2 3 1 4 | 5 7 1 - 2 9 8 - 1 3 0 0 | w w w . a a p m . o r g
GOVERNANCE ASSESSMENT PROJECT
Todd PawlickiUC San Diego
AAPM Secretary
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• None
DISCLOSURES
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• AAPM is a great organization
• Governance assessment = Quality improvement
• Important elements for this QI project• Quantum Governance, L3C consultants• Strategic Planning Committee (SPC) of the AAPM
• Ad Hoc Committee on Governance Assessment (AHCGA)• TG281 Governance Assessment Communications Plan
HOW WE GOT TO THIS POINT
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• 4 Councils• Administrative, Education, Professional, Science
• Board of Directors and Executive Committee (EXCOM)• President-Elect, President, Chair of the Board, Treasurer, Secretary, Executive Director
• EXCOM makes day-to-day decisions for the AAPM
• Strategic Planning Committee (SPC)• Comprehensive review of the strategic plan
• Evaluate progress towards achieving objectives
CURRENT AAPM STRUCTURE
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1958 2016
ScienceCouncil(1972)
ACMP
1970 1980 1990 2000 2010
AdministrationCouncil(2010)
EducationCouncil(1974)
ProfessionalCouncil(1973)
$ Licensure
SDAMPPCAMPEP
Science Track
Professional Track
Education Track
SpringClinicalMeetingFirst Annual
Meeting
me
mb
ers
hip
ABMP
ABR requiresresidency
Courtesy of John Boone
EXCOM Created(1975)
Incorporated AAPM(1965)
16 Board Members
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Governance as Leadership
Fiduciary Thought
Strategic Thought
Generative
Thought
Courtesy of Quantum Governance, L3C
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Governance &
Leadership
CEO Support &
Oversight
Performance &
Results
Strategic Thinking,
Learning & Planning
Budget
& Resources
Membership & Outreach
Stewardship Ethics & Financial Integrity
What are the Core
Responsibilities
of a Nonprofit Board?
Courtesy of Quantum Governance, L3C
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Functional
Responsible
Dysfunctional
Exceptional
Unconscious Conscious Enlightened
The Exceptional Board
Courtesy of Quantum Governance, L3C
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• Ensure the AAPM is led by its major member stakeholder groups• Clinical, Science, Chapters, Imaging, Therapy
• New configuration of AAPM leadership• Create an operations group led by the President (EXCOM is no longer needed)
• Reduce the size of the Board but consisting of major member stakeholders
• New Council structure• Clinical Practice, Science, Regional Organization, Education, Member Services
MAJOR AHCGA RECOMMENDATIONS
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Board of
DirectorsEXCOM(reports to the Board)
21
12
1
5
Executive Director
Presidential Chain,
Treasurer, Secretary
Chapter elected
board member
Member-at-Large
board member
Current Governance Structure
10Non-voting board
member
N = 49(38 voting members)
N = 6
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Chair
Immediate Past Chair
Secretary
Treasurer
Science CouncilChair
President
President Elect
Education Council Chair
Clinical Practice CouncilChair
Non-Member(as Appt’d)
ScienceCouncil
Vice-Chair
Education Council
Vice-Chair
Executive Director
(Non Voting)
Member Services CouncilChair
MemberServices Council
Vice-Chair
Board of
DirectorsOperations Committee
(reports to the Board)
Regional OrgCouncilChair
Clinical Practice Council
Vice-Chair
Gov. & Reg Affairs Committee
Chair
Regional OrgCouncil
Vice-Chair
Proposed Governance Structure
N = 13 N = 11
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CLINICAL PRACTICE COUNCIL
• Stewardship of the profession of clinical medical physics• Accreditation and credentialing• Vendor relations• Practice guidelines• Regulatory and legislative affairs • Patient communications• Media response to clinical issues
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MEMBER SERVICES COUNCIL
• Membership Committee• Publishing and e-presence• Journals Management• Meetings• Ethics• Awards & Honors• History
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EDUCATION COUNCIL
• Maintains most of its current structure and charges
• Oversees two committees for better coordination• International Educational Activities Committee• International Affairs Committee
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SCIENCE COUNCIL
• Generally consistent with current structure• Responds to press inquiries on scientific matters• Oversees scientifically-based policies and position papers• Administers most scientific TGs and WGs through TPC and IPC• Responsible for governmental aspects of research funding
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REGIONAL ORGANIZATION COUNCIL
• The profession has not realized optimal value from a collaboration of AAPM with its Chapters
• Ensures synergy and coordination of Chapter activities with AAPM’s more comprehensive efforts• Education, vendor support, regulatory, communication, cultivate AAPM leadership
• Identifies Chapter needs, develops and maintains performance standards, and secures resources to achieve goals
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NON-MEMBER SEAT ON THE BOARD
• Purpose• Ensure expertise not typically obtainable through member appointments, e.g.: hospital
administrator, legal, marketing, sales, non-profit revenue generation
• Why make this a Board position?• Get best qualified person possible
• Establish a long-term relationship for the benefit of AAPM and the profession• Not a required Board position, only filled as the Board deems necessary
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• Create a new Governance Committee• Tasked to develop and ensure governance skills of board members and diversity• Chaired by the Secretary
• Board members need to be elected by General Membership• Vice-chairs succeed to council chair (Board) after two-year term• Executive Director and non-member director are appointed by the board
OTHER AHCGA RECOMMENDATIONS
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ChairPast ChairPresident
Pres-Elect
Secretary Secretary
Treasurer Treasurer
OperationsCommittee
Board of Directors
Vice Chair Chair
Councils
1 year terms
2 year terms
2 year terms
2 year terms
Duration of Service
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STEPS LEADING TO SUCCESSFUL CHANGE
Proposed at
Annual Business
Meeting
Board vote at
Spring Clinical
Meeting
Member Vote
Board members vote on changes to the Bylaws that reflect these changes.
Proposal and Member discussion at the Annual Business Meeting.
March 2017 July 2017 September 2017
communication with members
Implement
Transition Plan
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• More effective governance and use of AAPM resources• Focus of the Operations Committee
• Better distributed workload• Day-to-day activities from EXCOM (= 5) to new Operations Committee (= 11)
• Member Services Council• Increased focus on and recognition of member satisfaction
• Regional Organization Council• Increased focus on chapters
BENEFITS OF THE CHANGES
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• Enhanced communication with members• New structure supports less layers (e.g., no EXCOM)
• Sharp focus on strategic planning• Responsibility rests with the Board (e.g., no Strategic Planning Committee)
• Governance Committee• Develop diversity and competency so that leadership positions are available to everyone
• New structure is aligned with best governance practices• New councils are better aligned with what members want
BENEFITS OF THE CHANGES
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• Previous 2005 membership vote on governance changes
• Results• 60% ‘yes’ votes and 40% ‘no’ votes• 67% ‘yes’ votes needed to carry an amendment to AAPM governance
• 64 additional ‘yes’ votes would have carried the amendment
MEMBERSHIP RECOGNITION GOVERNANCE CHANGES
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COMMUNICATION STRATEGY
Two Question Survey
WebinarsWebinars
Weekly emailsWeekly emails
Annual MeetingAnnual Meeting
VideosVideosWebsite
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New governance structure: Simplified, Strategic, & Responsive
SUMMARY
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• TG-281 Governance Assessment Communications Plan• Ad Hoc Committee on Governance Assessment• Strategic Planning Committee of the Board• Board of Directors• Rules Committee
ACKNOWLEDGEMENTS
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1 6 3 1 P r i n c e S t r e e t , A l e x a n d r i a , V A 2 2 3 1 4 | 5 7 1 - 2 9 8 - 1 3 0 0 | w w w . a a p m . o r g
QUESTIONS & DISCUSSION