At the core of our organization is our strength to act collectively. It is through collective action that we can inspire change of societal attitudes toward the blind. Central to our ability to act quickly and decisively is the fact that we coordinate our priorities at all levels. Typically, the National Federation of the Blind sets its priorities based on many factors such as existing legislation, civil rights of the blind, and issues that are particularly urgent for the blind. These priorities are set by the membership at convention. Thus, starting at the national convention, we ensure that we are all in agreement on our organizational priorities and the actions we will take. In this chapter, we talk about how we gather as a community to plan and execute the priorities of the National Federation of the Blind. We will describe the purpose of each type of gathering, as well as some tips on how a leader could the gatherings. However, it is vital to remember that the second part of our success as an organization is our unity both as an organized movement and as a community. The element of community at all levels is essential for our continued growth and success. Keep in mind how you can best ensure that, regardless of whether the meeting is a five-person chapter meeting or a two-thousand-person convention, you as a leader are creating spaces that make members of your chapters, affiliates, or divisions feel like a part of our family.
National Convention
The annual National Federation of the Blind National Convention is the single most important event of our organization. The convention is not only a gathering, but the time when we set the priorities and the course of the organization for the following year. The convention body is the supreme authority of the National Federation of the Blind. Resolutions, which dictate the agenda of the organization, national elections, and other important business are put to the convention each year. In addition to its business function, the convention also serves as a time of re-energizing and regaining perspective of the magnitude of our movement and the important contribution we all make as individuals. For leaders, it is essential not to just attend, but to encourage members to attend. Long-time members have the opportunity to be at the heart of our democratic decision-making process, and new members will be introduced to the National Federation of the Blind. The convention is also where we celebrate accomplishments. Some highlights are the Dr. Jacob Bolotin Awards, the National Federation of the Blind scholarship awards, and the banquet. Last, the NFB National Convention attracts all major companies and professionals who serve the blind community. From assistive technology companies like HumanWare, to services like Bookshare, to mainstream corporations like Microsoft, our exhibit hall is filled with resources for all.
As a leader, it is your job to ensure that your members know about convention well in advance, and that they know the process to register and attend. If your affiliate offers some kind of state funding for new members, you should set forth the selection process and any other relevant details well in advance. One program you should always let your new members know about is the Kenneth Jernigan Scholarship Fund for first time attendees. The announcement is usually found in the February, March, and April issues of the Braille Monitor. This scholarship is only for members who have never attended a national convention and who have financial need. The application requires a recommendation from an affiliate leader, typically the president. All convention information, including registration form, banquet tickets, list of exhibitors’ convention announcements, and much more can be found at the national convention webpage.
Several jobs must be done in preparation for the convention. Each affiliate names a delegate and alternate delegate to the convention. Some states elect these people, but usually the state president appoints them. Most state presidents appoint themselves as the delegate. Follow usual practice in your state or discuss changes in this practice with your board if, as state president, you wish to make a change. The delegate casts the state's vote in roll call votes during convention. The alternate delegate does this job if the delegate is not present. The state president also names the state's representative to the nominating committee, the only generally recognized closed committee in the organization, which meets at the close of the first full day of convention.
The Jernigan Fund Committee will send every state president a group of Jernigan Fund tickets to be sold for ten dollars each before convention. Be sure to spread these out among your chapters. Ideally, affiliates pay for the tickets sent to them and are reimbursed by the individuals who buy tickets from their chapters. It is state and chapter presidents' responsibility to see that these funds are collected and turned in to the affiliate treasurer. Be sure to give the stubs of the tickets that are sold to someone attending the convention so that they are included in the drawing for two airline tickets to the following year's convention, hotel accommodation for two at that convention, and $1,000 spending money at the convention.
As president you should also consider your chapter or affiliate's contributions to the various funds during the Honor Roll Call. You should arrange to bring correctly made-out checks for each of the funds you wish to support. You can make pledges during the roll call that you will fulfill during the coming year, but it is infinitely simpler if you can turn in checks when your state is called in the Honor Roll Call. Chapters can make contributions to these funds as well. States usually gather all checks from the affiliate and the individual chapters and present them together to each fund during the Honor Roll Call.
Affiliates and chapters, particularly those with members who will be taking advantage of NFB Kid’s Camp (childcare) at convention will wish to contribute toward paying for this service during convention. A notice usually goes out on the listservs during the spring, inviting these contributions with instructions about where to send checks. While you can turn in such checks at the NFB Kid’s Camp, it is recommended that you take care of that particular contribution beforehand.
Door prizes are a signature part of convention sessions. Affiliates and chapters are urged to make contributions to this effort. Money is easy to arrange to bring and easy to carry away. But other gifts are also welcome. Many affiliates provide Kenneth Jernigan tickets, gift cards to national chain restaurants or stores, along with items their affiliate is selling in the Exhibit Hall that particular year. Prizes can be sent ahead of time to the address published in the Braille Monitor, typically in January, or be delivered during convention to the door prize chairperson, located at the left end of the stage.
If you are an affiliate president planning to conduct an affiliate caucus during convention, you should contact the chairman of convention activities to request a time and place for your caucus. This should be done at least a month before convention. In this way you will have time to announce to everyone in the state the time and place of the caucus. Don't forget to prepare an agenda for this meeting. Everyone will be busy during convention, so you will not want to waste people's time. You certainly want to collect banquet tickets for the ticket exchange if your affiliate likes to sit together. Also, don't forget to include in your banquet group, any scholarship winners from your state.
One of your jobs as a president is to keep track of your new attendees. Start building a list of these folks before convention. Be sure they have their room reservations and convention registration and have made their travel plans well before the convention. Notify them when the convention agenda is released online. Help them, or assign someone to help them, work their way through the agenda, making a personal calendar of the meetings and events they want to be sure to get to. This is a good idea for you to do for yourself as well. Increasingly we are notified of convention gatherings for chapter or affiliate presidents. Sometimes you can assign someone else to attend one of these meetings, but you must keep track of when they are and whom you have assigned to attend them.
The night before convention registration is an event called Rookie Roundup. This is intended for first-timers. You should do everything you can to see that your new attendees get to this meeting. They will meet other first-time attendees, and they will hear from Federation leaders about what to do and what not to miss at convention. In addition, the National Federation of the Blind has developed an extensive guide and list of resources for first time attendees, which can be found at the First Timer's Guide. Be sure to share this with your membership before convention.
Whether or not you have downloaded the convention agenda beforehand, you will have a chance to receive a large-print or Braille agenda when you register or pick up your registration materials. The national convention agenda is also made available via NFB-NEWSLINE®, Word documents, and calendars, which can be added to a smartphone. A word should be said here about the most important convention activities. When you read your agenda, you will note that no activities are scheduled on the morning of registration day. This is because we want to urge you to register as quickly as possible. You may be asked to volunteer to help staff the NFB store in the exhibit hall during the week. Obviously, this is an important responsibility to fulfill. If you are not needed in the exhibit hall on the afternoon of registration day, you should make every effort to attend the meeting of the Resolutions Committee. All of the resolutions to be considered during the week will be read and debated during this meeting. These will constitute the additions to Federation policy during the coming year, and it is important for you as a leader to know these issues and why they have been made a part of our policy. The resolutions voted “do pass” by the committee will be voted on during the second afternoon convention general session. If a resolution is controversial—and you can never tell which ones will be controversial—there may be roll call votes during which affiliate delegates must cast the state's vote.
The day following registration day is board meeting day. The national board of directors meets all morning. This is also an important meeting for members to attend even though no microphones are in the audience. This is the first look at convention activities, and important announcements are often made during the board meeting. You should urge your members to attend this gathering as well. It is actually the first full meeting of the convention.
Our convention now has three full days of convention sessions. As a leader you should absolutely plan to attend the entire convention and sit in your state affiliate section next to your state flag. This is where people will look for state leadership. Everyone from the state should be encouraged to sit together in your state's section. This is critical during the session when resolutions are read and voted on as you will be able to answer questions and make sure you represent your members’ perspectives.
You should encourage everyone in your group to attend the banquet, which is the highlight of the convention. Those who do not attend have missed one of the most important convention experiences. Traditionally, our seated president delivers an outstanding address. President Riccobono has continued the tradition well and has delivered excellent, thoughtful, and empowering speeches over the years since becoming president. Affiliate rapport is strengthened by sitting together during the banquet. The important thing to remember is that, when you buy a banquet ticket, you have purchased a meal for the banquet. To get a chair and a place at a table, you must exchange that meal ticket for one with a table and chair number on it. This is also the opportunity you have to order special vegetarian, vegan, or kosher meals when they are available. Everyone must participate in the banquet exchange process. For those who wish to sit together, you must gather their tickets and exchange them as a group for an assigned table number.
Here are a few final thoughts.
- Dress: The convention is a professional conference. As such we encourage attendees to dress in either business casual or business dress during formal sessions. Most important is to be comfortable as the days are long, and you will be walking around a significant amount. If you do have a formal presentation during the event, you will probably be photographed and videoed. So be sure you dress in a way you want to go down in history! Last, it can get quite cold at conferences, so try to be prepared for that.
- On the topic of photographs and marketing, we will always have a hashtag for convention. Be sure that your members are aware of our social media presence and contribute during their time at convention. It is also a good idea if you have affiliate members who are fond of taking pictures to take good shots of your members doing interesting things at convention and to post them on our social media feeds.
- Our agenda is now offered as a calendar you can add to an iPhone, Android, Outlook, and many other calendar applications. Keep an eye out for that resource and share with your members as most people find it immeasurably helpful.
- There will be times when you want to reach out to your state attendees quickly and easily. Consider leveraging apps such as GroupMe or What’s App or your state social media feeds to share information and announcements.
- Convention is a time for community. If you have new members, be sure to check in on them and make sure they feel included and are taking full advantage of the opportunity. It can be overwhelming for some members, so be sure to let them know they have someone to speak with.
- We want our conventions to be informative, and a place where every attendee feels safe. Hence, we have created a call line for any attendees who may be feeling anxious or who have run into any kind of trouble. Information on the number can be found at the beginning of the national convention agenda and will be shared with leaders in advance of convention.
- Last, be excited! For new and seasoned members, convention is not only a time to give back, but to build our community and make it stronger. The most impactful way we can connect with people is one-on-one, so take every opportunity to meet others and serve as a mentor and friend.
Resolutions: Definition and Purpose
The Convention is the supreme authority of our national organization and the state convention is the supreme authority of each state affiliate. At our national and state conventions, not only do we elect officers and board members, but we also review the accomplishments since the last convention and assess the organization’s financial condition. Our conventions are not complete without having made future plans. Since the inception of our movement, our direction as an organization has been embodied in the resolutions we adopt at our conventions. Resolutions passed by the Resolutions Committee are then brought forward to the entire convention body for a vote where they will pass or fail. Thus, the policy and direction of our organization is developed for the future in order to advance our goals and directives.
Resolutions may be concerned with any number of topics. Each resolution should be succinctly stated and focused on a limited goal. Always phrase resolutions in a positive setting. Criticisms should be constructive. Members may construct resolutions from a wide variety of subjects.
Consider the policies and programs of agencies such as the National Library Service, the accessibility of mainstream technology, the rights of subsets of our membership, like blind parents, etc. Here are some questions you can ask when thinking about a resolution:
- Are blind people getting the services we need?
- What policies and practices should be reformed?
Subject matter for resolutions should not be limited to agencies for the blind. Many aspects of community life have an impact on blind people:
- Can blind people cast a truly secret ballot?
- Do blind people have access to public information?
- Can we fill out forms independently on state and federal websites?
- Do blind people have access to public transportation?
- Are blind people exempted from earning a minimum wage?
As you can see, there are many subjects for resolutions. It is best to tackle a few problems and make some progress on them rather than to write many resolutions and accomplish nothing at all. As you plan a list of resolutions to be considered at the upcoming state or national convention, focus on priorities. Only propose resolutions of the highest priority. On the local level, if you plan to take action in an upcoming session of your state’s legislature, be sure to propose resolutions supporting these actions. Finally, pay careful attention to resolutions adopted by the national Convention. Some may be especially relevant to your state. These should be redrafted specifically to address local conditions.
Whether you are writing a national or state resolution, be sure to pay attention to details listed here. Before writing a resolution, do your research. Be sure to state the facts about a problem correctly. Don’t overlook the small details—the correct name of the national, state agency, or department, and who can legally assume jurisdiction for the solution that you propose. For instance, some actions can only be taken by Congress or a state’s governor, while others must be corrected by legislation.
There are two parts to a resolution: the “whereas” clauses and the “resolve” clauses. In the “whereas” clauses, you outline the background and scope of the problem. In the “resolve” clauses, you outline the solution, or take a position on what actions must be performed. By long standing practice, we do not write resolutions directed at ourselves.
For style and layout of state affiliate resolutions, use national resolutions as your model. Consult the article on writing resolutions by Gary Wunder.
A resolution constitutes a state affiliate’s position on a given issue. Resolutions collectively make up the record of the policies we want to promote. Our organization is dynamic because anyone can write a resolution for the committee to consider. This practice allows more ideas and more creative solutions. If you conclude your state affiliate’s convention without passing any resolutions, you are missing the opportunity to let the members and the public know the thinking and plans of the organization. Resolutions are great mechanisms for raising expectations so that blind people can live the lives we want and to ensure that blindness does not hold us back.
Washington Seminar
Each year, usually during the last week in January or the first week in February, members from nearly every state travel to Washington, DC for the annual Washington Seminar. The purpose of Washington Seminar is to let members of Congress know about legislative issues that are important to blind Americans. Washington Seminar officially begins with the “Great Gathering-In” meeting on Monday evening. Attendance at the Great Gathering-In is strongly encouraged for everyone who will be participating in meetings with members of Congress during the rest of that week. Many important announcements are made, and the proposed legislation to be discussed with Congress is reviewed.
In many ways Washington Seminar is the midway point of an extended effort as the bulk of the work begins long before the Great Gathering-In. In the weeks and months leading up to the seminar, each state affiliate should designate someone to make appointments with their state’s representatives and senators for Tuesday, Wednesday, or Thursday during Washington Seminar week. We urge you and your affiliate team to make these appointments approximately four to six weeks before the Great Gathering-In and forward all meeting dates and times to the government affairs team at the Jernigan Institute. States with only a few representatives in Congress may be able to see all of them in one day. States with a large number of congressional representatives may need to designate two to three members to make appointments and will likely need to spread the meetings out across two, or possibly even three, days. It is important that you remind your member(s) arranging the meetings to allow for time to travel from one office to the next, particularly when traveling from the House to the Senate, or vice versa. It is also helpful for states with larger congressional delegations to bring more affiliate members to ensure that most, if not all, members of Congress are visited.
It is critical to ensure that your affiliate team secures airfare and hotel accommodations before December 1 of the year leading up to Washington Seminar. We understand that expenses for airfare and hotel accommodations can be high. Therefore, many state affiliates will provide some financial assistance to NFB members who participate in the Washington Seminar. Affiliate financial assistance varies widely from state to state and is provided at the discretion of the affiliate board. For those who have never before had the opportunity to tour our national headquarters, most years we will offer complimentary round-trip transportation to Baltimore for a quick tour on Monday morning. However, it is always important to remember that even though the Washington Seminar might be considered a mini-convention, its primary focus is advocating for national legislation.
The government affairs team typically conducts intensive training for state presidents and legislative directors the morning of the Great Gathering-In. In some years, this has been extended to the previous day and has occurred at the Jernigan Institute. Additionally, the National Association of Blind Students, the National Organization of Parents of Blind Children, and the National Association of Blind Merchants conduct seminars in conjunction with Washington Seminar.
In addition to the crucial work done by the affiliates, the NFB government affairs staff also has assignments that must be completed for a successful Washington Seminar. Planning for the next year’s Washington Seminar typically begins in the spring of the previous year, when a date is selected for the events. In the months leading up to the Great Gathering-In, the government affairs team works with President Riccobono to determine which legislative issues we will take to Capitol Hill, prepares fact sheets and FAQ documents for each of those issues, and assembles the packets that get distributed to each member of Congress. The fact sheets are also posted on the NFB website prior to each Washington Seminar to allow our members to become familiar with the issues before they arrive in Washington. We will also host a conference call with all affiliate leaders two to three weeks prior to Washington Seminar to briefly go over the issues. NFB members are highly encouraged to study the fact sheets thoroughly so they can understand the issues and be prepared for their presentations to members of Congress. Many representatives and senators have come to expect to see their blind constituents during this time, and they remember us because of our knowledge and comprehension of the issues we bring to their attention.
NFB members have come to consider it a privilege and a responsibility to represent blind constituents on Capitol Hill. Washington Seminar typically creates a noticeable surge in the awareness of our issues, but, as previously mentioned, it is a midway point in our legislative advocacy efforts as the work is not finished with the conclusion of our week on the Hill. It is often necessary to write letters, send emails, and make telephone calls about our issues before Congress at other times throughout the year. We want to keep ourselves well informed about the progress of each piece of legislation in which we are interested so that we can communicate effectively with the members of Congress when action is needed. Thus, as leaders, it is essential that you pay close attention to our legislative alerts and strongly encourage your membership to mobilize when we call upon you. Affiliates should designate a legislative director who is put in charge in following up with Congress and with members to ensure that legislative action is being carried through.
State Convention
Each affiliate of the National Federation of the Blind should host an annual state convention. Doing so not only fulfills a constitutional requirement; it allows members the opportunity to come together to plan programs and activities that will help blind people in the state to live the lives they want. A successful convention allows members to volunteer, provides them with information about how they can spread the positive message of the National Federation of the Blind, and offers those who have not yet joined the opportunity to learn more about the organization. Each year’s agenda should spread our message of love, hope, and determination.
Some affiliates host a single-day convention. In this case, meetings are often held on Saturday morning and afternoon, with a luncheon that serves as the convention banquet. Most affiliates host a multiday conference that begins on Friday and ends on Sunday at noon. Affiliates almost always host their conventions at the same time each year in an effort to ensure continuity, but many affiliates move the location to engage blind people from across the state.
Registration, exhibits, educational seminars, breakout sessions, division and committee meetings, and hospitality generally begin on Friday. Most affiliates also open registration and exhibits at other times throughout the convention to ensure that members have an opportunity to visit both. General sessions, additional breakout sessions, and the annual banquet usually occur on Saturday. On Sunday, the general session normally includes time for elections, resolutions, minutes, a financial report, and other program items.
It is common to invite leaders in the field of work with the blind to speak to the convention, and most affiliates also find ways to sprinkle into their agenda presentations from successful blind people. Including innovators working to improve opportunities for blind people can be an exciting piece of the convention agenda and can also lead to new partnerships. The national report provides members with updates about how they can work with our leaders to promote national programs and presentations regarding affiliate programs, legislative activities, and chapter development, which creates transparency and encourages involvement of local chapters and grassroots members.
Finally, the state convention can provide an excellent opportunity for the affiliate to educate state leaders, agency staff, and members about the dynamic programs of the Federation. If the affiliate is not currently actively participating in these programs, the convention can serve as a wonderful opportunity to plan for the future. Remember that the more active your affiliate is, the more members you will attract. Use your convention agenda to plan for the future and to inspire members in the present.
Convention planning can be overwhelming. We have included a number of resources in the appendix to assist you, such as Guide for Hosting a Convention, a Sample Convention Planning Checklist, A Checklist for Convention Duties, and a Sample Solicitation Letter for Donations.
Local Chapter Meetings
The local chapters of the National Federation of the Blind state affiliate are where the efforts of the Federation begin. Chapter meetings are an opportunity for NFB members to conduct the business of the Federation and plan events that will bring in new members to our organization. In many cases, local chapters are how newly blind individuals find out what resources exist for understanding blindness and low vision. Without chapter meetings and membership, the grass roots advocacy nature of the NFB would cease to exist.
Chapter meetings should occur once a month and are scheduled at a time when it is most convenient for the majority of the membership. The chapter president and board members should be present for the meetings of the chapter and should have board meetings as necessary and at the pleasure of the president to develop the chapter and make possible an engaging, fun, and productive chapter meeting. Typically chapter meetings are from two to three hours in length. Since the local chapter is in many cases the first exposure to the NFB a newly blind person has, meetings should have a structure but should always be a welcoming and nurturing environment!
The general expectation of running for and becoming a chapter board member of any kind is attendance at chapter meetings and a commitment of the time necessary to do the work of the Federation. Keep this in mind when considering an office. That being said, it is not a requirement that one hold office to further the goals of the Federation. Our ability to meet the goals and objectives of the Federation requires us working together regardless of any titles or offices that one might hold. The important part to remember is that together we accomplish what no one can alone.
Below are some ideas on engaging with your members and making them aware of meetings and events:
- Be sure to announce chapter meetings via email and on listservs. A good rule of thumb is to remind people of the meeting ten days before and two days before. Sharing the agenda for the meeting at this time is helpful in a number of ways. Doing so will keep members aware of what will happen at the meeting and can encourage them to attend should there be a speaker or topic of interest to them being discussed.
- Social media! Have a chapter member or board member oversee your social media feeds. This person should be well acquainted with our brand standards. Social media is a great way to reach existing and potential members.
- Calls and text messages to members. Again, assign a chapter member willing to help, or a board member such as the secretary to call and text members with reminders. For larger chapters splitting this duty may lighten the load on one person and help all board members get to better know the membership of the chapter. Be sure to highlight any special guests or activities you have planned for the meeting.
Each chapter meeting will be unique, as these meetings should reflect the diversity of our membership. However, there are several core components which must occur at any chapter meeting:
- Welcome and introduction: It is important that the chapter president take the lead and help everyone feel welcome. Make sure to have everyone introduce themselves and announce any special guests or speakers.
- The NFB Pledge: Reciting the pledge at the beginning of a meeting focuses the group on the reason for the gathering. It also highlights our philosophy as an organization and serves as a good introduction for any newcomers. In addition, some chapters choose to recite the One Minute Message. Again, this is a good idea as it highlights our mission and core beliefs.
- The Presidential Release: The Presidential Release serves a variety of purposes. First, it is the one way our membership can feel directly connected to our President. It gives a voice and human touch to all our initiatives. Second, it is the primary method by which the President of the organization communicates national initiatives and reports on the progress of our work. Last, it creates community. By listening and discussing the release, members will gain a deeper understanding of what we do and be more motivated to continue helping in the efforts of the organization. President Riccobono wrote an article on the importance of the Presidential Release that can be found at: An Open Letter to Federation Chapters Regarding the Presidential Release. In the appendix you will find a document detailing the methods to access the Presidential Release.
- Voting in and recognition of new chapter members: It is important for new members to understand that membership means a commitment to the organization and that there is organizational recognition that membership is an important milestone.
- Treasurers report and minutes: Some chapters choose to send out the minutes and reports so members are prepared to discuss them during the meeting. Regardless, reading some of the key highlights and approving both the treasurer reports and minutes is an important step. As a chapter leader, you may find the documents Tips For Running an Effective Meeting, and Basic Parliamentary Procedures to be useful.
From here, there are many ways one can add to the local chapter meeting. Philosophy discussions about blindness and low vision are very popular topics. Braille Monitor article reading/discussion is another popular subject. Coming up with themes for legislative advocacy on a local level or discussions about transportation issues. An effective way to engage your members is by finding out what they would like to have included in the chapter meetings. Chapter meetings should not be boring; they should speak to the membership in ways that are unique. Chapter members are full of knowledge and expertise that may interest other members. So, get to know your membership and get them involved in planning and running a chapter meeting. Have activities such as community service or gatherings as part of your meetings. Once you take care of the business items outlined above, the rest of the time can be used to illustrate that being part of the National Federation of the Blind means that we live the lives we want.
Open Letter to a New Chapter President
By Barbara Pierce
Recently the National Federation of the Blind of Ohio had occasion to organize a new chapter. The young woman who was elected president had no past experience as a Federation officer, so I wrote her a long letter setting forth ideas, projects, and principles that we in the organized blind movement have found useful in building our local chapters. Lots of good ideas are not mentioned here, but perhaps it is useful for new chapter presidents, and for us all from time to time, to spend a few minutes thinking about the fundamentals of chapter-building. Here, in significant part, is the letter I wrote:
Dear New President:
Sometimes in a burst of democratic zeal new chapters and their officers make the error of believing that every decision made for the organization must be considered (too often exhaustively) by the entire membership. Remember that the chapter as a whole does not need to make all the decisions that clamor for attention in the early weeks of the chapter's existence. There are some organizational matters that you or the board should decide without bothering the general membership. These are things that individuals can and should express opinions about but on which chapter meeting time should not be wasted. I am thinking of transportation arrangements and meeting location, for example. Such discussions will always expand to fill the available time, and when you are finished, the decisions are likely to be less satisfactory and more divisive than they would have been if a smaller group had been responsible for making the arrangements.
Generally speaking the meeting location should be central, free or inexpensive, and accessible by public transportation. If you are paying more than a few dollars a month rent, you are pouring money down the drain--money that we could otherwise spend on Federation projects. I would discourage efforts to look for a place with kitchen facilities in order to serve elaborate refreshments. We do not gather in Federation meetings to eat and drink together, pleasant as that is. We have work to do, and every way that we can find to communicate this message to members should be taken.
Transportation problems must be worked out with an eye to the particular complications in a given situation. Obviously, getting someone who is already coming to the meeting to pick up people more or less on the way is the best solution. Service or church organizations may be able to find volunteers who would be willing to drive for you, or neighbors, family, or friends of one of the members in the area affected might do so. If necessary the people getting the ride could share the cost of the transportation, or the chapter could reimburse the driver for mileage, assuming that funds are available.
You should work these arrangements out as rapidly and efficiently as possible so that they do not drag on, consuming meeting time and energy. Chapter members will find it instructive to observe such problems being resolved quietly and efficiently. The important thing is to be seen to be taking the complications in stride. Too many blind people see such matters as constituting major problems in their lives instead of the logistical annoyances they should be. You can begin to teach them something about blindness as a nuisance by the way in which the Board handles these matters.
It is important to spend time at the beginning working with your officers and eventually your committee chairs on ways of making meetings run smoothly and interestingly. An inexperienced secretary may begin by writing minutes that are either too detailed or too brief. Minutes should record all decisions made by the organization and list all matters discussed. It is not advisable to expect the minutes to record what was said in the course of the discussion. The chapter needs a record of the substantive actions of the organization and the policies decided.
This record must be in print whether or not it is also maintained in Braille. Auditors frequently wish to see minutes, and they mean print. For this reason, also, the treasurer must maintain records in print. Your written order to the treasurer to pay expenses must also be in print and must have the appropriate receipts attached to it for the treasurer's records. The secretary's and the treasurer's reports at each meeting should be relatively brief and as lively as they are capable of making them.
One ongoing responsibility, usually assumed by either the president or the secretary, is completing the online new member form found at https://www.nfb.org/civicrm/newmember/form. It is also a good idea to notify the National Office of the names, addresses, email addresses if appropriate, and phone numbers of new members, whose names should be added to the Braille Monitor mailing list. Each name should also have the magazine format clearly marked. The choices are large print, Braille, e-mail, and thumb drive. Each member should have the Monitor available in a format which he or she will use. Email this information to [email protected]. A sighted member should not necessarily be expected to read his or her spouse's recorded magazine just to save expense. On the other hand, a blind couple does not usually need two recorded editions.
Remember that the Braille edition is much more expensive than any of the others. People who will make good use of the Braille should not hesitate to request it, but we should all work to make our resources go as far as possible. So those who would be happy with the thumb drive edition, for example, should not order the Braille edition merely in an effort to demonstrate their love of the code. Individuals who are inclined to pay for their subscriptions should be encouraged to do so, but your aim should be to have every member of the chapter reading the entire magazine every month, whether or not the family can afford the subscription cost.
Many chapters make a practice of presenting to each new member an NFB pin when he or she joins the Federation. Then when the roll is called at the beginning of each meeting, everyone who is not wearing a pin or other NFB insignia (jewelry, tie clasp, T-shirt, etc.) must pay a small fine. This kitty is then used for some special purpose for the whole group. Some chapters do a split-the-pot raffle at each meeting. People throw in their loose change or buy tickets for some nominal amount, and at the end of the meeting one name is pulled, and the proceeds in the pot are split between the chapter treasury and the winner. Sometimes members take turns in providing an object for an auction to be conducted during the meeting at a moment when a little lively activity would lift the spirits of the group. Again, the proceeds go to the treasury or to some special project fund.
Before you arrive at the meeting, you should have planned your agenda. This of course should include old and new business so that other people can bring up things that they would like to discuss. You should run through the agenda at the beginning of the meeting so that people know what to expect. This may help them to refrain from time-consuming discussion early in a meeting that they can see will be packed with agenda items.
The first thing on your agenda (after the roll call, the reading of the minutes of the previous meeting, and the treasurer's report) should be playing the presidential release. You can also download the podcast from nfb.org or using the nub-connects app on your smart phone. You should listen to the release before the meeting so that, if there is information that you need to know more about, you can get a briefing from a state officer before people begin asking you questions you can't answer.
The release is very important because the chapter must feel itself to be an integral part of the whole tightly knit organization that reaches across the nation. Part of your job as president is to help every member of the Federation in your area understand that President Riccobono is a real friend. Everyone should recognize his voice and understand that the issues that affect the organization as a whole must be recognized as important in your city.
I must say a word here to you about finances. It is important that the chapter get started early raising money, but it is equally important that the habit be formed of passing the funds through the books so that it can do the most good. There is a strong temptation among us mortals to hang on to what we earn, but the Bible is right when it says, "Where your treasure is, there will your heart be also." More than one chapter has contracted a terminal illness by acquiring a fat savings account. In my view a local chapter, if it is very active, can spend five to ten thousand dollars a year without trying very hard. But I mean that this much money can pass through its books. A chapter that has established this kind of record will be working hard at fundraising and supporting state and national programs liberally in addition to contributing to the Washington Seminar and the national and state convention efforts and assisting local members to attend these events and other state activities. The chapter will also be conducting various programs in the community: distributing literature; educating the public, including providing Braille cards to each child in the classes addressed; organizing seminars of various types for chapter members and the community; etc.
You will notice that I emphasized that such funds should be passing through the books. Pools of money at the local or state levels are not likely to encourage health in the Federation. People are less likely to scramble to make money if the savings account is significant and certificates of deposit are squirreled away in the bank. They will be inclined to see efforts to vote contributions to the state or national organizations as attempts to "get our money away from us." Though it is certainly true to say that our organization, like most others, is only as strong as its local chapters, it is equally true that a dollar spent at the national level will do tenfold the good that the same dollar can do at the state level and one hundredfold the good that it can do at the local level. Money must, of course, be spent at the chapter level, and there are many programs that cannot work except at the grassroots, but if we want to change the climate of public opinion and the quality of life for blind people everywhere, we must work nationally. If we ever hope to improve services to the state's blind, we must work at that level, and such efforts must be undertaken by entities beyond the local chapter.
There are a couple of very useful projects that local chapters can undertake that provide good outlets for chapter funds and assist the organization in the most efficient way possible. The first is to have the chapter enroll in the Pre-Authorized Contribution (PAC) Plan. This project must be undertaken very carefully because it must not dissuade individual members from becoming PAC members personally. The PAC Program allows an individual or organization to have a specified amount automatically deducted from a checking account, savings account, or credit card each month. The chapter should provide this service for members who wish to contribute on PAC but who don’t feel comfortable providing access to their personal accounts. Individual PAC members should not be discouraged from contributing to the chapter PAC collection if they wish to, but it should be made clear that their personal PAC commitment is their primary focus. The chapter can decide how much money to contribute monthly to PAC, and then those who wish to do so can contribute at the meeting to cover the PAC contribution each month.
Two other extremely useful programs that chapters can participate in are Shares Unlimited in NFB (SUN) and the Jernigan Fund. SUN shares (ten dollars each) constitute a long-term investment in the National Federation of the Blind. These contributions in any amount over ten dollars are invested with the understanding that only the interest will be used for current operations unless the organization faces a true emergency. The Kenneth Jernigan Fund was established at the 1998 annual convention and is dedicated to educational efforts like convention scholarships. Contributions to either of these funds should be made payable to the National Federation of the Blind and the name of the fund placed on the memo line of the check. You can receive further information about these funds or send contributions to National Federation of the Blind, 200 E. Wells St., Baltimore, Maryland 21230.
One of your first tasks as president will be to appoint committees. Some of these should be standing committees, and some should be ad hoc. An ad hoc committee might look into notifying the appropriate state offices of the chapter's existence and preparing and filing the appropriate forms and documents. They might also take responsibility for notifying the libraries, social service organizations, and telephone company of the chapter and its services to the community. You might consider devising a small flyer informing them of the existence of the group and of its ability to help blind people and their families.
Typical standing committees include Ways and Means, to do fundraising; Nominating, to recruit a slate of board and officer candidates when appropriate; Legislative, to work with the state organization on educating your local representatives in the state legislature and the Congress; Public Relations, to do local PR and to help with state and national projects; Associates, to encourage chapter members to recruit family, friends, and acquaintances as members at large who will become associates of the NFB; Membership, to build the organization by recruiting new members, and social media, to generate social media posts, a Facebook page, and perhaps a local listserv.
The chapter may need to establish standing committees to deal with local causes or organizations that involve the blind. For example, many chapters have a committee composed of those members who sit on the board of the local service-delivery agency. If you establish permanent fundraising projects, you may wish to appoint standing committees to work with each of those rather than doing it all through the Ways and Means Committee.
I would not try to appoint all committees immediately. Like a juggler, you must get them launched one at a time and learn to keep the ones already appointed working well before starting another project. Your aim is to make everyone feel that he or she is playing an important part in the ongoing functioning of the chapter. Some will be more effective committee members than others. You must decide how to divide the chapter talent among the committees so that no group has too much weight to carry and too few people to carry it. Some people will be able to give good service on more than one committee; others will be happiest putting all their effort into one activity. You must balance the needs and the preferences as best you can. This task will get easier as you get to know the people with whom you are working. Try to establish the kind of relationship with your committee chairs that will enable them to turn to you with their problems for advice and encouragement. Your job as president is not to do everything but to enable others to get it done.
The question naturally arises of what kinds of projects would be best to begin right away. Lots of things cry out to be done everywhere. Again, your job is to strike a balance for your chapter. Some projects at the beginning should be chosen because they are easy to do or because the starting point is obvious. Literature distribution is a good example. We have several pieces of literature that are ideal for distribution in local areas. You should have a rubber stamp made including the name of the organization, the chapter phone number, and an address so that these pieces of literature can be stamped (a good job for someone with some sight at a chapter meeting) and then distributed.
The pieces I am thinking of are "What is the National Federation of the Blind?" "Do You Know a Blind Person?" and state brochures. The first two are available from the National Center for the Blind, Independence Market. Doctors' offices, libraries, and public places of any kind where literature is available are good places to leave stacks of these pieces. Your state affiliate may also have brochures about affiliate programs or local NFB-NEWSLINE service that are also useful to circulate.
Other projects that come to mind include the following:
- Notifying the blind students at local institutions of higher education about the Federation's scholarship program and perhaps conducting a seminar for them in the application-writing process. They will be inclined to come because it is to their financial advantage to do so, and you will have a chance to educate them about the Federation and what we can do for people. You will then have names of blind students for your own chapter and for the student division.
- Chapter education: Members can take it in turn to lead a group discussion of one piece of Federation literature like a banquet address or an article from a recent Braille Monitor. Everyone should know beforehand what is to be discussed at the next meeting, and, if necessary, copies should be made and distributed so that they have a chance to read or reread it. This is an excellent way of encouraging people to read our information with attention and of familiarizing members with the reservoir of useful NFB literature.
- Fundraising: It almost doesn't matter what you do here as long as you are doing something. You may have trouble persuading people to jump into this one. The chapter will need money immediately, but some of us instinctively feel that we are above such mundane things. Others are so conditioned as blind people to steer clear of anything that smacks of begging that they balk at pitching in to participate in projects that they would happily help with if it were for a church or community service club like the Lions. Try making the point that nothing is more important in helping blind people everywhere than the work of the National Federation of the Blind. We are experts in this field, and the fact that we are committed to helping blind people through the Federation is merely an indication of how justifiable our fundraising is.
It may be advisable to set a special goal for some of the funds raised, like sending chapter members to the national convention next summer. The group as a whole had better discuss what they are most willing to do in fundraising. Some chapters would rather sell tickets themselves than staff a booth to sell a product. Some like raffles, and others would rather tackle a big project like a hike-a-thon. Some groups buy blocks of tickets for a community theater production and sell the tickets at a profit. But the principle must be established early on that money must come into the organization if it is to go out again, and you must do everything you can to teach each member to expect that the money will go out. - Distributing our television and radio spot announcements to local stations: It is important for those folks to know who we are and what we stand for. Someone should go to visit the Public Affairs or Public Service Director to discuss the organization and to hand him or her the announcements and several small pieces of our literature. The person in charge of this project or the chair of the committee should maintain accurate records of each station's personnel, the spots they have taken, whether or when the spot announcements were aired, and what affirmative response the chapter has made to the station.
- Assisting chapter members with their personal problems: As people come to know and trust one another, they will volunteer their troubles. The newly blind have many issues to grapple with. Others will have problems with the state rehabilitation agency, Social Security, employers, schools, or over-protective family and friends. You may want to form a Human Rights Committee to work intensively with these people, or you may wish to use a general discussion of one person's dilemma (having previously checked with the individual to ensure that he or she is happy to discuss it) to educate everyone about these issues and to bring the group together in a caring relationship with each other. This is tricky to achieve but valuable when it works.
- Establishing a Calling Committee: This is or can be different from the Membership Committee, which seeks to build the chapter by finding new members. The Calling Committee builds the chapter from within. Its members call everyone with a reminder about the coming meeting. The members keep tabs on who is ill, who is bereaved, or who is just having a hard time for some other reason. Cards and calls can help at times like these. It is also nice to celebrate together graduations, births, marriages, and the other happy milestones in people's lives. We say we are a family because we really are one and because we care about one another. The Calling Committee makes sure that we don't let things slip between the cracks.
- It is also a good idea from time to time to plan for presentations at chapter meetings. Talking with state or national legislators about matters of concern to the blind is a very good use of chapter time. Having a presentation by a teacher of visually impaired children and then talking about our concerns is also important. If members are unsure about the services of local agencies that purport to serve the blind, invite someone from the agency in to explain the programs and answer questions. Anytime a member has trouble with being denied service because he or she is blind, you have an excellent opportunity for a program devoted to that problem.
- Arranging for exchange visits between the chapter and other Federation chapters is both fun and instructive. There are any number of program ideas floating around out there. But don't fall into the trap of thinking that you have to have a program item at every meeting. We have lots of internal business to conduct month in and month out, and if the chapter spends all its time dealing with outside issues, we will have trouble keeping the ongoing work moving along. The committees of a chapter are usually the hands and feet of the outfit. The chapter meeting is the time when everyone learns what people have been doing since the last meeting.
The board is charged with working out the details that will make everything move along smoothly, and the president has the day-to-day responsibility for seeing that glitches do not occur or are corrected as soon as possible and that people are working well together. You set the tone, listen with an open mind and a compassionate heart, and guide as wisely as you know how to. You should also make a point of keeping in touch with others in the state who can help and encourage you.
I am afraid that you may be feeling panic at the scope of what you have taken on. Spelled out, it takes a lot of paper, but much of this you probably already know. Much, too, you will have to initiate as you have time, energy, and bodies to do it. The most important part is always to take the next step. You can almost always see what that one step is, even if you don't know clearly what you should do after that.
We are all here to help each other. Our goal is the full integration of the blind into society on terms of equality. To do this we must support each other, the newly blind, the parents and families of blind children, and the public, which knows next to nothing about the capacity of blind people. If you stop to think about it, you know quite a lot about this whole subject. You will make a wonderful president. Everyone in the state and national leadership is here to help you. Good luck.
Cordially,
Barbara Pierce, Past President
National Federation of the Blind of OH