Member Resources

League of Women Voters of Massachusetts
Membership & Training Committee

 Guidelines for Field Service Representatives
August 2005

The LWVM Field Service Representatives (“FSRs”) play an important role in maintaining and strengthening the Massachusetts local League network and the relationship between local Leagues and the Massachusetts League.  FSRs are catalysts for regional League cooperation, key players in the development of local League leaders and facilitators of communication between the local and state levels of the League.  FSRs work with and are supported by the LWVM Membership & Training Committee (“M&T”), formerly the Local League Services Committee.  Please refer to the list of 2005-2006 FSRs for information on the eleven Field Service Regions and the FSRs assigned to coordinate those regions.

M&T establishes the Field Service Regions by creating clusters of local Leagues that are near each other.  State and federal legislative boundaries, regional issues and existing relationships among local Leagues may also play a role in defining the regions.  Regions can be adjusted annually.  Notwithstanding the region system, local Leagues are encouraged to work with Leagues outside their region.

The LWVM supports the Field Service Representatives by:

· Providing guidelines and updates from M&T, as well as LWVM’s monthly League Leaders’ Update;

·  Designating a Field Service Coordinator (Pat Costello for 2005-2006) who can respond to questions or otherwise assist FSRs (see below); and

· Hosting a meeting for all FSRs with M&T at least once each year; and

Field Service Representative responsibilities include:

· Encouraging the leaders of local Leagues in the region to communicate and cooperate with each other and to consult with their FSR or other sources in the state League as needed;

· Organizing at least two field service meetings per year for the local League leaders in the region and keeping lines of communication open throughout the year; and

· Reporting to the M&TC Field Service Coordinator about regional meetings, feedback to LWVM, and concerns requiring state League attention

Fostering communication, cooperation and consultation:  Field Service Region meetings (discussed below) will be instrumental in fulfilling this aim, but FSRs can take other steps to build relationships among local League leaders and encourage local/state contacts.  For example, in summer or early fall, make sure all of the local League presidents in your region have a list of each other’s contact information (phone and email).  Remind each local League in your region to send its Bulletin to you and to each of the other Leagues.  Share with the League leaders in your region information you receive from LWVM that you feel would be of interest to them.  Assist the local Leagues with their questions as you are able, and feel free to refer inquiries to the Field Service Coordinator, other M&T members or another state board or committee member.

Regional meetings:  M&T suggests that FSRs organize at least two regional meetings each year.  If you plan for two meetings, we recommend holding them in October and March.  With three meetings, try October, January/February and May.  Invite the local League presidents (or steering committee chairs or other contacts, as the case may be) and encourage them to bring other key board members with them to the meetings.  Choose a location that works well for you and the local Leagues in your region (e.g., at a restaurant, at your home or that of another League member, or at a public meeting room.)  Seek a date and time that allows every League to participate, but if that is not possible, select a date that works for most of the Leagues.  Plan on at least two hours of networking and discussion time, recognizing that some attendees may be available for only a portion of the time allotted if you plan a lengthier gathering.

Suggested agenda for regional meetings:  Topics on a regional meeting agenda could include:

· Introductions, getting to know each other, renewing connections.

· Updates from LWVM on upcoming state League meetings and events.

· Upcoming local League events of interest to Leagues in the region.

· Success stories about recent local League projects or events.

· Challenges local Leagues are facing and possible solutions.

· Opportunities for regional League activities, including joint participation in state and national studies where appropriate.

· A special topic chosen by the FSR or the local Leagues or proposed by LWVM.

Reports to the Field Service Coordinator:  The following tips will help FSRs keep M&T informed of field service activities: 

· M&T members and LWVM Board members are interested in attending your field service meetings.  As soon as you finalize arrangements for a regional meeting, advise the Field Service Coordinator of the date, time and location.

· FSR reports to the Field Service Coordinator often take the form of notes about each regional meeting.  The notes should be sent, preferably by email, to the Field Service Coordinator and to each of the local Leagues in the region.  In addition, if you can send your notes to all of the other FSRs, they would appreciate the opportunity to learn from your experiences.  Meeting notes can be written by the FSR or by another regional meeting attendee.

· FSRs are an important conduit for local League feedback to LWVM.  Communicate feedback promptly by email or telephone to the Field Service Coordinator.

· If a local League requires expert advice from a LWVM board or committee member, the FSR may refer the local League directly to the appropriate expert, also advising the Field Service Coordinator (e.g., by cc) so that she can monitor the responsiveness of LWVM to the local League seeking assistance.

Field Service Coordinator Contact Information:  Questions about these guidelines or about issues facing local Leagues in your region may be referred to the Field Service Coordinator:   

Pat Costello, pcostello@lwvma.org