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- Every delegate feels as though they can express their opinions openly
- Every delegate feels as though they can provide constructive criticism on their experiences within the delegation, as well as on the organizational and leadership skills of all steering committee members
- Every delegate has a medium through which to safely (and anonymously?) share these things with the committee/chair
- Steering committee members (especially the chair + vice chair) are open to and accept constructive criticism on their behavior and effort
- Steering committee members hold themselves (and others) accountable for their actions

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- Steering committee members organize activities they feel would've helped them as a beginner or returning delegate
- The steering committee assigns roles on who leads what in each activity so as to be on time and stay on task
- Steering committee members understand  the roles they have taken on or been assigned and what will be expected of them at the delegation meeting
- Feedback is taken from delegates (?) in order to judge the effectiveness of activities and ensure delegates are feeling prepared

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- Planned activities take up most if not all of scheduled meeting time (delegates' time is not wasted)
- Delegates feel as though delegation meetings and activities adequately prepare them for the conference
- Every activity is relevant to YIG in some way

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Do we want to gather feedback from the delegation on how we're doing periodically throughout the YIG season instead of just one big feedback form at the end? (Actively seeking out constructive criticism via online or paper forms after a certain amount of meetings or something similar.)

Pros:
- constructive criticism at every point throughout running the delegation can help the steering committee better organize thoughts and prepare delegates for the conference
- helps us as a steering committee directly guide and interact with delegates on a more personal level
- might increase the level of trust, respect, and friendliness delegates feel toward the steering committee
- may help ensure delegates that we are actively working towards bettering their experience and that they have just as much say in the delegation goings-on as anyone else

Cons:
- corny (jk)
- might be difficult to organize
- another thing to add to the plate

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Is having a Google Classroom still something we want to pursue? (It failed last year, but if we improve it we could use it as a really good resource.)

Pros:
- place to put important reference documents (if delegates don't get them otherwise or misplace their copy)
- update delegates if/when they miss meetings on what happened
- provide a hub for conference resources (bill-writing, courts, regy/yapp information, etc.)
- provide overall structure to the delegation and keeps track of everything
- could be used by next year's steering committee as ideas of what to do (and what not to do)

Cons:
- another thing to update/added work
- people need a personal email to access

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- Chair leads meetings according to agendas and ensures delegates receive all information necessary (through both oral and written mediums)
- Chair is personable, friendly, and interacts with all delegates to ensure needs are being met

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- Email list contains all delegates
- Delegation emails are sent out regularly and contain all necessary information
- Remind contains all delegates
- Remind updates are sent out regularly and contain all necessary information
- Paper copies of important dates, necessary information, and meeting summaries are given for every delegation meeting (?)
- When breaking into small groups and later program areas, small group leaders facilitate conversation that is constructive, on-task, and effective

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- Chair leads meetings in a way that facilitates open, efficient, and on-task conversation
- Chair uses all forms of contact necessary to communicate with members
- Chair is respectful and kind to all members
- Chair uses GroupMe to run polls, schedule events, and communicate ideas and expectations
- Chair delegates tasks to members appropriately and ensures everyone knows what they're doing and when it needs to be done
- Chair checks up to ensure tasks are completed

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- Fundraising is accessible and doable for all who need it
- Fundraising is effective, actually helping those who need it make a dent in their expenses
- There are a variety of mediums through which to fundraise
- There is enough time for delegates to raise enough to cover their needs
- Fundraising events have high expected attendance that is followed through

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- Google forms sent out after the conference for criticism on anything and everything or paper forms handed out, completed, and collected on the closing meeting
- Results from forms passed on to next Chair + steering committee to make sure things improve year to year
- Occasional feedback as the year goes on?? (cringe but, suggestion box?)
- Steering committee members (especially the chair + vice chair) are open to and accept constructive criticism on their behavior and effort
- Steering committee members hold themselves (and others) accountable for their actions

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- The chair will lead meetings, following the agenda, with the vice chair at the front to help them
- Anyone assigned to speak about a topic (or anyone the chair or vice chair also wants up with them) will also be at the front
- Chair and Vice Chair assign leaders when breaking into small groups for process or program area work
- Steering committee members present and act in ways that provide structure to meetings
- Committee members guide delegates, new and returning
- Committee members make an effort to interact with delegates, knowing most peoples' names and sustaining or initiating conversations

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- Those at the hotel help lower legislative delegates figure out where they're going and what they're doing (help them navigate the session book again)
- Those at/going to capitol help upper legislative, courts, and NIF (?) delegates figure out where they're going and what they're doing (session books)
- If someone asks for help, you are able and willing to help them in a friendly manner
- Steering committee members set a good example of conference etiquette, language, and behavior for the rest of the delegation (especially younger and newer delegates) to follow

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- Necessary supplies are brought by those assigned to bring them
- Meetings are scheduled over the summer
- Meeting content is roughly outlined and planned out in accordance with important YIG dates and timeline
- Meeting content is posted to the classroom (?)

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- The food situation is explained as best as possible to all delegates, as well as transportation for those bussing to the capitol
- SC members can bring in session books, break into small groups, and explain the resources delegates can find in them
- SC members can come to a meeting in attire and show what's good and bad, both for business and regular clothes
- A packing list is created, emailed out, put on the classroom (?), and printed to be sent home with families

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- Break off into courts-only cohort(s)
- Show how to use the Regy
- Explain how a court case is formatted
- Show example cases (session books, Yapp, etc.)
- Have informational day about the process and language used (?)
- Have prior courts delegates run mock trials to show how it works
- Have prior courts delegates host a session where people can practice arguing their case (?)
- Have case material workshop day(s)? (optional??)

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- Break off into legislative-only cohort(s) (and smaller groups when doing process work)
- Show how to use the Regy
- Explain how a bill is formatted and talk about opening and closing statements
- Show example bills (session books, Yapp, etc.)
- Have informational day about the process and language used (?)
- Have former legislative delegates run mock bill readings to show how it works
- Have former legislative delegates host a session where people can practice their bill (?)
- Have bill workshop day(s)? (optional??)

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Delegation Meetings at Conference - Ideas + Planning

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Delegation Meetings at Conference - Ideas + Planning

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- No theme nights (no time, no planning)
- Do activity nights instead (like a  “political bingo” night, Uno, Kahoot, trivia, etc.)
- Get creative
- Brainstorm and plan EARLY

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- "LESS bagging shifts so more people sign up and they actually happen"
- "Additional fundraising (selling stuff at school for holidays? Like ice cream or treats?)"
- Need massive brainstorming and ideas
- Monitor fundraising attendance (have people sign up for dates and have someone reach out to those who are signed up prior to event starts to ensure attendance)
- Fundraising starts earlier and is more organized
- Treasury/spreadsheet documenting funds and their usage

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- Delegates understand the proper attire and behavior expected of them at the conference
- Delegates understand the rough schedule for each day
- Delegates understand how to use a session book to navigate both topics within their program area and in the hotel/capitol
- Delegates understand how to use the Yapp

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- Activities are planned and executed in a way that adequately prepares delegates for the legal process at the conference
- Delegates understand the courts system
- Delegates are prepared to present their case and have all necessary materials to do so
- Delegates understand the language of the courts system
- Delegates understand what a trial and what presenting their case will look like at the conference
- Delegates understand how to argue their case, where to get materials to do so, how to submit them to Regy, and can ask for help if/when needed

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- Activities are planned and executed in a way that adequately prepares delegates for the legislative process at the conference
- Delegates understand the language of the legislative system
- Delegates understand the inter-workings of the system (houses, senates, purpose, governor's role, appointed officials)
- Delegates understand how to write a bill, where to get resources to do so, how to submit it to Regy, and can ask for help if/when needed
- Delegates understand the steps of passing a bill and what presenting a bill will look like at the conference

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- Agendas are planned out well enough prior to meetings to accordingly plan
- Agendas are fleshed out, leaving nothing to figure out when we get there/in the moment
- Have back-up games or activities for the event that we have extra time?
- Supplies needed are listed and people are assigned to obtain and bring them

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- Members will be engaged and involved in conversations
- Members will stay engaged outside of meetings in order to bring new ideas and perspectives to conversations in meetings
- Members will be engaged with others in meetings, listening to the opinions of others with an open mind and building off their ideas with your own ideas

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- Work on recruitment slideshow (if we still want to do that?)
- Talk, interact, and advertise YIG to outsiders
- Expand recruitment in Lake City and Ellsworth
- Use the Instagram to spread the word about YIG (stay active about meetings and activities)
- Ask current delegates what made them join YIG (our campaigns around school, a friend who has already done it/wants to do it)

(note: currently talking to Brady about this)

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- Tasks will be delegated to specific people
- Tasks will have specific deadlines
- Tasks will be delegated evenly

Task Examples:
- Note-taking at meetings
- Poster making/printing/posting
- Email list
- Contacting places we need (the YMCA, the school, family fare, wherever else...)
- Obtaining and bringing supplies to meetings
- Instagram posts (advertisements)
- Classroom posts? (decide if we want to use classroom)

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- Members understand that their place on the committee means work, unlike it sometimes has in the past
- Members are on-time for every meeting unless a prior engagement or other activity gets in the way
- Members communicate when they will miss or be late to a meeting ahead of time with the chair or vice chair, specifically
- Members always facilitate on-task and constructive conversation with one another while in meetings
- Members accept and volunteer to fulfill tasks necessary for the committee or delegation
- Members complete the tasks assigned to them on time, asking for help and communicating if/when something comes up or if something is too difficult
- Members help each other fulfill tasks (we're a committee, but we're also a team and support system; if you're struggling, we're all here to help!)
- Members are active on the GroupMe: RSVPing to events, answering polls, adding constructive dialogue when necessary, etc.
- Members are respectful, friendly, cooperative, and communicative
- Members take their job(s) seriously and put in appropriate and continuous effort to contribute in all aspects to the delegation

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Do we want to start the Remind sooner and use that (in combination with emails) to update about meetings?

Pros:
- a secondary reminder about meetings or important dates for the whole delegation
- could be a reminder people don't miss as much (high schoolers can be bad at checking and thoroughly reading emails)
- could provide the bare bones info in bullet points while the emails provide everything more in-depth (high schoolers don't check their email enough pt. 2)

Cons:
- another thing to add and update
- could get messy starting way at the beginning when people drop out (kind of not really our problem?)

consensus: yes

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- Ensure all voices are heard
- Interact with and know everyone's names (at least by delegation meeting three)