Membership & Mentoring Section               PROCEDURES ● ATTENDANCE ● SUMMARY ● COMMITTEE

POTENTIAL MEMBERS (PM)

1. If National gets lead, they send informational email to PM and CC's Melissa
2. Melissa sends email to PM with information on local chapter
3. Melissa emails PM contact info to Membership Chair and President
4. Membership Chair calls PM, gets info about company (scope of work, size, know members?) and invites to lunch.
5. Based on PM company info, Membership Chair invites two other board or committee members to the lunch that would be good mentors for PM.
6. At lunch, discuss PDCA, benefits, payment options, possibly get completed application.
7. Membership Chair assigns mentor.
    

TO-BE-DROPPED MEMBERS (TBD)

National begins process -

1. Member receives first letter and invoice 45-60 days prior to renewal date
2. Member receives second letter/invoice 15-30 days prior to renewal date
3. Member receives third letter and invoice 15-30 day after renewal date
4. Member receives fourth letter and invoice 45-60 days after renewal date
5. If member has not renewed within 60 days they are put on a drop list.
6. Council and Chapter contacts are notified by email 30-45 days before the drop date
7. Council and Chapter contacts are called 15-30 days before the drop date to share results
8. Bev calls members before drop date and tries to get them to renew.
9. Members are dropped 90 days after their renewal date.

When national notifies us of to-be-dropped member (step 6 above) -

1. Mentor, Board member that knows TBD, or Membership Chair calls TBD to find out why dropping and see if we can't help retain member.

NEW MEMBERS

1. Schedule a New Member Orientation Lunch with a minimum of 3 members on Mentor’s Committee each time we have a new member join. Should take place within 2 weeks after new member joins.
2. At the New Member Orientation Lunch, assign a committee for the new member so that they have a sense of belonging immediately. Provide Committee Chair name and contact info.
3. Have Committee Chair call new member within 3 days to welcome him or her to the committee and PDCA..
4. Mentor (assigned by Membership chair during potential member process) will be one of the members in attendance at the New Member Orientation Meeting. Mentor has a second chance to meet new member face-to-face and establish rapport and trade business cards.
5. Handouts will be provided at the New Member Orientation Meeting that show the types of communications we have with the members ie: Newsletter, Training Bulletins, Special Events Announcements, Golf Tournament Flyers. This will give them a better taste of what we have that is of interest to them.
6. Mentor is responsible to contact new member every month for first year.

ESTABLISHED MEMBERS - RETENTION

1. Membership committee reviews attendance reports and take whatever action they feel is appropriate.
2. When we see that a member has missed 2 meetings in a row, we need to have someone who knows that member call that member to determine reasons for missing. If it is lack of interest or boring programs, we can deal with that. If it is because they don’ feel a sense of community or team, we will need to improve that.
3. We should strive to sit with different members at each meeting. That is the best way to avoid the appearance of cliques in the association. It is the appearance of a clique that will turn members away.
4. If we need to come up with payment plans for membership renewals, then we should discuss this and try to make it work at least on a case by case basis if not as an ordinary option.

MENTOR DUTIES:

• Attend first contact and membership orientation lunches.
• Contact member every month for the first year (Ideally before chapter meetings to encourage attendance.)
• Answer questions and provide support, friendship.