“Elks Love Kids’ Success” :“Elks Love Kids’ Success” AEA Membership Action Calendar 6/16/2009 1


“Elks Love Kids’ Success” :“Elks Love Kids’ Success” Who could this be ????????? 6/16/2009 2


“Elks Love Kids’ Success” :“Elks Love Kids’ Success” Clue 2 Final Clue 6/16/2009 3


Of course, it is our new AEA President Lee Schwein and his bride Sunday :Of course, it is our new AEA President Lee Schwein and his bride Sunday 6/16/2009 4


How to help Arizona Elks Association be#1 in Membership and your Lodge at least a plus 1 :How to help Arizona Elks Association be#1 in Membership and your Lodge at least a plus 1 This is a condensed manual of infor-mation needed for the busy Lodge. If you (as a minimum) follow this manual, you have a great chance for Membership success. “Elks Love Kids’ Success” 6/16/2009


How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 :How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 Before we read ahead a bit to our action calendar by month, let us take a few moments to review a few general items: BIRTHDAY CALLS - this has been very effective. We strongly recommend it as a way to keep in contact with all existing members. It is a way to help keep members off the delinquent list next year. CERTIFICATE OF APPRECIATION - At your meetings invite sponsors of new Members to give them a Certificate of Appreciation. This helps attendance at meetings and helps promote additional Members. 6/16/2009 6


Page 2 of General items :Page 2 of General items MEMBERSHIP REPORT - Always have a Membership report at all meetings to keep the subject before the Membership. Have all new Members stand and be introduced at each function. Also introduce sponsors to give them additional recognition and make them want to bring in additional members. 6/16/2009 7


Page 3 of General items :Page 3 of General items EXALTED RULER’S TABLE – Invite new Members to sit at your Exalted Ruler’s table at a function. This is very effective. Give each one a name badge and two 3 X 5 cards. On one card they must get 15 people to sign. This helps them get acquainted. On the other ask for additional potential members. On the other side, what committees they might be interested in serving on. This is in case their previous effort to tell you fell through the cracks. 6/16/2009 8


Page 4 of General items :Page 4 of General items WELCOME – Welcome groups to your Lodge such as Bingo players, Weddings, Parties etc. Always mention that you have a Membership drive going and that if they have any question to see you or ? APPLICATIONS - Always have Membership applications at or near all entrances. 6/16/2009 9


Page 5 of General items :Page 5 of General items RETURN ADDRESS – Place return address on all mail. This is very important--- Place an endorsement on the mailing for “Address,” “Return,” “Change,” or “Forwarding,” followed by the two words “Service Requested.” This sure keeps your mailing list up to date and delivers the mail to the recipient. Go to www.USPS Quick Service Guide 507d Additional Services ----Ancillary Service Endorsements, for full details. 6/16/2009 10


Page 6 of General items :Page 6 of General items POSITIVE – Yes, always put a positive tone to all of your Membership comments and articles. No one gets inspired from negative comments. Example, if your goal was to bring in 10 members and you only brought in one, talk the one member up big time. 6/16/2009 11


Page 7 of General Items :Page 7 of General Items A good way to work the delinquents 1. Call each Delinquent 2. If number does not work or is wrong look up in Whitepages.com to see if you can find correct number. 3. In all cases when number is incorrect or you find another number, change the record in CLMS. This way the next person working the Delinquents will not call a wrong number again. 5. Call at least twice if you have not been called back and try for a different time of day to catch working members. 4. For all Delinquents which you can not reach by phone, refer to the Membership Control Manual for sample letters. 6/16/2009 12


How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 :How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 Indoctrination A well planned Indoctrination is essential to give the new potential Members a good understanding of what Elks are all about. Full details of a good Orientation can be found on page 9 of the Membership Program & Planning Manual. 6/16/2009 13


How to Help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 :How to Help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 $$$$$$$$$$$$$$$$$$$$$$ Bringing in new or reinstated Members can be very rewarding. Your Lodge gains revenue. The sponsor gains recognition. You have more potential workers. The AEA & GL gains assessments. 6/16/2009 14


How to help the Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 :How to help the Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 More $$$$$$$$$$$$$$$$$$$$$$$$$ The sponsor in addition will receive a pin from Grand Lodge for 3 new or reinstated Members and a chance at two free cruises. For 11 Members they receive a new Elks watch and a chance at another free cruise. For 33 Members they receive a beautiful clock and another chance for the watch free cruise. 6/16/2009 15


How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 :How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 More $$$$$$$$$$$$$$$$$$$$$$$$$ If the sponsor has the most new or reinstated members in Area 7 he/she will receive a free trip to the Grand Lodge Convention Exalted Rulers with a plus 1 for their Lodge, receives a chance for a free cruise. See-------Bringing in new Members really can be very profitable and rewarding. 6/16/2009 16


How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 :How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 Action Calendar. April. Set up your membership team. Yourself (Exalted Ruler) or. Full management team. Membership Chairman. Indoctrination Chairman. Investigation Chairman. Delinquent Chairman or Secretary. Your choice but be sure to decide on your system. Send in an article for the May Bulletin and talk up membership GOALS. Call your delinquents. Call all Lodge Members to meet your new Officers. This will help with communications and help keep members off the delinquent list next year. 6/16/2009 17


How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 :How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 Action Calendar May If you did not call your delinquents in April be sure to call them in May. It does not get any easier then calling in April or May as you have almost the whole year ahead for the member to enjoy the Lodge. Personally call all of last years dropped and Absolute Dimit Members. They can come back for your reinstatement fee and a prorated share of the dues for the year. May is the time to call these members. Start on your By-Law change (Statute 14.180) to allow reinstatements back for only a $1.00. (Example December and January) You may also allow a two month period for transfer dimits at no charge. (Example December & January) We will cover the big promotion in December. Early in May send in you Membership article for June to your Bulletin editor. Other ideas can be implemented but the above are a must. 6/16/2009 18


How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 :How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 Action Calendar June Follow up on the By-Law Change to make sure it is progressing through the Lodge. Personally call the delinquents again. Be sure to keep 3 X 5 cards or notes each time you call on them. Less effort is needed this time to call the delinquents as the phone numbers are correct. Send in your July article on GOALS & Membership for your July Bulletin. 6/16/2009 19


How to help Arizona Elks Association be #1 inMembership and your Lodge at least a plus 1 :How to help Arizona Elks Association be #1 inMembership and your Lodge at least a plus 1 Action Calendar July Follow up on the By-Law change. It should be forwarded to Grand Lodge by now. Send a letter to all delinquents. Review your notes to see if you should call some of the delinquents back. Several may have said they will pay in a month or they will be back in town in 45 days, etc. 6/16/2009 20


How to help Arizona Elks Association be #1 inMembership and our Lodge at least a plus 1 :How to help Arizona Elks Association be #1 inMembership and our Lodge at least a plus 1 Action Calendar August Follow up on the By-Law change. It should be back from Grand Lodge by now and it is official. Review your delinquents and make calls where necessary. Your Stray Elks list should be in the mail in September, so it is a good time to be thinking of a plan for contacting them. Send in your article for your September Bulletin and talk about GOALS. 6/16/2009 21


How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 :How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 Action Calendar September Start your Stray Elks program. The list comes from Grand Lodge, of all Elks that have moved into your area. Be sure to check the Lodge number of the Stray Elk (it is on the list) as you may not want to solicit from neighboring Lodges. Invite to your Lodge all Stray Elks that you have decided may be potential members of your Lodge. A phone call is best, but at the very least a personal letter. Review your delinquents for any follow up necessary. Like maybe the delinquent said he/she would pay in August but the check has not come in yet, etc.. Send in your membership article for October to your Bulletin editor. Communication is a must to keep Members thinking of prospective Elks. 6/16/2009 22


How to make Arizona Elks association #1 in Membership and your Lodge at least a plus 1 :How to make Arizona Elks association #1 in Membership and your Lodge at least a plus 1 Action Calendar October Follow up with your Stray Elks program to make sure all that you would like to join your Lodge have been invited. Review your delinquents for any follow up that may be necessary. Send in your article on Membership for you November Bulletin and talk about GOALS. 6/16/2009 23


How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 :How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 Action Calendar November Get ready for the big promotion on Reinstatements. Have all the names, addresses and telephone numbers all organized to start your personal calls on your reinstatements for the last 5-7 years. Be ready for a lot of reasons why they dropped out. If you have chosen December and January as your two months in your By-Law change for allowing reinstatements for $1.00, start your campaign now. This will enable you to have the process for reinstatements to start in December. If you get any type of encouragement from a former member, offer to mail them a filled out reinstatement form. Send in your Membership article for your December Bulletin. 6/16/2009 24


How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 :How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 Action Calendar December Be in full swing with your reinstatement program so that you can get them all back in the Lodge during December and January. Be sure to review your delinquents and follow up where necessary. Send in your January article on Membership to your Bulletin editor. 6/16/2009 25


How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 :How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 Action Calendar January Complete your reinstatement program. Send a nice personal letter to your delinquents and follow up with a phone call on delinquents & absolute dimits. Send in your article on Membership and talk about GOALS. 6/16/2009 26


How to help make Arizona Elks Association #1 in Membership and your Lodge at least a plus 1 :How to help make Arizona Elks Association #1 in Membership and your Lodge at least a plus 1 Action Calendar February Review your new Stray Elk list from Grand Lodge to see if any new Stray Elks have moved into your area. Follow up on your other Membership Programs. Send in your Membership article. 6/16/2009 27


How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 :How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 Action Calendar March Follow up on all programs to get as many members as possible initiated, transferred and/or reinstated as your year is just about over. If you followed this action packed but brief summary and spent an hour or so a month on it, you most likely have had a very good year. Suggest to the Exalted Ruler Elect or Membership Chairman to send in a Membership article for your Bulletin. “Elks Love Kids’ Success” 6/16/2009 28


How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 :How to help Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 As mentioned earlier in the presentation, following this manual takes 1 to 2 hours a month. However, we know some Lodges get extra busy and have special situations. So our commitment to you, If you need additional assistance, please call your District Membership Chairperson or the State Membership Chairman. We are here to help you. 6/16/2009 29


How to make Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 :How to make Arizona Elks Association be #1 in Membership and your Lodge at least a plus 1 Presented by: Jerry Kaphing, PER, PVP AEA Membership Chairman 2009-2010 Tim Jones, PER East District Chairman Beverly Swanty, PER North District Chairman Harry Brown, PER South District Chairman John Donnell, West District Chairman Assisted by Donna Kaphing “Elks Love Kids’ Success” 6/16/2009 30