ADMINISTRATION & COMMUNICATION

Transcription

1 INTRODUCTION Why does the membership in our Association and clubs continue to drop? We do a good job of recruiting new members in our existing clubs and we have started many new clubs through our extension programs. However, the total numbers continue to drop. Retention, retaining members in existing clubs, is the cause of membership loss. What is the ANSWER? Surveys show that one of the chief causes to membership drops is ineffective club meetings. This is always one of the chief reasons given for by members who leave a club. Interesting and productive meetings are very important to the efficient functioning of your club. They are also important to your members. You want these members to feel like they are spending their time on something worthwhile. Planning and running effective meetings will help accomplish this goal. Officers in a club need to concentrate on doing things in the club to provide effective meetings, avoid cliques and politics, and keep members involved. This task is easier said than done. To give an incentive to the club to accomplish this task the Lions Club Retention Index (LCRI) was created. Similar to a District Governor s club contest this Index is more detailed and focused on having effective clubs. Instead of using the District Governor s contest, the club secretary will keep up with points in the LCRI each month and report them to the District Retention Chairman. At the end of the year, the Retention Chairman will determine which clubs in the District came in first, second and third and give an appropriate reward. The MD Committee will compare clubs from throughout the Multiple District to determine the top club in the Multiple District. By participating in the LCRI the club will focus on the activities it needs to accomplish to have an effective club, and thus, keep the members of the club active and involved. Active and involved members usually stay members. The LCRI is divided into six areas: 1) Administration & Communication 2) Networking & Socialization 3) Service 4) Work & Personal Development 5) Entertainment & Education 6) Retention & Membership 1

2 ADMINISTRATION & COMMUNICATION MM Report 50 The Club Monthly Membership Report is one of the most important documents used in the management of clubs. It lets LCI know the current membership of your club for reporting and billing purposes. It is very important document for the District Governor to gauge the how well the club is doing. The lack of an MM Report over a period of time could mean the club is in trouble and needs help. The Secretary is required to get this document in by the 10 th of each month to report the membership total from the previous month. Even if there is no change in membership, the Secretary is to send a report every month. This report should go to the District Governor and LCI. The Governor may also require a copy to the Zone and Region Chairman. The sooner the Secretary gets the report in the better. Therefore, the points awarded under this category are given only if the MM Report is received by the Governor on the 10 th of the month. Compliance with this category will be determined by the District Governor and results forwarded to the District Retention Chairman. Electronically Filing MM Report 10 It is much more efficient to file the MM Report on-line. To file on-line the Secretary must go to the LCI website and obtain a password to begin filing. It only takes a few minutes to file online each month. The completed report can be saved from the print mode into a file to be forwarded to the District Governor and Zone and Region Chairman by . To encourage the use of electronic filing, 10 points are awarded each month that the M Report is filed electronically a copy is ed to the District Retention Chairman. A maximum of 120 points can be earned in this category. Governor s Monthly Activity Report 50 The Activity Report to the Governor is very important to determine whether your club is staying active. It also gives information to the Governor to report in his newsletter. Again, to earn points in this area, Monthly Activity Reports must be filed with the Governor by the 10 th of each month. Compliance with this category will be determined by the District Governor and results forwarded to the District Retention Chairman. 2

3 PU Next to the MM Report the PU-101 is the most important document a club secretary can fill out during the year. It is of tremendous benefit to the incoming Governor for he can not compete his directory or visitation schedule without it. Clubs should be making plans to conduct their officer elections in March and no later than April and go ahead and get this form in. Please make sure you add the addresses of the officers to the PU-101. By having the PU-101 completed and filed with the District Governor by May 1 st the points can be earned. Compliance with this category will be determined by the District Governor and results forwarded to the District Retention Chairman. LCI Annual Activity Report 100 This report enables LCI to actually determine how many volunteer hours and areas the Lions of the world are conducting their service. International Dues paid by August 10 and February Paying dues on time is very important. Delinquent accounts at LCI are charged interest. Dues for both the first and second half of the year by the deadline will earn a total of 500 points. Multiple District Dues paid by Sept. 15 and March Paying dues on time is very important. Dues for both the first and second half of the year by the deadline will earn a total of 500 points. Newsletter published and sent to members of club, each 20 Although putting together and mailing a newsletter is a lot of work, it helps to remind members of activities of the club and it informs members who were not able to make the meeting what is happening. For each newsletter mailed to the membership of the club and District Governor 20 points can be earned. Each news item published in newspaper about club 50 Lions is the best kept secret. Let other members in your community know what you are doing. They may want to join a club has some good activities. A copy of this news item must be attached to the LCRI report form. Maximum points allowed in this category is 500. Developing & maintaining a club web page (one time) 150 Maintaining a presence on the Internet helps keep your members and others informed about your club activities. It is a easy way to post addresses to allow your officers be contacted about upcoming events, etc. With LionWap there is no excuse for clubs not to have a web page. 3

4 List of addresses of club members sent to DG 100 is the simplest and most inexpensive way to communicate with Lions. Sharing information about upcoming events in and outside of the club and sharing news about Lions members fast and free is the only way to go. However, it takes an effort to get the addresses from the members. Pass around a pad of paper in your club meeting for everyone to write their address down. You will be amazed how many have address. For turning a list of the addresses for the members of your club 100 points can be earned in this category. Budget adopted by the club 100 Planning is always important to a club, especially in the area of finances. Make sure your Activity and Administrative monies do not overlap by budgeting them separately. Points can be earned in this category by submitting to the District Retention Chairman a copy of your club budget by September 1. Club completes an evaluation form 50 It is always good to get input from your members. What you may think is a strength or weakness of your club may be just the opposite for some members. Evaluate every aspect of your club and don t be afraid to make the necessary changes. NETWORKING & SOCIALIZATION LIONS ATTENDANCE OUTSIDE THE CLUB To increase the level of commitment in your members and to give them an opportunity to socialize and network with other Lions, make a point to encourage your members to attend Lions events outside of your local club. Help your members get the big picture of Lionism and have fun at the same time. President attending Zone meeting, each 50 President attending District Cabinet meeting, each 50 4

5 President attending District Convention 100 President attending Fall or Mid-Winter Conference 100 President attending Multiple District Convention 100 President attending LCI Convention st Vice President attending Zone meeting, each 50 1 st Vice President attending District Cabinet meeting, each 50 1 st Vice President attending District Convention st Vice President attending Fall or Mid-Winter Conference st Vice President attending Multiple District Convention st Vice President attending LCI Convention 200 Secretary attending Zone meeting, each 50 Secretary attending District Cabinet meeting, each 50 Secretary attending District Convention 100 Secretary attending Fall or Mid-Winter Conference 100 Secretary attending Multiple District Convention 100 Secretary attending LCI Convention 200 Other club members attending Zone meeting, each 25 Other club members attending Dist. Cabinet meeting, each 25 Other club members attending District Convention, each 25 Other club members attending Fall/Mid-Winter Conf., each 25 Other club members attending Mult. Dist. Convention, each 25 Other club members attending LCI Convention, each 25 Club paying all/part of expenses for above out of admin. fund 100 Clubs can pay expenses of the conventions out of club administrative money. Make sure your club dues are set high enough to allow members to attend convention. There is nothing wrong with defraying all or part of the expenses of a member willing to attend convention. Your club will be better for it. Points can be earned only one time for this category, if your club has made a practice of defraying expenses of members a total of 100 points can be earned. 5

6 Club holding a function that is primarily social in nature 100 Your fellow members continue to come to meetings and club projects because they like you. All people want socialization. We need to make sure our clubs are giving our members that opportunity. Have a gathering that is primarily social in nature and have your new members attend. A total of 100 points can be earned in this category. Lion Tamer/Greeters at door as members come into meeting 100 All persons that come to the meeting should be greeted when they arrive, especially new members. For establishing a practice of greeters at each meeting of the club, a one time total of 100 points may be earned in this category. Inter-club Meeting Held 250 Joint meetings between two clubs are important for membership development. By holding at least one inter-club meeting a total of 250 points can be earned. No points are awarded for additional inter-club meetings. Club holds a special annual meeting to install officers 200 Most clubs do this, but you will be surprised how many clubs do not. Put some importance in the installation of the new officers and plan a special event. S ERVICE Each service project reported (ongoing counted as one) 50 We Serve is our motto. It is not only what we do, it is who we are and it is the reason our Association has been so successful all these years. However, many clubs get into a rut of just having fund raising projects and cutting a check to another non-profit organization for them to provide the service. We need to get out and have a real service project that provides a hands on needed service for our community. Conducting service projects in your club will result in 50 points for each different service project to a maximum of 250 points in this category. 6

7 Developing and conducting a new service project 100 For developing and conducting a new service project that the club has never been involved in before the club can earn 100 points. Completing a community assessment form in the club 100 Assessing the service needs of your community is important. Turning in a copy of the assessment form to the District Retention Chairman will earn 100 points. Each charitable donation made by the club, each 50 Donations are important. Many organizations are depending on us to raise money to continue humanitarian service. For each separate donation given by your club, 50 points can be earned up to a maximum of 250 points. Sponsorship of a Melvin Jones Fellow by the club, each 500 The highest honor bestowed by our Foundation. Clubs are encouraged to adopt a MJF program in their clubs. Start an annual recognition of one of your deserving members and present them with a Melvin Jones Fellowship. Points are awarded for the club paying for at least one complete MJF during the year. No further points are awarded for additional MJF. WORK & PERSONAL DEVELOPMENT Election of club officers by April 30 th with new President 50 This seems to be a given in some clubs, but far too many clubs we keep recycling the same Lions that say yes. We need to grow new leadership in our organization and this section encourages new blood. Electing club officers in timely fashion is also important in allowing the district and club to plan for a new year. 7

8 All club members assigned to at least one committee 50 Once again, this would seem like a given in most clubs, but it is not happening in many clubs. With advanced planning at the beginning of the year, committee assignments can be made and all your members can become more involved. ATTENDANCE AT USA/CANADA LEADERSHIP FORUM As many can tell you that have attended, the USA/Canada Lions Leadership Forum is the best and most intensive Lions leadership development one can receive. The Lion from your club that attends a Forum will be motivated and will in turn, make your club better. President attending USA/Canada Forum st Vice President attending USA/Canada Forum 200 Secretary attending USA/Canada Forum 200 Other members attending USA/Canada Forum, each 25 Club payment of part/all of President s expenses to Forum 100 Club participates in district officer training, each officer 50 Club officer training is encouraged. Officers will develop leadership skills by attending District training. For each of the following officers that attend, 50 points will be awarded: President, Vice-Presidents, Secretary, Treasurer and Membership Chairman. Club Member(s) attend Regional Leadership Institute, each 100 To get real intensive training for a new up and coming leader in our Association, there is nothing better than an Institute. If you have such a Lion in your club, encourage them to attend. Club holds a retreat 150 The concept of a club retreat is new in Lionism, but it is very important. It is an excellent way to brainstorm about some needed changes in the club that will make members want to be involved. Have a good retreat and you will probably have a great year. 8

9 ENTERTAINMENT & EDUCATION Opening ceremony for each Club Meeting 10 One would think this is a given, but you would be surprised. Clubs that are not focusing on the small details are usually missing the big picture also. For each meeting where opening ceremony his held. Meetings run by an agenda 10 An Agenda is a key to a well run meeting. Long boring meetings are the primary reason Lions are leaving. Have a well planned agenda and stick to it. It will increase your attendance and stop your drops. For each meeting where a written agenda is used 10 points are awarded. Planned Speaker or Program at Club Meeting 50 To some clubs it seems to be a given, but to many it is a chicken and the egg problem. They don t have speakers because they are embarrassed by their small numbers, but they have small numbers because they don t have interesting programs and speakers. Plan those speakers and invite those prospects. Save the business for the Board Meeting. For having a planned program at a meeting, 50 points are awarded. Tail Twister presenting planned activity 10 Just don t pass the fine bucket around. Help members forget about their troubles during the day and have a little fun. 10 points is awarded for the club if the Tail Twister will present a planned activity at a regular meeting. Development of Speaker Program for Club, one time 100 It is not just one person s job. Spread the wealth. Get the whole club involved in finding speakers and programs for your club. You will find it will cause you to see a variety of interesting programs. 9

10 Speaker on Lions topic at Club Meeting, each 25 Don t forget that a very good source of speakers for your club is Lions Committee Chairman in your District and Multiple District. Invite them to come an share. Let your Lions know what is going on in the World of Lionism. Maybe you heard the report at a Cabinet Meeting, etc., but chances are your other members have not. 25 additional points awarded if the speaker is one on a Lions topic. RETENTION & MEMBERSHIP Each new member recruited during the year 50 Membership is the lifeblood of our organization. Without members we can not provide the service to our fellow man. We need to be constantly recruiting new members into our clubs. Just ask! New members inducted with ceremony 25 A proper induction is crucial to retaining members. Make sure your club performs an induction ceremony. 25 points awarded each time your club holds an induction ceremony. Each spouse of a Lion joining the club 25 We need to encourage our spouses to become involved. It will help the commitment that Lions have to the organization. Lions is a family affair. Each Lions Club sponsored during the year 500 Extension is important and we need to encourage clubs to start new clubs. A club that is thinking Internationally and sees the good that a healthy worldwide organization can do will want to expand Lionism by starting new clubs. Share what your community has learned with other communities. 10

11 Each Leo Club sponsored during the year 250 Leos are our future. We need to encourage the development of Leo Clubs. In the USA Leo Clubs are usually started through high schools. Contact your local school and see if you can get a Leo Club started. Help young people learn the meaning of Service. New member Orientation held by club or district 100 Orientation is also very crucial to retaining a member in a club. If the member does not know much about our organization, how can they have the commitment to stay a member. If the club has a new member orientation that the new members attend, or if the new members of the club attend a district orientation 100 points can be earned each orientation held. Membership committee establishes program for drops 100 So many times Lions get behind in paying their dues and they are just dropped from the rolls of the club without ever determining why. Personally contacting those members and finding out why they are not paying their dues or not attending will go a long way to retaining a member. If the membership committee establishes a program of contacting each member personally or by phone prior to being dropped a total of 100 points will be awarded. Attendance committee establishes program 100 Some members just get so busy with activities they forget to come to meetings. A reminder and a showing that they are wanted will go a long way to increasing club attendance. A contact to a member that missed a meeting lets them know that someone cares and they were missed. This action can make the member more concerned about their membership and their role in the club. If the attendance committee establishes a program of contacting club members before each meeting by phone or to remind them of the meeting and also contact members who missed a meeting a one time total of 100 points can be earned. Net increase in membership for club for year 300 Transfer or deceased members do not count against the club in earning points in this category. Net decrease in membership drops over previous year 300 This is measuring stick for a retention program. 11