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SALEM KIWANIS CLUB 2004 - 2005 Membership Growth Calendar ABC Recruiting Plan (February - May, 2005) Objective The Salem Kiwanis Club’s Three Year Membership Plan sets forth a structured plan to guide the club’s growth into the future. Through a combination of organized recruitment, member retention and membership development, the plan provides guidance toward achieving membership growth during the three-year period beginning October 2004. Reference Materials The following Kiwanis International materials are instrumental in fully understanding the three-year membership plan contained herein;
Continuity The membership plan is to be passed forward to each successive Membership Chair eliminating the need to redevelop a recruiting plan every year. The plan is to be reviewed by the Membership Committee and may be modified as necessary. It may be reviewed and adopted in part or in its entirety after the completion of each three-year cycle. Role of the Membership Chair The Chair shall be responsible for implementation of the membership plan. The Chair may delegate and/or assemble sub-committees as necessary to accomplish the mission of the committee. The Chair must be thoroughly familiar with the three-year plan and the Membership Development Guide prior to assuming control of the committee. It is recommended that the incoming Membership Committee Chair select a strong group of club leaders to sit on the committee and that these members be selected prior to their administrative year. This provides time for all members to become familiar with the three-year plan and the Membership Development Guide. Role of the Membership Committee Members The members of the committee shall be responsible for working with the Membership Committee Chair to ensure proper implementation of the three-year plan during each successive administrative year. Members are to thoroughly review the three-year plan and the Kiwanis International Membership Development Guide. Coordination The Membership Committee’s review necessarily overlaps many of the day-to-day functions of the club. The Chair is to ensure effective communication with the appropriate Committee Chair, the President or the Board of Directors when dealing with issues outside the scope of the Membership Committee. Yearly Review The committee will conduct an annual review and update of the three-year plan during the month of August. Updates shall reflect lessons learned during past years membership development efforts and recruiting campaigns. Operating Budget (Pending Board Approval) The Salem Kiwanis Club has created a line item in the yearly operating budget for ongoing recruiting efforts, and any funds generated from the silent auction during each Annual Installation of Officers and Directors Banquet silent auction, is to be specifically allocated to the recruitment and education of new members. The Membership Committee budget is to be proposed to the Board of Directors during the month of August, so it can be presented to the Finance Committee during its October meeting (in development of the following administrative years operating budget). The 2004 – 2004 budget (pending Board approval) shall be; Expense Categories: Awards $200.00 Printing/Copying $250.00 Envelopes $20.00 Printed Recruiting Materials $250.00 Guest Meals 750.00 Total Expenses: $1470.00 The Membership Committee may require additional funding, depending on specific recruiting and educational needs. Any such additional funding would have to be approved by the Board. Any excess funds at the end of the operational year may be disbursed to the administrative fund or carried over for recruiting and education in the following year, at the pleasure of the Board of Directors. Annual Club Assessment The Membership Committee shall conduct an annual assessment. The assessment is to be conducted during a general meeting, preferably when the club has no featured speaker such as committee reports day or social day. An assessment form is to be provided to each member who may take the form home and return it by mail or at the next scheduled meeting. Any members who are absent are to be mailed an assessment form, along with instructions and a self-addressed and stamped envelope for its return. The results of the Annual Club Assessment are to be calculated for mean score (divide the total for all responses by the number of respondents). An Excel spreadsheet is recommended for this purpose. Any item averaging over 3 is considered a strength. Any item scoring less than 3 is likely to be detrimental to recruiting and retention of members. These results are to be presented to the Club President and the Board of Directors. A social meeting may follow the annual assessment where open feedback is encouraged. The results of the assessment may be used to direct the conversation to those areas most in need of improvement. It is critical that the general membership understands that their concerns are heard and acted upon. Member Retention The committee shall seek to influence member satisfaction and retention in the following ways;
Education of New Members
On-Going Recruiting
Yearly Recruiting Goals
Recruiting Materials and Resources The Membership Committee will use the following printed recruiting materials and resources.
Two Yearly Recruiting Campaigns The Membership Committee shall plan, organize and implement two yearly recruiting plans. These campaigns may include, but are not limited to;
Other recruiting campaigns ranging from one-day exhibits to extended recruiting campaigns may be organized at the discretion of the committee. Following each recruiting campaign, the committee will evaluate the campaign performance and make revisions to the plan to improve overall effectiveness. Target Markets The Membership Committee may choose to target any of the following target markets for recruiting campaigns;
Additional target markets may be considered and added to this plan. Strategic Contacts The Membership Committee may from time-to-time target influential or strategic contacts in support of our recruiting efforts. An example of this would be to contact the Mayor’s office to tell them about The Salem Kiwanis Club and to ask if they are ready to be represented in our organization. Other examples of strategic contacts might include contacting the non-profit organizations (such as the Union Gospel Mission, Gilbert House, Marion Polk Food Share, Salvation Army, etc.) that ask for our support. We can suggest that they have a member of their organization join the Salem Kiwanis Club in order to have someone to spearhead their activities within our membership. Care must be exercised to select those organizations that our club is willing to support. For suitable organizations, this is a win-win arrangement. Weekly club meetings, programs, public relations and community service are important components of the membership program requiring good coordination and communications so all can benefit. Weekly Club Meetings Meetings must be well structured, active and fun. Meeting speakers should be announced in advance to encourage invitation of guests. Guests should be greeted both before and after meetings to make them feel comfortable and welcome. Programs A well-organized Program Committee scheduling speakers with programs of interest to our membership, and to our target markets, is critical for the success of recruiting efforts. Programs can be used to build our membership in two ways;
Public Relations Media coverage can bolster the efforts of the Membership Committee by raising community awareness of our club. Everyone wants to be on a winning team!
Community Service Active community service projects are an excellent way to educate the public about what Kiwanis is. It is also a great way to attract new members and improve member satisfaction, and thus member retention. Members who are engaged in personally meaningful community service are likely to be happier members. Most Kiwanians join the club specifically to be involved in community service projects. During community service projects we must be aware of various recruiting opportunities that may be present.
Web Site The club web site at www.salemkiwanis.org is to be optimized for search engines, containing current contact information, listing of officers, club news and information about our current community service projects. The Three-Year Membership Plan shall be published on the web site and updated regularly so all members may access the current recruiting plan at any time. Club Brochures and Flyers The club brochure and club fact sheet shall be published yearly with current contact information. These may be used in combination with all recruiting efforts. Attachments Various attachments such as calendars, recruiting plans, letter templates, proposals, etc. will be attached and incorporated into this plan during each of the three-years of its execution. See the 2004 - 2005 Membership Growth Calendar Outline of the ABC Recruiting Plan (February - May, 2005)
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