Membership/Mentoring Committee (Standing)
Purpose
To provide and encourage membership in IAAP; and to direct all membership activities of the Chapter concerned with the recruitment (including orientation) and maintenance of membership; and shall assign tenured Chapter members to new members in an effort to provide them professional support as they learn to enhance their leadership skills.
Time Involvement
5-20 hour per month
Committee Structure (Minimal)
· Committee Chair
· 2-3 Committee Members
Budget
· Refer to the fiscal budget for committee planning purposes.
Skill Building
Attention to detail Coaching
Communication (Written & verbal) Coordination
Decision making Delegating
Follow-through Leadership
Meeting & event planning Networking
Organization People skills
Personal interaction Planning
Project planning Responsibility
Setting & meeting deadlines Teamwork
Thinking outside the box
Guidelines
All efforts of the Membership/Mentoring Committee should be guided by IAAP’s Vision, Mission, and Purpose statements (see Tab 1).
Responsibilities
1. Recommendation: Meet the first part of the fiscal year to determine timelines and delegate responsibilities.
2. Coordinate all activities associated with recruiting and maintaining Chapter membership.
3. Assigns Chapter members (Mentors) to incoming members to assist in informing them about IAAP and encouraging them to become active in IAAP activities.
4. Provides professional support as needed.
5. Provide new name tags to new members, along with their new membership packet (software and product will be provided):
a. Logo Name CPS,CAP
b. Tulsa Chapter IAAP
6. Update Committee binders with pertinent information and bring your binder with you to all Chapter and Board meetings that you attend.
7. Ensure all documentation is in your binder and forward it to the newly selected committee chair at the transition meeting in July.
8. Submit Committee reports to the Newsletter Committee Chair monthly.
9. Attend all Board meetings or provide a report to your Board representative prior to each Board meeting.
a. Dates and location are noted in Tab 1 of this binder.
10. Promote membership growth and retention within the Chapter.
11. Promotion of the Recognition Plus Membership Growth Incentive Awards Program.
12. Encourage participation in new member orientation programs.
13. Promotion of all special IAAP international and / or division membership promotions throughout the year.
14. Development of a year-long growth calendar that includes recruitment / retention programs. May also include developing a progress chart so all members are aware of membership growth status.
15. Coordinate with Chapter membership committee members on contacting those who inquired about membership.
16. Contacting division member-at-large and / or international members-at-large residing near the Chapter’s general geographic region for recruitment into Chapter membership.
17. Reviewing the Chapter Membership Reports available on the IAAP website to check those that have been billed a second time and those who have been dropped from membership.
18. Promote the use of IAAP Chapter Resource Materials available from Headquarters.
19. If needed, assist in the organization of new Chapters with the division new Chapter building chair.
20. Submit all expenses to the Treasurer for reimbursement
a. Form is located on our website (www.iaap-tulsa.org).
Common Functions of a membership committee
1. Tracking membership
2. Presenting / promoting international, division, or Chapter-level recruitment program / contests
3. Planning / presenting a Membership Recruitment meeting
4. Providing service, follow-up; focusing on membership retention
5. Providing new member orientation
6. Developing membership interest surveys, exit surveys
7. Giving recognition for sponsorship, encourage membership renewals and attendance
New Member
1. When a new member packet received from International, add Chapter information and mail to new member
a. Refer to the New Member Checklist
2. Recognize the new member at a monthly meeting
a. Membership Chair will do this when new member is in attendance
3. Send New Member Orientation invitation, encourage attendance, and conduct orientation
4. Offer new member Mentorship Program
a. A copy of mentor/mentoree roles/responsibilities is available
5. Write article for New Member Spotlight for the Tulsa Chapter newsletter
6. Create nametag for new members
Recruitment
1. Prospective member inquiries received from Division:
a. If Tulsa Chapter needs to follow-up on a prospect, the Membership/Mentoring Committee Chair will be notified
2. Other prospects: Make initial contact and send information as requested.
a. Follow-up phone calls if appropriate
3. Work with the Marketing/Publicity Committee to conduct recruitment mailings as appropriate.
a. Office Team is also available to assist in advertising our organization
4. New Members at Large (MAL): Chapter President will inform the Membership/Mentoring Committee when a new MAL has joined IAAP.
a. Committee then makes contact to let them know about the local Chapters
Retention
1. 1st renewal received:
a. Send email message
2. 2nd renewal received:
a. Send follow-up email message
3. Removed from active status:
a. Send exit survey with stamped envelope or contact them by phone call
4. When members renew:
a. Send thank-you email. Send employer thank-you letter if appropriate.
5. If members have not attended the last two to three meetings, send a "We've Missed You" email.
6. Develop (with Board of Directors approval) a Chapter member survey and distribute at least every other IAAP year.
7. The content of the survey is for the purpose of future planning for member needs and Chapter direction.
8. Have membership information/packets for potential members’ available at all monthly meetings and other events held by the Chapter.
Timelines
Monthly
· Tenth of each month – Articles/updates due to the Newsletter, Publicity and Website Committee Chairs, as needed.
· Fourth Monday of each month – Submit your committee report to your Board representative, unless you plan to attend the Board meeting on that Tuesday.
· Other deadlines as determined by your initial meeting
June
· 15th – Submit fiscal year-end report to Chapter President.
o Form is located on our website (www.iaap-tulsa.org).
· 30th – All expenses for the fiscal year should have been submitted to the Chapter Treasurer.
July
· Transfer binder to new committee chair at transition meeting.
NOTES:
Question: How are we notified if a new member joins our Chapter online?
Answer: The Chapter's treasurer will receive a copy of a new member's application, even when they join online. Once the membership reports/rosters work is finalized, we will have the ability to check the online membership roster as often as we want and will have the ability to know when a member has joined online because the membership rosters will actually be "live".
Question: Are we notified if someone in the area joins as a DMAL or AMAL so we can contact them
Answer: Our Division Membership Chair (this year it is Marsha Bryan) should let our Chapters know when she receives a new member application for a DMAL or MAL that has joined from their area. The Division also sends these new members a Division brochure, which provides a list of all our current Chapter Presidents and their email address. Again, once the membership report project at Headquarters is complete, the Division Officers will have the ability to send you the MAL roster as often as you'd like - right now, I don't even get a MAL roster unless I request it.