Retention Starts With Recruitment…. Not With The Notice of Intent to Suspend!!!!!
Below is a link to the “Colorado State Final Retention Notice”
The Final Retention Notice must be filled out 60-days prior to suspending any Knight and sent to the State Deputy, Membership Coordinator and Retention Chairman. It is designed to help the State Council better understand why you are suspending the Knight and how we can best help retain him in the Order. This form MUST BE FILLED OUT with every suspension so that the State Deputy & State Retention Team are assured that all steps have been taken to attempt to retain the member.
Note: For the Final Retention Notice Form. SAVE the Blank Form on your computer. Once saved open the form, fill it out and save it. Submit the form via email to firstname.lastname@example.org, email@example.com and firstname.lastname@example.org OR print the form and mail to Colorado State Council, P.O. Box 271008, Littleton, CO 80127-0018.
Recruiters accurately explain membership/due expectations
Admissions Committee carefully interviews and briefs candidates
Programs Committees engage the new member immediately
Sponsors take responsibility as mentors to fully integrate new Knights
Set Goals – Activities to keep members engaged (such as)
The Shining Knight Award
The Shining Knight Award Program is a voluntary program for First Degree Knights ONLY, and all requirements must be met no later than first anniversary of their First Degree date. It is designed to have a member become involved in the multitude of program activities the council offers, becomes an immediate asset to the council’s recruiting effort, and allows the Insurance Field Representative an opportunity to discuss the many products available to the new Knight and his family.
Upon conclusion of the candidate’s First Degree, the District Deputy should give each new member an information sheet explaining the Shining Knight Award. In his absence, the host Grand Knight or Council’s Insurance Representative should ensure the new member receives the information. This information sheet will contain the required criteria to receive a Shining Knight Award.
The requirements are as follows:
· Attends a minimum of three council meetings
· Volunteers to work on three Council projects/programs
· Receive his 2nd and 3rd Degrees
· Meets with the Council’s Insurance Field Representative
· Recruits one new member
The member receiving the award will be presented a certificate, signed by the State Deputy. A State Officer or District Deputy will present the new Knight with the Award at an appropriate council event. During the State Council Convention, special recognition will be made to the Shining Knights. There is a state award every year for the council that produces the most shining knights during the calendar year. The Shining Knight Reports must be submitted to the Membership Coordinator by February 1st.
Retention Early Warning Signs
· Member never took his 2nd and 3rd degrees
· Member has not participated in any events or meetings in 6 months
· Member has no friends in the council
· Member has moved with no phone number or email address
· Retention Committee (RC) is in place and active
· FS notifies GK and RC of delinquent members monthly
· Retention Committee makes personal contact with members
– A personal face-to-face meeting is best with a friend who knows the member
– A personal phone call is next best; find out why his is not participating
– A personal letter is a last resort
§ Never send a form “Retention Letter”
§ Use conversational style; express an interest in the member
§ Explain membership/dues requirements and procedures
§ Use email if that works for the member
· We lose members for lack of communication, not for failure to pay dues, which is just the last straw.
· Like the prodigal son, when you view every council member as important, you have taken the first step toward successful retention
· Retention means no member left behind
- The Financial Secretary will mail the Membership Bill—First Notice Form #423 15 days prior to the billing period.
- If payment is not received in 30 days, the Financial Secretary will mail the Membership Bill –Second Notice Form #424.
- If payment is still not received at the end of the first month in which the member has failed to pay his dues:
- The Financial Secretary will provide the names, addresses, telephone numbers, and amounts of delinquency for each member in arrears to the Retention Committee.
- A “Knight Alert” letter Form #KA-1 will be forwarded to each delinquent member, signed by the Grand Knight and Trustees.
- The Grand Knight will assign a member of the Retention Committee to telephone the delinquent member to remind him of his financial obligation. The committee member will provide a written report of his attempted calls and findings to the Grand Knight. If the member is experiencing financial difficulty, the Grand Knight should be the one to take direct control of the matter. Remember, no member should EVER be dropped because of financial hardship. Annual dues can be paid semi-annually, quarterly, or monthly if the need arises.
- If at the end of the second month the member still has not paid any part of his dues, the Notice of Intent to Suspend Form #1845 is to be prepared and signed by the Financial Secretary, countersigned by the Grand Knight and distributed as follows:
- The original is sent to the delinquent member.
- The Supreme Office Copy is forwarded to the Membership Department. The Supreme Knight will mail a personal letter to the delinquent member. This letter will convey the Supreme Knight’s interest in having the member retain his “good standing” status.
- The State Copy should go to the State Retention Chairman.
- The District Deputy will attempt a visitation (telephone or personal) with the delinquent member to discuss the arrearage situation. In the course of this action, suggestions for possible solutions should be recommended, and the District Deputy will oversee and remain involved until a response or other actions have been taken. The District Deputy will record his findings on the back of his copy of the Form #1845 and forward to the State Deputy for perusal.
- The council copy is retained for their records.
- If the delinquent member does not meet his obligation or arrange a satisfactory payment schedule within 60 days following processing of the Form #1845, the council may file a Form 100 Membership Document, indicating suspension. However, the suspension will not be processed at the Supreme Council office unless a Notice of Intent to Suspend Form #1845 has been on file for the required 60 days. Also, they will not process the suspension unless the council has submitted the Service Program Personnel Report #365 indicating who has been named as the Retention Chairman for their council.
- The Notice of Intent to Suspend Form #1845 becomes NULL AND VOID 90 DAYS following the date it is recorded at the Supreme Council Office. After the 90-day period has elapsed, the form will be removed from the file under the assumption the council has been successful in retaining the member.
- If, subsequently, the member on whom the council previously filed a Notice of Intent to Suspend Form #1845 should again become delinquent, the entire billing/retention process must be re-implemented as described above.
If a member has been billed properly and remains financially delinquent in their membership responsibility, then the proper procedures for suspending the member should be activated. By January 31st of each year the State Council requests:
1. All members be current in their financial obligation by paying their dues or are receiving a pardon from the council, or
2. The council will have started the suspension or withdrawal process only after having submitted two billings before sending the NOTICE OF INTENT TO SUSPEND. The form needs to be forwarded to:
STATE RETENTION CHAIRMAN:
4076 Alcazar Dr.
Castle Rock, CO, 80109
This process, as outlined by Supreme, is filled with many opportunities to jumpstart communication with the member. If financial, personal, or other obstacles have hindered the member’s journey of membership, the afore-mentioned steps will assist in their detection.
It is the duty of the District Deputy (acting on behalf of the State Deputy), the Insurance Field Agent, and Supreme to ensure the local council follows these procedures accurately and in a timely fashion.