New Unit Retention

WelcomeNER Area 2 Membership, Marketing and Training Summit

April 6th, 2013

Membership Breakout

Morning Agenda: (10:15am-12:00pm)

Current Status (#s, Plans, Goals, Team)Membership Plan OverviewSpring Recruitment Whats Planned?Fall Recruitment Whats being Planned?

Lunch Agenda: (12:00pm-1:00pm)

Lunch, Sharing and Learning

Afternoon Agenda: (2:00pm-3:00pm)

Introduction of: The Unit Marketing and Membership Position

Membership Numbers as of March 31,2013

We NEED to Improve !!

NER Area 2 Organizational Structure

NER Area 2 Organizational StructureCouncil Membership Org. Structure

BUILDING THE ARMY !!Where it Starts !!The NER Area Membership Team:

The Team Meets Monthly Via TeleconferenceIm Looking at Building a Stronger Support Team !!Council Membership PlanTraining and Development

Welcome

Council Membership Plan

Membership Plans were Due on 3/31

Received only 5/11.not goodAll different formatsWhen will I receive the others?Introduce yourself.

Overview.Council Membership PlanTraining and Development

Welcome

IntroductionWhy Have a Council Membership Plan?

National Strategic Plan 2011-2015Pillar 1 Objective IVGoals 1,2 & 3

Handouts:Membership Plan OutlineDevelopment and TrainingSample PlanPillar 1 Impact and Participation

OBJECTIVE IV: The BSA has introduced more comprehensive national recruiting strategies, bringing in an increased number of youth to participate in the dynamic and exciting programs of Scouting.

GOAL 1) In cooperation with others, we have completed a thorough best-practices assessment of reliable youth and adult recruitment practices in the BSA and in other nonprofit youth-serving organizations, and have shared the results with local councils.

GOAL 2) We have designed and implemented across the organization a new, volunteer-led youth recruitment and recognition strategy for Cub Scout-age youth, focusing particular attention on providing strong program support during the first year of membership.

GOAL 3) We have developed and introduced relevant and impactful metrics for measuring, evaluating, and recognizing membership growth, accounting for council-specific demographics, current market share, andother environmental factors.

In 2011, collected over 100 Council Membership Plan from local councils for the up-coming year, 2012. Only 5 percent of the Council Membership Plans that were turned in were acceptable. The majority of the plans received were more of Fall Recruitment plans rather than a Council Membership Plan. Some of the plans did not provide a clear picture of why we do membership?

Our Regional Directors requested the Membership Department to develop the Council Membership Plan Training program to train local councils on how to develop a comprehensive, workable Council Membership Plan.

As we continue on the path of Volunteer Driven, Professionally Guided, it is more important than ever that we utilize the dedicated volunteers we have.

Thank you for being here today. By being here you have shown an interest and concern for the membership of the Boy Scouts of America.

Council Membership Analysisa. Council Strategic Planb. Membership Historyc. Council Market Analysisd. Council Demographics

This part of our presentation is on Council Membership Analysis

Lets cover Part 1 of our one-day training agenda:

Current Council Strategic (Long Range) PlanThe last FIVE years council membership history Council Market Analysis ReportCouncil demographics

In order for this to make sense, lets take a look at your council current Strategic Plan. (next slide)

Council Strategic Plan

Excerpts from the Santa Clara County council Strategic Plan.

Annually, the councils Cub Scout and Boy Scout membership growth rates are higher than both the national average and of councils in the immediate area, with an overall growth target of 3% *2. Annually, the councils Venturing and Exploring growth rates are higher with an overall growth rate target of 10%

This is the reason why the Santa Clara County Council is developing the 2013 Council Membership Plan. The plan is to meet the council strategic bench mark. By the year of 2013 the Santa Clara County Council will be at a 3% increase in Cub and Boy Scout membership.

This part of the training is where we ask our participants to:Look at your own council Strategic Plan. Can you find where it states where you need to be by the year 2013?Lets mark this page, we will refer to this page later on in our program.

Now, lets take a look at your councils last 5 years membership history (next slide)

Membership History

This is a sample of a 5 years membership history.

We asked each council to bring their 5 years membership history. We will use this later on today to develop our Council Membership Plan.Some of you have it broken down by:By UnitsBy MembershipBy ProgramsThis will give you a good picture of happened in the past five years.

Since we know the last 5 years history. Lets take a look at our Council Market Analysis (next slide)

Council Market Analysis

The Council Market Analysis will give us a good picture of where our growth will be coming from.

This Council Market Analysis can be found on MyBSA under Resources, click on Council Markets Analysis Reports and click on your council HQ city.

We are not going to cover this in details during the Webinar, but you should familiarize yourself with this report before you conduct this training.

Handout: (or Council brings with them)Individual Council Market Analysis

18Demographic and Income Report

Tapestry Segmentation Analysis

Program Density Analyses

Cub Scout Gap Analysis

TAY by Race and EthnicityFive major components:NEW! COUNCIL MARKET ANALYSISThe Council Market Analysis consists of five major components:

Council Demographic and Income ReportCommunity Tapestry ProfileProgram Density Analyses Cub Scout Gap AnalysisEthnic TAY by ZIP code

Pick a council in your AREA and take a look at it or you can pick your own council

[next]

18Growth OpportunitiesSources of Membership GrowthsRetention - Recharter UnitsEnrollment of New Members New Unit OrganizationTransitions

After school programs

This is Part 2 of our one day training course:

Growth Opportunities

This is where the actual sources of Membership growths come from

RETENTION - Focus on RETENTION It should be a year-round program Charter renewal Commissioner involvementEnrollment - New members recruitmentNew Unit Organization - Organizing New UnitsTransitions that include Webelos to Scout Scout to Venturer

Some of your councils might have After School Programs

Handouts:

Samples of other councils Fall Recruitment Plans (School Night for Scouting; Fall Round-up; Fall Membership Recruitment Campaign, Etc.)

RetentionInvolves Program and Unit Service Unit ServiceRecharter UnitsProgram TransitionsQuality Program

Retention involves Unit Service and Program

Quality on the unit level will increase RETENTIONMake Commissioner Service / Unit Service THE #1 Priority that equals RETENTION.Shoot for 100% of units to re-charter this year That is RETENTION.

Make sure RETENTION is a KEY part of your Council Membership Plan this year.

Handouts:Webelos-to-Scout Transition pieceEnrollment of New Members Year Round Recruitment Spring RecruitmentSummer Recruitment (Events)Fall Recruitment (School Night or Fall Round-Up)

Enrollment of New Members includes the following

Year Round Recruitment Spring RecruitmentSummer Recruitment (Events) This NEW publication will be mailed to local council a week before the National Annual MeetingFall Recruitment (School Night or Fall Round-Up)

What are some other ways to do New Members Enrollment? (list on flip chartset individual unit goals, peer-to-peer recruiting etc)

Handout: New Membership Recruitment Events packet21Review:The Growth Planning ScheduleAdapt this to council dates

Year Round Recruitment

Year Round Recruitment

Review recommended Growth Planning Schedule make adjustment to meet the needs of your council calendar.

Handouts:Growth Plan Schedule for Year Round Recruitment Sample is in the Santa Clara County Council Sample.

Spring RecruitmentTiger Cub Recruitment PlanProgram Transitions

Tiger Cub Recruitment Plan See our website that includes a video

Program Transitions Webelos transition to Scouting

Handout:Tiger Cub Recruitment Best Practices

23Summer RecruitmentSummer Membership Recruitment EventsReview Packet of Events

Summer Recruitment

Review the Membership Recruitment Events packet that will be mailed to your local council a week before the National Annual Meeting)

Ask the audience for more ideas (list on flip chart)

Handouts:Membership Recruitment Events packet (one per council/district or individual)24The Fall Recruitment PlanFall Recruitment (School Night or Fall Round-Up) PlanThe OrganizationSchool Night TrainingSchool RelationshipBackdating Schedule

Fall Recruitment (School Night or Fall Round-Up) PlanInclude the organizational chart of how School Night for Scouting is structuredReview School Night Training schedule and locationSchool Relationship Handout Adopt-A-School programBackdating Schedule

Handouts:Actual sample of the Council Fall Recruitment Plan or Fall Round up PlanAdopt-A-School program

25Organizing New UnitsNew Unit Organizational TeamNew Unit Prospect Worksheet High Performance UnitBSA Sales TrainingQuality Unit New Units Organization is a growth opportunity

Organizing New Units youll need

New Unit Organizational TeamNew Unit Prospect Worksheet and review it with participantsHigh Performance Unit

Review the Four Pillars Process of how to organize new unit on page 18 of the New Unit Retention GuideReview BSA Sales Training that is available to local councilsQuality Unit

Handouts:New Unit Prospect Worksheet New Unit Retention GuideFour Pillars Process Strengthening Organization Thought Scouting BSA Sales Training Factsheet or handout

The New Unit Retention Guide lays out the process. On page 18 tells what to do at each of the 4 stages. High-Performance Unit with Quality Journey To Excellent (JTE) Commissioners fully-involved

Fully-functional unit key three

District Committee focus change

Emphasis on FaithBased organizations

Minimum of 10 youthCreate a High-Performance Unit

Commissioners will be involved even earlier and differently than they have been in the past.Each unit will need to strive toward having a functional Unit Key 3. The District Committee needs also needs to change its planning focus and service attitude.And there is a stronger emphasis on Faith-Based organizations.With minimum of 10 youth in each unit.Transitions

Webelos > ScoutScouts > Venturer

Transitions

Lets talk about Program Transition Do you have a plan for your council? Wait for answers

Tigers to WolfCub Scouts to WebelosWebelos-to-Scout Transition Events for District/Council or between Packs & TroopsHow about Scout to Venturer?

Handouts:Webelos-to-Scout Transition pieceAfter School ProgramAlternative Program Delivery Methods Program Manager (Program Aides)After School UnitsCommunity Centers UnitsHousing Units

Growth Opportunity includes

After School Program If you have it, make sure you include it on your Council Membership PlanProgram Manager (Program Aides)After School Units, Community Centers Units, Housing Development Units How many do you have? Are you anticipating Growth from these units?

Handouts:Program Year A and B Alternative Delivery System - Fact sheet Program Manager/Aides training Fact SheetCouncil Membership CommitteeDistrict Membership CommitteeCommissioner Staff Unit Service PlanBSA Sales Training

Volunteer Infrastructure and PartnershipVolunteer Infrastructure and Partnership is PART 3 of our training

It is

Building the Volunteer Infrastructures - Council Membership Committee Do you have a Council Membership Committee?How about Council VP of Membership? Wait for hands to go up.That is a good start.

We will share with you some ideas on how to organize your Council Membership Committee and well touch on the District Membership Committee as well.

What is the different between the Council Membership Committee and the District Membership Committee?

Council Membership CommitteeDistrict Membership Committee

Commissioner Staff Unit Service Plan

BSA Sales Training

Committee Organizational StructureCommittee ResponsibilitiesPosition DescriptionBackdating Schedule

Council Membership CommitteeCouncil Membership Committee

Review Council Membership Committee Organizational StructureCommittee ResponsibilitiesPosition DescriptionBackdating Schedule

Handouts:Council Membership Guide (the blue book)Council Membership Organizational StructureDistrict Membership Organizational StructureBackdating schedule

Committee Organizational StructureCommittee ResponsibilitiesPosition DescriptionBackdating Schedule

Council Membership CommitteeCouncil Membership Committee

Review Council Membership Committee Organizational StructureCommittee ResponsibilitiesPosition DescriptionBackdating Schedule

Handouts:Council Membership Guide (the blue book)Council Membership Organizational StructureDistrict Membership Organizational StructureBackdating schedule

Council Membership Committee

Council Membership Committee

Review Council Membership Committee Organizational StructureCommittee ResponsibilitiesPosition DescriptionBackdating Schedule

Handouts:Council Membership Guide (the blue book)Council Membership Organizational StructureDistrict Membership Organizational StructureBackdating schedule

Committee Organizational StructureCommittee ResponsibilitiesPosition DescriptionBackdating Schedule

Council Membership CommitteeCouncil Membership Committee

Since we just completed the Council Membership Committee Organizational Structure. Lets take a look at the Committee Responsibilities

What do you think this Committee Responsibilities may be? (Wait for answers, list on flipchart)

Point out the Council Membership Committee responsibilities in the Council Membership Guide (the blue book)

Handouts:Council Membership Committee Responsibilities sheet

MembershipOrganize new unitsRecruit new members:Spring RecruitmentFall Recruitment Summer RecruitmentMembership Recruitment EventsMembership Responsibilities are:

Organize new units

Enrollment of new members:Spring RecruitmentFall Recruitment Summer RecruitmentMembership Recruitment Events

RetentionTransitionCommittee Organizational StructureCommittee ResponsibilitiesPosition DescriptionBackdating Schedule

Council Membership CommitteeThe Council Membership Committee has an organizational structure with 6 or 7 boxes, depending on your council membership committee structure.Lets take a look at individual position description for this recommended council membership committee structure.

(Review handouts here.)

Handouts:Position descriptions:Council Membership ChairmanNew Unit Organization ChairmanSpring Recruitment Chairman Fall Recruitment ChairmanRetention Chairman

Unit Service PlanRecharteringVisitsUVTSCommissioner Staff Unit Service PlanFor many years Commissioner staff were not involved in the Membership process, NOW its starting with the Commissioner Service TeamOrganizing New Units

Most of you askedHow can the Commissioner Staff get involved in the Council Membership Plan?You should include the District commissioners and commissioner staff in the planning process. Part of the membership plan is SERVICE and Retention.

Unit Service Plan should be included, that involves unit visitations.

Commissioners update the Unit Visitation Tracking System (UVTS)Schedule and conduct Sales Training for Staff and Volunteer Force

Use current BSA Sales Training program

BSA Sales Training

In addition to this training Council can schedule and conduct BSA Sales Training for Staff and Volunteer Force This will help them on how to make the call and approach.

Use current BSA Sales Training program

Handout:BSA Sales Training fact sheetReview Year Round Membership ScheduleDevelop Council Membership Backdating scheduleBackdating ScheduleHandout and review the year round membership schedule sheet

Develop council Membership Backdating schedule (Use sample in the Council Membership Plan - Year Round recruitment plan)

Handout:Year round backdating sheetImportance of the Membership Plan Executive Summary Sources of Membership Chartered Organizations Commitment, Schools Commitment, Traditional ProgramsMembership Committee DevelopedMembership and UnitsYear End Results

Membership Plan Executive SummaryCouncil Membership Plan Executive Summary

Importance of the Membership Plan Executive Summary Sources of membership Chartered Organization commitment, schools commitment, traditional programsMembership Committee DevelopedYear ends resultsMembership and Units

Membership Committee GuideMembership Campaign Council GuideSelecting District VolunteersNew Unit Retention GuideStrengthening Organizations through ScoutingMembership Impact Staff

www.scouting.org/membership

Membership Impact RESOURCESHandout DVD ContentsSpend a few minutes here to cover resources available form the Membership Impact Department

Membership Committee Guide is full of information on how to organize your Council Membership Committee.The Membership Campaign Council guide with 197 pages of useful information that can help you get started in developing your Council Membership Plan.There is some great information on recruiting volunteers in the Commissioner section of Scouting.org. Please check out the following that have information on where you might find potential volunteers as well as how to recruit them: Commissioner Newsletter Spring 2011Recruitment and Retentiontwo PowerPoint presentations

New Unit Retention and Strengthening Organizations Through Scouting have full of information that you can include in this project.

As always, you can call upon the Membership Impact staff from the National Council for additional resources.

Visit our website at www.scouting.org/membership

Membership Impact * RESOURCES* And many others

Spend a few minutes here to cover resources available form the Membership Impact Department

Membership Committee Guide is full of information on how to organize your Council Membership Committee.The Membership Campaign Council guide with 197 pages of useful information that can help you get started in developing your Council Membership Plan.There is some great information on recruiting volunteers in the Commissioner section of Scouting.org. Please check out the following that have information on where you might find potential volunteers as well as how to recruit them: Commissioner Newsletter Spring 2011Recruitment and Retentiontwo PowerPoint presentations

New Unit Retention and Strengthening Organizations Through Scouting have full of information that you can include in this project.

As always, you can call upon the Membership Impact staff from the National Council for additional resources.

Visit our website at www.scouting.org/membership

Membership Impact * RESOURCES* And many others

Spend a few minutes here to cover resources available form the Membership Impact Department

Membership Committee Guide is full of information on how to organize your Council Membership Committee.The Membership Campaign Council guide with 197 pages of useful information that can help you get started in developing your Council Membership Plan.There is some great information on recruiting volunteers in the Commissioner section of Scouting.org. Please check out the following that have information on where you might find potential volunteers as well as how to recruit them: Commissioner Newsletter Spring 2011Recruitment and Retentiontwo PowerPoint presentations

New Unit Retention and Strengthening Organizations Through Scouting have full of information that you can include in this project.

As always, you can call upon the Membership Impact staff from the National Council for additional resources.

Visit our website at www.scouting.org/membership

Spring RecruitmentTiger Cub Recruitment PlanProgram Transitions

What do you have planned for this spring?Tiger Cub Recruitment Plan See our website that includes a video

Program Transitions Webelos transition to Scouting

Handout:Tiger Cub Recruitment Best Practices

45Summer RecruitmentSummer Membership Recruitment EventsReview Packet of Events

What do you have planned for this Summer?

Incentives?Summer Recruitment

Review the Membership Recruitment Events packet that will be mailed to your local council a week before the National Annual Meeting)

Ask the audience for more ideas (list on flip chart)

Handouts:Membership Recruitment Events packet (one per council/district or individual)46The Fall Recruitment PlanFall Recruitment (School Night or Fall Round-Up) PlanThe OrganizationSchool Night TrainingSchool RelationshipBackdating Schedule

What do you have planned for Fall 2013?Fall Recruitment (School Night or Fall Round-Up) PlanInclude the organizational chart of how School Night for Scouting is structuredReview School Night Training schedule and locationSchool Relationship Handout Adopt-A-School programBackdating Schedule

Handouts:Actual sample of the Council Fall Recruitment Plan or Fall Round up PlanAdopt-A-School program

47The Fall Recruitment PlanFall Recruitment (School Night or Fall Round-Up) PlanThe OrganizationSchool Night TrainingSchool RelationshipBackdating Schedule

What do you have planned for Fall 2013?Fall Recruitment (School Night or Fall Round-Up) PlanInclude the organizational chart of how School Night for Scouting is structuredReview School Night Training schedule and locationSchool Relationship Handout Adopt-A-School programBackdating Schedule

Handouts:Actual sample of the Council Fall Recruitment Plan or Fall Round up PlanAdopt-A-School program

48The Fall Recruitment PlanFall Recruitment (School Night or Fall Round-Up) PlanThe OrganizationSchool Night TrainingSchool RelationshipBackdating Schedule

What do you have planned for Fall 2013?Fall Recruitment (School Night or Fall Round-Up) PlanInclude the organizational chart of how School Night for Scouting is structuredReview School Night Training schedule and locationSchool Relationship Handout Adopt-A-School programBackdating Schedule

Handouts:Actual sample of the Council Fall Recruitment Plan or Fall Round up PlanAdopt-A-School program

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