Transcript Document

RETENTION TRAINING
DISTRICT DEPUTY
LUKE
15: 3-6
THERE ARE TWO TYPES OF
RETENTION WORK
REACTIVE
AND
PROACTIVE
BASIC RETENTION STEPS
REACTIVE MODE
2 Weeks prior to the start of the billing period (usually 15
June or 15 December) – Dues first notice via US mail or
e mail
1 month later – Dues second notice via US mail or e mail
1 month later – Knight Alert Notice (KA1). This step can be
skipped if the member will not be suspended
BASIC RETENTION STEPS
REACTIVE MODE
1 to 2 weeks later – Retention committee contact starts
2 Weeks later or when the committee finishes, GK, Retention
Chairman, Trustees, DGK, and FS should decide on actions
needed. (Which members will be suspended if they do not
pay dues this billing period)
After the meeting – forms 1845 notice of Intent to Suspend are
sent to members that will be suspended. NOTE – if a member
will not be suspended, the 1845 should not be sent. The 1845
starts a 90 day clock. The DDs are required to call those that
have had an 1845 submitted.
The FSs should
prepare a worksheet
for the retention
committee to use while
contacting members. It
contains information
about the brother who
may not be known to
the retention
committeeman. The
worksheet list the
dates that the dues
notices were sent and
any notes from the FS.
EXCERPTS FROM PG 4 OF THE
FS HANDBOOK
• The financial secretary will provide the
names, addresses, telephone
numbers and amounts of
delinquency for each member in arrears to
the retention committee.
The top portion is populated with information about the
brother by the Financial Secretary as he has the
information and sends the first three notices. The dates
and delivery methods of the notices are indicated on the
worksheet. It has been updated for FY 2013 / 14.
EXCERPTS FROM PG 4 OF THE
FS HANDBOOK
The grand knight will assign a member of the
retention committee to make personal contact
with the delinquent member to remind him of his
obligation. The committee member will
provide a written report of his
findings to the grand knight.
The retention
committeeman puts
his notes on the work
sheet and returns it to
the GK after contact
or when all efforts at
contact are exhausted.
The GK, retention
committee, trustees
etc review the notice
and appropriate
council action is
taken.
20 Feb 5:30PM NA both #s, 22 Feb 7:00 PM NA both #s 23 Feb
6:00 PM LMVM, 24 Feb 4:30 PM LMVM, 26 Feb 7:30 PM NA
both #s 5 Mar 9:00 AM talked to him after Mass. Wants out of the
order. Would not discuss the problem
If the council submits a
1845 “Notice of Intent to
Suspend”, the GK gives
the report to the DD. The
report will serve as the
trigger to you that the
council retention work
has been completed and
your work is to start. You
one of your District
Wardens should call the
member and document
your findings on the
report and send it to the
State Retention
20 Feb 5:30PM NA both #s, 22 Feb 7:00 PM NA both #s 23 Feb
6:00 PM LMVM, 24 Feb 4:30 PM LMVM, 26 Feb 7:30 PM NA
both #s 5 Mar 9:00 AM talked to him after Mass. Wants out of the
order. Would not discuss the problem
While talking to the
member the DD or
W will ask if a
council member has
contacted him and if
he received the dues
notices, KA1, and
notice of intent to
suspend. The report
is then sent to the
state retention
chairman with the
district findings.
20 Feb 5:30PM NA both #s, 22 Feb 7:00 PM NA both #s 23 Feb
6:00 PM LMVM, 24 Feb 4:30 PM LMVM, 26 Feb 7:30 PM NA
both #s 5 Mar 9:00 AM talked to him after Mass. Wants out of the
order. Would not discuss the problem
If you get an answering machine, leave your name and
phone number. Tell the member that you are concerned
about his membership and ask if he is in need of
anything, or if there is some way to keep him in the order.
Do not mention dues, he knows. Document the message
on the worksheet.
You do not need to make multiple calls. You are not the
council retention committee. You are just checking that the
required steps have been taken.
You may be the last knight to verbally contact him while
he is still a member. Be thoughtful
Suspensions will be stopped if:
1. The dues notices and KAI were not sent or not reported for the
billing cycle and personal contact was not made by a retention
committeeman.
2. The member cannot afford to pay dues
3.
No council retention chairman is listed for your council at supreme
3.
No emergency contact is listed for members who joined after
1 July 2012, without a good explanation
4.
No effort listed to find missing or incorrect contact information
5. The retention worksheet is not sent to the DD or state retention
chairman on time or no DD or his Warden report on the sheet
7. The member is less than 1 year in arrears, unless a good reason is
listed on the report
NOTES FOR DDs
Ask GKs approximately how many 1845s they will
be sending
Recruit Wardens to help you with calling delinquent
members
You or your Wardens should ask if the member has
received the dues notices and if someone from the
council contacted them.
The SRC will review and report to the state
deputy if proper procedures were followed. The
state deputy will request the supreme
membership records department return the 1845
to the council if procedures were not followed.
The GKs in your district should be aware of
the importance of the timing of sending the
report to you the DD. The retention
committee, DD, SRC, and State deputy
have a 60 day window between the time the
forms 1845 and 100 are sent.
60 Days
1st
notice
15-Dec
15-Mar
15-Jun
15-Sep
2nd
notice
15-Jan
15-Apr
15-Jul
15-Oct
KA 1
Ret com
15-Feb 19-Feb
15-May 19-May
15-Aug 19-Aug
15-Nov
19-Nov
#1845
1-Mar
1-Jun
1-Sep
1-Dec
Work
sheet to
DD
15-Mar
15-Jun
15-Sep
15-Dec
Work
sheet to
SRC
29-Mar
29-Jun
29-Sep
29-Dec
Report
to SD
15-Apr
15-Jul
15-Sep
15-Jan
form 100 to
supreme
1 to 25 May
1 to 25 Aug
1 to2 5 Nov
1 to 25 Feb
#1845
void
30-May
30-Aug
30-Nov
1-Mar
Timing is critical. Especially after the 1845 is sent. The
Council and district efforts must be completed in enough
time to allow the SRC and state deputy react before 60 day
window after the 1845 has expired. As you can see by the
chart there is a 14 day window for the SRC to complete his
work. After the SRC, the state deputy has only 14 days to
react. The chart is for information only. The actual dates will
depend on the date that supreme receives the 1845.
45 Days
1st
notice
15-Dec
15-Mar
15-Jun
15-Sep
2nd
notice
15-Jan
15-Apr
15-Jul
15-Oct
KA 1
Ret com
15-Feb 19-Feb
15-May 19-May
15-Aug 19-Aug
15-Nov
19-Nov
#1845
1-Mar
1-Jun
1-Sep
1-Dec
Work
sheet to
DD
15-Mar
15-Jun
15-Sep
15-Dec
Work
sheet to
SRC
29-Mar
29-Jun
29-Sep
29-Dec
Report
to SD
15-Apr
15-Jul
15-Sep
15-Jan
form 100 to
supreme
1 to 25 May
1 to 25 Aug
1 to2 5 Nov
1 to 25 Feb
#1845
void
30-May
30-Aug
30-Nov
1-Mar
If for whatever reason the SRC does not receive the report
from the DD in time to report to the state deputy in a timely
manner, The state deputy will request the 1845s be returned
to the council as the retention efforts cannot be varified.
Please instruct your councils of the importance of retention,
the procedures, and the timing restraints. A PDF of the
retention reports will be sent to the council and DD with a
critique.
STATE
RETENTION WORK
State retention chairman receives notice of an 1845 –
Notice of the 1845s and a list of deadlines is sent to the
GK, DD, RDD, State Deputy, State Secretary, and State
Membership Director. This year add FS, Council
Membership Director and Retention Chairman.
The retention chairman receives the worksheets – They are
reviewed to ensure standards were met and notice of results
are sent to the State Deputy. A letter from the State Deputy
is sent to the delinquent member. A filed out form 100 for
transfer is included for members living outside NC.
SUPREME
RETENTION WORK
Supreme receives 1845 – A letter from Supreme Knight is
sent to the delinquent member.
The 1845 information is posted on the DD and state
password protected section of the Supreme web page
(Conservation Listing by Jurisdiction). It is usually posted
by Saturday if there are any. It is usually on the website for
1 week only.
The 1845 is put on file for 90 days
BASIC RETENTION STEPS
PROACTIVE MODE
In the proactive mode, certain members are called
more often. They are as follow;
New members – before meetings for the first few
months
Ill and older members that cannot make meetings
– at least every three months. A report on their
condition should be given by the Retention
Chairman at the meetings during the good of the
order.
BASIC RETENTION STEPS
PROACTIVE MODE
Members who have not attended a meeting in three
months (including those behind in their dues) –
Three or Four times a year
Military members stationed far from your council
– An e mail or call at least 3 times a year.
Widows – at least 3 times a year. A report on their
condition should be given by the Retention
Chairman at the meetings during the good of the
order.
CALL 3 TO 4 TIMES A YEAR! ! !
THAT IS OVER 400 CALLS! ! !
NOT TO WORRY
DIVIDE 400 CALLS BY 50 WEEKS
YOU GET
8 CALLS A WEEK
THE OTHER 2 WEEKS ARE FOR REACTIVE RETENTION WORK
LIST OF WIDOWS
The work sheets would not be needed for proactive
retention work. Just a list of names, phone numbers,
e mail addresses, etc. There should be a place for
notes
Thank you for your assistance.
“When you stop growing, you start dying”