Membership Drive - Step by Step Instructions Benefits of membership include: Networking with your neighbours, Having direct access to community news, Free skating on outdoor, and some indoor, rinks, Ticket discounts to some professional sports games, Option of playing sports on community Association teams, A voice and a vote on community issues, programs and services, Access to community social events, The sense of belonging to your community, The opportunity to help strengthen your community, Use of a variety of recreational facilities, including playgrounds, basketball/tennis courts, Reduced rental rates for Community Association halls (where applicable). Note: Don t wait until your annual membership drive to promote the benefits of membership! Include short messages about the benefits in newsletter, chats with neighbours, at social events, in e-mail signature blocks and on your website. Following are the general steps involved in conducting a membership campaign: 1. The membership chairperson is elected. 2. The membership chairperson is responsible for all details of the membership drive. A committee should be formed to give assistance to the chairperson and train a future chairperson. 3. For future reference, prepare or provide a manual of how your Association s drive is conducted. 4. Organization of the annual membership campaign should include: o Updating of records and maps o Recruitment of canvassers (and area captains) o Allocation of area captains to supervise the campaign in each area zone o Ordering of supplies maps, membership cards, door stickers, skate tags, callback cards, volunteer buttons, pamphlets, etc. o Publicity, preparation of newsletter, flyer, etc. o Preparation and completion of all organizational work before September each year so the Association can participate in the citywide drive o Supervision of Association campaign, ensuring that area captains and canvassers complete their job and finalize their returns o Summarize results of community campaign
o Record names of current members o Put all records back o Estimate supplies for next year o Turn in a report to the board o Make an alphabetical list of entire membership Tools for Conducting a Membership Campaign Membership supplies The following supplies are suggested: Combined membership/receipt/activities card ID/Skate/shoe tags (if appropriate) Callback cards Community Association brochures Membership door stickers Membership information pamphlets Membership card storage box Membership sales sign Membership spread sheet (Excel) Community Volunteer buttons Volunteer ID tags with lanyard Program registration forms (triple carbonized) Record keeping There are three basic methods for keeping track of membership records. Choose the method that works best for your Association but make it a priority to keep your membership records updated! 1. Loose leaf binder with the list arranged either by addresses in areas and blocks, each block having a number, by membership number or in alphabetical order. 2. Card file, using the pre-printed membership cards arranged either numerically or alphabetically. 3. Computer file. Maps Each Association may purchase a map of their area from the City. As well, your CRC may be able to help you find a map ( Community Recreation Coordinator from your local City of Calgary, Community & Neighbourhood Service Area Office).
Membership control sheets You will need the following sheets for your membership drive: 1. Membership Sales Master Control Sheet The first sheet filled out is the Master Control Sheet. This is the main control list kept by the membership chairperson. This document tracks the area allotment of membership cards or, if there are no area captains, it is used to record each individual canvasser and the membership cards issued to that person. This document is used twice: first when the cards are being given out and, second, for recording the cards returned and sold. Using this form ensures there is a written permanent record of the location of all membership cards distributed. Once the membership drive is complete, this form will make it possible to track the location of all membership cards and the number of dollars received from all individuals. 2. Area Captain Membership Sales Control Sheet Use of this sheet is recommended for large area communities. This form is very similar to the Master Control Sheet and is used when a community Association divides its canvassers into different areas. Each area is assigned an area captain to deal with the canvassers in that section of the community. When this sheet is completed, the area captain returns it (with the canvasser s sheet attached) to the membership chairperson who forwards the money collected to the treasurer. 3. Membership Sales Canvasser Control Sheet This sheet makes it easier to keep track of all membership cards received and sold. It records the card number sold, the family name, form of payment and total amount collected. When a canvasser completes his or her assigned area, the sheet is filled out using the membership stubs in his/her possession. The canvasser then forwards the membership stubs and money to the area captain or membership chairperson depending on the systems your Association is using. 4. Location Specific Membership Sales Control Sheet This sheet is used when memberships are being sold at a Community Association facility, such as the community hall or the skate building, on an ongoing basis to ensure there is a record of the purchases made and money collected at these locations. 5. Registration Night Membership Sales Control Sheet This sheet is used at any program or sports registration night to ensure an accurate record of the membership cards purchased and money collected at these registration events. Canvassers Canvassers are often the first human contact potential members have with your Community Association. If your canvasser represents the Association well on the doorstep, chances of recruiting a new member increase. If the canvasser, however, is not well prepared or does not relate well to the potential member, the effort likely won t be successful. Note: The more well-trained, enthusiastic canvassers you have, the more successful your membership drive will be.
Each canvasser should receive training and information outlining: The names and contact information of the membership chairperson, area captain and anyone else they may need to contact, The basics of a community Association, The benefits of membership, Your community Association boundaries and the specific area they should be selling in, The membership kit of materials How to complete the membership card and canvassing forms, How to sell the product your Community Association! Know your Association Believe in your Association Know your market understand your neighbours motivations Be positive Discuss, don t defend Be reasonable, sensitive and friendly Procedures for callback when no one is home, How to handle instances when fees offered are less than the amount of the full membership fee (gratefully accepted, but with an explanation that the member will not enjoy full membership privileges (i.e.) voting privileges, holding an elected office and any specific stipulations of your Community Association bylaws. How to identify themselves wear a button and an identifiable piece of clothing and how to make the introduction at the door, The deadline for returning the completed membership materials to the membership chair or area captain. Canvassers Membership Drive Kit Consider including the following information in the canvassers kit: 1. Membership cards, skate/shoe tags, door stickers and callback cards. 2. Information sheet listing (ensure sufficient copies so this sheet can be left with prospective members if they show interest): o General benefits of membership o Activities and initiatives your community Association offers o Children and youth sports programs o Community hall o Skating rinks o Adult programs o Social activities o Community Association programs o Development projects o 1 free swim or rink pass(if applicable) o Volunteer opportunities o Contacts for each activity o Your Community Association s boundaries
3. Map outlining the canvasser s area of responsibility. 4. Copies of the pamphlet explaining what a community Association is and the advantages of membership. 5. Information regarding other times and locations when memberships will be sold (i.e.) at the community hall or sports registrations. 6. Information on when and where the Community Association board meets, with an invitation to attend a meeting to learn more about their Community Association. 7. Information sheet on money handling procedures: o GST on the membership fee applicable only to those Associations required to pay. o The canvasser should give all monies (cash, cheques, money orders) only to designated individuals (area captain or membership chair). These monies, particularly cash, should be given to the designated person within 24 hours of collection. o Encourage people to pay by cheque, but accept cash if the person wants to pay this way. o The canvasser should turn in the top portion of the membership card to the designated individual with all monies received. The receipt portion, along with the membership card, should be given to the member. o Collection, receipting and depositing of monies should be double checked by at least one other person, with all those checking the work initialling the appropriate control sheets. o Do not leave cash in someone s mail box. Hand it specifically to that individual. o Do not pay expenses directly from cash received. Promoting Your Membership Drive Following are some suggestions that have worked well in promoting your membership drive: Prepare a newsletter and distribute before and during the membership drive. Locate large posters or flyers throughout the community. Hold a community membership event. Put a specific membership message on a changeable text sign in a prominent location in the neighbourhood. Insert advertising in your local elementary school s take home package. Talk about it! Follow-up after the Drive The membership chair and area captains have a number of steps to complete after all the canvassers have finished their areas. 1. Area captains check that all their canvasser control sheets balance. When they do, attach the canvasser control sheets to the area control sheet and return the sheets and all monies to the membership chair. (If the Association does not use area captains, canvassers return their sheets and money directly to the membership chair.) 2. The membership chair ensures all control sheets balance. 3. The membership chair enters the results onto the Membership Sales Master Control Sheet.
4. Forward the area control sheets/canvasser control sheets and all money to the treasurer for deposit. 5. The treasurer will return the area control sheets/canvasser control sheets after he/she is finished with them. Attach these sheets to the Master Control Sheet and file them in a secure location. 6. The membership chair should table a full report of all memberships sold at the next Association board meeting. Note: Remember, control sheets contain personal information about your members so care must be taken to protect this personal information and ensure it is not used for any purpose other than the membership list.