Lapsation 101

1. Lapsation 101 Created By Rich Wlosinski M.E.A. Membership Chairman

2. Purpose: • To inform the membership of the state of the critical problem that lapsation has become. • Present reasons that members become delinquent with dues payment. • Present ideas for decreasing membership delinquency that both work and don’t work. • Show to the E.R.’s and officers of the Lodges why it is imperative that stopping the lose of members is now a top priority, even more then increasing membership.

3. Michigan Statistics • Statistics are based on the November 2012 Grand Lodge Membership Report. • National membership net gain- 2.2% • Michigan Net membership gain-1.9% • National delinquency rate;- 9.3% • Michigan delinquency rate- 9.3% • Michigan has over 2240 members that are 6, 12, or 18 months delinquent. Over 2,000 are 12 months behind.

4. Grand Lodge Statistics • Statistics are based on the March 31, 2012 Grand Lodge Membership Report. • Membership Gain/loss by state 1. Louisiana 2,016 Gain: +157 48. Oregon 28,680 Loss: -1,010 49. Florida 60,008 Loss: -1,343 50. Michigan 23,783 Loss:-1,391

5. Florida Membership Survey • Survey was presented by the Florida Membership Campaign with the question being asked is “Why are we losing members” • 4,905 surveys sent to Delinquent Members • 419 (8.54%) were usable out of the 696 returned (bad addresses, deceased member, dues paid equaled 277 not usable returned surveys)

6. Observation #1 • Contacting delinquent members by mail DOES NOT WORK! • 4905 @ $0.45 EACH = $2207.25 for postage only. • 419 responses= 91.46% not returned or unusable. • $2018.75 spent on unusable or no response surveys. • Paper, envelopes, printing and time need to be included in the total cost involved.

7. How many years have you been an Elk? • 1 or 2 years 15% • 3-5 years 16% • 6-10 years 19% • 11-20 years 16% • Over 20 years 24% • Not given 10%

8. What Have You Valued Most About Your Elks Membership • 74% Social/Club • 26% Charity/Community Service

9. Do you intend to renew your Elks Membership this year? • 81% - NO • 19% - Yes

10. Reasons for Not Renewing Membership #1 Cost Prohibitive/Dues Too High 36% of respondents What should they be? $45-$50 total* * This is from Florida residents who tend to be retired and on fixed incomes.

11. #2 Health Reasons (18%) • #3 Did not Feel part of the Group ( 17%) • #4 Cliques/Groups to which you didn’t belong to. (13%) • #5 Needs for fellowship not met (11%)

12. #6 No longer living in area (11%) • #7 Disorganized Leadership (8%) • #8 Poor Communication Amongst Members (8%) • #9 Time Demands (Family, Work, Etc.) (7%)

13. Final Significant Response Did Any Lodge Officer/Member Contact You About Non-payment of Dues? 88% of Those Who Answered The Question Said NO!

14. Those Leaving Us Tell Us: • Our Dues are Too High • The Failing Health of our Older Members • Our members are moving out of state • Time Demands from Family & Work Leave them No time. • Our members Do Not Feel They are a Part of the Group • Cliques are Alienating Our Members • We are NOT meeting the Fellowship Needs of Members • OUR DISORGANIZED LEADERSHIP • Poor Communication with our members

15. Survey Observation The Leaders of our Lodges are Concerned about the “Revolving Door.” M.E.A. Leadership notes that for every new member initiated, 5 are leaving out the back door They Realize We need to do More to Recruit new Members and more importantly, RETAIN CURRENT MEMBERS.

16. Conclusions #1 We Must Change the Atmosphere in our Lodges to Make them warmer, Friendlier, & More Inviting to our Members. In Addition, We Must No Longer Tolerate the Politics & In-fighting that Divides our Members and destroys our Lodges. We have got to find ways for Everyone to Just Get Along!

17. #2 We have got to do a better job recruiting, educating and involving new members • Recruitment type open houses • Better communicate our values and expectations prior to giving an application • Better communicate the responsibilities of the proposer • Expand our indoctrination to make it more educational & less structured. • Develop a mentoring program for new members to better involve them in the Lodge after Initiation

18. #3 • In order for our Efforts To Be Effective we Must Work Together To Develop Sound Strategies and Objectives that can be easily Implemented at the Lodge Level.

19. Lapsation Prevention Before an application is given out: • Have you explained that the Elks are Not social clubs. Our reason for existence is to help our neighbors and community by doing charitable projects. • Have you asked them to join you doing a charitable or community activity. There is nothing “secret” about filling Christmas baskets, a goal judge at “Hoop Shoot” or working at a veterans activity. • Do they understand that the club is a family place not a place to escape from the family.

20. Lapsation prevention At Investigation: • Yes, you have to ask the 3 or 4 mandatory Grand Lodge questions, but use this time to start the formation (indoctrination ) process. • Now would be a good time to give an in-depth explanation of ENF, Major Project, Gold Key and your own Lodge charity groups you help. • Explain that at orientation (indoctrination) they will be asked to join ENF, would they like to do that now.

21. Lapsation prevention • The candidate needs to understand that joining and initiation is only the first step in membership. Active participation in lodge committees and projects is the second step. • Explain that active participation immediately in the lodge is strongly encouraged. They can’t be forced, but if they are only joining for cheap drinks, the bands or discounted hall rental, maybe they shouldn’t join at all. • If your Lodge has a Lodge activity interest sheet, now would be the time to go over it.

22. Lapsation prevention At orientation (indoctrination): • Have the candidate fill out Lodge activities sheets. • Spouses of the candidates should be encouraged to attend orientation. Impress upon them that they are welcome and encouraged to help at any Lodge activity. • A spouse active in the Lodge will greatly reduce the chance of the member becoming delinquent in dues payment. • The history of the Order and your Lodge should emphasize charitable and community service.

23. Lapsation prevention • The Second Step Program As some sponsors are very good at seeing their candidates become active members, others are not. The Lodge has a vested interest in seeing every new member become active and feel a part of their Lodge. The Second Step Program is designed to get every new member active and meeting other members while making them feel they are a needed valuable member of the Lodge.

24. Lapsation prevention • The Second Step Program can be found in it’s entirety on the Michigan Elks Assoc. web site. Go to Programs Membership. It can be read or down loaded from that site. • If you have any questions about the program contact your District or the State Membership Chairman.

25. Once the Member has Lapsed: • It is imperative that any member who is late paying their dues needs to be contacted quickly. The longer you wait, the more difficult it will be to get them to be paid up. • Secretly, every human likes it when they have been noticed missing from something in a good way. “ Joe, we really missed you from that planning meeting, you always bring up such great points.” “ Mary, girls night out just wasn’t the same without you! Please, for our sake, don’t miss the next one!”

26. Once the Member has Lapsed: • As the weeks and months pass, seeded of discontent begin to be sown. “ Hhmm it’s been ___ weeks/months that my dues have been passed due. Nobody from the Lodge has noticed. Guess they don’t really need me as a member.” “ I’m ___ months delinquent and nobody seems to care if I’m there at the Lodge or not.” • Once discontent takes root, it can be a nearly impossible task to get a member to return to being a member in good standing within the Lodge.

27. Ideas to get a member back • Month 0-1 • DON’T start calling delinquent members just yet. It could be dues are crossing paths in the mail or pay day might not have come yet. They could need 2 or 3 pays to save up for their dues. Give them the benefit of the doubt. • Month 1-4 • This is the only time mail can be used successfully. Grand Lodge has several past due notices available for the Lodge secretary to send out that are not confrontational but a friendly reminder style.

28. Ideas to get a member back • A hand written short note from the E.R. noting their absence and how their talent, help, ect. is missed from the Lodge. Ask if there is anything the Lodge can do to help them be back in good standing with the Lodge. Note that Brotherly Love also included helping a member in distress. This doesn’t need to be personally written by the E.R. but by an officer, secretary or office staff member. • This note should be followed up with a repeat dues notice within two days of the note being sent.

29. Ideas to get a member back • Check committee the programs then membership section of the M.E.A. web site for a pre-made script to use for phone contacts with members with lapsed memberships. • Month 5 and beyond • The only method that shows any high degree of hope to get a member back to paid up status is by using direct and personal contact. A phone call or face to face meeting is the best. Be sincere when asking them why they let their membership lapse. Ask them to rejoin!

30. Lapsation Prevention Suggestions • #1 Dues • Are the dues being used to support the social end of the Lodge? • Are you overstaffed with employees? • Have you checked to see if food/booze/supplies can be purchased at a cheaper price? • Are you being as energy efficient as possible?

31. L.P.S. cont. • #2 Health • Are you looking for new members in their 30’s and 40’s or people in their 70’s? • #3 & 5 Not part of the group/Fellow ship not met. • Rotate chairman on committees. Ask members who haven’t been on a committee to be on a committee. Second Step will help fix this problem.

32. L.P.S.cont. • #4 Clique and exclusive group issues. • All groups within a lodge must allow any member to join. Any group that requires a vote or will exclude a lodge member from joining is illegal per Grand Lodge Statutes. The group must allow any member to be a part of them or be disbanded. • Cliques need to be confronted as they will cause splits within the lodge. Peer pressure from the membership directly is one way to make the cliques change.

33. L.P.S. cont. • #6 not living in area • Not much that can be done except suggest a transfer or absolute demit. • #7 Disorganized Leadership • Lodge Leadership should be based on ability not popularity • M.E.A. Leadership Development Seminars.

34. L.P.S. cont. • #8 Poor communication with members. • Due to high postal and printing costs, many Lodges have gone to a single page bulletin. • E-mail • Facebook • Web sites

35. L.P.S. Cont. • #9 Time constrains • Have workers lined up weeks in advance and send out a reminder a week before. • Have the projects organized so a family can come and help with it. Parents will be more willing to help if they don’t have to pay for baby sitting or leaving the kids at home. • Try and have work sessions in 2 or 4 hour blocks.

36. L.P.S. cont. • #10 Officers never calling lapsed members • Lodge officers need to step up and take responsibility for the lodge to stop lapsation. • Personal contact by lodge officers is essential if you want to return a member to paid status and become productive in lodge projects.

37. Conclusion The lapsation problem in the state of Michigan has reached critical levels. As a state, we lost more members in Grand Lodge year 2011-12 than any other state or territory in the Elks organization. The M.E.A. Leadership and State Membership Chairman developed this presentation to show the seriousness and reasons lapsation has become a problem. Hopefully it should eliminate wasting time and energy trying to figure the causes and developing solutions. Lodges and Lodge officers need only implement the ideas presented to start reversing the lapsation issue at their Lodge.

38. If you have ANY concerns, questions, or ideas, feel free to contact your District Membership Chairman or the State Membership and Lapsation Chairman directly for any help your Lodge may need.