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Retention Attention

This program focuses on understanding and utilizing available resources for member retention in Washington State Federation of Chapters in 2008/2009. It covers reasons for losses, reducing costs, national reports, renewal notices, and chapter activity reports.

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Retention Attention

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  1. Retention Attention Washington State Federation of Chapters Retention Program for 2008/2009 NOTE: Although this has reference to Washington State – it is good information for all Federationsand should beconsidered by all Federations/Chapters. I encourage each of you to make the effort to get your chapters actively pursuing “Retention Attention”. Thanks to Lanny Ross, Region IX Vice President for sharing this presentation with the members of the National Executive Board. Helen Zajac, RVP - VIII January 2009

  2. Retention Attention Losses 50% of Losses Are Not Recoverable Due To Death Due To Moving To A Care Facility Residence is Too Far To Attend Meetings Remaining 50% NARFE Too Expensive NARFE Hasn’t Done Enough Legislatively Just Dissatisfied With NARFE Dissatisfied With An Affinity Partner Surviving Spouse Reducing Costs 20% Of All Losses Are Attributable to Unreported Deaths. Annually About 8,000 Deaths Are Reported By Family or OPM

  3. Retention Attention The Program Understanding the Resources Available What the Reports Really Say Activities for Chapter Membership Chair, and Others What’s Next?

  4. Retention Attention Understanding the Resources Available M-114 Quarterly Membership Roster Report M-112 Chapter Activity Report A-220 Chapter Dues Activity Report W-101 Chapter Dues Advance Payment Report Note: These are the only national reports available to chapters

  5. Retention Attention Notices From National 1st Notice - Dues Renewal Letter Sent 2 Months Prior To Expiration Date via Third-Class Mail (Standard Mail) 2nd Notice - Dues Renewal Letter Sent 1 Month After Expiration Date via First-Class Mail 3rd Notice - Magazine Wrap 3 Months After Expiration Date 4th Notice - One Last Letter Sent 5 Months After Expiration Date via First-Class Mail

  6. The only difference between the 1st and 2nd notices is this statement 1st Renewal Notice – sent Third-Class Mail

  7. The only difference between the 1st and 2nd notices is this statement 2nd Renewal Notice – Sent First-Class Mail

  8. Retention Attention Quarterly This report is provided for training purposes only L The M-114 Report

  9. Retention Attention Field Names: Exp = Expiration Date CN = Chapter Number CM = Chapter Member FC = From Chapter DC = Dues Category MT = Member Type RB = Recruited By Dues Categories: A = one year A2 = two years A3 = three years AE = 6 Mo. Free Member AF = OPM mailing 1 yr AG = OPM mailing 2 yr AH = OPM 18 mo AI = Family Membership M-114 Quarterly Membership Roster Report Contains National Only and Chapter Members Many Codes: No Longer Used These codes are for retirees only

  10. Retention Attention • M-114 Quarterly Membership Roster Report • Many Codes: (continued) Dues Categories (cont): A1 w/ AA = AFE one year A2 w/ AB = AFE two years A3 w/ AC = AFE three years A1 w/ AD = AFE joined via Credit Union (one year) B = Dues Withholding National and Chapter C = Dues Withholding National Only D = National Life Only Dues Categories (cont): D = Life E = Partial Life (Quarterly payments) F = Honorary I = Non-Renewal J = Cancellation K = Deceased Member Types: A = Annuitant C = Active Federal Employee F = Active Federal Employee Spouse N = Annuitant Spouse P = Prospect S = Survivor Annuitant Retirees Only

  11. Retention Attention M-114: Members are Dropped (See M-112 Report) From Membership Two Months After Expiration Date Retained In Database For 12 Months After Expiration Date (in case of reinstatement) After 12 Months From Expiration Applicant Must Join As New Member Reports Are Generated Quarterly

  12. Retention Attention M-114: Download the M-114 Sort by Expiration Date Review Expiration Dates for those dates that are coming due in two months Send a Post Card to Members one month prior to their expiration date

  13. Retention Attention i Io The M-112 Report Io Io I Ii Io I Ii Io I Ii I I I I I I I This report is provided for training purposes only Io I Io Io

  14. Retention Attention M-112 Chapter Activity Report Contains National Only and Chapter Members Coding is identical to M-114 New Members Reinstatements Members who are sent a 2nd Renewal Notice Members who have passed away

  15. Retention Attention M-112 Chapter Activity Report (continued) Deceased Members Transferring Membership To Spouse New Prospective Members (Currently National Only) Payment Status Changes Changes To Address, Phone # Or Email New Membership Incentive Program Members Sent 2nd Renewal Notice 2 Year Special

  16. Retention Attention M-112 Chapter Activity Report(continued) Members May Show Up in Multiple Categories If The Activity Qualifies Reports Are Generated Usually During The First Week Of Each Month

  17. Retention Attention M-112 Chapter Activity Report(continued): Download the M-112 Or print a copy of it Compare M-112 with A-220 to determine which members have paid dues for upcoming expiration dates If member shows on M-112 with a second notice sent, send a letter, send an email or make a telephone call Stress they will be missed as a member and they be missing the benefits of membership Make a real point there is still time to renew

  18. Retention Attention A-220 Chapter Dues Activity Report Codes Are Identical To M-112 & M-114 Reports Contains Payment Information and Amount Paid CHAPL Code = Life Member Paying Chapter Dues Membership Numbers, Member Names, And Amounts Members Paid Are Listed.

  19. Retention Attention I I I I I I The A-220 Report This report is provided for training purposes only

  20. Retention Attention W-101 Chapter Dues Advance Payment Report No Codes on this Report Shows Members Who are on Dues Withholding L l This report is provided for training purposes only

  21. Post Card (front) Retention Attention _______________________________ _______________________________ _______________________________ An Important Message from NARFE

  22. Post Card (back) Retention Attention Are you concerned about your retirement benefits? There is still time to renew your NARFE membership!!! NARFE, the only organization that will protect your benefits! Chapter ______ doesn’t Want YOU to lose your: • Assertive Legislative representation • NARFE Monthly Magazine • Up-to-date information through www.narfe.org and NARFE email • Network of other federal employees and retirees • Opportunities for political action and community involvement Sign up for Dues Withholding for automatic renewal !!! Contact: ______________ Phone: _______________

  23. Retention Attention Use Your Newsletter • Mailing already funded • Membership chair give editor appropriate information or access to the reports • Run names of those coming up for renewal in newsletter • Encourage dues withholding • List and thank those who have renewed

  24. Retention Attention Sample Newsletter Article • In December, five Chapter members will have their annual memberships up for renewal. They are: •     Donna Lonergan, Olympia • William Hughey, Shelton •     Robert Gillett, Lacey • Clinton Weed, DuPont •     Glen Jackson, Taholah •    The process that NARFE Headquarters uses is to send out a renewal notice two months before the expiration date.  We would certainly encourage you to renew quickly, and, if possible, sign up for a multiple year membership or Dues Withholding.  Currently, 72 chapter members are on Dues Withholding.  If you join them, you will receive a one-time $10 rebate check, plus a dues reduction of $5 annually.  OPM takes less than $3 monthly out of your allotment, and you never have to worry about renewing. •    Whichever approach you use, please renew.  Chapter 236 and NARFE value your continuing membership.

  25. Retention Attention Unreported Deaths • Identify using their membership numbers • NARFE’s most senior members have 6 or 7 digit membership numbers • Check their names against the Social Security Death Index • www.SecState.wa.gov • Archives • Digital Archives • Death Record • Social Security Death Index • By Name

  26. Retention Attention Using National NARFE Web Site * Ensuring Renewal http://www.narfe.org/departments/mem/member/articles.cfm?ID=851 * Eight Letters You Need to Send Your Chapter Members http://www.narfe.org/departments/mem/member/articles.cfm?ID=1270&CFID=216722&CFTOKEN=77151597 * Integrated Membership/Operations Plan Information http://www.narfe.org/departments/mem/member/articles.cfm?ID=858&CFID=216722&CFTOKEN=77151597 * These sites can be viewed once you sign in as a member. This is a great resource to Chapters!

  27. Retention Attention Questions or Comments

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