Kay Wilson, SPHR - Membership Director
We are half-way through the year and we still have a ton of work to do! There are some great things happening in the chapters in terms of membership, and make sure to share your ideas about any membership event, idea or project where your chapter has experienced a positive outcome, or even where the biggest thing you learned is that it didn’t work. Either way, the experience is valuable and could offer insight to someone else. What didn’t work in one chapter may be just the thing for another, so no idea is a stupid one!
June 23 Conference Call
We had a great conference call on June 23, and as promised, here are the highlights from that call. If you do not have the documents mentioned, you can access them either at the SHRM Volunteer Leader Resource Center, or e-mail me and I’d be glad to send you what you need.
Numbers Information—There is still some confusion as to what is required by SHRM and when, so to make things easier, here is the scoop: You are not required to submit your rosters on a quarterly basis to SHRM. That was done previously to help the chapters straighten out the numbers and to clean up the databases from mis-assigned, former, or relocated members and to ensure a clean start. As of December, 2010, we all had scrubbed rosters and are “good to go” from that point. If you would like a copy of the December 2010 In-Chapter report, I would be glad to send it to you. Simply send me a request to: firstname.lastname@example.org.
As for submitting rosters on a regular basis, SHRM may request them to do an audit, but the only thing they need on a regular basis is your new member information when they are a NATIONAL member. Your chapter earns money for those SHRM members on a quarterly basis, so it is best to submit them as soon as possible to ensure you receive your funds. The big key is to make sure that when you sign up a new member, have them complete the SHRM PRIMARY CHAPTER DESIGNATION FORM if they are members of more than one chapter (Ex: Snow Birds who work up north in the summer and in our state in the winter).
If you would like to complete an internal audit and see just who SHRM has listed as a national member for your chapter, you need to complete a CHAPTER REQUEST FOR AUTHORIZATION and send it to Crystal Adair at SHRM. The instructions are on the form and it’s very simple to do. For those of you who wish to reach out to the at-large members in your community for chapter business only, you can receive pre-set mailing labels directly from SHRM to help that process! You will need to submit a CHAPTER REQUEST FOR AUTHORIZATION TO USE SHRM MEMBER LISTS form, a copy of the mailing materials you wish to use and information on the partnering group (if applicable). Both of these lists are for one-time use only, and you must not share that information with any other chapter or outside organization.
CEO Outreach Program
The discussion of the progression of the outreach program didn’t reveal any major successes so far, but it’s early yet. It may be that we need to meet and discuss some changes that may need to be made, or that it is too grand a plan and needs to pared down a bit. I will be asking for some of you to meet with me at the conference next month to see if we can develop a program that follows the concept but may be more easily managed. I still believe the idea is a good one, but it may need more than my eyes to make it work!
HR Florida Conference and the At-Large Reception
On Sunday, August 28, from 5:30 – 7:00 pm, there will be a HR Florida Conference first! We are hosting an at-large reception in honor of conference attendees who have not indicated a chapter, and this is your time to shine! Each chapter will have a spot for two representatives (the Chapter President and Membership Director preferably, but a proxy if not possible) at a high top table. Attendees will be encouraged to mingle with the members of the chapter nearest them, and have some refreshments and a signature Membership Mango Margarita!
You are encouraged to bring materials on your chapter for your table including upcoming programs, brochures, etc. and although there will be no electricity provided, a battery-operated laptop with a slide show or chapter registration forms would be a great addition. Each chapter is required to make a sign for their table that includes three items: your physical location in the state, your chapter name, and who you represent as a chapter. There will of course be a competition for the best sign, and a prize will be awarded, but the bragging rights are worth so much more! I have heard some wonderful ideas already and cannot wait to see what you come up with for the event.
We are encouraging chapters to take a look at your chapter finances and see if there is a way you can offer some sort of incentive to those in attendance to join your chapter—free membership for 2012, free lunches, free registration to your chapter conference, etc. There are great ideas out there, and HR Florida has agreed to offer a $5 SHRM Bookstore conference gift certificate to anyone who joins a chapter at this event. PLEASE LET ME KNOW RIGHT AWAY IF NO ONE FROM YOUR CHAPTER IS ABLE TO ATTEND THIS EVENT!!!
Immediately following the At-Large reception at the HR Florida conference will be an informal gathering of folks with information on going 100%. I would like to speak to those who were Presidents during a transition to 100%, Chapter Board members who are interested in exploring going 100%, and even a few of those who are adamantly opposed to going 100%. Membership chairs are most definitely welcome, and in addition, we will explore some new ideas. It will only take about 15 minutes or so, and anyone who would like to participate is encouraged to join us in Conway at 7:00. NEW HOT IDEA DISCUSSION: Should your chapter waive fees for SHRM National Members? We will have a hot-button idea chat on the pros and cons—enough to fuel our minds and light our fires for debate. Special guests have been invited to participate in discussions at the event, and please feel free to join in immediately following the At-Large Reception.
It’s right around the corner, and I look forward to seeing you there. As always, please do not hesitate to contact me if you have any questions, comments or concerns regarding these items, or any other things you would like.
Image by CraigTaylor1974