EnergizingYourChapter

ENERGIZING YOUR CHAPTER: 60 TIPS IN 60 MINUTES WORKSHOP PRESENTERS     Marcia Van Oyen Jennifer Madden James Thomashower Herb Williams Sponsored by the Committee on Membership Development and Chapter Support Presented Wednesday, July 7, 2004, 2:30 – 3:30 pm, Los Angeles AGO National Convention AGO National Assistance RESOURCES! RESOURCES! RESOURCES! 1. Order free membership materials to distribute.      Membership brochures Sample TAOs Membership Cards Insurance Brochures Credit Card Brochures 2. Take advantage of the Guild sponsored free webpage.    Hosted through AGO National website Absolutely free to AGO Chapters Easy to use 3. Request a “Membership Documents” booklet.    Includes: Sample membership recruitment/retention letters Notes from previous convention workshops 100 ways to encourage and maintain membership 4. Request a mailing list.     Excellent source of potential members Current and Lapsed Independent Members Current and Lapsed subscribers Lapsed voting members in your area 5. Report your chapter’s activities in TAO Chapter News.  All submissions are published 6. Utilize Educational Resources to honor chapter members.   Past Dean’s Pin for past deans Guild stationary: perfect for jotting a personal note to a new member 7. Create a membership packet.  Headquarters can send free resources to be included in the packet 8. Request information on the various AGO educational programs.  Chapters can sponsor events including Pipe Organ Encounters, PipeWorks, and Pedals, Pipes, and Pizza 9. Utilize the new “Chapter Management” website section.    Answer all your questions about running a chapter Will eventually replace the hard copy of the “Chapter Management Handbook” www.agohq.org/management 10. Take out free Ads in TAO.  Free ads for Chapter events 11. Take advantage of the 10% discount on Educational Resources.    Remind your members Remind your workshop leaders Benefit exclusively for members only 12. Make sure you are enjoying the benefits of being tax-exempt.  National can prepare individualized chapter tax exemption documents 13. Don’t hesitate to request a Certificate of Liability Insurance.   Free for all chapter events Our coverage names your venue as an additional “insured”, and provides protection to the following limits: $1, 000,000 each occurrence and $2,000,000 general aggregate 14. Take the one administrative step to ensure your members receive uninterrupted service of their TAO.   Send dues reports to Headquarters by deadline of September 1. Be sure to start your membership renewal process early enough to ensure completion by September 1. 15. Call anytime for assistance.   Monday through Friday 9am- 5pm Eastern Time Or write us with any questions or concerns Let the AGO Staff help you!!! AGO National Headquarters 212-870-2310 info@agohq.org Staff Extensions Dial 212-870-2311 and then press extension: TAO: Anthony Baglivi ext. 4299 Todd Sisley ext. 4306 Bob Price ext. 4307 Jennifer Madden ext. 4304 Jin Kang ext. 7512 Karen Hamilton ext. 4302 Paul Wolfe ext. 4303 Harold Calhoun ext. 4318 Tony Thurman: ext. 4308 James Thomashower: ext. 4300 Membership: Financial Matters: Certification: Educational Resources: Development: Executive Director: Creative Programming A KEY TO MEMBERSHIP DEVELOPMENT 16. Programs are the welcome mat at the door of your chapter.   Think about what makes a home inviting: the porch light is on, the walk is swept or shoveled, the house number is clearly visible, there’s a wreath on the door, when you step through the door, a smiling host greets you and offers you a beverage. Practice hospitality: have greeters armed with a friendly smile, directions, where to hang coats, point the way to restrooms, a tip about where to sit, a table of AGO info, etc….. 17. Every program is a recruitment opportunity.   Expect guests beyond your chapter members and be prepared for them. Always have AGO info and someone to answer questions available. 18. Get beyond the organ loft and outside the church doors.     Find other venues that can accommodate organ-related programs. Procure a portable demonstration organ or rent a (portable) digital instrument to get in a new venue. Have a display at a local event – an arts fair, a parade. Participate as a chapter in a walk-a-thon or other community event to foster awareness of the AGO. 19. Your slate of programs should resemble a multicolored patchwork quilt. 20. Tell the pipe organ’s story.     De-mystify the pipe organ. Show its versatility. Let your fascination with the organ show. Organbuilders and technicians are good resources. 21. Recognize the diversity of your audience.    Plan for highly-skilled, intermediate, and beginning musicians. Organists and organ “groupies.” Offer a program with multiple levels simultaneously – learning to play hymns, hymn improvisation, writing hymns, etc. 22. Do something unique.      Never on a Sunday! Program Organ concert with a light show. Have the audience choose the repertoire. Celebrate something. Debunk preconceived notions – organists are not always serious and scholarly. 23. Include non-organists on your program committee.    They will bring a new perspective. Take their ideas seriously. They can help win new audiences for the organ. 24. Encourage camaraderie.     Provide opportunities for members to socialize. Provide opportunities for members to work on something together. Hold a music exchange or round-table discussion. Plan a field trip involving group transportation. 25. Become part of a larger picture.      World’s Largest Organ Recital, Pipes Spectacular A music festival or community event. Latch onto a local walking tour. Plan a program with a museum. A progressive concert of local organs. 26. Combine the pipe organ with other arts.      Painting, architecture, stained-glass windows, poetry, dance. Create art during an organ concert. A travelogue slide-show or video with organ music. Photos/video of organ chamber interior while concert is played. A pipe organ timeline with live music and art/fashions/architecture of the period. 27. Scan the media for ideas.      Reports of chapter programs in TAO. Local music reviews and ads. Browse other arts magazines. Consult with members of other arts organizations for ideas. Make a point of asking people what would interest them. 28. Engage artists who engage the audience.     Performers who communicate well with an “uninitiated” audience. Repertoire people can relate to and/or recognize. Verbal program notes. Audience participation – e.g., create a Zimbelstern with audience shaking car keys. 29. Make time for formal concert and informal chat.     Plan a chat/discussion time for the audience and artist. Move beyond the handshake/“your concert was great” at a reception. Do a public interview with the artist. Ask the artist to share how he/she got started playing the organ or a funny experience while playing a concert, etc. 30. Include a program for children and youth.      Collaborate with local schools – offer a field trip featuring organs. Give children a hands-on experience. Feature some of the excellent organ demonstration pieces available. Provide a small souvenir pipe if possible. Ask younger children to draw pictures, older children to create a photo essay or video. CHAPTER FINANCE AND GOVERNANCE EARN, BABY, EARN! 31. Create an annual budget with a year-end profit.    "Not for profit" is a tax status defined in section 501(c)(3) of the Internal Revenue Code. It is not a goal for year-end financial results. As long as profits are used for the taxexempt purposes of the organization, there is no limit to the amount of money your chapter can earn. Earn, baby, earn! 32. Budget a profit for each chapter program and event.      Charge admission fees to cover or offset costs. Seek sponsorships and underwriting. Sell advertising in program books, bulletins, and newsletters. Welcome exhibitors to major events and charge them an appropriate fee. Explore and maximize all non-dues revenue opportunities. 33. Raise funds through gifts, grants, and contributions.     Start an annual fund, scholarship fund, or endowment fund, and solicit members and local constituents for contributions. People are delighted to support causes and charities they truly believe in. To get a gift, ask for it, and make the process easy. Thank donors promptly. 34. Scrutinize a quarterly financial statement    It should include a profit and loss statement and a balance sheet. Empower a competent, independent audit committee to review the financial records annually. Uphold your fiduciary responsibilities to protect the assets of the organization. 35. Document your financial policies and procedures.    Names, account numbers, and institutions for checking, savings, and investments. Process for receiving, recording, and depositing income and expenses. Compile this information in an accounting manual that becomes part of the permanent records of the chapter. 36. Approve and abide by up-todate operating procedures.  See AGO's model procedures on line at www.agohq.org.  Hold volunteers accountable for their responsibilities Follow rules for nomination and election of officers with special care.  37. Discover the benefits of marketing.   Establish a Marketing Committee Charge it with marketing membership, programs, and sponsorship of events. Remember, if you don't promote your chapter, its programs, services, and member benefits, who will?  38. Maintain archives in a safe and secure environment.  Ask a local library or historical society if they can provide secure space for storage. Avoid using shopping bags as a storage medium for archives and permanent records.  39. Successful chapters share four critical characteristics:  Vibrant leadership with a clearly defined and operational succession plan.    Supportive administrative infrastructure. High member involvement. Menu of services and programs that meet member needs. 40. Leadership consists of a core group of volunteers.  There must be an identifiable leader and leaders in the wings. Leaders in the wings are as important as current leaders. Chapters that have the same people in the chairs or that recycle leaders will struggle.   41. Perform administrative functions effectively.  An effective administrative structure establishes and implements appropriate policies and procedures. It provides the chapter with identity. It assures continuity through leadership changes and over time.   42. Members must be actively engaged in the chapter.    They come to meetings and events, talk to other members formally and informally, and step up as presenters, facilitators, or committee participants. But! Some people may prefer to be virtually involved. Successful chapters can be large and small. What's important is that the members are active. 43. Successful chapters offer right programs and services.   Offer three that make a difference. Chapters must focus on identifying and meeting members' needs. Networking and education are typically at the top of any list.  Survey your members for free using Zoomerang and SurveyMonkey. 44. Determine the chapter's mission and purposes.     Establish a mission that describes the daily work of the chapter. Establish a vision as an attainable longterm objective. Identify specific mid-range objectives to accomplish by specific dates. Establish a plan of action to achieve objectives and goals consistent with the mission and vision. 45. Abide by these basic responsibilities:       Select and support the dean. Ensure adequate resources. Manage the resources effectively. Determine, monitor, and strengthen the chapter's programs and services. Enhance the chapter's public standing. Ensure legal and ethical integrity, and maintain accountability. Recruit and orient new board members and assess board performance. Professional Concerns / AGO Chapter Outreach Initiatives DRIVING PROCESS ORIENTED GOALS TO ACCOMPLISH MEASURABLE RESULTS Chapter Outreach Six Strategic Themes  I. - VISION:  Crafting a general statement of direction, citing core values and desired outcomes. Chapter Outreach Six Strategic Themes  II. - ACCESS:  Identifying and removing both internal/external barriers, both real and perceived. Chapter Outreach Six Strategic Themes  III. - INTEGRATION:  Advocating for and creating effective collaborative partnerships with others. Chapter Outreach Six Strategic Themes  IV. - STEWARDSHIP:  Fostering fiscal responsibility and the wise use of mutual economic resources. Chapter Outreach Six Strategic Themes  V. - INSTITUTIONAL CAPACITY:  Coordinating volunteers, promoting partnerships and/or joint ventures. Chapter Outreach Six Strategic Themes  VI. - CIVIC OPPORTUNITIES:  Exploring the “big picture” by sharing the Guild with the “outside world.” Chapter Outreach Initiatives 15 TIPS FOR YOUR CHAPTER 46. Chapter Outreach Outcomes  Define outcome-based goals with specific objectives to be accomplished.  Changed  Improved  Increased - Measurable results may include: attitudes and/or beliefs; skills and knowledge gained; use of resources and support. 47. Chapter Outreach Categories  Establish outreach categories: – – – – General public; Corporate community; Internal “in-reach!”; And other possibilities … 48. Chapter Outreach Resources  Identify the resources at hand and those desired and/or needed for effective outreach activities. 49. Chapter Outreach Events  Create a calendar of local, regional and/or other national cultural events of interest to pursue. 50. Chapter Outreach Plans  Develop a specific plan (i.e., both shortterm and long-range planning efforts). 51. Chapter Outreach Strategies  Formulate both internal and external information strategies and initiatives. 52. Chapter Outreach Involvement  Promote community involvement and civic engagement at the local, regional and/or national level. 53. Chapter Outreach News & PR  Distribute local, regional and/or national news releases and/or publications as appropriate. 54. Chapter Outreach Learning  Provide a vehicle for on-going self and/or collective learning. 55. Chapter Outreach Partners  Sponsor and/or partnership on special events, projects or occasions. 56. Chapter Outreach Exhibit  Craft or contract for a portable exhibit for internal or external display use. 57. Chapter Outreach AV Outlets • Create an audio-visual and/or powerpoint presentation for internal and/or external use. 58. Chapter Outreach Website  Create, maintain (i.e., update!) and promote use of your chapter website. 59. Chapter Outreach Branding  Effective outreach should create a more approachable and inviting organization to others. 60. Chapter Outreach Effectiveness  Assess accomplishments: – Are these outreach efforts worth repeating and were your goals met? Have these endeavors attracted new chapter membership and/or enhanced viability? – Chapter Outreach Bonus Ideas Potential Suggestions for Specific Chapter Outreach Activities A. Chapter Outreach Potential Suggestions  Consider collaborating with local and/or regional music libraries (i.e., public, conservatory, college and/or university settings). Example: for potential lectures, tours of library resources and/or inspiring procurement of acquisitions supporting the organ and choral fields. B. Chapter Outreach Potential Suggestions  Consider collaborating with local and/or regional music departments (i.e., public, elementary/secondary school systems, conservatory, church and/or synagogue schools, college and/or university settings). Example: for a joint program such as “The Young Person’s Guide to the Organ” lecture/demonstration. C. Chapter Outreach Potential Suggestions  Consider collaborating with local and/or regional arts organizations (i.e., choral, instrumental, percussion and/or other musical ensembles). Example: for mutually shared concerts and recitals in either sacred or secular venues such as concerti, jazz, masses, oratorios [Messiah], and/or musicals, etc. D. Chapter Outreach Potential Suggestions  Consider commissioning a small and/or large scale composition (i.e., tap into local, regional and/or national talent) for a specific anniversary, celebration or other special occasion or event. Example: for a chapter anniversary, new organ dedication and/or honoring a local composer, etc. E. Chapter Outreach Potential Suggestions  Consider collaborating with local, regional and/or national artists (i.e., hosting an art plus musical exhibit, musical project and/or special event). Example: such as drawings, glass, paintings, sculpture and/or other arts media exhibitions offered or presented in a musical context. F. Chapter Outreach Potential Suggestions  Consider commissioning and/or collaborating with local, regional and/or national drama organizations (i.e., by offering a musical platform for thespian venues). Example: such as recreating a Miracle Play, poetry reading and/or crafting a special liturgical or secularly tailored theater piece and/or event. G. Chapter Outreach Potential Suggestions  Consider commissioning and/or collaborating with a local, regional and/or national dance organization (i.e., by offering a musical venue for creative dance). Example: such as having a major or minor organ work choreographed (i.e., such as Messiaen’s Méditations sur le Mystère de la Sainte Trinité, etc.) H. Chapter Outreach Potential Suggestions  Consider hosting and/or sponsoring a local, regional and/or a national culinary cultural event (i.e., by offering a musical venue for a special meal events format). Example: such as hosting a local chef, catering firm or a do-it-yourself buffet (i.e., American, French, Spanish, etc. cuisines) with a specific culinary/ concert accent. I. Chapter Outreach Potential Suggestions  Consider collaborating with a local, regional and/or a national civic and/or community outreach organization (i.e., by offering a musical venue for a specific mutual outcome). Example: such as “Concerts for a Cause” addressing hunger and/or some other specific civic aid beneficial type of effort. J. Chapter Outreach Potential Suggestions  Consider grooming and seeking out potential corporate collaborators to support general arts and cultural efforts (i.e., by offering a musical venue for a specific fundraising cause). Example: such as promoting the construction or remodeling of a local, regional and/or national arts facility. K. Chapter Outreach Potential Suggestions  Consider collaborating with and/or seeking potential co-sponsors to support a musical arts/organ scholarship for deserving musicians (i.e., by offering a musical venue for a specific scholarship fundraising effort). Example: Encouraging student participation in sanctioned AGO events. L. Chapter Outreach Potential Suggestions  Consider instituting joint gatherings with other established arts entities at either the local, regional and/or national level (i.e., sharing mutual organizational success stories and challenges or other issues). Example: Joint board meetings, shared information bases and other collegial exchanges. Thank you for attending this workshop References  Tips 39-43 adapted from “Dashboard Indicators for Chapter Success,” a presentation by Peggy Hoffman, President, and Peter Houstle, CEO, of Mariner Management & Marketing, LLC., ASAE M&T Learning Exchange, February 10, 2004. Tip 45 adapted from “Ten Basic Responsibilities of Nonprofit Boards,” by Richard T. Ingram, National Center for Nonprofit Boards, 1996.  CONTACT INFORMATION FOR WORKSHOP PRESENTERS: MARCIA VAN OYEN, DMA, AAGO Glenview Community Church (UCC) 1000 Elm Street Glenview, IL 60025 H: 847-317-0916 C: 847-724-2210 Fax: 847-724-2213 marcia@mvanoyen.com vonorgan@juno.com CONTACT INFORMATION HERBERT K. WILLIAMS, BA 501 E. Roy, Unit 101 Seattle, WA 98102 H: 206-323-6562 W: 206-282-7300, ext. 8629 Fax: 206-282-3555 hwilliams@casey.org CONTACT INFORMATION JENNIFER MADDEN, BA Membership & Marketing Coordinator AGO National Headquarters 475 Riverside Dr., Suite 1260 New York, NY 10115 212-870-2311 ext. 4304 jem@agohq.org CONTACT INFORMATION  JAMES E. THOMASHOWER, BA, CAE Executive Director AGO National Headquarters 475 Riverside Dr., Suite 1260 New York, NY 10115 212-870-2311 ext. 4300 jet@agohq.org