Section 1 - RPEC Recruitment and Retention Policy. Introduction

Section 1 - RPEC Recruitment and Retention Policy Introduction This section contains information relating to RPEC s membership recruitment and retention policies, information on the various membership and recruitment roles within the organization, RPEC s goals and objectives, and RPEC s membership recruitment and retention plan. From the information provided in this section, each chapter is asked to develop its plan for recruitment and retention. The chapter s role for recruitment and retention of members is an important part to the overall success of RPEC, and the chapter s success will be determined by the implementation of its adopted membership and recruitment plan. Each chapter is asked to: 1. Appoint a Membership Chair, and Committee of volunteers when feasible, to assist and support the Chair. 2. Adopt a membership recruitment and retention plan for the chapter. 3. Implement the chapter s recruitment and retention plan. 4. Review the progress and/or update the recruitment and retention plan as needed, or at least once a year. 5. Report on the chapter s membership recruitment and retention activities, and progress to the chapter s District Executive Board member. Page: 1

Table of Contents Section 1 - RPEC Recruitment and Retention Policy Section Subject RPEC Roles and Contributors to Membership Recruitment and Retention Policy Page No. 3-4 Responsibilities of the RPEC Membership Coordinator 5-6 RPEC Membership Recruitment and Retention Plan 7-8 RPEC Strategic Plan Membership 9-13 Development and Implementation of Chapter Recruitment and Retention Plan Presidents Chapter Membership Chair Responsibilities 14 The Chapter s Adopted Recruitment and Retention Plan 15 Chapter Checklist 16-19 Page: 2

Retired Public Employees Council of Washington (RPEC) Policy Roles and Contributors to Membership Recruitment/Retention RPEC Roles and Responsibilities for Membership Recruitment and Retention 1. State Executive Board. The State Executive Board (Board) has the overall responsibility for leadership on growth and retention of members, establishing membership development policies and development of the guidelines governing the duties and responsibilities of the State Membership Committee (Committee). The Board will consider the recommendations of the Committee and adopt the membership goals and objectives for the coming year. 2. President. The President is responsible for oversight on meeting the Retired Public Employees Council of Washington (RPEC) goals and objectives which include the planning, implementing and monitoring of the RPEC membership program developed by the Committee. The membership program is coordinated by the Chair of the Committee in conjunction with the Membership Coordinator (Coordinator) and Executive Director. 3. State Membership Committee. The Committee is appointed by the President subject to the approval of the executive board and composed of a chair and members from various geographic areas of the state. The chair schedules Committee meetings, guides the Committee s work and provides periodic reports to the President and Board. The Committee, in conjunction with the Membership Coordinator and Executive Director, plans and recommends to the President and Board, at least annually, strategies for the implementation of the membership development/retention program. The Committee s responsibilities are to: (a) Provide guidance and support to the Board, chapters and RPEC s chapter membership chairs on accomplishing RPEC s membership recruitment and retention goals and objectives. This includes committee members communicating with their executive board members, chapters and chapter membership chairs in their district in support of RPEC s endeavors to meet its goals and objectives. (b) Develop and recommend a statewide recruitment and retention program that includes recruitment, retention, and reactivation of lapsed RPEC members, as well as its implementation, and periodic reports or updates on meeting the goals and objectives. Elements of the recruitment and retention program may include, but are not limited to: Recruitment mailings and phone calling to eligible retirees; Recruitment and retention workshops; Statewide, district or chapter training on membership recruitment and retention; Statewide or local membership drives; Development and/or review of recruitment and training materials, and membership handbook as needed, but at least once a year; Building relationships with other organizations for recruitment of members; A recognition program on achievements of individuals and chapters in membership recruitment and retention; Build and support functioning chapters; and Page: 3

Build on communications for the purpose of educating and informing RPEC members, and encouraging members participation in RPEC activities. (c) Report on the Committee s activities and the membership recruitment and retention program at each Board meeting. 4. Chapter Presidents. The chapter presidents and the local executive board in conjunction with their local membership committee or membership chair will adopt a membership recruitment and retention program for their chapter. The chapter president in conjunction with its membership committee or chair will review and/or update its recruitment and retention program as needed, but at least once a year. Chapters are encouraged to try innovative approaches to their recruitment and retention program and share their ideas. 5. Chapter Membership Committees. The chapter membership committee is central to the entire organizing effort. Although the Council conducts statewide membership drives, there are no substitutes for the consistent, on-going organizing work of the chapters. The chapter membership committee should have, if possible, more than one member. Their duties include contacting newly retired persons and maintaining records on their contacts. Tracking mechanisms must be established to monitor the effectiveness of our organizing efforts and to identify where more or different kinds of work are needed. Many existing members know little about RPEC and do not attend local meetings. It is recommended that the local membership committee devise a plan for contacting these members periodically to encourage their participation, e.g. via newsletters, calls, personal contact, calling committees, emails, robo calls, etc. 6. RPEC Membership Coordinator. The Coordinator is a staff position based in the Olympia office. The Coordinator, in conjunction with the Committee, is responsible for the development and implementation of programs to increase the membership in RPEC, and also to enhance the involvement of existing members in chapter and statewide activities. The Coordinator also assists the Committee and acts as facilitator in Committee meetings. Approved by Executive Board 9/22/15 Page: 4

Responsibilities of the RPEC Membership Coordinator New Member Cards Check all new cards for complete information(with Administrative Assistant) (SSN, retirement system, signature, etc. and send back with letter if no SS or sign.) Code for Chapter by location or agency(with Administrative Assistant) Input new member in database(with Administrative Assistant) Cards and checks for cash-pay go to Accountant (with Administrative Assistant) All other cards turn over to IT App. Spec. for scanning(with Administrative Assistant) Mail REGULARLY UPDATED new member letters generated every Monday Chapters should be sent Add/ Drops/ Changes with Executive Director s Monthly Letter Member/Chapter Information Update member information as they come in- address changes, drops, deaths, etc. (with Administrative Assistant) Update chapter information location, meeting times, officers, etc. Send out Alpha lists in monthly letter Maintain Chapter Meeting list Maintain lists of all committees and chairs (until new database created) Assist with setting up in-district meetings Calendar Track chapter meetings, DRS seminars, State Labor Council conventions, AFSCME state conventions, policy group meetings, Presidents meetings, professional associations, Senior Lobby and other affiliated groups(with Administrative Assistant) Chapter Newsletters Set up a Meeting Notification Process & Communicate with Chapters regarding timelines for newsletters Receive, edit, modify, append Chapter newsletters Send to Executive Director for final approval Send IT App. Spec. copy of final newsletter for publishing for web Print, fold & stuff newsletters in advance of mailing(with WFSE Print Shop) MDR from DRS Check new members, drops, changes against MDR (until new database created) Contact/follow-up with DRS regarding any inconsistencies Membership Report Provide Executive Director report on membership numbers (Increase/ drops by chapter) Quarterlies/Special Lists Send requests for quarterlies/special requests to DRS Page: 5

Receive file, append to master file, prep file for mailings data coordination, filtering, etc. Affiliations Build & maintain working relationships with local unions and organizations for recruitment, newsletters, etc. Maintain WFSE Active List/ Update who has joined/ who hasn t as of the end of the year Membership Rosters Provide quarterly alpha rosters to Chapters or as requested by Chapter Provide alpha rosters with legislative district information prior to Legislative Session Maintain records of mailings: when went out, how many sent, joined, total cost (Print/ Postage) Membership Committee Maintain Membership Handbooks Assist Membership Chair and Membership Committee Facilitate Membership Drives Chapter Membership Chairs Assist Chapters in appointing and educating a membership chair Recruitment & Retention Assist chapters/membership chairs Assist and promote vendor tables at DRS retirement seminars, Conventions, and public venues Coordinate Officer s Training Develop, disseminate and maintain recruitment materials/supplies Maintain Speakers list Regularly provide guidance for high functioning meetings RPEC Newsletter Write an article for the Chapter Spotlight Website Work to populate & maintain recruitment information/efforts on website Provide information to maintain accurate Chapter meetings/information on website Lobby/Legislative Day Coordinate, facilitate and Implement Convention Prepare/coordinate membership awards Vendor coordination(with Administrative Assistant) Page: 6

Retired Public Employees Council of Washington (RPEC) Membership Recruitment and Retention Plan ACTIONS: 1. Recruitment a) RPEC recruiting and promotional activities: An annual recruitment mailing to all eligible retirees from lists provided by DRS Quarterly mailings to eligible retirees from lists provided by DRS Coordinate and distribute to chapters the quarterly mailing list for follow-up telephone calls and/or mailings Raise RPEC s visibility and promote RPEC among soon to be and current eligible retirees at DRS seminars and at conventions of coalition partners and affiliates Build relationships with coalition partners and affiliates at the top levels Provide publicity and advertising through media, unions, other local contacts and chapters Gain local chapter support for growth in membership through district executive board members Provide telephone support on drop and cash dues members Contribute articles to regional newspapers and coalition partners newsletters Provide support for chapters through the use of databases and computer applications to enhance contacts Provide when feasible funding assistance to chapters attempting innovation in contacting potential members Provide phone calling support for chapters Coordinate and provide support to chapters on training and membership activities b) Chapter recruiting and promotional activities: Appoint chapter membership chairs and develop membership committees where feasible Follow-up with telephone calls and/or mailings to eligible retirees from quarterly lists provided by RPEC Advertise through local affiliate newsletters, media, etc. Distribute recruitment information Coordinate and work with executive director and membership coordinator on building relationships with local organizations and affiliates Participate in RPEC recruitment activities Search out and recommend new methods to attract, retain and engage eligible retirees 2. Retention: a) RPEC retention and outreach activities: Produce and distribute a minimum of four RPEC newsletters Provide support to chapters with the development, printing, and mailing of meeting notices or newsletters Maintain and keep current the RPEC website and Facebook Report to chapters monthly on RPEC activities Page: 7

The Executive Director will endeavor to visit each chapter yearly Each district executive board member will visit their district s chapter(s) a minimum twice yearly - Report on executive board and membership activities - Provide support and follow-up on chapter and RPEC goals and activities b) Chapter retention and outreach activities: Regular meetings Speakers at chapter meetings Encourage member attendance and involvement through the use of the newsletter Member participation at convention and legislative day Develop and use phone trees, email address list, automated calling or other technology for chapter communications and RPEC alerts Regular chapter communications with all its members: - Newsletters and meeting notices to all chapter members - Communication or distribution of RPEC reports and information provided by officers to the members 3. Membership Training and Reactivation of Chapters a) RPEC training and reactivation of chapters activities Active involvement of district executive board members and membership committee with chapters Orient and train district executive board members, chapter presidents, membership chairs and other officers on membership recruitment and retention policies, goals and plan Identify chapters that have difficulty recruiting and training officers, executive board members and committee chairs Work with chapters on developing leadership by helping them recruit new volunteers Encourage enhanced use of technology to achieve goals b) Membership Committee training and retention/recruitment activities in coordination with executive director and membership coordinator: Development and periodic review of a membership recruitment/retention handbook Provide training and support to chapters Annual review of Membership Recruitment/Retention Plan and training materials Performance/Accountability The Executive director reports to Executive Board on RPEC s recruitment and retention activities Chapter presidents report to the district executive board member on the chapter s recruitment and retention activities and its status District executive board members report to the Executive Board on chapter recruitment and retention activities Membership chair reports to Executive Board on Membership Committee s activities Approved by Executive Board 9/22/15 Page: 8

FY 2017-18 Business Plan The primary goal of RPEC is to increase our power to better protect the retirement security of our members. Our power increases with more members and more active involvement by those members. Our membership increases when we are visibly successful in implementing our legislative goals of protecting retirees. To do this we must: Expand gifted membership program to new organizations and retain a majority of those new members. Increase new member recruitment. Protect and improve the retirement security of our members. Increase participation and activism of members at the Chapter level. 1. Expand gifted membership program to new organizations and retain a majority of those new members. Objective Strategy Measurement Increase membership attributed to gifted Retain members who received gift of initial dues payment by other organizations Retain at least 25% of gifted members during the first programs by 500 members per year Provide specialized mailings at key points during the initial membership period year Encourage Chapters to invite gifted members to meetings and special events Retain at least 50% of gifted members during the second Individually phone or visit homes of gifted members to discuss continuing membership year Create incentives for gifted members to return membership application Expand gifted memberships to other organizations Number of new members Add one organization for participation every three months For organizations unwilling to gift membership, devise strategies for identifying their retirees and directly recruiting membership Regularly evaluate and revise recruitment strategies 2. Increase new member recruitment. Objective Strategy Measurement Generate steady growth in membership levels Use blind mailings through DRS to recruit new members Number of new members Evaluate past mailings to determine the characteristics of retirees that generate the greatest number of members Continuously improve the materials sent to prospective members Use quarterly mailings from DRS of recent retirees Number of new members Page: 9

to recruit additional members Target separate employee groups with specialized mailings to evaluate effectiveness Continuously improve materials sent to prospective members Develop and implement Chapter membership plans Assist Chapters in developing plans that are best suited for their locale Assess effectiveness of membership plan at each Chapter meeting Collect information on the effectiveness of the plans through Executive Board members for reporting at regular Board meetings Collect exit interview feedback from those dropping membership and report it to the Membership Coordinator Develop workplace posters for distribution by Chapters to local worksites and community locations where seniors gather Design strategies that create incentives for individual members to sign up new members Make $100 award for signing up five new members a permanent program Create an annual raffle award among those who sign up a new member as of September 1 st of each year Increase in adds and reduction in drops at Chapter level Number of new members attributable to the incentives Build visibility among organizations that represent potential future members Provide retirement security seminars to organizations and groups of potential future members Encourage Chapter members to attend meetings of organizations that represent public employees to report on retirement security issues Maintain membership on Boards, Commissions and Committees that raise the visibility of RPEC as an expert on retirement security Increase social media presence Provide contributing articles to newsletters from allied organizations Explore avenues of using free media to raise awareness of RPEC Encourage Chapters to participate in community events 3. Protect and improve the retirement security of our members. Page: 10

Objective Strategy Measurement Educate members on legislative priorities and threats: Communicate goals through quarterly newspaper, Executive Director s monthly report, website and social media Secure full funding of actuarial recommendations; restore PERS 1 COLA; and, enact legislative priorities approved by convention delegates Page: 11 Update and develop new fact sheets on key issues and bills for distribution Send Legislative Alerts to members by email, social media and/or phone tree or robocalls when pressure much be applied at critical points in the legislative process Include Retirement Security item on all Chapter meeting agendas Educate legislators and the Governor on legislative priorities and threats: Engage with House and Senate leaders from both parties Arrange meetings by members with their legislators on priorities between and during the legislative session Testify before legislative committees on priority legislation Educate the public on legislative priorities and threats: Submit editorials to major newspapers on individual legislative priorities Encourage letters to the editor by members to local newspapers Educate allied organizations on legislative priorities and threats Seek support from the Washington State Alliance for Retired Americans (WSARA) Bring community based organizations into WSARA to increase clout Educate RPEC members, members of Congress and the public on retirement security issues at the federal level Develop fact sheets specific to federal priorities Meet with members of Congress at least annually to seek support for those priorities Work with AFSCME to advance our federal priorities Engage Chapter Political Action Committees to recruit volunteers for Congressional candidates Provide support to elected officials who support our legislative priorities: Interview and/or review the voting records of candidates for potential endorsement Raise a minimum of $50,000 each two year election cycle to support endorsed candidates Prepare grant requests to AFSCME during Increase in the number of affiliates in WSARA Win/loss percentage in targeted races

each even-numbered year Target key races and direct the majority of contributions to those candidates Engage Chapter Political Action Committees to recruit volunteers for campaign activities Educate members on endorsed candidates with special mailings to members in targeted races Identify unregistered members and get them registered to vote Provide members with timely endorsement recommendations Develop specific proposals for legislative priorities Recruit legislative supporter to submit draft bill language to Code Reviser Obtain sponsors from both parties for all bills Recruit allies from other organizations to support our legislative agenda Enactment of legislative priorities into law Page: 12

4. Increase participation and activism of members at the Chapter level Objective Strategy Measurement Attract and retain member participation at Chapter meetings Secure a venue that is strategically located and conducive to holding a meeting. Identify buddies to welcome new attendees, listen to their concerns and respond to questions. Train Chapter Presidents and Statewide Executive Board members on effective meeting management Use the checklist to evaluate the effectiveness of Chapter meetings and identify specific areas for improvement. Focus the meeting agenda on issues related to retirement security. Regularly invite elected officials to speak on RPEC s legislative priorities. Invite other speakers of interest on a regular basis Create committees (Membership, Political Action, Speaker, Sunshine, etc) that empower members to participate on behalf of the Chapter. Use phone trees and/or calling services to notify members of meeting time, place and featured speaker. Communicate with members who do not attend meetings to identify ways to increase the likelihood of attendance. Design periodic district meetings to bring members from different Chapters together with special topics or speakers. Number of attendees Section 1 - RPEC Recruitment and Retention Policy Page 13

Development and Implementation of a Chapter Recruitment and Retention Plan Chapter Presidents The chapter presidents and the local executive board in conjunction with their local membership committee or membership chair will adopt a membership recruitment and retention program for their chapter. The chapter president in conjunction with its membership committee or chair will review and/or update its recruitment and retention program as needed, but at least once a year. Chapters are encouraged to try innovative approaches to their recruitment and retention program and share their ideas. --Policy - Roles and Contributors to Membership Recruitment/Retention Chapter Membership Chair Responsibilities Keep updated chapter member records (adds, drops, and changes) and follow up on bad addresses. Notify Council Office of any changes to the Chapter s list of members such as deaths, change of address, phone numbers or email addresses. Encourage and help chapter members meet or exceed the chapter s recruitment goals as outlined in the Chapter s recruitment and retention plan. Assist the President with the implementation and monitoring of the chapter s recruitment and retention plan. Encourage prospective members to join. Make follow-up phone calls and send letters to names sent by the Council Office on the DRS Quarterly list. Invite prospective members to chapter meetings Maintain follow-up log and submit monthly to Council office Establish relationship with union locals to encourage payment of first year s dues Help find volunteers for information tables at relevant events Identify and plan recruitment activities that work for the chapter's area Encourage members to participate in recruitment and retention activities. Encourage members to remain with RPEC: Call drops to encourage them to remain members and determine reason for drop Call inactive members and encourage them to come to meetings Foster good communication between the chapter and chapter members Attend chapter meetings. Welcome new members and guests at meetings. Section 1 - RPEC Recruitment and Retention Policy Page 14

THE CHAPTER S ADOPTED RECRUITMENT AND RETENTION PLAN Section 1 - RPEC Recruitment and Retention Policy Page 15

Checklist A checklist has been developed as a tool for both the Chapter and District Board Member to report on the chapter s membership recruitment and retention activities. Each District Board Member will be reporting on their District s activities and progress as part of their report at a Board meeting. A copy of the checklist is attached. Section 1 - RPEC Recruitment and Retention Policy Page 16 Checklist District Board Members/Chapters Does the Chapter reach out to new members via email/phone/in-person to invite them to

meetings? Does the Chapter provide the latest updates on retirement security at every meeting? Does the Chapter have regular speakers? Does the Chapter have a phone tree or email list together to contact members quickly? Does the Chapter send out regular newsletters? (Those who cannot attend usually like updates) Does the Chapter send out a notice of elections 30 days before elections occur? Does the Chapter try to get word out to its membership to generate participation in convention? (where agenda for RPEC originates) Does the Chapter reach out to other public employee groups/ or retiree groups in their local area? Does the Chapter have any recruitment plans in place? Does the Chapter do follow-up calls/ mailings to eligible retirees from lists provided by RPEC? Section 1 - RPEC Recruitment and Retention Policy Page 17

Does the Chapter have a Membership Chair? Section 1 - RPEC Recruitment and Retention Policy Page 18