Notes From Club Presidents’ Workshop 2002


Notes from the
Presidents’ Workshop


Conducted at the 2002
International Propeller Club Convention

Charleston,
October 8, 2002


           The 2002 Presidents’ Workshop held in conjunction with the
Charleston
convention was conducted on Wednesday afternoon, October 8 2002. 
Approximately twenty-five Presidents attended.  Bob Fry, International 1st
Vice President, moderated the session assisted by Jerry Snow,
Mid-Atlantic Regional Vice President.


          The workshop began with attendees offering particular subjects
they wanted to address.  These were listed, then prioritized as
follows: 

·        

Membership Retention

·        
Public
Awareness/Publicity/Mission

·        

Improved Participation & Attendance

·        

Programs, Venue Selection & Meeting Time

·        

Administration


 Each was taken in turn and discussed by the participants.  The
following notes related to each topic were taken:

 




Membership
Retention


           Membership retention prompted some discussion relating to the
state of the economy.  Some members believe a recession in progress in
their area has caused some loss of membership due to loss of jobs or
even whole companies in our industry.   Additionally, some presidents
noted that some firms have stopped subsidizing membership dues for
employees, adversely affecting attendance and participation in club
events.  Suggestions for dealing with this included

·        

Explaining the value of membership for networking during tough times.

·        
The
economy will turn around sooner rather than later.

·        
Offer
cheaper and easier to attend events.

·        
Keep in
touch with departing members to insure them they are welcome back later.

Several clubs are doing the following to improve membership
retention:

·        
Follow
up on non-renewals.  Each year at renewal time the Board goes over the
list of members not renewing.

·        
A
template of questions is prepared in advance to assist in determining
the reason for the member not renewing.

·        
 The
list on non-renewing members is divided among the Board members who
follow up with a personal contact.

·        
A
second meeting of the Board is used to discuss patterns and formulate
necessary changes.


 Public Awareness/Publicity/Mission


           Each port has a different membership it must serve. 
Therefore, each club will have a unique mission to best serve its
members.  The best way to insure the club is serving its members is to
review its mission each year and make adjustments as necessary.  One
club has had good success doing this at an annual retreat at the
beginning of each club year.  The occasion is used for orienting new
board members, reviewing the club’s mission and planning the coming year
accordingly. 


          Several clubs have used the services of members who are in
public relations or advertising to help get the club’s message out. 
Every port community has these people.  If the club does not have such a
member, recruit one. 


          The new International Propeller Club quarterly, to debut next
year, will provide an excellent way to get the local message out.  The
publication will be seeking input on local club news for inclusion in
every edition.


 


Participation/Member Involvement

Ideas for
involving new members:

  • Introduce the new
    member at a meeting immediately after joining.
  • Allow time for new
    members to talk about themselves and their businesses at a meeting.
  • Have new members
    wear a special nametag for an introductory period.  Tell old members
    to introduce themselves to new members.
  • Get new members
    involved in projects or assign them to committees immediately.
  • Give new members
    newsletter publicity.


 Ideas for
involving all members:

  • Reevaluate the club
    annually. Conduct annual retreats for orientation of new board members
    and to discuss existing programs and performance.
  • Sponsor good
    programs; i.e., good speakers, fun events, etc.
  • Canvass members
    periodically for best time and venue to conduct meetings and events.
  • Use a phone
    committee, usually the Board, to follow up on members not attending
    regularly.  Make adjustments to improve attendance as needed.

 Ideas for Better
Programs:

  • Use panels.  Select
    an interesting topic and invite several experts for a panel
    discussion.
  • Coast Guard or
    other service appreciation function.  Present awards for good service,
    etc.
  • Annual “State of
    the Port” program giving the local head of the port a forum for
    getting his message out to an interested audience.  (Note: this does
    not have to be limited to Propeller Club members but sponsored by the
    Propeller Club for the entire marine community.)
  • Use an elected
    official as a speaker.  (Note:  Be careful: elected officials often do
    not show up.)
  • A local sports
    celebrity speaking in conjunction with a charity event can draw a good
    crowd.
  • Be sure to do an
    appropriate function for Maritime Day.  An annual “Propeller Club
    Person of the Year” or annual “Maritime Person of the Year” award can
    draw a good crowd.


 The session ended with a general discussion of club
administration, program venues, cost, meeting time and day of the week. 
Several clubs use hired personnel to maintain records.  Some use a
service company.  Club dues vary widely from club to club as do meeting
times and places.  The best approach is to have the Board of Governors
review the club’s performance annually and make adjustments as dictated
by the local situation.

Finally, the
Presidents in attendance agreed that the annual Port Presidents’
Workshop is a good place to discuss what other ports are doing to get
new ideas and should be continued.