Notes from Port Presidents’ Workshop - 2004

PRESIDENTS’ WORKSHOP
BILOXI CONVENTION – 2004

Topics Introduced:

  1. Membership
  2. Insurance
  3. Speakers
  4. Fundraising
  5. Encourage participation beyond the social
  6. Networking
  7. Volunteer non-performance and removing unacceptable performers
  8. Public education and publicity

INSURANCE

Director’s Liability insurance was discussed at length at last year’s convention. In December 2003 headquarters staff researched the issue and informed the Ports of the availability of insurance through F.I.T.A. Presidents were encouraged to contact headquarters for further information.

A continuing issue is liability insurance for groups hosting events serving liquor. F.I.T.A. was suggested as a source of insurance for these kinds of events also, but the cost was deemed too high. Several ports use coverage provided by the facility or caterer providing the liquor to protect themselves and their members.

MEMBERSHIP

Recruiting new members:
Several ports suggested thinking “outside the box”. Different industries were suggested for potential prospective members:

  1. Pleasure boaters
  2. Banks
  3. Insurance industry (brokers, agents, underwriters, surveyors, etc.)
  4. Intermodal operators (truckers, short-line railroads, etc.)
  5. Restaurants
  6. Media reps: radio, television, local and neighborhood newspapers
  7. Suppliers and other vendors to the port community.
  8. Actively seek younger members
  9. Use current members as recruiters from their company and elsewhere

One suggestion that several ports use with success is to set up a retreat of its board members to “brainstorm” potential sources of new members then formulate a specific program for approaching them.

Networking:

  1. Provide value for younger members by offering networking opportunities.
  2. One port has begun a website of job opportunities for its members.

SPEAKERS/MEETINGS

Most ports hold evening meetings that combine dinner with a speaker. Some ports have had success attracting members with unusual activities for meetings such as bingo night or “night at the Improv”, “Mardi Gras” night, seafood feasts, dinner dances, etc. Also successful are meetings honoring such organizations as the Coast Guard or the local port authority. Most ports gear their meetings to the season, such as Christmas parties, election time, etc. Most port do not meet in the summer when members are on vacation. All ports suggest it is important to incorporate a business segment of each meeting so attendees can justify having their companies pay for it. Most ports try to have sponsors for each event to keep the cost low. At least one port has success holding candidate forums where local office seekers can explain their positions on issues of importance the local port community.

Speakers of quality and timeliness are key to well attended meetings. “Newsy” topics are good draws. One port noticed an article in the local newspaper that sparked a lot of interest in the community. This port contacted the principal in the article and asked him to speak. It was a well-attended event. Other ports have evenings for the Corps of Engineers, U.S. Coast Guard and local law enforcement agencies (homeland security).

FUNDRAISING

Several ports are experimenting with annual sponsorships. Virtually all ports solicit sponsorships for individual events. Raffles and auctions, either as part of another event or conducted separately are good fund- raisers. Many ports still see good support for a golf tournament. Selling tables to companies at various events was suggested.

Minimum and maximum charges for events were discussed at length with no firm conclusions being reached. Most agreed that finding the right amount to charge was accomplished by trial and error and varies widely from port to port depending on local conditions. Most agreed that affordable and accessible alcoholic beverages were essential to any successful event.

ENCOURAGING PARTICIPATION

An active board is essential to encouraging good participation. To achieve such a board requires its members be well chosen for the right reasons to prevent problems. A well developed organizational structure with clearly defined duties is essential. A consensus agreed committee chairmen should be chosen on merit and be allowed to choose their own committee members as much as possible. Also, delegate as much as possible and delegate authority commiserate with the responsibility. Committee roles and the role of each committee member should be well defined.

If a member has been judged deficient in the job they have been asked to do options include assigning the task to someone else, and do not re-appoint or elect the person. Before that point the issue should be discussed at the board level. The person should be told what is expected of them and be given a chance to perform.

SUGGESTIONS FOR ORGANIZATIONAL IMPROVEMENT OF THE INTERNATIONAL PROPELLER CLUB

  1. A concerted effort should be made at the headquarters to create and maintain a centralized calendar of local port events. The only way this can work is for the ports to provide headquarters with their events on a regular basis and keep headquarters informed of any changes.
  2. In line with the above the ports and headquarters should make an effort to get every local port website linked to the international website.
  3. Headquarters should create a speakers’ bureau and assist members in finding speakers on maritime related topics. A prepared outline for a possible speech that could be given to the ports would also be helpful.