Chapter Operations Handbook

Chapter Eight

Membership

MEMBERSHIP IS THE LIFEBLOOD of the Air Force Association. However, too often people forget or perhaps have never known, the fundamental basis of AFA membership -- in short, why AFA exists. As we begin our membership activities we need to be sure to remind ourselves and those whom we contact on behalf of AFA that the Air Force Association is a CIVILIAN, veteran's organization, gathering together people of like minds to collectively pursue a strong national defense for our country.

Thus, AFA derives its main strength from within the civilian community at America's grass roots. Also included in its membership and contributing to its strength, AFA welcomes all elements of the Air Force family -- active duty, Air National Guard and Air Force Reserve -- officer and enlisted, civilian and cadet, active and retired. With this in mind then, each chapter has the strongest of obligations to support and encourage new AFA membership from BOTH the community-at-large as well as from the Air Force community, if the chapter is located near a base or other Air Force activity.

Community Drive

The community membership drive represents THE MOST VITAL aspect of local chapter involvement although it is often the most difficult and, therefore, the most often overlooked part of local membership activity. The community membership drive is a YEAR-ROUND ACTIVITY for each and every local chapter. The first key to a successful community membership drive is to identify the membership chairman immediately at the beginning of your chapter's operating year. Next, form the membership committee and get going.

Chapters near Air Force installations in particular need to emphasize separate membership drives, one targeted on the civilian community and the other the military community as represented by the local base, or other military activity. Remember that the chapter is responsible for planning and executing both drives.

The success-to-effort ratio has always been best where membership drive committees were well (and early) organized, and where recruitment is done on a pre-planned, face-to-face basis FROM A THOROUGHLY-DEVELOPED PROSPECT LIST. Carefully identify and recruit the citizens in your area that the local chapter -- and the country -- needs to have involved. Hard work? Yes, but it is the way virtually every successful volunteer organization in the country does it. It certainly is no more difficult (and much more successful) than banging one's head against the wall with newspaper ads, bulk mailings and other usually abortive major outpourings of time and money. While direct mailing can be very successful in affiliating members from the ranks of the out-of-state-affiliated, similar success has not been seen in the recruitment of new members by mail.

Such a community membership drive must have ample time to be successful. As an example, assume that your chapter membership committee has identified 100 active community leaders/"movers" that it wants to concentrate on for membership. At your November Executive Committee meeting, distribute the list to the entire Executive Committee (10-15 members) and thoroughly review it. Since the personal approach is normally the most effective plan, encourage members of the Executive Committee to select those on the list that they know personally and volunteer to call on them. With a list of 100, if 10 of the Committee take an average of 10 prospects each, this works out to one membership contact per month over the next 10 months -- and that shouldn't be an unnecessary burden on anyone. If, as with most chapters, you try to work only within the two-month on-base drive, many contacts tend to "fall through the crack" because of the old time crunch. Time and organization seem to be the controlling factors which lead to a successful drive.

Community Partner Drive

A second, and equally important aspect of your community drive should be the chapter's effort to encourage and enroll Community Partners into the Association. Selling for roughly twice the regular membership fee, these partnerships allow the chapter to retain a portion of the money up-front (the chapter sends in only the normal membership fee plus a servicing charge to AFA National). Upon enrollment, the chapter will receive a handsome plaque which it can - and should - present to the purchasers at a community event -- thereby giving public recognition to the business activity buying the partnership. The Community Partner Program is beneficial to the local chapter from two aspects. First, it is an excellent source of revenue. Some chapters carry from 50-100 Community Partners on their books every year -- which adds from $1500 - $3000 ANNUALLY to their chapter treasuries. For most chapters, it takes a good number of programs and a tremendous amount of effort to raise that kind of money.

But aside from the obvious monetary benefits, the Community Partner Program allows local chapter access to a business/industrial "network" that can be exceedingly valuable in membership recruiting and support for chapter programs. Community Partners tend to be the strongest supporters of the local chapters in those areas where the program is strong. They tend to buy tables for chapter functions, expose their employees to AFA membership, and afford the chapters points of contact within the community to simply "get things done!" Don't limit yourselves to aerospace firms. The term Community Partner means just that -- those in the community with goals and objectives similar to AFA's. Car dealers, radio stations, printers, restaurants, etc., etc., etc., are prime candidates. Of course, any firm that the local chapter does business with (printer, restaurant, etc.) should be an "automatic" for the Program. As with the community membership drive, the membership committee should target specific potential partners and then approach them individually with the excellent sales material provided by National AFA. Chapters that make this program a priority do very well, while, at the same time, "spreading the word" even more widely throughout the business community. (Remember that the Community Partner is the business, while the designated member or patron should be someone not already affiliated with AFA.)

Please refer to the Community Partner Program Guidebook for complete details.

Military Community Drive (On-Base Drive)

Chapters located near an Air Force installation or activity will want to focus some of their annual chapter membership effort on that military community. This military drive can be one of the largest sources of new members available to AFA, however to make it work, you must plan carefully. From its beginnings, the annual AFA on-base drive was largely an Air Force-conducted operation. That can no longer be the case because of some significant changes with respect to membership drives on military bases which came about as a result of the 1993 DOD Ethics Regulation. It is important to consider their impact. In brief, the regulation still permits membership drives to take place but, among other things, restricts official Air Force participation compared with previous years and confines recruitment efforts to off-duty time.

Put very simply, due to changes in governing DOD directives, membership drives on Air Force Bases with be initiated by and conducted by AFA chapters or they will not take place. Said another way, a membership drive among military (active, Reserve and Guard) personnel and DOD civilians on military bases can take place; but, the Air Force will NOT organize and conduct it.

General Membership Drive Guidelines

BEGINNING OF OPERATING YEAR

• Select a Membership Chairman for the chapter -- who should in turn identify chairmen for each of the principal areas of chapter membership activity -- Community Drive, Community Partner Drive and the Military Community Drive (if applicable).
• Establish a goal
• Set a timetable and target population for each of your drives. It's a good idea to include these in your Chapter Operating and Financial Plans because membership recruitment does cost money.

TWO - THREE MONTHS BEFORE THE DRIVE

• Identify a Chairperson for the drive (if you have not done so already.) For the military community drive, select someone from the chapter to plan the drive and to be the focal point in working with the base in setting it up. Although an active duty person may be a good solution, you should think it through. Your primary consideration probably should be to find someone with the time and ability to talk with base personnel.
• Set your time frame for the drive. Match your time schedule to the number of prospects you intend to contact. For the military community drive, pick a definite but limited (4 - 6 week) period when you will be able to devote time and energy to the process. For most the traditional mid-April through late May time will likely be the best and interfere least with other Air Force activities (bond drive, CFC, AFAF, etc.)
• (For the military community drive). Contact the local commander(s) for support. Where possible, involve the JAG on your council. Get them to answer the question of how the drive CAN take place (because such drives clearly ARE allowed by DOD directives).

-- The commander can do a great deal to help your drive so long as he/she is able to act in an unofficial capacity. Commanders may factually announce membership drives and active duty members or civilian employees may volunteer to assist with the drive. Commanders may also publicly identify private organization members who volunteer to serve as points of contact for a membership drive. Commanders may NOT officially endorse or show preference for an organization, appoint command and unit project officers (volunteers are O. K.), or pressureindividuals (encourage) to join an organization. Be aware of the constraints on their actions and above all, don't demand anything.

• Refine your prospect list. (For the military community drive your prospect list is the base population. But spend some time analyzing it before you start. Some groups are more accessible than others due to shift work or TDY schedules.) Recruit sufficient volunteer workers so that everyone can be approached.
• Determine your promotional material needs. How many brochures/ applications, AFA videos, posters and easel display stands will be required for your drive?

- Order the material from Membership at AFA National.

- Plan a "stamping party" to be sure your chapter number is on each application so you will get credit for those new members you recruit.

- Develop a detailed handout describing what the local AFA chapter has done in the past and has scheduled for the future.

For Instance:

a. Awards to base personnel

b. Base support contributions

c. Other direct support functions

d. Support for the local community (Visions classrooms, etc.)

• (For the military community drive). Decide on your approach to publicity. A good relationship with the base Public Affairs Office will help. You should be able to place articles in the base newspaper and announcements in the bulletin. If your base has a closed circuit TV, see if they would be interested in running the AFA video. Set up a schedule for these activities.

ONE - TWO MONTHS BEFORE THE DRIVE

• You should have a network of volunteers who are members or patrons of AFA. For the military community drive, this group should parallel the organization of the base and be big enough so that each has a relatively small number of people to contact.
• Plan distribution of material to your volunteers. How will they get additional applications and other materials should they need them? Don't forget the handout describing your chapter plans and achievements.
• Schedule your meetings with your volunteers. Reserve rooms, etc. if you need them. If you plan a kickoff or a end-of-drive get together, set those up now also. For the military community drive, keep in mind the off-duty restriction.
• Cover central points with display stands, etc. This would include your Community Partners as well as other central points. On base you should start your list with the clubs, clinic, library and customer service areas throughout the base. Be sure to KEEP THEM STOCKED. The only thing worse than no stand is an empty one.
• Begin publicity (if planned). Set up schedule with PA for articles in the base newspaper and daily bulletin.

DURING THE MEMBERSHIP DRIVE

• Encourage those who are already members to renew their memberships (using the same application form) or convert to a three-year or life membership.
• Don't forget the insurance and other membership programs available to members. They make great sales tools, especially the AFA VISA card!
• Emphasize throughout the drive - AFA's mission. In the military community emphasize the importance of AFA being fully recognized as an organization of senior and junior officers, NCO's, junior enlisted, civilians and cadets.
• Insure applications are mailed as soon as the names are recorded (or applications copied) for the chapters records and invitations to a Drive Wrap-Up Function. This has been an area of concern in the past, new members like to receive their membership credential within a reasonable period of time. DON'T SIT ON COMPLETED APPLICATIONS -- THERE IS NO REASON TO DO SO!
• (For the military community drive). Keep the commander informed. If difficulties arise, try to solve them at the lowest level possible but let the drive chair know and above all, keep the commander informed of the news -- both good and bad -- as the drive continues.
• Consider - Underwriting the cost of membership for selected individuals. In the military community you might want to consider E-4's and below (perhaps $4 off the cost - you must include a chapter check to make up the difference).

PLAN A MEMBERSHIP DRIVE WRAP-UP FUNCTION - CHAPTER HOSTED.

• Invite all new members (hence, one of the reasons for retaining their names).
• Invite all Drive Volunteers. Take care of your people. Thank everyone who was of help in any way. (Begin with the commander if appropriate and invite the command structure -- officer, NCO and civilian).
• Thank everyone! If a formal thank-you will help with the person's boss, write one. Every volunteer and other individuals that assisted, in any way, should be thanked.

If done properly, membership drives in the civilian and military communities (where applicable) can result in a significant increase in AFA members. This has direct benefits to the chapter. Aside from the increase in available talent, for every new chapter member, the chapter receives a rebate, and to the extent it actively involves and welcomes new members, and thereby retains them, ongoing support payments continue in the out years. Membership is vital to spreading the AFA word and in insuring the local chapter has the talent and means to accomplish its local objectives.

One final note: To run a professional membership drive, the chapter must have professional tools to do it. AFA National has comprehensive membership materials including a detailed "Chapter Membership Guide". The Guide includes information on DOD Directives and Guidelines for conducting membership drives on bases. The Guide also contains a multitude of information you can use in promoting the association in your membership recruitment efforts, as well as, sample membership plan, mission statement, Briefing outline, press releases, and other useful tools and ideas. Identify your Membership Chairman early and let AFA National know who that person is and request a membership kit.

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