Proper Billing Procedure

Thoughts on Retention

Retention involves each and every one of us. We should all strive to be aware of any brother Knight that may have a problem, which may cause him to consider leaving the Order.
We prefer not to spend a lot of time or energy talking about retention. By far, the preference is to devote attention to recruitment, growth, and council development.
Recruitment and retention are exercised at the same time. Retention begins when recruitment begins. Retention can and should be a proactive endeavor. Proactive retention is good membership management, good husbandry, good prevention, and good sense. There is also a reactive phase to retention which puts us at a disadvantage regarding the time and circumstances. It seems it is easier to persuade a member not to quit than it is to convince him to reverse his decision and be reinstated.
Lets look at some proactive tools that influence retention:
An active, enthusiastic and instructive Admissions Committee whose function it is to allow the prospect get to the Knights of Columbus and to allow your council to get to know the prospect. Items to be included are council activities and programs available to him and his family. Also, how does your council support the parish, as well as the community at a whole?
Another key element in the retention process is involvement. It is essential for the council to get the new member involved as soon as possible, as much as possible and include the family. The same can be said for being informed.
It behooves the council to explain the workings of the Order to new members. Knowledge begets interest, interest generates involvement, involvement produces achievement, and achievement develops pride in being a member. A proud member is a committed member.
What makes a new member feel welcome? Feel comfortable? Feel accepted? The answer is being informed, being involved, being invited, being accepted, and sharing qualities with his family.

Role of Retention Chairman

This is our most difficult task. This year we will have one Retention Chairman. With this close contact with the District Deputies, Grand Knights, and Financial Secretaries, we should keep our losses down.
Contact the Diocesan Chapter President in your jurisdiction. Ask permission to make a Retention report and presentation at each chapter meetings.
Contact by phone initially, all DD's, GK's, and especially the Financial Secretaries of your Diocese.Inquire about suspensions, what are they doing about them? How can they be stopped? What can you do to help? Offer to meet with the Grand Knight, Officers, and Financial Secretaries to offer solutions and alternatives to suspensions. Keep in constant phone contact with the Financial Secretary, no less than once a month if possible.
Remember Retention starts when you sign up a member

"Welcome Back Brother" Program

This is a brief guide to implementing the "Welcome Back Brother" Program.

1. Plan Your Approach. The membership director and Grand Knight should meet to determine a council goal, timetable and how to organize the effort to contact former council members and convince them to rejoin. 
2. Review Former Member List. The membership committee should examine the Former Member list forward from the Supreme Council office to your financial secretary in September to assess the total number of prospects and to determine the extent of the task ahead. ( An additional copy of the list is available by request through the Department of Fraternal Services.) The list identifies all former members of your council who have been suspended or withdrew. The Type column indicates former associate or inactive insurance member status. Delete former members who no longer meet the eligibility requirements for membership. Use council records to supplement the Supreme Council list and to provide updated addresses. Asterisks (*) preceding the addresses on the report identify mail returned to the Supreme Council office, indicating a possible bad address. 
3. Design Your Program. Decide what approach or event will be most successful at convincing former Knights to return. Consider options such as:  Open House program exclusively for former members; Welcome Back Brother; council celebrations or receptions;  Super Bowl or Founders' Day parties, a council anniversary or other festive event;  Personal visits from recruitment teams.  Plan approaches or events that will emphasize what the former member and his family have missed and that there return would be welcome. 
4. Choose An Effective Means For Contact. Whatever the event or approach you've chosen, you need to reach your former member audience, and more than once. Use any or all of the following methods:  Personal letters on council letterhead, telephone contact, personal invitation from friends in the council or the original proposal, visits by recruitment team. 
5. Order Supplies. The Supreme Council Supply Department can provide the posters, flyers, videos or other recruitment aids available for committee use. Order sufficient quantities early. 
6. Create Incentives. Develop an incentive program (dinners, gift certificates, and council recognition) to motivate recruiters/teams. Promote Supreme Council awards or create your own council incentives.  
7. Assign Names To Recruitment Teams. Divide the "eligible" former members among the council's recruitment teams. Outline the timetable during which all programs steps should be enacted, realizing all membership reinstatement, readmission's, reactivation and reapplication must be received processed and recorded at the Supreme Council office by June 30, 2001 to be eligible for credit toward the Father McGivney Founders' and the Star Council Awards. 
8. Coordinate Activities Around Major Degree Dates. Plan your "Welcome Back Brother" program activities so members who rejoin can take their 2nd and 3rd Degrees as quickly as possible (if needed). Determine when Major Degrees are planned, and coordinate your "Welcome Back" program to take place shortly before those Degrees are conducted. Former members rejoining the Order are not required to retake their Degrees. 
9. Make It Happen. Implement the plans you've made. Order the materials, write the letters, make the telephone calls, host the Open House or other event and invite families to rejoin. 
10. Follow Up. Periodic follow-ups are the responsibility of the membership committee. The membership director and committee members should make certain every eligible former member is personally contacted. 
11. Complete The Paperwork. Once a former member has agreed to rejoin, don't make him wait. Immediately complete a Form 100 Membership Document that will make it official and hand deliver it to your financial secretary for prompt processing.