Membership Committee

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Revision as of 23:23, 24 January 2018

Contents 1 Mandate 2 Members 3 Roles 4 Activity plan 5 Meetings 6 Policies 7 Recruitment 8 Record keeping 9 Budget 10 Issues 10.1 Suggestions for membership committee, with something to do, but haven't been rated 10.2 High-value, easy suggestions 10.3 High-value, medium-difficulty suggestion 10.4 Medium-value, easy suggestions 10.5 High-value, hard suggestions 10.6 Medium-value, medium-difficulty suggestions 10.7 Low-value, easy suggestions 10.8 Medium-value, hard suggestions 10.9 Low-value, medium-difficulty suggestions 10.10 Low-value, hard suggestions

Mandate

The mandate of the Membership Committee has not yet been set by the Board. The following draft mandate is proposed by the Committee.

The Membership Committee is responsible to make sure the organization has sufficient members with the skills, background and participation level for the organization to meet its needs.

It acts as the social (fun, engagement) side of SAR, and the recruitment side (you want to join!).

To do so, the committee must understand what the personnel needs of the organization are. It receives that information from the Board (for organizational needs) and the Preplan Committee (for operational needs).

When there is an insufficient number of members or a lack members with the specific background or participation level, the committee recruits from the community for new members.

If there is a lack of specific skills, the committee coordinates with the Training Committee to decide whether to recruit for new members with those skills, or train existing members.

The committee is responsible to maintain a high retention rate so that member turn over is low and the need to recruit replacements is low. To do so, the committee may run programmes to do such things as

• make new members feel welcome
• help existing members feel connected
• provide a positive social environment
• understand why members leave

The committee is responsible for periodically reviewing membership policies and recommending any useful changes to the Board.

The committee is responsible for keeping the membership list. It maintains the personnel record on each member, which shows both information needed for the organization (such as e-mail address, voting status, participation and committees) and for operational needs (such as emergency contacts, equipment and operational status).

Annually, the committee reviews the membership list determining who is in good standing.

The committee brings to the Board for consideration new membership applications. It tracks which Associate Members qualify for or no longer qualify for Voting membership, and informs the board of that. It provides a list of Voting Members for all general meetings.

The committee provides electronic mailing lists that allow e-mail communications between all members and within each committee.

The committee where necessary provides membership information to outside organizations such as:

• the provincial government for WCB and insurance coverage
• SAR Alberta for statistics
• the RCMP for service awards

The committee provides operational information in the form of a call-out list and individual personnel records.

Members

The Membership Committee consists of:

• Cindy Mauthe Drake
• Laverine Riviere
• Wanda Burchert
• Yvonne Cyr
• Co-Chairs: vacant

(Database listing)

You can contact all the members of the Membership Committee by e-mailing the committee address.

Roles

• Help members join

Activity plan

The 2011 activity plan for the committee is:

1. Perform an annual review of membership statuses (done)
2. Communicate training opportunities re SAR Fundamentals to increase number of responders
3. Contact "stale" members to determine whether we are missing their participation records or whether they wish to drop off the membership list
4. Do "exit interviews" with a selection of members who are leaving to understand typical reasons
5. New Member Stewardship: encourage and support new members in integrating into the organization
6. Hold a widely attended social event to build group cohesion
7. Understand the requirements and recruit as necessary to meet the need for snowmobile responders
8. Increase Pincher SAR's profile in the community through alternative media to increase recruitment
   • Rec Board sign at Arena (Dave)
     • talk to Town, Linda Jumago
   • Co-op mobile bill board
   • Echo events listing, monthly (Dave)
   • school take-home material for parents (Dave)
9. Get specifics on RCMP's requirements for our members (i.e. Criminal Records Check) (Dave)
10. Prepare membership packages for Emergency Preparedness Week (Brett - done)

Meetings

Past:

• 2011-01-13
• 2011-04-12 19:00 planning meeting at the Fire Hall
• 2011-05-20

Next:

• 2011, mid August, date to be determined

Policies

Policies are set by the board. Click here for the ones related to Membership Status.

Recruitment

• How to handle membership inquiries
• New Member Package
  • New Member Information
• Recruitment info by email
• Prospects (potential recruits)
• Recruitment Tactics

Record keeping

• Membership Database
  • Individual membership records
• Call Out List
• First Call List
• Expiring members

Budget

See Budget

Issues

Suggestions for membership committee, with something to do, but haven't been rated

	#	Value to PCSAR mandate	Difficulty to implement	Description
2014-02-23 CMR skier/Critque/Sug/0003	33	not rated	not rated	As some members did not receive notification, to review the contact information within the system
Imagelist	66 7 8 9 10 11 12 13 14 15 16 18 19 21	low not rated none	not rated done	Turn on sat phone before leaving fire hall and also have someone else drive. We need to have more instruction for use of sat phone. Cordless phone had nearly dead batteries. have corded phone backup When 2 people are calling they should be in separate rooms so they don't get messages confused. We need more call out people. Sue. N. to put article in paper to try to recruit new callers. Call out list should be rearrange and priotized. Brett to reorganize order. Call out list to have first call # listed first. SPOT has problems -- can not tell if message goes through We need to know how SPOT works - call intervals etc. Should get one to meeting and have info session on it. Had good response. 6 members, 3 quads initially and some available for next day. We knew lat/long of subject We should know RCMP boundaries part of Suggestion 17. Fish and Wildlife, SRD, Quad Squad could have assisted Call out didn't have list of search mgr on call Use 5804.
Preplan/Committee/2016-11-21/Sug/0001	11	not rated	not rated	recruit new members with alpine skills

High-value, easy suggestions

none.

High-value, medium-difficulty suggestion

	#	Description	Person handling
Critiques/2009-05-05/Sug1	11	Not able to get call-out people on incidents. Suggest have lead call-out coordinator on-call for month or 2 week period like manager-on-call. Suggest get more call-out people.

Medium-value, easy suggestions

none.

High-value, hard suggestions

none.

Medium-value, medium-difficulty suggestions

none.

Low-value, easy suggestions

none.

Medium-value, hard suggestions

none.

Low-value, medium-difficulty suggestions

none.

Low-value, hard suggestions

	#	Description	Person handling
Critiques/2012-04-25 Honda CRV/Suggestions/Sug7	77	Role of Social Media in this Search Social Media (Facebook, twitter, email etc...) played a major role in this search, is this something that can be utilized for future searches?