Section IV - Ongoing Chapter Issues
A. Retaining Members
To retain current members, chapters must, of course, make membership in the chapter something of value. Chapters should constantly work to assure that they are meeting members’ needs and that they are allowing member participation and input into chapter activities. When establishing the chapter’s programs, members should be queried as to type of programs they would like to have presented to them or participate in. If a specific program is of interest to members, other members should be queried to see if they will provide the program or have access to obtaining the program for the chapter.
Another important issue to consider in membership retention is that chapters should notify members of their need to renew membership. People are more likely to respond to a renewal of membership when the renewal is sent by a known entity, i.e. the local chapter. Then, once the membership renewal is received, the chapter should have as a set procedure the written acknowledgement of this membership. A letter of thanks/welcome back/ look forward to the next year from the chapter president or other officer may provide that personal touch that makes the difference to the chapter members.
If requested, the Central Office will email an Almuni Chapter Membership Renewal form to all members residing in geogreaphic areas served by Alumni Chapters.
B. New Members through Collegiate Chapters
Alumni Chapters routinely make contact with Collegiate Chapters in the immediate geographic area in order to promote membership in the Alumni Chapter to new BGS members. Representatives of Alumni Chapters often attend the induction ceremonies for the Collegiate Chapters and are often allowed a few minutes on the program to promote the value of membership in the Alumni Chapter. Alumni Chapter representatives are encouraged to assure new BGS members that their BGS membership is a lifetime membership, that the payment of Alumni Chapter membership dues are in addition to the lifetime membership fee to BGS, and that Alumni Chapter membership is not mandatory to maintain lifetime membership in BGS.
C. Duties of Officers/ Chairs
The governing documents of the chapter should delineate the officer and chairmanships of the chapter along with the duties assigned to each.
D. Transfers of Membership
Knowing that Beta Gamma Sigma members are quite mobile, the Alumni Chapters have agreed to transfer annual memberships between chapters. Thus, if a member of the San Diego Area Alumni Chapter moved to the Chicago area and had already paid dues for the current year to the San Diego chapter, the Chicago chapter would provide full membership opportunities to the transferring member upon verification of membership by the San Diego chapter. At the following year dues renewal time, the member would begin paying dues to the Chicago chapter.
E. Membership Acknowledgement
Individual Alumni Chapters are encouraged to provide each new or renewing member with an acknowledgement of receipt of membership application/ renewal and dues. This acknowledgement provides a local feedback response to the individual and can offer details about upcoming events, an opportunity to participate in activities, projects, chapter planning, etc.
F. Subgroups
As chapters continue to develop and expand, they may decide to form sub-groups to better meet various needs of the members. Subgroups could be established by professional interest areas, location within the geographic area covered by the chapter, age of the group, etc.
G. Sponsorships
Chapters need to be aware and adhere to Beta Gamma Sigma's Sponsorship and Affiliation guidelines before soliciting sponsorships. These five guidelines can be found in the Alumni Chapter Policies and Guidelines sponsorship and affiliation section. Chapters should plan to set their own policy regarding sponsorships. Things to consider when setting the policy include: who to ask; how much to ask for; how to make the initial contact; and what value is there for the corporation to become active with the chapter. Chapters should consider how they are willing to promote the sponsors at events, on the chapter's website, and in mailings.
A good way to start is by finding an employer or vendor that has a relationship with one or more chapter members. In addition to monetary sponsorship, chapters may consider requesting "in-kind" contributions.
H. Establishing Chapter Bank Account
The Central Office of Beta Gamma Sigma will maintain the funds of the chapter during the chapter’s establishment phase. Placing the funds in the hands of the Central Office while the chapter is in the development stage will allow a greater comfort to the new members at the onset as well as free up the chapter to deal with priority matters such as chapter programming and setting the structure.
Once the chapter has held its kickoff event and has a set of members and chapter funds, the Central Office will begin the process of transferring funds to the chapter’s bank account. To set up the bank account, the chapter will need the FEI (Federal Employer Identification) number, which is obtained through the Internal Revenue Service by the parent organization, Beta Gamma Sigma. The Chapter must provide the Central Office with bank name and address where the checking account is located, account number, names of 2 chapter local signers, and bank contact information. A Member of the central office will also need to be listed as signer on the account. Once this informaton is received, funds will be transfered.
I. Alumni Chapter Policies and Guidelines
>>> Click here for the Beta Gamma Sigma Alumni Chapter Policies and Guidelines
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