MEMBERSHIP & Recruitment CHAIRMAN: Joyce Bilyeu 3301 U Street, Antelope, CA 95843 (916) 708-2286; Email: jbilyeu42@gmail.com California Dreamin' of 100% Membership The VFW Auxiliary started with a small group of women who wanted to serve veterans, and it has grown exponentially and now includes both males and females as members. There is only one way to add members: ask someone to join! And once they join, ask them to participate. PROGRAM GOALS Recruit New Members Retain Current Members Grow the Organization Department President Ellie Mello s theme is 360 Support For Our Veterans And Their Families. In order to complete that mission, membership is needed. Increasing our amount of members means a larger team of educators and volunteers working for the betterment our Veterans lives and healthcare. California Dreamin of 100% Membership. HOWEVER, it is not just a dream. We can do it! But, it is going to take the excitement and effort of all members and Auxiliaries to achieve our goal of 100%. Let s surf through our community events and make opportunities to recruit new members. Every Auxiliary should have a membership plan. Organize a membership team to set up recruiting events. HAVE A PLAN: This plan should include: Contact current members Outreach to former members Plan recruiting events for new members 1
Before a membership year begins, set your calendar for when you plan to do each of these: Make it easy for members to renew their dues. Show members how to renew online in MALTA. Plan at least four recruiting events in your community each year. ASK SOMEONE TO JOIN: There are numerous places and times to ask someone if they want to join the VFW Auxiliary. Your approach will look different depending on who your audience is. In all cases, the potential member should have some knowledge of what the VFW Auxiliary is and what we do before they ever receive an application. Important Tools: Fact Sheet, available free from National Headquarters Business card with contact information (Order yours from the VFW Store, www.vfwstore.org) Know the National website, www.vfwauxiliary.org and the CA Auxiliary website, www.vfwauxca.org. Follow the Department Facebook page at VFW Auxiliary Department of California. RECRUITING TIPS 1. Let a potential member know: It is an honor to have a veteran in your family who makes you eligible for the VFW Auxiliary. Not everyone can join, and your veteran s service and sacrifice can be honored through your membership. 2. Members who are informed know the Auxiliary understands the importance of family and attending family events. An adult who still has children in the home will want opportunities to do things with his or her family. If he or she can t bring his or her children and spouse to at least some of the events, he or she will be less likely to join or to continue his or her membership. Be sure that you plan at least one family friendly event every three months, or once per quarter. 2
FOLLOW UP! Most likely, the first time you talk to someone new about the organization, that person will not be ready to commit. It is important to ask for their contact information and then follow up within a week. RETAINING MEMBERS: The key to keeping members is getting them involved. ASK THEM TO PARTICIPATE. Call or email a new member within a week with the next meeting date and time, or the next possible event or project. Offer to pick him/her up, or invite them to get coffee before or after the meeting or event. Put a team of members in charge of contacting new members or members who haven t been to a meeting recently. These members should be friendly and knowledgeable about the Auxiliary. Remember to respect and show kindness to ALL members. Additionally, if members do not feel welcome, they will most likely not go meetings, volunteer or renew their membership. Retaining and Rejoining Members We as a team feel that promoting membership, recruiting, and retaining and rejoining members plays a huge role with this organization. We need new members to continue to grow and have fresh ideas, retain members to keep the organization going and rejoin the members from the past to show them that the organization is trying to grow with society, as well as maintain the principles and traditions from our history. 3
Monthly signup sheet for regular events If they say No to invitation to volunteer, be sure to ask again! Emails and phone calls for special events Have another member stay with them for entire length of event Ways to encourage participation Public recognition of current volunteers. Posters that spotlight volunteers Find out if members prefer contact by phone, email, text or Facebook Be specific about volunteering duties & time commitment Interact, Inspire and Support Our Veteran, Military & Their Families We need to spark an interest in a potential new member. Explain that Auxiliary members visit hospitalized veterans, attend homecomings, volunteer within our community, work our Programs (not only benefit the Veterans, but their families also). To see that spark of enthusiasm in new members helps those who have been doing it for so long gain a new outlook on the Auxiliary. We love to share all the good that we do as an Auxiliary and what we have to offer them as a member, along with their family. Get new members excited to participate in dinners, fundraisers, hospital activities, Buddy Poppy drives, contact legislators, support youth groups, bring our scholarship programs into the schools, teach and spread patriotism. A Stars & Stripes Event The National Membership and Recruitment Believe Team are excited to try something new. At the 2019 National Convention in Orlando, Florida, they will honor the top Department in each Program Division. All members attending the National Convention from the top Department Division will receive a special badge and sit 4
under their Department s special sign. In addition, members who pre-register from that Department will receive special treats at their seats in the Auxiliary meeting room on June 22, 23 and 24, 2019. Their goal is to honor all that helped achieve the top goal in Membership, not just the President of that Department. Department must have the highest percentage of continuous paid members in our Division from July 1, 2018 to May 31, 2019, based on June 30, 2018, total membership numbers. Help National with Training & Promoting, then Win Money! Auxiliary Membership Chairman this is your chance to win a National Award. To participate you need to send to your Department Membership Chairman, Joyce Bilyeu by December 31, 2018 exact information on how you trained your Auxiliary Members in the art of recruitment (training materials, power points, handouts etc.). The Department Membership Chairman will then forward one winner on to National by January 31, 2019, so the award can be announced at the 2019 National Mid-Year Conference. Create A Fact Sheet or Brochure and Help Fellow Members! A 2nd possibility of obtaining a National Award with the same December 31, 2018 deadline to your Department Membership Chairman is, a Fact Sheet or Brochure that you/or your members created to pass out to potential or new members. When creating these fact sheets or brochures be sure to include information you would have loved to have received yourself as a brand new member. The same timeline by the Department Membership Chairman as outlined above. Winner will be named at the 2019 Mid-Year Conference. Membership & Recruitment Resources The most important resource every member needs to have and understand is the VFW Auxiliary Podium Edition of the National Bylaws, Booklet of Instructions and Ritual. Also, the National website, www.vfwauxiliary.org, is the key resource that allows all members to explore ideas and learn how to recruit and engage members. Follow the National organization on Facebook. Community Engagement If your Auxiliary participates in all community events, this will bring awareness to our organization. Awareness will bring interest, interest will bring new members. An Accepting New Member ad can be put in local newspapers or contact local radio talk show and ask to speak on the show. Our best recruiting tool is to be seen in and working with our community! 5
Group I MEMBERSHIP DIVISIONS District Groups Districts 10, 12, 14 (500 or less) II 2, 11 (501-599) III 9, 16 (600-799) IV 6, 7, 15 (800-1199) V 4, 5, 13 (1200-1799) VI 1, 3, 17 (1800 and higher) District medallion winners are the Districts in each Group with the highest percentage of paid annual and life members at the time of each Council of Administration meeting. The medallion winners at the Department Convention in June, 2019 are welcome to keep their medallion as a memento of their District s accomplishment. AUXILIARY DIVISIONS Based on the Membership as of June 30, 2018 Division Number of Members 1 10-40 2 41-55 3 56-75 4 76-100 5 101-125 6 126-175 7 176-270 8 271-325 9 326+ 6
5 NEW OR REJOINED MEMBERSHIP AWARDS 2018/2019 Report Form Sign up 5 new or rejoined members: Receive the California Dreamin' Bus membership pin. You must fill out the Membership Award Form Member requesting award: Address: Auxiliary # District# 1 Name of New / Rejoined Member Aux # Date of Transmittal 2 3 4 5 Auxiliary Treasurer: Phone: mplete 2 copies: -Keep one for Auxiliary File; send one copy to the Department Membership Co-Chairman, Sharonda Lewis, at: 2667 E. 56 th Way #8, Long Beach, CA 90805, or sharondalewis72@gmail.com - give one copy to the person who recruited the new member. Form must be received by May 31, 2019. 7
AIDE-DE-CAMP REPORT FORM Auxiliary members who collect the dues of 20 new members will be appointed as an Aide-De-Camp to the Department President. They will receive Special Recognition at the Night of Celebration, and the Department Presidents Special award. Deadline for this award is April 30, 2019. Member requesting the award Auxiliary # District # 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Name of Member Aux # Dist # Date of Transmittal Form must be received to the Department Chairman by May 31, 2019 Complete 2 copies: Keep one copy for the Auxiliary file; Send one copy to the DEPARTMENT MEMBERSHIP CHAIRMAN Joyce Bilyeu, 3301 U Street, Antelope, CA 95843 and give one copy to the member who collected the dues. Auxiliary Treasurer Phone # If this award is for the Auxiliary Treasurer, the Auxiliary President must sign the verification. Department Treasurer Date of Verification 8
MOST NEW MEMBERS AWARD FORM Department Presidents Special Award 2018/2019 Report Form There will be one (1) award presented by the Department President to the auxiliary member who signs up the most NEW members by April 30, 2019. Award will be presented at the Department Convention in June 2019. You must fill out the Most New Members Award Form and the form must be to the Department Chairman no later than May 31 th. Member requesting award: Address: Auxiliary # District# 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Name of New Member Aux # Date of Transmittal Auxiliary Treasurer: Phone: Complete 2 copies: -Keep one for Auxiliary File, send one copy to the Department Membership Chairman, Joyce Bilyeu, 3301 U Street, Antelope, CA 95843, (916) 708-2286 or jbilyeu42@gmail.com. 9
MOST REJOIN MEMBERS AWARD FORM 2018/2019 Report Form For the Auxiliary that signs up the Most Rejoin members will receive a special award presented to that Auxiliary at the Department Convention in June 2019. You must fill out the Most Rejoin Memberships Award Form and the form must be to the Department Membership Chairman by May 31, 2019. Auxiliary Requesting Award: Address: Auxiliary # District# 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Name of Rejoined Member Aux # Date of Transmittal Auxiliary Treasurer: Phone: Complete 2 copies: -Keep one for Auxiliary File, send one copy to the Department Membership Chairman, Joyce Bilyeu at 3301 U Street, Antelope, Ca 95843, (916) 708-2286 or jbilyeu42@gmail.com. 10
Even though we no longer have National Recruiter Trainers, we urge each and every District and Auxiliary to continue to Recruit, Recruit, Recruit. There is no other way for our organization to "grow". This year if you sign up three (3) new members (or rejoin), you are entitled to a beautiful National Recruiter pin. Just fill out this form and return to Dept. Membership Co- Chairman, Sharonda Lewis. RECRUITING AWARD FOR SIGNING THREE (3) NEW MEMBERS VFW Auxiliary Department of California Recruiting Award for Signing Up Three (3) New Members PLEASE TYPE OR PRINT ALL INFORMATION Recruiter Name Member ID Aux # Recruiter's Address: Street City State Zip Number Auxiliary Number Member Name New Member Recruited Date Accepted 1 2 3 Send completed form to Department Membership Co-Chairman at: Sharonda Lewis 2667 E. 56 th Way #8 Long Beach, CA 90805 or sharondalewis72@gmail.com 11
VFW Auxiliary Member Award NATIONAL MEMBERSHIP ACHIEVEMENT AWARD: Each Auxiliary or VFW Post member who secures 20 new members from July 1, 2018, to April 30, 2019, with the official form received at National Headquarters no later than May 31, 2018, will be honored with a National Membership Achievement Award. PLEASE TYPE OR PRINT ALL INFORMATION Recruiter s Name Member ID# Aux. No. Recruiter s Address Street Address City State Zip Code Recruiter s Email address NUMBER AUXILIARY NUMBER MEMBER NAME DATE ACCEPTED 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 18 20 Completed form must be received by National Headquarters by May 31, 2018. Mail form to: VFW Auxiliary ATTN: Membership Awards 406 West 34th Street, 10th Floor Kansas City MO 64111 Or email to info@vfwauxiliary.org 12
NATIONAL Member Recruiter Award Uncle Sam Hat Member Recruiter Award: Each VFW and VFW Auxiliary member who recruits (5) new and/or rejoined Auxiliary members from July 1, 2018, through April 30, 2019 official form received at National Headquarters no later than May 31, 2019, will be honored with an Uncle Sam Hat Member Recruiter pin. Patriotic Vest Member Recruiter Award: Each VFW or VFW Auxiliary member who secures 10 new members and/or rejoined members from July 1, 2018, to April 30, 2019 with the official form received at National Headquarters no later than May 31, 2019, will be honored with a Patriotic Vest Member Recruiter pin. Recruiter s Name Member ID# Aux. No. Recruiter s Address Street Address City State Zip Code Recruiter s Email Address NUMBER 1 2 3 4 5 AUXILIARY NUMBER MEMBER NAME DATE ACCEPTED Completed form must be received by National Headquarters by May 31, 2019. Mail form to: VFW Auxiliary ATTN: Membership Awards 406 West 34th Street, 10th Floor Kansas City MO 64111 13
DEPARTMENT AWARDS Member Awards: 1. 5 Members: For signing up five (5) NEW or REJOINED members you will receive the membership pin. You must fill out the Membership Award Form. 2. 20 Members: For signing up twenty (20) NEW members by April 30. 2019 you will be appointed as Aide-de-Camp to the Department President. Aide-de-Camps will be invited to attend the Department Present s Night of Celebration at the Department Convention in June 2019. At which time you will not only receive special recognition and a certificate, but earn the satisfaction of knowing you have done your part in growing our organization to better serve veterans. NOTE: The auxiliary treasurer must sign and submit the request form titled Department Aide-de-Camp Award and the form must be received in the Department office no later than May 31, 2019. 3. Department Presidents Special Award : There will be one (1) award presented by the Department President to the auxiliary member who signs up the most NEW members by April 30, 2019. Award will be presented at the Department Convention in June 2019 You must fill out the Most New Members Award Form and the form must be received in the Department office no later than May 31, 2019 4. Recruiter Pins: Anyone who signs up at least three (3) new or rejoin members will receive a Recruiter Pin. You must fill out the form. Auxiliary Awards: (VFW MEMBERS ARE ELIGIBLE FOR THE ABOVE AWARDS) 1. Legacy Award: Past Department President, Dorothy Fisher Membership Legacy Award will be presented to the Outstanding Auxiliary Membership Chairman, for the most effective membership program in the Department. A written description of activities used to recruit new members and retain current members must be received by the Department Membership Chairman, no later than April 15, 2019. The winner will receive the Department Presidents Special Award. 2. Auxiliary Awards: The following Auxiliary awards are based on June 30, 2018 membership totals, including new, continuous and life members: Auxiliaries who reach 100% by December 31, 2018 will receive the President s Special Award. Auxiliaries who reach 100%+ by December 31, 2018 will be entered into a drawing for (3) $100 checks. Auxiliaries who reach 100% by May 31, 2019 will receive $25 from Department. 14
3. Most Rejoin Members Award: For the Auxiliary that signs up the most REJOIN members will receive a special award presented to that Auxiliary at the Department Convention in June 2019. You must fill out the Most New Rejoin Memberships Award Form and the form must be received in the Department office no later than May 31, 2019. 4. Treasurers Award: Department President Ellie Mello wants to acknowledge the challenging work that Treasurers do to help Auxiliaries reach all the membership goals. Therefore, there will be a special drawing at the Department Convention in June 2019, just for Auxiliary Treasurers whose Auxiliary reached 100% by May 31, 2019. District Awards: 1. District Auxiliary Awards: The following Auxiliary awards are based on June 30, 2018 membership totals, including new, continuous and Life members: District Auxiliaries who reach 100% by December 31, 2018 will receive the Department Presidents Special Award. District Auxiliaries who reach 100%+ by May 31, 2019 will be entered into a drawing for three (3) $100 CHECKS. 2. District Membership Chairman Award: Districts that reach 100% by May 31, 2019 will be entered into one (1) special drawing for $150 to be given to the District Membership Chairman. 3. Night of Celebration: District Presidents who attain 98% membership by April 30, 2019 will receive Special Recognition and a Special Award by the Department President (in front of all their peers). Everyone will be invited to attend. So, let s help your President receive this milestone. 15
Membership and Leadership Awards AWARDS FROM NATIONAL 1. One Uncle Sam Hat Pin to each VFW and VFW Auxiliary member who recruits five new and/or rejoined Auxiliary members from July 1, 2018, through April 30, 2019. OFFICAL FORM REQUIRED. Due to National Headquarters by May 31, 2019. Pins will be mailed directly to the member. 2. One Patriotic Vest Pin Each VFW or VFW Auxiliary member who recruits 10 new members and/or rejoined members from July 1, 2018, to April 30, 2019. OFFICAL FORM REQUIRED. Due to National Headquarters by May 31, 2019. Pin will be mailed directly to the member. 3. National Membership Achievement Award VFW or VFW Auxiliary member who secures 20 new and or rejoined members from July 1, 2018 through April 30, 2019, with the Official form received at National Headquarters by May 31, 2019, will be awarded with the National Membership Achievement Award. AWARDS FOR AUXILIARIES: 1. $50 to one Auxiliary in each Program Division and a We Believed You Could Coin to the Auxiliary Membership Chairman with the most outstanding training and promotion of the Membership/Recruiting Program. One entry from each Department will be judged by the criteria on the guide sheet. Due to the National Membership Ambassador by Dec, 31, 2018. 2. $50 to one Auxiliary in each Program Division with the most outstanding fact sheet or brochure used as a membership recruitment tool. One entry from each Department will be judged by the criteria on the guide sheet. Due to the National Membership Ambassador by December 31, 2018. 3. $25 to each Auxiliary when it reaches 100% Plus by June 30, 2019, based on June 30, 2018, total membership numbers. 100% Plus is any amount over 100.00%. 16
AWARDS FOR DEPARTMENT MEMBERSHIP CHAIRMEN 1. Citation to each Department Chairman for participation in this program. 2. Believe We Can Do It VFW Store Gift Certificate to one Department Chairman in each Program Division for the best promotion of training and promotion of the Membership & Recruiting Program. 3. Outstanding Performance Award in each Program Division based on criteria listed on Page 2 and for the promotion of the Program Goals on Page 29. 4. $75 and a We Believed You Could Coin to one Department Chairman in each Program Division with the most outstanding training and promotion of the Membership & Recruiting Program done during a Department function put on by the Department Chairman. One entry from each Department will be judged by the criteria on the guide sheet available at www.vfwauxiliary.org/resources. Entries due to the National Ambassador by May 31, 2019. AWARDS FOR DEPARTMENTS: 1. Quarterly Awards: Goals for new and rejoin members will be individualized for each Department and be given to each Department at the start of 2018/2019 year. 1. Quarter 1 by October 31 - $100 (CA 380 new or rejoined) 2. Quarter 2 by January 31 - $200 (CA 240 new or rejoined) 3. Quarter 3 by April 30 - $300 (Ca 380 new or rejoined) 4. Quarter 4 by June 30 - $400 (CA 240 new or rejoined) 4. Stars & Striped Award: One Department in each Program Division will receive this award for presentation at National Convention 2019 for total membership from July 1, 2018 through May 31, 2019, based on June 30, 2018 membership numbers. Special gifts and awards to be presented at 2019 National Convention, as well as gifts for any member from the winning Departments who pre-register for the 2019 National Convention and attends. 5. Conference Vs. Conference a. The Conference with the highest total percentage by December 31. 2018 will earn $50 to go to each Department in that Conference, b. The Conference with the highest total percentage by June 30, 2019 will earn $50 to go to each Department in that Conference. AWARDS FOR NATIONAL CONFERENCE COACHES 1. We Believed You Could Keepsake to each Conference Coach for their hard work in this program. 17
ALL-STATE AUXILIARY PRESIDENT CRITERIA To qualify for All-State Auxiliary President Award, the following criteria must be met. 1. The Auxiliary must be 100% in Membership by April 30, 2019. 2. The Auxiliary must be represented by at least the Auxiliary President, Senior Vice President or Junior Vice President at all District meetings and Schools of Instruction. It is recommended that your program chairman attend these meetings as often as possible. 3. All Auxiliary audits must be current. 4. The Auxiliary must have 100% participation and reporting in all Program: Americanism, Hospital, Legislative, Scholarships, Veterans & Family Support, Buddy Poppy/National Home, and Youth Activities. 5. The Auxiliary must hold at least 10 business meetings per year. Monthly business meetings are encouraged. A quorum of five members is required at each meeting. (Section 210 and 212 in the National By- Laws. 6. All quotas must be paid by December 31, 2018. 7. Your application for All-State Auxiliary President must be received by the Department Membership Chairman by May 5, 2019. ALL-STATE DISTRICT PRESIDENT CRITERIA To qualify for All-State District President award, the following criteria must be met. 1. District must be 100% in Membership by April 30, 2019. 2. The District President must attend at least two (2) Council of Administration meetings. 3. The District must attain 100% participation in all National Programs. 4. All Auxiliary and District audits must be current. 5. All inspections of Auxiliaries in your District must be completed and reported to the Department office by January 10, 2019. 6. You must hold at least (2) District Meetings in the 2018/2019 year. (See section 504 of the National By-Laws). 7. The District President s report must be received by the Department Membership Chairman by May 5, 2019. All-State Auxiliary and All-State District Presidents will receive a citation of accomplishment and a name badge which identifies the individual as an All- State President. 18
Application for Auxiliary All-State President Auxiliary Name # District # Auxiliary President s Name (Please print) 1. When did your Auxiliary reach 100% in membership? 2. The Auxiliary was represented by the (circle one or more) President, Senior Vice President, Junior Vice President at all District Meetings and Schools of Instructions. Signature of District President to verify Date 3. Did your Auxiliary participate and report in all National Programs? Please enter the month at least one report was sent from your Auxiliary to the Department chairman in the following programs: Americanism: Buddy Poppy/National Home Hospital: Legislative: Veterans & Family Support: Scholarships: Youth Activities: 4. Were all audits up to date as of the date of this report? Yes No 5. List the dates of all Auxiliary meetings held (with a quorum): 6. Were all quotas paid by December 31, 2018? Yes No Your application must be received by the Department Membership Chairman by May 5, 2019. All information will be verified by Department records. Auxiliary President Signature: Date: Address: Mail form by May 5, 2019 to: Joyce Bilyeu 3301 U Street Antelope, CA 95843 19
Jbilyeu42@gmail.com 20
District # Application for District All-State President District President s Name: (Please Print) 1. When did your district reach 100%? 2. Did you attend at least two (2) Council of Administration meetings? Please list dates. 3. Did your District attain 100% participation and reporting in all National Programs? 4. Were all auxiliary and District audits up to date, as of the date of this report? Yes No 5. Were all Auxiliaries inspected and reported to the Department Office by January 10, 2019? Yes No 6. Did you hold at least two (2) District Meetings in the 2018/2019 year? Please list dates Your application must be received by the Department Membership Chairman by May 5, 2019. All information will be verified by Department Records. Date: District President s Signature: Address: Mail form by May 5, 2019 to: Joyce Bilyeu 3301 U Street Antelope, CA 95843 Jbilyeu42@gmail.com 21
2018/2019 Department Membership Team Joyce Bilyeu, Chairman Sharonda Lewis, Co-Chairman 3301 U Street 2667 E 56 th Way #8 Antelope, CA 95843 Long Beach, CA 90805 (916) 708-2286 (310) 658-7862 Jbilyeu42@gmail.com sharondalewis72@gmail.com Kathie Okolski Kitnn1050@gmail.com Romy Hagen romicles@pacbell.net Susan McDonald Smacdon407@gmail.com Evie Holland Evieh562@gmail.com 22
District Membership and Leadership 2018/2019 YEAR-END REPORT REQUIRED BY ALL DISTRICT PRESIDENTS: PLEASE SUBMIT TO THE DEPARTMENT MEMBERSHIP CHAIRMAN BY APRIL 15, 2019 AT: Joyce Bilyeu 3301 U Street Antelope, CA 95843 Jbilyeu42@gmail.com District Chairman No. of Auxiliaries Participating District # Note: Participation is not considered for any awards but it must still be tracked. 1. How many Auxiliaries planned recruiting events? 2. Total number of recruiting events for all Auxiliaries: 3. How many Auxiliaries used the following methods to collect annual dues? Phone Calls: Emails: Letters/postcards: Face to face conversations: Social Media 4. How many Auxiliaries offered incentives to their members for renewing early? 5. How many Auxiliaries sent dues reminders/notices? 6. How many times did your Auxiliaries send dues notices/reminders during the year? 7. Did your District offer any incentives to Auxiliaries for collecting dues early? If so, please describe: 8. Does your District offer a program for Auxiliaries similar to the Circle of Excellence, such as Outstanding Auxiliary President etc.? District Presidents: Date: Signature 23