GUIDE Council Formation and Council Building Navy League of the United States January 2007 2300 Wilson Boulevard Arlington, Virginia 22201-3308 800-356-5760 www.navyleague.org - 1 -
OVERVIEW New council formation is essential for the continued growth of the Navy League. The ongoing development of new councils and the rejuvenation of established councils broaden the arena for fulfilling the mission of the Navy League. Navy League Mission Statement A civilian organization dedicated to informing the American people and their government that the United States of America is a maritime nation and that its national defense and economic well being are dependent upon strong sea services United States Navy, United States Marine Corps, United States Coast Guard and United States Merchant Marine. This guide was prepared to assist with new council formation and council rebuilding. Reference this guide and refer to the NLUS Operations Manual to begin the process of formation or rebuilding. This guide provides an outline of the process of forming or rebuilding a council and suggests resources to aid in this endeavor. Navy League Goals 1. Educate national leaders and the nation. 2. Support the men and women of the sea services. 3. Provide assistance to the sea service families. 4. Support youth programs. For additional help contact: Director of Membership, National Headquarters 800-356-5760 services@navyleague.org OR Director of Regional Activities, National Headquarters 800-356-5760-2 -
HOW TO BEGIN 1. Geographic area/community Formation is normally easier in a location where there is sufficient population with potential sea services interest retirees, veterans, active duty spouses, businesses and members of the general public interested in maritime issues or supporting the maritime services. Although not essential, proximity to military facility/command base/station, reserve center, NROTC, etc. usually increases the membership and programs. If distance from another council prohibits participation, starting one in your area will open up opportunities for all members of your community. 2. Mission To educate Americans about the need for a ready and strong maritime defense, To provide support and hands-on services for the men and women of the sea services, To create an environment for like-minded Americans to work for the advancement of the sea services and local issues. Support national and local interests Local awards scholarships, recruiting, and Sailor of the Year, Quarter, etc. Recruiting support for area sea service recruiters Transition assistance support for sea service personnel returning to civilian life. 3. Leadership Forming a new council will require at least five to eight interested, motivated, and dedicated members to recruit members and get the council started. Identify potential officers and directors Leadership in a volunteer organization must inspire the best performance of others in the absence of any tangible rewards 4. Priorities 1. Recruiting 2. Staffing the council 3. Retention 4. Programs 5. Finances 6. Communications 7. Training 8. Chartering the process - 3 -
RECRUITING 1. A core group of five to eight members is important to begin forming or rebuilding council and they must all be involved with recruiting new members. Recruiting is an all hands evolution. Everyone should be encouraged to carry an application at all times. 2. Choose a potential vice president for recruiting. The VP is the focal point for the recruiting effort and this leader: Should be an effective recruiter with a wide range of business and social contacts and the ability to motivate others. Should maintain a large supply of applications and get them into the hands of the Board of Directors and others. Should develop a guide tailored for your local area and examples of approaches to potential members and the benefits of membership. Review the Membership Recruiting Guide on the NLUS web site (www.navyleague.org) or request the guide from headquarters. Sign up for Council Alerts - a bi-monthly e-newsletter containing a wealth of information including best practices, membership updates and more. Contact Manager of Field Services to sign up. Sources for membership include: a. Local Businesses Vendors who sell to DoD/and all sea services. Corporates - large companies of more than 500 employees. (Also, call National for assistance.) Business Associates - Companies with less than 500 employees. (Also, call National for assistance.) Community Affiliates - Small businesses in your community such as restaurants, printing companies, etc., at which your members are customers. Councils benefit both in increased membership and financially. (Brochure enclosed.) For more information call the Director of Membership (800-356-5760). b. Reserve units Navy, Coast Guard and Marine Reserve reserve personnel can be members of the Navy League. c. Active Duty Spouses Navy, Coast Guard and Marine Wives Clubs this group offers very committed and interested members. d. Service related organizations Naval Reserve Association, Reserve Officers Association, The Retired Officers Association, Naval and Coast Guard Academy Alumni chapters, Recruiting Distant Assistance Councils, Naval Academy Information Officers and Parents Clubs, and Propeller Clubs, et al offer Americans of like-mind and interest in the sea services. e. Everyone you meet the workplace, patriotic citizens, neighbors, etc. *Exception: Active-duty military personnel cannot become members until their discharge from active service. 3. A systematic program of making pitches about the Navy League should be - 4 -
developed. Navy League has several PowerPoint presentations available: Membership Recruiting TAP Recruiting Community Affiliate Recruiting A CD-Rom is also available: Your Advocate for Sea Power You can find the PowerPoint presentations on the web site at: www.navyleague.org, click on Navy League Councils and then Council Resources, or call HQ to request a copy. Also, call HQ to request a copy of the CD-Rom disc. 4. Try to recruit and involve local political figures (mayors, congressman, elderman, state representatives, school officials, etc.) and business and professional leaders. These new members should be simultaneously recruited: To the Navy League membership, and To the council board of directors 5. Remind all members to carry applications at all times. How do you get a member? Just Ask Him or Her! Checks or credit cards are acceptable. Get it right then and there. Pocket and regular applications are enclosed. Join online at www.navyleague.org/join! - 5 -
The Officers and The Board Once the President has been selected, the Treasurer, Secretary, Vice Presidents and Directors must be elected (or appointed). There is no limit on the number of Directors as that is a means of involving more people in council activities. In the formation stage, the five to eight member core group will work in these leadership roles. After a council is fully established, an official election can be held. 1. The President In a startup or small organization, the key office is that of the President who sets the tone and can make or break the council. It is a demanding job. It requires initiative, energy, ideas, time and out-of-pocket expenses. These factors must be considered in choosing the President. He or she must have good leadership and organizational abilities and realistic ideas for improving the council. The President must also be a good listener and implementer of others ideas, which promote expansion of council activities, support for the maritime services, fundraising, recruiting, etc. The effective leader must be prepared for failure on the part of others and be sufficiently resourceful and resilient. The President should be able to: a. Keep track of the talent pool, particularly those that can be tapped on short notice. b. Be personally prepared to perform chores when the situation calls for it. c. Motivate others to contribute as their talents and resources permit. 2. Senior Vice President This person is usually the successor to the President and should possess similar abilities and qualities of leadership. Many councils do not have a Senior Vice President but simply select the president from among all vice presidents such as VP for Membership, Public Affairs, etc. 3. Other Officers Council organization can be tailored to fit the size of the council. The Operations Manual provides three organization models. These are merely suggestions and can be modified to suit the capabilities and limitations of the council membership. 4. The Board There is no limit to the size of the Board. Encourage participation and appoint or elect those who show interest. Give them a job to do, a project, or a responsibility for an event such as greeting ships, holding a sea power seminar, liaison with military commands, etc. Actively recruit community leaders, retired sea service leaders and spouses and other interested, committed members. Appointment to the board when recruited to Navy League instantly recognizes them and strengthens their interest from the outset. Board meetings should be open to the general membership and promoted as such. - 6 -
Retention Recruiting can be frustrating if we lose members out the back door at about the same rate as new ones are recruited. Establishing a program to actively retain council members is critical for the continuing growth of the council and the Navy League. Request a copy of the Retention and Welcoming New Members Guides from National or download the guides off of the website at www.navyleague.org, click on Navy League Councils, Council Resources, Council Guides. The key factor is that retention starts the minute a person joins the Navy League so be sure to make all new members feel immediately welcomed and accepted. There should be a VP and/or a Committee Chairman for retention who: Will devote time to tracking expiration of membership dates, Will monitor renewal letters mailed out from headquarters. (Additionally, many councils send their own reminders and designate a retention phone committee member to contact members about their renewals.) Will work with members and leaders to establish a good retention plan for the council. Credit cards are accepted for membership payments. Encourage new members to join as Life Members to avoid renewal hassles. Periodically, survey your membership to assess satisfaction with the council s programs and events, time and location of events, etc. New member orientation is highly recommended as a key retention tool. - 7 -
Programs Having varied and interesting programs and activities is essential to maintain the interest of your members and to fulfill the mission of the Navy League. Program ideas and suggestions can be found in the following: Part Three of the Operations Manual. NLUS Planning Guide the yearly planning calendar is produced each fall by National and sent to all council presidents. It contains ideas for monthly programs, activities and celebrations. Call the Regional Activities department to request a copy of the Planning Guide. Sea Power Magazine SEA POWER publishes a diverse range of authoritative and informative articles to educate the American people, their elected representatives, and industry on the need for robust naval and maritime forces. Feature interviews and articles -- authored by respected experts in their fields and senior uniformed and civilian officials -- document key developments in major ship, aircraft, weapons, and doctrinal programs. Monthly feature columns also convey current news relating to major naval policy and political developments, the sea services, the U.S. industrial base, and international developments. Navy Leaguer a quarterly publication that reports on activities and programs of councils across the country. You can find the Navy Leaguer online at www.navyleague.org and then click on Navy Leaguer. Videos and Slide Presentations available from National. (See Attachment 1, Available Videos) Speakers Bureau Call the Public Relations Manager at HQ to secure information about available sea service programs and speakers. - 8 -
Meetings & Events Regularly scheduled monthly meetings or events are recommended to keep up member interest. An interesting speaker or program, or base or ship visit, if available, is recommended to keep members busy in Navy League-related activities. The yearly NLUS Planning Guide offers suggestions, which can be used for meeting ideas. Meetings & events, programs, and projects should facilitate completing the required Annual Report for submission to National Headquarters; see the Operations Manual for details. Dues rebates are paid quarterly. Some councils collect local dues, hold fundraisers or charge a modest surcharge for activities. - 9 -
Communications Regular communication with council members is essential to maintaining interest and participation in the Navy League. Councils must also establish good communication outside the council. Within the Council Newsletters Regular communication through the use of a newsletter is an important means of sharing news about council activities. For ideas on creating newsletters contact Public Relations Manager or Manager of Field Services at HQ for help. Welcome Letters Ensuring that new members feel important and accepted is essential for retention. It is important that a welcome letter be sent to all new members with a newsletter or a note telling them when and where your next meeting or activity will be held. (See sample welcome letter in the Retention or Welcoming New Members guides. Email It s a good idea to get all of your council members e-mail addresses. This way you can let everyone know about upcoming events, meetings, etc. immediately. Using e-mail helps everyone share information and is much faster than regular mail. Anyone who has access to the Internet can use e-mail for free encourage your members to get an e-mail address. Website Council should try to establish a website as a means of communicating with their membership and the public at large. Assistance with website setup is available at http://navyleague-itc.nlus.us/about.shtml. Outside the Council Regular contract with area sea service personnel is important: When feasible and appropriate, invite local personnel to council functions. Close ties might result in access to the local base of O Club privileges, participation in guest cruises, etc.; however, none of these should be promised as a membership benefit. Communication with local and national officials such as congressman/representatives is very important as the Navy League strives to promote awareness of the need for a strong maritime defense. Keep your members abreast of current legislation and remind them to write letters or visit their local representatives. To find more on legislative updates, visit the web site: www.navyleague.org and click on Legislative Affairs. - 10 -
Recognition Navy League councils provide recognition to active duty personnel such as Sailor of the Quarter or Year, leadership awards, incentives for recruiters, swords to NROTC midshipmen, etc. Frequently overlooked are the contributions of members. They should be recognized at every opportunity. Volunteers receive few tangible rewards, so public recognition a member s contribution is critical. The Operations Manual has examples of certificates available. The Council President can award one Scroll of Honor, the second highest award for members, and 12 Certificates of Appreciation annually. Finance The Treasurer should be someone with a financial background. Provisions for an annual audit are recommended. This audit can be performed by a committee of members, which allows the council to avoid paying a fee to an accounting firm. Breakdown of income and expenses will facilitate completing the required Annual Report for headquarters. A workshop for conducting financial audits is available (see the training list). Dues rebates are paid quarterly and the amounts are specified in the Operations Manual. Many councils collect modest local dues, hold fundraisers, or charge a modest surcharge for activities. Training Keeping your members is not an accident, but rather an achievement realized through good leadership and programs. Good leadership is not an accident, but rather individuals who are motivated and well-informed of their responsibilities. It is essential that your council leaders receive all the information and training available. Good leaders then pass on to their replacements well documented information so that the council will continue to grow and fulfill the Navy League s crucial mission. If you need assistance with training, the following are good resources: (Call National s Membership Office for names and telephone numbers.) Your Area President Your Region President National Vice President, Membership *Director of Regional Activities, National provides training workshops, just call HQ to schedule a training workshop in your area. - 11 -
The Organizational Process 1. Council Organization Meeting: Pass Bylaws (Sample Bylaws are contained in the Operations Manual) Elect officers and directors Discuss plans/activities Select a council name (should represent geographic area) in accordance with Operations Manual. 2. IMMEDIATELY following the organization meeting, the Founding Committee, Officers and the Board of Directors (if elected) should meet to discuss actions required for preparation of the next meeting: Venue, time and date for next meeting Program Additional nominations Notices and publicity announcing the new Navy League Council 3. Submitting memberships and payments to National: Transmit membership applications to Navy League headquarters with checks or credit information as soon as received. These members will then be assigned to the new council. Although the minimum requirement for chartering is 25 members, it is recommended that 50 be enrolled to provide for non-renewals, financial stability and future leadership. If transfers are expected from another council, they should NOT be counted as part of the basic 25. The transferring member must request transfers from another council in writing. Membership in two councils may be obtained by paying two memberships. Dues rebates will be paid to the council upon chartering. Subsequent years rebates will not be released without proper submission of the councils Annual Report. Note that rebates are not carried over past December 31. 4. Charter Origination: After sufficient members are assigned to the prospective council, the founder, in consultation with Director of Membership (800-356-5760) then forwards the letter requesting a charter, via the state and region presidents for endorsements, to the corporate secretary for final action by the national president (in accordance with the Bylaws). A temporary charter will be issued several weeks before the actual ceremony date, permitting additional names to be inscribed on the official Charter. 5. Chartering Date and Program: When approved, the Director of Membership coordinates, with the founder, to set the date for charter presentation and obtaining the presenter (and/or speaker), if needed. - 12 -
6. Tax Exempt Status: Once chartered, it is strongly recommended that councils incorporate and apply tax-exempt status for educational non-profit association (501 (c)(3) either individually or as a part of the group exemption program established by National Headquarters.) (See the Operations Manual, for information.) 7. Council Insurance: Liability insurance is mandatory (in continental U.S.) through NLUS and the low group rate is deducted from council rebates annually. 8. National Contact for Councils: The responsible National Vice President shall be kept informed regularly of the progress and be sought for assistance, if needed. The chain of support for a council includes the Area President and the Region President, who should be consulted before seeking assistance from the National Vice President. The Director of Membership Services should also be kept informed so that the charter, memberships, and other membership issues can be completed in a timely manner. - 13 -
Charter Meeting Suggested Agenda for the Council Organization Meeting: (Welcoming committees at door to greet, introduce, and dispense nametags.) 1. Chairman calls meeting to order 2. Pledge of Allegiance 3. Invocation 4. Welcome and opening remarks by the Chairman, introduction of Founding Committee and Special Guests 5. Self-introduction of others (If a meal is to be served, serve it at this time.) 6. Introduction of speaker by Chairman 7. Speaker Why our city (County or area) needs a council (May use Navy League video.) State first year objectives. 8. Discussion questions and answers 9. Report of the Membership Chairman Distribution of membership applications if not done before. Number of charter members to date and number needed to get charter. Invite attendees to sign up friends. 10. Report of the Judge Advocate, pro tem Usually recommends adoption of the standard Bylaws (Operations Manual) that can be amended. 11. Report of the Nominating Committee 12. Report of the Treasurer, pro tem 13. Report of the Program Chairman 14. Closing remarks Thanks to all. A reminder that those who join in the next four weeks will be charter members and listed on the Council Charter. - 14 -
Council Guides & Workshops Council Guides available online at www.navyleague.org, click on Navy League Councils, Council Resources and Council Guides. 1. Business Awareness 2. Council Formation and Council Building 3. Council President Turnover 4. Council Event Planning 5. Highline Education 6. Hosting National Navy League Meetings 7. International Council Operations 8. Legislative Affairs 9. Membership Recruitment 10. Newsletter Editors Handbook 11. Nominating Procedures 12. Public Education 13. Public Relations Handbook 14. Retention 15. Sea Service Family Support 16. Ship Adoptions 17. Ship Commissioning 18. Ship Visit Planning 19. Welcoming New Members 20. Youth Programs Training Workshops to schedule a workshop in your area contact the Director of Regional Activities at 800.356.5760. Workshop objectives are available online at www.navyleague.org, click on Navy League Councils, Council Resources and Training Workshops. 1. Leadership in a Volunteer Organization 2. Energizing Your Council 3. Grassroots Legislative program 4. How to Run Effective Meetings 5. Recruiting Community Affiliate Members 6. Recruiting & Retaining Younger Members 7. Strategic Planning 8. Council Formation 9. Council Financial Audits 10. Council Fundraising 11. Council Retention 12. Council Officer and Board Member Training 13. Council Tax Exempt Status - 15 -
Available Videos The Navy League has the following videos available for borrowing from the video library. To check out a tape, contact the Public Relations Manager at National Headquarters 800.356.5760. Abandon Ship? America s Merchant Marine Dilemma, 27 min. Abandon Ship? America s Merchant Marine Dilemma, 12 min. Air Combat Test Pilots, 50 min. America s Own: The Blue Angels, 12:10 min. Around the World at the Speed of Sound: Blue Angels, 1 hour At Sea, 29 min. (U.S. Navy Memorial movie) Cape Disappointment and Testing of the 47 Motor Life Boat, 15 min. (USCG video) Carrier: Fortress at Sea, 92 min. (as seen on the Discovery Channel) The Carriers, 50 min. Casco Bay presents the 50th Anniversary of Pearl Harbor, approx. 90 min. Finest Fighting Force (Reserves) 12 min. From the Sea, 23.33 min. (Navy tape) From the Sea, T.V. 10 min. (Children s program) High Flying Thunder, 3:30 min. (F/A-18 training video) Is the Navy Doomed to Becoming a Hollow Force?, 7 min. (Evan Baker interview) Liberation of Kuwait, 23 min. Marine Aviators, 50 min. Men Beneath Our Sea, 4:51 min. The Men Who Sailed the Liberty Ships, 57 min. (Seamen who sailed in the merchant fleet during WWII) The Naval Sea Cadet Corps- Its an Adventure of a Lifetime, 11 min. The Naval Sea Cadet Corps- It s in a League of Its Own, 7 min. (All about the Navy League); also available in ¾ format Navy-Marine Corps Team in the New World Order: Steady on Course, 11:50 min. 1994 U.S. Coast Guard: The Year in Review, 12:46 min. Projecting Power From the Sea, 10 min. Proud to be an American, 15 min. The Role of Aegis in Desert Storm, 14:51 min. Sea Shadow, 15:48 min. (Experimental ship; also available in continuous loop) Sea Power: Ruling the Waves, 25 min. Standing for a Strong National Defense, 16:20 min. (AFA tape) Storm from the Sea, 67 min. (Navy/ Marine Corps operations in the Gulf War) Strike Fighters F/A-18 Hornet, 5 min. Submarine, 60 min. (NOVA production) The Fast Attack Submarines of Hampton Roads, 15 min. TurboProp Training Excellence, 15 min. Twice the Citizen, 17 min. (Reserves video) U.S. Merchant Marine Academy: Project ACTA, 4 min. U.S. Navy: Around the Clock & Across the Globe, 13:40 min. Voices of Courage, 47 min. (U.S. Navy Memorial video on naval history) - 16 -
Warriors from the Sea, 10 min. (Marine Corps) WINGS series:#1 PB-Y Catalina, Classic Flying Boats #2 Douglas, A1 Sky Raider #3 Vought F4U Corsair You and the Navy: An Environmental Partnership, 17 min. You re in the Picture: How Citizens Affect Public Policy, 13 min. (Legislative video) Winning the War/Striving for Peace, 5 minutes (Hughes video) Wolf Blitzer CNN Reports, 45 min. (from the Persian Gulf) Our Navy Story: A Legacy of Honor Courage, and Commitment, 59:58 Navy League of the United States, Your Advocate for Sea Power, 9 min. - 17 -