Secretary's Manual Update

On 11/01/08, the updated and reformatted Secretary's Manual was published on the Operations Manual website ( www.usps.org/national/om ). It is included both as Chapter 15 of the Operations Manual and as a stand-alone document (http://www.usps.org/national/om/pdfs/secman.pdf ). Please consult the What's Changed document on the Operations Manual website for a more detailed listing of all changes to the manual.

District & Squadron Event Insurance

Effective 1 July 2008, USPS selected the Chubb Insurance Group to ensure that USPS has the best comprehensive insurance coverage. USPS insurance provides coverage for districts and squadrons that use property owned by others for classrooms, meetings and other events. Where evidence of insurance is required by the owner or lessor, districts and squadrons should complete the certificate of insurance request form and submit the request to Chubb’s agent, Gowrie, Barden & Brett.

For access to more information or to request a certificate, click here.

Fall Governing Board Update

Fall Governing Board

The Fall Governing Board in Detroit is now history. If you missed it, you might be interested in the meeting CD. Call Headquarters 1-888-367-8777 to see if there are any left. You can also find the reports which were in the seat packets online.

The URL is: http://www.usps.org/national/natsec/seatpacket.html

While you’re online, you may want to review the latest issue of the Secretary’s Department Newsletter.

The URL is: http://www.usps.org/national/secnews/index2.htm


Newsworthy Items

R/C Roberta Dougherty and the Membership Committee have compiled a list of newsworthy items.

The URL is: http://www.usps.org/national/membership/pdf_files/Newsworthy_Items_from_Detroit_GB_Fall_2008.pdf

Spring Survey

The results of the Spring Survey were compiled by P/V/C Baldridge and can be found on the web.

The URL is: http://www.usps.org/national/membership/pdf_files/Survey_Results_PVC_Baldridge_2008_May.pdf

NEW PRO-LOG

The Marketing/Public Relations Committee launched an online PRO-LOG in Detroit. Check it out.

The URL is: http://www.usps.org/newpublic2/redir/prolog.html


Boating is fun…we’ll show you how

U.S. Coast Guard Infoline/Hotline Discontinued

U.S. Coast Guard Infoline/Hotline 800-Number -- No Longer in Service

 

As many of you may recall, the U. S. Coast Guard Infoline (a toll-free phone number formerly referred to as the Boating Safety Hotline) was discontinued October 1, 2006 due to budget shortfalls.  At that time, the Coast Guard requested our partner organizations to remove the 800 number from active websites and customer assistance phone services, and to discontinue the use of the number in all printed material. 

 

It has recently come to the Coast Guard's attention that the CG Infoline 800 number (800-368-5647) has been privately reactivated and now leads to a secondary 800 number that is unrelated to boating safety when dialed.  All Coast Guard field units have been directed to obliterate this number from all forms and publications where it appears.  All replacement stock of these forms and publications no longer carry the CG Infoline number.

 

Due to the fact that the boating public is still continuing to attempt to reach us at this number, we are asking for your assistance in ensuring that your membership is aware that the Coast Guard Infoline/Hotline is no longer in use and to discontinue the placement of the number in all publications and services.  It is further requested that, where possible, you obliterate this number from any existing stock of materials in order to prevent any misdirection or confusion for the recreational boating public. 

 

Your cooperation and assistance in this matter is greatly appreciated, and thank you for all you do to make recreational boating safer for our boating public.

 

 

 

Internet Opportunities for Finding New Members

To: Squadron Commanders

From: R/C Roberta L. Dougherty, AP

RE: Internet Opportunities for Finding New Members

Date: 9 May 2008

As many of you may know, the USPS website, www.usps.org , weekly receives approximately 200 hits on the url link for “Become a Member.” In an effort to respond personally to the inquiries of these potential members, the Membership Committee leaders worked with the Secretary’s Department to develop a standard procedure to reply to these interested persons. Our reply team is comprised of committee volunteers who will work to maintain the conduit of communication and information flowing between these potential new members and you, the local squadron leader.

In order to ensure the success of this program, please make a concerted effort to keep your information current in the DB2000 database. Also, make certain that the contact person for your squadron is still willing to serve in this capacity. If not, please send me an email request and I will forward instructions for updating the contact’s information in the appropriate places. ITCom is currently addressing the issue of finding an easier way to assure the accuracy through out USPS when squadrons maintain their various forms.

The following steps are outlined for your reference so that if you receive an email from Beverly Wiley, Membership Service Representative, suggesting you contact a potential new member, you will be prepared to “make it happen” and invite them to attend a squadron function and eventually join your squadron.

1. The prospective member clicks on “Become a Member” web link.

2. A letter is automatically generated to this interested person, giving a brief overview of who we are and an email containing his/her information is sent to mailto:membership.usps@yahoo.com.

3. The Membership Service Representative (MemServRep), Barbara Wiley, locates the nearest squadron(s).

4. A letter is sent to the Squadron giving contact info with a quick letter asking them to contact the potential member within 4 days. At the same time a response is sent to the potential member telling them what is being done.

5. If no contact is made by the squadron, a phone call will be made to the squadron contact by the MemServRep.

6. If more than one squadron operates in an area, the potential member will be sent a letter requesting he research squadrons and let the MemServRep know which squadron(s) he wants an introduction to.

7. A follow-up query will be sent to the targeted squadron one month after this initial contact to determine the status of the potential member. Hopefully he has joined the squadron.

8. If squadron doesn't reply that contact was made, MemServRep will contact the potential member to determine what is happening and facilitate the process.

9. If the potential member doesn’t join a squadron, a thank you email will be sent by the MemServRep and his information is kept on file for five years.

Thank you for working with us to grow USPS. Boating is fun. We can show them how!

IT'S NOT TOO LATE FOR 2008

PLAN: Kick off your Squadron Renewal Campaign now!

EVENTS and DATES:

Late April 2008 -- Celebrate Membership Renewal Day – Have a party to celebrate the renewals of the majority of your membership

Suggestions:

• Extend invitations to last year’s late renewals.
• Have the event in the afternoon – offer transportation if needed.
• Have someone setup a computer for members to renew on line using their credit card (HQAB only).

5 May 2008 – Have each member of the Bridge and ExComm call 3 members who have not yet renewed (Check the online report or with the Squadron Treasurer for the names).

Suggestions:

• Include a reminder in the squadron newsletter
• Send an email reminder with a link to http://www.usps.org/dues (HQAB) for credit card payments.

10 June 2008 – Call the few non-renewals to check if they are really non-renewals and ask the reasons why.

1 July 2008 – Have a Renewal Celebration Party – invite EVERYONE (including any non-renewals) – encourage EVERYONE to attend. You just may get back those non-renewals.

Note: Celebration Parties not fitting into your Squadron meeting schedule? Just make the theme of your monthly Squadron meetings, Renewal.

“Boating is fun we’ll show you how!”

Stf/C Susan L. Darcy, JN

Membership Committee – Retention Team

With the assistance of V/C John T. Alter, SN and R/C Roberta L. Dougherty, AP

MemCom Survey

We need your feedback…

Any squadron is welcome to present the Membership Com Dallas presentation and their members can take the monkey survey on line. Please read the notes view and be certain you view the PowerPoint presentation first before answering the survey questions. Go to http://www.usps.org/national/membership/presentations.html, look at the section titled “Dallas Meeting” and click on “New Member Options and Opportunities.” The presentation would make an excellent program at a squadron meeting. The survey can be downloaded and printed or members can take it online at http://www.surveymonkey.com/s.aspx?sm=nF9HLsRfsc2mGJTGjjfttg_3d_3d

R/C Roberta L. Dougherty, AP

Membership Committee

Recruiting, Retention, Power of One, Youth Activities

Community Outreach

United States Power Squadrons

EVERY MEMBER MAKES A DIFFERENCE!

LOCAL BOATING KNOWLEDGE

National Planning Committee Message

2 April 2008

Commanders, our members have made it very clear in our surveys that both hands-on and on-water education are desired. Hearing the message, our Educational Department has developed these activities for our courses and seminars. These approaches to learning are based upon the axiom that we learn 80% of what we experience personally.

Another very strong motivator to learn involves what directly affects your boating. In class, the ears of the students perk up, as does the learning curve, when an experienced boater talks about the best practices when boating in your local boating area. This is the area where the majority of your students will be boating. They really want to learn from the experience of others and safely detour around avoidable problems.

Local boating knowledge does not come in a manual, but it can be found in our USPS members. Your SEO, instructors, Port Captain, and all your squadron members can participate in the development of a curriculum that addresses the knowledge that comes through experience on your local waterways. Many instructors already do this with great success. These activities should be archived and continually updated.

When the public gets this added value from our course several things happen. The students will be much better prepared to boat safely and skillfully in local waters. The community should learn that those attending our public course will be safer boaters in their home waters. No other available courses offer this knowledge.

This is an opportunity to go that extra mile. The potential payback is great.

-Your members can re involve themselves in something they know a great deal about.
-Your students will be educated to a much higher degree.
-The squadron will be participating in a very socially responsible activity.
-Your community will appreciate your efforts.

The Planning Committee recommends you begin this activity. The following recommendation contains a variety of ideas to help you get started. The knowledge is in your members. Through your leadership your members, squadron, and the public will grow in involvement, intellect, prosperity, safety…

We wish you success and thank you for your efforts.

National Planning Committee
William M Bellinger, SN Chair
wmb413@sbcglobal.net




National Planning Committee Recommendation April 08

LOCAL BOATING KNOWLEDGE

Who knows the waters better than our members that boat upon them? A real win-win situation occurs when a squadron teaches local boating knowledge. Members and non-members will learn more of the boating skills that directly affect their boating. The learning curve goes up and stronger bonds form between the student and instructor when one is learning something that they need to know when in local waters. There will be more “safer boaters” on the water.

There is a correlation between locale and membership in USPS.
If boating is being done on large bodies of water that require special knowledge, be it tides and currents, locking through, unique weather, or other topics beyond fundamental seamanship, would those squadrons have an easier time of recruiting/retention if these subjects were added to our materials?

Local knowledge is hard to come by unless you know the right people to ask or observe. In many ways, the new boater would be well served from the very start if he or she had been armed with much of what we call, "local knowledge". The local squadron is really a collection of folks who have that knowledge, individually and collectively. And, they are an identified body that can be communicated with regarding local conditions. Moreover, the squadron members have an obligation to help their fellow members. We've all taken that oath.

A boater will show far more interest if he is taught a more comprehensive program of instruction for his own boating venue; especially if safe boating requires some advanced training. USPS' best resources are its members and their local knowledge…a free gift with membership. This is truly a win-win situation that could never occur in the competitors’ courses.

There is a need to increase on-the-water training.
· We know that a hands-on experience is most effective in providing an everlasting model of correct procedures.
· "Hands-on" usually is a team effort and a great way to establish relationships.
· In a competitive battle for students, we can be the one organization that is easily structured to carry out on-the-water instruction. It is highly unlikely that the state programs will evolve to the point of instructing on-the-water. This can be a market-differentiating feature for USPS.
· The new BOC program should be a major tool in USPS efforts to incorporate on-the-water training and examination.




Formulating "Local Knowledge"
· Involve the Port Captains and SEOs as a resource to catalog the uniqueness of their area.
· Keep in mind the real needs for the boating public in each boating area.
· Tailor the education to meet those specific local needs over and above the basic training offered in our manuals. .
· Put more emphasis on the "boaters helping boaters" in teaching local knowledge topics.
· Using a team concept as a way of instilling member desires to participate, have a squadron (or district) compile all of the items of interest to a new boater in their boating area and do this as part of a team project. A squadron could do this with member solicitations and have the team edit and publish a "manual of local knowledge".
· What that would be worth to a new or even experienced boater is incalculable. What a recruiting tool it would make. Now there's something of value only members can get.
· Free or cheap brochures and decals of local interest should be distributed. Bridge/lock information, marina rules, channel hazards, etc.

General Local Areas for Focus
· In Salt Water: Coastal and Off-shore Tides, Currents, Reefs, Shoals, Inter-coastal Waterway
· In Fresh Water: Near Shore, Inland Lakes, and Rivers Locks, Dams, Bridges, Canals
· In Common Areas: Trailering, Launching, Anchoring, Canoeing, Jet skiing, Local Destinations, Ship Channels, Charting, Barge Traffic and Tows, Lights, Going Aground

Similar to the BoatU.S. safety decals, create several different USPS decals with local knowledge. There may be some repetitiveness. Decals for distribution at our courses, seminars, boat shows, VSCs, marinas, yacht clubs, etc.

Testimonial
Bellevue has been adding a week or two of extra material to the SBC. We expanded the Charts and Aids to Navigation to a full 2 hours, created a class segment titled “Tides and Currents” using Capn Jack’s tide tables and charts for Puget Sound, San Juan Islands, and elaborating on the hazards of ebb currents against off-shore winds, etc. We have also incorporated a segment on transiting the ship canal locks.

The response by the students over the past year and half has been overwhelming. We had nearly 40% of the class join the Squadron. These individuals joined with enthusiasm and a desire to continue learning. They are already populating the Advanced Grade and Elective classes and will likely become active members of the Squadron as well.

Navigating the USPS Membership Committee Website

Or “what is where in Membership online”

Web address: http://www.usps.org/national/membership/
The USPS Membership Committee is one of the largest and most important committees of our organization. We are divided in three divisions, each chaired by a Staff Commander. Additionally there is a national team at Headquarters led by Lena Padro, padrol@hq.usps.org, which takes care of the organization and the daily need-to-do-activities of the committee. If you have any questions or need assistance please contact me directly.
Roberta L. Dougherty, AP – R/C, National Membership Committee rdougherty@simcare.net
Every Member of USPS is on the Member Ship!

Main Membership Committee page:
Reading from left to right we find:

1) Left Column: NEW STUFF

• “Become a member. http://www.usps.org/newpublic2/join.html
  ”Update in process. For now it takes you to the USPS welcome page where info is provided on the organization.
  Change planned: Allow screen to pop-up and collect contact info. Email response will be sent to inquirer and copy of The Compass will be emailed for the next six months. Need recruiter to file post.
  
• “Welcome Auxiliarists” - http://www.usps.org/php/membership/uscgaux.php - Opportunity to collect contact info and sent a reply by Stf/C C. Beckman & her team.
  
• “Growth Award Winners” http://www.usps.org/national/membership/2006-2007_Success_Recognition_Growth.html Page displays winners and photos taken at awards ceremony held at Fall G/B 2007.
  
• Dues calculator - http://www.usps.org/php/DHinders/natsec/duestable.php
  

2) REFERENCES

• Links to various divisions of the Membership Committee
  Click on the hyperlink for each division and/or click on the photos found in the center of this page to take you to each Department Page. The three divisions of the Membership Committee: Recruiting, Retention/Involvement and Youth Activities/Community Outreach each host a page with various links and subtopics. The staff commander can be reached directly by clicking on the link below his name. Enjoy surfing the Member –Ship pages.
  
  
  
  • Recruiting Home Page - Stf/C Connie Beckman, JN
    conniebeckman@rapidsys.com
    http://www.usps.org/national/membership/recruitment.htm
    
    
  • Retention/Involvement Home Page Stf/C Susan L. Darcy, JN
    Susan@darcy-systems.com
    http://www.usps.org/national/membership/meminv/index.htm
    
  • Community & Youth Activities – Stf/C Doug Sewell, SN
    Sewell3@juno.com
    http://www.usps.org/national/membership/youth/index.htm
    
    
  • USPS4kids – http://usps4kids.org/default.aspx - See and play one of the games in WaterSmart from the Start®
    
  • Apprentice/Sea Scout Renewal information: http://www.usps.org/national/membership/apprentices_and_sea_scouts_renewals.html
    
  
  
• Admin Dept Home page: http://www.usps.org/national/admin_dept/
  
  
• All Membership Forms : http://www.usps.org/national/membership/printable_forms.htm
  
• Awards - Presented by the Membership Committee http://www.usps.org/national/membership/other%20doucuments/Awards%20Programs.htm
  
• List of Committee Chairmen http://www.usps.org/national/membership/com_mbrs.html
  
• MemCom Organization Chart
  http://www.usps.org/national/membership/pdf_files/MEMCom_Org_Chart.pdf
  
• Committee Roster
  
• List of District Commanders and assigned NMRs (Representatives from MemCom) http://www.usps.org/national/membership/pdf_files/MEMCom_Org_Chart.pdf
  

3) Presentations & Tools

• Presentation page - List of Membership Committee Presentations made at Dallas Annual Meeting http://www.usps.org/national/membership/presentations.html
  
• Tools - List of Presentations made at previous National Meetings that are still current. http://www.usps.org/national/membership/tools.html
  
• Membership Committee Manual – Currently undergoing revision. New version will be posted shortly.
  
• Older MemManual and Presentations – Click on url and follow links to find what you need.
  

4) Other Stuff (Right-hand column on MemCom Homepage

• MEMCOMments- Membership Com Newsletter http://www.usps.org/national/membership/pdf_files/latest_MEMCOMments.pdf
  
• Power of One Campaign - http://www.usps.org/national/admin_dept/powerofone.htm
  
• Inside USPS – Admin Dept Home page.
  
• Courses mandated by each state http://www.usps.org/national/membership/memcom_state_courses.htm
  

Youth Activities & Community Outreach Home Page – Stf/C Douglas Sewell, SN
sewell3@juno.com

Secretary's Department Newsletter

The Secretary's Department Newsletter is available for viewing/downloading:
http://www.usps.org/national/secnews/News200802.pdf

Recruiting Strategies

As most of you now by now USPS has a problem recruiting enough members to replace the ones we lose each year. The often asked question is “What can we do to prevent this from happening year after year?” Here are just a few suggestions that might help your squadron:

A. Public awareness of who we are continues to be an identity crisis. Just tell anyone on the street you’re from United States Power Squadrons or the Any-town Sail and Power squadron and what reaction do you get. Yes, the answer in your head should tell you we have an identity problem. A public relations campaign, giving the new seminars on a regular basis, developing an attractive booth display highlighting our teaching and civic service, publicizing our accomplishments in the local newspapers, and stating our accomplishments in a positive light are just a few.

B. Where is our booth at boat shows usually found? It is probably in a corner with all the other nonprofits. One solution is to go out in the aisles and greet people, or better still, walk the aisles with brochures explaining our seminars and inviting people to come see you for more information. Also, don’t forget to display our squadron public boating course book, USPS course material and new seminar material.

C. Design you own squadron brochure. There are two templates on the National Membership Website. Don’t forget to include your phone number and website on all you handouts. If you have handouts from National – cover their address and phone number with yours. If there is no address or phone, add yours. Most people will NOT make two phone calls to find out information. Don’t forget to add a benefits flyer to all your handouts. It can be found on the member benefits pages on USPS.org/

D. Is your website up-to-date? If not, take it down! Most people will come looking for class information and if they don’t find it in two clicks, or it’s out of date - their gone! Think about putting an easy way for them to register for classes and seminars on your website. If you need help with any of these items, call a squadron that is succeeding in your weak area and ask for help. We are not in competition with other squadrons, but rather in the same boat and should be paddling in the same direction.

E. When speaking or appearing in public, give some thought as to how the public perceives your squadron. This is very important. Are you just another boating organization or are you an organization that helps the community and environment while having fun? Don’t forget we can offer something no one else can – our member courses – Seamanship, Piloting, Weather, etc. (Please note that when National designed the new Boat Operators Certification Program, people seeking this certification must take some of our courses – that means members that you need to turn into volunteers)

F. Think about your own squadron for a moment – how many people work on your membership team or the recruiting committee? How many people are a part of your Member Involvement Committee? About half your members should be involved somehow with your membership or member involvement teams. I bet you have lots of inactive members – ever thought about calling them and inviting them to help with a specific project. Don’t let the fear of rejection prevent you from doing this important task. Stress that their help is needed. Be specific about the amount of time to be given. Give a begin date and end date. Explain exactly what is going to happen and what you want them to do. And don’t forget to ask if they can’t do it this time, may you call on them in the future.

Now a-days it takes planning, understanding your audience, publicity, and a squadron dedicated to building a recruiting team as well as communication within the squadron and across all department lines in order to rebuild and involve your membership. It’s a job for all the members of the squadron, not just a small membership department. Every time someone represents USPS at an event or on a dock, they need to present a picture of who we are and what we do. Our members need to be as educated as our leaders about our mission – we are not just another boating club. Remember, we have something very special to give people who join our organization. Our message should be USPS is here for you and our communities. We are willing, ready and able to serve our communities and our youth. If you take these words to heart, I can’t guarantee overnight success but I can guarantee a good start to rebuilding your squadron one volunteer at a time.

Stf/C Connie Beckman, JN