1. Delivering the Membership Experience through the Lodge Secretary  By Richard Gathen, PSP
By mailbox, inbox or mobile device, your annual renewals must connect with your members.
Your State Membership Committee helps you maximize the opportunity to create an experience with your members along all communication lines and build a more solid relationship.  From traditional print and mail invoices to electronic invoice presentment and payments solutions to inspired collections campaigns.

2. We have a Collection Problem!
We all know getting Members to pay dues invoices in a timely manor can be a gruesome task.
In fact, we estimate more than 40% of our membership does not pay their dues by the first week in April.
We estimate more than 30% of our members will be more than 90 days past due.
We estimate more than 15% of our members will be more than 180 days past due.
We know that more than 6% of our members will not pay at all.
We dropped 4,394 Elks on March 31, 2013 for non-payment of dues.
Statewide we lost more than $330, in uncollected dues revenue.
Statewide we paid the Grand Lodge more than $70,000 in per capita that we never recovered from non-paying members .
Statewide we lost more than $400, in uncollected dues and per capita.
Yes we have a BIG collection problem!

3. Top Tips to make ‘em pay!
Let your members pay – in any way possible and as quickly as possible. Online, mobile, snail mail, or in person. At the end of the day, you need to provide your members with a quick and easy way to pay you, in a method they prefer. Let the member click one link to pay you on line via credit card Don’t make paying a chore. Period.
If it doesn’t look- professional, you’re not a professional. Make the dues invoice look nice and branded to your lodge. But don’t forget the primary purpose.
Everybody could use- a reminder. Make sure all dues invoices are on a healthy 30 day cycle. Bill every month starting on May 1st.
Watch your tone –with collection letters and calls. Don’t get all “official” just because this is a late invoice and you’re talking about money. Remember that you have formed a fraternal and social relationship that’s supposed to be mutually beneficial.
Its time to get over it- find a solution in your collection letters and calls that takes the edge off things like understanding that times are hard, or understanding that many (not just seniors) are on fixed incomes. The economy stinks. Many people are either unemployed or underemployed.
Its my Life (membership)- this should be reviewed annually to see who is eligible by the lodge Secretary ,well before the close of the fraternal year. People in general are living much longer. Well into their 80’s. However many are not financially prepared to maintain their membership.

4. Revamp Dues Invoices Make me Proud to be a Member
Make it Easy for me to understand
Make it Convenient for me to pay
Make it Easy for me to donate online
Allow me to be Active from anywhere

6. First Step: A Gentle Reminder Letter
The first step in successful collections letters is to send a gentle reminder. Rather than a simple "past due" notice, the first set of debt collection letters you send should be a personal letter addressing your member in pleasant terms.
If the letter is worded as a reminder it gives the member a chance to maintain their self-image, but be businesslike and include the date of the first invoice, the amount and when the first payment was due.
Your first letter is positive and helpful, the third collection letter may show concern for their situation, and so it builds.
In today's electronic age, handling your entire invoicing and collection letter sending by is simple and quick. It also can ensure your correspondence is buried in an overstuff inbox and low priority. Use additional means of sending out your collection letter correspondence including faxes, phone calls, regular mail.

7. 1st Collection Contact…
1st Collection Contact…..post it note or “gentle reminder” with 2nd dues invoice
Hi_____(hand write first name): Just a gentle reminder. We have not received you annual dues payment of $_____, which was due on April 1st, Please send it to us right away in the enclosed envelope. You can also go online to our lodge website and pay with a major credit/debit card right away at lakehopatcongelks.com. That’s fast and convenient and just takes a minute or two . Please feel free to give me a call___________or ______________with any questions or concerns. Stay well and we hope to see you soon down at the lodge. Fraternally, Rick Gathen PSP Lodge Secretary

8. Hi_____(hand write first name):
2nd Collection Contact…..post it note still “gentle reminder” with 3rd dues invoice
Hi_____(hand write first name):
Have you forgotten to send us your annual dues payment? The amount of $_____was due on April1st, 2013.
If you have not already mailed it to us, please do so today in the enclosed envelope.
You can also go online to our lodge website and pay with a major credit/debit card
right away at lakehopatcongelks.com. That’s fast and convenient and just takes a minute or two.
Please feel free to give me a call at_______or ____________with any questions or concerns.
Stay well and we hope to see you soon down at the lodge.
Fraternally,
Rick Gathen PSP
Lodge Secretary

9. 3rd Collection Contact letter “not so gentle typed reminder” with 4th dues invoice
Dear ____: I have written to you three times without any answer concerning your annual dues of $_____ which was due on April 1st,2013. We have also tried to contact you by phone, but again without success. I am surprised in not hearing from you since you have been a good and reliable member for _____years. If there is a health or financial hardship please give me a call at_______or ________ explaining your unfortunate situation so I can work with you. Remember….You can go online to our lodge website and pay with a major credit/debit card right away at lakehopatcongelks.com. That’s fast and convenient and just takes a minute or two. Fraternally, Rick Gathen PSP Lodge Secretary