1. Retention Attention Washington State Federation of Chapters Retention Program for 2008/2009 NOTE: Although this has reference to Washington State – it is good information for all Federations and should be considered by all Federations/Chapters. I encourage each of you to make the effort to get your chapters actively pursuing “Retention Attention”. Thanks to Lanny Ross, Region IX Vice President for sharing this presentation with the members of the National Executive Board. Helen Zajac, RVP - VIII January 2009

2. Retention Attention Losses  50% of Losses Are Not Recoverable  Due To Death  Due To Moving To A Care Facility  Residence is Too Far To Attend Meetings  Remaining 50%  NARFE Too Expensive  NARFE Hasn’t Done Enough Legislatively  Just Dissatisfied With NARFE  Dissatisfied With An Affinity Partner  Surviving Spouse Reducing Costs  20% Of All Losses Are Attributable to Unreported Deaths.  Annually About 8,000 Deaths Are Reported By Family or OPM

3. Retention Attention The Program  Understanding the Resources Available  What the Reports Really Say  Activities for Chapter Membership Chair, and Others  What’s Next?

4. Retention Attention Understanding the Resources Available  M-114 Quarterly Membership Roster Report  M-112 Chapter Activity Report  A-220 Chapter Dues Activity Report  W-101 Chapter Dues Advance Payment Report Note: These are the only national reports available to chapters

5. Retention Attention Notices From National  1 st Notice - Dues Renewal Letter Sent 2 Months Prior To Expiration Date via Third-Class Mail (Standard Mail)  2 nd Notice - Dues Renewal Letter Sent 1 Month After Expiration Date via First-Class Mail  3 rd Notice - Magazine Wrap 3 Months After Expiration Date  4 th Notice - One Last Letter Sent 5 Months After Expiration Date via First-Class Mail

6. 1 st Renewal Notice – sent Third-Class Mail The only difference between the 1 st and 2 nd notices is this statement

7. 2 nd Renewal Notice – Sent First-Class Mail The only difference between the 1 st and 2 nd notices is this statement

8. Retention Attention The M-114 Report This report is provided for training purposes only Quarterly L

9. Retention Attention M-114 Quarterly Membership Roster Report  Contains National Only and Chapter Members  Many Codes: Field Names: Exp = Expiration Date CN = Chapter Number CM = Chapter Member FC = From Chapter DC = Dues Category MT = Member Type RB = Recruited By Dues Categories: A = one year A2 = two years A3 = three years AE = 6 Mo. Free Member AF = OPM mailing 1 yr AG = OPM mailing 2 yr AH = OPM 18 mo AI = Family Membership No Longer Used These codes are for retirees only

10. Retention Attention Dues Categories (cont): A1 w/ AA = AFE one year A2 w/ AB = AFE two years A3 w/ AC = AFE three years A1 w/ AD = AFE joined via Credit Union (one year) B = Dues Withholding National and Chapter C = Dues Withholding National Only D = National Life Only Dues Categories (cont): D = Life E = Partial Life (Quarterly payments) F = Honorary I = Non-Renewal J = Cancellation K = Deceased Member Types: A = Annuitant C = Active Federal Employee F = Active Federal Employee Spouse N = Annuitant Spouse P = Prospect S = Survivor Annuitant M-114 Quarterly Membership Roster Report  Many Codes: (continued) Retirees Only

11. Retention Attention M-114:  Members are Dropped (See M-112 Report) From Membership Two Months After Expiration Date  Retained In Database For 12 Months After Expiration Date (in case of reinstatement)  After 12 Months From Expiration Applicant Must Join As New Member  Reports Are Generated Quarterly

12. Retention Attention M-114:  Download the M-114  Sort by Expiration Date  Review Expiration Dates for those dates that are coming due in two months  Send a Post Card to Members one month prior to their expiration date

13. Retention Attention The M-112 Report This report is provided for training purposes only i Io Io IoIIi IoIIi IoI IoIIiIIIIIII Io Io

14. Retention Attention M-112 Chapter Activity Report  Contains National Only and Chapter Members  Coding is identical to M-114  New Members  Reinstatements  Members who are sent a 2 nd Renewal Notice  Members who have passed away

15. Retention Attention M-112 Chapter Activity Report (continued)  Deceased Members Transferring Membership To Spouse  New Prospective Members (Currently National Only)  Payment Status Changes  Changes To Address, Phone # Or Email  New Membership Incentive Program  Members Sent 2 nd Renewal Notice  2 Year Special

16. Retention Attention M-112 Chapter Activity Report (continued)  Members May Show Up in Multiple Categories If The Activity Qualifies  Reports Are Generated Usually During The First Week Of Each Month

17. Retention Attention M-112 Chapter Activity Report (continued) :  Download the M-112  Or print a copy of it  Compare M-112 with A-220 to determine which members have paid dues for upcoming expiration dates  If member shows on M-112 with a second notice sent, send a letter, send an email or make a telephone call  Stress they will be missed as a member and they be missing the benefits of membership  Make a real point there is still time to renew

18. Retention Attention A-220 Chapter Dues Activity Report  Codes Are Identical To M-112 & M-114 Reports  Contains Payment Information and Amount Paid  CHAPL Code = Life Member Paying Chapter Dues  Membership Numbers, Member Names, And Amounts Members Paid Are Listed.

19. Retention Attention The A-220 Report This report is provided for training purposes only IIIIIIIIIIII

20. Retention Attention W-101 Chapter Dues Advance Payment Report  No Codes on this Report  Shows Members Who are on Dues Withholding This report is provided for training purposes only LlLl

21. Retention Attention Post Card (front) _______________________________ An Important Message from NARFE

22. Retention Attention Post Card (back) Are you concerned about your retirement benefits? There is still time to renew your NARFE membership!!! NARFE, the only organization that will protect your benefits! Chapter ______ doesn’t Want YOU to lose your:  Assertive Legislative representation  NARFE Monthly Magazine  Up-to-date information through www.narfe.org and NARFE email  Network of other federal employees and retirees  Opportunities for political action and community involvement Sign up for Dues Withholding for automatic renewal !!! Contact: ______________ Phone: _______________

23. Use Your Newsletter  Mailing already funded  Membership chair give editor appropriate information or access to the reports  Run names of those coming up for renewal in newsletter  Encourage dues withholding  List and thank those who have renewed Retention Attention

24. Sample Newsletter Article  In December, five Chapter members will have their annual memberships up for renewal. They are:  Donna Lonergan, Olympia  William Hughey, Shelton  Robert Gillett, Lacey  Clinton Weed, DuPont  Glen Jackson, Taholah The process that NARFE Headquarters uses is to send out a renewal notice two months before the expiration date. We would certainly encourage you to renew quickly, and, if possible, sign up for a multiple year membership or Dues Withholding. Currently, 72 chapter members are on Dues Withholding. If you join them, you will receive a one-time $10 rebate check, plus a dues reduction of $5 annually. OPM takes less than $3 monthly out of your allotment, and you never have to worry about renewing. Whichever approach you use, please renew. Chapter 236 and NARFE value your continuing membership. Retention Attention

25. Unreported Deaths  Identify using their membership numbers  NARFE’s most senior members have 6 or 7 digit membership numbers  Check their names against the Social Security Death Index  www.SecState.wa.gov www.SecState.wa.gov Archives  Digital Archives  Death Record Social Security Death Index »By Name Retention Attention

26. * Ensuring Renewal http://www.narfe.org/departments/mem/member/articles.cfm?ID=85 1 * Eight Letters You Need to Send Your Chapter Members http://www.narfe.org/departments/mem/member/articles.cfm?ID=12 70&CFID=216722&CFTOKEN=77151597 * Integrated Membership/Operations Plan Information http://www.narfe.org/departments/mem/member/articles.cfm?ID=85 8&CFID=216722&CFTOKEN=77151597 Using National NARFE Web Site * These sites can be viewed once you sign in as a member. This is a great resource to Chapters!

27. Retention Attention Questions or Comments