The Membership Process

1. The Membership Process Getting a Firm Grasp of the Basics

2. Simon Preston Pennine Chapter Chair Membership Officers’ Workshop

3. Mark Louchheim Los Angeles Chapter Vice Chair Membership Officers’ Workshop

4. Endre Buxton YPO International Director Global Services Center

5. What this session is about … • A basic membership course from A-Z • YPO membership criteria • Understand when and how to seek waivers • Preliminary application form & YPO application form • Membership process & approval • Recruitment packs; prospective & new member kits

6. What this session is about … • A basic membership course from A-Z • New member vouchers • Grace periods • Renewal process • Who to contact for help in YPO • Any questions are welcome

7. Application Process • Applications are checked according to YPO criteria • Title • Age • Employees or Compensation • Sales/Service/Manufacturing or Enterprise Value • 3rd Party Certification • Signatures • Membership Chair • Chapter Chair • Member

8. Application Process • Only complete applications will be processed • If incomplete, Chapter Administrator / Membership Officer will be notified • Payments must clear prior to acceptance into YPOI • Notifications will go to Chapter once application is completely processed by YPO International

9. Waiver Process • The waiver process begins when a chapter has a candidate or current member that does not meet the minimum criteria of YPO international • Age • Title • Qualifying Organization • Volume • Employee count

10. Waiver Process • Waiver Request form • Membership Committee Involvement • Chairman of the Board • Chair of the Membership Committee • Members selected by the Chairman of the Board

11. Renewal Process • Two Invoices • Deadline for Renewal is 1 July, 2005 • Reinstatement fee is US$300 if payment after deadline • Only voluntary resignations are not subject to the resignation fee • Two parts to complete renewal each year • YPO International dues payment • Recertification

12. Renewal Process • Online dues and recertification status • See Chapter Operating Tools under MyYPO • All members are required to recertify each year • Self-certify or Third Party • Members joining between 1 January and 30 June get invoiced in July and have a deadline of 30 September

13. Grace Periods • What is Grace • A member who temporarily does not meet the membership qualifications may be granted a grace period to remain a member • Granting Grace is not Automatic • Member must be in good standing and have been a member for a minimum of one year • Chapter requests Grace from YPO International on behalf of members.

14. Grace Periods • Years of Grace availability and calculations • Greater of: • Three years • The number of years of non-grace period membership, divided by two and rounded up • Third Party certification is required when a member re-qualifies after a grace period.

15. Membership Officer Timeline March – May Preparation Phase • Attend the GLC • Review your chapter’s membership policies & procedures • Check out other chapters’ membership processes • Observe at least one chapter membership committee meeting

16. Membership Officer Timeline March – May • Schedule an official handover with outgoing Membership Officer to review: • No. of applications in the pipeline and their status • Prospective member list / waiting list • List of graduating 49ers the following June • List of past 2 years’ new members • List of members with valid credit vouchers

17. Membership Officer Timeline March – May • At the handover meeting, discuss how the Chapter handles: • Chapter dues invoicing • Secondary membership • Voluntary & Involuntary Resignations • Grace Periods • 49ers participation • If the chapter has a Strategic Plan

18. Membership Officer Timeline May-June • Study your chapter’s demographic profile – age, business type, gender, ethnic background, industry • Study your chapter’s next 3 year’s 49er attrition & the chapter’s finance • Set membership targets & identify top 3 areas for improvement • Meet with Chapter Board and present your membership goals & strategies

19. Membership Officer Timeline May-June • Oversee the production of a new chapter membership directory; make sure all members’ photos are on file July • Ensure all follow-ups are made on renewals and each resigned member is contacted for possible reinstatement. • Schedule a New Member Orientation event

20. Membership Officer Timeline July • Begin developing a solid Prospective Member List. Write to all members to ask for recommendations. August • Obtain recruitment packs & new membership applications from YPOI • Update chapter recruitment materials

21. Membership Officer Timeline September • Recruitment process begins; send marketing info to prospective members • Facilitate new member orientation along with Forum Chair October • Incoming Membership Chair registers for GLC

22. Membership Officer Timeline October-May • Ongoing recruitment • Update membership roster and chapter website May-June • Closely monitor the renewal process by frequently checking on the YPO website who has not yet recertified/paid, and follow up as necessary.

23. Who are your resources • Your Chapter Administrator can be your greatest asset to help your with: • Prospective member follow-up and keeping track where everything is including waiver requests • Sending all applications to YPOI • Updating membership records including who’s on grace • Producing quarterly/yearly membership rosters

24. Who are your resources • Your Chapter Administrator • Planning New Member Orientation • Planning Membership Committee Meetings • Managing the renewal process • Invoicing and chapter dues collection

25. Who are your resources • The Global Services Center (GSC) – your back office support For any queries related to: • Qualification Requirements • Membership Policies • Contact Information Changes (Member Profile) • Chapter Transfers • Prospective Member Information

26. Who are your resources • The Global Services Center (GSC) – For any queries related to: • New Member Kits • Membership Materials • User IDs and Passwords • Membership Renewal Process • Waivers

27. Who are your resources • Who to contact at GSC • The Americas • Gracie Gaytan • Global Membership Manager membership@ypo.org or AskYPO@ypo.org

28. Who are your resources • Who to contact at GSC Southern Asia, N&SE Asia, Australia/New Zealand Guneet Bhatia M’ship Services Manager gbhatia@ypo.org or membership@ypo.org

29. Who are your resources • Who to contact at GSC Middle East, Europe, & Africa Carol Masih M’ship Services Manager cmasih@ypo.org or membership@ypo.org

30. Who are your resources • Call your Area Director for: • Chapter best practices from around the world • Development funding to support a worthwhile membership initiative • Assistance in Chapter Strategic Planning • Chapter Administrator Training

31. Who are your resources • Your Area Director • MyYPO Training • Member Secretaries/ PA /Admin Assistant Training • New Member Orientation Presentations • Chapter demographics reports

32. Who are your resources • Call your Regional Development Chair or your Regional Membership Chair to discuss: • Any controversial issues relating to membership • Feedback on new Board Membership Resolutions • Potential new chapters in your geography

33. Questions?

34. The Membership Process Getting a Firm Grasp of the Basics