NATIONAL ASSOCIATION OF JUNIOR AUXILIARIES, INC.

Membership Manual

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PRINTED: May 2017 NEXT ISSUE: May 2019

MEMBERSHIP MANUAL

Table of Contents

I. Introduction

A. Importance of Membership to Success of Chapter 1

B. Emphasize the 3 Rs (Recruit, Retain, and Reengage) 1

C. Definition of Membership Classifications 2

II. Recruitment of Members

A. Identifying Prospective Members 3

B. Voting Process 5

C. Invitation 6

D. Informational Meeting 6

E. How to Make the “Sales Pitch” for Membership 6 The Benefits of Membership 6

F. Follow-Up 8

III. Engagement of New Members

A. The Most Important Ingredient-The Provisional Trainer 8

B. The Path to Follow 8

IV. Retention of All Members

A. Member Relationships 9

B. Friendship, Ownership, Service, and Social Times 9

C. Analysis of Current and Past Membership Skills, Talents, & Connections 10

D. Public Acknowledgment of Membership 11

E. Conflict Resolution 11

F. Board Training, S.W.O.T. Analysis and Goal-Setting -

Tools to Strengthen Your Chapter 12

G. Non-Resident Members 13

V. Reengagement of Associate and Life Members

A. Change in Classification 14

B. Definition of Associate and Life Membership 14

C. Associate and Life Involvement 15

D. Associate-Active, Life-Active Membership 15

E. Reinstatement 16

F. NAJA Foundation 17

G. New Chapter Development 17

VI. Eleanor Slaughter Membership Award 18

VII. More Members Matter Award 18

Appendix

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NAJA Membership Manual

I. Introduction

A. Explanation of importance of membership to success of Chapter Our Junior Auxiliary prayer says, “Send us . . .” The “us” is you and I, the members. At the heart of every Chapter is the member, which represents the life of all Chapters. The member is vital to the success of a Chapter, and each member brings diversity of gifts, skills, talents, and resources. Our communities depend upon our members to develop projects that meet and address needs. Successful projects happen because of committed members. Successful Chapters recognize the importance of a healthy membership . . . one that is engaged, active, and realizing its purpose. Each Chapter’s purpose is to render charitable services, which are beneficial to the general public, with particular emphasis on children; this can only be accomplished with a membership that is dedicated to its purpose. Each member needs to find value in her service. Membership is really about helping the Chapter accomplish its purpose, mission, and goals. Emphasizing the importance of membership will help ensure the future and success of your Chapter. B. Emphasize the “3 Rs” (Recruit, Retain, and Reengage) As with many organizations, the future of each Junior Auxiliary Chapter depends upon the ability to attract (recruit) and keep (retain) members. Who are your members? Are you continually aware of the need to be recruiting new members? A Minimum Standard requirement for each Chapter is to maintain an Active membership of at least fifteen. This can only happen if you are annually recruiting new members, as some of your members will go Associate and Life, which continually reduces the Active membership. Membership is about human resources. Recruiting is the first step in the 3 R’s. Someone says “yes” to Junior Auxiliary because she was asked ~ she was recruited. Recruitment begins when an existing member thinks someone has what it takes to be a good member. Every member needs to play an active role in finding and recruiting new members. Who in your community will bring a diversity of gifts, talents and resources to your Chapter and who will help you serve others? The second step of the 3 R’s is retention ~ keeping her. Retention begins the day she becomes a Provisional member . . . the day she joins Junior Auxiliary. Each member needs to find value and ownership within your Chapter. This means your members need to feel welcome and a part of your Chapter. A Junior Auxiliary member needs to enjoy her membership experience. Retention of your members requires proper Provisional Training and quality education opportunities throughout their membership.

The third step of our 3 Rs is “reengage”. Reengage your Associate and Life members. Successful reengagement means recognizing the future value of past members and utilizing their experience and knowledge to help your Chapter. The success for reengagement is in understanding the role of each Provisional, Active, Associate and Life member. Please review your Chapter Constitution and remember which members

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have a vote and true voice - your Active members, unless specified otherwise. Your constitution will clarify the roles of each class of membership and help avoid conflict.

C. Definition of Membership Classifications

NAJA Handbook Article III, B, Section 1 reads:

A woman who is at least twenty-one years of age may be considered eligible for membership. The classes of membership shall be as follows:

1. Provisional

Provisional members are those who are engaged in complying with the requirements for admission to Active membership and are not eligible to vote or hold office. Provisional members are required to serve a term of six months and to complete a Provisional course within this period. An extension of six months may be granted by the local Board in the case of a Provisional who, for unavoidable reasons, is unable to complete the course within the required time. Provisional members shall be required to complete Provisional education and training in a manner satisfactory to the local Board and in accordance with Association Provisional Training Manual, shall attend at least two-thirds of the regular meetings held by the Chapter during this period and shall pay dues to the Chapter. All hours accrued by a Provisional shall be recorded as Provisional hours under Education. A Chapter membership card shall be sent to NAJA Headquarters within thirty days upon acceptance of the Provisional member.

2. Active

Active members are those who have completed the requirements for Provisional membership and have been admitted to Active membership by a two-thirds vote of the local Board. They shall be entitled to all the privileges and rights of membership, including the right to hold office and to vote and are responsible for carrying out the activities of the Chapter.

3. Associate

Associate members are those who, while serving as Active members in good standing of a Provisional or Active Junior Auxiliary Chapter, have accumulated a minimum of five years of Active service and who desire to change membership classification. The member shall pay Associate dues. At the discretion of the Chapter, an Associate member may be accorded Associate Active status.(More information on this can be found on Page 15, Section D.)

4. Life

Life members are those who, after having accumulated a minimum of five years of Active service, have paid to the Association a total amount equal to ten additional years of current Associate dues. At the discretion of the Chapter, a Life member may be accorded Life Active status.(More information on this can be found on Page 15, Section D.)

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5. Sustaining

Sustaining members are those persons in the community who are not eligible for Active membership and upon whom the Chapter desires to bestow an honorary membership due to the outstanding service or financial contribution to the Chapter.

6. Non-Resident

Active members in good standing are entitled to Non-Resident membership, which is open to those whose residence is changed to that of another community. If a Non-Resident member wishes to complete the Active obligation and attain Associate status, the member must:

(a) complete twenty-four hours of volunteer community service within the

community and twelve Education hours per remaining year to fulfill the requirements;

(b) pay Non-Resident dues to Chapter of record; (c) report Service and Education hours to Chapter of record.

Upon attaining Associate status, the member pays to the Association a total amount equal to ten (10) years of Associate dues to attain Life status.

II. Recruitment of New Members If your Junior Auxiliary Chapter is having difficulty finding new members in the community, you should take a proactive approach in recruitment and development. To maintain or increase success, your Chapter needs to develop a plan to attract new members. Prior to recruiting, Chapters are encouraged to actively begin to promote Junior Auxiliary to the community to establish name recognition, as well as to promote the Chapter as a productive, vital force for positive change in the community it serves. Once this publicity campaign has been executed, the Chapter may begin promoting the organization to prospective members by demonstrating what you expect from members and what you offer to members. NAJA has developed a Media Plan and Guidelines for Chapter Recruitment which can be found on the website.

A. Identifying Prospective Members

The Chapter needs to establish first what the Chapter needs from its members and what the prospective member can offer to the Chapter. Who do you need to target to best serve your purposes as a Junior Auxiliary Chapter? For instance, do you need members that are available to serve on evening projects? If so, this would open the door for working women to serve. Or, on the other hand, do you need more non-working members? Do you have a need for healthcare expertise within your Chapter in order to meet a major project's needs? If so, you may want to consider women in the medical field for membership. You may also consider groups within your community that may have been overlooked in the past recruitment stages.

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Chapters should be conscious of member turnover and the talents that depart with those members. The characteristics of the membership should be reviewed and should consider the present as well as the future of the Chapter, what will be needed now as well as 3-4 years from now to continue the program of service of the Chapter. A successful recruitment plan should balance the needs for talent, time, resources, leaders, and workers within the Chapter. The Chapter should evaluate the weaknesses and strengths within the membership and recruit to bring balance to the membership. Every Junior Auxiliary member potentially has at least 5 new member contacts to recommend to the Chapter during her Active years. Focus on the present with prospective Junior Auxiliary members; determine their value to the Chapter now. Encourage your members to value their member recommendations.

Criteria for membership should be:

a) She has a passion for helping others; b) She will be a productive member by following through with assignments;

c) She will be a responsible member; and d) She will be a team player.

Suggested sources for new members: 1. Diversity - Successful recruitment plans provide for diversity of membership.

Strong Chapters draw their membership from different groups within the community. Career women and professionals, stay-at-home mothers with small children, working mothers of teens, empty nesters, grandmothers, singles, wives, and widows—all bring strengths and perspectives to the Chapter. Diversity brings different ideas, viewpoints, concerns, contacts, resources, and energies to the Chapter. Junior Auxiliary should build as well as reinforce friendships.

2. Service Professionals - Look also for members already involved in providing a service to others through their jobs. Teachers, social workers, health- and dental-care providers are all professionals that are trained to recognize needs within the community, particularly children. Ask them to volunteer their skills to Junior Auxiliary and increase the Chapter’s awareness of those in need first-hand.

3. Other Volunteers - A source for membership often overlooked is the person who

appears too involved with other responsibilities to consider Junior Auxiliary. Some people enjoy involvement in multiple projects and perform all duties with ease. Do not presume that an individual does not have time to devote to Junior Auxiliary; allow that person to make the determination. Members are encouraged to consider all potential members who would add value to the Chapter, regardless of other obligations or commitments those individuals may have. Failure to consider those individuals habitually could very well hinder the growth of the Chapter.

4. Crown Club Members and/or Children of Junior Auxiliary Members - Growing up

with Junior Auxiliary builds a strong commitment to serve and trains future members from childhood. If your Chapter has a Crown Club, develop incentives within that membership to progress toward future Junior Auxiliary membership; you will have an automatic resource for members when these students reach adulthood.

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5. Colleges – If the Chapter is located within a college community or if one is nearby, develop a relationship with the sororities and service organizations on campus. As these students graduate, they become potential Junior Auxiliary members already accustomed to volunteering and helping others.

6. Previous Invitees - A source for potential new members often forgotten by

Chapters is the list of those who declined membership in Junior Auxiliary in the past. If your Chapter Constitution allows, carefully review that list to determine if circumstances that prevented the prospect from accepting have changed. There should be no stigma attached to declining an invitation to join if the prospect carefully evaluated her circumstances at the time. If she honestly decided that Junior Auxiliary was not in her best interest when first asked but if those circumstances have changed in her life, your Chapter should consider her value once again as a member.

The Chapter should be aware of the misconception that best friends necessarily

make good members. Junior Auxiliary is a personal commitment and should be taken seriously. Every member should be asked to join Junior Auxiliary because of what she is, not who she is. A Chapter should also consider the need for quality, rather than quantity, when recruiting new members. If a Chapter has a quota on membership, filling that quota to say that membership is full is not a valid justification for extending membership without careful consideration of the quality of membership. Fewer members, all committed to performing at top levels for the Chapter, are superior to more members lackluster in their commitment. Emphasize quality in membership

A Chapter should recognize, however, that for some, membership in Junior

Auxiliary is not possible. For those individuals, the Chapter should cultivate their support for Junior Auxiliary projects to ensure goodwill in the community. The Chapter may wish to designate these individuals as Sustaining Members to recognize their support of Junior Auxiliary.

(See NAJA Handbook, Article III, B, Section 1, e)

B. Voting Process

The potential candidates should be presented to the Active membership and approved according to your Chapter Bylaws and Standing Rules. Regardless of your Chapter’s voting procedures, they should be well-documented in the Chapter Constitution. Documentation ensures your Active members and Chapter Board members adhere to correct procedures during the vote.

Chapter Best Practices on voting procedures include but are not limited to the following:

1. All Provisional candidates must be nominated by a candidate form and a designated number (2-4) of Active members must sign the form. For some larger Chapters, an Active member may be asked to sign only one candidate form. If the nomination forms are used properly, other Active members can make their voting decisions by reviewing the candidate forms prior to the vote. This can eliminate the positive and negative verbal discussions taking place during a meeting about candidates.

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2. If there is a limit on the Chapter size, the President will announce the number of vacancies to be filled and the membership will be instructed to only vote for that number of candidates.

3. Most Chapters prefer secret ballot voting which ensures privacy and honesty. 4. To be accepted into the Provisional class, most Chapters require a candidate

to receive either a majority (51%), 2/3 or 3/4 of the votes cast.

C. Invitation At least 2 weeks in advance, send the approved Provisional candidates an invitation to an informational meeting. Some groups call this a tea, coke party, or “meet and greet”. In the invitation you might give a very brief JA overview and a couple of well-known projects that would be familiar to them. Also, if there are some friends of the person that are being invited to join, you could mention them as well… anything to make them feel comfortable and welcome! D. Informational Meeting (See sample agenda – Appendix I) – Have a good representation of your membership and leadership at the meeting. Some Chapters have all members attend. At the end of the meeting, give the candidates an informational packet to take with them (See Appendix II - VI). Also, you might set the first Provisional meeting date or a date that you need a response from the candidate as to whether she will join the Provisional class. Some Chapters have one or two Active members bring the Provisional candidate to the meeting so they can arrive with someone they already know. E. How to Make the "Sales Pitch" for Membership Recognize the benefits of membership and be able to communicate this to prospective members. After the Chapter determines what and whom the Chapter needs, the Chapter needs to determine how they will present the Chapter to prospective members. The first and most important aspect as you present your Chapter to a potential member is to be completely honest about membership expectations. Tell the story of your Chapter from the viewpoint of the individuals whose lives have been changed because Junior Auxiliary cared. However, also tell the story about how Junior Auxiliary demonstrates that care -- how it can truly impact the lives of individuals, particularly children, through personal, hands-on service. In turn, Junior Auxiliary will make a difference in the lives of the members by giving them purpose, direction, and fulfillment as they directly help change the destinies of those in need. Emphasize the commitment of the member and that her hard work will make the difference. The number one reason why Provisionals fail to complete their Provisional term is that they were unaware of all of the requirements for membership when they agreed to join. A productive member is a well-informed member.

The benefits of membership in Junior Auxiliary are:

1. Personal Fulfillment - The primary objective of Junior Auxiliary is service and service means work. Service is a physical action. This personal involvement with the project means immediate gratification by seeing the difference your efforts make toward the goal to improve lives within your community.

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2. Volunteer Training - Members will be well informed of Chapter events and activities at monthly meetings which have minimum attendance requirements. In addition, all members have the opportunity to attend the NAJA Annual Education Conference and Area Meetings. The programs are designed to provide members with a better understanding of NAJA’s mission and to motivate, inspire, and train volunteers to meet the needs of their communities.

3. Tradition - Junior Auxiliary Chapters have a tradition of excellence for improving the lives of the less fortunate and strengthening the community. Members become part of that tradition and enjoy association between not only current Chapter members, but also with those who have served in the Chapter in prior years. This Junior Auxiliary tradition validates one’s commitment to the community.

4. Resumé Enhancement - Your Chapter is celebrated within the community for its commitment to excellence and, as its members, you share the reputation with an organization that makes committed, determined, progressive improvements through dedication and hard work to change the future for those less fortunate. The Junior Auxiliary member is known as a responsible, indomitable, proficient, and industrious worker willing to give unselfishly of time and talents in order to improve the community. Membership in Junior Auxiliary strengthens a resumé by displaying a depth of talents developed for charitable, non-compensated, purposes.

5. Networking - Junior Auxiliary membership also increases identity of community services, organizations, businesses, and religious, health, and educational entities. Junior Auxiliary demands interaction and cooperation with these components for the success of its projects, thus helping members develop a relationship and friendship with other leaders within the community. Junior Auxiliary members know where the power lies to advance improvements and its members are recognized as influential citizens within the community.

6. Family Relations - Membership in Junior Auxiliary improves family relations by increasing awareness of the vast needs within the community. The family can become involved and work together on Junior Auxiliary projects, giving a united purpose toward helping others.

7. Role Model for Volunteerism - As family, friends, and co-workers become involved with helping the Junior Auxiliary member with her projects, the Junior Auxiliary member becomes a role model for volunteerism for future generations. A wife, mother, aunt, or sister who gives freely of her time and talents to volunteer to help others sets a pattern of excellence and altruism to be followed within her own family.

8. Friendships - As JA members work together on the common purpose of the JA projects, friendships are developed that last a lifetime. The time necessary for members to work for the success of a project creates a deep connection from their shared dedication to help others. It is these bonds that are stronger than the normal social bonds of friendship. A JA member knows, because of her reliance on other members for their support and aid for the accomplishment of their visions and dreams for their projects, that a JA friendship is the friendship that answers whenever called.

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F. Follow-Up A phone call can make a big difference in getting a yes or no! Have a designated person (possibly the Provisional Trainer) contact each candidate about a week after the meeting just to answer any questions or get feedback as to whether they are interested in joining.

III. Engagement of New Members

A. The Most Important Ingredient - The Provisional Trainer Once the invitations have been accepted, the guidance, education, nurturing, and protection of the new Provisional members fall to the Provisional Trainer. One of the most important positions in the Chapter is the Provisional Trainer; she establishes the future of the Chapter as she leads the Provisional class through the Provisional membership course. She is the person most responsible for communicating the standards of the Chapter. (See Provisional Training Manual for details.) A Chapter should choose its Provisional Trainer carefully:

Is she knowledgeable about the Chapter and how it is run?

Will she convey enthusiasm while instilling commitment?

Will she be able to teach them about the bylaws, standing rules, and policies?

It is crucial for the Chapter that the Provisional Trainer is able to connect with the Provisional members and preserve the standards and reputation of the Chapter.

In addition, the Chapter should make sure she is well trained for the position and encourage her to attend the Annual Education Conference for specific training for this position.

The designation of the Provisional Trainer is a discretionary duty for a Chapter and different methods are described in the Chapters’ Constitutions. Some of the various methods for selection are: 1. A particular officer is designated as part of the duties of her office to serve as

the Provisional Trainer. The most common choices are 1st Vice President or Ex-Officio.

2. The Chapter President or Board appoints the Provisional Trainer. 3. The Chapter elects a Provisional Trainer in addition to the other Chapter

officers. 4. The Provisional Trainer serves as an assistant to the Provisional Trainer for the

following year or vice versa. B. The Path to Follow Carefully training the Provisional class will ensure that the principles of the Chapter continue.

Begin immediately to teach the Provisionals to recognize the purpose of the Chapter and to set aside personalities to accomplish that purpose.

Place value on your members and continue to acknowledge their worth.

Establish a plan to recognize and reward the Provisionals for a job well done and continue the celebration of membership each year throughout their Active, Associate, and Life involvement with the Chapter.

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If your Chapter has experienced difficulties with membership recruitment and retention in the past, it may be in your best interest to seriously consider a Membership Commitment form. Present this form to new Provisionals as you discuss their duties as members of JA. A Membership Commitment form serves as a contract between the member and the Chapter and establishes the obligations each is expected to fulfill. (See Provisional Training Manual and President’s Notebook for details)

IV. Retention of All Members It is important to retain your current members to guarantee the continuity of the Chapter. It is an administrative duty of the Executive Board to monitor the membership at all times to ensure that resignations do not become commonplace. A Chapter's self-evaluation is a good tool to use to gauge member satisfaction. Encourage your members to be honest, yet constructive, in their comments, and allow the Chapter Board to review and make adjustments if possible. (refer to the Self-Evaluation forms in the Chapter President's Notebook) A. Member Relationships

Good working relationships among members are crucial to the smooth running of any organization.

Help new members feel welcome and a part of the Chapter by getting to know them and their interests.

“Get to know you” games or special social times are a great way to interact.

Set aside time before a meeting or on a certain day to have more social interaction.

B. Friendship, Ownership, Service, and Social Times Friendship

Members will meet new friends and build lasting friendships in Junior Auxiliary. As you work closely with one another, you begin to understand each other and learn to depend on the skills of those serving with you to achieve common goals. Ownership

Members take more pride in an organization when they feel they have a connection and ownership interest and when they are identified as part of the group or organization.

Ways to display ownership include Chapter t-shirts, car decals, name tags, etc. which demonstrate to the community that members are proud to be a part of Junior Auxiliary.

Identity can also be used as a recruitment tool for new members when someone asks, “what is Junior Auxiliary?”

Another way to allow members to possess an “ownership” interest in the Chapter is to encourage participation and involvement, particularly in chairman and officer positions, and to allow members to voice opinions through proper parliamentary procedures.

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Service

Service is the most important component of Junior Auxiliary. Many members say service is their favorite part of the organization. Make service a “fun” part of the Chapter. This will encourage members to participate in the projects and feel they are doing good for the community. Social Times

Set aside monthly times for social interactions. Remind all members to be cognizant of those members who may not be as familiar with the other members in the group. C. Analysis of Current and Past Membership Skills, Talents, and Connections Tailor Service Projects Annually to Talents within the Membership

Tailor service projects to not only meet the needs of the community but the needs of the Chapter and its members as well. Use resources for service projects from the talents of the Chapter members, i.e. teachers – school needs; Doctors/nurses – health education.

Allow members to select the service projects and administrative committees to be assigned to them. This is a way to use all members’ skills to the advantage of the Chapter and to also make the members feel valued. Members will also feel they have ownership of a project and a vested interest in Junior Auxiliary. Encouraging members to rotate projects from time to time may help to avoid burnout and to allow the opportunity to experience more of the Chapter’s program of service and to work with more Chapter members.

The Chapter may want to tap into the skills, talents and connections of its Associate and Life members. This could serve two beneficial purposes – providing additional assistance on projects and reengaging your Life and Associate members.

Change to Adapt

As times change, Chapters have to change. Reevaluate the Chapter periodically to make sure it is meeting the needs of all of the members. Self-Evaluation forms give the Chapter a chance to make a change within the Chapter. The Chapter Board is responsible for reviewing the Self-Evaluation and recommending changes to the membership if there is a clear expression for change. It is important to listen to the needs of your members as well as those of the community. (Refer to the Chapter President's Notebook for the forms.) The Self-Evaluation process can give the Chapter Board a good indication as to the feelings of its members and hopefully some good suggestions for improvement. Members are happy to volunteer when it does not put a strain on their professional, home, or family life. Remember we are all volunteers. Additionally, Chapters should consider asking their members the following questions: 1. Does my Chapter believe in participative leadership? 2. Does my Chapter believe in its responsibility to the membership? 3. Does my Chapter have a high level of open and honest communication? 4. Does my Chapter see change as an opportunity for growth?

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5. Does my Chapter identify and act on opportunities? 6. Does my Chapter support its members by anticipating problems and providing solutions? 7. What happens if the Chapter succeeds or fails? D. Public Acknowledgment of Membership Everyone likes to be recognized for something. Acknowledgment of a member is always a morale boost for that member.

Thank-you notes, small tokens for hard work or special achievements, etc. are a good way to recognize a member.

Recognize a member for her Junior Auxiliary work, but also for her community achievement. “Saw You in the News” cards are a great way to show the local Chapter knows and cares about its members.

Recognize members at each meeting for jobs “well done”, birthdays, or special events in their life.

E. Conflict Resolution Conflicts will always arise in a diverse group. A strong Executive Board that follows the Chapter Constitution will aid tremendously in decreasing conflict. All members should have respect for each other. Conflict can be beneficial if the focus is finding the best solution. However, conflict becomes destructive when the focus is on individual members and “winning.”

Chapters may consider adding a procedure for conflict resolution to the Chapter Constitution, Standing Rules, or Policies.

Presenting issues in an orderly, prescribed manner for discussion and resolution will help to avoid the appearance of undue influence on Chapter policy or procedure by an individual or group.

Determining also that the will of the majority becomes the voice of the whole and ends debate should resolve any disparity.

To resolve conflict, you must identify the elements that exist during conflict, manage the emotional reaction, and communicate in a way that allows members to work through the conflict and reach a solution. Ask each member the following questions:

1) What happened or what should have happened? Try to avoid placing blame on either member. Focus instead on what went wrong and how to correct the situation in order to move forward. 2) How does the member feel about what happened or what should have happened? Try to manage each member’s feelings by evaluating whether her feelings are valid and appropriate. Additionally, you should discuss acknowledging the other member's feelings.

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3) What does the situation mean to the member personally? Try to help the member answer internal questions about what the situation says about her competence, acceptance and how she sees herself.

There are two perspectives from which members can view conflict. Many people respond from a personal side when they should respond from a professional side. Try to help the member focus less on her individual needs, concerns or wants. Stay calm, collected and focused on the issue. Don’t take things personally. In order to move a member from her personal viewpoint to a professional viewpoint you should try to influence the emotional reaction, provide support, and meet face-to-face.

Encourage the member to “vent.” Listen carefully and attempt to identify any underlying issues.

After you have identified the issues, summarize them and ask the member if you have accurately summarized all of her concerns.

Provide support to the member by indicating that you are willing to partner with the member. Attempt to resolve the problem together.

In the event that the member resists moving to the professional side after you have attempted to influence the emotional reaction and have provided support, you should meet face-to-face.

Be prepared to deal with any inappropriate behavior to help the member identify for herself the consequences of her behavior or decisions and to make a final decision in the event the member is not going to budge.

Resolving conflict is a skill. If you implement the tools discussed you will find that conversations are more constructive rather than destructive.

F. Board Training, SWOT Analysis, and Goal-Setting - Tools to Strengthen Your Chapter

Chapter Board Training is an excellent way to strengthen your Chapter. NAJA encourages Chapters to include Board Training in the Chapter's calendar of activities, to be held preferably after the installation of the new Board and before the Fall.

Board Training provides an opportunity to communicate the job responsibilities, duties, and expectations of the Board.

It also allows the Board to develop a working relationship and a team atmosphere for the coming year

Board Training gives the Chapter a tool to ensure that the standards, traditions, and values of the Chapter are continually passed on to future members.

This is also a good time for the Board to review the Chapter Self-Evaluation and S.W.O.T. Questionnaire responses and to make any adjustments as indicated from the feedback of Chapter members.

A S.W.O.T. analysis is an in-depth assessment of an organization’s internal situation (Strengths and Weaknesses), as well as a thorough evaluation of the Opportunities and Threats that exist in the organization’s external environment.

Strengths and weaknesses focus on an organization’s resources (human, financial, and physical), its policies, procedures, practices and operations and management/administration of the organization.

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Opportunities and Threats are identified through an evaluation of several factors in the external environment, including the technological environment, social environment, economic environment, legal/regulatory environment, political environment, and the competitive environment.

This feedback can also lead the Board in making short-term and/or long-term goals for the Chapter. The S.W.O.T. analysis reflects where your Chapter is and where it wants to go in the future ~ thus preserving the reputation of your Chapter in the community.

Please refer to the NAJA website for information and sample forms to use for Board Training. You may also contact your Chapter Support Coordinator for assistance.

“There is one thing worse than training your members and having them leave…and that’s not training them and having them stay.”

- Eileen MacMillan G. Non-Resident Members

The Non-Resident Member classification is a manner in which the Chapter can retain members who are relocating to another town or state that does not have a Junior Auxiliary Chapter:

Definition of Membership Classifications NAJA Handbook Article III, B, Section 1, f. reads: 6. Non-Resident

Active members in good standing are entitled to Non-Resident membership, which is open to those whose residence is changed to that of another community. If a Non-Resident member wishes to complete the Active obligation and attain Associate status, the member must:

(a) complete twenty-four hours of volunteer community service within the

community and twelve Education hours per remaining year to fulfill the requirements;

(b) pay Non-Resident dues to Chapter of record; (c) report Service and Education hours to Chapter of record.

Upon attaining Associate status, the member pays to the Association a total amount equal to ten (10) years of Associate dues to attain Life status.

Non-Resident status benefits both the Chapter and the member. The Chapter continues to receive credit for this member, and the member can remain a member of her Chapter. Another benefit is that the Non-Resident member is a connection for Junior Auxiliary in the new community, and hopefully a new Chapter can be established through our NAJA Ambassador Program that is mentioned under the Section, New Chapter Development.

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V. Reengagement of Associate and Life Members Once the Provisional term has passed and the five years of Active service are completed, most Junior Auxiliary members begin to think of the rewards of Associate and Life membership. See Appendix VII for an Associate/Life oath that can be used for members changing to this status. However, it is not required that a member must change status at the end of five years of Active service; some members may elect to remain Active well past five years.

A. Change in Classification

The methods and procedures to allow members to change classifications from Active to Associate or Life membership vary from Chapter to Chapter. Among some of the ways Chapters designate the change in status are:

1. The request for a change must be made in writing. 2. Only 10 Active members or a percentage of the Active membership is allowed to request a change during the year. 3. A vote of 2/3 of the Active membership is required to grant a change. 4. Board approval is required before a change may be granted. 5. Preference to receive a grant to change membership classes is based upon a Point System designated within the Chapter’s Constitution.

B. Definition of Associate and Life Membership NAJA defines Associate and Life membership as:

Associate members are those who, while serving as Active members in good standing of a Provisional or Active Junior Auxiliary Chapter, have accumulated a minimum of five years of Active service and who desire to change membership classification. The member shall pay Associate dues. Life members are those who, after having accumulated a minimum of five years of Active service, have paid to the Association a total amount equal to ten additional years of current Associate dues. (NAJA Handbook, Article III, B, Section 1, c & d)

However, Chapters may expand that minimum definition to suit the Chapter’s needs and desires for membership. Chapters may extend voting privileges to Associates and/or Life members in order to allow them to remain involved with decisions within the Chapters. Some examples of the requirements of various Chapters for Associate and Life members to have voting privileges are:

1. Associate and Life members are allowed to vote if they perform 24 to 30 Service hours per year. 2. Associate and Life members who have performed 24 to 30 Service hours per year are allowed to vote on new members only.

3. Associate and Life members are allowed to vote, hold office, propose members, and chair committees if they perform 24 Service hours, attend Chapter meetings, and pay Associate dues.

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C. Associate-Life Involvement Chapters may choose to keep Associate and Life members engaged with the Chapter in various ways such as:

Associate/Life member liaison position-may serve on the Chapter’s Board and represent Associate/Life members. The Associate/Life liaison can be responsible for recruitment of volunteers to support Chapter projects or undertakings if the need arises.

Annual Associate/Life project, performed solely by the Associate/Life group to meet a need within the community and relieve some of the responsibilities of the Active Chapter.

Request Associate/Life members volunteer to work on Chapter projects or serve as substitutes if an Active member is unable to fulfill her obligation. Additionally, some Associate/Life groups supplement Chapter projects and provide needed support by babysitting, preparing meals, addressing invitations, or other tasks that may overburden the Active membership.

Newsletters or Constant Contact Email – give Associate/Life and Active members information about events and projects.

Annual or biannual Chapter functions such as a tea, coffee, or luncheon and invite Associate and Life members –even Provisional Teas or New Member Ceremonies.

Chapters should make the decision on how to engage Associate/Life members based upon the wants and desires of the individual Chapter.

D. Associate-Active, Life-Active Membership Another classification that is solely at the discretion of the Chapter is the designation of Associate-Active and Life-Active membership. It is a Chapter decision whether to grant this membership classification and is not mandated by NAJA. The NAJA Handbook gives the following reference to this classification in Article III, B, Section 1, c & d:

At the discretion of the Chapter, an Associate member (Life member) may be accorded Associate Active (Life Active) status.

NAJA purposefully does not expand this definition for the Chapter but allows each Chapter to determine exactly what the requirements of the individual Chapter may be in order to fulfill those needs with increased involvement from past Active members. At no time should the Associate-Active, Life-Active membership exert too much influence on the Active Chapter for fear of overshadowing and diminishing the influx of new Active members. Such influence could lead to stagnation in membership and the ultimate demise of the Chapter.

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Some of the definitions included in Chapter Constitutions are: 1. An Associate-Active or Life-Active member must accumulate 30 Chapter

hours and attend 2/3 of the Chapter meetings. Hours are at the discretion of the member.

2. An Associate-Active member pays lower dues than the Active member but meets all other Active membership requirements. A Life-Active member pays lower dues but has no hour requirements.

3. An Associate-Active member must perform 36 hours of her choice and attend 1/3 of the Chapter meetings annually.

This classification would be used if a Chapter does not allow its Associate or Life members various rights, such as voting on new members. The Chapter may instead want to use Associate Active or Life Active status to denote certain rights to a select group that performs certain responsibilities. It should be noted, however, that Associate-Active and Life-Active membership does not count toward the required 15 Active members necessary for NAJA Minimum Standards. Chapters must still maintain and pay Association dues for an Active membership of at least 15 members. Hours accumulated by Associate-Active and Life-Active members are reported for the End-of-Year statistical reports as Associate/Life hours. E. Reinstatement Many Chapters fail to realize that it is within their discretion to reinstate resigned or dropped Active members.

Under special circumstances and at the discretion of the Executive Board, a member who resigns or is dropped from a Chapter can be accepted back into membership of that Chapter. (NAJA Handbook, Section IV, C, 1, d)

Each Chapter is given the option to carefully evaluate the resignation of an Active member. If the Chapter determines that there is just cause to reinstate that member, the Chapter does have the power to grant membership again. This should not be done frivolously but should be done only in extraordinary circumstances to avoid the “swinging door membership” that would be detrimental to the Chapter.

Another discretionary privilege of Chapters is that of reinstatement of dropped Associate members.

An Associate is dropped from the Chapter membership roll for failure to pay the annual dues required by the Chapter. Should an Associate desire to be reinstated at a later date, the member may be reinstated upon payment of a minimum of current year Associate dues. Upon receipt of the Associate dues, the Chapter is then required to immediately send a check to Headquarters to cover all Associate dues paid by the member.

(NAJA Handbook, Section IV, C, 1, e)

Unlike Active membership which requires the performance of prescribed duties in order to remain in good standing, Associate membership requires only the obligation of payment of dues. Associate and Life memberships are the rewards for the job of Active membership well done. NAJA encourages Chapters to consider the advantages of reinstating Associate members who are willing to pay delinquent dues in order to promote the good will and continuing support of Junior Auxiliary.

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F. NAJA Foundation

Another vehicle for reengagement is the NAJA Foundation.

The National Association of Junior Auxiliaries, Inc. established the NAJA Foundation in 2002. The purpose of the Foundation is to receive, solicit, accept and hold, administer, invest, and disburse any and every kind of property for such educational, charitable, and service activities that support the purpose of the National Association of Junior Auxiliaries, Inc. (NAJA Handbook, Section V, A,)

Once the Active membership is completed, obligations diminish. Associate and Life members should be encouraged to continue their support of Junior Auxiliary by becoming involved in the NAJA Foundation once their time and talent contributions have ceased. Pledges, annual donations, memorials, honorariums, and bequest of estates are several methods of giving.

G. New Chapter Development

The annual review of potential new Chapter development is also a part of reengagement. Just as Chapters are encouraged to take in new members to increase service to communities, NAJA encourages new Chapters in order to spread the influence of NAJA nationally.

Chapters should be committed to an annual program to survey the membership, including Non-Resident, Associate, and Life members, for contacts in communities that would benefit from a Junior Auxiliary Chapter and forward that information to NAJA. NAJA encourages Chapters to furnish forwarding addresses of Non-Resident members to NAJA Headquarters so that a connection with those communities can be developed.

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VI. Eleanor Slaughter Membership Award This Award was established in 2008 to recognize Chapters for achievement in the areas of the 3 R's of membership ~ Recruitment, Retention, and Reengagement. The Award is indicative of the life-long commitment of Eleanor Slaughter, a past NAJA President and past Life member of the Junior Auxiliary of Columbus, Mississippi. Her work and dedication to Junior Auxiliary's service in our communities provides a role model for all of us, and how we should meet membership challenges in order to serve our communities well. Our efforts are important, and hopefully, together as one, we shall impact the future of a child.

VII. More Members Matter Award

This award was established in 2012 to recognize any small Chapter (25 members or less) that increases membership by 25% or more. NAJA wants to encourage its smaller Chapters by sharing their successes in recruitment. In 2016, the NAJA Membership Committee decided that the More Members Matter award should have a category for Chapters with more than 25 members that also experience impressive growth. These larger Chapters receive the award if they increase their membership by at least 10% and add at least 5 members.

This award will be determined by Headquarters after the year end reports are filed. Chapters will be recognized at Area Meetings.

Please refer to the Membership Section on the NAJA website for additional information, including Chapter

Board Training and Conflict Resolution.

Appendix I

INFORMATIONAL MEETING SAMPLE AGENDA

I. Welcome and Introduction

II. What is JA? (Junior Auxiliary is a group of women who desire to make

a lasting difference in their communities by meeting the needs of its

citizens, especially the children. Chapters all over the southeast

develop and administer hands-on projects that embody the

organization’s slogan, Care Today – Character Tomorrow. Explain

that the Chapter is part of a national organization, NAJA.)

III. Service Project information (Explain all Chapter projects. Have Chapter

members share project experiences.)

IV. Finance Project information (Explain the finance project (s) and

emphasize the importance.)

V. Chapter Requirements. (Meeting time and place; Hour requirements-

service, finance, and education; and dues, including Provisional, Active

and Associate.)

VI. Classifications of Membership (Provisional, Active, Associate, and Life)

VII. Questions (Ask potential new members if they have questions.)

VIII. Invitation to Membership (Give them a response card to be mailed

back within 2-4 weeks.)

Appendix II

PROVISIONAL CANDIDATE INFORMATION PACKET

NAJA Fact Sheet - Show people from the beginning that your Chapter is

part of an organization that will support their efforts. Include a copy of The

Crownlet or NAJA brochure.

Chapter Brochure - Include service projects, finance projects, the impact

the Chapter has on the community, Chapter history, etc. Include anything

that makes your current members feel good about what they do.

Membership List - List names of current Active membership. If all

members attend the Informational Meeting, then it might be helpful for the

candidates to know your organization. Having an acquaintance may sway

them to join.

Chapter Membership Requirements - Make a concise list of all Chapter

requirements including hours (service, education and finance), dues, and

any others particular to the Chapter.

Business Card - Make sure to give each candidate a contact person

(usually the Provisional Trainer for the Chapter.) You can print simple

business cards on the computer.

Response card for accepting membership invitation.

Appendix III

NATIONAL ASSOCIATION OF

JUNIOR AUXILIARIES, INC. CHAPTER AND INDIVIDUAL MEMBERSHIP SERVICES The National Association of Junior Auxiliaries, Inc., guides and provides direct support to Chapters beginning

immediately with the organizational (Provisional) period and continuing the progression to Active Status in the

Association. Dedicated, competent, and well-trained Advisors, Staff, and Association Officers and Directors

work in tandem to assure that each Chapter develops as a quality charitable, service, and educational volunteer

organization committed to meeting the needs in its particular community. From the one-on-one Advisor

approach, to access by any member to the Resource Center and NAJA Headquarters, the commitment to

Chapter and individual member success distinguishes the seventy-six year old Association. At this time, the

Association numbers are 92 Active Chapters located in Alabama, Arkansas, Florida, Louisiana, Mississippi,

Missouri, and Tennessee.

The NAJA slogan "Care Today - Character Tomorrow," enjoys permanent relevancy as Junior Auxiliary

volunteers address the real needs of children, youth, and families in the firm belief that by providing care and

example today, we are major participants in shaping the society of tomorrow.

To guide and support Chapters to accomplish this end, NAJA provides, for example:

CHAPTER ORGANIZATION AND ADMINISTRATION:

-Admissions Guidance, the A to Z to Chapter Administration

-Model Chapter Constitution

-Projects Bank

-Chapter President's Notebook

-New Member Training

-Chapter Administration Materials

-CrownPoint computer program & organizational videos

-Goal Setting

CHAPTER SERVICE TO COMMUNITY:

-Community Survey, How to Conduct

-Catalog of Service Projects: Aging/Elderly; AIDS; Alcohol; Arts; Babysitting Education; Boys and

Girls Club; Cancer Camp for Children/Youth; Child Abuse Prevention/Education;

Cleanliness/Hygiene; Drug Abuse Education; Handicapped: Kids on the Block; Legislation;

Parenting; Teen Pregnancy; Teen Suicide; Visual Screening; Youth Violence, etc.

-Grant Writing and Application

-Funding Projects

CHAPTER/MEMBER LEADERSHIP TRAINING:

Annual Education Conference (All member accessible)

-Officer/Member Leadership Training and Education

-Motivational and Instructional Workshops

-Chapter Interchange: projects, ideas, how-to

Area Meetings (All member accessible)

-Mid-Year President's Workshop

-Workshops on National Focus issues, volunteerism, leadership training

Chapter Support Coordinator’s Annual Presidents Conclave (Chapter Presidents)

-Interaction and sharing opportunities with regional Chapter Presidents

-Personal leadership training

NATIONAL FOCUS

-National Focus 2015-2017: “Keeping it real in a virtual World”

-Support and informational packets provided by NAJA to assist Chapters in developing

and delivering National Focus community service projects

-Annual Education Conference/Area Meeting programs target National Focus

NATIONAL SCHOLARSHIP PROJECT

-Fifty-four year-old NAJA Graduate Scholarship Program provides graduate school grants to persons

working directly with children – To date 537 scholarships, totaling $1,241.304

-Scholarship program was winner of Distinguished Service Award (1990) from American

Speech and Hearing Association

NATIONAL SERVICE PROJECT

-Each Chapter is required to have at least one National Service Project for which it has full

administrative responsibility. The objective of this project is to break the cycle of dependency,

whether it be physical or emotional, in a personal, on-going relationship with a child or children.

NAJA FOUNDATION

-The NAJA Foundation was established to receive, solicit, accept and hold, administer, invest, and

disburse any and every kind of property for such educational, charitable, and service activities that

support the purpose of the National Association of Junior Auxiliaries, Inc.

NAJA PUBLICATIONS

-The Crownlet, semi-annual magazine to all classes of membership

-Bulletin, annual directory of Officers, Directors, Chapters, all classes of membership, Chapter

Service and Finance Projects, Public Relations, Awards, Minutes of Annual Education Conference, etc.

-*Provisional Training Manual, for new member training

-*Public Relations Manual, guide to Chapter public relations

-*National Service Project Manual, guide to implementing and maintaining projects for the welfare of

children/families

-*Education Manual, guide to Continuing Education

-*Resource Center Catalog, annually provided to Chapters/Members; contains complete listing of

Materials available from NAJA Resource Center: books, pamphlets, videotapes, projects

summaries, speaker lists/bank, etc., all available at no charge to Chapters

-*Projects Manual, guide to defining, finding, implementing and evaluating the project

-*Treasurer's Manual, guide to custodian of Chapter funds

-*Recording Secretary, instructional manual for Recording Secretaries

-*Membership Manual, guide to membership questions

-*Committee Updates/Newsletters/Bulletins

-*E-CrownPoints, monthly newsletter emailed to all members

*Also available online at www.najanet.org

NAJA RESOURCE CENTER

-Complete support system for Chapter administration and services; printed catalog and available on

the NAJA website; lending library of all materials at no charge; staff informed and available to answer

questions.

HEADQUARTERS

NATIONAL ASSOCIATION OF JUNIOR AUXILIARIES, INC.

P.O. BOX 1873 - GREENVILLE, MISSISSIPPI 38702-1873

Telephone: (662) 332-3000 FAX: (662) 332-3076

NAJA website: www.najanet.org NAJA E-Mail: najanet@bellsouth.net

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Appendix IV

CHAPTER INFORMATION

Junior Auxiliary of ___________________________

Meeting time & place _________________________ Total number of hours per Year__________

Service Hours________

Education Hours______

Finance Hours_______

Active members are required to attend #________ of Chapter meetings.

Annual Dues $______ paid in ______(month).

Active members are required/encouraged (depending on Chapter constitution requirements) to attend ___ Area Meetings or Annual Education Conferences

during Active Membership.

Appendix V

SAMPLE BUSINESS CARD

JA of Anytown, USA

_________, Provisional Trainer

Email: __________________

Contact phone #: ___________

www.najanet.org

Appendix VI

SAMPLE JA CHAPTER BROCHURE

Because of The Junior Auxiliary

Of Anytown USA, a family had

groceries for their children, an

elementary school's reading

scores increased, a child escaped

safely from a fire, and a child

was more confident because they

had a mentor to give them

love. All of this was a result of

the volunteer service of our

members. The Chapter currently

implements 8 service projects:

Adopt-a-Family (Works with a family to meet basic needs)

Rockin' & Readin' in the USA

(encourages students to

read with celebrations to

reward accomplishments)

Family Safety Fair (teaches child and parents about home safety)

School Friends (mentoring for

3rd graders)

Stuff the Bus (school supply drive)

Girl Talk (encourage Junior High girls to excel)

Blooming Babies (bulb planting

project for Pre-K thru 1st

grade)

Spread the warmth (coat and blanket drive)

• Chapter meeting will be held

the 1st Monday of each month, August thru May, at The Community Arts Center, at 7 p.m.

Actives are required to attend 8

Chapter meetings per year.

Actives are required to

complete a total of 40 hours

per year. Of the total hours,

Active are required to complete

24 service hours, 12 education

hours, and 4 finance hours.

Annual dues of $55 per year

will be paid to the National Association of Junior Auxiliary.

Chapter dues are $10 per

month due by the 10th of the month.

Actives are required to attend 1

Area Meeting or 1 Annual

Education Conference during

Active membership.

Appendix VII

OATH FOR ACTIVE MEMBER GOING ASSOCIATE/LIFE

I, (Associate/Life Member), hereby affirm that I have completed my Junior Auxiliary duties and responsibilities as an Active member. As I continue as an Associate/Life member, I shall sincerely and conscientiously promote the ideals of Junior Auxiliary, and to the best of my ability encourage the spirit of Junior Auxiliary with my time, talents, service and resources.