The Association Component Exchange (CEX) is the only conference designed exclusively for component relations professionals (CRPs).
It's no secret that there's currently a gap in education for associations that operate in a component model. So Billhighway and Mariner Management came together to build a community and connect component-based organizations and component relations professionals (CRPs). This manifested itself in CEX. CEX is a learning community where you get together with peers to share your successes, struggles, strategies, tactics, ideas, and insights.
3. About CEX: The Association
Component Exchange
The only conference designed exclusively for
component relations professionals (CRPs).
4. Today’s Agenda
Trail 1: Climbing to the Top: Chapter Data that Drives
Innovation
Connect with Your Hiking Buddies
Trail 2: How to Help Your Chapters Build a Stream of
Competent, Passionate Volunteers
Trail 3: Earn Your CRP Badge: First Aid for Chapters in
Crisis
Trail 4: Choose Your Own Adventure: Campfire Chats &
Stories
Trail 5: Check in at the Trailhead: Map Your Path
Forward
Trail Mixer
morningafternoon
5. Got chapters? We’ve got solutions. Billhighway unifies finances
and data for organizations with components. We solve inherent
operational, data and financial complexities that impact
component-based associations.
About Your Hosts
Mariner Management & Marketing is your partner in helping
association volunteers and staff create the greatest possible
value for your members and in ensuring the long term health and
growth of your association.
7. Why do components matter?
Why is the community in the room today so
important to associations and our
communities?
Share your insights with KiKi, our
Resident Association Chatter.
KiKi L’Italien
Association Chatter
Brought to you by
8. Join our resident musician around
the campfire for a finale that's sure
to knock your socks off!
Austin Ellis
Resident Musician
Brought to you by
12. Create a Safe
Space
01 02 03 04
Be Present Challenge
Ideas,
Not People
Share: Ideas,
Experiences &
Thoughts!
Maximize Your CEX Experience
Be Willing to
Call Time Out If
Discussion
Goes Astray
05 06 07 08
Meet People Ask Questions Have Fun!
13. Write down your goals, questions and
reasons for attending the conference
01
CEX Workbook
Use your CEX Workbook for these 5 reasons:
Learn what to expect and the objectives
of each session
02
TAKE NOTES 03
Fill out the session work pages, toolkits,
and questions
04
Capture your AHA moments and
takeaways from each session
05
14. The CEX App
Download the SwapCard app to access
everything you need to know about CEX.
• Speakers
• Sponsors
• Agenda
• Attendees
• Meet the Hosts
• Today’s Entertainment
• Social
• Messages
• Notifications
• Contacts
• Your Profile
15. Climbing to the Top: Chapter Data
That Drives Innovation
What is the role of chapters? Are chapters still
relevant? How does our chapter program compare?
TRAIL 1
Peter Houstle
Co-Founder & CEO
Mariner Management & Marketing
Page 18
19. What’s Important…
Auto Manufacturer: SALES
• Silver - 28.1%
• White - 11.8%
• Light Brown - 11.6%
• Black - 11.2%
• Med Dk Blue - 9.5%
• Med Red - 7.6%
• Med. Dark Gray - 6.2%
• Med Dark Green - 5.3%
• Gold - 3.4%
• Dark Red - 2.6%
Insurance Company: LOSS
• Gender and Age
• Marital Status
• Where You Live
• Credit Score
• Profession
• Safety Rating
• Vehicle Size
• Age of the Car
22. Download the report at
http://bit.ly/chapterbenchmark2019
2019 Chapter
Benchmarking
Report
23. What did we measure?…
Mission?
Organization (how they operate)
21 questions
Activities (what they do)
1 question (a big one!)
Membership (who they serve)
4 questions
Performance (how well they do it)
9 questions
.
INPUTS OUTCOMES
25. A few highlights …
• Relationship
Separately Incorp/Chartered 49%
Independent Affiliates 23%
Wholly Owned Subsidiaries 19%
26. A few highlights …
• Relationship
• Membership & Dues
Contingent Membership 66%
Unified Dues 40%
HQ Collects Dues 56%
27. A few highlights …
• Relationship
• Membership & Dues
• Programs & Services49% - Separately
Incorporated/Chartered
23% - Independent Affiliates
19% - Wholly Owned
Subsidiaries
Networking
and
education
top the list
28. A few highlights …
• Relationship
• Membership & Dues
• Programs & Services
• Affiliation Requirements
89% require
affiliation agreement
or charter
29. A few highlights …
• Relationship
• Membership & Dues
• Programs & Services
• Affiliation Requirements
• HQ Support
Event Promotion
Database Management
Start-up Kit
Dues Invoicing
30. A few highlights …
• Relationship
• Membership & Dues
• Programs & Services
• Affiliation Requirements
• HQ Support
• Performance Metrics
Formal Assessment Tool - 29%
• Retention
• Recruitment
• Engagement
31. Poll
Which of the following data points do
you track at the chapter level?
(Check all that apply)
Member Count Number of Events
Retention Event Registrations
Recruitment Product Sales
Volunteer Count Other
Leadership Succession
34. 2016 vs 2019 | Affiliation requirements
2019 2016 Change
Leadership positions filled 67% 45% 22%
A specific number of members 61% 34% 27%
Annual report of activities/achievements 52% 33% 19%
35. 2016 vs 2019 | Importance/Effectiveness
2019 2016
Importance Effectiveness Gap * Importance Effectiveness Gap *
Member Engagement 4.5 2.8 -1.8 3.4 2.2 -1.2
Leadership Development 4.0 2.4 -1.6 2.9 1.8 -1.1
Member Recruitment 4.0 2.4 -1.6 2.9 1.9 -1.0
Professional Development 3.7 2.8 -0.9 2.9 1.8 -1.1
49. Survey Components
• Membership volume
• Financial performance
• Progress towards goals
PART ONE: Annual Update
• 18 CARE elements
• Administrative
• Financial
• Membership
• Professional Development
• Communication
PART TWO: CARE Survey
53. ENA Membership Report
by State Council
• Provided to the State Councils on a
monthly basis
• Ability to see membership
growth/decline from month to month
• Membership variances from year
prior
54.
55. Membership Report Access
• Monitor leaders who access their
individual chapter reports
• Who
• When
• Lack of access
• Outreach to chapters
• Frequency of access
• Determine membership growth
• Review membership efforts and what they
are doing (possible practice sharing
opportunity)
56. What Difference Does
it Make?
TRAILBLAZER
John Bellotti
Chapter Program Manager
National Association of Tax Professionals (NATP)
58. Want to learn more?
• Download the free ebook Evaluating the
Health of Your Association’s Chapter
Program from Mariner and Community
Brands http://bit.ly/ChapterHealthebook
• Download the free ROI Valuation Matrix
and other resources at http://bit.ly/chapterroi
Calculating
your ROI
61. How to Help Your Chapters Build
a Stream of Competent,
Passionate Volunteers
Are your chapters having a hard time finding and
keeping chapter leaders and volunteers?
TRAIL 2
Peggy Hoffman
Co-Founder & President
Mariner Management & Marketing
Page 34
63. PERCEPTION OF TIME
Less control over time + work/life balance
BREAKING INTO THE GROUP
The “old guard”
BORING MEETING SYNDROME
Ineffective use of time
INSUFFICIENT ONBOARDING
Need training, orientation, resources
UNCLEAR WIIFM
Unclear benefits, outcomes
64. 03
Sell the WIIFM
• Expand leadership training
to all levels
• Create a leadership
training pathway
02
Equip Volunteers
• Self-assess openness
• Build short modules
• Skills e.g. effective meetings
& delegation
• Make technology available to
chapter leaders
01
Embrace Micro
• Modify policies
• Embrace at national level
• Micro-training for micro jobs
72. Working across thousands of agencies & government units
Education
Environment & Natural
Resources
Health & Human Services
Public Safety
Public Works
Transportation &
Infrastructure
WHAT THEY DO
89. Poll
What similar challenges are you
facing in your own association?
a. Workforce Development
b. Sustainable Workforce
c. Leadership Succession
Planning
d. Something else
92. Question
How is your association addressing any
of these impacts?
• Undefined Career Paths
• Retirement Exodus
• Their Replacements
• Leadership
• Other
98. By developing curricula to strengthen critical leadership skillsLearning: Strengthening Critical Leadership Skills
99. By developing curricula to strengthen critical leadership skillsLearning: On-Demand Leadership Skill Development
100. By developing curricula to strengthen critical leadership skillsLearning: Focus on Leadership as an Essential Competency
Competency Badges
Certificates
Specializations
Designations
Professional Certification
101. • Intimate, cohort-based learning experience
• Mix of in-person and online learning sessions
• Skill development across core competencies:
Communication
Leading Change
Influence and Persuasion
Coaching and Mentoring
Leading Teams
Conflict Management
Strategic Thinking
By developing curricula to strengthen critical leadership skillsLearning: Enhancing Critical Leadership Skills
102. Question
How does your association integrate leadership
development for the profession into leadership
development for chapter volunteers?
104. NIGP Chapter Affiliates
72 Chapter Affiliates
Statewide, regional, metro local
Independent (membership not tied to
the Institute)
13,700 total chapter members – 57%
are also Institute members
Range from 28 to 1,232 members
Average 211 chapter members
107. Poll
What similar impacts are you facing as a
component leader in your own association?
a. Volunteer Recruitment
b. Leadership Commitment
c. Succession Planning
d. Something else
110. • Transferring the
experience to
address the needs
of the chapter
• Sustaining the
networking beyond
the event
Leadership Development Challenges
111. 2019
Re-Named Leadership Development Symposium to
Chapter Academy
Greater engagement: 61 Chapters Represented
(120 attendees)
By developing curricula to strengthen critical leadership skillsTransforming the Symposium into a Sustainable Ecosystem
112. Content focused on skills & competencies
needed by leaders to execute the chapter’s
mission
Event structured to include:
Micro-burst success stories through Chapter
Ignite!
Breakout sessions
Community service component
Greater opportunities for networking and
shared learning
Transforming the Symposium into a Sustainable Ecosystem
113. Post-event engagement
Virtual sessions
Sustainable communications network via Nsite
Chapter resource library via website
Marketing tool-kits
Transforming the Symposium into a Sustainable Ecosystem
114. Measurable successes
Greater support and connections
Greater engagement with NIGP
Transforming the Symposium into a Sustainable Ecosystem
115. Question
What have you gleaned from the NIGP
experience that you may be able to apply to
your own association?
117. How: Shared Governance
Board Talent
MemberFinance
Governing through a shared governance structure
Recruitment
Placement
Assessment
Leadership Development
Mentorship
118. How: Shared Governance
Board Talent
MemberFinance
Executing thru a system of empowerment & engagement
Features
Universal application
1:1 conversations to determine talent and
passions
Selection process separated from political
influence
Virtual on-boarding
Continual assessment to determine
engagement and satisfaction
120. • Mentorship Program
• Executive Leadership
Program
• Integrated Chapter
Websites
• Speakers Bureau
Future Initiatives
121. Engaging Volunteer
Success Stories
Hear from CRPs about their all-star chapter
initiatives and how they’ve turned around the “no one
wants to volunteer” challenge.
TRAILBLAZER
129. Launched with 500
volunteers and grew to
1,927.
285.4% Growth
01.
86% of volunteers in the
database completed an
opportunity.
1668 completed
activities
02.
At go-live, had 22
volunteer opportunities –
all multiyear high-level
commitments; grown to
71 diverse engagement
points.
22 to 71
03.
Total hours of volunteer
time.
8,526
04.
Value of the volunteer
time based on industry
calculations at experience
levels.
$529, 710
05.
At go live, 6% of member
were volunteers.
Increased to 23.5%.
6% to 23.5%
06.
RAPS VOLUNTEER PATHWAY LAUNCH STATISTICS
130.
131. Meeting Volunteers &
Chapter Execs Where
They Are
TRAILBLAZER
Sondra Frank
Senior Manager
Chapter Relations
Community
Associations Institute
Karen McMullen
Senior Director
Membership & Chapter
Relations
132. STAFF SPEED DATING
AND
CHAPTER TRAINING LOUNGE
Karen T. McMullen, Sr. Director, Membership & Chapter
Relations kmcmullen@caionline.org
Sondra Frank, Sr. Manager, Chapter Relations
sfrank@caionline.org
133. STAFF SPEED DATING—SAY WHAT??
Challenge: Executive Directors and Headquarters
disconnect
Solution: Staff Speed Dating
Results: Strengthened Relationships
No more all caps emails!
No more us vs. them—team CAI!
134. CHAPTER LEADERSHIP TRAINING LOUNGE
Challenge: Stale training content resulting in disengaged
and grumpy chapter leaders.
Solution: Try a totally new concept for training— flexible
learning at their own pace in a safe environment
designed just for them.
Results: Increased peer to peer engagement and collaboration
Chapter leaders feel valued and look forward to the training
Increased number of chapter leaders facilitating sessions
Creation of chapter sponsorships to cover training costs
137. Looking for more ideas and resources? We’re
exploring how-to’s and more in a series of posts
beginning November 1:
• Building a chapter succession plan
• Embracing the micro-volunteer
• Creating small & flexible volunteer roles
• Board and committee meetings that matter
Designed for you to reprint (free) in your chapter
leader newsletter or other communique.
Visit www.MarinerManagement.com/volunteer
Building Volunteer
Muscle
138. Earn Your CRP Badge: First Aid
for Chapters in Crisis
Do you have a chapter in crisis? Or one that's
struggling overall or maybe gone rogue?
TRAIL 3
Charlotte Muylaert
Marketing Leader
Billhighway
Page 50
140. Use Your CEX Workbook
Pages 50-61
What was your most recent chapter crisis?
What risks did it present?
Are there other risks you should be aware of?
Why are they risks? Lack of policies & procedures?
143. Innocent Financial
Mismanagement
Reactive
• Don’t overact – no blame or shame
• Go into triage mode
• Create emergency financial plan
• Limit expenses and grow revenue as quickly as possible
Proactive
• Make it a habit to touch base; have regular formal & informal
communication to build trust
• Provide financial training via webinars, video series or LMS
• Provide 1-on-1 coaching when needed or peer mentoring
145. Not-so-innocent
Mismanagement
Reactive
• Ask accounting to review the situation
• Seek legal advice
• Check with your CPA/tax attorney to see if you need to report
the fraud on the chapter’s 990 Form
Proactive
• Make sure chapter leaders know they can ask for help without
consequences
• Whistleblower policy
146. Scenario#3
Chapter Leadership
Scenarios:
• Not suited for the job
• Unskilled
• Egocentric
• Superhero that tries to do it all
• Control freak
• Takes on too much
• Don’t delegate
• Recipe for burnout
• Not enough time
• Didn’t know what they were getting into
• Didn’t expect it to be so time-consuming
147. Chapter Leadership
Reactive
• Acknowledge their service
• Demonstrate your empathy
• Have a crucial conversation to discover any fears and concerns
Proactive
• Provide continual leadership training
• Relieve the administrative burden
• Establish last-resort policies
148. First Aid to Chapters: Turnaround
Chapter Success Stories
Hear from CRPs about how they’ve helped a
struggling chapter become an all-star.
TRAILBLAZER
Page 58
150. Chapter
CHALLENGE
Results
Solution
Evaluate your policies regularly –
do they protect your organization?
Key Questions
• Franchise model vs.
corporate owned = lack of
access to bank statements
• Only visibility to
Quickbooks statements
• Individual was trusted in
the community – with org
for 10 years.
• Individual embezzled
THOUSANDS of dollars –
now in prison
Changed to 2 year terms. Two
people assigned to the bank
account with policies to make sure
account is monitored. Bank name
must have HSMAI tied to it.
What policies do you have in
place that protect you and
your chapters from financial
mismanagement?
When was the last time you
reviewed them?
Do you have any policies that
are missing?
151. How would you approach the situation?
Who do you go to/rope in?
Situation: You receive a call from a board member who tips you
off that they think the Treasurer may be stealing chapter funds.
Crisis & Idea-Storming (10 min)
Do you have a current policy/process?
154. Chapter
CHALLENGE
Results
Solution
4 motivated individuals. Focused
on young members. Personal
outreach. Hosted meeting off
base. Hosted BYOB happy hour.
Hosted education in a social
environment.
Key Questions
SAME Central VA Chapter
• Tiny installation
• Meetings were on base &
still couldn’t get people to
attend
In 1 year became top small post.
In year 2, grew to become a
medium post.
If you have a small group
(or a single) motivated
individuals, what do you
have at your disposal,
whether a process or
resources, to support
them?
How are groups putting a
fresh perspective on
meetings/gatherings?
155. Leisl Moriarty
Director of Affiliate Relations,
American School Counselor Association
Turnaround
Chapter Success Story
TRAILBLAZER
Charlotte Muylaert
Marketing Leader
Billhighway
156. Chapter
CHALLENGE
Results
Solution
President’s term ended. National
helped with elections. Had good
prospects due to a community
project. Met F2F at annual meeting
to build strategy. Bi-weekly phone
check-in.
ASCA Nevada Chapter
• Didn’t attend annual
meeting
• Lack of communication
• Always the last to respond
• President was
overwhelmed & drowning
• Board members
disengaged Nevada turned around. Did talk at annual meeting
about volunteer succession. All board & committee
roles filled. Use a database & report financials.
Hosted a successful conference. Good pilot.
158. Chapter
CHALLENGE
Results
Solution
Met with chapter board. Board
chose to revitalize.• Dying chapter
• Loss of 2 significant board
members
• Financial instability due to
declining membership (125
in 2012, dropped to 65 in
2013)
Still an active chapter with
99 members as of 2016.
Retention rate = 71%.
Overall member
satisfaction = 85%.
Meeting all core services.
160. Chapter
CHALLENGE
Results
Solution
Self-assessment with 4 categories:
• Leadership & governance
• Programs & marketing
• Membership
• Financial operations
Key Questions
• Needed to shift mindsets
• Empower chapters to step up
• Bring more objectivity to
chapter awards process
Chapters see where they can do
better. Better adhere to best
practices. Increased 2-way dialogue
with chapters. Tapped into
competitive nature.
What initiatives do you
already have in place to
promote 2-way dialogue
between chapters?
161. What’s your next move?
Who do you go to/rope in?
Situation: You finally hear from a chapter you haven’t heard anything from
in months. Their social media channels are dead. Website is outdated. They
are behind on all reporting.
Crisis & Idea-Storming (10 min)
Do you have a current policy/process?
163. Scenarios
Cybersecurity
Scenarios:
• Chapter board chair appeared to send
an email to the treasurer directing him to
transfer some funds.
• Chapter president supposedly asked
another officer for the password to the
bank account.
• Chapter executive director supposedly
sent an email directing an employee to
purchase gift cards on her behalf.
164. Cybersecurity
Reactive
• Gather your team—IT, membership, communications, member
services, and legal—and follow your data breach plan.
• Make sure your chapters have redundancy plans.
Proactive
• Train volunteers & staff to be a strong human firewall
• 2 prong strategy: teach & test
• Mandate training & then use a phishing test service
• Have a clear procedure for payment & money transfer requests
• Consider insurance coverages
168. What’s your next move?
Who do you go to/rope in?
Situation: Treasurer is vacationing and receives an email from the
President to transfer $10k out of the bank account. Treasurer
quickly glances and initiates the transfer. Bank blocks the transfer –
crisis averted.
Crisis & Idea-Storming (10 min)
Do you have a current policy/process?
170. Need more crisis management
solutions? A series of blog posts on
common chapter challenges will be
dropping after CEX!
Visit:
https://www.billhighway.co/associations/resources/
Chapter Crisis
Blog Series
171. Choose Your Own Adventure:
Campfire Chats & Stories
This session is the CEXy take on roundtables that
will have you gathering your peers for deep
conversations on important component topics!
TRAIL 4
Page 64
Brought to you by
172. 1. What aid is needed?
2. What can we do? Share innovative ideas.
3. How do we set priorities?
4. What does it mean to be proactive vs.
reactive?
ROUND 1: Providing Aid to Chapters
Brought to you by
173. 1. What skills do we need to be the best we
can be in these times?
2. How can we build those skills?
3. What type of self-assessment do you do?
What are you self-assessing?
ROUND 2: Developing skills to grow in your position & lead
your chapters & organization through tough times
Brought to you by
174. 1. Based on this morning session, what would you do
differently or add to what you’re doing to build
volunteerism at the chapter level?
2. In order to embrace new blood, how can we get
martyr leaders to move on?
3. How can we move those micro-volunteering to
deeper commitments?
ROUND 3: Innovative ways to drive succession in chapters
175. Check in at Your Trailhead: Map
Your Path Forward
Now’s your chance to check back in with your hiking
buddies and map out an action plan to absorb all
you’ve heard.
TRAIL 5
Page 70
176.
177.
178. Get it? After a full day of intense
learning, it’s time to get our drink on
and “mix” it up.
The Trail “Mixer”
Brought to you by