By Emmett W. Todd, Vice-President Membership Lancaster Chapter
The operation of a local S.A.M. chapter resembles that of a business organization-with all the attendant problems. One of these problems is communication among the various levels of the organization.
About 15 years ago, the officers of the Lancaster chapter recognized the need for improved communication within the chapter and responded with a plan for monthly contacts with each member. The foundation of the Lancaster plan is a system of attendance teams, each under the supervision of a team captain who answers to the chapter’s director of attendance. The beauty of the plan is that it provides a cascade calling capability from the chapter president to each member, who in turn has an avenue for channeling his or her ideas into the executive committee.
The Lancaster attendance program follows a specific pattern each month. Ten days before a monthly meeting, the chapter newsletter is mailed to the membership. Seven days before the meeting, the attendance team captains contact the members for whom they’ve been made responsible and find out if they plan to attend, or if they plan to send an alternate. At this time, the team captain also obtains the name of the alternate or other expected guests for the meeting.
After summarizing their results, the team captains make their reports to the director of attendance, who uses the information to prepare an estimate of attendance for the meeting. The estimate is crucial in making arrange- ments with a hotel for the evening meal and arranging space for the meeting.
On the night of the meeting, the director of attendance registers the members as they show up, recording as well the names of guests, alternates, and students. This becomes a basis for attendance records, attendance statistics, and awards.
The newsletter for the following month carries a brief feature about attendance. There’s a friendly rivalry among the attendance teams for the best record, and the news I etter reports the standings of each group. At the end of the year, the attendance team that has been most successful is recognized, and each team member is awarded a gift.
The system of attendance teams has proved itself in Lancaster and would probably work for your chapter as well. If you’d like to know more about it, give me a call at (215) 384-7711, extension 527. I would enjoy the chance to talk to you. SAM-NI
This SAM News International article is from our historical archive, information provided is for reference and archival research about the activities and developments of the Society.