Problems Faced in Developing a State Constituent Organization

According to the officers of the American School Health Association, the highest priority in the immediate future is to establish a constituent school health association in every state.’ It is hoped that there will be 50 state constituents influencing policy and promoting comprehensive health programs in each school district in the United States by 1985. These are particularly honorable, relevant and important goals for the Association and will certainly aid in promoting comprehensive school health in the United States.

Herman Bush has provided interested persons with step-by-step procedures which should be followed when establishing a state constituent;’ however, he did not list or explain possible problems which must be faced if a state constituent is to be established successfully.

Currently in Arizona, there is much interest in establishing a state constituent association. Discus- sions at preliminary meetings revealed enthusiasm and support from all school health personnel attend- ing, but there were still many problems which had to be faced. It is important that individuals interested in establishing a state constituent organization be aware of some of the most common problems they are like- ly to encounter. This paper describes eight major organizational problems that were identified when establishing the Arizona School Health Association.

Identifying and Mobilizing Members The first problem encountered was identifying and

mobilizing members of the school health team for a meeting. There is such a wide variety of people (school nurses, physicians, health educators, parents, public health personnel, voluntary health agency per- sonnel, service groups, dentists, youth groups) in- volved in implementing comprehensive school health, that key people in each discipline must be identified and convinced of the need for a state constituent organization. They in turn can motivate their colleagues to attend the preliminary meetings or at least discuss with them the need for a state consti-

Key people in each discipline must be

identified and con- vinced of the need

for a state constitu- ent organization. tuent organization.

Lists of school nurses, health educators, public health personnel and other school health-related personnel were obtained from a variety of sources. The American School Health Association was par- ticularly helpful in that a list of all members of the national association was sent to the local promoters. These people were contacted, and some of them pro- vided yet additional lists of potential members. When multiple listings are used, however, duplicate names should be removed to avoid unnecessary mailing expenses.

Another suggestion is to use the various mailings and “house organs” of agencies within the state to make announcements of pending organizational meetings. It was our experience that many people read about the organizational meeting in their respective agency publications, contacted the pro- moters and were subsequently sent organizational material. They often contacted other people they felt might be interested in joining the organization, and this “word-of-mouth” publicity has resulted in nearly a doubling of requests for membership appli- cations.

It is also important that the promoters respond im- mediately to request for membership information. To aid in this process of immediate response, we would like to suggest that the Association develop a “universal membership form” and cover letter with space for insertion of the state constituent logo and name to expedite the activities of promoters. State promoters could then request the number of cover letters and membership forms needed and the national headquarters could send those along with a mailing list.

We also found that several state agencies such as the State Medical Society, the State Pediatric Associ- ation as well as some voluntary health agencies were interested in the possibility of becoming agency members of the state constituent. The national Con- stitution and Bylaws notes that there is such a thing as an Affiliate membership, but it does not set forth the specifics of this membership. I t is suggested that this problem be examined by the national organiza-

168 THE JOURNAL OF SCHOOL HEALTH MARCH 1981

tion and that suggestions for constitutional amendment in this regard be made.

Finally, it is important for the promoters of a state constituent to fully document the need for such an organization and provide this information to pro- spective members prior to the initial organizational meeting. The documentation should concentrate on state and local school health needs. Such things as the services of the organization, its relationship with other organizations, the goals and benefits of the organization, how communication will occur between the organization and the members as well as between members, and how the potential member could become involved should all be addressed.

Competition with Other State Associations In many states, certain state associations deal

specifically with school health or have a school health section. For example, the Arizona Public Health As- sociation has a health education section comprised of individuals interested in both community and school health. In addition, the Arizona Association for Health, Physical Education, Recreation and Dance also has many members whose primary interest is in school health.

One question that will have to be answered is, “Why have a separate association dealing with school health when a number of state associations already provide for interaction among school health professionals?” To respond to this question, it is important to investigate the emphasis other state associations place on school health. How effective have these organizations or sections been in influ- encing school health within the state? In most cases, it would be more appropriate for all interested school health personnel to belong to a state school health association than to other associations whose major emphasis lies in other areas.

We are not trying to negate the efforts of these other organizations, but rather we are proposing that those most intimately involved with school health will probably be more familiar with the specific prob- lems of the schools than those persons who, by association, have a secondary interest in school health.

Dues A third problem that will be encountered is that of

implementing a dues structure. Many potential members already belong to their discipline-specific associations and perhaps other peripherally related organizations, and they may be reluctant to join another association. During the Arizona preliminary meetings, it was amazing to discover how much money school health personnel spend each year on state associations and unions. Many who might be

interested in joining the organization will be reticent to become involved if there is an extraordinary amount of cash outlay. In Arizona, we included some information about a potential dues structure on the membership form and indicated that the total organization would vote upon this a t the association meeting.

It is important that the dues be low enough to attract those who already belong to a number of associations and have a great deal of capital outlay. “It would be nice to belong, but I just can’t afford it,” should not be an excuse.

In addition, one-half of the members of the state constituent must belong to the national organization, according to the ASHA Constitution and Bylaws. * As such, the mailing to potential members serves as a recruitment for national membership. This also presents a problem in that many individuals will have to spend additional money to belong to ASHA in addition to state association dues. To identify whether or not this might pose a problem, we suggest that a question dealing with the potential member’s national affiliation be included on the membership form.

Housing the Organization It is important to determine in advance where the

organization headquarters is to be located. The many different disciplines involved in the organization make it difficult to decide which one would provide the most suitable housing for the organization. This would require sharing quarters for the purpose of providing some headquarters or semblance of a main office. A post office box is fine, but the association will have more credibility if a street address is also listed on promotional materials or applications. The individuals initially promoting the organization should investigate all possible resources for housing before attempting to develop Bylaws and apply for state constituency.

lack of State Support In many states, there is a lack of support for

comprehensive school health, including comprehen- sive health education. Those attending the pre- liminary meetings in Arizona identified compre- hensive school health education as the most critical

*EDITOR’S NOTE: The California School Health Associ- ation has instituted a cost-share dues program that other state associations might consider. They print membership applications for CSHA and ASHA together in their newsletter. For every new ASHA member who joins through the CSHA, National rebates $5 to the state associa- tion. This not only helps CSHA meet ASHA’s national membership requirements mentioned above, but it also pro- duces income for the state association.

Many people read

tional meetings in their respective agency publications.

Organiza-

MARCH 1981 THE JOURNAL OF SCHOOL HEALTH 169

school health need in the state; unfortunately, due to a lack of state support, there is also a lack of sound school health education in the state.

The promoters of a state constituent organization should identify key state people ahead of time who would be willing to promote comprehensive school health, including health education; and make this support known to potential members, either through personal contact or in a letter. If potential members see that state support is possible, perhaps they will be more amenable to working for the development of a sound state constituent organization. Once the or- ganization is fully established and approved by ASHA, they can then serve as a catalyst in promoting comprehensive school health legislation in the state.

Organizational Structure A schematic of a potential organizational structure

for the proposed association should be developed be- fore the preliminary meetings. One critical question must be answered and reflected in the organizational structure: Will this be just a group of interested people meeting once in a while, or will this be an active group with committees given specific responsi- bilities and tasks? The closer the state organization is aligned administratively with ASHA, the better and tighter the organization will be.

The many disciplines involved make it particularly important that all are involved on an equal basis, and this should be reflected in the organizational struc- ture. This prevents one discipline from completely dominating the organization, which might be B concern of potential members. It is suggested that this structure be outlined in the Constitution and Bylaws (discussed later in this document) which has been prepared for distribution to potential members.

Initial Costs Initially, money will be needed for mailing, print-

ing, paper and other incidentals for promotion. As mentioned previously, many of the interested individuals will be reluctant to become involved if there is an extraordinaiy amount of cash outlay in- volved. However, the promoters may have to absorb the majority of the initial costs, especially for mail- ing. If key people from other discipiines are involved in the initiation of the association, information can be mailed to them; and they in turn can pass this in- formation t o their colleagues through their informa- tional distribution systems, thus alleviating some of the financial burden.

In addition to the informational mailings, inci- dental costs will include the printing of membership forms and cover letters. A second mailing to non-

Many potential members already be-

long to their discipline-specific

associations.

respondents may also be a cost item. (In Arizona, we have not had to resort to a second mailing since people are now contacting us to obtain membership information.) If the organization is to become viable, the promoters of the state constituent will have to be prepared to absorb the majority of these initial costs, whether out of pocket or through their respective affiliations (employment). Perhaps after the advent of a dues structure, these expenses could be reimbursed out of the association’s “treasury.”

Constitution and Bylaws The initiator would be well-advised to develop a

draft of a constitution and bylaws for the constitu- ent. It is generally easier to react to a previously developed document than to try and draft it with the group as a committee of the whole. Development should closely follow the Constitution and Bylaws of ASHA to ensure that the state’s document will be acceptable to the Governing Council of ASHA.

It is also particularly important to outline how the State Constitution and Bylaws can be amended. I t is through this process thet the membership will feel a closer affiliation or sense of belonging to the organi- zation. Once the document has been “ratified” by the membership who attend the organizationa! meet- ing, the document shoilld be sent to all members as well as to ASHA Headquarters. This will expedite action by Governing Council of ASHA.

Summary The problems identified in this paper are the major

ones which have occurred in tne development of the Arizona School Health Association. The major task should be to review the problems presented here, think of others in light of state and local interests, address these problems at the preliminary organiza- tional meetings and resolve them before attempting to fully establish the state constituent association. None of the problems mentioned in this paper are insurmountable, but it is in your best interest to confront them and attempt to solve them at the outset. Then your state constituent association can concentrate on the business of promoting compre- hensive school health education and services. That’s what it’s all about! I

1 . Bush H: Steps in promoting a constituent (state) association. J Sch Health 50(3):121-123, 1980.

Larry K . Olsen, DrPH, Health Science, Department of HPERD, Arizona State University, Tempe, AZ 85281.

170 THE JOURNAL OF SCHOOL HEALTH MARCH 1981