Retention Attention Washington State Federation of Chapters Retention Program for 2008/2009 January 2009

Retention AttentionRetention Attention

Washington StateWashington State

Federation of ChaptersFederation of Chapters

Retention Program for 2008/2009Retention Program for 2008/2009

January January 20092009

Retention AttentionRetention AttentionLossesLosses 50% of Losses Are Not Recoverable50% of Losses Are Not Recoverable

Due To DeathDue To Death Due To Moving To A Care FacilityDue To Moving To A Care Facility Residence is Too Far To Attend Meetings Residence is Too Far To Attend Meetings

Remaining 50% Remaining 50% NARFE Too ExpensiveNARFE Too Expensive NARFE Hasn’t Done Enough LegislativelyNARFE Hasn’t Done Enough Legislatively Just Dissatisfied With NARFEJust Dissatisfied With NARFE Dissatisfied With An Affinity PartnerDissatisfied With An Affinity Partner Surviving Spouse Reducing CostsSurviving Spouse Reducing Costs

20% Of All Losses Are Attributable to Unreported 20% Of All Losses Are Attributable to Unreported Deaths.Deaths. Annually About 8,000 Deaths Are Reported By Annually About 8,000 Deaths Are Reported By

Family or OPMFamily or OPM


The Program The Program Understanding the Resources AvailableUnderstanding the Resources Available What the Reports Really SayWhat the Reports Really Say Activities for Chapter Membership Chair, Activities for Chapter Membership Chair,

and Othersand Others What’s Next?What’s Next?


Understanding the Resources Understanding the Resources AvailableAvailable

M-114 Quarterly Membership Roster M-114 Quarterly Membership Roster ReportReport

M-112 Chapter Activity ReportM-112 Chapter Activity Report A-220 Chapter Dues Activity ReportA-220 Chapter Dues Activity Report W-101 Chapter Dues Advance Payment W-101 Chapter Dues Advance Payment

Report Report

Note: These are the only national reports Note: These are the only national reports available to chaptersavailable to chapters


Notices From NationalNotices From National

11stst Notice Notice - Dues Renewal Letter Sent 2 - Dues Renewal Letter Sent 2 Months Prior To Expiration Date via Months Prior To Expiration Date via Third-Class Mail (Standard Mail)Third-Class Mail (Standard Mail)

22ndnd Notice Notice - Dues Renewal Letter Sent 1 - Dues Renewal Letter Sent 1 Month After Expiration Date via First-Month After Expiration Date via First-Class MailClass Mail

33rdrd Notice Notice - Magazine Wrap 3 Months - Magazine Wrap 3 Months After Expiration DateAfter Expiration Date

44thth Notice Notice - One Last Letter Sent 5 - One Last Letter Sent 5 Months After Expiration Date via First-Months After Expiration Date via First-Class MailClass Mail

11stst Renewal Notice – sent Third-Class Mail Renewal Notice – sent Third-Class Mail

The only difference between the 1st and 2nd notices is this statement

22ndnd Renewal Notice – Sent First-Class Mail Renewal Notice – Sent First-Class Mail

The only difference between the 1st and 2nd notices is this statement

Retention AttentionRetention AttentionThe M-114 ReportThe M-114 Report

This report is provided for training purposes This report is provided for training purposes onlyonly

Quarterly

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M-114 Quarterly Membership Roster M-114 Quarterly Membership Roster ReportReport Contains National Only and Chapter Contains National Only and Chapter MembersMembers Many Codes:Many Codes:Field Names:Exp = Expiration Date

CN = Chapter Number

CM = Chapter Member

FC = From Chapter

DC = Dues Category

MT = Member Type

RB = Recruited By

Dues Categories:A = one year

A2 = two years

A3 = three years

AE = 6 Mo. Free Member

AF = OPM mailing 1 yr

AG = OPM mailing 2 yr

AH = OPM 18 mo

AI = Family Membership

No Longer Used

These codes These codes are for retirees are for retirees onlyonly


Dues Categories (cont):

A1 w/ AA = AFE one year

A2 w/ AB = AFE two years

A3 w/ AC = AFE three years

A1 w/ AD = AFE joined via Credit Union (one year)

B = Dues Withholding National and Chapter

C = Dues Withholding National Only

D = National Life Only

Dues Categories (cont):

D = Life

E = Partial Life (Quarterly payments)

F = Honorary

I = Non-Renewal

J = Cancellation

K = Deceased

Member Types:

A = Annuitant

C = Active Federal Employee

F = Active Federal Employee Spouse

N = Annuitant Spouse

P = Prospect

S = Survivor Annuitant

M-114 Quarterly Membership Roster M-114 Quarterly Membership Roster ReportReport Many Codes: Many Codes: (continued)(continued)

Retirees OnlyRetirees Only


M-114:M-114:

Members are Dropped (See M-112 Members are Dropped (See M-112 Report) From Membership Two Months Report) From Membership Two Months After Expiration DateAfter Expiration Date

Retained In Database For 12 Months Retained In Database For 12 Months After Expiration Date After Expiration Date (in case of reinstatement)(in case of reinstatement)

After 12 Months From Expiration After 12 Months From Expiration Applicant Must Join As New MemberApplicant Must Join As New Member

Reports Are Generated QuarterlyReports Are Generated Quarterly


M-114:M-114:

Download the M-114Download the M-114Sort by Expiration DateSort by Expiration Date

Review Expiration Dates for those dates Review Expiration Dates for those dates that are coming due in two monthsthat are coming due in two months

Send a Post Card to Members one month Send a Post Card to Members one month prior to their expiration dateprior to their expiration date


The M-112 ReportThe M-112 Report


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M-112 Chapter Activity ReportM-112 Chapter Activity Report

Contains National Only and Chapter Contains National Only and Chapter MembersMembers

Coding is identical to M-114Coding is identical to M-114

New MembersNew Members

ReinstatementsReinstatements

Members who are sent a 2Members who are sent a 2ndnd Renewal Renewal NoticeNotice

Members who have passed awayMembers who have passed away


M-112 Chapter Activity Report M-112 Chapter Activity Report (continued)(continued)

Deceased Members Transferring Deceased Members Transferring Membership To SpouseMembership To Spouse

New Prospective Members (Currently New Prospective Members (Currently National Only)National Only)

Payment Status ChangesPayment Status Changes

Changes To Address, Phone # Or EmailChanges To Address, Phone # Or Email

New Membership Incentive ProgramNew Membership Incentive Program Members Sent 2Members Sent 2ndnd Renewal Notice Renewal Notice

2 Year Special2 Year Special


M-112 Chapter Activity ReportM-112 Chapter Activity Report (continued)(continued)

Members May Show Up in Multiple Members May Show Up in Multiple Categories If The Activity QualifiesCategories If The Activity Qualifies

Reports Are Generated Usually During Reports Are Generated Usually During The First Week Of Each MonthThe First Week Of Each Month


M-112 Chapter Activity ReportM-112 Chapter Activity Report (continued)(continued)::

Download the M-112Download the M-112 Or print a copy of itOr print a copy of it

Compare M-112 with A-220 to determine Compare M-112 with A-220 to determine which members have paid dues for which members have paid dues for upcoming expiration datesupcoming expiration dates

If member shows on M-112 with a second If member shows on M-112 with a second notice sent, send a letter, send an email notice sent, send a letter, send an email or make a telephone callor make a telephone call Stress they will be missed as a member and Stress they will be missed as a member and they be missing the benefits of membershipthey be missing the benefits of membership Make a real point there is still time to renewMake a real point there is still time to renew


A-220 Chapter Dues Activity ReportA-220 Chapter Dues Activity Report

Codes Are Identical To M-112 & M-114 Codes Are Identical To M-112 & M-114 ReportsReports

Contains Payment Information and Amount Contains Payment Information and Amount PaidPaid

CHAPL Code = Life Member Paying Chapter CHAPL Code = Life Member Paying Chapter DuesDues

Membership Numbers, Member Names, Membership Numbers, Member Names, And Amounts Members Paid Are Listed.And Amounts Members Paid Are Listed.


The A-220 ReportThe A-220 Report


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W-101 Chapter Dues Advance Payment W-101 Chapter Dues Advance Payment ReportReport

No Codes on this ReportNo Codes on this Report Shows Members Who are on Dues WithholdingShows Members Who are on Dues Withholding


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Post Card Post Card (front)(front)

_______________________________

_______________________________

_______________________________

An Important Message from NARFE


Post Card Post Card (back)(back)

Are you concerned about your retirement benefits?

There is still time to renew

your NARFE membership!!!

NARFE,the only organization that will

protect your benefits!

Chapter ______ doesn’t Want YOU to lose your:

Assertive Legislative representationNARFE Monthly MagazineUp-to-date information through www.narfe.org and NARFE emailNetwork of other federal employees and retireesOpportunities for political action and community involvement

Sign up for Dues Withholding for automatic renewal !!!

Contact: ______________Phone: _______________

Use Your NewsletterUse Your Newsletter

Mailing already fundedMailing already funded Membership chair give editor appropriate Membership chair give editor appropriate

information or access to the reportsinformation or access to the reports Run names of those coming up for renewal Run names of those coming up for renewal

in newsletterin newsletter Encourage dues withholdingEncourage dues withholding List and thank those who have renewedList and thank those who have renewed


Sample Newsletter ArticleSample Newsletter Article In December, five Chapter members will have their annual In December, five Chapter members will have their annual

memberships up for renewal. They are:memberships up for renewal. They are: Donna LonerganDonna Lonergan, Olympia , Olympia William HugheyWilliam Hughey, Shelton, Shelton Robert GillettRobert Gillett, Lacey, Lacey Clinton WeedClinton Weed, DuPont, DuPont Glen JacksonGlen Jackson, Taholah, Taholah The process that NARFE Headquarters uses is to send out a The process that NARFE Headquarters uses is to send out a

renewal notice two months before the expiration date. We renewal notice two months before the expiration date. We would certainly encourage you to renew quickly, and, if possible, would certainly encourage you to renew quickly, and, if possible, sign up for a multiple year membership or Dues Withholding. sign up for a multiple year membership or Dues Withholding. Currently, 72 chapter members are on Dues Withholding. If you Currently, 72 chapter members are on Dues Withholding. If you join them, you will receive a one-time $10 rebate check, plus a join them, you will receive a one-time $10 rebate check, plus a dues reduction of $5 annually. OPM takes less than $3 monthly dues reduction of $5 annually. OPM takes less than $3 monthly out of your allotment, and you never have to worry about out of your allotment, and you never have to worry about renewing.renewing.

Whichever approach you use, please renew. Chapter 236 and Whichever approach you use, please renew. Chapter 236 and NARFE value your continuing membership.NARFE value your continuing membership.


Unreported DeathsUnreported Deaths

Identify using their membership numbersIdentify using their membership numbers NARFE’s most senior members have 6 or 7 NARFE’s most senior members have 6 or 7

digit membership numbersdigit membership numbers Check their names against the Social Check their names against the Social

Security Death IndexSecurity Death Index www.SecState.wa.govwww.SecState.wa.gov

ArchivesArchives

Digital ArchivesDigital ArchivesDeath RecordDeath Record

Social Security Death IndexSocial Security Death Index By NameBy Name



* Ensuring Renewal* Ensuring Renewalhttp://www.narfe.org/departments/mem/member/http://www.narfe.org/departments/mem/member/

articles.cfm?ID=851articles.cfm?ID=851

* Eight Letters You Need to Send Your Chapter Members* Eight Letters You Need to Send Your Chapter Membershttp://www.narfe.org/departments/mem/member/http://www.narfe.org/departments/mem/member/

articles.cfm?articles.cfm?ID=1270&CFID=216722&CFTOKEN=77151597ID=1270&CFID=216722&CFTOKEN=77151597

* Integrated Membership/Operations Plan Information* Integrated Membership/Operations Plan Information

http://www.narfe.org/departments/mem/member/http://www.narfe.org/departments/mem/member/articles.cfm?ID=858&CFID=216722&CFTOKEN=77151597articles.cfm?ID=858&CFID=216722&CFTOKEN=77151597

Using National NARFE Web SiteUsing National NARFE Web Site

* * These sites can be viewed once you sign These sites can be viewed once you sign in as a member. This is a great resource to in as a member. This is a great resource to Chapters!Chapters!


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Retention Attention Washington State Federation of Chapters Retention Program for 2008/2009 January 2009