Purpose: To maintain an efficient and relevant database by identifying and managing disengaged individuals, ensuring that only actively engaged members are listed in the primary community database.
Scope: This procedure governs how profiles with status Disengaged or Members of the Community Members are made inactive.
Procedure for Inactivating Newcomers, Seekers, and Travelers
Every Quarter Engagement Coordinator or Admin Designate will run these clean up lists after the Quarterly Membership Status Review Meeting.
Profiles with Membership Type: Disengaged Disengaged profiles will be made 'Inactive' one year after after an individuals Disengaged date. (c.f. disengaged status criteria). The reason will be Unresponsive / Disengaged Clean Up.
Profiles with membership type: Community Member / Member of Another Congregation Community Member / Member of Another Congregation profiles will be made inactive One year after their last activity however if they are a member of an active PCO group they will be kept as active, or registered for any event in the last month, or they have a note in their profile.
They will be made inactive, reason: community member cleanup.
Once an individual meets the above criteria, they are marked as 'disengaged' in the database. The date on which they are marked disengaged is recorded as the 'disengaged date'.
Procedure for Inactivating Members
On an annual basis, assess the membership list to determine classification according to the following definitions:
Member- Active engagement, Financial Giving Requirement Met (Pledge, Donation, Waiver) , W/ Voting Rights
Inactive Member - Inactive engagement determination, not meet financial giving requirement, no voting rights, status confirmed by inactivity not by action of congregant or board
Former Member - Removed from membership by congregant or board action.
Annual Actions
Each year according to these timeframes, run lists to determine and send the following
MARCH (60-90 days after annual meeting) Inactive but Financial Giving Requirement Met [LINK LIST]
Send "We Miss You Letter" LINK
Inactive and Financial Giving Requirement Unmet
Send "Voting Rights and Inactive Status Timeline Letter" LINK
Engaged but Financial Giving Requirement Unmet
Send "Assumed Waiver, Opt Out" LINK
Annually in late December/Early January:
Review and refresh the lists above to fully determine who no longer meets active membership requirements
Send to WORKFLOW LINK
Follow steps in workflow to send notice of shift to Inactive Membership Status LINK to template
Allow time to respond (1 week auto snooze)
If no response, shift to "Former Member" status in PCO, then inactivate profile
If response indicates a desire for continued engagement and membership requirements are still not satisfied, shift to Former Member but do not inactivate profile, and refer to Partnership Team for engagement action
Then, to clarify, we already have the following actions in place to address inactivity and/or not giving:
Giving and participation requirement introduced in Base Camp and Inquirers and in all correspondence from Lauren, as well as on website.
Within 2 months of becoming a member, personal outreach from stewardship team to introduce themselves and either thank them for a pledge or invite a pledge.
Katie
this is a reminder to officially implement this.
All members w/o a financial waiver get an ask for a pledge during the annual campaign in October/November.
For anyone who is a member but hasn't given financially in the calendar year and doesn't have a pledge (or waiver), they get a special outreach from me in late November to invite an end-of-year gift that also fulfills the membership requirement.
Katie
we need to add this to our communications calendar so Tatiana can help with this.
For anyone who has not participated in anything of record (even if they have given) in the last year get an annual outreach from a Caring Listener inviting them to return, and also listening to what is preventing them from attending and addressing any concerns they have.
Here are the new actions we are initiating / asking for your partnership on:
Every March (between 60 and 90 days out from annual meeting), the Board sends official letters out (by postal mail) with the following categories/asks:
1. For anyone who is inactive (not participating) for the last year but IS giving (and who the CL did not reach by phone or email), an invitation to return to participation, and noting the upcoming annual meeting.
2. For anyone who is inactive (not participating) and not giving for the last year, a letter that describes the requirements of membership as participation (which could include a financial contribution of record), asking them to do one or both by May 1 (which is about 30 days from the meeting) or they will become ineligible to vote in the upcoming congregational meeting; then they will have until the end of the calendar year to either particpate or make a financial contribution, or they will be moved to inactive member status. (we like this language better than "removed from membership")
3. For anyone who is participating/engaged but not giving, a letter that tells them that we note that they have not made a financial donation in the last year, and so we are assuming that means that they require a waiver, so we have made that notation in our system. Along with a referral to ministers for any support in addressing the stress of that situation.
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NOTE: ACTION NEEDED TO INTEGRATE LIFETIME MEMBERSHIP CONCEPT INTO this framework
Katie