COUNCIL MENTORSHIP PROGRAM - Member Advocate Program - Patrick Maloney, PSD, MPC – Supreme Council 2012 -2013

Some Thoughts about Council Membership… and Possible Reasons for Creating Some Sort of New Member Orientation or Mentorship Program

Are your New Members Losing Interest after 3 – 6 mos?

Do you have poor Turnout for Council Meetings or Council Activities?

Do you have a very large council roster?

Do you have poor path for Degree Advancement in your Council?

Does your council lack new Ideas Does your council lack new Ideas? Does your council lack creativity with it’s programs?

Admissions Committee Working?

Council at a Tipping Point?

This is a presention about a council, which after experiencing these things with their council, decided that they needed to develop a program that would address these needs!

Some additional thoughts about council membership…

Service Data from Conservation Listing (Notice of Intent to Suspend filed by several Jurisdictions) 0 – 5 Years – 44.5 % 6 – 10 Years – 22.1 % 11 – 15 Years – 14.5 % 16 – 20 Years – 10.6 % >21 Years – 8.1 %

New Member Orientation AND Mentorship Program

Mentorship Program Structure Council Mentors New Members are called a “Columbians”

Steps to Establish Mentorship Program Step 1 – Council commits to Mentor Program Step 2 – Select a Program Chairman Step 3 – Identify Council Mentors Step 4 – Identify Council Columbians Step 5 – Create Orientation Meeting Content Step 6 – Conduct Orientation Meetings Step 7 – Connect Mentors and Columbians Step 8 – Conduct Program Review/Mentor Meeting Step 9 – Make Program Adjustments

Step 1 – Council commits to this type of Program Establishing a Mentorship Program: Step 1 – Council commits to this type of Program Program Structure – Overview Prospective Members are informed of new members orientation requirements – the Mentorship Program; Program starts at a Member’s Initiation – Members are Columbians; New Members required to attend a New Member Orientation Meeting (usually within 3 months of initiation);

Step 1 – Council commits to this type of Program Establishing a Mentorship Program: Step 1 – Council commits to this type of Program Program Structure – Overview (continued) Council Members step up to serve as Mentors & attend a training meeting; Mentors meet their Columbian at New Member Meeting; Program Chairman oversees, monitors & reports on Program to council.

Step 2 – The Council identifies a Program Chairman Establishing a Mentorship Program: Step 2 – The Council identifies a Program Chairman Program Chairman: - Well versed in Columbianism & Council activity/structure; - Oversees the training of Mentors & Orientation of the Columbians; - Responsible for scheduling the training & Orientation meetings; Along with GK.DGK/Chancellor, solicits willing Mentors; Helps initiates Mentor-Columbian partnerships;

Step 2 – The Council identifies a Program Chairman Establishing a Mentorship Program: Step 2 – The Council identifies a Program Chairman Program Chairman: - Oversees Mentor-Columbian partnerships & Promotes personal contact between them; - Regularly monitors the progress of the program ; - Reports to the councils on the program results; - Should consider serving as the Chairman for this program for multiple years.

Step 3 – Identify & Solicit Council Mentors Establishing a Mentorship Program: Step 3 – Identify & Solicit Council Mentors - GK, DGK, Chancellor & Program Chair identifies Mentors – members of the council that want to help mentor new members; - Mentors are not necessarily sponsors; - Mentors should be familiar with KC & Council structure, & Council service programs & activities;

Mentor’s Responsibility Is a Guide and Friend to assigned Columbian; Establishes Personal Relationship with assigned Columbians; Monthly contact with assigned Columbian (re: mtgs, events, “How are you?”); Shows Columbian “the ropes”; Reviews progress of Program with other Mentors;

Step 4 – Determine the list of Potential Council Columbians Establishing a Mentorship Program: Step 4 – Determine the list of Potential Council Columbians If just starting the program – consider reviewing the Councils Roster – talk to members who joined within last 18 months; Incorporate program in admissions committee review with prospects; Set a Schedule for Current/New Members Orientation Meeting; Remember – Orientation Mtg is Mandatory for New Members

Step 5 – Create the New Member Orientation Meeting Content Establishing a Mentorship Program: Step 5 – Create the New Member Orientation Meeting Content History of KC’s Overview of Supreme & Council Overview/History of Knights of Columbus Fraternal Benefits of Membership Fraternal Benefits Council Structure (Officers & Chairman) Surge… with Service Activities Council History, Awards, & Accomplishments Explain Different Degrees ion the Order Q & A.

Mandatory Orientation Meeting Agenda Give them those things in a clear, easily understandable way…

Mandatory Orientation Meeting Agenda Give them those things in a clear, easily understandable way…

Mandatory Orientation Meeting Agenda Give them those things in a clear, easily understandable way…

Mandatory Orientation Meeting Agenda Give them those things in a clear, easily understandable way…

Mandatory Orientation Meeting Agenda Give them those things in a clear, easily understandable way…

Mandatory Orientation Meeting Agenda Give them those things in a clear, easily understandable way…

Mandatory Orientation Meeting Agenda Give them those things in a clear, easily understandable way…

Mandatory Orientation Meeting Agenda Give them those things in a clear, easily understandable way…

Step 6 – Conduct Orientation Meeting Establishing a Mentorship Program: Step 6 – Conduct Orientation Meeting Orientation meeting to be held at least once a Quarter – or a minimum every 6 months; New members required to attend Orientation following First Degree (within 6 mos of initiation); Both Mentors & Columbians attend Orientation mtg; Attending meeting qualifies new member for Shining Armor Award step;

Mandatory Orientation Meeting Explain Meetings & How a Meeting is Conducted Instruct how to access the Council Web Site, Yahoo Groups or Council Schedule Give Columbian his Council Name Badge

Mandatory Orientation Meeting Completing the Meeting… Questions and Answers Columbians Meet their Mentor Complete Interest Survey

Following the Orientation Meeting Information gathered from meeting – Interest Surveys & Interest Survey information given to Mentors & Council Program Directors Program Directors use the information to Customize Program & Activities Business Meeting Attendance & Activities Attendance reported to Mentors

Step 7 – Connect (Partner) Columbians with Mentors Establishing a Mentorship Program: Step 7 – Connect (Partner) Columbians with Mentors Introduce Columbians with their Mentors (Should be done at Orientation Meeting); Have Mentors help Columbians fill out an Interest Survey; Mentors can mentor more than one Columbian

Step 8 – Regular Program Review & Mentor Meeting Establishing a Mentorship Program: Step 8 – Regular Program Review & Mentor Meeting Program Chairman conducts regular Program Reviews; Mentors Participate in Program Review; Program Chairman interacts with Columbians and Mentors; Regular Review is a MUST!

Step 9 – Make Program Adjustments Establishing a Mentorship Program: Step 9 – Make Program Adjustments Any writer or designer will tell you that 90% of the creative process…

…is destructive.

Program Director Communications …is destructive.

Program Director Communications Program Director notifies Mentors via email of upcoming meeting and events Communication contains specific information about Council Columbians, such as recent meeting attendance and activity participation. Information may contain phone numbers, contact information, email address and/or family information Stress repeating the above sequence and encourage only phone contact.

Steps to Establish Mentorship Program Step 1 – Council commits to this type of Program Step 2 – Identify a Program Director Step 3 – Identify/Solicit Council Advocates Step 4 – Determine List of Potential Council Columbians Step 5 – Schedule/Prepare Orientation Meeting Content Step 6 – Schedule/Conduct Orientation Meeting Step 7 – Partner Advocates and Columbians Step 8 – Schedule Program Review/Advocate Meeting Step 9 – Review Program – Make Adjustments

What this Program IS and IS NOT IS NOT a Council Bulletin Board or Calling Tree; IS NOT an avenue for collecting dues; IS about personal relationships between Columbian & Mentor; SIGNIFICANTLY aids in Member advancement through 3rd Degree; EFFECTIVE no matter how large or small the council;

Program Key Points Grand Knight of the Council must appoint the RIGHT individual to serve as Program Director; Program Director should offer constant encouragement the Council Mentors; Program Director should post & report positive results to Council members; Personal calls are a KEY element to the success of the program; Experience shows that the culture of email can doom the program and should only to be used as a last resort; Beware of Mentor Fatigue - Occasionally the program does not fit an individual. Be prepared to make changes quickly.

Council Membership Roster > 100 New Members Lose Interest after 3 – 6 mos Poor Turnout for Council Activities (Same old faces) Not many New or Innovative Ideas/Activities Ineffective Recruiting -Broken Admissions Committee Poor Degree Advancement