Monthly Chapter Success Meeting

Agenda and Instructions

Attendees

The Vice President and Membership Committee should attend the whole meeting.
The President, Secretary/Treasurer, Visitor Host Coordinator, and Mentor Coordinator will attend through the Member Traffic Lights Report review.

Preparation for the Meeting

In preparation for the meeting, copies of the following reports should be available during the meeting:

Chapter Success Meeting Report – form to be submitted
Chapter Success Meeting Report – previous month
Chapter Visitor Report – BNI Connect®
Chapter Roster Report – BNI Connect®
Chapter Traffic Lights – BNI Connect®
Passport Tracking Sheet
Member Engagement Tracking Sheet
Member Traffic Lights Report (Power of One) – Reporting2You
Member Traffic Lights Evolution Report – Reporting2You
Chapter Traffic Lights - Reporting2You
Membership Dues Report – BNI Connect®
Seven-Month Check-In (as many as needed)
Take Care Report - Reporting2You
LT Seven-Month Check-In Report - Reporting2You
LT Renewal Meeting Report - Reporting2You
Secretary/Treasurer Tracking Sheet

As the Meeting Begins

Enter the Chapter name, your name, and the date
Enter the names of the people in attendance

Agenda

The President facilitates the first half of the meeting.

Review action items from the last meeting.

a. The Vice President reads from the previous month’s Chapter Success Meeting Report any action items documented.

b. Each person who received an action item from the previous meeting reports on the status.

Current State of the Chapter

a. Review the Chapter Roster Report for Member count.

b. Venue (if any meetings are in-person) challenges or upcoming items of interest

c. Region Updates

d. Topics for the team to discuss

Chapter Traffic Lights Report

a. Review the Chapter Traffic Lights. The Chapter should have the goal of being in the top percentage bracket in all areas, if possible. Depending on the size of the Chapter and the goal of inviting visitors, it may be acceptable for the visitor conversion rate to be lower than the maximum point value.

b. What areas can be improved?

c. What areas can be celebrated?

d. What actions may be taken to improve?

Leadership Team

a. Is there a full Leadership Team?

b. What roles are vacant?

c. Any Leadership Team members that need additional training? Other topics as needed

Review Visitor Attendance

a. Names & classifications of visitors last month

b. Who has applied?

c. Who needs follow-up?

d. Any other Visitor information to share?

e. Next Visitor Event? What planning is needed, and by whom?

Secretary/Treasurer Report

a. Are there any Members who are late paying Chapter dues?

b. Recurring Expenses?

c. Upcoming Expenses?

d. Bank Balances?

e. Concerns?

Mentor Coordinator Report

a. Members active in the Passport to Success Program - List them

b. New Members that have completed Member Success Program

c. Are any graduations of the Member Success Program & Passport to Success to take place?

d. Do any Members need additional help?

e. Do any Member Mentors need replacing or additional training?

Vice President (or Membership Committee designee) Report

a. The number of New Members last month. Name and Classification

b. The number of dropped Members last month. Name and Classification

c. Net growth for last month

d. Update on the Goals and Mechanism discussion from last month

e. Upcoming Goals and Mechanisms for next month.

At this point, the President, Secretary/Treasurer, Visitors Host, and Mentor Coordinator leave the meeting.

The Vice President facilitates the rest of the meeting.

Member Traffic Lights based on the Power of One

a. Look at the distribution of green, yellow, red, and gray. The goal is to have as many people as possible in the green. What can be done to move people from yellow to green, red to yellow, and gray to red? How can the Education Moments be used to improve Member performance? What is your plan to elevate every Member out of the gray? (The Region goal is less than 5% in any Chapter.)

b. Look at the Traffic Lights Evolution Report and the Take Care report from Reporting2You. Are any Members showing as Falling Members? This is the time to take action and place those Members into mentoring before going into GROW to help them before renewal.

c. For the Members in the Gray positions. What can be done to help them improve their performance? Note: There is a misconception that New Members can be in the gray without alarm. If the New Members are actively involved in the Passport to Success Program, they will be in the yellow (completing Member Success Program for CEUs, completing two One-to-Ones per week, and attending meetings regularly achieves 50 points).

Month Review – This information can be found on the Membership Dues Report.

a. Members passed 60 days in Member Success Program.

b. Members needing meeting etiquette or classification discussions

c. Discuss Reviews conducted last month and decide upon a course of action, if needed.

d. Complete the top portion of the Seven-Month Check-In for each person up for renewal in five months.

e. Place all comments into Reporting2You LT Seven-Month Check-In that are made by the Membership Committee before the review takes place.

f. As reviews take place, update the Reporting2You LT Seven-Month Check-In with the comments from the Membership Committee Member conducting the review.

g. Review the Chapter's Engagement Specialist Tracking sheet to review the progress of new and existing Member/s and update as necessary.

h. Review the Chapter's Engagement Specialist Tracking sheet to review the progress of new and existing Members.

i. Place all comments for the LT Renewal Meeting on Reporting2You. Approving Renewals – This information can be found on the Membership Dues Report.

j. Who is up for renewal in the next 60 days?

k. If the person is going to be renewed, it can be communicated immediately. Preapprove the renewal in BNI Connect® if the Member has not yet applied for renewal. There is no need to wait, be proactive in approving your renewals.

l. If a person is not going to be renewed, it must not be a surprise. It is important the Seven-Month Check-In reflected that the Member had many development opportunities. If it would be a surprise to the person, a coaching conversation must be had in the next 30 days to explain the situation. The final decision on non-renewal should happen on or around the Member’s renewal date.

m. The BNI® Region Office must know the person is not going to be renewed so that administrative processes like reminders can be stopped. Please communicate non-renewals to the BNI® Region Office.

Progress of Written Complaints (if applicable).

a. All written complaints should be handled upon receipt and completed with resolution advised to all parties involved within 14 days. This is the time for the Membership Committee to review the status and determine the next steps to urgently complete the review processes.

b. Has the Secretary/Treasurer had any issues with people paying Chapter Dues that need to be addressed?

Recommendations for the Chapter President – Add any action items for the President here. Ensure they are communicated to him/her immediately after the meeting.
Complete the Chapter Success Meeting Form Online.

Chapter Success Meeting Form

Chapter Name: __________________________________ Scribe: ____________________________________ Date: ______________

In Attendance:

__________________________________ __________________________________

_________________________________ ___________________________________

Owner	Agenda Item	Action Item	Responsible Party
President	Review Action Items from Last Meeting
President	Review Action Items from Last Meeting
President	Current State of the Chapter - Chapter Roster Report (Member count) - Venue (if in person) challenges or upcoming items of interest - Region updates - Topics for team to discuss
President	Chapter Traffic Lights report review What color on the traffic lights is the Chapter? What areas are there room for improvement? What accomplishments can we recognize? What actions will be taken for areas of improvement?
President	Is there a full Leadership Team? What roles are vacant? Be sure to discuss this with the Region Office before asking anyone. Any Leadership Team MembersI that need additional training?
Visitor Host Coordinator	Review visitor attendance - Names and classifications of visitors last month - Who has applied - Who needs follow-up Any other Visitor information to share? Next Visitor event: (refer to goals)
Secretary/ Treasurer	Are there any Members who are late paying their Chapter dues? Recurring Expenses Upcoming Expenses Bank Balance Concerns?
Mentor Coordinator	Members active in the Passport Program New Members that have completed MSP (prior to 60 days) Anyone delayed and need help?
Mentor Coordinator	Any updates for Member Mentors, training needed or replacements
Vice President, or Membership Committee Designee	Membership Review - Members last month? - dropped last month? - Net growth last month? (goal net 1 per month)
Vice President, or Membership Committee Designee	- Updates based on Goals /Mechanism discussion from last month’s meeting - Upcoming Goals / Mechanisms for the next month

Vice President and Membership Committee	Member Traffic Lights Report review - Gray Members: who needs participation conversations? - Any updates about Members on probation because of participation or GROW coaching? - What Members are on the Take Care report?
Vice President and Membership Committee	Members needing guidance - Members passed 60 days for MSP - Members needing meeting etiquette or classification discussions - Members up for renewal in the next 60 days - Reviews conducted last month - action to be taken - Reviews to be conducted next month - strengths and development opportunities.