Reschedule Meeting / Agenda

[J.R. Logan]

Yesterday we had the Outreach and Retention Committee meeting scheduled but it turns out only Kate and I were able to attend at the scheduled time. Some got in touch with me after and had hoped another time could work. So I am proposing we schedule a meeting next month. 

We have been doing the Wednesdays at 6:30 but that that may be a difficult time for people.  Is during workday easier for this group? Perhaps a noon timing allows those who work to join during lunch and avoids evening conflicts? Please feel free to reply with constraints and preferences on timing so we can plan for something that works for the most people.

Membership just has not been growing as much as we had hoped and projected. 

We have hovered right around 750 members, our projections based on historic growth at beginning of year had us at 825 members at this point. 

I suggest with this reschedule the past meeting and we try a new time Monday the September 23th at noon (online meeting). I will follow up with a calendar invitation. 

As far as agenda:

Recruitment Social Media Marketing 
We should discuss new social media outreach/marketing efforts.
If available Emma (contractor) can share examples social media created and underlying strategy. 

Recruitment/signup Trends

Take a look at the data on signups 





Table of Growth


Retention
Discuss new initiative to reach out to past members (Christina contractor doing outreach.)


Other Items (please suggest any other agenda items)



-------------------------Past Notes -------------------------------

For reference here are the notes from last meeting:

Attending: Christina, Charlie, Shaunda, Nancy, Brenda, Ashely, JR

1. Discuss Outreach initiatives meetups and status / progress

• Nancy briefly discussed meetups (which have increased)
• Brenda posts activities to five places.
• We have talked to several facilitators to get more monthly meetups.
• Would like to get someone who is a pro at Google analytics to help us set up and understand the source tracking. For example, did someone register because of social media or a newsletter.

Reviewed events data:

Event Type	Hosted	Q1 Reg #	Q1 New #	% New	Average Attendance
Total	59	330	161	49%	5.6
Workshop	32	123	60	49%	3.8
Program	2	22	11	50%	11.0
Public	3	22	17	77%	7.3
Meetup	13	82	46	56%	6.3
Member Event	2	69	21	30%	34.5
Partner Hosted	1	0	0		0.0
Tour	1	12	6	50%	12.0

Volunteer: Google Analytics- Christina said they may be able to help with Google Analytics.

Action: JR sharing access to analytics for Christina

2. Discuss Retention Churn Insights

Reviewed and discussed churn charts: https://docs.google.com/document/d/1BUmntb7L53mCvLEEvztbInAgu9ciFXo_dJcThjv_2ds/edit?usp=sharing

• We are seeing many members who canceled automatically when payment failed. Discussed a strategy for recovering these members.
• Discussed offering incentive for those who said "limited time" to come back.
• We should consider followup questions in our outreach for the "limited time" people.

3. Partnership CPEN Agreement

Discussed  CPEN MOU

https://docs.google.com/document/d/1AAjC9OQUV-TqGFnNVxeMvd8haQjw8oobA0fMwsvMKXg/edit?usp=sharing

• The responsibilities looked like they were not exactly balanced. We should be careful not to ask too much from them without return.
• We might want to make a list of all the official partners with MOUs on the website. 

4. Outreach Planning Discussion

Reviewed and added to the planning document  (expect ongoing work on this). 

https://docs.google.com/document/d/1NV74jsuiAiBnVw3bcG1XW4cByk68Mej7MALwFQAT420/edit?usp=sharing

Some key points added include:

• Membership will reflect employees and facilitators/volunteers/instructors. This will help membership recruitment.
• Online Paid Advertising: ie Instragm video
• Question what are retention rates for programs like GEMS? We should try to collect this data.
• Testimonials in video on how members have benefited.
• New Member gathering events (special attention for new members)

--

J.R. Logan
Executive Director

MakeHaven

JR: 203-676-3414 | LinkedIn | Meeting 

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[Brenda Brown]

J.R. : Monday 12-1 is fine. Whenever the other meeting was might have been fine too but the only message that I received from you just said I was invited to a meeting. No time, no date, no link, nothing. I figured a clarification would be sent but it never was until now. So when I get home I’ll figure out how to log into Google (which I don’t regularly use) in order to say “yes.” And unless anything changes I’ll attend the online meeting Monday at noon.

Brenda

Sent from my iPhone

On Sep 19, 2024, at 2:26 PM, J.R. Logan <jrl...@makehaven.org> wrote:



Yesterday we had the Outreach and Retention Committee meeting scheduled but it turns out only Kate and I were able to attend at the scheduled time. Some got in touch with me after and had hoped another time could work. So I am proposing we schedule a meeting next month. 

We have been doing the Wednesdays at 6:30 but that that may be a difficult time for people.  Is during workday easier for this group? Perhaps a noon timing allows those who work to join during lunch and avoids evening conflicts? Please feel free to reply with constraints and preferences on timing so we can plan for something that works for the most people.

Membership just has not been growing as much as we had hoped and projected. 

We have hovered right around 750 members, our projections based on historic growth at beginning of year had us at 825 members at this point. 

I suggest with this reschedule the past meeting and we try a new time Monday the September 23th at noon (online meeting). I will follow up with a calendar invitation. 

As far as agenda:

Recruitment Social Media Marketing 
We should discuss new social media outreach/marketing efforts.
If available Emma (contractor) can share examples social media created and underlying strategy. 

Recruitment/signup Trends

Take a look at the data on signups 

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