# data[].attributes.body
Attend and enjoy High Holidays because they are accessible. Maybe even attend annually and/or attend some other holiday or shabbat services throughout the year.

Membership/Dues Volunteer--I often watch people as they look at the displays in the lobby of the Tiffany Center.  I think folks find this helpful and informative.

OFM -- This is an event that both nonmembers and members get to enjoy! When members come to HH, they get to see others they haven't seen all year or in a long time. Volunteer opportunities also available, and services provide meaning.

Welcome Team Volunteer- We've had a welcome table at HH

CMC - Helps with welcome table and answers all email inquiries and processes new members afterwards.

Education DIrector --welcomes families with children to two services. I have counted for years who is a member and not and the non-members are often 30-50% of the approximately 300 people.

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People who have met (in person or on-line) or read the Rabbi's writing .  The Intro to Judaism class.
Or someone attracted by the Rabbi while attending B'nai Mitzvot, or Shabbat services as a guest.

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Seeing our posts or presence on social media and message our Facebook page or try to join our Facebook group. Often they will cite the inviting, inclusive, and progressive values as attractive.

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Move to town / get a new job / get married OR in serious relationship / have baby/loss of a parent - some sort of event that might cause you to think about wanting to be part of a community.

CMC - Responds to inquiries and processes member as needed.

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Learn about Havurah through our community's involvement in a Tikkun Olam project in the broader community.

ACE - Shabbat School grades 2-6 serve dinner at Bud Clark Commons every year. Grades K and 1 do other projects with help from Program Director

CMC - Responds to inquiries and processes member as needed.

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CMC - Often young families will want to join Havurah so their children grow up with a Jewish education. Depending on age, I direct them to either Tot Shabbat events, Shabbat School, Middle School, or High School programming. I speak with these families over the phone to get a better sense of their goals.

When Tot Shabbat is in person, leader is encouraged to talk to each non-member participant to capture their name and contact information, as well as to introduce them to other families.  Non-members added to 0-5 non-member list and receive monthly email inviting them to Tot Shabbat.

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Non-members are able to take classes, if there is room in the class. At this time, there is no fee charged beyond materials. Staff suggests the person make a donation.

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OFM-They might call the office and ask me some questions. I'll chat with them on the phone. Sometimes if they email, I'll forward to Karen if it's a direct dues question, or refer to Brad. I also explain dues myself from time to time. Every once in a while, I get a sense of someone who needs help and needs it to be very easy, so I offer to fill out the form together over the phone.

Membership/Dues Volunteer:  Most initial contact is via e-mail; I write and ask the person if they want to write or talk on the phone.  When we connect, we discuss dues but sometimes conversations are more wide-ranging where we share our synagogue experiences or they tell me more about their family or situation.

CMC: Connects (usually via email) and engages them with all of the materials they would need to get a good picture of Havurah. If they need time or would like to attend events first, I point them in that direction, otherwise, I plan a time to meet with them to discuss membership. In discussing membership we go over their history, what got them interested in Havurah, and what sorts of things they're curious about joining. I get to know them better and enter the discussion info into the CRM. After they join (and paperwork and payment is in) I reach out to the groups with email lists they are interested in being a part of and connect them with anyone that they ask for (Rabbi, Tikkun Olam, Karen for dues, Rachel for login if they're confused, etc.). I send their paperwork over to the welcome committee so they can give the member(s) a call and be put on a list for challah delivery. I also show staff new members we have when there is time at staff meetings. If the new member has any questions, which they often do within the first few months, they contact me and I help them identify where they need to go or what I can do to help.

# data[].attributes.headline
I'm interested in membership for Shabbat School

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I'm interested in membership for Shabbat School

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OFM -- I refer to ACE or Education Director.

ACE- new Shabbat School families meet with Deborah. I send them enrollment information and refer them to Karen and Brad

Membership/Dues Volunteer--I keep track of these prospective members and communicate with Deborah and Carrie.  There's often a last-minute rush around the deadline as folks need to join in order to register for Shabbat School.

ACE - the deadline for enrolling in Shabbat School (May 1) happens after planning for the next fiscal year. Since new Shabbat School families have to be members to enroll, it can be tricky to predict who is joining before May 1. We moved up the deadline to become members in order to enroll in Shabbat School to April 18. Not sure this is early enough to help with fiscal planning.

Education Director -- has phone interview with individual and meeting (Face to face or on zoom) with both parents to explain both the shabbat school model, the parent teaching requirements, and the general mission of Havurah to make sure the family is a match.

CMC - works with them after Deborah speaks with them. Makes sure they get involved with other programs or interests as needed.

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Contact comes to Rabbi or CMC, who refers to Rabbi.  Person is told to come around and see how it feels for several services and events.

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Contact comes to Education Director or CMC, who refers to Education Director.  Education Director meets with interest person, explains ABM process, tells them membership is required.

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Welcome Committee- They are on an email list and get invited to the new/prospective member tea

Member/Dues Volunteer--if we ask people if they want someone to follow up with them (and when), we add this "action" to our CRM so they can get a call or e-mail later.  I ask folks if they

CMC - Answers all email inquiries and creates non-member account in ShulCloud. They begin receiving non-member emails and get tracked based on their intention to join. The prospective list is updated quarterly, ensuring we have the most interested folks we've engaged with on the list. Meets the prospective for 20-60 minutes depending on depth of interest and need. Takes CRM notes. Engages them with other staff if needed. Does follow up via email.

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Membership/Dues Volunteer receives membership applications from OFM.  Some information goes into Shulcloud * skills and committees people are interested in)   -- New member account is made or non-member account is updated

Membership/Dues Volunteer and CMC captures why people join

Member form allows new member to select what kind of contact they want from the committees they are interested in.

GAP/ OPPORTUNITY -- what is the expectation of committee chairs contacting members who have expressed interest?  Maybe someone on each committee could be designated as the welcomer to their committee.

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ACE - Prospective Shabbat School families meet with Deborah. I send them enrollment information and refer them to Karen and Brad for membership.

CMC - same as prospective but gets most info from Deborah's emails and proceeds in the same way.

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CMC shares their membership form (not dues part) w/Welcome committee

They get a welcome call from someone on the Welcome Committee - within the first few months of joining. Welcome Committee adds their name to a new members spreadsheet to track calls + challah deliveries

Kehillah -  They get invited and go to a welcome tea.

Kehillah - Someone delivers a homemade challah and a card

Neighborhoods - They're added to a neighborhood and are sent an email from the committee/captain of that neighborhood. Neighborhood committee adds them to spreadsheet for captains -- Captains add them to their communication

Kehillah - They get a nametag!!!!!

Membership/Dues Volunteer-set up of dues commitment--and possibly ACH debit--in ShulCloud and on Havurah's Membership Dues spreadsheet.  We keep a dual system for dues because ShulCloud doesn't provide the analytics we need.  Rachel and Shari are also versed in how to manage the spreadsheet.  Rachel is the ultimate expert in member accounts in ShulCloud

CMC - Gets members involved in email groups they'd like to be a part of. Passes them onto Welcome Committee chairs so they know to call, deliver gift, and welcome them in other ways if need be. I send them a comprehensive welcome email with links and resources to help get them integrated and started on their journey at Havurah.

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Interested in B'nei Mitzvah for their children

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Interested in B'nei Mitzvah for their children

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CMC - Discusses our policies and Shabbat School basics with them and refers them to Deborah or Rabbi Benjamin as needed.

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Stefanie/Kehillah - see "just joined"
ACE - In order to enroll in Shabbat School, they must become members. We don't accept new families in Shabbat School after the enrollment deadline (May 1) unless there is room in the class. The absolute deadline is Aug 1, after which no new families join. This policy was put in place so that new families could be adequately integrated into a class group (through the Shabbat School Summit in May and family gatherings in the summer)

CMC - The same thing as non- Shabbat School except they usually are focused on Shabbat School so there are not many questions post-joining.

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OFM -- Set up member account in ShulCloud and dues payments. Send member form toMembership/Dues and CMC.

Welcome Team - someone reaches out from a committee that was indicated on the membership form

CMC - answers any inquiries. Connects them with committees and other resources as need be. The members also receive a gift from Havurah at this point.

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CMC/Leadership Development Committee -- send annual participation pledge , B'Yachad, to members who then can indicate areas of interest and be contacted by chairs of committees.  OFM creates tags for areas of interest, and provides lists of interested members to committee chairs.

Committees place calls for Volunteers in Hakol or Hineinu for  High Holidays, to help  with a project at Havurah

(ie. back when everyone was required to "volunteer" for an oneg and for still for High Holidays)

OFM -- Wednesday morning volunteers stay after minyan to help with Hakol once a month, or with other tasks as needed.

CMC - connect members with opportunities as they inquire about them. Work with Wednesday morning volunteers on Hakol.

OPPORTUNITY/GAP -- modes of participation, inviting introverts' engagement

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Welcome Committee invites to - join a welcome tea

CMC - work on Welcome Tea with Welcome Committee.

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CMC - Asks if there's anything members need or have questions about. Usually this is done via a letter.

GAP/OPPORTUNITY:  We don't know how members have participated -- we could ask them by survey how they've engaged (services, holidays, committees, etc.)

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Our weekly email which connects with all members and engages them with our events, classes, and other projects.

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Our monthly newsletter that features articles and stories from Havurah members. This gives a more in-depth look at Havurah's inner workings and things that Havurahniks are thinking about.

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Making connections and sharing ideas with a staff member that has time to address their ideas and desires for the community, either while their on a committee or bringing this up 1:1.

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Either teaching in Shabbat School, volunteering for a committee, or being asked to help with a project, service or event. Does Rabbi have a role in asking people to step forward to lead?

Leaders and Leyners -- minyanaires informally encourage  service leadership

Program Director and LDC -- get invited to Leadership Retreat, Committee trainings, or other on-boarding workshops

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OFM--General support with ShulCloud, connecting to meetings and events and groups. If they're affiliated with a group, then support with calendar, communications, logistics, building use, financials, connecting to other people/resources. I seek members to volunteer for HH and other projects around the year.. Light socializing when they're in the building, getting to know you. Interaction in meetings. Answering the phone in the office, being present when they are at the building.

Gesher (Herman)--Members, or Committee Chairs, or Steering members come to Gesher with questions about process or values (i.e., how to fix something in Havurah, or make something new, or approach a cohort or group, etc.), and Gesher advises how to proceed based upon Havurah's values.

Member/Dues Volunteer-once someone is a member, there are times when they have life changes that create a need for them to change their dues.  Conversely, some folks want to change their dues because they can afford more.  I work with people to make the change.

CMC - ShulCloud support, general updates, CRM, form submissions, questions about communications, questions about events, committee support, event support, etc.

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Kehillah: kippah and booties and delivers

CMC - posted in Hakol if we get notified

Benjamin or Deborah often does a welcoming/naming for families who ask

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Staff provides lots of opportunities to learn about planning a b'nei mitzvah at Havurah -- workshops on drash, logistics, etc.

There is a ton of activity around member integration and community building in the 3 year cohort process of B/Mitz involving Program Director, Education Director, Rabbi, and especially B'nai Mitzvah Committee. Families participate in  activities and workshops and gatherings all preceding a life-cycle event

CMC - posted in Hakol

GAP/Opportunity -- B'nei Mitzvah concierge/ mentor

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OFM -- May rent building for ceremony/party.

Rabbi or Education Director may officiate

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Marrying either at Havurah, or by dint of our Rabbi, or other member.

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Member wishes to purchase cemetery plot(s)

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Member wishes to purchase cemetery plot(s)

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OFM -- Usually contacts the office and is referred to a seller (Dave Weil generally, but others being trained now). Seller gives personal tour of cemetery and helps with contract. OFM provides payment and clerical support.

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Nominating Committee asks members

Leadership Development Committee asks members

many members at some point in their membership life take on the chair of a committee, get involved in on-going project, or join Steering.
-- mentorship from Leadership Development Committee.

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Staff shares information we receive from any source through "pastoral" emails, discerns what is needed i.e. outreach from Rabbi or other staff, connection with Bikkur Holim committee, connection with Lotsa Helping Hands

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-- Staff member reaches out to family to ask what's needed, offer condolences and gather information for condolence note to congregation. Shiva arrangements, if any, are made.

ACE - if a Shabbat School family member passes away, I send a condolence letter to that student's class that includes their address so their classmates can write a note.

CMC - posted in Hakol if desired

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OFM -- Same as for death in family, but a plaque is made for a member, or for a former member who was here at least five years.

ACE- if a Shabbat School family member passes away, I send a condolence letter to that student's class that includes their address so their classmates can write a note.

CMC - posted in Hakol. CRM changes/additions as needed.

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OFM -- Send out renewal email and make new updated forms. Assist Member/Dues Volunteer  and Treasurer with inputting new commitments into ShulCloud by July 5. Help members with questions.

CMC - Posts reminders in Hakol and Hineinu as needed.

Membership/Dues Volunteer reaches out to households who don't respond to request from office.
Membership/Dues Volunteer has conversations with households about dues adjustments,

(Membership/Dues Volunteer *Spent 100 hours on renewals this year task this year for 447 memberships and setup of 224 ACH debit schedules

*Tracks who pays monthly, annually and by stock

*Manages spreadsheet that tracks balances each member has with Havurah.  Spreadsheet is reconciled with ShulCloud and Quickbook

*ShulCloud sends out quarterly bills

OFM processes all money that comes to office
Bookkeeper deposits it and makes notes in Quickbook

Member/Dues Volunteer reviews annual letters sent to members for tax purposes

Member/Dues Volunteer tracks non-responding members to invoices, emails or calls  and drops members after 6 months.

OPPORTUNITY/GAP -- renewal and other finance analysis tasks are extremely time consuming.  Should that be a staff function?
Leave as volunteer position the dues adjustments conversations.  Could shift to the bookkeeper's duties, or hire a temporary worker for the data entry.

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Join an adult education class or series, join the Adult B'nei Mitzvah, book group, tikkun olam series, deepens your connection to Havurah and to find their own community and often to help find themselves.

CMC - posts offerings in Hineinu and Hakol. Answers questions about classes for members and non-members.

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CMC - This is sent out once a year to current members to re-engage them with our committees and volunteer work.

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Non-Shabbat School Families in their First Year

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Non-Shabbat School Families in their First Year

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GAP/OPPORTUNITY -- how have new members engaged in their first year?

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We do not treat them differently than regular members. Associate status is based on living proximity and how often they will be attending Havurah.

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OFM -- Manage billing and in the spring, tuition audit. Setup for classes, background logistics.

ACE - manages all Shabbat School communications via ACE email, google groups and shulcloud, create rosters, emergency forms and attendance forms, manages/helps parent-teachers with curriculum, orders books/supplies, organizes curriculum, resources and lesson plans, schedules teaching team

CMC- creates content as needed to support Shabbat School mission.

Education Director meets with each parent-teacher in groups, leads Shabbat School community in terms of curriculum and culture, teaches parenting and parents workshops, addresses pastoral issues in families

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Member Shabbat School transitioning to B'nei Mitzvah

# data[].attributes.subject
Member Shabbat School transitioning to B'nei Mitzvah

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OFM -- B'nei Mitzvah Committee support. Logistics workshop. Individual meetings with families 3 months ahead to sign rental paperwork and discuss logistics. Available for questions/troubleshooting.

Program DIrector-- support grade 6 families by sending email to remind them of workshops for them and/or resources available to them

ACE - stay in the loop of google group communications, sends some emails

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ACE- sends out enrollment info for Middle School and Havurah High school programs

Name tag made for newly B Mitz'd

Contacted for leyning or Torah service at High Holidays

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Youth Programming outside of Middle School/ High School

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Youth Programming outside of Middle School/ High School

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Special June Kabbalat Shabbat to honor the graduates.

# data[].attributes.headline
Member volunteers for a committee or leadership position

# data[].attributes.subject
Member volunteers for a committee or leadership position

# data[].attributes.body
This seems to be a vital part of member engagement in program/event planning for the benefit of the congregation

# data[].attributes.body
GAP/OPPORTUNITY

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PRogram DIrector -- call to talk with member who has expressed distress to another staff member or member who has let me know

Herman--When I was co-President, I heard several times that people were considering leaving and made a direct call to support them, either to elicit a problem that we might be able to solve, or to help them leave "guilt-free."

ACE - if enrolled in Shabbat School, Middle School or Havurah High, Education Director usually emails them or phones them to see why and if there is anything she can do to help them.

CMC - Receives emails from members who would like to resign. Pass info onto Member/Dues Volunteer so we stop charging them. I ask them for their reason and see if there's anything we can do to keep them if finances are the issues (another reason I interface with Member/Dues volunteer here).

Member/Dues Volunteer finds out and tracks  why they are leaving

GAP -- No complaint or grievance process to catch people's distress before they're ready to leave.

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CMC - Non-members receive a monthly non-member email if desired. Account and CRM is updated as need be.

Recycle name tag.

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What is expectation of committee chairs when you get names of people who are interested in committee from Brad-CMC?  To go on listserve or to be contacted?

Idea to have one person who is the welcomer to those people interested.  Brad would like that formalized / maybe discuss at leadership retreat with committee chairs about how they envision it-how do they want to welcome new committee members

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Opportunity Maybe time to evaluate how the membership form is working- is it meeting the goals it intended to?

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Empty Nesters- currently we don't do anything for this cohort

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Opportunity- How do we invite people to services

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How do we know what people have been involved in during their 1st year of joining. Maybe revise B’Yachad to ask what they were involved in during the last year. Give us an idea where members are spending their time and how they were getting involved. Ask people how they engaged in the last year and how could we support your participation more?

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Finance/Membership Volunteer

Name that position-create job description about what is this role is doing. It could be several jobs. Where do the different part s of this role site?  in Finance/ Welcome/Pastoral (when having $$ issues)

Financial pieces –

·       New member

·       Dues renewal

There is a technical piece and a relational piece.  This always been a member.  Need another person or 2 to help with the relational peice

Technical piece could be staff person- data entry. Could be bookkeeper, temporary position around renewal time or create internal position that this would be part of their scope of work