Cancer Alliance

Membership Committee Meeting

March 29, 2007

12:30-2 p.m.

Present: Brian Rank, Lisa Stephens, Megersa Kumbi, Matt Flory, Nicole Bennett Engler

1. New member orientation

• The 2006 Alliance survey indicated a need to create a formal orientation for new members. The group discussed deciding on something more concrete (such as a curriculum) to share with the SC to approve. The potential of adding mentors was discussed in order to help engage new members to become actively involved in the Alliance by helping implement CPM.  
• Group discussed creating something similar to what was discussed on the past call:  an in-person meeting, which would include the following:

              -     Alliance overview PowerPoint presentation

-         Overview of Alliance and MN Cancer Resources site

-         Cancer activity forms

-         Members and how they contribute to our cause

-         Organizational chart

-         1 on 1 dialogue

-         Formal ask of how the organization can contribute to the Alliance mission (to be further determined by the SC) 

·    Nicole can create this informal curriculum; however, wants to ensure that the SC is on board with this medium. This curriculum could be used for potential, current, and new members. 

• Thus far, most Alliance groups have been willing to lend their names to the coalition, under the premise that they will help contribute to its mission of reducing cancer in Minnesota, and help disseminate Alliance-related information. However, they need more direction on how they can help implement Cancer Plan Minnesota objectives to ultimately reduce cancer morbity. The graph that DeAnn sent to the interim Ad Hoc team helps illustrate the different levels of the relationships of coalitions. The primary role of some organizations will not be perfectly aligned with Alliance goals, but it may be one level of their everyday operations, so we need to tailor our curriculum to be able to help all members be able to find a niche in contributing to our mission. 
• Who will actually assist with new member orientation? Is it the membership committee or someone who has similarly-aligned goals? As membership applications come in, we’ll have to help decide which individual would be the most appropriate for each group. The committee should make a formal recommendation to the SC that we request ~10-15 individuals to be help orient new members. Potential members include program staff and SC, committee members, task force or project team chairs or key members who are well-informed of the Alliance. 
• In addition to the new member orientation, the group suggested a mentorship program, which would provide new member primary contact an Alliance mentor to assist in working with the coalition. This mentor would serve as resource to help bring forth ideas and ask questions regarding how the new organization could contribute to the Alliance. Relationship-building to help mobilize new organizations to become more involved, and groom up and coming leaders. For example, Dr. Diasio (Mayo Clinic Cancer Center Director) may benefit from being partnered with Brian Rank to learn more about the Alliance and what he can do from his position to help further the mission).

Action Item: Nicole to draft curriculum to share with the membership committee, then pitch at an upcoming SC meeting. Brian to share this plan with the SC, and ask for new member orientation or mentor volunteers to contact Nicole.

2. In reach - what do current members need or expect from the Alliance as   

    members?

• Currently, members receive the same communications as anyone on our mailing list. How can we better engage them? Existing members may be candidates for “in-reach,” or a belated orientation, as well as a mentor. When the curriculum is defined, the committee will review the list and decide which organizations we should circle back with via phone to see if they would like a formal orientation. In addition, we could make a supportive phone call to tactfully broach an easy “opt out” for current members who may not be committed to the Alliance’s mission (organizations who possibly joined for a display table at the Summit.  

3. Membership categories

• The Alliance has a very diverse membership. We should create different membership categories (such as affiliates/partners/etc.) to share with the SC for their approval.  

Action Item: Nicole will draft a category list and send it to Brian to send to the committee for review before pitching to the SC.   

Membership Categories

• Health Organizations (American Cancer Society, CLUES, StairStep)
• Cancer Centers (U, Mayo)
• Health Care Systems (Allina)
• Health Maintenance Organizations (HP, BCBS)
• Community Groups (multicultural organizations, churches, etc.)
• Coalitions (Breast Cancer Alliance)
• Media (Minnesota Physician Publishing)
• Business/Industry (3M, Pfizer)

Member organization recruitment list

• There are a few groups in our recruitment database that we don’t have on board. The group re-examined who has relationships with each institution and decided to attempt to recruit the remainder of this “A” list. The group assigned individuals to follow-up with certain key organizations we’d like to join the Alliance.

Action Item: Committee members to begin working on follow-up to targeted organizations.

Additional committee members

• The group discussed a need for expanding the membership committee, particularly in the areas of communities of color and rural Minnesota. 
• It may be a good idea to get others from outside the SC to help groom up and coming leaders.
• Possible new members include: Marie Tran, Patti Swanson, Kim Ness.   

Action Item: Nicole to contact Patti, Lisa to contact Marie.

Next Meeting: May 30, 2007 – 11 a.m. – noon.