How to Start a Council or Chapter

Michael R Jones FARA

The success of any organization depends upon the visibility of the individual Council (for purposes of this article, I will refer to "Council" although the same information also applies to "Chapters"). Each member will typically have more contact and knowledge of Council activities than the National organization. The Council needs to satisfy the individual's question, "What's in it for me?" Without members, the Council doesn't exist. Although some members join and never become involved in Council activities, except for maybe Design Awards, we must have healthy Councils in order to grow and be prosperous.

We need to recruit new members to begin a positive growth trend. I am not a proponent of mass mailings with spiffy brochures to attract members. As architects, our mail littered with hundreds of flyers and brochures asking to buy or join this or that, or to specify some particular product. The most effective sales technique is word-of- mouth. We need to be disciples who spread the word and recruit these lost souls who are ignorant of the attributes of SARA membership.

SARA currently has six Councils that are active. The majority of our members are located within these Council areas. However, we do have members who are scattered about the country who are not near a Council. These people are missing out on the essence of what SARA is all about unless they become active in National activities. I recognize that there are people who will join SARA and will be within easy access to Council activities, but will never attend. There will always be the person who likes to be identified with an organization, but will never be involved. The fact that the Council is active and communicates with its membership (letters, newsletters, design awards, etc.) gives the member confidence that he / she belongs to a viable entity. If there was no Council, I think the member would need to reflect every year about dues time, "What am I getting out of this organization for my money?"

The long-term success of SARA will be directly dependent upon the establishment and growth of Councils. The successful Council should have monthly meetings, a newsletter, dedicated leadership, and a positive growth curve. The meetings provide the architects an opportunity for educational programs in a supportive environment with their peers. We all share common educational and experience backgrounds, and we are confronted with similar problems in our practices. Sometimes we think our individual situation or problems are unique, but they're really not. At a meeting you may learn of a new approach to a nagging problem. The interaction and sharing of ideas and experiences at a meeting is extremely valuable. Council meetings typically have a guest speaker who will enlighten you about a new product, give you legal or insurance information, display the work of other professionals (landscape architect, civil engineer, interior designer, etc.), discuss local planning issues, inform you about building or fire code changes, etc. The meeting should be an educational experience for the members.

I think we now all agree that the Council is paramount to the current and future growth of SARA. So you say, "But I live in Phoenix and there is no Council for me to be active in." The solution is, of course, to start a Council. But, "How do I start a Council?"

One person can probably start a Council single- handedly, but it would be much easier if three or four people were involved to make the tasks more manageable. Once you are organized and you employ the simple tasks listed below, it will be surprisingly easy. As architects, we are skilled at organization and coordination so forming a Council will come naturally. It's just another project with new challenges.

STEP 1: Locate Your Market

If you are lucky enough to have other SARA members in your proximity, you can enlist their assistance and substantially reduce time and effort. They will be your ideal resource to attract new members and accelerate the growth process. Locating architects in your area is the next important step.

You can find most of the architects in your city in the phone directory or your State licensing office (SARA Headquarters can be of assistance). You will want to get mailing labels printed of these architects so that you can have an established mailing list for all your activities. SARA Headquarters may be able to supply you with your labels for your area.

STEP 2: The Meeting

The meeting should be held at a time and location that is convenient for most of your members. I would suggest a weekday evening at a centrally located restaurant where a dinner and separate room are available. You should plan on having meetings at regular intervals (monthly, bi-monthly, quarterly, etc.)

BEFORE THE MEETING

  1. Establish and confirm program.

  2. Reserve restaurant or meeting place.

  3. Send out newsletter or flyer announcing the program.

  4. Inquire if speaker needs special equipment (i.e.,projector, screen, microphone, extension cord, etc.).

DURING THE MEETING

  1. Provide name tags for all attendees.

  2. Introduce (self introductions) attendees.

  3. Announcements.

  4. Make brief presentation about SARA.

  5. Pass around an attendance list or guest book.

  6. Introduce your program speaker.

  7. Have extra newsletters for guests.

AFTER THE MEETING

  1. Send letter/ information on SARA to guests (architects).

  2. Send thank you letter to speaker.

  3. Contact guests to get their impressions of the meeting.

STEP 3. The Program

You will find it relatively easy to get speakers for your meeting. There are a myriad of people who would love the opportunity to speak in front of architects. A simple brainstorming session at a Board meeting will generate many ideas. I have listed some programs that my Council has had in the past. You may want to also have programs that take you to a building under construction, or a construction material production plant, or in a product showroom. Don't feel limited to meet the same restaurant location all the time.

LIST OF PROGRAM TOPICS

  • Liability Insurance

  • Architectural Illustrator (maybe four or five showing their work)

  • Attorney

  • Landscape Architect (maybe office.visit)

  • Civil Engineer (maybe office visit)

  • Local Planning Staff (planning director, etc.)

  • Product Representative (tile, brick, roofing, etc.)

  • Site Visit to Building Under Construction

  • Presentation of Famous Architect (FLW, NEUTRA, etc.)

  • Fire Marshall

  • Building Department Official

  • Computers

  • Roofing Systems

  • Structuring Systems

  • Marketing Strategies

  • History (victorian, foreign, etc.)

  • Current Events/ Issues (growth, G.P., environment, etc.)

  • Workshop (contracts, collection methods/billing, etc.)

  • Naval Architecture

  • Architectural Education (local school and architecture)

  • Architecture of?? (slide show of a city)

  • Fire Protection Systems

  • Tax Structuring

  • Anatomy of a Lawsuit

  • Real Estate Appraising

  • Artist/Sculptor

  • World of Neon Lighting

  • Architect as an Expert Witness

  • Tour through Architect's Office

  • Geotechnical Problems

  • Architectural Models

I'm sure after reading this list many other program topics will come to mind. Only your imagination will limit your program ideas. And, of course, your program can qualify for Continuing Education Units (C.E.U.) if it is "educational" in its content. Sit down with your members and make up your own list. I suggest you arrange for several programs so you won't be pressured at the last minute to come up with a program on very short notice.

STEP 4: The Newsletter

The newsletter is probably the most difficult item to produce. It takes a very dedicated member (or team) that would be willing to spend the time and energy. The newsletter can be a very simple flyer or it can be professionally printed and cost a lot more.