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Preventative Maintenance



A Penny Saved



Do’s and Don’ts




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Maintenance & Retention

      A penny saved is a penny earned!”


Preventative Maintenance

Current club members are valuable assets.  A good organization will nurture these assets and draw out their potential.

A certain number of losses are unavoidable such as death, transfer to another community, etc.  Optimist International yearly losses average 20-percent of current membership.  Your efforts should be directed at keeping losses to a minimum.

Your efforts in this area will be to save members:

a)     Give attention to member’s financial obligations.  Every member should understand their financial commitment to your Club whether it be dues or other Board expectations.  Certain amounts must go to pay International and District dues and insurance.  International returns benefits including “The Optimist Magazine”, newsletters, youth program, leadership training, Conventions and this website.  Generally extra funds raised from your Community should be reinvested in your Community.

b)     Maintain personal contacts and visits to inactive members.  Most people care about what Optimists do and are willing to support in one way or another.  Be sensitive to their situation and what they are willing to give.  People respond positively to people who care.

c)      Think “replacement” if loss is unavoidable (ie. Never delete before you have a replacement add).  This is an excellent strategy for your Board of Directors to adopt because it keeps maintenance of membership as a high, visible priority.


A Penny Saved is a Penny Earned

Trite?  Overused? Well maybe.  But true?  You bet!  This “truism” is universal and applies not only to money but to your members.

Your most valuable assets and greatest resources are your members.  Much as a business may be measured by its revenues, the success of your Optimist Club may be measured by strength and size of its membership.

Principles for Maintenance and Retention are similar to those of “customer service” in a retail business.  Give your Optimist Members the same care and attention!


Do’s and Don’ts of Saving a Member

If a member is at risk of dropping membership or if the members name comes up for “deletion” by your Board of Directors. 

Do This!

ü      Make a personal contact with the member in question.  A personal visit is best; a sincere phone call is next best.  At this point letters and email are ineffectual.  The member’s original sponsor should also make a personal contact.  Convey the message that you care about him or her and listen carefully to what they are telling you.

ü      Make an effort to correct any matters that are within your or the Club’s control.  Do not be concerned if the matter can’t be changed.  Be sensitive to what is, and what is not within your control.

ü      If a member must leave, let them know you appreciate their past involvement  and contribution to their Community.  Express regret that you will miss them but would welcome them back if their circumstances change.  Referral to another club is another option.  (see district directories at www.optimist.org.


Don’t Do This!

ü      Never delete without at least two personal contacts to save the member.

ü      Never ignore criticisms expressed by members who consider quitting.

ü      Never assume the statement, “I’m going to quit” is final.  Often it’s expressed to gain attention.


Save a Member Today!  It’s a win-win for you and them!


“Spend your life lifting people up,

not putting people down.”pend your life lifting people up, not putting people down."he member.

rcumstances change.