Chapter New Member Installation Guidelines

Chapter New Member Installation Guidelines

National Coalition

Of 100 Black Women, Inc.

JANUARY 2019

DEVELOPED BY:

National Coalition of 100 Black Women, Inc.

National Membership Committee

Paula J. Ward

NCBW National Vice President

Membership and Chapter Development

2018-2019 MEMBERSHIP COMMITTEE MEMBERS

● Bertha Gorman, Sacramento Chapter

● Carolyn LaVan, San Antonio Chapter

● Denise Belcher, Bergen-Passaic Chapter

● Elizabeth Jones, Chair, Greater Cleveland Chapter

● Jennifer Willis, Lead, Sacramento Chapter

ACKNOWLEDGMENTS:

Special thanks to the Chattanooga, Columbia, Greater Cleveland, Mecca, Pennsylvania, Sacramento, and San Antonio Chapters for their contributions in developing these guidelines.

● Kim Fisher, MECCA Chapter

● Leah Cullins, Baton Rouge Chapter

● Mary McClellan, Columbia Chapter

● Ruthie Hereford, Lead, Chattanooga Chapter

● Wilhelmina Moore, Pennsylvania Chapter

Virginia W. Harris, National President

National Coalition of 100 Black Women, Inc.

1718 Peachtree Street, NW Suite 970

Atlanta, GA 30309

(404) 390-3982

I. INSTALLATION PURPOSE AND IMPLEMENTATION PLAN 04.

II. PHOTOGRAPHER 05.

III. ATTIRE 05.

IV. NEW MEMBER RECEPTION 06.

V. INSTALLATION CEREMONY PREPARATIONS 07.

1. LETTER OF CONGRATULATIONS 09.

1A. LETTER OF CONGRATULATIONS WITH FEES 10.

1B. EMAIL TO NEW MEMBER 11.

1C. CHECKLIST FOR FINALIZING INSTALLATION OF NEW MEMBERS 12.

2. NEW MEMBER RECEPTION INVITATION 13.

3. INSTALLATION INVITATION 14.

4. PROGRAM OUTLINE 15.

4A. PROGRAM WITH INSERTED PLACEMENT AND INSERTED WORDING 16.

5. A NOTE TO MEMBERSHIP OUTLINING THEIR RESPONSIBILITIES 18.

5A. CANDLE LIGHTING CEREMONY (OPTIONAL CHAPTER DECISION) 20.

6. OATH OF MEMBERSHIP 21.

7. CERTIFICATE SAMPLE 22.

7A. SAMPLE NCBW CHARGE 23.

Contents

TABLE OF CONTENTS

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SECTIONS & APPENDIXES

APPENDIXES

Part 1: Guidelines

SECTIONS I - V

PART 1: GUIDELINES ₀₃

IMPLEMENTATION PLAN

1. All dates for the Orientation, New Member Reception and Installation ceremony are scheduled and included on the chapter’s and Membership Committee’s schedule of activities for the year and must be completed by September 30. This Installation program is MANDATORY for all new members.

2. Within five (5) days after a vote of approval to accept new members, by the General Membership, the Chair of the Membership Committee mails letters of Acceptance to persons indicating their acceptance. An email and telephone call are also made to the new member(s). See Appendix 1 for samples. The letter will include the following:

A. Official welcome

B. Any additional fees for Installation that must be received by a specified date

C. New Member Orientation (Mandatory participation) date/time/location

D. Reception for New Members - date/time/location

E. Installation Ceremony (Mandatory participation) - date/time/location

3. On the same date letters of acceptance are mailed, the Chair of Membership mails letters of Regret to persons not accepted for membership. The letter should extend appreciation for the person’s interest in NCBW and hope that they would apply for membership again. If applicable, the applicant should also receive a refund of fees submitted with their application for membership.

PURPOSE

The purpose of these guidelines is to provide Chapters with a mandatory and

comprehensive blueprint for conducting a New Members Installation; to ensure

consistency across all chapters with a solemn Installation ceremony; and to provide a

series of actions performed according to a prescribed order.

I. PURPOSE & IMPLEMENTATION PLAN

I. Purpose & Implementation Plan

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II. PHOTOGRAPHER

1. Your budget should include a reputable photographer for the New Member Installation ceremony. This is recommended for all chapters.

2. Previous arrangements should be made with a photographer for new members to take color or black and white photos for inclusion in the New Member Installation program.

3. The number of new members being installed will determine if the Chapter pictures are to be taken before or after the Installation Ceremony. You may also elect to take pictures at the time of the Orientation.

4. If the Chapter chooses to take pictures at the time of the Installation, the following should be followed for placement of photos:

A. President with Membership Chair and Committee prior to beginning of the Ceremony

B. Various photos during the Ceremony

C. After the program ends, a photo of the President, Membership Chair, Newly Installed Members and a group photo of the total membership with Newly Installed Members

III. ATTIRE

1. Attire is uninterrupted black dress, suit or pantsuit

2. Appropriate black shoes

3. A string of pearls/earrings

II. – III. PHOTOGRAPHY & ATTIRE

Sections II – III: Photography & Attire

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IV. NEW MEMBER RECEPTION

Prior to this event, the following must be done:

1. Send an invitation to the General Membership and a Reminder to the new

member(s) of the date/time/location of the event. See Appendix 2 for Sample

Invitation.

2. Select a proper location to host the “Meet and Greet. (Locations can be a church,

business, event hall or any location that can accommodate the attendees).

3. Develop the Agenda.

4. Provide name tags for new members, ask Chapter members to wear their name tags. Have blank name tags available.

5. Encourage relaxed conversation but keep the focus on the Chapter’s Mission.

6. Seat the new members and Chapter members so that there is a good blend.

7. During the New Members Reception, give (#) invitations to the Installation Ceremony to each prospective new member, which allows each to invite (#) guests. See Appendix 3 for a Sample Invitation

IV. NEW MEMBER RECEPTION

IV: New Member Reception

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V. INSTALLATION CEREMONY PREPARATIONS

1. Each Chapter should have a date/time/location of the Installation Ceremony scheduled and communicated to their membership 30 to 45 days in advance. Inform existing and new members and complete the following preparations to ensure a sacred and smooth Installation Ceremony:

2. Members’ participation and roles in the Installation Program.

3. Presenters to introduce new members

4. Include one, if not both, of the members who recommended the new member for Membership. See Appendix 4 for SAMPLE of Program

5. Photographer – see Section II above.

6. Caterer – Prior to selecting a well-recommended caterer, a menu for the reception following the program is determined and agreed upon (by the caterer). The menu normally consists of:

A. Heavy hors d’oeuvres B. Fruit C. Tea/Water D. Decorative cupcakes E. The reception area is brightly decorated either by Chapter members or the

caterer

7. Gifts – A decorated gift bag is presented to the new members during the reception. (Contents vary according to the number of new members and budget allotted.) Gift items could include: A. Chapter t-shirt B. Rhinestone pin C. A tote bag, in black or khaki with the new member’s first name and

NCBW100 monogrammed on it, D. A set of notecards with the new members initials or name and NCBW Logo E. An NCBW shoe bag

Other gifts may be included from the President, Chapter members and appropriate items from the Chapter’s previous activities. See Appendix 1C for Checklist for Third Vice President of Membership

NOTE: ALL CEREMONIES (ORIENTATION, RECEPTION AND INSTALLATION) MUST BE COMPLETE BY SEPTEMBER 30!

V. INSTALLATION CEREMONY PREPARATIONS

V. Installation Ceremony Preparations

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Part 2: Appendixes

APPENDIXES 1 - 7

PART 2: APPENDIXES ₀₈

Dear _________: Congratulations on being accepted into the National Coalition of 100 Black Women, __________ Chapter, Inc.! We are happy to welcome you into our Sisterhood of (# of chapter members) strong, dedicated, committed and hard-working women! The National Coalition of 100 Black Women, _____________ Chapter, Inc. is a national organization comprised of African American women, committed to be the united voice for over 20 million Black women in the United States. The ________ Chapter represents women who are passionate about making a difference through advocacy to ensure gender equity for Black women and girls. We serve as a role model to help uplift the quality of life for Black women and girls. As we prepare for your installation service, there are three mandatory events planned for you to attend. Please save the following dates:

• Saturday, June __, 20__ – We have planned an Orientation for you to learn more about our organization’s operations, bylaws, and Policies and Procedures. This will be held at designated location and Time. The address is ________________. Attendance is MANDATORY. We may also like for you to be prepared to take an individual picture, with you wearing a string of pearls and pearl earrings. If so, you will receive additional details very soon.

• Saturday July __, 20__ – We will host a New Members Reception in your

honor so that all members will be able to meet and fellowship with you. The location and time will be included on a formal invitation, which will be mailed to you. It is important that you bring your Orientation Manual, so that you may receive additional training from members as you meet and greet them. If you have questions concerning our policies and procedures, members will be prepared to answer.

• Thursday, August __, 20__ at 6pm – your Installation ceremony will take place

at ____. Location is ___________. You are required to wear an uninterrupted black dress, suit, or pantsuit, appropriate black shoes and accessorize it with pearl earrings and necklace. Attendance is MANDATORY.

Again, we are so excited to have you become part of our wonderful team of hard-working committed sisters. Sisterly, _____________________ Third Vice President, Membership

APPENDIX 1: SAMPLE LETTER OF CONGRATULATIONS

Appendix 1: Sample Letter of Congratulations

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NATIONAL COALITION OF 100 BLACK WOMEN _______________ CHAPTER, INC.

_________, President Date

Name

Congratulations! It is our utmost pleasure to formally advise you of your acceptance into the National Coalition of 100 Black Women, ____________ Chapter, Inc. by vote of the membership on May __, 20__! We are happy to welcome you into our Sisterhood of # of members strong, dedicated, committed, and hard-working women! The installation fee of $$$ is now due and should be paid by DAY, Date 20__. Checks should be payable to NCBW, XXXXXXXXX Chapter, Inc. and mailed to ATTN - NCBW Membership, P. O. Box _____, City______________________________, State__________________, Zip____________. Your membership becomes effective October 1, 20__ and is contingent upon your attendance and completion of the three following events. Attendance is mandatory! NCBW Orientation – Saturday, June __, 20__ Time: XX: XX am until XX: XX pm Location: Designated Location, ________________________________This orientation session has been planned and developed to specifically provide you with more information about our Chapter and the organization’s Policies and Procedures. NOTE: Individual photos will be taken immediately following the orientation session. Please bring a necklace (string of pearls) and pearl earrings. We will provide a black drape. New Members Reception – Saturday, July __, 20__, Time & Location: To Be Announced We are hosting a Reception in your honor to meet and fellowship all members of our Chapter. It will be a time of fun and laughter. However, you are required to bring your Orientation Manual, to receive additional training and to have your questions answered. NCBW Installation Ceremony – Thursday, August __, 20__ Time: 6:00p.m. Location: ____________________________________________________________ A formal and reverent service will be held, and you will take the Oath of Membership. The ceremony will include Brunch, Lunch, Dinner (Select 1), and you will be able to invite guests. Specific details concerning the attire, invitations, etc. will be provided. We are excited, Name, to have you join with our team of hard-working sisters as we advocate on behalf of Black women and girls in service to our community! Sisterly, _____________________ Third Vice President, Membership

APPENDIX 1A: SAMPLE LETTER OF CONGRATULATIONS WITH FEES

Appendix 1A: Sample Letter of Congratulations with Fees

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From:

Date:

To:

Cc:

Subject: Welcome New NCBW Member!

This communication of Good News!!!!! is being sent on behalf of____________, (Chapter)

NCBW Membership Chair. A more formal congratulatory letter with details is also being sent

to you.

Feel free to call ________ at ________ if you have any questions.

I am ________a member of the Membership Committee. I am serving as one of her designees

and if you have questions regarding this email, feel free to reach out to me at ___________.

Name

APPENDIX 1B: SAMPLE EMAIL TO NEW MEMBER

Appendix 1B: Sample Email to New Member

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Listed below is the checklist to assist you with finalizing Installation of new members: ORIENTATION

• Date and location • Participants • Lunch

INVITATIONS TO INSTALLATION (Should be done ASAP)

• XX Number given to each prospective member • Invitations sent to Pioneer Women and Sponsors • Postage

PROGRAM

• Photos and Bios of inductees • Notify members who will introduce each inductee • Corsages for inductees • Participants on program • Responsibilities of President, Vice President of Membership • Membership Pins • Certificates (Who will do them) • Candles for Candle lighting (Optional) • Oath of Membership and Office if Officer Installations are done at this event • Program to Printer in a timely manner • Caterer • Decorations

OTHER – OPTIONAL ACCORDING TO CHAPTER’S BUDGET

• NCBW monogrammed gift bags • T-shirt (order from NCBW Vendor) • Shoe bags (order from NCBW Vendor) • NCBW Note cards • Rhinestone Pin • Other gifts offered • Decorative gift bag as a container for gifts

APPENDIX 1C: SAMPLE CHECKLIST FOR FINALIZING INSTALLATION OF NEW MEMBERS

Appendix 1C: Sample Checklist for Finalizing Installation of New Members

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National Coalition of 100 Black Women,

XXXXXX Chapter, Inc.

Cordially invites you to our

New Members Reception

When: July __, 20__

Time: XX:00am-XX:00pm

Where: Location

City, ST Zip

Please RSVP by: July __ to

Name and Telephone Number

Please Bring Your Orientation Guide

APPENDIX 2: SAMPLE INVITATION TO NEW MEMBERS RECEPTION

Appendix 2: Sample Invitation to New Members Reception

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You are cordially invited to attend the

Installation Ceremony for

The National Coalition of 100 Black Women, Inc.

Chapter Name

20__ INDUCTEES

“LIST NAMES”

NAME

NAME

NAME

Date, Time, Location

City, State Zip

(Brunch, Lunch, Dinner) will be served (Choose one)

APPENDIX 3: SAMPLE INSTALLATION INVITATION FOR GUESTS

Appendix 3: Sample Installation Invitation for Guests

(Given to the New Members for distribution)

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Program Presiding: Name

Musical Prelude Name

Processional

Invocation Chaplain/Member’s Name

Welcome and Occasion Member’s Name

Acknowledgements Member’s Name

Selection

Appropriate Poem (Optional)

Names of New Members Listed and their Presenters

Membership Charge, Mission President or National Guest

Presentation of Inductees Third VP, Membership

Administering of Membership Oath President

Pinning of New Members President Third VP, Membership Chapter Officers

*Candle Lighting Ceremony (Optional) Designated Member

Presentation of Certificates President

Remarks Third VP, Membership President

Benediction Chaplain Recessional

Reception Immediately Following Ceremony

*CANDLELIGHTING CEREMONY OPTIONAL – Varies by Chapter

APPENDIX 4: SAMPLE PROGRAM OUTLINE

Appendix 4: Sample Program Outline

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(Detailed directional sheet follows this Sample)

Program Presiding: Designated Member

Musical Prelude

Processional (Chapter President, Charter Members, NCBW Members, XXXX Inductees with Presenter) PRESIDENT:

Left of podium; PRESIDING: Right of podium

Invocation Chaplain

Welcome and Occasion Third Vice President

Acknowledgements According to Location Chapter Member

(Minister/First Lady, Elected Officials, Inductees’ families, Women honored by chapter during the year, Trailblazers, Sponsors, Others) Selection/Poem (optional) NCBW Ensemble

Presentation of 20__ Inductees (Inductees stand, and face audience as introduced; After introduction the Inductee comes forward to mic and makes one (1) minute response; take seat.

List of New Members Names of Presenters

Membership Charge, Mission, Presentation of Inductees President or NCBW National Guest

(Inductees stand, and face Speaker as Membership Charge and Mission is given. Following that she then officially presents Inductees to members and audience.) “Members of the National Coalition of 100 Black Women, (Chapter Name) and to our audience here assembled, it is with pleasure that I present to you the following individuals for induction into our membership.”

Administering of Membership Oath President Please raise your right hand: “I, (state name) do solemnly pledge to uphold the goals, mission and objectives of the National Coalition of 100 Black Women, Inc. I pledge to work in a collaborative effort with other members to implement the national agenda as NCBW moves toward achieving said goals and objectives. I pledge to advocate on behalf of African American women and girls in furthering leadership development and gender equity in the areas of health, education and economic empowerment.”

Pinning of New Members President and Officers (A Member assists by handing unclasped pin to Third Vice President, who in turn gives to President) Candle lighting Ceremony Assisted by Member helping with pinning

(Not every Chapter has a Candle lighting Ceremony) See Appendix 5A for Example

APPENDIX 4A: SAMPLE PRGRAM

Appendix 4A: Sample Program

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Following is a Copy of Program with inserted placement and SAMPLES of wording.

Immediately after pinning, Member distributes candles and lights first candle of new member; new members light from each other’s candle. After last candle is lit, Third Vice President makes brief reference regarding the significance of the lighted candles. (Sample Included)

Presentation of Membership Certificates/Members’ President

Members assisting gives certificates to Third Vice President, who, in turn, gives to the President for presentation to new members. Once certificates are distributed, President calls each new member by name . . ., then states, “Chapter members, let us greet and welcome our new members”. Chapter members stand and applaud.

Candles are extinguished and collected by assisting member and returned to table; she then takes seat. New members return to their seats with certificates in hand.

Remarks Third Vice President

Benediction Chaplain

Recession President, New Members w/Presenter, Charter Members, Membership, Program Participants)

Reception Immediately Following Ceremony

President asks guests to fellowship and enjoy the meal. After the membership recesses they are to immediately return for a very brief photo session. Members will be served immediately once the photos have been taken. Express appreciation for their patience!

GIFTS PRESENTED BY THIRD VICE PRESIDENT AND MEMBERSHIP COMMITTEE

PROCESSIONAL LINE UP: RECESSIONAL: President and Officers/Board President Charter Members New Members w/Presenter Remaining Membership Charter Members/Membership Presenters/Inductees Program Participants

INDUCTEES: FRONT LEFT PEW\ROW PRESENTERS: FRONT RIGHT PEW\ROW

List Names List Names Charter Members –- Begin filling Second Pew\Row, Remaining Membership follows

APPENDIX 4A: SAMPLE PROGRAM

Appendix 4A: Sample Program (cont’d)

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National Coalition of 100 Black Women Chapter’s Name

New Member Installation Ceremony

TO: NCBW Membership

FROM: Membership Chair

Date: Installation Date

SUBJECT: INSTALLATION CEREMONY NOTES

The Installation of (Number) new members is fast approaching. In finalizing plans, we wanted to communicate with the membership to assure everyone is aware of their responsibility as a member.

ATTIRE: As stated in our Policies and Procedures Manual: “Uninterrupted black with NCBW pin to be worn on the left shoulder; appropriate hose and shoes, and pearl jewelry. Animal print, gold, or any other color combination is deemed inappropriate.”

ARRIVAL: ALL MEMBERS are asked to please arrive not later than (designated time) The Program will begin promptly at (designated time). COMMITTEE MEMBERS and PROGRAM PARTICIPANTS are asked to arrive not later than (designated time).

Please line up for the processional at the designated location at (designated time). After brief prayer, the order for line-up:

1. President

2. Charter Members

3. Membership

4. Inductees w/their Presenter

5. Persons on program proceed directly to the podium or other designated location (Placement on podium will be shown after early arrival and prior to the processional).

6. Next, Charter Members are to enter second row to begin seating; LEAVE THE FRONT ROW VACANT FOR PRESENTERS.

Upon recessional, the line-up will be: President, Inductees w/their Presenter, Charter Members, Membership, Program Participants.

APPENDIX 5: SAMPLE NOTE TO MEMBERSHIP

Appendix 5: Sample Note to Membership

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A reminder is sent to the Membership outlining their responsibilities.

If pictures are to be taken, immediately after recessional, please reassemble (at a designated location) for the membership photo.

PHOTOS: The following photo will be taken prior to Program: 5:30 p.m. Photo of President w/3rd VP/Membership Committee

Immediately Following the Program: Photographer takes a Photo of President, 3rd VP and New Members and a Group Membership Photo.

We look forward to seeing all of you on (date). God bless.

(The Installation program is normally within a one (1) hour-to-two (2)-hour duration, depending upon the number of members installed.)

APPENDIX 5: SAMPLE NOTE TO MEMBERSHIP

Appendix 5: Sample Note to Membership (cont’d)

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APPENDIX 5A: CANDLE LIGHTING CEREMONY

Appendix 5A: Candle Lighting Ceremony

(Optional Chapter Decision)

NCBW CANDLELIGHTING CEREMONY INSTALLATION – AUGUST 16, 2018

We give pause now to share a very sacred and special time by the lighting

of ____ candles. We know that the only true light comes from above, as it

is written in Matthew 5:15, “Nor do men light a lamp and put it under a

bushel, but on a stand, and it gives light to all in the house.” The lighting

of each candle symbolizes the illumination that each of you will carry as

you commit to go forward to embrace our mission to advocate on behalf

of Black women and girls throughout our communities and beyond. We

know that the dedication of advocacy and volunteer service that you will

give, through your work in our various programs, such as mentoring,

scholarships, and other services provided by our chapter will be seen when

you reflect your light of goodness, hard work and faithfulness. For it is

also written in Philippians 2:15, “In the midst of a crooked and perverse

generation …. you shine as lights in the world to the many women and

girls to give hope, comfort, compassion and a voice to the voiceless.” My

sisters, when one of your lights seem to dim, it will be that time when one

or more of your other sisters will stand next to you to bring the glow of

your light back into full illumination, because just as the women and girls

of the communities need support, we are to embrace each other and

cause our light to become as one floodlight.

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Please raise your right hand and repeat after me:

OATH

I, (state your name) do solemnly pledge to uphold the goals, mission and

objectives of the National Coalition of 100 Black Women, Incorporated

XXXXXXXXXXX Chapter. I pledge to work in a collaborative effort with

other members to implement the national agenda as NCBW moves

toward achieving said goals and objectives. I pledge to advocate on

behalf of Black women and girls in furthering leadership development and

gender equity in the areas of health, education, and economic

empowerment.

You are now declared members of the National Coalition of 100 Black

Women, Incorporated XXXXXXXXXXXX Chapter. You have all the rights and

privileges of Coalition members, and equally so, the responsibility of true

membership.

Have the NCBW leadership and members stand (or step forward) and lead

the audience in applause.

APPENDIX 6: OATH FOR NEW MEMBERS

Appendix 6: Oath for New Members

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National Coalition of 100 Black Women XXXXXXX Chapter

Welcomes

Name Into membership and bestows all the rights and privileges afforded to members in good

standing

Presented on

Month, Day, Year

Name Name Third Vice President, Membership President

APPENDIX 7: SAMPLE CERTIFICATE OF MEMBERSHIP

Appendix 7: Sample Certificate of Membership

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My Sisters, today is an opportunity for our new members to understand our true purpose and our real work – commitment to the purposes of the National Coalition of 100 Black Women, XXXXX Chapter, Incorporated. The operative word being “commitment”. In an organization such as this, it is through the commitment of all that we survive and establish our goal of existence excellence and our record of success. It is not what we do once, but what we do consistently!

Today, my sisters, you are asked to step up to the challenges of your community and charged with the delivery of “sustainable and transformational” programming. Such programming is to be aimed at driving systemic change that benefits the black community and specifically the lives of Black women and girls in the areas of:

1. Health: a vital component of a thriving community and you have the responsibility to demonstrate concern and implement programs that positively affect the well-being of the whole community and the whole person.

2. Education & Mentoring: It is critical that we foster positive appreciation of excellence in education and promote the pursuit of lifelong educational goals. For mentoring, you are to be committed to influencing the future leaders of our community by assisting young girls to believe they can be powerful women leaders. This same commitment extends toward our members. Powerful women beget powerful women.

3. Economic Empowerment: The National Coalition of 10 Black Women Incorporated believes that economic empowerment is the key to uplifting and strengthening the lives of Black women as well as ending generational poverty within our communities. Our economic programs must focus on financial literacy, family wealth building, financial stability, and entrepreneurship.

4. Public Policy & Advocacy: Realizing our individual and collective political power, we encourage you to take on the responsibility of mobilizing and organizing the black community towards greater understanding and engagement in political processes at every level. Our concerns, needs, and voices must be heard to realize political progress by advocating for sustainable public policy.

Let us continue to embrace a commitment of purpose that can only be expressed by members who are willing to take the time to devote their time, their efforts and their creativity to make all of our programs meaningful to the community at-large.

Let us continue to hold high the organization’s Founding Resolution and Mission Statement in our effort to empower women from all walks of life.

APPENDIX 7A: SAMPLE NCBW CHARGE

Appendix 7A: Sample NCBW Charge

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Thank You.

1718 Peachtree Street, NW Suite 970

Atlanta, GA 30309

(404) 390-3982

National Coalition

Of 100 Black Women, Inc.