Meeting Focus – Financial Stability Practices for Branches
Update – Black History Festival 2021
Membership GROWTH and Recruitment Ideas and Tools

7:30 p.m. – Special Session for all Branches with 501 (c) 3 Status with National Treasurer, Gilbert Smith (see attached forms for review in advance of this session) 

8:00 p.m.   Meeting Call to Order

8:01 p.m.   Financial Presentation by National Treasurer:  Gilbert Smith

8:15 p.m.   Questions and Answers Segment with Treasurer

8:30 p.m.  Discussion: Membership Growth Suggestions – Join National Recruitment Efforts

  • Invite Family Members to Join ASALH (Increase this category to enhance your evaluation scores)

o   Consider purchasing memberships to ASALH as Christmas gifts

o   Give gift of registration to ASALH Festival

o   Engage Family on Zoom in the Family Mission Statement Activity

o   Conduct Interviews with Family Members 70 and over during holidays

  • Give gifts of The Mis-Education of the Negro and Carter G. Woodson’s Appeal

o   Plan Family Discussions and/or Community Discussions of these text

  • Give copies of The History of the Negro Church (centennial anniversary in 2021)

o   Recruit churches in your area

o   Recruit colleges/universities, especially HBCUs in your area

  •  Use Sample letters for tailoring to your needs
  • Encourage all Life Members of your branch to give to the Sustaining Life Membership Category by December 31, 2020

o   This membership category is a donation and is tax-deductible

o   Begin promoting this category to your branch members each year.

  • This category also provides points in branch evaluation process (see attached 2019 Evaluation completed in February 2020)
  • Encourage your branch members to purchase membership pens and wear them during your Carter G. Woodson Birthday Celebrations on or around December 19, 2020.

8:45 p.m.         Questions and Answers

9:00 p.m.         HAPPY HOLIDAYS       Adjourn

Annual Branch Workshop and Branch Chartering Meeting


Hello ASALH Branch Leaders,

We hope this email finds you all well during the virtual realities we face today. We congratulate all of our branches for the exceptional work you have been doing in spite of COVID19. The work and service you provide to educate those you touch daily has been exceptional and has not gone unnoticed. Attached you will find we reshared the beautiful prayer shared by Shirley and Allen Jackson when we first discovered COVID19 was among us. Please share with your members,

The first half of this month’s meeting is dedicated to our Organizing Branches as they work towards their final deadlines to secure chartering status this year. We congratulate all of you for working to fulfill this goal in spite of the unusual circumstances and realities we face daily. Continue to remain energized as you move towards your goal. You have already been a blessing to the community you serve. Thanks to all of our existing branches who continue to do the work and service for the community in the place you reside. Thank you also for reaching out to support and mentor some of our Organizing Groups in support of their journey towards chartering. Continue to be intentional about using history as a weapon as we fulfill the mission of ASALH.


Barbara Spencer Dunn and Dorothy F. Bailey
Co-Chairs, National Membership Committee


First thirty (30) minutes of this meeting is focused on Organizing Branch updates and useful information.  Our existing:

• Understanding benefits of membership  

• Resources on private branch webpage  

• Organizing Branch Dates to Remember

• July 10th – Organizing officers submission 

•  August 1st – Organizing Package Due

Letter to [email protected] requesting inclusion in charter ceremony September 2020

•  August 15th – Final Charter List Due to Headquarters
– send final list to [email protected]

– check with HQs at this email address often leading to the August 15th deadline to ensure all your members are associated with your branch

•  August 15th – Annual Donation Due to Headquarters

Additional resources supporting day-to-day branch operations:

• Branch Notebook Preparation for future branch meetings

• Always keep a national membership form available – Remember, persons must first join national before joining the branch

• Frequently Asked Questions This is a living document. Share with HQs any items you think should be added to make the process smoother.  (Review at least twice a year)   

Organizing Branches Questions and Answers

Transition to Monthly Branch Meeting Announcements /Updates

Announcements from Headquarters

ASALH Virtual event in September–Click Link Below for Update

Questions and Answers



Thursday, June 9, 2020 at 8PM EST
Join Zoom Meeting by clicking the link below.

Meeting ID: 985 285 2112

Use any one of the phone numbers below to dial in to the meeting.
Dial by your location or use any of the numbers below.
+1 312 626 6799 US (Chicago)
+1 929 205 6099 US (New York)
+1 253 215 8782 US
+1 301 715 8592 US
+1 346 248 7799 US (Houston)
+1 669 900 6833 US (San Jose)


October 10, 2019 at 8:00 EST

Agenda focus:  Evaluation tool–new scoring language

INSTRUCTIONS for tonight’s meeting:

  • Read through pages 9 – 11, the Scoring Legend’ of the second attachment entitled FINAL REVISION…Branch evaluation.  We will discuss the evaluative items and the updated language.  Our plan in the future is to provide each branch with the attached tools [when they are finalized with additional suggestions] so you can complete your scoring in advance and ask questions before the tool at Headquarters is finalized.  This will be a team effort so all incorrect information and/or important additions or suggestions will be recognized and included in advance.
  • The new member campaign [recruit one (1) new member per month] will complete its 4th year on December 31. Implemented by our past Vice President for Membership, Dr. Greer Stanford-Randle, the campaign has been very impactful.
    • The scoring mechanism for new members will be revisited.  You will note that those who have a large number of new members, their totals are overly enhanced because we gave 3 pts for each new member.  Although recruiting new members is a requirement and important, the scoring should be reduced to l pt per new member.
      • Example for reviewing purposes:  Chicago Branch….total 83….new members 15……3 X 15 = 45    If new members are reduced to one point per new member, the total score for Chicago would be 53 (taking 30 points from the total)
      • Although Dr. Stanford-Randle wanted to invoke a healthy competition, we also want each branch to feel a sense of accomplishment as they serve to support, maintain, and promote ASALH.
    • The correction on the tool will be, separate the calculations for required items FROM additional items that are not required.  In other words, there will be two charts:  one with only required items with a final score; and, another chart with additional items with a separate score.  This will ensure all branches meeting minimum requirements will recognize their success without having to complete any of the additional programming items if they did not accomplish additional items.  Also, we don’t want to discourage our branches who are excelling in their annual accomplishments.
    • As of our 2019 reporting on January 15, 2020, family members recruited will be included in your report submitted January 15, 2020.
Please note any questions in advance of meeting tonight so you will be prepared to ask the questions on the branch call.  Your input will be very helpful in finalizing these documents.
NOTE:  Thanks to the Hampton Roads Branch of ASALH for the excellent suggestions for revising this evaluation tool.

Please share the notes below with your members at your November meeting.  Email them in advance so your members can review them before attending the meeting.

NOTES FROM Branch Workshop, October 5, 2019 Follow-up items:

·        Provide to Headquarters your 2020 branch meeting schedule.

o   Share as much information as possible: Date, Time, Location, subject and keynote speaker (if any), etc.

o   Each Branch must have a meeting schedule that your members are aware of.  THIS IS REQUIRED.  The number of meetings is not a requirement BUT a printed schedule of your meetings is a requirement.

·        Share the date of your 2020 election of officers.

o   Then share the new officers on the branch officer form found at


·        2019 Branch reports are due January 15, 2020

o   Place the Annual Report on your agenda for your October/and or November meeting.

o   The status of filing the annual branch report must appear in the minutes of the January and February meeting. We are requesting that all branches submit a copy of the minutes of the February meeting.  

·         Any branch considering application for grant funding should provide the details to Headquarters ASAP. (ASALH needs to know in advance and during the process for information only.) 
NOTE:  Report from the Community Partners Breakout session, led by Lionel Kimble, Vice President for Programs, will be provided in a separate email to be discussed at the November meeting. 
REMEMBER:  October through December is our recruitment season.  Encourage your friends, family, colleagues to join ASALH.  All memberships purchased during this period expire on December 31, 2020.

Attachments for October 10, 2019 Meeting