During the month of March each of you had the opportunity to vote on proposed bylaws changes put forth by the VJJA Board of Directors. Also included on the ballot was a proposed increase in professional membership dues. All measures passed. (see bylaws ballot results).
The change in membership dues marked the first increase in more than 20 years. The last change occurred in 1984 when dues increased from $12 to $15 annually. Even with the recent change, from $15 to $20, the new amount compares favorably to other professional organizations whose dues range from $25 to $100. I applaud the membership for approving the modest increase and for affirming what the Board of Directors had been hearing anecdotally, that at $20 our members would continue to believe the association an exceptional value.
Since becoming President last year and getting more intimately involved in the preparation and management of the association’s budget, I can tell you that the increase in dues could not have come at a better time. During the past two decades while the dues remained constant, in the face of rising costs for training, postage, printing services, travel and supplies, the association’s operating expenses increased considerably. In fact, despite considerable efforts to remain fiscally conservative and implement cost-saving strategies, the association has been operating at a loss, using money from savings to offset budget shortfalls.
While not the only area in which costs have increased significantly, one of the biggest “budget-busters” has been the printing and distribution of this publication, the Advocate. While membership dues remained constant since 1984, postage rates nearly doubled during that same time period, with the cost of a first class stamp increasing from .20 to .39. Similarly, printing costs also increased dramatically. As a result, the cost to produce and mail this publication to each of our nearly 1000 members has been more than $2000 quarterly and $8000 annually. The Advocate Editor and his staff have worked to offset those costs somewhat by soliciting advertisements, still the costs have been significant.
For at least two years, the Board of Directors has been discussing the feasibility of continuing to provide the Advocate newsletter in its current form. Each time the consensus of the Board has been that the Advocate is an important part of our history and a tangible benefit to our membership and the Advocate Editor has been asked to continue with the publication. At the same time, the Board has been aware of the budget shortfall and aware that they would need to continue to revisit the issue.
Beginning with the Winter 2007 issue, the traditional Advocate was supplemented with an electronic version of the newsletter, the eAdvocate.Members for whom we had e-mail addresses on file received both the print and electronic versions. The eAdvocate, which arrives as an html e-mail (see sample eAdvocate), contains the same information and articles as the traditional Advocate. Similar to a webpage, specific articles can be visited by selecting from a side-bar menu of links. A PDF version of the traditional document can also be downloaded, viewed or printed. Back issues are available on our website in a special archives section.
At the March 28 Board meeting, the Board made the decision that beginning with the 2007-2008 membership year (July 1), the eAdvocate will be the “default” publication of the association. The membership application and renewal forms have been updated to include an area for indicating preference for subscription delivery method. All members will receive the publication electronically, but members must “opt-in” to continue to receive a copy of the paper publication via postal mail. If no delivery method is selected, members will receive the eAdvocate only. This part-print/part-electronic hybrid model for disseminating the newsletter will continue to be reviewed during the 2007-08 membership year.
In addition to the opportunity for cost-savings, there are a number of other benefits associated with producing the Advocate electronically. First, because the costs are limited, the electronic newsletter can be produced more frequently than the traditional quarterly publication and more time-sensitive information can be included. Also, a higher quality product, to include an expanded format, embedded hyperlinks to online resources, banner advertisements and color photographs can be produced.
A change in the format and distribution of the Advocate is but one of the many strategies being employed to reduce costs, maximize revenue and provide members with increased benefits. During the current budget year, any cost-savings realized will be returned to savings to replace monies spent to off-set budget shortfalls. In the future, however, the Board will be able to appropriate additional funds to: member benefits, recognition, awards, scholarships, training and philanthropic activities in support of court-involved children.
I hope that the Board will have your full support as we make what are often difficult but important decisions that will ensure the sustainability of our organization for many years to come. Please know that all decisions will be in keeping with our mission of advocating for court-involved children and fostering communication and professionalism among the hard working employees who touch their lives.
(VJJA President Beth Stinnett works in central administration at the Virginia Department of Juvenile Justice. Among her other responsibilities is serving as the Statewide JDAI Coordinator).
