How to start a local (state/provincial/county) bluebird organization

Haleya Priest (hpandtl@crocker.com) wanted to start a local bluebird group in her home state, she requested information on Bluebird-L and here is what she found out.  What follows are the emails she received written by Dean E Sheldon, JR; Tena Taylor; Bruce Burdett; David Silla (all pretty much unedited).  Now the situation has changed Kentucky wanted to start a group and Haleya is the expert.

1. Dean E Sheldon, JR;
   OK: An overview: What you are looking to do is create in "in-the-flesh" group exactly like what we have on BLUEBIRD-L. Newbies, old-timers, loving concerned conservationists, those interested in learning/those interested in teaching, and those who really thirst for good information about how to do it. THAT'S what you're trying to do here. Forget about the ^&*(*&^ box-building workshops. That's just eyewash. What you need is a round-table meeting where good people can sit together and brainstorm about putting a group together and where some people other than you will say: "Oh, I'll take care of that" or "Oh, I've been the Treasurer of our Luther League for years. I can handle that if you're looking for a Treasurer." You are the catalyst...the mover...the shaker...the patter on the ass-type person. But what you want is people who want to learn and then marry them up with experienced, articulate bluebirders who are willing to share their experience and expertise with the others [resource people]. And you need a MOTIVATOR...and that's where a guy like Burdett comes into play. You get HIM to come down from Sunapee and really tell these people what a joy their life can be if they become involved with bluebirds. OK...that's it for now. #2 later today. Your man...Dean
   
2. Dean E Sheldon, JR;
   OK...so you got a coterie of bb people ready to go with a couple of them offering to do something for the communal good. What you really need now is someone who knows the printing industry/business and who'd be willing to edit a newsletter [which you're going to call "BLUE BEANS" in honor of bb and Boston]. At least, you need someone who knows how to write and to edit the work of others. What you REALLY need is a printing company that will donate the layout/printing of your periodical....all being done in exchange for the good will generated. Also go on the net and Ask Jeeves about developing newsletters and see if someone hasn't already established guidelines for this. The newsletter really does a great job of bringing everyone together with a kind of communality of purpose. You might also, on BLUEBIRD-L, ask all NABS affiliates to send a copy of their latest newsletter to you for reference purposes. As with #1.....BRAINSTORMING IS THE ANSWER because it gets everyone's ideas in the mix and ,even if a particular idea is rejected later, at least it was considered by the group at one time in the proceedings. More later [#3] coming later...Dean The list of NABS' Affiliates is on the NABS' Webpage
   
3. Dean E Sheldon, JR;
   I want to point out that this group does NOT have to be called "MA BLUEBIRD SOCIETY" or "BAYSTATE BLUEBIRD SOCIETY." Many of the bluebird groups choose that designation [as we did in Ohio], but that is not a requirement. Personally, I think that it gives more flair to a group NOT to call itself  "Such and Such Bluebird Society." I don't see it as being very imaginative at all. On the other hand, I don't much care for the designation "recovery program" as in the MN "Bluebird Recovery Program" [BBRP] or the California Bluebird Recovery Program. That's Dorene Scriven's Mpls Audubon group in MN. Bluebirds HAVE recovered and I find that term a bit redundant. I remember when Bluebirds Over Georgia came along....I just thought that that was very refreshing as is Bluebirds Across Nebraska. If you'll check the Affiliate Section of the NABS WEBpage there are a whole lot of other ideas set out. Like VA, MA has such a wealth of historical possibilities for naming a group that it is tempting to just babble on and on in that vein, but you know more about what I mean than I do. How 'bout OLD IRONSIDES BB GROUP....or the BOSTON 'B' PARTY... That's it! Obviously, I'm done. Next installment: Annual Meetings...Dean
   
4. Dean E Sheldon, JR;
   I'm just about out of the exposition phase...so hang on...then I can  start answering questions. I am sending to you today...copies of the Annual Meeting programs which we have used for OBS over the last 7 or 8 years in  the hope that you will find them helpful in what is, next to the Newsletter,  the most important activity of the organization. If you do not have a  productive, interesting, imaginative Annual Program people will lose interest and membership will dwindle. Bluebirders like to BULLSHIT and this is their annual chance to do that. It is fun to see old friends and to share experiences. But it is the educational part of it that is at the heart of  the concept. Bringing in resource people, changing the location year to year, changing the format from all plenary sessions to several sessions taking place at one time and using a rotational plan to attend all of them]...that kind of thing. NE has a banquet as a part of the activity. We do not, but, of late, reservations ARE taken for a restaurant dinner after for those who want to go. Our meetings used to be held in just one place...Dawes Arboretum near Newark...terrific place.....BUT we were not carrying our message out around the state. Now we have a rotational plan based on the geographic districts designated by the Division of Wildlife [ODNR] and we move from district to district according to a prescribed schedule and a local committee within that district plans the activity for that given year. I am the Conference Advisor for OBS and I work with each of these groups to do the planning for the conference. Except for the Annual Meeting, ALL of our Board meetings are held in the Columbus area which is central for almost everyone. Unfortunately, we have developed a tradition where all county coordinators are invited to attend and participate in Board meetings [some of them even vote!]. This is not good...the Board needs to have a chance to develop policy and make decisions for the group without the "town meeting' atmosphere. So...when you set that up...have BOARD meetings for the Board and officers PERIOD. Ok...that's enough. Look forward to the questions from you. As always, Dean Installment #5 to follow [Constitution/By-Laws]
   
5. Dean E Sheldon, JR;
   I don't know if you have saved any of these posts. However, on reflection, they might be worth saving only so that you could pass them on to the next poor unfortunate who comes also expressing an interest in "getting something going" in the way of a bb group. That, of course, presumes that they are worth all of that. Anyhow: You might be looking for a lawyer or someone at a non-profit who has had experience filling out and filing 501C(3) applications for tax exemptions with the IRS. You need that for all kinds of things about which I know nothing.
   
   Constitution/By-laws. There are lots of instances where these have been done recently by affiliate groups. I know that the one in PA was done by a lawyer and I'm sure that Kathy Clark could get one to you. If that's a problem, let me know. I think I have one squirreled away somewhere. I think that you could use the format from any one of them and make the changes to suit your particular circumstances. Tena might have something from MS...but maybe it's too early there. You might ask Doug LeVasseur to send one from OH . I don't have any here.
   
   OK: I think I'm done. There will be misc. topics and I'd be glad to help you with those as the need arises....Dean
   
6. Dean E Sheldon, JR; in response to questions from #5
   I will ruminate and respond to your long post, but I do want you to know that, apparently, the NABS Board adopted a policy where NABS WILL NOT give out the names of NABS members in any state until after an affiliate group is formed. I didn't know that and I don't think I was on the Board at the time.  The reason, of course, is that anyone could get a membership list and use it for sales/solicitation and other commercial uses. I asked them to send a list to you last week and that is the response I got. So...we'll have to go another route with that and I believe that route might be MA Audubon and you might ask Tina if the Lab would supply you with Birdhouse Network names. You could ask about Feederwatchers as well. I didn't send that stuff as an incentive to make you move on this...not at all. You asked for a sense of what it took and that's what I tried to give to you. More later. As Aesop said: "Slow and steady wins the race."
   
7. Dean E Sheldon, JR; in response to re: wmbs
   Thom: You guys must both have the same devilment virus going...esp. when I read the last line of this communiqué. I guess I'd have to quote the old saw about "safety in numbers." If I were doing this...I'd make a contact with every Audubon organization in Western Massachusetts, with every college/university biology department in the area...and every newspaper [daily or otherwise]...and every nature center and/or park district or arboretum and tell them....."On [[[date]]], we are going to hold an exploratory meeting for those people in Western MA who may have a possible interest in developing a bluebird organization in our part of the state...the meeting will be held at [site] from....?....to...?... As an outgrowth of this initial meeting and, given sufficient interest, we hope to develop a steering committee to guide the creation of such an organization.
   
   This has been done with great enthusiasm all across America. Virtually all of these new bluebird groups have become affiliates of the North American Bluebird Society and have joined in the development of a marvelous new educational communications network dealing with bluebirds. This effort is jointly sponsored by the Cornell Lab of Ornithology." It might be useful to have Bruce Burdett, Lil Files, the gal from Maine and others there sometime AFTER your exploratory meetings to "shore up" your work. That's the way I'd do it.OK?OK! I'm waiting for the next question on the subject... Dean
   
   
8. Dean E Sheldon, JR;
   Just one additional quick thought as you begin to put things together. We have been very lucky here to have had Doug LeVasseur [soon to become the new NABS President] serve OBS both as its President and as its Executive Director. Unfortunately, he served in both positions at the SAME time and that is, in my opinion, a mistake. A mistake because it ties up two important leadership positions in one person and, thereby, deprives the group of another leadership point of view. I hope you understand what I am saying. When you write your Constitution/By-Laws DO NOT let that happen. Having said that, I think that it would work to your advantage to have someone appointed as an Executive Director. That person keeps the membership records...handles business for the group between Board meetings and, generally, sees that things are running well. It is a big job if done right...because the becomes the "point man" for the group. Several of the Affiliates have done this and I really think that Steve Eno could give you a better sense of how they do it in NE . Steve became the ED for Nebraska after having served as the first president of their BB group. He may even have some written specs on the matter.
   
   
9. "Tena Taylor"
   Mornin, Haleya!  YOU CAN DO IT, GIRL!  If I can, anybody can!  Our Mississippi Bluebirds is off and running!  My advice is to talk, talk, talk....and you're starting off the right way.  NABS will notify their members of your efforts if you ask them.  When time comes to actually hold a meeting, PUBLICITY is the key.  I put ads in newspapers and on radio stations that do public service announcements, and the people just came out of the woodwork!  Let me know if I can be of help in any way. 
   tt
   
   
10. Kathy Clark
    This is Kathy Clark. I think you are wise to take things slowly. I am the President of the Bluebird Society of PA. We all met in a kinda neat way.
    Some people had been chatting on AOL birding boards and one was Diane Barbin whom you know and another woman named Jane who is one of our board members too. They even found they lived only a few miles from each other. They chatted about having a bluebird society. At about the same time I was asked by the Audubon President of my local chapter if I wanted to do a bluebird trail at a state park. I was looking for something to do with my young daughter who is the person who got me interested in birds. So I took this trail over..65 boxes. I needed help and asked the Audubon to put it in their newsletter. They did something different. They put me in there as the bluebird committee. Yes.. that's laughable back then. Well I got phone call from Jane and some others. Jane kept after me..and all I wanted was help. But I got together with them.. and a few others.. maybe 8 people. They wanted to have a chat group etc. . THIS IS SOMETHING I WANT TO STRESS TO YOU!! I put this in our local newspaper.. an ad about meeting at the nursing home. We had an entire room full of people, maybe 30? Well they wanted to keep meeting and so we did.. just as a group of people with love of bluebirds. It was fun!! We decided to do this for six months, basically Feb through August.. nesting season. Once I got a slide show.. I kinda got to organize through default. Yes. laugh!!
    
    Well the six months were up. They wanted to keep meeting. Then the idea of seriously forming a chapter came up, and that's when we agreed to move forward. And HERE WE ARE!!!!
    
    Hayela, this might be a way to start out. See if your state park system , and I know NABS.. had a slide show. Find a local place where you can
    have a meeting..and show it. Just meet and talk.. Don't even necessarily talk about having a society. Just see who comes..
    
    I copied to Diane.. I'm sure she'll probably have stuff to tell you too!!
    
    Hope this helps.
    
    Kathy
    
    
11. Bruce Burdett
    Ha-LAY-a (just as I thought), I am preparing a letter to our NH Audubon Society, soliciting their help in forming a state Bluebird organization. I'm not just sure yet what form this letter will take. I approached them 6 or 7 years ago, at a time when I hadn't really done much of anything, and I got a very cold shoulder. If you got the 'Forward' of my letters to Dean, you know about my 'relationship' with them. But now I think I have enough of a track record to make a more convincing case. If they would simply agree to print a modest box in their periodical, asking NH bluebirders to get in touch with me, I could take it from there. If they'd let me write an article, that would be even better, but I suppose that would be asking a lot. I'm telling you this because I wonder if you might like to use the same approach, through your MA Audubon. (I assume that there IS a MA Audubon.) Of course, there's always the possibility that an 'organization' might be a fiasco, and therefore worse than nothing. Some states have GREAT organizations; some have rather poor ones. Maybe in the final analysis my Conspiracy is really the best way to go. Who knows? At least the Conspiracy does something SPECIFIC. It disseminates good, useful information, and isn't that the MOST important thing? 'Organizations', per se, can get pretty cumbersome, as I'm sure you know. They can get all bogged down with bureaucratic details. For one thing, it's often hard to get people to do what they're supposed to do. So.......think it over. I did not 'fight' much to get myself affiliated, in fact I didn't fight at all. Two people were chiefly responsible: Dean Sheldon and Doug LeVasseur.
    Bruce Burdett, Sunapee NH (I still have almost no birds at my feeders.)
    
    
12. Kathy Clark
    Hi Patty!! Yes Bluebirders is a word!!! I'm one!! I'm Kathy Clark, and I'm the President of the Bluebird Society of Pennsylvania. We started out as a really small group of people (10-14) as an outreach from my taking on a trail from my Audubon chapter. That's a place to look for like-minded birders. Also does West Virginia have a state park system? PA does and they have a bluebird trails program in about half of them. You could contact the park system about this if you like. I am also sure that your state Audubon President would be more than happy to help you in announcing things when/if you reach that point. First contact your local chapter. PA Audubon is one of our biggest allies. Another would be your State Game Commission. They have supported us as well. I had taken over a bluebird trail in a state park with my daughter and a friend. We asked for help with the monitoring and Audubon placed an item in their newsletter but as the Bluebird Committee. I got a phone call from an Audubon member locally who is now one of our board members and she had a list of a few people she had been in contact with that wanted to get together to chat about bluebirding. They also had been chatting on AOL birding boards about starting such a group. In the spring I called the individuals whose names she had given me, and we got together in a local library. We had a great time! We then decided we wanted to continue doing this and later placed a little article about bluebirds in local advertising paper and that we were informally meeting at a nursing home to chat. Alot of people showed up.. about 30-40.. but anyway we just kept meeting for about six months. We started out small, kept meeting and then decided to go further with this. We all just enjoyed what we were doing. About that time we learned of the NABS sponsorship for groups that wanted to get started and applied. And we're off!! We've been on a roll ever since it seems, and the people joined! We had an article in our newspaper (Harrisburg Area) one of the larger papers announcing our group's formation. Within several months we had 100 members. We are into our second year now as an organization, held a conference and planning another one on May 6th (consider yourself invited). We have grown from our initial group to approximately 435 members. About 60 have left, but that's to be expected as I am told. The renewals keep coming in though and we do have somebody working on just that job. It's not bad when each person takes just a little part. Just keep the goals simple and work with it as you are able to. I think it's important to have your initial core group of bluebirders!! We have had alot of support from NABS all the way which really helped. Financial and otherwise.. Every time I had a question I turned to them for guidance. They haven't steered me wrong yet! I could go on and on I'm sure.. about lots of details. I think the most important thing is to find your core group, and a just an informal gathering works well. Let the people come and enjoy each other's company..and see if they keep returning. Honestly, this was the last thing I ever expected when we first met, but it's been a wonderful experience. People really need to be educated about good ways to help the bluebirds. Bluebirds still depend on what we do in terms of providing cavities for them.
    Kathy Clark
    
13. David Silla to Tena Taylor, Fwd to Haleya
    Thanks for the reference guide! It will come in handy.
    As a county coordinator, (I'm new at it), I am the representative of the NCBS to my county and their "local ambassador" to promote bluebird awareness. It is my job to provide information, training and encouragement that will inspire prospective bluebirders to build and monitor nest boxes. The primary means of achieving this is to send press releases to our local papers, encouraging people to call for advice. Another suggestion I received is to develop a display for the local library. We are encouraged to try anything that will build interest in bluebirds.
    
14. Tena Taylor to David Silla, Fwd to Haleya
    From Tena Taylor, Calhoun County, Mississippi
    Hi, Dave, and welcome to the list! Would you tell me what you do as County Coordinator? We've just started MISSISSIPPI BLUEBIRDS, and I'm planning to present the County Coordinator program to our group in April. Bill Davis sent me his info, but I would like to hear what others do also.
    
15. Kathy Clark to Laura Re: Bluebird society in SC, Fwd to Haleya 
    Hi Laura,
    My name is Kathy Clark. I helped to organize the Bluebird Society here in Pennsylvania. We did this two years ago in May. There's no need right away to do things formally. This is how we began.
    
    There were two ladies locally chatting on a listserve about bluebirds. I had just taken over a trail at a state park and wanted some help with monitoring the trail. I found out about the trail from the Audubon society that I belong to. I asked the Audubon people for our chapter to put something in the newsletter about my wanting some help with monitoring this trail. They didn't do that but put my name in instead as the bluebird committee (isn't that funny?) Well anyway the one woman called me and said that they had informally tried to meet before and if anyone called would I call her back. I got about five or six calls and none of them wanted to help me monitor this trail but they did want to chat about bluebirding. I asked Audubon what to do, and they said go ahead and get them together and see what happens.  We had a meeting at a local nursing home and there were about 8 people who came. They wanted to meet again and so we did. We kept meeting just to chat and it was fun. We then tried putting a small "Free" ad in the local paper (advertiser) and we had 40 people show up. Of course that was a bit chaotic! But the people were having a great time! Everyone wanted to keep coming back, so we did this once a month and ran the little ad now and then. (usually about 15 people) We decided to meet from Feb. to August. August came and by then we had heard about the NABS affiliates and decided to give it a try. This small group about a dozen of us formed the board and were the founding members. Now we have over 500 members in just two years!
    
    If any of you want to see if you could get a group going, I'd recommend just trying getting together for awhile and chat about bluebirds. Get to know each other and just enjoy it. Perhaps in a little time (6mo to a year) there will be enough people to handle starting an affiliate group. You can do it as small as you like (no need to get stressed out over all kinds of tasks) That would take the joy out of it quickly without enough help. Just have fun with this and get to know others with similar interests.
    
    Don't feel that you have to the expert on things or a long time bluebirder to do this. Most of us on our board are into this only 3-4 years and there are a few that came along and mentor us who have many more years experience. There will always be somebody with greater or less knowledge, and don't let that stop you. Always have an open mind and be willing to agree to disagree sometimes, and you'll do great. NABS was such a great help to me in getting things going once we decided to form an organization. They gave me a mentor to call with any type of questions, and believe me I did. I think I should have had a red phone in his house for a long time. Dean Sheldon was invaluable to me, and he's always there to answer any questions I have as well as giving me lots of suggestions on things to do and what to avoid.
    
    Give it some thought and let me know what you think. I'll be happy to help you as much as I can. Start small is my best suggestion and just have fun with it. Let the organization things come in time. There are videos  you can buy and slide shows you can rent inexpensively. Show one at a local church or somewhere where you can use the room for free. Once other come ask them for ideas about what they want to do the next time that everyone decides to meet. It could be as simple as walking somebody's trail. I have lots of ideas for you if you are interested.
    
    Just think about what I've written and please let me know what you think. There will be no pressure from me. I'm just trying to help you. Have a great day!
    

16. Haleya's responses to the Kentucky's questions.
    Hi Haleya,
    We received your note saying that you were willing to help us here in Kentucky to organize a Bluebird Society.  We are more than willing to  take you up on the offer.  We are in the stage of serious talking about organization.  We need all the information that you can share with us on the structure of your Bluebird Society.  We are looking at some different states and how they went about organizing and we desperately want your input.  Joan Harmet has really been a lot of help.  So here goes my questions.
       
    1.  What was the very very first thing that you tried to accompolish?
    
    Can you be more specific? If I think I know what you are asking - what was the first thing to accomplish in starting the organization:
    1) First, it was to set up a date and place for the first exploratory meeting of bluebirders in our state interested in supporting our organization. In the meantime, you can read through all the emails that were compiled to start an organization - given out by NABS... that will give you ideas of what this thing is all about... Anyway the exploratory meeting will help you find out who and how many other bluebirders are interested in helping out. I know that Tena did it all on her own -ie starting that first meeting. I happened to talk to two other local bluebirders who said they would help get the first meeting going. so if you can find others to help, that would be great right off the bat. We advertised through paper and TV and radio. We also sent mailings out to every nature center we could think of and we also asked Jim Williams -the editor of NAB's BLUEBIRD to post a note. We also went on-line to the Bluebird-L listserv and other lists and advertised for the first meeting.
     
    2.  When did you elect officers?
    
     I decided (as president and core-founder) that I wanted interim officers before the first meeting started so that at the first meeting it would seem that we were very serious and in a way ALREADY putting our organization together. Everyone was fine about that. I know other groups waited until the first meeting to think about officers, and some wait even longer!!!
     
    3.  When did you elect directors?  What are their responsibilities?  How long?
    
    We have taken on one other person as director the rest of us are officers and directors. Responsibilites: Joan should be sending you by-laws from several NABS affiliates. It pretty much spells out the responsibilities of each officer. The length of the terms should be staggered (1-3 year terms) so that not all officers leave at once. Now, understand that I really didn't understand how all this works and frankly, I am just learning myself!!!!! Mainly, you have to have a President, Secretary, and Treasurer to run an organization. We have those as well as Vice President. I am still learning what the role of the President entails and hope that they have a program at the next NABS conference for affiliates about these exact questions. But honestly, you don't have to know all the answers to these to get started. Remember that everyone involved loves bluebirds and so are pretty easy going. Others will be able to help you navigate some of these questions. I let our board know all the time that I am new to this....
     
    4.  When did you choose a name?
    
    I took the liberty to choose it before I even called anyone about starting the organization!!! I figure if I am founding it, I get to name it... Now others probably wait until the meeting and decide together, but I had thought of the name for a long time and everyone just started using the name right off the bat. If anyone had complained, or questioned the name I would have felt fine about coming up with a new name. However, I think folks liked it that I had several things in place before we started.
     
    5.  Did you incorporate? If so what is the advantage and disadvantage?
    6.  Did you all register as a non-profit organization?
    
    Both of these processes are happening at the same time. We have a lawyer who happens to be a member and who happens to be willing to volunteer her precious time to help!!!! With her help we are also able to clarify some of the points of the by-laws. The advantage is EVERYTHING. I don't believe you can become a NABS affiliate any longer if you are not a non-profit. I believe there are several other
    advantages such as donations to your organization can be tax-deductible and no one can sue any members of the organization - unless of course they do something way out of line... I put together most of our by-laws by looking through all the by-laws from other NABS affiliates and took the ones I liked. The lawyer put them all together and is fine tuning them. It sounds really hard, but actually, if you use what has already been done, you will find it isn't so difficult.
     
    7.  What was the most effective way of getting publicity?     Newspaper, radio, weekly papers, etc.
    
    all of the above. NABS also sent us the names of NABS members in our state. They may have stopped doing this, but you can ask.  It is amazing how word gets around as well!!!!
     
    8.  What did you do at the first meeting?
    
    First introductions. I had the previous President of a bluebird society in our state (defunct) speak to sort of pass the torch. I talked about our vision and mission. We took questions from the group. We had volunteer sheets all set up so folks could start volunteering for helping our efforts. We had membership forms with the promise to have our first newsletter and new member packet out within a month. We had an
     old-time bluebirder from New Hampshire come down and speak. We had a raffle. And also snacks... I think that was it. Took 2 hours for the
     meeting. It was a lot of fun. Had someone take pix of us as a group........
     
    9.  How often are your meetings?
    
    I've heard from lots of groups it varies from group to group. In our by-laws we say we will only have one annual conference a year. No other meetings are scheduled! Some have meetings a few times a year. Personally I think I want to wait to see how our group unfolds before we
     make a committment to more meetings. However, we encourage people to go to speaking engagements any of us have and will schedule various field trips etc and see how those things go....
       
    Well I guess that is enough questions for now but I am sure I will  have some more later.
    
    Keep on asking!! :-)
    PS - newsletters, etc: You can copy nearly anyone's newsletter formats and also get articles from nearly anyone. All the bluebirders are very kind with helping each other out.......We'll send you our first one.