Chapter 8 - Membership Procedures

 

8.01 PROCESSING MEMBERSHIPS

8.011 The Oregon Library Association's Web Member Manager contractor shall perform the tasks needed to ensure that all memberships are processed on Memberclicks.. The Membership Committee will work closely with the  Web Member Manager to monitor renewals and new memberships, and facilitate the process.

8.02 PROCESSING TASKS

8.021 WEB MEMBER MANAGER FUNCTIONS:

8.022 Maintain oversight of OLA’s member database;  and help all units learn to access Memberclicks features

8.023 Coordinate with ALA regarding joint ALA/OLA student members; work out process for managing these with Financial Contractor.

8.024 Monitor automatic processes of Memberclicks; troubleshoot with Vendor when necessary; recommend upgrades to software where necessity dictates

8.025 Prepare for and causes delivery to Membership Committee the set of memberships representing of those members not responding to dues statement within 60 days of first statement

8.026 On September 1, change signature on welcome/thank you letter to that of the new President. Consult with the new President regarding changes to the letter.

8.027 Before September 1, communicate with incoming President for listing of new board members and committee chairs; update database with this information that is used to send monthly transactions reports.

8.028 Make sure the chair of the Honors, Awards and Scholarships Committee is able to access list of members who have contributed to HAS so these contribution may be acknowledged by the HAS Committee.

8.03 MEMBERSHIP COMMITTEE FUNCTIONS

8.031 Prepare membership report and new member report monthly and report monthly to OLA Executive Board

8.032 Receive report of members who are 90 days overdue responding to 1st automatic Memberclicks dues statement, purge from current database, and move those members to the non-renewing member database.

8.033 Monitor transfer of renewing members whose membership had lapsed from non-renewing data to current database.

8.034 Recruit members from non-renewal lists gleaned from Memberclicks

8.04 ALL OLA  UNITS

8.041 Prepare lists of unit membership as needed  by accessing Memberclicks database

8.042 Communicate listing of new committee members and officers to new president as soon as known, and before August retreat, with copy to Web Member Manager for web posting

8.043 Use Memberclicks for special mailings and for workshop registrations.

8.05 MEMBERCLICKS FUNCTIONS - AUTOMATIC

8.051 Process all credit card payments and follow up with rejected payments

8.052 Prepare and e-mail member dues statements monthly on the 10th

8.053 Prepare and e-mail second notice of member dues statements to those not responding within 60 days

8.054 Process membership applications and dues payments as received; enter new members in database; make necessary changes on renewing member’s data re optional affiliations and new expiration date

8.055 Send thank you note when member renews

8.06 MEMBERCLICKS  FUNCTIONS – BY QUERY

8.061 Prepare lists of unit membership

8.062 Prepare list for  Membership Committee chair of member dues statement that are 90 days overdue

8.063 Set up special mailing lists desired by Unit

 

Last amended June 8, 2012