Role of the Membership Secretary
As at 23 Oct 2018
The post of Membership Secretary is required by the Constitution, and the incumbent is a member of the Committee of the Andover U3A. The current Membership Secretary is Jean McLeod, email address: email@example.com
The Membership Secretary's role includes the following activities:
Maintain the database of membership details, updating promptly on receipt of new applications, renewals and amendments. Keep a separate back-up copy.
Bank all receipts and notify Treasurer.
Provide membership card(s), welcome letter, newsletter, ICE card(s) and list of groups to new members; membership cards to renewing members.
Display attendance sheet at monthly meetings or arrange for a deputy. Be prepared to deal with membership enquiries. Prepare new sheets quarterly.
May (AGM), June and July meetings – be prepared to process considerable numbers of renewals.
In late July, prepare and send a reminder letter to members who have not renewed.
At 31st August, delete non-renewed members.
Be prepared to conduct a membership audit after 31st August if required by committee and in liaison with Groups Co-ordinator.
Respond to requests from TAT for Direct Mail Submissions.
Act as a member of Committee.
Annual Membership Renewal Process
January – prepare new database.
Confirm new subscription with Treasurer and start to use appropriately revised Application and Consent forms.
Prepare Renewals Timetable, liaising with committee to cover preparation and printing of:
AGM minutes and Agenda;
Membership cards with Speaker programme;
Membership renewal forms;
Gift Aid Forms.
Order any additional stationery required.
Newsletter (Spring & Autumn) and Distribution of Renewals
List new members since previous newsletter and submit to Editor.
Write a short report (optional).
Prepare 2 sets of labels, each set comprising 1 label for each address. Attach one set to envelopes and other set to renewal forms (no renewal forms for Jan – Mar joiners).
For annual renewals, contents of envelope will be renewal, consent and gift aid forms, AGM minutes, agenda and a newsletter;
For Jan - Mar joiners, contents of envelope will be AGM minutes, agenda and newsletter only, but add new membership card(s).
Lay out envelopes at April meeting. Stamp and post remainder after meeting.