NORTHERN CALIFORNIA SECTION OPERATIONS MANUAL
Updated: July 29, 1998

MEMBERSHIP SECRETARY

The Membership Secretary is an elected officer of the Northern California Section. As an officer of the Section the Membership Secretary shall share the responsibility to administer and execute the activities of the Section within the framework of policies established by the Executive Committee with the Chairman, Chair-Elect, Executive Secretary, and Treasurer. The Membership Secretary must be a member of the Northern California Section. The Membership Secretary cannot hold another elected office within the section. Terms of the Secretary shall be one year beginning July 1, following the election. The individual holding the Membership Secretary position is limited to three consecutive terms.

DUTIES

1. Maintain an accurate membership roster of the Section through:
a) up-dating the NCIFT data base.
b) up-dating dues collections from the National Office or dues paid through the local office onto the data base.
c) assigning appropriate membership codes (i.e. professional, member, emeritus, or student; see 2 below) to members of NCIFT
d) noting when dues are paid by each section member.
e) entering Company Name, where appropriate, for each member. Company names need to be consistent for grouping purposes. If secondary names for various companies are used, spelling needs to be consistent for grouping purposes.
f) adding address(es), phone and fax number(s) for each member on the data base.
g) maintaining a current copy of the membership roster on a backup diskette whenever changes are made.
h) Send updated membership lists to Sub-Sections each time the Section list is updated.
 

2. Receive and process membership applications. Members are classified on the data base as:
a) Regional members, "R", (paid national and local dues).
b) Regional members, "D", (paid national and local dues, and has an interest in the Central Valley sub-section).
c) Regional associate members, "L", (paid local dues only).
d) Student members, "S", (paid local dues).
e) Bay Area Emeritus members, "Y", (free membership).
f) Central Valley emeritus members, "X", (free membership).
g) Company libraries/non-members, "B" (free membership).
h) Section numbers are also added (2A-NCIFT, 2B-Central Valley Sub-Section, 2C-Monterey Sub-Section, 2d- San Joaquin Valley Sub-Section) to the data base.

3 Notify members that they will be dropped if their annual dues are not renewed.

Requirements

1. The Membership Secretary will have access to the NCIFT membership's computer and a printer.

2. The Membership Secretary must be willing to learn and operate Paradox 3 or comparable software to maintain records and print labels. The manual for operation of these programs is retained by the Menbership Secretary.

3. The Membership Secretary should expect to devote (on the average) two (2) hours per week to maintain records; print labels; send renewal notices; invite new IFTer's to join; prepare a membership report for the Executive Committee; assist in preparing the membership directory; respond to membership inquiries; print and distribute membership application forms; prepare interim directories for the NCIFT office manager; and, write membership articles for the Hornblower.

TIMELINES

August 1
· Attend August Executive Committee Meeting

August 23
· Prepare labels for Hornblower mailing and send to Mail Center. Notify the Hornblower Editor and printer as to how many labels will be sent.

Octoberl 1
· Attend October Executive Committee Meeting

October 23
· Prepare labels for Hornblower mailing and send to Mail Center. Notify the Hornblower Editor and printer as to how many labels will be sent.

December 1
· Attend December Executive Committee Meeting

December 23
· Prepare labels for Hornblower mailing and send to Mail Center. Notify the Hornblower Editor and printer as to how many labels will be sent.

January 20
· Prepare labels for NCIFT elections

February 1
· Attend February Executive Committee Meeting

February 23
· Prepare labels for Hornblower mailing and send to Mail Center. Notify the Hornblower Editor and printer as to how many labels will be sent.
 
March 30
· Update last of renewal dues and send lapsed dues notices

April 1
· Attend April Executive Committee Meeting

April 23
· Prepare labels for Hornblower mailing and send to Mail Center. Notify the Hornblower Editor and printer as to how many labels will be sent.

April 30
· Delete individuals from mailing list who have not renewed.
· Obtain new members from Supplier's Night and add to database. Be sure that they are transferred from Suppliers Night account to NCIFT membership lists
 
June 1
· Attend June Executive Committee Meeting
 
June 23
· Prepare labels for Hornblower mailing and send to Mail Center. Notify the Hornblower Editor and printer as to how many labels will be sent.
 
Sub-Sections will ask for labels. These will be printed and forwarded on an as needed basis.



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