Ø Rule up the new page in the book where members sign in
Ø Update the points table to be able to give an update at the general meeting
Ø Count the number of members (Metro & Country) to give an update at the general meeting
Ø Arrive at 7:30-7:45 and set up to accept new/renewal of memberships
Ø Provide information to prospective members
Ø Provide update to the meeting of membership numbers and points table
Ø Obtain any new memberships or renewals that are received via post from Secretary
Ø Obtain spare copies of the magazines from the Editor to allow these to be given/sent to any potential member
Ø Membership is from 1st July to 30th June
Ø Members who join after 31st December only have to pay ½ subscription as the subscription expires 30th June
Ø Members who join after 31st March pay full subscription and are financial to 30th June NEXT year
Ø When member renews:
o Issue receipt (may be given to editor for posting with magazine)
o Issue new membership card (may be given to editor for posting with magazine)
o Update membership officers cashbook
o Update the editor with any change of address details
o Update the database with new subscription details
Ø Issue receipt to person
Ø Update membership officers cashbook
Ø Take application form to next committee meeting where it must be passed before member is admitted to club
Ø After membership has been approved, issue welcome letter and new member kit. Kit should contain at the items below as a minimum, but may also contain other detail/brochures on things that may interest:
o Welcome letter advising acceptance of membership and their membership number
o Membership card
o Copy of the club constitution
o Copy of club information booklet
o Copy of club information flyer
o Copy of the membership list (if any stock is held)
Ø Advise editor of details to enable Suba news to be sent monthly
Ø Update Club database
BEFORE DEADLINE FOR INPUT TO MAGAZINE
Ø Provide editor details of the updated points table for inclusion in magazine
Ø Provide editor short article welcoming new members who have joined in the past month
Ø All money that is receipted must be entered into the cashbook
Ø Record an asterisk (*) next to any new member to track membership numbers allocated
Ø At the start of each new financial year, all life members are automatically entered into the book
Ø The club membership booklet must be prepared and sent to all members providing members details of all the members of the club. This is done in conjunction with the editor
Ø Write article for magazine advising that memberships are due as at the end of June. Include copy of the membership form in the magazine
Ø Have points table updated to allow committee to select the winners of the various awards
Ø Put article in magazine reminding members that memberships are due and if they are not financial that the August magazine is the last one they receive.
Ø Prior to the deadline for the magazine input, advise editor of those members who haven’t renewed their membership so that their names can be removed from the mailing list.
The Club runs an annual points award system to encourage participation and serves as a means of deciding annual end of club-year awards. Points are gained by way of: attending meetings and trips, leading trips, writing magazine articles and/or submitting photographs, writing trip reports, bringing a guest speaker to a meeting, and many other ways. It’s all fun, and each year the top point scorers receive the Club Man and Club Woman shield. For outstanding contribution by new members, there is the Keema Shield. Runner-up and other awards of recognition are presented, as well as other awards along less serious, novelty lines.
POINT SCORE ALLOCATION
Points will be awarded to financial members as follows:
|
Attending trip |
1 point per day (maximum 5 points for big trip) |
|
Attending General Meeting |
1 point |
|
Writing Articles |
1 point per published half page up to a maximum of 2 points for any one article |
|
Photographs |
1 point per photograph (even if it supports a magazine article) |
|
Arranging a guest speaker |
3 points |
|
Introducing a new member |
5 points |
|
Heard The News items |
0 points (but thank you for your contribution) |
|
Leading a Social Trip (Birthday, Xmas Party etc) |
0 points plus attendance points |
I use an Excel spreadsheet to update. The period for calculation of the points runs from 1st June to 31st May each year to allow for calculation of the awards listed above in time for the Birthday party in July.