Membership Secretary
The role of the Harrogate Rambling Club Membership Secretary is to:
1. Handle Enquiries
- Answer phone/email enquiries
- Send the following information (2nd class, A5 envelope):
- Enquiry Welcome letter (including Club’s website address)
- Application Form
- copy of an old programme
2. Handle New Members
- Membership form / cheques received by post
- Send (2nd class, A5 envelope):
- New member’s letter
- Latest programme (plus any inserts)`
- Walk Changes
- Club Handbook
- Club Constitution
- Countryside Code
- “If Things Go Wrong” laminated card
- Send email address to Email Communications person
- Record membership details in membership database (Excel spreadsheet)
- If member joins in Nov/Dec, automatically add to next year’s membership
- Enter name and amount in HSBC paying in book
- File new membership forms in date order.
- Bank cheques at the end of the month; send the deposit slip to the Treasurer
3 Renewals
- In October, review renewal forms and get printed for distributing with the Dec-Mar programme
- Process renewals from Nov-Feb (check address/email changes, recording and banking payments)
- Get copies of bank statements from the Treasurer to check renewals paid by standing order
- Send reminder letters or emails to members who have not renewed by mid-February
- Honorary Members need automatic renewals
- Inform Email Communications person of new email addresses
4 New Programme To-Dos
- Tell Programme Secretary how many copies of the programme are needed
- About 5 weeks before commencement of new programme print address labels for the current members and deliver to Noreen Logan / Jen Harland.
- Send copies of the latest programme to the Treasurer for distribution to the advertisers
- Send copies of the latest programme to Libraries, Tourist Information Offices and the Webmaster
- Send extra copies of programme to General Secretary President, Vice President and Programme Secretary
5 Other Tasks / Notes
- Provide membership numbers and statistics for Committee Meetings
- At the AGM report on membership numbers and statistics, and also report on existing honorary membership and new honorary members appointed during the last year
- Get copies of the following from time to time
- Enquiry Welcome letters
- Club Constitution
- Countryside Code
- “If Things Go Wrong” laminated card
- Database maintenance (ie back up spreadsheet regularly)
- Keep receipts of expenses
- Deal with enquiries from potential Honorary members
- Do not give out members’ details without their permission
September 2017