|
Thank you for your help in making the membership drive run
smoothly and for promoting a love for reading in Washington.
 |
|
|
Using Email Attachment Method Instructions |
|
|
|
|
|
|
|
|
|
|
|
|
|
1. You will be emailed a copy of your current membership
roster around the time of our Spring Leadership Conference. The
roster will be on an Excel spreadsheet unless you have specified
that your prefer to have an MS Works spreadsheet or database.
2. There will be 12 columns on the spreadsheet:
Column 1 Code - an "m" in this column indicates this
member paid dues to someone beside the council;
a "c" in this column means this member paid dues with conference
registration.
For members who paid the council directly, this column is left
blank.
Column 2 Council - this column contains WORD's number
designation of your council
Column 3 First Name
Column 4 Last Name
Column 5 School. Business Mail (We prefer home addresses,
but for those who insist on using a school or business address,
put the name of the school/business in this space.)
Column 6 Address (home or school address)
Column 7 City
Column 8 State (we do have members from Oregon & Idaho)
Column 9 ZIP
Column 10 IRA Number (don't forget to include these)
Column 11 Type (this means type of membership: "s" for
student; "r" for retired; "L" for lifetime)
Column 12 Year - Record here the calendar year for which
dues are paid. (At the council's discretion, new members or
renewals paid from early in the summer through the fall can be
held and transmitted in the late fall to be considered members
for the next calendar year.)
3. When you receive the spreadsheet, you can use the columns
beyond Column 12 to record other member information, such as
phone numbers, school, grade level, etc. So that we can readily
identify your new members, simply add them at the end of last
year's alphabetical list.
4. When it comes time to transmit your list to
Nancy Gill -
(maybe late in November) simply write Nancy an email saying
something like "Here comes our membership list", attaching your
membership list, and adding the info needed on the Summary Sheet
(# of renewals, # of new members, # of retiree/full-time student
members, and # of regular members) and your "good idea"
statement about a membership ploy that worked for you.
5. Please send a copy of the email & attachment to
Bill Hallock.
6. In January you will receive a bill from Nancy for the portion
of dues collected that you owe to WORD. Send no money until you
receive a bill from Nancy. You will be billed $7 for each
new/renewed regular member and $3 for each new/renewed student
or retired member. Lifetime members are carried over each year
at no charge. You will be credited $8 for each regular member
and $4 for each student/retired member who pays dues to WORD
directly or at Conference.
|
|
|
|
Pencil and Paper Method Instructions |
|
|
|
|
|
|
|
|
|
|
|
|
|
Let Bill Hallock know that you would prefer to use the pencil
and paper mode for reporting your membership. He will see that
you receive a hard copy of your current council roster.
1. Hard copies are due to Nancy, with corrections and deletions,
postmarked by December. 1.
CORRECTIONS:
√ Use a yellow highlighter to indicate incorrect information,
addresses, name changes,etc.
√ Write the new information (correction) above the name &
address line on the printout.
DELETIONS (Those who have not renewed):
√ Use a RED pen to draw one line through the name.
NEW MEMBERS:
√ Use the "Add-on" form (click for form) for new members, OR
send your own computer generated list of new members.
2. Summary Sheet:
√ Please send the Summary Sheet with the correct information.
3. Payment: In January you will receive a bill from Nancy for
the portion of dues collected that you owe to WORD. Send no
money until you receive a bill from Nancy. You will be billed $7
for each new/renewed regular member and $3 for each new/renewed
student or retired member. Lifetime members are carried over
each year at no charge. You will be credited $8 for each regular
member and $4 for each student/retired member who pays dues to
WORD directly or at Conference.
Thank you for your help in making the membership drive run
smoothly and for promoting a love for reading in Washington.
Before mailing, please make sure you have enclosed:
1. Computer printout (with changes made)
2. Add-on forms
3. Summary Sheet
Send to:
Nancy Gill
250 Duncan Road
Kelso, WA 98626
Please mark these dates on your calendar.
First of all, dues: collect $15 from each "regular" member and
$7 from each full time student or retired member.
We go on the assumption that WORD and all its councils run their
membership campaigns in early fall by:
1. Contacting in person or by mail all previous members with a
reminder to renew or
2. Hosting a kick-off meeting or activity where dues are
collected.
May: Spring Leadership
Around the time of Spring Leadership your council will receive
the latest computer printout of your membership list, most of
you via an emailed Excel spreadsheet. As members renew, change
the date in the "year" column to reflect the year for which they
are paying and make any address changes. If you are using a hard
copy, simply put a check mark by the renewer's name, indicate
with an "n" or "r" in the last column whether new or renewed,
and make address corrections if needed. By doing it then, it
will save you time in November. For new members, write the names
and addresses on the "add-on" sheet or begin adding new members
at the end of the alphabetical list on the Excel spreadsheet you
received.
Summer
At the councils discretion, new members who join through the
summer may be added to your spreadsheet during the summer to be
transmitted to WORD in late November to be counted as members
for the next calendar year. If members renew during the summer,
they too may updated on the spreadsheet and held to be
transmitted in the fall.
October
If members haven't renewed by October 15, send a note or email
or have someone call those non-renewals. Use your building
liaisons to help. Some people may need a second reminder.
Consider offering an incentive to buildings with early returns.
November
Finalize your council's memberships, and prepare your list to
send -
Either: follow directions for the paper and pencil handling of
the computer printout, OR prepare the spreadsheet file to email.
Click here for forms and instructions.
December 1
Updated membership lists (computer printouts and new member
add-ons) should be postmarked or sent electronically to Joan
Cohee on or before December 1.
December/January
After the membership committee reviews and records your new
information, you will be sent an updated printout by email or
snail mail. Check it for accuracy. Email or snail mail
CORRECTIONS ONLY to Bill Hallock by January 8 so that all
members of your council will receive the January newsletter.
January
You will receive a bill for your council's memberships. Please
check it for accuracy and then give it to your treasurer to make
out a check to send to Nancy Gill (address below) as soon as
possible. Send/email to Joan Cohee (with copies to Bill) any
changes, corrections or add-ons as they come in or periodically
through the rest of the school year. All new information will be
kept in our files, and you will receive an updated printout
around the time of the spring Leadership Conference.
Joan Cohee, Co-Director of Membership
Dianna Harvey, Co-Director of Membership
|
