RE: MCM -notification of membership

["O'leary, Jack" <joleary@col-col.com>]

        Hi, everyone!

        I'm way behind on membership duties, and I haven't read a lot of my
email over the last month or so.  I'm taking a weekend class, and opening a
new office for my company (maybe a little overcommitted, eh?).

        In reading some of the MCM correspondence, I understand that Bob is
a little frustrated at what is happening with membership.  I understand that
and regret any grief caused.  It is a little more work than I anticipated.
I second what Neil has said regarding this issue; when TAG is issued
regularly, it's easy to keep the "rhythm" going and the complaints are few.
As I mentioned in a past MCM digest, I generally process all of the
membership correspondence when I get a request for mailing labels, to ensure
that all applicants get the very next TAG. Due to this practice, I have
allowed a backlog to develop.  (We have gotten a good response to our
renewal mailings, further adding to the backlog.)   Based on recent events,
I will be reverting to a weekly schedule.

        I'm taking the next few days off and planning to catch up on
membership items, including responding to email.  Based on the feedback that
we are getting from the membership, it seems that we really should send out
a confirmatory package to each new/renewing member, and I will start doing
it.  I intend to send out a postcard, as suggested, when each application is
processed, with language something along the following lines:

        Welcome to the AGA!     As a benefit of membership, you will recieve
6 volumes of The Aquatic Gardener.  It is usually published on a bimonthly
basis, but your first issue may be delayed depending on when your membership
was received and on the frequency of publication.  The Editor may delay
publication at his discretion in order to compile special issues or for
other reasons.  The volunteers of the AGA appreciate your patience.

        In the meantime, please visit our web page at ______________.  You
may also want to order back issues of TAG from:  __________________.  Most
imporantly, we welcome your participation!  You are encouraged to submit
your own articles, photographs, drawings, or questions to the Editor, Neil
Frank, at ________________.

        I hope that this will all fit on a postcard, at a reasonable type
size.

        I suppose that a motion is in order, so I move that 

        1.      The membership chair be authorized to send a "welcome"
postcard, more or less as written above.

        2.      The membership chair be authorized to incur printing costs
to have them produced (estimated at $30 - $60).

        As far as contacts go, I was intending to put our mailing addresses
on the cards.  Is this OK?  (Not everyone has email).


        Lastly, the membership database, as I recieved it, had expiration
data expressed as dates (i.e. Jan 1999). Lately I have received some
complaints that renewal notices are being sent out "early" (I thought that I
was late with them!).  This is probably due to the practice of basing the
expiration date on the calendar years from receipt of the application.  I'm
thinking that renewal data should probable be expressed by the particular
volume and number at which the membership expires, in order to allow for
less regular publishing schedules, and to ensure that the member does indeed
receive six issues per year.   What does everyone think?



        - Jack O'Leary