RE: Memberships, expiry, cards, etc

["Rick Rose" <rrose@nwadmin.com>]

I like the first proposal - continuing to let people join throughout the year, 
and therefore, come up for renewal at all times throughout the following year 
(for example, I'm paid-up through December - I assume because we joined in 
December? of last year).  However, because it has been so "messed up", we 
should go the extra mile of making sure that everyone has had the opportunity 
to renew before purging their names from the database.

That's my opinion...

Rick Rose :)
Senior Programmer/Analyst
Northwest Administrators, Inc.
Phone:  (206) 926-2774
Fax:    (206) 926-2699
rrose@nwadmin.com

 -----Original Message-----
From:   Erik Olson [mailto:erik@thekrib.com] 
Sent:   Wednesday, September 04, 2002 12:07 PM
To:     gsas-board@thekrib.com
Subject:        Memberships, expiry, cards, etc

Hi folks,

I am printing the labels for the postcards right now.  Reminded me of yet 
one more little annoyance we probably have to address.

History: 

GSAS has handled membership renewals in a variety of ways in the past.  
During some dynasties, membership was always due at the same time of the
year, i.e. at the general auction.  Cards were mailed out (or given out? 
Clay or Dave, any input here?) at that time to the entire membership.

During my tenure as editor, memberships were renewed throughout the year.  
Thus, they were also EXPIRED throughout the year.  The software handling 
the database was set up to "flag" new and renewing members, so their 
labels would be printed last and thus easily separated by the person 
mailing the newsletter.  

The newsletter mailer, meanwhile, inserts a small blue membership card 
into the magazine, either stapled or taped.  When I was prez, I just did 
it all at once.  I think Heather  gave me a whole bunch of cards 
pre-signed.  I think Clay did the same with Joe.

When I ported the database to be web-based, I kept this functionality --
Bob sets a special "renew/new" field when he processes the checks, and
when I print the labels, I have a script that resets the flags...

...or so it used to be.  Since about mid-2000, I have stopped doing this, 
because I didn't think we were being fair to the membership when I was 
only publishing 6 newsletters a year.  As a result of this, we have about 
25 members who will be purged off the list next time I reset the flags.  
Folks like Anne & Bob, David Walburger, Sam Beavin, and  Laurie Hughes.

THE PRESENT:

OK, so I propose that as of next month, i.e. Erika's first newsletter, we 
purge the list and send new membership cards to everyone left, just to be 
sure everyone is covered.  Perhaps we mail it out before the purge, so 
that expuiring folks get a chance to renew.  I'm not positive, but I 
suspect that it's been so long since the last reset-n-purge that some of 
the "new" flagged people have already expired!

An alternative proposal might be that we switch to "once-a-year" mode,
especially if it's easier for Erika to handle.  Should we want to, this is
a unique opportunity to change modes because everything's already so
messed up.

What to do until then:

  * Locate & sign membership cards (Clay)
  * Modify label software to show expire date even on renewals (Erik)

  - Erik

-- 
Erik Olson
erik at thekrib dot com

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