Re: Memberships, expiry, cards, etc

[Erik Olson <erik@thekrib.com>]

On Wed, 4 Sep 2002, Charter wrote:

> I hate to add an extra step to the process, but it seems to me that people 
> who are about to be purged should be notified the month before, to give them 
> a chance to renew at the next meeting.  If the membership cards are blue, 
> then the reminder cards could be orange. 

OK, so it sounds like a plan of auction -- I mean action (sheesh, 
fingers not working well today) is:

  * I have already highlighted in yellow the "expires 10/01" bit of the
label this month, but otherwise proceeding like we have for the past year.
No purge, no flag reset.

  * I have modified the label-creating software to now print things like
    "about to expire, Please renew!", "this is your last issue, please 
    renew!", "Really, we mean it!" as the expiration time approaches
    and passes.

  * The date is now also ALWAYS printed on the label, even in the case of
    renewals, so you'll know how to fill out the cards.  (Clay, I would 
    suggest just signing the cards and let Erika expiry date & name them,
    because they'll be different in the intervening time between now and 
    the newsletter).

  * Next month we will have these new labels, and Erika can include the 
    yellow cards (hey, how about stickers?  I have lots of extra flourescent 
    yellow and green stickers left over from when I was testing the 
    auction stuff!  Less work!  Be glad to send em your way.)

  * Next month we send out membership cards in the newsletters for all 
    "new" or "renewals".

  * AFTER the newsletter is sent next month, we purge the database, so
    all people 2 months (or more than 2 months, I can't remember) overdue
    are dropped; this also resets the "new/renewal" flags, and we're back
    on schedule.

> Since I'm the one who came up with this idea (and since I can hear everyone 
>  - particularly Erik - groan when they read this message) I don't mind being 
> appointed Chair of the Mailing Stuff Out Committee.  I'm pretty responsible 
> (if I do say so myself), I live just a few blocks from a post office, I have 
> ample free time for projects this year, and I'm good with databases. 

All you should have to do is click on a link on the gsas database website
to create the labels in PDF or Postscript format.  (At least that's my
goal by the time you need them... I'm close now).  I'll send you another 
e-mail with a username & password & details.

  - Erik

-- 
Erik Olson
erik at thekrib dot com

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