Job description for Membership Secretary

·        Deals with enquiries for DSC membership – either from the website or from enquires at the clubhouse. Supplies the clubhouse with blank application forms

·        Send out requested application forms with relevant advice as to the stages of application i.e. proposer and seconder signatures on form, deposit with completed form, posting on clubhouse board for 2 weeks, submitting at Exec meeting for approval

·        Once approved at the Exec meeting, the MS writes to inform the applicant and requests the balance of subs / boat plot fees

·        The paper application form is filed

·        Details from the form are transferred to the membership database on receipt of the full subs

·        The applicant gets notification of the receipt of cheque, and information/ fixtures booklets are posted to them along with a standard letter of welcome to Downs Sailing Club

·        The database is kept up to date by the MS who creates forms for new members, and makes changes to any details on existing members such as new addresses/ telephone numbers.

·        The MS can use the database to provide lists of contact details, or address labels for contacting members with club information.

·        The database is used to print off subscription request letters in March

·        The MS collates and posts the letters, then monitors the responses and fills the information in on each individual’s record on the database.

·        Compliment slips are posted out to acknowledge receipt of cheques for renewing membership subs, along with the new year’s fixtures booklet.

·        The cheques details are recorded on a form, along with any changes to personal details, changes of membership type, requests for boat plots etc. The changes are then entered on the database and the subs box filled in with the amount and date

·        The cheques are banked at the HSBC with the club paying in book.  The Treasurer is notified of the amount of subs banked and the date

·        The database is used to monitor those members who have not paid their subscriptions, then the MS sends letters out to request subs once more.