SETTLE DISTRICT U3A MEMBERSHIP SECRETARY (updated October 2019)
The membership data is kept on the U3A Beacon system. Access to this is granted by the Beacon Administrator. The membership runs from 1stJuly to 31stJune, but members joining in April, May or June and paying the full recommended fee (£18 currently or more) will be given membership to the end of June of the coming session. There is a period of grace from July to 30thSept for renewal after which non-renewed members will be classified as lapsed and will not be members although their data will be retained. WestNet (Bradford, Craven and Ilkley U3A groups) members DO need to join Settle District U3A if they wish to participate in Settle group activities but DO NOT need to pay a subscription. Their information is required for the purposes of communicating with them.
Completed paper application forms are kept for future reference in the U3A filing cabinet in Victoria Hall; in particular for Gift Aid information (7 years for the HMRC).
The main responsibilities through the year are as follows:-
When the programme of Speakers has been completed take the draft copy to the printers (Lambert’s have done it for a number of years and have a template for the card) and have enough membership cards printed for expected needs, currently 450.
Update the application forms that are online with any revised information for the coming new session i.e. dates and fees for example.
Put a reminder in the August newsletter that renewal of membership can be by using a bank transfer, to reduce the queuing at the meeting in which case the membership secretary should be informed by email including the amount transferred. Alternatively an application form can be printed from the web and filled in and either sent to the membership secretary with a SAE or brought to the meeting with the appropriate fee.
Have sufficient (currently 250) application forms printed for the renewal/application meeting.
At the meeting have renewal forms available as people enter and have two desks available for renewals, with access to the list of existing members and their numbers, and have one desk for new applications with clear signage or direction for the two queues. Existing members keep their number and a list is required with the next 100 membership numbers to allocate to new application forms. Membership cards are issued as people pay. Payment can be by cash or cheque at the meeting.
Four or five people are required to cope with the applications, one (or two) on new applications and three on the renewals.
Send out reminders by email and letter to those members from last year who have not yet renewed their membership for the current year.
Keep the membership data on the Beacon system up to date Download membership information as required from the Beacon system. Pay enrolment fees into the bank (HSBC) when received and inform the treasurer.
Agree with the committee any Honorary Memberships for the year.
Provide lists of new members to the committee for the new members coffee morning.
Provide a list of names, addresses and telephone numbers of those members who do not have an email address to the committee member who organises the distribution of the printed newsletters. Update as necessary.
Three or four times a year provide the U3A magazine distributors with the names and addresses of members. You will be prompted for this information by email. The Beacon system has the facility to generate the list for submission to the distributor.
Inform the committee of membership information as required.
Prepare the Gift Aid data and apply to HMRC online for the money. Currently the Membership Secretary is the designated official for the application.