Job Description – Membership Secretary

During the Year

  • Prepare subscription receipts and maintain members’ database
  • Advise secretary of changes in contact details as necessary
  • Hand monies received to treasurer on regular basis
  • Ensure monies handed to treasurer agree to total of receipts book
  • Prepare list of donations received in subscriptions receipt book
  • Prepare list of previous year subscriptions paid in the current year
  • Prepare and distribute members’ newsletters (usually 4 per year)
  • Distribute welcome letters to new members as necessary
  • Ensure membership application form on the website is kept up to date
  • Maintain Diary Dates list

AGM

  • Check all attendees and persons appointing a proxy are current members or vice presidents
  • Prepare list of attendees and hand to minutes secretary

Bonfire Night

  • Ensure receipts book available in collection bucket room of HQ for subscriptions paid on the day
  • Collect receipts book and monies received at end of evening

Year End (31st December)

  • Give copies of the following reports / lists to the treasurer as soon as possible after the end of the year:
    • Report of adult paid up members for the year
    • Report of junior paid up members for the year
    • Report of subscriptions paid in advance at the year end
    • List of donations received in subscriptions receipt book
    • List of previous year subscriptions paid in the current year
  • Chase subscriptions which remain unpaid at the end of the year

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