Procedures of the Membership Secretary

Date Written: 04/22/2021

Revision: 1.1

Reason for Change: Original Document

Purpose:

To define the procedures and instructions for the 3M Personal Computer Club –

Definitions:

3M Club – 3M organization that manages a variety of individual sports and activity organizations

PCC - Personal Computer Club

Scope:

This document covers the process used to manage the duties of the 3M Personal Computer Club.

Process:

The membership is maintained in Microsoft Excel, filename Member List,xlsm

Procedures:

• • That Microsoft Excel file includes two Microsoft Visual Basic for Applications, one that sends emails to remind members to pay their dues, and the other that sends emails thanking them for paying. These VBA programs automatically modify the Excel spreadsheet of such things as date paid. This minimizes human error. The membership secretary also keeps a copy of all transactions in a text file as a running record of every transaction that was sent via the VBA programs in Member List.xlsm. This allows me or anyone else on the board to look back in time and verify that membership processing was done correctly.

Roles and Responsibilities:

• The Membership Secretary shall maintain a roster of the club’s membership.

• Send annual renewal notices to members on a monthly basis.

• Update email and other info as needed.

• Send membership money received along to the Treasurer.

• Send updated membership lists to the President, Mac SIG Director, and others on the board.

• The Membership Secretary shall provide a copy of the membership roster to 3M Club as requested.

• Remove members who are over 120 days past due.

Edited by Paul Ebert 04/22/2021

Approver(s) James Homan 4/?/2021