2016 – 2017 Committee Members
David Holt, Chair
The Chair is appointed by the President for a term of one year. The Chair may appoint additional members as needed.
Membership: Directory Production
- Early September: Begin the process after the third round of renewal notices have gone out and after most of the responses have been received.
- Late September: Buy mailing envelopes. (Office Depot sells 10 in. x 13 in. first-class self-sealing envelopes at a good price.)
- Revise the front matter in the directory: constitution and bylaws, list of past presidents; list of committees and members; other information that the Board or Membership Chair decide to include.
- Edit geographic listing.
- Affix return address labels to the envelopes. (It’s good to do this tedious task in small chucks to avoid boredom.)
- Produce listings by function and library type.
- Lay out and print alphabetical listing. Print mailing labels on the same day. This step should be the last before printing.
- Mid-late October: Have directory printed. Print 50-75 extra to send out to new members throughout the year. While the directory is at the printers (usually a week, in my experience) you’ll have a good opportunity to affix the mailing labels to the envelopes.
- Mid-late October: Mail directories. [The bylaws provide that the membership list be distributed by October 1. I view this as a relic of simpler days when NOCALL had fewer members. Given our renewal schedule and number of members, a more realistic goal would be to have the directory in members’ hands by early November. — Lee]
Contents of NOCALL Membership Directory
The front matter includes a list of the current Executive Board (obtainable from the President), a list of committee chairs and members (in the past, the President has asked the chairs to provide a list of their members to the Membership Chair; the NOCALL-LIST is also a way to solicit this input), a list of NOCALL past presidents, the current Constitution and Bylaws. The previous year’s issues of the newsletter and the chair of the constitution and bylaws committee are sources for amendments.
Production of the geographic list involves sorting and exporting records from the database, and then editing the resulting word processing file to achieve the effect that the chair desires. This editing can be time consuming, so it is best to begin the process a few weeks before the directory is slated to go to the printer. That way the list can be edited a little bit each day. If, during the editing, new or updated information is received, the geographic list can be edited to reflect this at the same that the information is added to the database.
Here is an outline of the process:
(a) In the database, find the value “yes” in the field “Renewed [current year]”. This assures that only the records of members who have renewed are included in the directory.
(b) Sort these records by the following fields in this sort order:
[One result of this sort is that members with no known firm/organizational affiliation will be listed first for any given city.]
(c) Export these records to a text file. When FileMaker asks which fields to export, designate the following fields in this order:
Address Line 1
Address Line 2
Address Line 3
(d) Edit the resulting text file. How you do this depends on the word processor you use—but in any case, a good search and replace function is essential. The goal is to list name and address information for each organization and then to list all of the members employed by that organization. Thus the editing involves:
1. removing redundant information;
2. formatting the listings for printing, trying to balance the conflicting goals of making the listing readable and keeping the number of pages (and hence the printing cost) reasonably low.
Listing by Library Type and Function
Producing these also involves exporting data to text files and editing those files, but is a much less time-consuming process than producing the geographical list. Here are the steps for producing a list by function “acq” (for acquisitions); repeat them for each of the other functions (admin, autom/comp, cat, circ, docs, ill, oll, ref, ser, other) and for each of the library types (academic, firm, corporate, county/state/gov’t, vendor/publisher, and other):
(a) In the database, find those records with the value “yes” in the field “Renewed [current year]” and with the value “acq” (e.g.) in the “Function” field.
(b) Sort the resulting records by last name and first name.
(c) Export the records to a text file. Export only the “First Name” and “Last Name” fields (except with the function or library type “other” when it is useful also to export the “Function” or “Library Type” field, as that often contains a description of the particular function or library). Name the text file something descriptive so that when you go to edit it you’ll know which function (or library type) you’re dealing with.
(d) Edit the text file to your taste.
This list is produced directly from the database. Because it does not require conversion to word processing format or editing, it can be printed a short time before the directory goes to the printer. Here are the steps.
(a) In the database, find the value “yes” in the field “Renewed [current year].”
(b) Sort these records by the following fields in this sort order:
(c) Switch to the “Alphabetical Listing—Directory” layout.
ARTICLE I. If desired, edit this layout to your taste.
(d) Print the records (being sure to select the “records being browsed” choice).
(e) Proof this list against the renewal and new member forms. Make any corrections to the geographical list, too.
Membership: New Members
New Member Applications – Calendar
- Mid/Late April: Revise and photocopy membership application form (for new members). (It’s useful to change the color of the form each year.)
- June: Make sure that the newsletter editor and the NOCALL webmaster get copies of the updated form.
New Member Applications – Procedures
Potential new members tend to get their application forms from the newsletter, or by calling the membership chair. Checks are mailed to the membership chair, who then
(a) creates a database record for the member (the field that indicates renewal for the current year should read “yes”);
(b) sends the new member a welcome letter and a copy of the directory;
(c) files the original application.
New Members – 4th Quarter
The bylaws provide that if a member joins in the 4th quarter (March, April, or May) his/her membership is automatically renewed. In order to avoid accidentally sending a renewal to these members, make sure there is a “yes/no” database field for renewal for the upcoming fiscal year, and make sure that the content of that field is “yes.” There is a special welcome letter for members who join in the 4th quarter. Potential members who call to inquire in late January or in February can be told about the benefits of joining in the 4th quarter so that they can decide whether to postpone joining until after March 1.
Renewals (Regular Cycle) – Calendar
- Early April:Revise renewal form (on database). Ask chair if there are any changes he/she would like to see. Select a “due date” for renewals; this should be the cut off date for inclusion in the membership directory for that membership year. (It’s useful to have the forms direct members to send renewals directly to the membership chair.)
- Early/mid-April: Draft cover letter for renewals. Ask chair if he/she would like to include any text, or if he/she would like to include a separate letter.
- Mid/late April: Photocopy cover letter(s) for renewals. (It saves tons of time to have the copy shop tri-fold these letters.)
- Early May: Purchase business envelopes and postage for renewal mailing; Generate return address labels for renewal mailing
- Early/mid May: Affix return labels and postage to envelopes; Print renewal forms and mailing labels from database. It’s useful to wait as long as possible to do this, so that the database is as up-to-date as possible when the printing is done.
- Mid May: Assemble the mailing. Make sure that each member’s from goes into an envelope bearing that member’s mailing label.
- Mid/Late May: Mail the renewals.
1. Remove checks from envelopes. Note on form check number and whether or not it is drawn on an organizational or personal account.
2. Note any changes to directory information made by the renewing member.
3. Update database:
(a) Note that member has renewed for the current fiscal year. (It is useful to have a “yes/no” field for this purpose.)
(b) Note the date of renewal
(c) Change database to reflect in changes noted by the renewing member.
4. On a regular basis (at least once a week), send checks to Treasurer. Make sure the Treasurer knows that the checks reflect dues from renewing members.
5. File the original forms in alphabetical order (by members’ names). Note: occasionally a librarian who has not been a member of NOCALL will get her/her predecessor’s renewal form and will simply replace the old member’s name with his/her name and return the form. Such folks should be treated as new members.
It is usually necessary to send two reminders (a second and a final notice) in order to assure a maximum number of renewals. In the past this has been cost effective; we’ve always received more in renewal dues than we’ve spent on copying, labels, and postage. I’d recommend sending the second notice in mid-June (with a due date in late June) and the final notice in mid-July (with a due date in late July). This schedule will help get the directory out on time. For each reminder it will be necessary to:
(a) generate renewal reminder forms (based on the original renewal form) from the database (a “yes/no” database field indicating whether a member has renewed for the current fiscal year will allow you to generate forms only for the un-renewed members).<
(b) stuff and label envelopes.
The bylaws provide for suspension of membership for members who haven’t renewed by the beginning to the second quarter (September 1).
After September 1, I do not remove un-renewed members from the database, because there are usually several late renewals. Instead, when I am printing labels for mailings (such as the newsletter) to NOCALL members, I print them only for members whose database records show that they have renewed for the fiscal year.
Once the directory is printed and distributed, I then delete un-renewed members from the database. (Before deleting these records, I export them to a separate database file, just in case.)
Membership: Newsletter Column Production
Newsletter Column Production – Calendar
Throughout year: As directory is updated with new members or changes for other members, note in appropriate field whether the record contains changed or new information for the newsletter.
2 weeks before deadline: Begin to write chair’s contribution to the column
As close to deadline as possible: Export from database information on changes and new members for inclusion in column. Edit column and send to newsletter committee.
Newsletter Column Production – Procedures
Exporting information on changes/new members involves: Using the “find” function to identify records with changes.; Sorting the records in the resulting set by name; Exporting those records to a text file. Fields relating to directory information (name, title, address, phone and fax numbers, e-mail address(es), AALL membership status, NOCALL status) should be exported; Editing the resulting text file for inclusion in the column; Repeating the process for new members; After the column is produced, returning to the database, finding all records that had contained changed or new information for the newsletter, and deleting from the appropriate field the data that indicated changes or new information (so that the same records don’t show up in the next newsletter, too).
Membership: Mailing List Sales
Mailing List Sales – Calendar
- April-June: Confirm price of list sales for upcoming fiscal year with Executive Board.*[NOTE: As of 5/2009, the sale of the membership mailing list has not been done for years. This may or may not be allowed in future. GF]
The process begins with a request and check from the purchaser. Be sure to confirm the following with the purchaser: what subset of the NOCALL membership the purchaser wants (all members? Active members only? Members in certain zips only? etc.) How the purchaser would like the list sorted (by name? by zip?)Whether the purchaser would like a code printed on each label. [UC Extension has availed itself of this option. Codes can be added to the label layout.]When the purchaser needs the labels. That the purchaser understands that labels are for one-time use only.
Next, generate the labels: Use the “find” function to limit the labels to (a) those members who have agreed to have their names on the list and (b) any other subset that the purchaser has specified. Sort the resulting set according to the purchaser’s specifications. Print the labels.
Finally, send the labels: Include a cover letter with the labels. Keep a copy of the letter in the membership committee files. Send the check to the treasurer with a copy of the request for the mailing list.