Position / Committee –    MEMBERSHIP CHAIRPERSON

Term –  2 years

Objectives – To coordinate the sale of memberships in the Lloydminster and District Fish and Game Association. To maintain an accurate membership database for the Lloydminster and District Fish and Game Association.

Time Commitment  (hours per month)

General Duties

• Maintain an accurate and complete file of information to be passed to the next chairperson
• Keep the membership database accurate and current
• Organize membership sales at selected public events

Specific Duties

January

• Collect memberships from retailers
• Process new and renewed memberships (200 to 300), create new annual database, prepare AFGA and SWF forms (see attached) and deliver to the Treasurer for submission to respective organizations (6 hours)
• Sell memberships and banquet tickets at annual banquet (2 hours) – should recruit at least 3 people to help
• Recruit a team to sell memberships/raffle tickets/ lottery tickets at gun show (1 hour)
• Sell above items at gun show if no volunteers can be found (12 hours) – recruit early as volunteers are limited and gun show chairperson is also recruiting

Note: The Alberta Fish and Game Association head office must receive 20 paid memberships by January 31 so club has voting power at AGM.

February

• Collect memberships from retailers
• Process new and renewed memberships (100 to 150), update database, prepare AFGA and SWF forms and deliver to the Treasurer for submission to respective organizations (4 hours)

March

• Collect memberships from retailers
• Process new and renewed memberships, update database, prepare AFGA and SWF forms and deliver to the Treasurer for submission to respective organizations (3 hours)
• Recruit volunteers to sell memberships at Showcase Trade Show (2 hours)
• Require 16 members to work in two person teams for 3-hour shifts
• Set up booth and pick up booth at end of show.

Note:  Showcase participation may not occur every year, depending on provincial organization involvement in the show

April

• Collect memberships from retailers
• Process new and renewed memberships , update database, prepare AFGA and SWF forms and deliver to the Treasurer for submission to respective organizations (2 hours)
• Prepare and send out 2^nd mailout – approximately 300 letters
  • Prepare cover letter (½ hour)
  • Stamp/Stuff/Address and Mail letters (5 hours)

May to September –  Perform once a month

• Collect memberships from retailers
• Process new and renewed memberships , update database, prepare AFGA and SWF forms and deliver to the Treasurer for submission to respective organizations (2 hours)

Note:      The Trophy Chairperson needs a list of members as of August 31^st, as only members that have their membership prior to September 01 are eligible for Trophies. Send the list on September 01.

October

• Collect memberships from retailers
• Process new and renewed memberships , update database, prepare AFGA and SWF forms and deliver to the Treasurer for submission to respective organizations (2 hours)
• Order next years memberships from Image Press during the first week of October (½ hour)
• Purchase the following supplies: (1 hour)
  • 1000 mailing envelopes and 1000 return envelopes
  • 1000 stamps (buy 700 then as needed as price may rise in January) address labels (enough for the above envelopes)
• Start to prepare supplies for annual mailout. (700 to 1000 letters)

November

• Collect memberships from retailers
• Process new and renewed memberships , update database, prepare AFGA and SWF forms and deliver to the Treasurer for submission to respective organizations (2 hours)
• Finish preparing and send out annual mailout – 700 to 1000 letters (10 hours)

December

• Collect memberships from retailers
• Process new and renewed memberships , update database, prepare AFGA and SWF forms and deliver to the Treasurer for submission to respective organizations (2 hours)

Other Duties

• Track down addresses for people that move and fail to let the OUTDOOR EDGE people know. Head Office sends us the return address labels and we have to try and track these people down.
• Should keep a cross reference each month between club membership list and Head Office List. Discrepancies have been noted.

Required Skills

• Ability to input and retrieve data from database software

Contacts / Sources

• SWF membership coordinator
• AFGA membership coordinator
• Past Membership Chairman