Database/Membership Duties

Using MailChimp.com (an email marketing program), maintains the list of members, which includes their address, email, phone, how they will receive the quarterly newsletter (email or USPS), whether they are lifetime or annual members, and any other pertinent information about the individual.

Receive Membership Applications

Potential new members (lifetime or annual) will complete a Membership Application and send it to DOTRA. When received, send out a letter informing them of their pending membership.

Ahead of, At, and After the Monthly Director’s Meeting

In a Google Drive document, list the names of any potential new members to be reviewed and provide that list to the other directors ahead of the meeting. This will also include the payment information received with their membership application.

Additionally, ahead of the meeting, send a complete roster of the current active members.

At the meeting, review the report and take a vote on whether or not to accept the individual as a new member. Provide the Treasurer with the membership application fees received.

Once accepted, add the individual to the MailChimp DOTRA audience. Create a membership ID card and mail the ID card and a letter welcoming them to DOTRA.

Annual Members

For those that are annual members, we actually allow them to stay on the roster for two years beyond their expiration. Once that time has passed, move them from the DOTRA audience to the Deceased and Inactive audience within MailChimp.

Deceased Members

When a member passes, move them from the DOTRA audience to the Deceased and Inactive audience within MailChimp.

Quarterly

Provide the DOTLine chairperson with the names of new members to be published in the Membership Report section of the newsletter.