Membership and Dues Procedures for Gardeners out East 9/19
The purpose of the following procedures is to assist the First Vice President (who is the Membership Chair) and the Treasurer to perform their responsibilities in maintaining accurate membership records of Gardeners out East (GOE) and payment of dues to GOE, FFGC and District VIII. It also identifies the responsibility of the GOE Webmaster to maintain current contact data for all GOE members and how the Publicity Chair assists in the process.
Section 1. Establishing Membership Fees Membership fees will be established by the Board 60 days (by April 1) prior to the beginning of each fiscal year.
Section 2. Member Notification of Renewal Process Within 1 week of the Board’s approval for the next year’s membership fees, the First Vice President will provide a written Renewal Notice for posting by the Webmaster on the Website and inclusion by the Publicity Chair in the next Club Newsletter. The Renewal Notice for active members will contain at a minimum, the membership fee and due date, the address where the renewal and fee should be sent and a request to update any changes the member has in their contact information, so that the First Vice President can update FFGC and GOE member rosters. The First Vice President will also send an email to the membership that a renewal notice is posted on the Website and provide instructions on how to access the Renewal Notice on the website. Section 3. Active Member Renewal Process. a. All active member renewals will be sent to the First Vice President by May 1. The First Vice President is responsible for updating the FFGC forms and submitting membership information to the GOE Webmaster by June 1. b. FFGC Membership Renewal Form. The First Vice President will list all GOE members who have paid their dues for the upcoming year and delete those who have not rejoined. c. All checks received by the First Vice President will be forwarded to the Treasurer by May 15 for deposit. d. The First Vice President will notify the Treasurer of the number of members so the Treasurer can send dues to the FFGC. The Treasurer will send the FFGC fee of $12.00 per member by June 1. NOTE: Individuals who join the club in March, April or May are not included in this count. See Section 5.
Section 4. Membership Process for NEW Members joining June through the following February. a. Individuals joining the club June through February will complete the GOE New Member application found on the GOE Website and submit it and the annual fee to the First Vice President. b. The First Vice President will submit new member information on the FFGC New Member Form and forward the new member check to the Treasurer for deposit. New member contact information will be submitted to the GOE Webmaster for posting on the GOE Website. c. The Treasurer will send $12.00 for each new member joining the club during June through the following February to the FFGC.
Section 5. Membership Process for NEW members joining March, April and May a. Individuals joining the club in March, April and May will complete the process as described in 4a. b. These members are NOT required to pay a membership fee again for the coming year as they are grandfathered in for the following club year. c. The First Vice President will submit new member information to FFGC and GOE as outlined in Section 4 b. d. The Treasurer will send $12.00 to FFGC for each new member joining the club during March, April and May to the FFGC.
Section 6. The GOE Webmaster will maintain a current membership list with names and contact information on the website.The Webmaster will work the Publicity Chair to notify club members when updates have been made to the contact information of club members. Members will be reminded at meetings, and in club publications to contact the First Vice President of any changes in their information. The First Vice President will notify the Webmaster when any changes occur in member contact information.
Section 7. In August of each year, the Treasurer will verify the membership list with the First Vice President and then send the District VIII Treasurer a check in the amount of $.50 per member.