Bylaws

The section between the lines is a direct copy from the 2012 Bylaws.  Please do not edit.

Article IV. Section 1D.  Term.

The term of office of the Membership Secretary shall be two (2) years. An individual may not serve more than two successive terms as Membership Secretary.

Article IV.  Section 2E.  Duties of the Membership Secretary shall be:

1. To maintain the Chapter’s membership records, directory, and discussion lists;
2. To distribute membership renewal notices;
3. To chair the Membership Committee;
4. To advise the President and Nomination and Elections Committee on the eligibility of potential appointees and officers;
5. To confirm eligibility of members to vote in Chapter elections, for MLA positions, and on Chapter and MLA business;
6. To perform all other duties prescribed by [the] Bylaws and by the parliamentary authority adopted by the Chapter. 

Ongoing

• Serve as a voting member of the Executive Board.
• Respond to requests for membership information and applications.
• Submit annual budget request to Treasurer for mailing labels, envelopes, postcards and postage stamps
• Reimbursement form is found on the website under Business, Treasurer.  Needs to be signed by chapter president
• Receive membership applications and payments, update the membership database and pass payments to the Treasurer in a timely manner. (See Procedures for Processing Memberships)
• Respond to requests from MLA for membership information.
• Respond to requests for mailing labels, membership statistics, membership brochures and other information about members.
• Coordinate scheduling and shipping of the membership exhibit (poster and banner).
• Poster Calendar (Google Calendar)  http://www.google.com/calendar/embed?src=blogmn8dgq8239otjgoga4o1rg%40group.calendar.google.com&ctz=America/Chicago
• Verify membership (usually by providing a list) for elections and annual meetings.
• Maintain a password protected online directory of all Chapter members.
• Maintain a list of members interested in serving on committees/task forces.
• In conjunction with webmaster, maintain chapter-members email lists - add new members, remove non-renewing members. Webmaster maintains passwords. Membership secretary should retain these as well for his/her use.
• Chapter Board (http://eight.pairlist.net/mailman/admin/chapter-board)
• Chapter Committees (http://eight.pairlist.net/mailman/admin/chapter-committees)
• Chapter Members (http://eight.pairlist.net/mailman/admin/chapter-members)
• Represent the Midwest Chapter on the MLA Membership Committee.
• Submit items of interest to the Communications Committee.
• Submit documents to the Archivist.
• Arrange for a timely transfer of authority, documents, and other materials to the incoming Membership Secretary.

Processing Memberships

• Send email announcing renewal time to members via the Midwest listserv by mid January.  Include links to the online system and links to printable form (both at http://mcmla45.wildapricot.org/).
• The WildApricot system is pre-programmed to email those who have not renewed 60 days after January 1. This setting can be found under Membership --> Levels --> Renewal policy tab. The "Grace Period Email" is what is sent. This can be edited to reflect appropriate contacts (the current membership secretary, etc.).
• At the end of March, do an advanced search of members who have not renewed and do a print mailing. Export their info from the system and then use Word to do a mail merge to create labels for mailing. Include a membership form blank.
• For mailing labels  suggest using Avery 5260 for both the address label for the envelope and for the return address label that that are enclosed with the form.
• For a return address on the envelope, suggest using clear labels (Avery 5661) under Midwest Chapter logo. 
• The Wild Apricot system is also pre-programmed to automatically email the "Lapsed Email Notice" email to members who have not renewed at 150 days post January 1. Members must renew by July 1 to vote in the current year elections. Mailed memberships must be postmarked by July 1 to qualify for voting. This email should be customized with current membership secretary information as well as conference information.
• All non-renewing chapter members are  ineligible to vote in elections
• There may be people who need to have the Chapter FEIN for their accounting departments. That number is 23-7297556. The membership secretary retains a copy of the current W-9 form. This form has to be completed with current treasurer's information when new treasurer takes over.
• Upon receipt of forms - open envelopes and make sure that the check received is for the correct amount (or no check if it is a student or retiree membership).
• Note date received, check number and date confirmation was sent in membership database.
• If online renewal, note date and if it was an online renewal in membership database
• Make a photocopy of check with renewal form.
• Send checks to Treasurer  along with a list of members, their institution, phone number, email address and check number/indication of online renewal.  Save a copy of list.
• Keep the membership forms for at least the current year and past year.
• Update membership database (online) with any changes to member information
• contact information (address, phone, email)
• Office and committee interests
• new members/retired members
• changes in MLA membership or AHIP 

Timeline

Notes (2009 - 2016)

• In 2009 election, Nominations and Elections Committee took charge of distributing ballots.
• For 2010 membership, registration was made available online via Acteva.
• For 2012, included new id/password for website with renewal confirmations.
• Clearly identify where checks should be made out to.  (I.e.  Midwest Chapter, not Midwestern University)
• Membership renewal forms are best sent in January, as membership forms are fresh at the beginning of the new year, and do not get lost in holiday commotion. 
• For 2012 added new membership category, retired, with all fees waived
• Retired membership includes all of the benefits of regular membership except for running for and holding elected Chapter Offices.  The Chapter highly encourages retired members to consider serving on Chapter committee or tasks forces.
• For 2014 membership, online joining, renewal and location of online directory of members was moved to Wild Apricot
• 2013 was spent setting up Wild Apricot for Midwest Chapter membership, moving membership records to Wild Apricot and and getting ready for 2014 membership renewals.
• For 2016 membership, July 1 was set as date required for renewing to vote in election. Mailings have been postponed in both 2015 and 2016 and online renewals have been encouraged. This decreases costs associated with mailings as well as processing of checks.