Database/Circulation/Directory
Purpose:  Maintain accurate records of NNL members and sponsors.  Oversee the printing and mailing of the NNL newsletter.
Responsibilities for Database

• Work closely with President, Newsletter Editor
• Receive from membership chair information on new members.
• Enter new member’s information correctly in database (Assess Program) Send an email to all new members welcoming them to NNL.
• Send a global email to all members with the information of the new member.
• Update all remaining directories with the new member information.
• Receive from treasurer renewal updates on current members.
• Update the database on current member information.
• Send a friendly email reminder to each member when their yearly activity fee is due, a final email reminder if not paid in 30 days. After 60 days, they are removed from the membership roaster, notify all activity chair.
• Compile monthly reports using all the above information and send to newsletter editor by deadline date.  Birthdays and renewals.
• Prepare labels for mailing of newsletter monthly from Access program published to word.
• Print nametags for new members and as needed for current members.
• Update Red Rose name tags.
• Beginning of each term, new name tags for leadership changes
• Receive changes of address and emails of members from various sources, update database, and forward changes to the newsletter editor
• Send out global emails as requested by leadership team members (meet and greets, bi-monthly luncheons, leadership team meeting, day trips, socials, happy hour, and members in need, etc.)
• If asked to send a global email of an event not scheduled for NNL, get approval from the Area Manager
• Send global birthday wishes to members on their birthday.
• Always notify the President and database assistant of anticipated absence and arrange for your duties to be carried out.

 Responsibilities for Circulation

• Work with newsletter editor on establishing a date to send the newsletter to the UPS store for printing (Also proof the newsletter)
• Newsletter is emailed to UPS Store, 7111 W. 151st St, Overland Park, 913-897-6623 email – [email protected]
• An email is sent to the above email with the number of copies needed, (get extra copies for new members joining, usually 5-7) print in black and white, in booklet form and the color for the cover
• NNL has an account with prepaid copies. (either under NNL or Edna)
• Have UPS give a record of copies used each month.
• When copies get low, let the President know that more copies are needed.  Copies are purchased near the end of the year for the upcoming year.
• Pick up newsletters; check to be sure they are printed as directed—if not have changes made
• Put on labels: Stamp “Renewal Due” on the newsletters of the members due for renewal, or Final Issue
• Staple inside newsletter a labeled envelope to send dues to treasurer.
  • Print those labels for sending to treasurer.
  • Distribute the copies!
  • Give out as many as possible at NNL functions to save on postage. (Games, happy hour, meet and greet, board, luncheons)
  • Prepare and Mail remaining to the NNL membership.
  • Stamps and put white closure tabs on the ones to be mailed.         
• Take to the post office and mail.
• Always notify the President or database of anticipated absence and arrange for your duties to be carried out.
• Submit monthly report. Attend all board meetings if possible.
• Supplies:  Tabs to secure newsletters and 1st class stamps.

 Guidelines for Printing of the Directory

• To create a new directory, all addresses, phone numbers and emails must be verified with the member. 
• From the database file, email each member the information for them to verify. Sometimes this takes 2 to 3 emails.  A directory can be taken to different NNL functions to have the members verify their information.  This takes time!
• Prepare membership directory, determine with Area Manager how many to print (extras for new members)
• Email final directory to Database Assistant for final proof
• Prepare labels for directories
• Directory is emailed to UPS for printing:  UPS Store, 7111 W. 151st St, Overland Park, 913-897-6623 email – [email protected]
• NNL has an account with prepaid copies
• Format:
  • Use .5 for margins
  • Two columns text
  • Landscape
  • Font size—10
  • Reduce font size for spacing between listing as needed
  • Title page includes name of club and date published
  • Inside cover includes sponsors
  • Start directory pages
  • Listings should include:
    • Name (Husband)
    • Street
    • City State Zip
    • Phone:      Cell:
    • Subdivision
    • Moved from (Date joined)
    • E-mail address
    • Keep all of a person’s information on one page—adjust spacing/font size as needed. 
    • Stay current on all updates and new members until the directory is printed.
• Distribute as many directories as possible - Directories cannot be mailed!  The is too much personal information.  We respect each member’s privacy!
• Get each new member an updated copy of the directory as soon as they join.  Again, these cannot be mailed.

 Revised February 2024