Subscription Secretary Guidelines
Primary Responsibility
To receive subscriptions and to keep the database up-to-date.
It is essential that the Subscription Secretary has knowledge of, or is willing to learn to
use this database (Microsoft Access) and has access to the Internet and email, for regular
communication with subscribers and the current Grapevine team of which s/he will be a part.
Subscriptions
- Enter new subscribers' details onto the database and liaise with the Grapevine coordinator
so that the appropriate issue of Grapevine can be dispatched.
- Issue renewal reminders to existing subscribers for inclusion in the last Grapevine they
have paid for. If the subscriber fails to respond, send out a further reminder, wherever
possible by email about a month before the next issue is due. If this fails, remove them from
the mailing list, although, in the case of Circle Dance teachers send a further reminder.
- Maintain the database, recording renewals, any changes to subscribers' details and Standing
Orders.
- Pass on to the relevant Grapevine team member any changes for the teachers/musicians
listings.
- Proofread the teachers' and musicians' listings for Grapevine and later check for
corrections.
- At the time of mailing out Grapevine, print and supply the labels for current subscribers
and for those needing to renew. Where practicable, help the Grapevine team on stuffing day.
- If a change is to occur in the subscription method or amounts, prepare a notice for
inclusion in the forthcoming Grapevine.
Other Duties
- Record any monies received and pay into the Circle Dance Friends Company Ltd bank account
by post using the appropriate forms, notifying the Treasurer regularly of the total amount
together with brief details of donations, cash and multiple copies sales, etc.
- Check the monthly bank statement (to be supplied by the Treasurer) to ensure that the
relevant Standing Orders have been paid in. Chase any missing payments.
- Make the necessary arrangements for those overseas members who pay via Paypal.
- Promptly respond to general enquiries received by post, email and phone.
- Send out details and the relevant forms to teachers wishing to join the Public Liability
Insurance Scheme, after checking their subscription status. And when requested, check that the
teachers participating in the Insurance Scheme are current subscribers.
- Purchase stationery as required, keeping records of any relevant expenditure and submit an
itemised claim form, with receipts, to the Treasurer.
- Design and amend various forms.
- Prepare an annual report for the company AGM, held at the Easter Gathering. Send to the
other directors for consideration in good time for the meeting.
- The work probably takes about 30 hours a month: some weeks are busier than others, but
there are few days when there is nothing to be done.
The Subscription Secretary is a director of the Company for legal, financial and practical
reasons and is expected to attend the meetings and prepare a report for each meeting.
The role is held for a minimum of two and a maximum of four years and provides essential
continuity from one Grapevine team to the next.
Jackie Spearpoint
September 2004
Revised January 2006
Revised January 2010 with Rita Russell
Revised July 2010