(EXTERNAL) Re: [board-unyoc] RE: Current Member Directory

[Irish, Elizabeth]

Sounds good Mary Jo!  One addendum:  the vendors normally get a list of conference attendees so they can reach out to attendees.

From: board-unyoc-bounces at lists.upstate.edu <board-unyoc-bounces at lists.upstate.edu> On Behalf Of VBMClibrary
Sent: Thursday, August 01, 2019 3:37 PM
To: Mamo, Elizabeth <Elizabeth.Mamo at rochesterregional.org>
Cc: board-unyoc at lists.upstate.edu
Subject: (EXTERNAL) Re: [board-unyoc] RE: Current Member Directory

Hi Everyone,
We did discuss something similar at our Board meeting in June.  Basically, we agreed to put up our name and phone # for our Board list as that information we are comfortable with making public.  We can do the same for the membership list by posting a name and phone number for those who dues are paid.  We should take a look at what other chapters do - thank you, Lorraine - and then have a proposed recommendation from the membership chairs on the agenda at our chapter business meeting in October.  In the meantime, let's keep the member list confidential.

Since this keeps coming up in various iterations, can we all agree on the following? 1) Full access to the list of members is available to dues-paying members only, and 2) The attendee list at the annual meeting is made available to those who register and attend.

Regards,
Mary Jo

Mary Jo Russell, MLS, AHIP
Knowledge Resources Library & Archives
Vassar Brothers Medical Center/Health Quest
vbmclibrary at gmail.com<mailto:vbmclibrary at gmail.com>
845-437-3121



On Thu, Aug 1, 2019 at 3:17 PM Mamo, Elizabeth <Elizabeth.Mamo at rochesterregional.org<mailto:Elizabeth.Mamo at rochesterregional.org>> wrote:
Got it, I guess to start I can try responding to the emails but perhaps we should let board decide.

From: Stellrecht, Elizabeth <thomann4 at buffalo.edu<mailto:thomann4 at buffalo.edu>>
Sent: Thursday, August 1, 2019 2:19 PM
To: Mamo, Elizabeth <Elizabeth.Mamo at rochesterregional.org<mailto:Elizabeth.Mamo at rochesterregional.org>>; board-unyoc at lists.upstate.edu<mailto:board-unyoc at lists.upstate.edu>
Subject: Re: Current Member Directory

WARNING: This email originated outside of Rochester Regional Health's email system. DO NOT CLICK on links or attachments unless you recognize the sender and know the content is safe.

That is actually what is happening already –the day the email went out that people were going to be removed if they had not renewed in the last five years, I received about 15 inquiries within an hour, and then received further inquiries for the remainder of the week. It was honestly overwhelming in that moment as I was tied up with meetings and teaching obligations that day, but ultimately I was able to respond to all of the inquiries within a day or two.

The main reason I am suggesting adding some kind of list back online so people would be able to check immediately without having to wait for me to respond. I think the times to expect a barrage of emails similar to this instance would be if people are applying for our professional development awards and want to check if their membership is up to date, whenever a call for membership renewal were to go out, and if we ever sent out a similar email about people being removed if they had not renewed in the last five years. Beth, since you’re going to be taking over membership from Rita and I soon, if you’re okay with having the text up there referring people to email the membership chair directly to find out if they current, I’m cool with it too.

Liz

From: "Mamo, Elizabeth" <Elizabeth.Mamo at rochesterregional.org<mailto:Elizabeth.Mamo at rochesterregional.org>>
Date: Thursday, August 1, 2019 at 11:26 AM
To: "Stellrecht, Elizabeth" <thomann4 at buffalo.edu<mailto:thomann4 at buffalo.edu>>, "board-unyoc at lists.upstate.edu<mailto:board-unyoc at lists.upstate.edu>" <board-unyoc at lists.upstate.edu<mailto:board-unyoc at lists.upstate.edu>>
Subject: RE: Current Member Directory

Going out on a limb here….

What if, on the membership registration page we had text that reads something like “Not sure if you are a member?  Ask our membership chair.”  The ask portion could be a link to a designated email.  Or would that overwhelm Liz?!

From: board-unyoc-bounces at lists.upstate.edu<mailto:board-unyoc-bounces at lists.upstate.edu> <board-unyoc-bounces at lists.upstate.edu<mailto:board-unyoc-bounces at lists.upstate.edu>> On Behalf Of Stellrecht, Elizabeth
Sent: Wednesday, July 31, 2019 4:03 PM
To: board-unyoc at lists.upstate.edu<mailto:board-unyoc at lists.upstate.edu>
Subject: [board-unyoc] Current Member Directory

WARNING: This email originated outside of Rochester Regional Health's email system. DO NOT CLICK on links or attachments unless you recognize the sender and know the content is safe.

Hello UNYOC Board,

Earlier this month, we sent out an email informing the membership that we were planning to remove people from the list who had not renewed their membership in the last five years. This resulted in a spike in membership renewals, which is great! We are actually up to 74 members, which is pretty awesome for this time of year as we typically don’t see numbers this high until after the annual meeting when a portion of people tend to renew. While this caused a spike in membership, this also caused quite a few people of our membership to panic and reach out to me as well as Nell (as list coordinator and sender of the email) asking if they are current members as they no longer can see the current membership list. One individual actually accidentally paid their membership dues twice for this year.

I think to prevent future confusion, we should have some kind of mechanism in place so that individuals can see if they are current members. Yes, every individual who renews does get a receipt – if they pay by paypal, they receive a copy of their transaction to their email, or if they pay by mail, I send them a PDF receipt via email within two weeks of receiving their membership dues. In theory, individuals should be able to check their own records to verify if they have paid for the year or not, but I think it would be easier for our membership to see somewhere on the site if they are a current member or not rather than trying to hunt down a receipt.

I would like to propose adding the current member directory back to the site, but having it only be the names of the individuals without any other information – no email addresses or other contact information listed. Is this something we could consider? Thanks, all.

Cheers,

Liz

Elizabeth Stellrecht
Associate Librarian
Liaison, School of Dental Medicine
Health Sciences Library, University at Buffalo
3435 Main St.
Buffalo, New York 14214
(716)829-5734
thomann4 at buffalo.edu<mailto:thomann4 at buffalo.edu>



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