Definitions:
AP – Applicant
CE – Club Express
MC – Membership Committee
MCH – Membership Chair
TR – Treasurer
BK – Bookkeeper
BRD – Board of Directors
SP – Sponsors
MPC – Membership Process Checklist
QBO – QuickBooks Online
Steps in the Process
1. Potential new applicant (AP) either knows an existing member, who encourages them to join, or they know of, or hear about TSS and think it would be good to join. If it’s the former, the member invites them to an event where they can meet other members and if the fit is good, they find another sponsor and point the applicant to the online application on the website. If it’s the latter they will need to attend a TSS event or meeting, meet some people and if it’s a fit find two sponsors and proceed with the online application.
2. AP completes online application on the TSS website, downloads Bylaws, Rules & Regulations and Membership Process Checklist documents and waits for Initiation Fee invoice to be emailed to them from the BK (this is an interim step until steps are in place for AP to pay a CE generated invoice for the initiation fee – step 4).
3. CE sends email to AP acknowledging receipt of application and cc's, Membership@sail-tss.org which forwards to Membership Chair(MCH), Treasurer(TR) and Bookkeeper (BK). BK emails initiation fee invoice to AP within 3 days. AP pays QuickBooks Online (QBO) generated invoice.
4. AP pays CE generated Initiation Fee invoice and CE sends initiation fee to Truist bank via ACH (later feature).
5. TR/BK receives CE email notification that AP has submitted application and payment. TR/BK watches for payment in QBO and then posts deposit in QBO by debiting Checking acct for $430, crediting Initiation Fees for $400 and crediting Sales Tax Payable for $30. BK notes name of applicant in Memo field of posting.
6. MC reviews details of application in CE to confirm all details are correct and includes new applicant’s details report in MCH’s monthly report to BRD.
7. BRD reviews AP details and approves new AP(s).
8. MCH informs AP and Sponsors of acceptance and next steps in the process. MCH updates data in CE member profile.
9. MCH also orders name tag (and license plates, if needed). MCH updates order date in CE member profile.
10. AP attends two events at TSS to satisfy participation requirement. SP’s review and sign off progress of the AP’s MPC with the MCH, who then updates data in CE member profile.
11. AP attends two membership meetings with SP’s, to meet 2 reading requirement and sign off meeting attendance on the MPC.
12. AP submits completed MPC to MCH for approval and signature. MCH updates data in CE member profile.
13. MCH approves MPC, emails initialed MPC to AP and uploads MPC to AP’s profile in CE.
14. MCH reports AP's progress and completion of requirements to BRD prior to the next board meeting and recommends approval for membership.
15. BRD approves AP for Membership.
16. MCH updates AP's member status from "Prospective Applicant" to "Active Member" in CE, giving new member full access to TSS website.
17. Commodore sends out “Welcome to TSS” email, notifying AP and SP’s of BRD approval, now with full member access to website and advise AP of need to attend the next membership meeting to be inducted into TSS.
18. BRD approval at the meeting, also triggers TR / BK to add the new member to QBO and to email pro-rated annual dues invoice to the new member. If dues are not paid timely, action is taken in accordance with bylaws.
19. MCH and SP’s, introduce and welcome new member at the next possible membership meeting. Name tags and license plate are provided to new member at this meeting.
20. Optional - MCH, conveys copy of membership roster with pics, conveys soft copy of bylaws and rules and regs, etc.