Membership Communication Templates

Frequently used templates for emailing members

New Member Introduction

NAME,

Thanks for filling out our membership application. Here (http://midsouthmakers.org/memberpack/) is our new member packet. It has our contact info and other good info to know about the group. We received your application fee and you've begun the new member process. The process is simply here to allow you to get acquainted with us and us with you. The new member process usually lasts about a month (depending on how active you are in coming to meetings) and we'll let you know when you become a full member and give you a key to the space. When you receive your key, your normal monthly dues will start.

If you have not already joined our mailing list, please do so at your earliest convenience: http://groups.google.com/group/midsouth-makers You can also find us on Discord at https://discord.com/invite/AjUdR36Jur

If you have any questions please let me know.

Missing Dues

Subject:

Midsouth Makers Missing Dues

Hi NAME,

Just sending you a friendly payment reminder letting you know that you are lacking on MONTH Dues. You can always use the donations/due payment page on the website (http://www.midsouthmakers.org/donations/) or pay in cash/check at any Friday meeting. 

Thanks!

New Incoming Member

Subject:

New Incoming Member

You're receiving this email because you are a current paying member of the Midsouth Makers. I'd like to announce that our probationary member, NEWMEMBER (MEMBER NICK) has received the necessary board member support to be promoted to a full member status on NEXYFRIDAYDATE (next Friday). If anyone has concern with this, please email me directly or email the board@midsouthmakers.org Thanks for your time and I hope to see you all Friday.

Applied Member that we haven't seen / seen in a while

Subject:

Midsouth Makers Trial Membership

Hi NAME,

You've applied to become a member of Midsouth Makers but we haven't seen you recently (or we've just missed you, our apologies). If you're still interested in becoming a full member please join us at one of our open house meetings that we have every Friday at our space from 7pm-9pm and make sure to say hello to a board member.

If you're no longer interested, we understand!

Hope to see you soon.

Member Approved by Board

Subject:

Midsouth Makers Membership Status Update

Hi NAME,

Just wanted to let you know that as a trial / probationary Midsouth Makers member you have gained the support to be promoted to full member status as of 3/17 as long as no current member has objections. (We've never had anyone object, it's just how our formal process works)

What Happens Next: 

If someone does object, we'll be in touch to discuss. (this has never happened)

If no one objects, (you won't hear from us) see a board member for your RFID token on Friday!

Congrats and hope to see you soon.

• BCC all the emails

Board Nomination Period is open

Subject:

Midsouth Makers {{ YEAR }} Board of Directions Nomination period is OPEN

Greetings Makers!

It has been another great year! Changes to the space to make it more useful and have gotten a lot of new and wonderful members. We have some great plans for the coming year and if you'd like to help shape the direction of the organization, now is your chance! Starting TOMORROW, 11/18/{{ YEAR }}and for the next 7 days through 11/25/{{ YEAR }} we'll be taking nominations for the MidSouth Maker Officers - President, Vice-President, Treasurer, Secretary and Social Media Manager. Each officer's duties can be found on our wiki at http://wiki.midsouthmakers.org/a/Officer_Duties. Thank you for your help.

I've started a wiki document so everyone can see who is currently nominated for a board position for {{ YEAR }} and who has been verified. The difference between verified and unverified is confirmation of nomination. Once someone is nominated and I confirm with them, they are verified and will be on the Ballot that will be available to members starting November 30th. If you would like to nominate someone (or yourself) for any of the board positions, please let me know as soon as possible. All nominations must be verified by November 29th, if I am unable to verify a nomination by that time the nominee will not be on the ballot.

If you have any questions about this process or if you'd like to discuss a nomination please contact myself or another board member.

## Yearly Election Information / Process

* Elections are held on December 1st through 7th of every year.
* Nominations for elections are held November 1st through the 7th. (NOTE: Due to unforeseen circumstances, they are being held 11/18/2016 - 11/25/2016 this year)
 * Nominations must be made via email to secretary@midsouthmakers.org or dchamberlin@midsouthmakers.org
* Members who wish to run for board member positions must:
 * Be in good standing for 2 or more consecutive months prior to nomination
 * Current in their membership dues to the month of nominations
* The Secretary will provide private ballots and be responsible for collecting and calculating ballots.
 * Ballots should be available to members no later than November 30th.
 * Any nomination that the Secretary is unable to receive acceptance from the nominee will not be included on the ballot.
  * If the secretary is unable to secure nominee acceptance by November 30th, that nominee will not appear on the ballot.
 * Physical ballots will be available as well as sent out via email.
 * Completed ballots will be accepted via email from member's email on file, sent to secretary@midsouthmakers.org or dchamberlin@midsouthmakers.org during the time of elections.
* The outcome of the votes will be put before the board and ratified in a special, open board meeting.
 * In the event of a tie, the presiding board will determine the winner by a majority vote.
* Probationary members at the time of elections are not permitted to vote in yearly elections or nominate candidates.
* Members "in poor standing" are allowed to vote and may nominate a 3rd party.
* Nominations by proxy is handled exactly like voting by proxy "so long as the board has been notified and approved your request"
* Nominations will be listed on the wiki for the current year election once the nomination has been accepted by the nominee.

Board Election Member Ballot

Subject:

Midsouth Makers {{ YEAR }} Board Election

Greetings Makers!

Below are the board positions and the nominations received for the MidsouthMakers 2015 Board. For those positions with only one nomination, this ballot will be a Vote of Confidence.

Nominees may send a brief introduction about themselves and their qualifications for the position to the midsouth-makers@googlegroups.com list if they so choose. To cast your vote, simply reply to this email, copy and paste the list, and remove the candidates you do not wish to vote for. Your ballot submission must have only one name per position!

The election will run from December 1st through the 7th. Please do not send any submissions before the 1st! 

The results will be ratified at the December board meeting.

## President
* {{ NAME }}
* {{ NAME }}

Vice President
* {{ NAME }}
* {{ NAME }}

Treasurer
* {{ NAME }}
* {{ NAME }}

Secretary 
* {{ NAME }}
* {{ NAME }}

Social Media Manager
* {{ NAME }}
* {{ NAME }}

Thank you for your participation in this election,