Frasercoast Member Guide - Fraser Coast Branch - Ulysses Club

2. Correspondence & ReportsMailoooooCollect mail from post office box• Fraser Coast Branch P.O. Box 401 at the Central Avenue Post Office, Pialba• The box key is inherited by the new Secretary• A second key may be held by the President or other committee member asdetermined by the Branch CommitteeRecord incoming mail and any replies on a meeting template in preparation for thenext committee meetingConsult with the committee on any matter requiring urgent attentionReply to mail in an appropriate mannerPass on mail to relevant committee person. (Current minutes template, Branchletterhead and envelope templates already exist)Electronic mailoLiaisonoProcess electronic mail in the same manner as postal mailBe the point of contact for external people who make contact with the branch forwhatever reason• Contact can be via telephone, post, email or in person• Always carry a notepad and pen• Use branch business cards for passing on email addresses and telephonenumbers (Ensure these are current).Reporting• Sometimes it may be more effective to present information to the committee inthe form of a report so that an issue can be addressed appropriately andeffectively3. Database & FilingMembers Databaseo Maintain the register of members provided by annual update of currency ofmembership from NatCom administration office.o NatCom for privacy reasons will only provide Name, Membership number, expirydate, and town.o Any further information is gained through sign in sheets at meetingsFilingo A computer disc containing electronic branch files is inherited and maintained by thenew Secretaryo The disc includes templates for all branch documents (minute template, etc.)o The branch files currently include:• Committee Meeting Minutes• Correspondence and reports• Attendance sheets from branch social meetings & eventso Emails are filed within in a logical framework similar to electronic fileso Maintain a folder of “at hand” information including:• A current copy of the constitution• A current copy of the Members’ Guidebook• Ulysses Insurance Policy details, ABN and other such information.Page 8