Re: Online Membership

["Deatons" <deatons@earthlink.net>]

Okay, now to put in my 2 cents worth....Would the youth members be included
on the website?  I do not think they should be, but on the other hand, they
are AIS members and as such should be included in the affiliates' reports.
Tom has always provided me with the list of youth members quarterly with an
Excel file.  He could probably do so for the RVPs and affiliate Presidents
by region - the list isn't that large, and the ages would not be included,
however the membership is designated as youth w/Bulletin or youth
w/oBulletin.  Thoughts?
Cheryl Deaton
----- Original Message -----
From: "John I Jones" <jijones@usjoneses.com>
To: <aisdiscuss@aisboard.org>
Sent: Friday, January 19, 2007 12:07 PM
Subject: Re: [AISdiscuss] Online Membership


> On Jan 19, 2007, at 10:45 AM, Jill Bonino wrote:
>
> > If this makes it easier for affiliate Presidents and RVPs to do their
> > jobs, and it doesn't add any burden to the AIS budget or burden to
> > present AIS volunteers to keep it up, I agree with John Jones
> > proposal.
> >
> > Nagging questions....Would LIFE members be listed with an expiration
> > date of NONE or LIFE (couldn't be a date that would fit into a date
> > field on the database)?  I think we would need to have the Life
> > members on the list too.  Also, how often would the list be
> > updated...monthly?...quarterly?  and who would do this?
>
> The list would be updated monthly.  AISMemSec (Tom Gormley) would
> generate a list from the AIS database (a simple process requiring a
> one-time setup - he and I have talked briefly about this) and email it
> to me. I would upload it to the website and change the "last updated"
> date.
>
> Yes we would put "Life" (or some other suitable description) in the
> expiration field for life members (dates would actually be a text
> field)
>
> As to costs, I am likely to put the list on an different ISP from the
> AIS website so that Chris and I don't have to coordinate maintaining a
> current copy of the AIS website updated by two different people. That
> cost would be on the order of $7.00 per month. We would also need a
> domain name, but that is included in the basic package at the ISP I
> would use. The programming for the site would be done by a company I
> have experience with. They are off shore and excellent. I have asked
> for a quote and will post the information when I have it. The
> development cost will come from the Electronic Services Restricted
> fund. The monthly cost can be covered by the website/electronic
> services budget.
>
> John
>
> >
> > Jill
> >
> > -----Original Message-----
> >> From: William Plotner <gardens@molalla.net>
> >> Sent: Jan 19, 2007 9:42 AM
> >> To: aisdiscuss@aisboard.org
> >> Subject: Re: [AISdiscuss] Online Membership
> >>
> >> I will add to this,
> >>
> >> We also already have regional membership chrm.   That should be their
> >> job as
> >> the AIS membership chrm already sends this list to them and I am sure
> >> that
> >> it is available to the RVP's.
> >>
> >> All MY Best
> >>
> >> Will
> >>
> >>
> >> ----- Original Message -----
> >> From: "K. Loberg" <loberg@adelphia.net>
> >> To: <aisdiscuss@aisboard.org>
> >> Sent: Thursday, January 18, 2007 11:38 PM
> >> Subject: Re: [AISdiscuss] Online Membership
> >>
> >>
> >>> Bob,   Your comment about a "high tech way" is valid to consider.
> >>>
> >>>    Going from what John's proposal indicates, "The easiest
> >>> implementation
> >>> would allow anyone to get the region list", I can tell you it would
> >>> take
> >> me
> >>> about 15 minutes to load that region list (from the web) into a
> >>> database.
> >>> And, combined with a number of public databases which can be
> >>> purchased, it
> >>> might take me another 20 minutes to 1 hour to match and extract
> >>> addresses
> >>> such that I'd have a new mailing list.   High costs?   Not really, I
> >>> know
> >> of
> >>> places to get public mailing lists from local government for very
> >>> low fees
> >>> (I worked for County government for two decades and I used to provide
> >> those
> >>> lists to entities who purchased them.)
> >>>
> >>>     So I don't want anyone thinking this is impractical or hard to
> >>> do,
> >>> because I could do it.   I'm pretty sure there are  commercial
> >>> vendors who
> >>> sell the "matching" service on a state wide basis.
> >>>
> >>>     So I don't understand the need to make this available on the AIS
> >>> web
> >>> site.   Does the membership secretary get a large number of
> >>> inquiries that
> >>> we're trying to eliminate or reduce?   If the primary purpose is to
> >>> serve
> >>> the RVPs and affiliates, I suggest announcing the list web location
> >>> privately, and not open to the public on the AIS web site.   Sending
> >>> the
> >>> list via email is an easy alternative.
> >>>
> >>>    Are other plant societies doing this on a large scale?   I'm just
> >> curious
> >>> to know.
> >>>
> >>>    Perhaps membership should be asked if they want their name
> >>> published in
> >> a
> >>> public list.   There could be a check box on the renewal form giving
> >>> their
> >>> permission.
> >>>
> >>>    I appreciate John's thoughts for the unprotected approach for
> >> simplicity
> >>> sake.  I'm very hesitant as to whether it should be public.
> >>>
> >>> Kitty Loberg
> >>>
> >>>
> >>>
> >>> ----- Original Message -----
> >>> From: <bobplankmail@aol.com>
> >>>
> >>>> John raises a valid issue. We do need a written Privacy Policy (and
> >>>> a
> >>>> Liability Disclaimer Policy) covering the Internets.
> >>>>
> >>>> I quote below from "Guidebook for Directors of Nonprofit
> >>>> Corporations,"
> >>>> second edition, published by the American Bar Association (2002).
> >>>>
> >>>> "Confidential Information.  The nonprofit corporation should also
> >> exercise
> >>>> care to protect its confidential and proprietary information.
> >> Employees,
> >>>> volunteers, and others may have access to trade secrets or
> >>>> confidential
> >>>> information such as donor or member lists, personnel information,
> >> medical
> >>>> records, patient or client information or other data or materials
> >>>> that
> >>>> must be kept confidential.  The nonprofit corporation should adopt a
> >>>> confidentially policy and should take reasonable precautions (such
> >>>> as
> >>>> passwords, limited distribution, stamping materials 'CONFIDENTIAL'
> >>>> to
> >>>> protect against unauthorized dissemination of the organization's
> >>>> confidential information."  Page 159-160; Emphasis added.
> >>>>
> >>>> Privacy is a hot button issue with many.  The laws vary from state
> >>>> to
> >>>> state and are not static.  That's not to say that a member list,
> >>>> without
> >>>> addresses, is "confidential information."  So far as I have
> >>>> determined,
> >>>> such a list presently by law is not "material that must be kept
> >>>> confidential."
> >>>>
> >>>> I'm inclined to agree with John Jones, favoring the "simple
> >>>> unprotected
> >>>> approach just like the SJI does," because I do not view widespread
> >>>> dissemination to be a commercial practicality because of the high
> >>>> costs
> >>>> that would be involved in matching my name with an address. I would
> >> object
> >>>> (mildly) if it turns out that there is an inexpensive high tech way
> >>>> to
> >> do
> >>>> so, and as a result I got a flood of Invitations to Join from the
> >> orchid,
> >>>> rose, hosta, daylily, cactus, and gourd societies.
> >>>>
> >>>> Since the law does not appear to be determinative of the matter, it
> >> should
> >>>> be decided on other grounds, such as (a) whether rank and file
> >>>> members
> >>>> would strongly object on privacy grounds to their names, without
> >>>> addresses, being available on the AIS web site; and if so (b)
> >>>> whether
> >>>> overcoming such possible objections are outweighed by the
> >>>> complications
> >> of
> >>>> password protecting the data; or (c) whether just to continue
> >>>> providing
> >>>> the lists to the RVPs by mail or fax on hardcopy, and to continue
> >> relying
> >>>> on the members' own resources, or the RVPs, to remind them of the
> >>>> need
> >> to
> >>>> renew.
> >>>>
> >>>> Bob Plank
> >>>
> >>> ---------------------------------------------------------------------
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> >>> Pat Randall <patannran@msn.com>
> >>> The archives for AISDiscuss are at:
> >>> http://www.aisboard.org/lists/aisdiscuss/
> >>
> >> ---------------------------------------------------------------------
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> >> Pat Randall <patannran@msn.com>
> >> The archives for AISDiscuss are at:
> >> http://www.aisboard.org/lists/aisdiscuss/
> >
> > ---------------------------------------------------------------------
> > To sign-off this list, send email to the AIS Secretary
> > Pat Randall <patannran@msn.com>
> > The archives for AISDiscuss are at:
> > http://www.aisboard.org/lists/aisdiscuss/
>
> ---------------------------------------------------------------------
> To sign-off this list, send email to the AIS Secretary
> Pat Randall <patannran@msn.com>
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