COLLECTION OF DUES
Option 1: Ask RMA HQ to bill for you.
If you decide to collect local chapter dues, RMA HQ can provide this service for you. HQ will send out local chapter dues billing to all RMA Associates linked to your local chapter. If this approach is used, RMA HQ will automatically consider all RMA Associates to be local chapter members as well. There is no confusion on who's a local member and who's a national member. RMA charges $4.50 per Associate upon collection and will send the chapter a check for the collected dues net of the RMA charges for this service. The chapter may wish to have RMA HQ send a letter from the chapter president with the bill for local dues. This letter can explain the RMA chapter's benefits to the Associate. RMA HQ will send a second notice upon non-collection of the initial bill. RMA HQ will also periodically send a copy that lists past-due Associates to the treasurer of the chapter to enable you to follow up on collections at the chapter level.
Option 2: Collect dues on your own.
Any individual or institution that chooses to become a local member must also be a national RMA member. Consider the following steps to bill for local chapter dues:
- Prepare your database of members to be billed.
- Send an e-mail to each member to verify information in your database.
- Decide on dues structure, either by institution or individual member.
- Decide where to send the bill. Suggestion: If billing the institution, send your invoice to the Senior Associate member. If charging individual dues, send your invoice to the individual member.
- Send out either e-mail or hard copy billing (or both). Be sure to specify the period for which you are billing, and indicate very prominently the due date for payment. Emphasize the importance of responding in a timely manner to avoid a break in membership.
- Along with the billing, include a letter from the chapter president reminding the person of the many benefits of belonging to the chapter.
- Consider providing the option to pay by credit card. (See below for various payment options.)
- Make sure someone is keeping very detailed and accurate records of all payments received.
- Establish a follow-up plan for unpaid billings: another direct mail package, an e-mail message, or personal phone calls.
- Once you receive updated information on members, make sure your database is updated with current contact information.
For more information and for additional resources, please contact William Githens at bgithens@rmahq.org or 215-446-4124 or contact the Regional Manager for your area.