As Post Adjutant, I’ve been part of all 2009 membership processing. With over 1,000 membership cards under my belt, I’ve learned a lot and would like to think I’ve brought some new techniques as well. After 20 plus years as a Navy Admin type, it is kind of hard not to review old processes and look for ways to make them easier and serve the post more. After all, I did relieve a team of two people. So streamlining without taking shortcuts is job part of the mix.
One important element is steady communication! So, let me kick off by pointing out a few items. First and most pressing, is that it is VITAL that members REPORT their address changes PROMPTLY and ACCURATELY. Simply put, it doesn’t get updated until I get the word. This has caused a lot of problems recently because the local post office has recently started re-enforcing policies and adding surcharges after years of not doing so. So, this has never been an issue until now. Just my luck, huh?
More specifically, it is regarding the Legion Lite. The Legion Lite is actually mailed out by our Clubroom Manager who has maintained an address database of her own to make this happen. She has done a stunning job of it because up until recently there has never been a system in place that combines all of our Post 434 Family including Post, Auxiliary, and Sons into a comprehensive database. Recently, the Chula Vista Post Office had a changing of leadership where a decision was made that for every “bulk rate” mailing the standard “Address Service Requested” is added to the mailing. This is a standard postal practice that we were able to previously get a pass for in the past. So, with the “Address Service Requested” annotation, the post office is tasked to track down addresses for those that are incorrect in order to ensure they get mailed properly. Along with that, they charge the post $0.50 for each item and then they send us back a copy with the new address for our records. Although, it hit us in a big way with nearly 100 plus addresses that I had to investigate, I look at objectively in that it is helpful to let us know when addresses change. Some of the address information was on the records incorrectly for YEARS. So, I look at it as we are fixing a longstanding issue. Chris and I are working out the kinks for us to use a unified process and we hope to make things smoother and more accurate this year. We can only do that if YOU REPORT YOUR ADDRESS changes.
Anyway, I’ve worked it out so that I can make address changes AT ONE TIME to local, Cal Dept, and National ONLINE. So, let me know and let’s get them fixed. You can leave a note at the Bar, call in at 422-9309, or email me at Adjutant@LegionPost434.org. If you have made it to this web page, you are probably internet and email savvy. Therefore, I will tell you that I juggle a lot of duties among different organizations, the Navy, and a few businesses and email is the best form of communications for me.
With a legion post family network of nearly 2,000 emails and internet have arrived. Second, there are many checks and balances to ensure that everything is well documented. That way when I get a message that a card didn’t arrive, there are many ways to verify it; because sometimes WE ALL need that to back us up. For starters, each check and cash dues paid are logged, the actual act of new member sign-up and/or renewals are logged in handwritten ledgers, info is updated on the computer (verifying accurate payment, years current, membership numbers, and other forms of data), and the membership card stubs (where your cards come from) are annotated accurately and mailed with a transmittal as well. This all happens right before the cards are mailed and they are done in the same evening. If you’ve paid and you haven’t received your card in a couple of weeks, then I ask you to not only let us know, but also ensure that you have your receipt (if you paid at the bar) or a copy of your check from the bank to show the funds as paid. I just think it is important that we all know these “inner workings” to provide a little comfort that we are taking care of “your” programs. Let me add, that by sharing this information, I in no way am addressing any pending issue or addressing anyone in particular, but just sharing information. I DO NOT take ANY question personally and my goal remains the same at all times:
“TO HELP MY FELLOW MEMBERS, TO SAFEGUARD THE POST, AND TO REINFORCE AND HELP LEGION PROGRAMS THRIVE”
So, if you don’t get a card, DON’T WORRY! Just let me know and I will get to the bottom of it. Duplicate cards are easy to make if a card does get lost in the mail. It does happen. This is not new. It’s just a good time to remind everyone.
I need to remind also that it is still the easiest and the best way for me to get the membership cards out by MAILING them. Leaving things behind the bar, makes the bartender become a Postal person and the items do start piling up. If you come in everyday, then let whomever takes your payment ensure that they note “Pick Up at Bar” if that is your desire. Otherwise, it will get mailed. Take it from the guy that does the job, it is easier when managing over 1,000 memberships.
Lastly, I am here to help. I hope my efforts to inform you and make things better NEVER gives off a vibe that I am not here to help. To the contrary, I have been accused of many things and the one I am most proud of at the Post is “doing more than before.” So, start with the notion that I am working for you and the post in all efforts. Because, friends, I truly am.
As most know, I have a day job as Admin Dept Head for the Navy SEAL/SWCC Training Command that keeps me occupied during the day, but you can always call me at home (397-0064) in the evenings, stop by on my Post Nights (Tuesdays and Thursdays, from 5pm – 9pm), or leave me a note at the bar. Want to know more and don’t want to wait a month? If you have a computer, you can check out the full version of my article and more from the post website at http://www.LegionPost434.org click on the “Adjutant’s Corner.” (of course, you know that, because you are here, huh?)
Got a suggestion for my article? Let me know!
Cheers! Tony
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