Database

The database manager should have access to a computer and the needed skills to maintain all database files for the Chapter.

1. Attend all executive committee meetings

2. Maintain the following databases:

	A. Label Databases (currently in Corel WordPerfect 8.0)
	B. Pipeline Mailing Labels This label list contains the names and addresses of all chapter voting members in addition to: chapter friends, chapter subscribers, AGO National Officers & Committee Chairs, Region IX Councillor, Region IX Deans, the Grand Canyon District Convener, members of the Phoenix Arts Commission, and members of the AIE Panel

(Arts in Education). A set of labels is printed out the 15th of each month and mailed or delivered to the Bulk Mailer.

Updates to addresses are received from (1) Chapter Members, (2) Registrar

C. Local Mailing Labels

This label list is a sub-set of the names/addresses above who live/are in Arizona. This is the set of labels that is sold ($ 20--one time use only) to businesses & churches who want to send a mailing to chapter members

D. Executive Board Labels

This label list contains the names and addresses of all current executive board members and labels denoting the next board meeting, date, time and location.

The label list is maintained by the database manager if the Secretary does not have a computer/printer capable of maintaining/printing this label database.

3. Membership Database (currently in Microsoft Excel 7)

This database tracks the current membership and type of membership for each person. It also tracts the membership fees paid, Yearbook postage paid, and contributions to the current year' s recital series. The columns are formulated to automatically total the types of membership and the monies received.

The Membership database can be maintained by the Database Manager and/or the Registrar.

4. Chapter Officer Expectations (currently in Corel WordPerfect 8.0)

This database list the duties and expectations for all officers and committee chairs. It is the responsibility of the Database Manager to update this file when the Executive Board decides to review/update the Chapter Officer Expectations and distribute a revised/ reviewed copy to each officer/committee chair.

5. Yearbook Database (currently in Corel WordPerfect 8.0)

As soon as one Yearbook is published and mailed, the next Yearbook is started.

The following must be updated throughout the year and during the membership renewal period:

(1) Any change in current members' information pertaining to degree, address, phones, church position, etc.

(2) New members are added; old member' s whose "grace period" has expired are deleted

(3) Chapter program year

(4) Chapter Officers & Executive Board

(5) National/ Regional/ District Personnel Information

(6) ASU Organ Recital Series

(7) Current year' s dates where stated, i. e., the cover, the footer, etc.

Before publication of the new Yearbook, ads must be received from the Yearbook Co-ordinator and the layout determined

Estimates for printing/binding should be obtained and submitted to the board

Work parties have been successful in the past to help defray expenses for collating and binding

6. Repetitively Used Chapter Forms (currently in Corel WordPerfect 8.0)

The following forms should be updated as requested by the board. These forms could be filed and maintained by the Database Manager and/or the Pipeline Editor

(1) Placement Information Form

(2) Member Survey Form

(3) Marathon Recital Form

(4) Year-at-a-Glance Form

(5) Member's Composition Recital Form

(6) Any other forms forgotten here and deemed necessary by the board