Membership/Chaplain

Using MailChimp.com (an email marketing program), maintains the list of members, which includes their address, email, phone, how they will receive the quarterly newsletter (email or USPS), whether they are lifetime or annual members, and any other pertinent information about the individual.

Receive Membership Applications

Potential new members (lifetime or annual) will complete a Membership Application and send it to DOTRA. When received, send out a letter informing them of their pending membership.

Ahead of, At, and After the Monthly Director’s Meeting

In a Google Drive document, list the names of any potential new members to be reviewed and provide that list to the other directors ahead of the meeting. This will also include the payment information received with their membership application.

Additionally, ahead of the meeting, send a complete roster of the current active members.

At the meeting, review the report and take a vote on whether or not to accept the individual as a new member. Provide the Treasurer with the membership application fees received.

Once accepted, add the individual to the MailChimp DOTRA audience. Create a membership ID card and mail the ID card and a letter welcoming them to DOTRA.

Annual Members

For those that are annual members, we actually allow them to stay on the roster for two years beyond their expiration. Once that time has passed, move them from the DOTRA audience to the Deceased and Inactive audience within MailChimp.

Deceased Members

When a member passes, move them from the DOTRA audience to the Deceased and Inactive audience within MailChimp.

Quarterly

Provide the DOTLine chairperson with the names of new members to be published in the Membership Report section of the newsletter.

Chaplain

Peruse local obituaries online (i.e., Trenton Times, Trentonian) for NJDOT retirees and also current employees who have passed away. Legacy.com will help with pinpointing areas. Typically the chaplain will be informed of someone's passing by one of the other DOTRA members before it is even in the paper.

Maintain the Chaplain Report in a Google Drive document. This information consists of the name of the deceased, their age, date of death, and whether or not they were a member of DOTRA.

Let the Facebook Group Page administrator know so that the obituary can be posted on Facebook.

Ahead of the Director’s monthly meeting send the report out to the other directors. Discuss the report at the meeting.

Provide the DOTLine chairperson with the names to be published under the Chaplain Report section of the quarterly newsletter.

Do your due diligence. If someone reaches out to you to say someone has passed, be 100% sure before posting anything anywhere. If not 100% positive, do your own research for the obituary.