Monday starts out checking E-mails to see if there is any new business from the board. Next, we check for Pay Pal orders that the treasurer sends us to process and ship out. The Pay Pal orders are then printed in triplicate. One for Leo’s files, one for our files and one to be sent with the order so the chapter has a hard copy also.

 

Any orders that came in over the weekend are now checked for chapter standing, and that the order has been sent in by a chapter officer in good standing .The check or money order is stapled to the order and all are copied. Again one for our records and one for Leo’s records. Any checks or money orders that cannot be processed outside of the US have to then go to the bank here in the states to be converted into a bank check that can be deposited in Canada.

 

The orders are now typed in to our computer program, Sage, for the quarterly treasurer’s report, and one for our file. This program also double checks the dollar amount to compare with the printed sheet and the Pay Pal order.

 

The telephone needs to be checked for messages and calls returned. Off to the stock room to pull the order(s) and at the same time keep an eye on the stock levels so we do not run out of any items we should have on hand. Any items that are low are ordered by fax to re order along with any special orders.

 

The orders that are filled are then put into boxes or envelopes addressed, sealed, and are now ready for the Post Office or a trip two towns over for Fed Ex shipping.

 

If there are any of the Dream Vacation tickets that need to be filled out or copied, they need to be done also. This usually takes an hour or more, most days.

 

Monday afternoon the mail arrives and more orders that need to be process plus possibly a delivery of shirts, stock regalia or special ordered regalia could come in from a supplier.

 

Firstly the suppliers order must be checked against the packing list then checked for any outstanding member’s orders i.e.; chapter specific rockers or heaven one named rockers. These are now set aside while the rest of the stock is placed in the stock room.

 

The incoming stock is entered in to the computer program so the balance is maintained in the quarterly report. In the mean time, the phone might ring a few times with members calling with questions or it may be easier to call and make sure they really wanted 20 Associate Member patches instead of Active Member, as it is quite easy to make that mistake.

 

The new orders are now taken out of stock and brought up to the shipping department where the computer is, once we have a complete order it is entered in to the computer with three invoices being printed packaged and ready for the end of day mailing. All the days invoice copies are placed in their correct folders. We will do one more check of e- mails to make sure there are no late orders.  All of this takes another hour or so and then it is off to the Post Office for the day’s mailing.

 

If it happens to be the last day of the month, all of our expenses have to be put into report form and balanced as to the amount started with, ending with, and used in the daily operation throughout the month. This includes shipping, purchases of office supplies, and the regular Post Office mailings.

 

We do try to return calls and e-mails in a timely manner. We also try to get all of the orders we have in stock out the same day we receive them, and to get the special orders faxed to the factory on the day that we get them in, because they take between 4 to 6 weeks to have them made to order.

 

The rest of the week tends to follow the Monday pattern.

 

The other big jobs are the quarterly reports, a couple of hours each report. Also three board meetings a year totaling around thirty plus hours. Not to forget the traveling to the meetings up to twenty hours plus, depending on where the annual convention is held and getting there.

 

As a board officer, you may be asked to attend member funerals. This could take days.

 

Now the big job of the year, end of year inventory report and job done for the year. Taking inventory can take up to ten hours.

 

Sincerely QM

Kent Armstrong