Association Dues Policy
1. This policy is a guideline and is subject to alteration with “due cause.” The Membership Director, the Executive Director or the board may determine at any time that due cause exists to deviate from these guidelines, but such finding must be documented, explained and presented to the board upon request.
2. Two (2) months prior to the lapse of a membership the membership director will send an “Invoicing Email” containing:
a. A notice that the membership is lapsing in sixty (60) days;
b. The dues amount;
c. The name of the dues paying company; [and]
d. An attached MnSEIA Membership invoice.
3. If the dues are received within 60 days from when the Invoicing Email was sent, then the membership is deemed current, and the membership will continue for the next twelve (12) months.
4. If the dues are not received 60 days after the Invoicing Email was sent, then a “Reminder Notice” will be sent out, either by email or direct mail, containing:
a. A notice that the membership has technically lapsed;
b. A request for the previously invoiced amount [and]
c. A note that articulates “the dues are due immediately, but if the invoiced amount is not received in the next thirty (30) days, then they will receive a phone call and their rights in the association are subject to lapse,” although this exact language is not required.
i. If the member responds to this notice email in any fashion, then the Membership Development Director may at his discretion grant the member an extra 30 days as a good faith exception to the above rule.
5. If the dues are received within 30 days from when the Reminder Notice was sent, then the membership is deemed current, and the membership will continue for the next eleven (11) months.
6. If the dues are still not received 30 days after the Reminder Notice was sent, then the Membership Development Director will call the tardy member by phone.
a. If the Membership Development Director reaches a voice mailbox then he will articulate that the member has fifteen (15) days to pay his/her dues or else their rights in the association will terminate; they will be removed from the website and unable to attend membership meetings, working group meetings or other MnSEIA functions.
i. If the member returns the phone call the Membership Director may, at his discretion, extend the payment period from 15 to up to 60 days.
1. Factors that can weigh into the discretion include, but are not limited to, the following:
a. Claims of not receiving previous email;
b. Willingness to cooperate;
c. Claims of too little time to make the payment;
d. Claims of no available or insufficient funds;
e. Anger, mistreatment, hostility or harassment of the Development Director; [or]
f. Indication that the member representative is the wrong individual to be working with.
b. If the Membership Development Director reaches the member by phone then he may, at his discretion, inform the member that they must pay their dues in the next 15-60 days. He will also inform the member that after the allotted time period, their rights in the association will be terminated, they will be removed from the website, unable to attend membership meetings, working group meetings and other MnSEIA functions.
c. If the Membership Development Director does not reach a voice mailbox because the member’s on-file representative has left the company, if the voicemail box indicates that the representative for the member has left the company, or if the number is not available, then the membership Development Director will assume the Member’s On-file representative has left the company. The Membership Development Director will then seek to remedy the situation by contacting another potential member representative.
i. If the Development Director is able to contact another Member Representative then he will inform that Member Representative that they have 60 days to pay their dues or else their membership is subject to lapse. The membership Development Director will then send an Invoicing Email and the process will restart at that point.
ii. If the Development Director is unable to contact another Member Representative then the Development Director may make a finding that the Member no longer exists for the purposes on MnSEIA membership and the member’s rights will terminate immediately.
d. If the dues are received within the allotted time period from what was stated over the phone, then the membership is deemed current, and the membership will continue for 12 months less the number of months the member’s dues were tardy or extended from the original membership dues date.
7. If the member’s rights terminate in the association, they may be restored by repurchasing the correct MnSEIA membership based on employees and practice area (i.e. Contractor, Developer, Manufacturer, etc.).
a. If the member was a “sustaining member” prior to their rights terminating, then they are not required to become a sustaining member again in order to reinstate their rights.
b. If the member attempts to restore their rights by repurchasing an incorrect MnSEIA membership based on employees and practice area (i.e. Contractor, Developer, Manufacturer, etc.), then their rights will not be reinstated and their money will be returned, or the member may provide additional money to make up the difference.