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Member Database Management
Introduction of
Proposal
The American Association of Law Libraries (AALL)
is pleased to submit a proposal to manage the
membership data of the INSERT CHAPTER NAME HERE
(CHAPTER).
The AALL currently manages its own database files
of over 5,000 members worldwide, which, combined
with its proprietary web-server, printing, and
mailing house capabilities, makes for an ideal
partnership with Chapters who require data management
service such as:
• Ongoing recordkeeping of member demographics
• Annual dues invoicing
• Publication of an Annual Membership
Directory/Handbook
• Mailing labels in a variety of sorts
and formats
• Customized letters, notices, and flyers
• Broadcast E-mail capabilities
• Chapter Webpage access to member records
Chapter Membership Data Management
Contract
Introduction
The American Association of Law Libraries (AALL)
located at 53 West Jackson Blvd., Suite 940, Chicago,
IL 60604 and the INSERT CHAPTER NAME HERE (CHAPTER)
agree to mutually contract for the AALL to manage
the membership data and component services of
the CHAPTER membership files in accordance with
the following terms.
Initial Setup,
Testing, & Recordkeeping
After the initial installation of the CHAPTER
member records into the database, AALL will receive
changes, updates, and amendments to CHAPTER member
records, and revise the database file on a weekly
basis. Revisions and changes may be transmitted
to AALL in hard copy format (mail or fax), or
electronically (e-mail or Chapter Webpage). CHAPTER
will select an individual who will serve as the
sole contact to receive and forward all changes
to AALL. AALL will not accept changes from individuals
other than the CHAPTER appointee. The CHAPTER
Board reserves the right to change the appointee
at any time with written notification to AALL.
As an option, members can receive, via mail, a
copy of their member profile to confirm the posting
of any revisions or corrections.
Dues Invoicing
Annually, AALL will prepare and mail a dues invoice
to each member in the CHAPTER database no later
than 60 days after notification by CHAPTER. The
format will be an original and remittance copy
of the invoice; a return envelope addressed to
CHAPTER's designated custodian, and any promotional
materials CHAPTER may wish to insert in the envelope.
AALL will support various dues categories and/or
dues levels based upon CHAPTER membership types.
AALL will not receive nor account for dues remittances;
however, AALL will provide, to CHAPTER, a listing
of all amounts invoiced by member name and/or
type.
Annual Directory/Handbook
Annually, on a date mutually agreed upon by AALL
and CHAPTER, AALL will produce an alphabetical
listing of all CHAPTER members in a Directory
format. Each member record will contain the usual
demographic information: Name, Address, Phone,
Fax, e-mail, and Employer.
Additional information from the member record
may be included at CHAPTER's option.
Chapters who wish to produce their own directory
will be provided with an Excel file listing all
membership records.
Each organizational (employer) record would contain
information including, but not limited to, the
contact name and phone number, pickup and drop-off
address, and hours of operation of the organization's
interlibrary Loan privileges.
The Handbook section would contain copy specific
to CHAPTER, such as Bylaws, Committee Rosters,
Meeting Schedules, etc. CHAPTER will furnish all
editorial copy for the non-roster sections of
the Directory.
CHAPTER may also provide, at its option, the artwork/design
of the Directory cover and any additional graphic
materials. AALL will not provide graphics of any
kind.
Prior to commencing production of the Directory,
AALL and CHAPTER shall agree upon specific dates
on which proof copies, approvals, and final production
will take place. It is mutually understood that
failure to adhere to the agreed schedule will
delay final distribution of the Directory.
Mailing Labels
On request, AALL will supply mailing labels to
CHAPTER. Labels are available in a variety of
formats: One-up peel-off; 4-up Cheshire; Avery
(30/page) laser.
Labels may be for the entire membership, or may
be selected based upon the demographic fields
contained in the member's record.
Customized Letters/Notices/Flyers
Customized letters, notices, and flyers will
be produced with the merging of a standard form
letter and all or any selected portion of the
database. Also included are customized forms,
surveys, profiles, or any other application where
it is necessary to place the members’ name/address/phone/fax/e-mail
on the document.
Broadcast e-mail
AALL will transmit messages to all or any portion
of the membership capable of receiving e-mail,
and with their e-mail address on file.
Transmission is instantaneous.
Transmission of
Documents and Other Data
At its option, CHAPTER will transmit to AALL,
documents and other data in hardcopy (mail or
fax), or electronically (e-mail or Chapter Webpage).
In addition to selecting a designated individual
to handle all member record changes, the CHAPTER
Board will also appoint an additional individual
responsible for transmitting to AALL all other
documents and data.
Usage of the CHAPTER
Database
The CHAPTER membership will be incorporated into
the AALL membership database. As such, the records
of all CHAPTER members who are not AALL members
will be included in future sales of the AALL member
list. CHAPTER will not be reimbursed for such
usage of its member records. AALL will not have
the right to sell the CHAPTER membership list
as a separate list. CHAPTER will continue to promote,
sell, and invoice for its own list, and be entitled
to revenues from all sales of its member listing
solely.
Pricing of Service
Options
Any or all of the above options are available
to CHAPTER. Each is priced separately as follows:
Initial setup and testing: For chapters with
500 members or more AALL will download CHAPTER's
current membership database and construct the
necessary file formats for the flat sum of $500.
For chapters with fewer than 500 members AALL
will download CHAPTER’s current membership
database and construct the necessary file formats
for the flat sum of $250. The member list must
be presented to AALL in an electronic format.
If the list is not available in an electronic
format the flat sum will be negotiated.
Monthly maintenance of changes, revisions, and
updates, for a flat monthly sum of $50 (for chapters
with 500 members or more), or $25 (for chapters
with fewer than 500 members) for an unlimited
amount of changes. It is agreed that the AALL
Membership Coordinator will enter all changes,
revisions, updates, and additions to the CHAPTER
membership database within five (5) working days
of their receipt. Receipt may be by mail, fax,
or electronic media. No changes, revisions, updates,
or additions will be transmitted by phone. The
AALL Membership Coordinator will provide an electronic
E-mail acknowledgement to CHAPTER upon completion
of each member change, revision, update, or addition
submitted electronically.
Preparation and mailing of the annual dues invoices,
and providing a listing of amounts invoiced by
member will be charged at $.50 per invoice, assuming
that CHAPTER provides all materials, envelopes,
printing, postage, etc. Materials requested, but
not supplied by CHAPTER will be supplied by AALL
at its invoice cost plus a 10% service charge.
Revisions, alterations, or design of the invoice
copy requested by CHAPTER will, if deemed significant
by AALL, result in additional charges not to exceed
$75 for each hour incurred by AALL personnel.
CHAPTER will be notified prior to AALL commencing
any such revisions or alterations.
Annually, prior to production of dues invoices,
AALL and CHAPTER will mutually agree upon a schedule
of particular dates which must be accomplished
in order for dues invoices to be delivered prior
to a mutually agreed date.
Mailing labels will be produced with a 3 working
day production time, excluding delivery via 2nd
day air express. A listing of all members is available
in the following formats: peel-off one-up labels;
30/page Avery laser labels: PC formatted diskette.
Single sets of one-up or Avery laser labels, $35;
one partial listing of selected members, $35;
a PC formatted disk of any or all members, $25.
Customized letters (one page) sent via first-class
(priority) mail: $.50 per piece with postage,
printing, and stationery provided by CHAPTER.
Materials requested, but not supplied by CHAPTER
will be supplied by AALL at its invoice cost plus
a 10% service charge.
Custom reports based upon selection and/or printing
of various record fields can be produced. Such
reports will be at a cost to be quoted by AALL,
based upon the estimated length of design and
testing at a rate of $75 per hour for the AALL
Director of Information Technology. In no case
will the cost exceed $300, and in no case will
the charge exceed the estimate.
Broadcast e-mail: $120 per message regardless
of the number of recipients.
Chapter Webpage access: subject to quotation
based on design and component features.
WebPages design and features will be mutually
agreed upon between AALL and CHAPTER and may be
subject to additional charges depending on the
additional features and design components. All
additional charges will be quoted to CHAPTER prior
to commencement, and in no case will the actual
charges exceed the estimate.
Printing, design, layout, and editing of the
Annual Membership Directory & Handbook is
subject to a specific quotation from an outside
contractor selected by AALL or CHAPTER and is
dependent on the complexity of the project and
additional sections requested by CHAPTER. When,
and if, AALL assumes responsibility for production
of the annual membership directories of other
Chapters, which result in quantity discounts,
AALL will factor these discounts into the price
charged to CHAPTER for production of the CHAPTER
Directory.
Chapters who wish to produce their own directory
will be provided with an Excel file listing all
membership records at an additional cost of $300
for chapters with 500 or more members or $200
for chapters with fewer than 500 members.
Prices quoted in this contract may be amended
provided that the AALL notifies CHAPTER, in writing,
no later than January 1 of each succeeding year.
Right of Cancellation
CHAPTER reserves the right to cancel this agreement
30 days after written notice to AALL. If cancelled,
AALL will purge the CHAPTER membership information
of all CHAPTER members from its database within
60 days after receipt of the cancellation notice.
Upon cancellation, AALL will return all information
contained on the CHAPTER membership to the CHAPTER
Board in a format and manner designated by CHAPTER.
AALL may cancel this agreement 30 days after written
notice to CHAPTER. Upon such cancellation, the
purging of CHAPTER membership information from
its files, and the return of all membership information
to CHAPTER, AALL will be relieved of all responsibilities
or demands contained in this contract.
Scope of the
Contract
This Contract is the entire Agreement between
the AALL and CHAPTER, and may be modified only
in writing and with the acceptance of both parties.
Notification
All notices under the terms of this Contract
shall be delivered by First Class Mail (Certified
at the option of the sender) to: if to the AALL,
at the business address in the first paragraph
of this Contract; if to CHAPTER, to the business
(employment) address of the then current President.
American Association of Law Libraries
By:___________________________________
Executive Director
Date:___________
INSERT NAME OF CHAPTER HERE
By:___________________________________
President
Date:___________
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