J & M Business Solutions, LLC, parent company of Best Benefits Club, offers a variety of services to not-for-profit and non-profit associations.

Answer telephone: Forward messages to the appropriate board/committee members or handle requests. All phone calls will be responded to within one business day of message received.

Assist with keeping Bylaws, Policies and Procedures and the History of Association up-to-date and post any updates to your website, if applicable. J & M will maintain a working knowledge of the Bylaws, incorporation papers and board policies.

Board Meeting: Secure location, send out notice to board members on the Monday prior to a scheduled board meeting, attend meeting, take minutes, distribute minutes to all members following the meeting, assist the president (or committee chairs) to prepare an agenda and support materials, and provide board members with this information in advance of the board meeting.

Committees: Provide assistance to committee chairs, send out notices of committee meetings, and distribute minutes to committee members in advance of the next scheduled committee meeting. E-mail task reminders to committee members. Attend committee meetings, if necessary, to implement the board and committee objectives. Scope of activities that may be required to include taking and distributing minutes and preparing and distributing relevant reports.

Conference Calls and/or Webinars: J & M will make arrangements for any conference calls or webinars.

Database Management: J & M will be responsible for the maintenance of your membership database, including date membership application was received, all information as portrayed on the application, amount and date of payment last received and sending out of annual renewal notices, and collecting of payments. J & M will compile and organize a program database that will record the following for each program: participant, date of program, participant name and contact information and indication of membership status. J & M will compile, organize and maintain a database that includes information relayed through the acquisition of lists from other organizations.

E-mail Management: Take care of e-mail correspondence within one business day. Distribute correspondence to board members and committee members, respond to inquiries/requests and distribute program announcements and registration materials.

Event Planning: J & M will be responsible for arranging the meeting venue and menu, preparing any materials that may be needed and coordinating signatures required for the contracts. J& M will submit invoices to treasurer for payment. J & M will contact speakers and coordinate necessary arrangements (hotel accommodations, AV needs, etc.). J & M will also contact the program sponsors provided by committee chair to obtain and confirm marketing information and to collect sponsorship commitment.
J & M can design, print, copy, stuff and mail meeting invitations (also send out an e-mail reminder invitation 7 to 10 days prior to the event), collect reservations, prepare receipts, name tags, collect and process payments, attend event and collect payments, distribute name tags, and make guests feel welcome. Prepare report following the event, which includes: number of members who attended; number of guests who attended; expenses; income; net profit/loss of the event as well as a summary of evaluations. J & M will also send "thank you for attending" notes to all guests who attended the function and will provide your membership committee with a list of guests for their follow-up, if applicable. Throughout this process we will keep the committee chairs informed.
J & M can also maintain a schedule of events on the website for each meeting; and depending on the type of hosting package the current website is housed in, we may also be able to offer online meeting reservations and payment.

Finances: J & M will keep accurate records of all monies received and deposited, all invoices and/or requests for payments, and receive all monthly bank statements and financial investments reports, forwarding same to the treasurer within 5 business days of receipt.

Membership Processing: J & M will provide board members or designated committee chairs access to databases. J & M will process all applications and registrations, create and produce labels for mailings, compile and produce a summary of membership activity and compile and produce a summary of each program meeting.

Newsletter: Solicit articles, design, typeset, send to printer for printing, and distribute to your mailing list as well as post the newsletter in PDF format to your website.

Public Relations: Work collaboratively with the membership committee to support the committee initiatives related to recruitment and retention of members. Press releases regarding your special events and any other news will be submitted to area media outlets. We have relationships with many of the publications in northeast Ohio and have success in getting our events listed.

Record Storage: Permanent files will be maintained according to Record Retention Schedule of the Bureau of National Affairs. Upon termination of this agreement, all paper and electronic files will be promptly returned.

Website: We have the qualifications and experience to maintain your website, which can include form mail, newsletter archives, on-line reservations, forums, password-protected membership roster, and more. Please view the following association websites that we have designed and/or maintain, to get a feel for what we could do for your association: www.ohio-oahu.org, www.nda4U.com, and www.gcsae.com (use the user name: gcsae and password: guest to gain access to the members only section).

Your association has the option to select which services you would like J & M to provide. J & M also offers choices regarding fee structure. Please call the Best Benefits Club office for more information.

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