REPORT OF COUNCIL ON CONSTITUTION AND BYLAWS
CCB Report 3-A-07
Subject: TMA Dues Billing Cycle
Presented by: Drew W. Alexander, MD, Chair
Referred to: Reference Committee on Financial and Organizational Affairs
The Committee on Membership has reviewed the association's billing cycle. First renewal invoices are mailed on Oct. 1; the due date is Dec. 31. Members who have not yet renewed receive another invoice in November and again in February. According to TMA Bylaws, members who have not paid by March 1 are considered delinquent and, if they have not paid by April 1, are dropped from membership. The current billing cycle, then, runs from October through April.
Because of the six-month billing cycle, members are not compelled to pay in a timely manner. A shorter billing cycle would reduce mailing costs and staff time required to prepare dues notices. It also would benefit the association by collecting dues earlier for the start of a new fiscal year. Shortening the billing cycle also would have a positive impact on TMA-related organizations, i.e., TEXPAC, because they are asked to refrain from billing during TMA's billing cycle.
In reviewing the committee's request, the Council on Constitution and Bylaws expressed concern for physicians who may have financial hardship related to end-of-year expenses. With the committee's assurance that it would inform delinquent physicians of available payment options, the council agreed to propose bylaws changes to shorten the dues billing cycle.
Recommendation: Amend Chapter 13, County Societies, Section 13.50, Finance, as follows:
13.54 Delinquent dues .
13.541 Date of delinquency . Members who pay on an annual basis and have not paid dues by March 1 Feb. 1 shall automatically be considered delinquent. Members who pay dues on an installment basis and have not paid an installment payment by the last business day of the month the payment is payable shall automatically be considered delinquent.
13.543 Reinstatement . A delinquent member who pays dues on an annual basis may be reinstated as a member in good standing upon payment of dues, provided payment is made before April 1 March 1 of the same calendar year in which the delinquency occurred. A delinquent member who pays dues on an installment basis may be reinstated as a member in good standing upon the payment of all installment payments in arrears, provided payment is made within 60 days of the member becoming delinquent.
13.544 Automatic dropping from membership . A delinquent member who pays on an annual basis and who has not been reinstated by April 1 March 1 shall automatically be dropped from membership. A delinquent member who pays on an installment basis and who has not been reinstated as provided in 13.543 shall automatically be dropped from membership. A former member who thus forfeits membership may be reinstated as a member in good standing at any time during the same calendar year upon full payment of current year dues.
13.55 Transmittal of association dues . County society secretary/treasurers shall forward to the executive vice president of the association the names and remittances of members as soon as practicable following their receipt. Remittances shall be made monthly. The completed roster is due March 1.
TMA House of Delegates: TexMed 2007