Ever since I became involved with the club and the CC I have been dismayed by how the membership and contacts list have been maintained - or not.
The CC doesn't have a county-wide contacts roster. Historically, the clubs have refused to provide their contact lists. When I became President of the IMDC, I made our roaster available to the CC, but it was never acknowledged. I believe that has been improved somewhat.
Joe Lewis maintained our membership roster with a tool he created back in the MS-DOS days. I kept the mailing list in sync with his by manually comparing - a tedious effort.
Robin took over his role and maintained the roster using my spreadsheet form, but the mailing tool (Mailchimp, and now Brevo) were kept separately and became hopeless un-synched. The non-member contacts were only sporadically maintained in the mail tools.
We had no way to do on-line dues or monetary transactions and we had to manually synchronize with the roster.
Robin tried to keep volunteer preferences in her spreadsheet, and the OK TO flags too.
The only way to generate a call list was a dump of the roster, but not taking into account of the OK TO flags or the opportunity preferences.
Historic information was lost in the mists.
Every organization that I've been involved with has had a very strict policy relating to the maintenance and usage of membership data. Dealing with legal issues of maintaining such a database can be a very trying indeed. That is why I created the Membership App. The Membership App maintains a single CONTACTS registry including ALL of our contacts and automatically kept in sync with our mail tool. I've developed a Contacts Roster Policy based on the Member App to set restrictions and ground rules for working with our Contacts Roster which we will discuss at the meeting tomorrow.