September 30, 2025

To help with quality assurance, we’ve gotten a head start on the production of the membership directory. Thank you to everyone who has returned their directory page corrections so far! Previously, you’ll recall the directory dedicated two full pages outlining “how to propose a new club member”. This process remains the same, however, in the 2026 directory we will simply put a condensed version and move the full process description to our Policies and Procedures manual. This manual is an excellent resource for all members and is accessible by logging in online and navigating to our Community Links. You can also view and download it here. Keep an eye out in December for an updated version!

Another process we’ve been getting questions about is how to join a committee or subcommittee.

As it currently stands in the bylaws, Section 5.1.1:
“A Member may become a committee or subcommittee member by contacting the chair, verbally or in writing, and indicating their interest in serving. The chair of each committee or subcommittee shall appoint its members.”

If you need assistance connecting with the chair, please contact the committee or subcommittee staff liaison, or myself in the absence of staff liaison. Additionally, you may attend open meetings, even if you are not a member of the committee or subcommittee – feel free to reference our Upcoming Committee Meeting page.

One of my goals is to bring small changes to the membership program that will make everyone’s lives a bit easier, and I hope you’ll find the above updates are helpful. My door/inbox is always open for questions, comments, or concerns! 

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Nicole Bodzewski
Membership Manager
[email protected]

In an effort to further ensure efficient operations of our committees, please continue reading Committee Leadership: Roles & Responsibilities from Mary Webster:

Committee* Leadership: Roles & Responsibilities

*The term “Committee” in this document shall include Subcommittees

Chair - Key Responsibilities

Meeting Management

• Conduct committee meetings a minimum of twice a year
• Plan agendas in consultation with staff liaison 

Leadership and Governance

• Provide strategic direction aligned with the Strategic Plan and committee Charter; comply with  policies or procedures of the committee
• Present recommendations for board approval to Board in a timely manner
• Represent the committee at the Annual Meeting and Spring Board meeting (and other Board meetings as needed)
• Review reports prepared by staff liaison for Club’s Rolling Summary published June and December
• Assist staff by answering questions from members about committee work  

Member Development and Engagement

• Reach out to all members who have indicated interest in serving on the committee, including names provided by the Membership Manager, and describe desired qualifications if applicable
• Provide onboarding for new committee member

Budget Planning and Financial Stewardship

• Work with staff liaison to develop annual budget requests for committee activities
• Monitor expense and revenue throughout the year and report variances from budget to Director of Finance and Administration
• Identify cost savings or revenue opportunities within committee scope

Administrative Duties

• Review meeting minutes for accuracy before distribution

Inter-Committee Coordination 

• In conjunction with staff liaison, maintain awareness of other committees' activities to identify potential overlaps or conflicts
• Communicate proactively with chairs of related committees on matters of mutual interest

Continuous Improvement

• Conduct periodic committee evaluation and program assessments
• Support succession planning for committee leadership transitions

Deputy Chair - Key Responsibilities

• Chair committee meetings and represent the committee in the chair’s absence
• Assist in meeting preparation, agenda development, and other chair duties as assigned 

Staff Liaison - Key Responsibilities

Administrative Support

• Provide meeting set-up, preparation and follow-up
• Ensure all members of a committee are listed in the Directory (in Charter descriptions and personal information sections)  
• Provide upcoming meeting details to Membership Manager (open meetings will be posted on website and closed meetings need to be tracked internally)
• Keep permanent copies of approved minutes of committee meetings and make available to members upon request with notice to chair
• Prepare committee reports (reviewed by chair) for Club’s Rolling Summary published in June and December

Coordination and Communication 

• Provide regular updates to chair and deputy about organizational priorities
• Monitor related committees and subcommittees to prevent duplication and scheduling conflicts
• Facilitate resource and knowledge sharing across committees
• Take on other duties assigned by chair 

Note: some committees do not have a staff liaison; in such cases the chair or deputy shall cover these functions

Club Resources Available to Committees 

• Member interest lists from Membership Manager (based on Annual Meeting information sheets)
• Access to Policies and Procedures Manual, committee liaison list, and governing documents
• Conflict resolution support for inter-committee issues
• Budget planning templates and financial reporting tools
• Resolution of budget questions, expenditure approvals, and financial planning assistance
• Training on budget development and financial oversight responsibilities 

Thank you for volunteering your time and expertise to serve in this important leadership capacity. Your commitment helps ensure we engage our membership and the organization can effectively pursue its mission.