Interest Group Policies and Procedures
Section 1: Interest Groups
Interest Groups are established to allow members with common interests to organize and meet.
The Interest Group Guidelines are located in the NWS Bylaws, Article X and are summarized below: As stated in Article ll of the NWS Bylaws, our objective is to be a social club meeting the requirements of Internal Revenue Code 501(c)(7). This code section permits social clubs to organize “for pleasure, recreation and other non-profitable purposes”. As long as our interest groups maintain the purpose of pleasure and recreation, NWS can retain our tax-exempt status as a social club.
Section 2: Establishment and Organization
The President may, with the approval of the Board, establish an Interest Group.
Section 3: Interest Group Chairs
1. Each Interest Group shall have a Chair that is a member in good standing.
2. Chairs shall keep an Interest Group Folder with information on the activities and practices of the
Interest Group; and
3. Chairs are responsible for contacting new members to their Interest Group to extend a welcome
and invite the member to the next activity.
Section 4: Interest Group Rules
1. Any member in good standing may join or start an Interest Group.
2. Interest Groups shall be responsible for their own expenses; no Club monies shall be used to
finance an Interest Group activity.
Interest Group Chairs are encouraged to:
-
- Have co-chairs;
- Keep a notebook with information regarding the groups activities to be passed on to the next interest group chair.
- Encourage other Interest Group members to become Interest Group Chairs.
Fostering Friendships
It is important to ensure our new members feel at ease within your interest group. Here's how you can assist:
- Welcome Call: Reach out to the new member of your Interest Group to extend a warm welcome. Introduce yourself and express the group's excitement about their joining.
- Event Attendance: Inquire whether they plan to attend the upcoming event. This will not only help gauge their interest but also give them a chance to engage right away.
- Transportation Assistance: Ask if they require transportation to the event. You can offer to arrange a ride for them or suggest joining a known carpool if available.
- Buddy System: Offer to be their "buddy" during their initial meeting. This involves guiding them, introducing them to other members, and ensuring they feel included.
- Q&A Support: Be open to addressing any questions they might have about the group, its activities, or any other related concerns.
By taking these steps, we can create a welcoming and supportive environment for our new members, fostering a positive experience within our community.
Membership
The 2nd Vice President will be your contact for all things regarding Membership. Contact her at [email protected]
Member Lists
If you're looking for the Interest Group Members List, you can access it on Evite at any time. However, if you prefer to receive a PDF version of the list via email, you can contact the 2nd VP at [email protected].
New Members
As new members join the NWS throughout the year and join your Interest Group, The 2nd VP will provide you with the new member’s name and contact information. As the Interest Group Chair, you should contact the new member as explained in Fostering Friendships.
Member Changes
Notify NWS of any membership or group changes for directory and Evite updates. For instance, inform if a member:
- Joins/leaves the interest group.
- Updates contact info.
- Faces health issues.
- Relocates or passes away.
Evite
As an Interest Group Chair or Co-Chair, you will be responsible for sending out the Evite for your Interest Group meetings. The NWS Digital and Media Manager has prepared step-by-step instructions on how to use the Evite platform. Click the Evite Instructions Button below to access the PDF.
Essential Evite Guidelines
For instance: "Discover... Spooky Cleveland" "Garden Club Visits Daffodil Hill" "Lunch Bunch at Veranda" Or simply use your group's name: "Happy Hour" "Gourmet Gals" "Bunco" "Euchre"
Avoid utilizing past guest lists when sending out new Evites. Guest lists undergo constant changes, and previous lists might not accurately reflect the current status.
In the event details, please incorporate information about group limits or specify if there are no limits. Ensure this is the opening sentence of your event description. Request that members RSVP yes and ask to be put on a waiting list.
Keep a close watch on Evite, and if an event reaches its limit, update the Evite to inform attendees about the event being at full capacity. If your event is highly popular, consider scheduling it twice.
They showcase your group and are enjoyable to share on Facebook and in newsletters. Share them on the NWS Facebook page or email them to [email protected]. For printable instructions on how to post CLICK HERE
Members often include messages when they RSVP, which can relate to the event or contain information about their needs or current life events. Kindly review these messages and, when necessary, forward them to the relevant person.
Newsletter
The NWS is published monthly September through May, with a Summer newsletter for June, July & August. As an Interest Group Chair, we are asking you to provide the newsletter chair, via email, the information you want included in the Newsletter to [email protected]
- Deadline for submission is the 15th of the month. You will receive a reminder email about a week before deadline.
- Newsletter is published on the 23rd of the month.
The Google Calendar
The newsletter includes a clickable link to the Google Calendar. The Digital and Media Manager updates the calendar by cross-referencing Evite and manually adding events. Note that this isn't automated, so your event might not appear immediately. Please be patient and revisit. If your event is incorrectly dated due to changes, email [email protected] to notify us.
Interest Group Chair Materials
As part of NWS, our aim is to nurture friendships and establish a community. Occasionally, we require assistance in locating one another. The board has supplied materials to support this goal. If you are in need of these items email us at [email protected]
NAME TAGS
The NWS Board bought adhesive name tags for all interest groups. Encourages their use for fluctuating attendance, creating a welcoming environment for new members.
Avery Label #8395 formatting is necessary so name does not print on NWS logo
YARD SIGNS
The NWS Board bought yard signs for meeting locations, often members' homes. Vital for easy discovery, especially by new members. Signs go in front yards before meetings. Each Chair gets 1 sign, keeps or passes to the next host. Chair ensures sign is removed after the meeting.
TABLE PLACARDS
The NWS Board bought table placards with our logo to help members find us at locations where yard signs can't be placed.
Interest Group Fund
What is the Interest Group Fund
The Interest Group Fund is an annual allocation by the board for all Interest Groups to organize special activities. This fund allows groups to manage payments from members for their activities, using the NWS account for banking. Each group tracks their contributions and expenses, ensuring they reimburse the fund fully after each use.
The Interest Group Fund Guidelines
1. Allocating Funds
- Each year, the board sets aside a budget for the "Interest Groups Fund" (hereinafter referred to as "the Fund").
- The Fund is designated for Interest Groups to deposit and withdraw funds for their activities, with the board determining the yearly amount.
2. Fund Usage:
- Interest Groups may utilize the Fund temporarily for their activities.
- The Fund is not for covering expenses; rather, it serves as a centralized pool for managing interest group finances.
3. Financial Accountability:
- Recording Deposits:
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- Interest Groups must maintain a Deposit Log for each activity.
- All payments received, whether cash or check, must be recorded in the Deposit Log.
- For cash payments, note the date and the payor's name. For check payments, include the date and check number.
- The Deposit Log concludes with the date funds are handed over to the treasurer for deposit into the general fund checking account.
- A copy of the Deposit Log must accompany funds handed over to the treasurer.
- Expense Tracking:
-
- Interest Groups must track and document all expenses paid from the Fund.
- Each expense must be supported by a receipt.
- Reporting:
-
- Twice a year, by the end of December and the fiscal year, Interest Groups must provide the treasurer with an income and expense statement for the Fund.
4. Financial Reporting:
- The NWS Statement of Activities includes a line item for "Interest Groups."
- The treasurer is responsible for recording all Fund transactions in the NWS checking account register.
- Interest Groups are accountable for maintaining detailed records of transactions, as outlined in guideline 3 above, Financial Accountability.
Note: It is crucial for Interest Group leaders to adhere to these guidelines to ensure transparent and accurate financial management.
Examples of Logs & Statements - click image to enlarge
Printables
Additional Information
Chair Change
If you're prepared to pass on the role at year-end, inform the 2nd VP. However, finding a new chair within the group is your responsibility
Alternative Meeting Venues
- Libraries - can reserve meeting rooms
- Community centers
- Senior centers
- Parks
- Burntwood Tavern has private room - no cost to use
Have a good location not listed here email us at [email protected]
Recordkeeping
As an Interest Group Chair, it's crucial to maintain an ongoing record of various aspects for the benefit of future Chairs. While some groups focus on a single activity, like playing Euchre, others have traditions such as a Book Club's Potluck Luncheon in May. Your record should encompass:
- Meeting times and locations.
- Conducted activities.
- Attendee list.
- If feasible, ratings of venues or activities.
- Any other Chair-specific notes you wish to document.
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