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 newwestsiders@gmail.com
Member Lists
If you're looking for the Interest Group Members List, you can access it on Evite at any time.
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 are responsible for sending Evites for your meetings. The NWS Digital and Media Manager has prepared step-by-step instructions—click the Evite Instructions button below to access the PDF. Evite Questions button is below to contact Linda Garceau.
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"
Add the host’s name and either a phone number or email so members can reach you with questions.
Our calendar is busy, so verify open dates and times first—especially if your group does not meet on a fixed monthly schedule.
Membership and interest group rosters change often, so old lists won’t reflect current participants.
If your event has a limit, set it in Evite. Once the limit is reached, Evite will stop accepting RSVPs. Use the event details to explain how you want members to handle the waitlist (e.g., email you, comment on the invite, etc.). If there’s no limit, note that in the description.
If an event is in high demand, you might schedule it a second time—either later the same month with a different host or in another month—to give more members a chance to participate.
They showcase your group and are great to share on Facebook and in newsletters.
Post them on the NWS Facebook page or email them to newwestsiders@gmail.com. For printable posting instructions, CLICK HERE.
They may include event-related notes or personal updates. Forward them to the appropriate person when needed.
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 newwestsiders@gmail.com
- Deadline for submission is the 19th 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 newwestsiders@gmail.com 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 newwestsiders@gmail.com
NAME TAGS
The NWS Board provides magnetic name tags for all interest groups to help with fluctuating attendance and create a welcoming environment for new members.
YARD SIGNS
The NWS Board provides yard signs for meeting locations, often members’ homes, to make them easy to find—especially for new members. Chairs receive one sign per group, place it in the front yard before the meeting, and ensure it’s removed afterward. They may keep the sign or pass it to the next host.
TABLE PLACARDS
The NWS Board provides table placards with the NWS logo to help members locate meetings in places where yard signs can’t be used.
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
Have a good location not listed here email us at newwestsiders@gmail.com
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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