Policy and Procedures 2024

MEMBERSHIP CHAIR 1. Database Management: Maintain an accurate and up-to-date membership database. a. Members are responsible for contacting the Membership Chair with any changes in their contact information including address, email, website, phone, and cell number. b. Periodically contact information comes from a Board member who notices a change in someone’s contact information. It takes a village to keep these records up to date. 2. Onboarding and Orientation: As Membership Chair, you’ll be responsible for ensuring new members have a smooth transition into the organization. a. First you will receive the list of newly accepted invitees from the Jury Process Administrator. b. Once you have been contacted by the WAOW Bookkeeper that the new invitee has paid her dues, you will then send a Welcome Packet via email. This packet will give the new member the information she needs to ensure she has a smooth transition into WAOW. Also inclusive is a brief history of the WAOW organization. This packet is attached in this folder. 3. Communication and engagement: Regularly communicating with members is vital to keep them engaged and informed when it comes to their membership. This includes: a. Reminders of upcoming deadlines for dues. b. Reminders of contact info responsibilities c. Reminders of personal record keeping to advance from Associate to Signature status and a. Collect and file all applications for Signature Status, making sure all necessary information and documentation is in the application and the deadline for doing so is met by applicant. b. Organize Applications and send them to the WAOW Board for review. c. Create a Poll for the board for each individual applicant in a timely fashion. d. Inform the Board and the applicants of the results. e. Send an acceptance letter along with requirements for Signature members in WAOW. Sample letter in this file. Finally, as Membership Chair, you are a voting member of the WAOW board. This is not a responsibility to be taken lightly. You are required to attend Board Meetings and participate in discussions. You are also expected to turn in an updated Membership roster frequently to keep the board updated on any contact info changes. You will also work with the Bookkeeper at the end of the year, reminding members of dues deadlines and updating the records of the results of those who have paid. You will be responsible for removing those who resign, do not pay dues, or who have deceased. There are always ways to improve record keeping. Learning Excel and using the tools it provides is most helpful. The plus to this job is that you get to know a lot of great gals. beyond. Sample letters are attached in this file. 4. Overseeing applications for Signature Status.

All members are encouraged to take advantage of the low rates on group advertising in the national magazines. If you are planning on advancing to signature status you must meet the requirement of advertising at least once every 2 years. You can read the details about this in the bylaws on the members only page of our website. We will be having a new online show in the spring. Watch for the announcement. We hope to see your work there. You will find us a friendly and supportive group. If I can help you with anything or answer any questions please contact me. Chairperson’s Name WAOW Member Outreach Chairperson chairperson’s email Phone: Website:

Felicia Big Sister

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