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Renewals are now being accepted for the 2025-2026 membership year.
Meeting Enhancements:
You asked, we listened! One big finding from our June member survey was that our members want more efficient monthly meetings that have less emphasis on club business and spend more time on member engagement and other fun stuff, as long as we maintain operational transparency. The Board has assessed the club's current operating procedures, survey feedback, our bylaws, Robert's Rules of Order, and other relevant documents. We've come up with this new workflow that checks all of these boxes:
🗹 Eliminates redundant presentation of committee reports and other business during membership meetings
🗹 Moves a majority of the business discussion such as committee reports and in-depth financial discussion to Board meetings
🗹 Keeps club financial data, reports, and Board decisions accessible to members
🗹 Reduces unnecessary motions, report acceptance, and other procedures not required by Robert's Rules of Order
🗹 Board meetings handle club business, while membership meetings focus on our members and their interests
Remember: Our Board meetings are open to all active club members. You are invited and strongly encouraged to attend from time to time. We need your input!
Trial Run & Follow-Up Survey
Trial Run & Follow-Up Survey
We'll do a 3-month test-run, starting with a partial implementation at our August 2025 meeting, and full implementation beginning with the September BoD and membership meetings. In late October, we'll electronically survey actual meeting participants for their input. Members who attended at least one out of three membership meetings in May, June, and July 2025, and at least one out of three membership meetings in August, September, and October, will be surveyed for their opinions on the changes.
Meeting Documents and Video
Meeting Documents and Video
You will find minutes, committee reports, financial reports, and meeting video for the last three months on the Documents and Video page. Can't find what you're looking for? Contact secretary@rats.net.
Board Meeting Changes
Board Meeting Changes
► Committee reports will be submitted electronically to the club secretary at least 7 days before the Board meeting. (Exception: Financial report may not be available on the same timeline due to meeting timing relative to the end of the month.)
► Committee chairs still have an opportunity to talk about their committee, projects, needs, etc., but need not review the full report during the meeting.
► Committee reports do not require a motion/vote action.
► The board still reviews and approves the minutes for the prior month's BoD meeting. Minutes will no longer be submitted or filed with the financial report attached. The financial report is still filed in our records, as a separate document.
► Board reviews the financial report for any unauthorized activity or other errors.
► Committee reports, financial report, video, and prior meeting minutes are made available for member access on the club website within 7 days following the BoD meeting.
Membership Meeting Changes
Membership Meeting Changes
► The treasurer will still be available to answer questions about the financial report but unless someone has specific questions it will not be reviewed in detail during the meeting. No motion/vote action is required -- an audit team will review all financial records and reports after the end of the year, and their final report will be submitted to the Board.
► Membership still reviews and approves the minutes for the prior month's membership meeting. Minutes will no longer be submitted or filed with the financial report attached.
► Committee chairs still have an opportunity to talk about their committee and its activities, but in-depth discussion may be steered toward the BoD meetings.
► The Board will continue to defer certain major decisions to the membership meetings as we do today.
► Membership meeting video and minutes will be posted on the club website within 7 days after each meeting.
Board & Committee Chair Responsibilities
Board & Committee Chair Responsibilities
► Submit reports to the secretary 7 days prior to the BoD meeting.
► Read committee reports prior to each BoD meeting. Jot down questions or concerns to bring to the meeting.
► Secretary posts meeting documents on the club website in a timely manner.
► Board appoints an audit team to review the club financial reports and supporting documentation for accuracy and compliance annually, in early Q1.
Club Member Responsibilities
Club Member Responsibilities
► Review last month's minutes prior to each membership meeting. Make a note of any concerns to bring to the meeting and/or notify the secretary of possible errors.
► Review last month's financial report prior to each membership meeting. Make a note of any concerns and/or contact the treasurer with questions.
► Consider periodically attending the monthly Board meetings to provide your important feedback on club operations and activities. We need your input!
Sample Board Meeting Agenda
Sample Board Meeting Agenda
► Officers, committee chairs send written reports to the secretary 7 days prior
► Approve prior month's minutes
► Treasurer provides current treasury balances and calls out any notable or unusual items on the financial reports
► Committee Chairs have an opportunity to speak
► Board members have an opportunity to bring up new items for discussion
► Financial report, committee reports, and other documents are posted on a member accessible website within 7 days
Sample Membership Meeting Agenda
Sample Membership Meeting Agenda
► Opening, introductions, member news, show & tell, etc.
► Approve prior month's minutes and any new membership applications
► Treasurer provides current treasury balances and calls out any notable or unusual items on the financial reports
► Committee Chairs have an opportunity to speak
► Members have an opportunity to speak, ask questions, or bring up new items for discussion
► Adjourn business portion and move on to the presentation
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