Activity Group Guidelines

Over the years the wonderful women of the Estero Bay Newcomers have developed some guidelines that make participation in the club’s Activity Groups very enjoyable – without being a time- or energy-consuming burden for anyone. These guidelines are not set in concrete. They should be modified to fit the needs of any one group. The guidelines are provided so that no one need reinvent the process.

1. Groups usually meet on a regular basis, for example: the 3^rd Thursday of the month or every other Monday. And, the groups usually meet at the same time. This guideline would be modified for activities such as attending the theatre or movies.

2. The responsibility for hosting the meeting rotates among the members of the group. Just what this responsibility entails will vary depending on the activity. For a gardening group, as an example, the host might plan a trip to a nursery, arrange for a speaker, or plan a craft project. For a stitch and bitch group, on the other hand, the host might only have to provide some refreshments. In any case, it is the responsibility of the host to notify all the other members of the group, reminding them of the time and place and providing any necessary directions.

3. Contacting members with meeting reminders is easiest to do by email.

4. The contact person for the group has the responsibility of keeping a list of members with their phone numbers, email addresses, and home addresses. This list is usually distributed at least once a year and is updated as members join or leave the group.

5. A list of the members and the schedule for the year is usually prepared and distributed to all members of the group. This may be done by the contact person or by someone else who volunteers. Once this information is distributed, all members of the group are expected to take responsibility for attending meetings, for preparing anything that is required for the activity, and for notifying a host of their inability to attend.

6. The Activities Chairman for Newcomers will notify the contact person when additional people sign up for the group.

7. Being the contact person for an activity group is not a life sentence!!! In fact, the position of contact person should rotate among the group every few years so that the contact person is an active, current member of Newcomers.

7. If as few as 4 or 5 members wish to form a new activity group, a “mentor” from the Board or another group will help them get started. In most cases there has already been another group enjoying the activity. The new activity group can get ideas and agendas from those who have been at it awhile – again, don’t reinvent the wheel!

8. Some groups are unlimited in their membership because the activity is not constrained by any limitations; for example, a walking or hiking group. Other groups, however, may limit the number of members. Book groups, for example, that want to make sure everyone participates in a discussion or groups that meet in members’ homes may need to limit the number of people involved.

9. If a member does not attend three meetings in a row and/or fails to provide the group with a reason for that absence, that member may be dropped from the group. If a member consistently is unwilling to take a turn as hostess or as leader for an activity, the group may drop and/or replace that member. The group does not have to enforce these guidelines – some absences are most understandable and the group may exercise it’s own judgment.

Becoming involved in activity groups is a great way to explore new interests, to learn about fun places and interesting resources in our community, and to make new friends. These guidelines prevent any one person having to take on too great a burden for planning or communicating – don’t hesitate to become a contact person and start an activity group that interests you!