Screen Shot 2018-08-04 at 1.45.09 PM.png

Admissions Procedure

Screen Shot 2018-08-04 at 1.45.09 PM.png

Steps for Proposing a candidate for membership
 

A garden club can only maintain its excellence by attracting enthusiastic, talented and personable new members. Every active member of The Weeders should understand her role as both diplomat and talent scout aimed at recruiting the women who will keep our 
group going strong for its second hundred years!

 

THE WEEDERS

A Step-by-Step Procedure for Proposing New Members

  1. A Proposer will have invited and accompanied the candidate to a minimum of two Weeders meetings or combination of meeting, other event (e.g., Potluck) and/or workshop to allow her to meet members and see the club at work. Hosting a coffee or other event to introduce the candidate can be helpful in securing supporting letters. (It’s probably best not to imply these invitations result in automatic membership...)

  2. If the Weeder would then like to propose this person for membership, she will provide the President and the Admissions Chair an email that includes a brief introduction of the potential member. The Admissions Chair will share this information with the Admissions Committee. If an objection is raised by

    a member of the Committee, the Proposer will be notified not to proceed.

    (Note: this would be extremely unusual, and the reasons for such a rejection would be discussed with the Proposer)

  3. In the absence of such an objection, the Admissions Chair or a member of her committee will contact the Proposer informing her she may proceed.

  4. The Proposer should give the candidate a copy of the “Who We Are” booklet and ensure that she knows there are certain expectations that go with membership. (This is an important discussion to initiate.)

  5. The Proposer will then obtain written letters of support from a Seconder and three additional Supporters (a total of five letters), and present these letters to the Admissions Chair, with a copy to the President. Emails are acceptable.

  6. The Admissions Chair shares the letters with the members of the Admissions Committee with a request for approval, comments and/or objections.

  7. If no objections ensue, the candidate’s name and supporting letters are sent
    to the Corresponding Secretary, with a request to share the letters with full Weeders membership by email. Following a two-week period, * assuming there are no serious objections, membership is confirmed, and The Admissions Chair informs the President.

  8. The President will then call the new member and her Proposer (going forward, her ‘Sponsor’) to welcome the new member and encourage her to come to the next meeting.

* The two-week period may be waived at the discretion of the President, to allow the new member to attend a meeting in advance of the full four-week period

Steps for Proposing a candidate for membership
 
A garden club can only maintain its excellence by attracting enthusiastic, talented and personable new members. Every active member of The Weeders should understand her role as both diplomat and talent scout aimed at recruiting the women who will keep our 
group going strong for its second hundred years!
 
1-Introduce a prospective candidate
 
           A member should invite and accompany the potential candidate to at least two Weeders events (meetings and/or workshops) to introduce her to members and to see the club at work. A prospective member should be provided with the pamphlet "What It Means to Be a Weeder," and her proposer should explain The Weeders' longstanding philosophy of expectations, rather than requirements.


           The Proposer should make clear to the prospective member that active involvement in at least one integral committee (Horticulture, Conservation, Floral Design, and Community Service) and serving as a hostess for a regular meeting on a rotating basis are minimum expectations. At the same time, the proposer should convey that Weeders are sensitive to the vicissitudes of life, and that levels of involvement may of necessity change from time to time.


           If the prospect is enthusiastic, the Proposer starts the admission process.
 
2-Contact the Admissions Chair
          
           The Proposer will inform the Chair of the Admissions Committee that she wishes to propose a potential member. The Chair will inform the members of the Committee and ask for an informal vote to move forward, based on the information available. A member of the committee will contact the sponsor to confirm she understands the admission procedure and has made clear our expectations to the candidate before going further.

3-Obtain Letters of Support
          
           Five letters* (one from the proposer, one from a seconder, and three from supporters) will be gathered by the proposer and forwarded to the Admissions Chair for distribution to that committee and to the president for their consideration.
 
4-Candidacy is announced
          
           Following receipt of these letters, and with no objection from the Committee, the candidacy will be announced to the membership, either at the next scheduled meeting or via email. The proposing letter will be distributed to the membership via email.
 
           There follows a 30-day period during which any member may comment* on the proposal. If after 30 days** there are no objections, membership is confirmed and the Admissions Chair will inform the President.
 
5-The President informs the sponsor and welcomes the new member.
          
           The President will call the new member to welcome her and to encourage her to come to the next meeting.  She will contact her Sponsor to let her know her candidate has been accepted as a member. The Sponsor is responsible for inviting the new member to accompany her to the next scheduled meeting. Members who wrote in support are expected to especially welcome the new member.
 
           The President will send a letter of welcome, and make certain the new member receives a binder, inserts, and an online questionnaire, which is to be returned to the President and the Communications Committee.
 
*Email is considered a written communication.
 
**If the Admissions Chair and the President are in agreement, this period may be lessened by a few days in order to enable the member to attend the next meeting.​

EXPECTATIONS OF NEW MEMBERS
 

  • Attend meetings as often as possible.

  • Serve on committees.

  • Support activities of the club such as Civic Projects, Fertilizer Fund and Fund-Raisers.

  • Pay dues on time.

  • Hostess at meetings on a rotating basis.

 
REINSTATEMENT
 
           A member who has left in good standing (dues paid, etc.) may reinstate by following the procedure here stated:
 

  • Attend some meetings, perhaps with an active Weeder who could serve as sponsor.

  • Write a letter requesting reinstatement (emails are now acceptable as written correspondence), addressed to the Executive Committee.

  • Executive Committee and Admissions Committee will both vote to reinstate the member.

  • Dues will be prorated for the current year.

AFTER ADMISSION
 
Dues 
            A dues notice, which may be pro-rated by the President and Treasurer, will be sent.
 
Welcome Gathering 
           
            An informal gathering of Weeders may be planned, including the new member, her supporters, and other key Weeders, so that aspects of Weeders membership can be discussed and any questions may be addressed.
 
For any questions and a more in-depth explanation, please contact the Admissions Chair.
 
THE ADMISSIONS COMMITTEE
 
            The Admissions Committee is made up of six members in three classes. A class retires each year when two new members are added.
 
            The President appoints the Chairman, who may belong to any class.
           
            An Admissions Committee member should:
 

  • Be able to follow a prospective new Weeder through the Admissions process, from the initial vetting of the name through to acceptance as a new member.

  • Have computer skills necessary to receive and send emails, and work with attachments, as letters sent through via email are acceptable as written communication.

  • Attend meetings as often as possible to meet guests who might be potential members.

  • Be prepared to meet with Weeders wishing to propose new members to be sure they understand the process and the expectations that go with membership.

  • Try to encourage new membership in the Weeders and support new members. 

EXPECTATIONS OF NEW MEMBERS
 

  • Attend meetings as often as possible.

  • Serve on committees.

  • Support activities of the club such as Civic Projects, Fertilizer Fund and Fund-Raisers.

  • Pay dues on time.

  • Hostess at meetings on a rotating basis.

 
REINSTATEMENT
 
            A member who has left in good standing (dues paid, etc.) may reinstate by following the procedure here stated:
 

  • Attend some meetings, perhaps with an active Weeder who could serve as sponsor.

  • Write a letter requesting reinstatement (emails are now acceptable as written correspondence), addressed to the Executive Committee.

  • Executive Committee and Admissions Committee will both vote to reinstate the member.

  • Dues will be prorated for the current year.

Screen Shot 2018-06-29 at 5.06.57 PM_edi