McAllen Wind Ensemble Membership Infrastructure by

Clear Orientation Materials

2025-08-05 00:29:20 UTC

In addition to approving policies, we need materials on how to provide a member orientation. If we develop some slides, it could be recorded and shared with members. We also could go over it at the start of each concert cycle.

Build this into the policies

2025-08-05 00:31:46 UTC

Polices can be clear while still allowing for a differentiated approach (eg. a dues waiver for students) or even providing room for exceptions as needed (eg. the Musical Director approving exceptions to attendance expectations on a case by case basis).

Digital

2025-08-05 00:33:07 UTC

1) Use technology to set up a process to collect and store forms.

2) Set up a digital check in process to track attendance.

3) Set up a Google drive folder which includes all membership documents.

Train section leaders first

2025-08-05 00:34:12 UTC

We need section leaders to be clear on the new membership policies. If they have a role to enforce them, we need to train them before the policies are rolled out to members. If a section doesn't have someone able to serve in this role, combine with another section.

Shared board member expectations

2025-08-05 00:35:28 UTC

We need to commit as a board to being comfortable defining our membership expectations and then working to implement and uphold them. If we need more time/space to discuss as a board, we should discuss and not rush through policies without enough time to discuss and work through them.

2025-08-08 18:18:03 UTC

The member expectations should be as concise as possible. If is too long and cumbersome, members (actual or prospective) will not read them.

2025-08-08 18:20:35 UTC

Members of the board need to have complete knowledge of the policies to avoid sharing inaccurate information.

2025-08-08 18:23:03 UTC

Members of the board can lead by example to provide a warm and welcoming environment for all.

2025-08-09 01:00:14 UTC

Our Leadership team would need to be educated first and then the general membership.

2025-08-09 01:03:04 UTC

Pre-established lecture material would need to be presented to the leadership team to use with the general membership.

2025-08-09 01:05:09 UTC

Everything should be consistent all across the board for all stakeholders with room for correction.

2025-08-09 01:06:37 UTC

Everything should be placed digitally in a Google Drive folder for easy accessibility to all general membership.

2025-08-09 04:11:15 UTC

Section leaders need to be able to report attendance and report section needs

Exptations

2025-08-09 04:13:00 UTC

Members need to have access to to expectations online

Interactive online resouces

2025-08-09 04:15:45 UTC

Members need to have online methods to report absences and concert participation

membership rehearsal and performance agreement

edkeebaughmwe — 2025-08-09 14:35:16 UTC

several years ago, Oscar Medina (horn and ex personnel head) designed something similar to attached. We had to state:

which PERFORMANCE were we committing;
within each Performance, which rehearsals / dress-rehearsals were we committing

at the time, I didn't like this document because it felt like i was signing off on every week of my life. but looking back, i see the value of such a document as a personal planning and commitment tool

while i cobbled this sample on the fly, the original document was just as long. My strong suggestion (if this is going to be a paper document) is to fit everything into one page. if it becomes an electronic document, then perhaps present the Member of committing to one Concert and its associated rehearsals at a time

communicating Policies and Procedures to Membership

edkeebaughmwe — 2025-08-09 15:02:59 UTC

if we can incorporate a low cost CRM, why not send out our Policies and then Procedures for members to review. If we have a place to sign / initial our agreement, then so much the better.

Admittedly, the sum of all Procedures is rather overwhelming since it is a comprehensive document. Can we break it down into its smaller subjects to send out and us to agree? for instance, Procedure for auditioning; Procedure for rehearsal attendance, and more importantly WHO to contact in case you cannot attend a rehearsal (the more advance notice, the better); Procedure for accepting / returning ensemble owned equipment; etc

BoY Welcome packet and periodic reminders

edkeebaughmwe — 2025-08-09 15:17:17 UTC

It'd be nice to have an email or text blast at season markers:

beginning of year: WELCOME followed closely by rehearsal attendance exceptions and its line of communication
after each concert, reminder of next rehearsal and the new concert's theme
relaying news of membership (passing away, birth or adoption, wedding / milestone anniversary, etc)