Chartered club meetings in Sun City West are taking place, but the avenue is not the same for all clubs.
The Recreation Centers of Sun City West Chartered Clubs Committee discussed the use of virtual meetings for clubs that opted to reopen after the closure.
Judy Thompson and Liann Hathaway, chartered clubs committee members, were in charge of the virtual meeting survey, which received mixed results. The recommendation from the committee was unanimously approved to offer Zoom meetings for board meetings and small general meetings that are no longer than 40 minutes for free.
Additionally, a $14.95 per-month fee for meetings longer than 40 minutes would be charged, to be covered by RCSCW officials for up to nine hosts. The governing board has to review and either change or approve the recommendation at an upcoming meeting.
There was a 19% return rate on the survey. Twenty-six percent of clubs that responded said a virtual tool is being used to hosts meetings, and Zoom is being used by 55% of those clubs. Almost 43% of the club responses indicated about 50% of club membership attended.
According to Ms. Hathaway and Ms. Thompson, proposed recommendations include the option for clubs to conduct virtual meetings for club or general meetings. Clubs with less than 20 people can consider meeting in person.
Training would be given based on written tutorials on how to run the meetings and the responsibility of the host. Voting can be done using Survey Monkey, email or Zoom. Trained volunteer hosts can get the meeting started, but that volunteer does not have to run the meeting and possible assistance could come from computer club tutorials. The suggestion was also made for security and safety guidelines to be addressed in writing.
RCSCW Governing Board President George Kuchtyak said maybe some smaller clubs could use the program and larger clubs would have to answer if the intention is to also go down the virtual meeting path.
“Staff would have to get back to you, and this is step one and a lot more of this has to go forward to staff as they have the expertise of how it works and can give the best idea on how to proceed forward,” he said.
The virtual meeting topic is being researched further to be brought to an upcoming meeting for presentation.
Reporter Jennifer Jimenez can be reached at email@example.com or follow her on Twitter @SCW_Independent.