Community Affairs Committee Primer

Committee Structure & Authority

The Community Affairs Committee is one of the standing Board Committees of San Francisco Pride.

Reference: 2.2 Committee Structure, lines 34-35

Key Points:

  • All Board committees’ authority is limited by the Bylaws (Article 7, Section 1)
  • Committee chairs are appointed by a vote of their respective committee members at the first committee meeting following the October Board meeting
  • Only Board directors may serve as committee members (with limited exceptions for the Audit Committee)

Reference: 2.2 Committee Structure, lines 15-18, 45-49

Core Responsibilities

1. Membership Application Processing

The committee is responsible for reviewing membership applications and making recommendations to the Board for acceptance or rejection.

Membership Process:

  • Prospective members must complete and submit all membership materials
  • Prospective members must pay dues
  • The Community Affairs Committee reviews and approves membership documents
  • Members achieve “good standing” after 60 days have passed since receipt of completed materials
  • During the 60-day period, applicants are Associate Members with all rights except voting

Reference: D.01 Becoming a Member, lines 14-20

2. Membership Renewals

The committee oversees the annual membership renewal process.

Key Dates & Process:

  • Annual renewal date: November 1 (or next business day if weekend/holiday)
  • Renewal period starts at the Annual General Meeting (AGM)
  • Renewal notices available from AGM through October 31
  • Membership renewals approved by the Community Affairs Committee between the AGM and November 12 qualify for renewal
  • 28-day grace period after November 12 (voting rights suspended during this period)
  • Members who haven’t renewed by December 10 lapse as of November 12

Reference: D.03 Membership Renewal Procedures, lines 13-25

3. Membership Program Development

The committee oversees and enhances the membership experience by:

  • Creating and determining member benefits
  • Devising membership cards
  • Conducting membership roadshows

Reference: 2.2 Committee Structure, line 35

4. Community Outreach Strategy

The committee develops and implements the organization’s outreach strategy, including:

  • Conducting community rap sessions
  • Facilitating community forums
  • Engaging with LGBTQ+ communities throughout San Francisco

Reference: 2.2 Committee Structure, line 35

5. Organizational Communications

The committee is responsible for the organization’s newsletter and related communications.

Reference: 2.2 Committee Structure, line 35

Additional Governance Functions

Board of Inquiry Participation

Members of the Community Affairs Committee may be called to serve on a Board of Inquiry to address:

  • Disciplinary actions
  • Formal grievances between organizational volunteers

Board of Inquiry Composition:

  • At least three Board Members from:
    • Community Affairs Committee members
    • Personnel Committee members
    • Officers
    • Executive Director (advisory capacity, non-voting)

Reference: B.03 Disciplinary Action & Grievance Procedure, lines 31-33

Meeting Behavior Enforcement

The committee handles hearings for members with suspended membership due to disruptive behavior at meetings. This can result in potential member expulsion.

Process:

  • Members who receive three warnings for disruptive behavior at a meeting have their membership suspended
  • The Community Affairs Committee conducts a hearing
  • Possible outcomes include member expulsion

Reference: B.08 Meeting Behavior, line 24 (found via search)

Election Support

The committee creates the calendar of membership meetings for the following year, which is voted on at the Annual General Meeting.

Reference: 3.2 Procedures for Nominating and Electing Directors, line 37 (found via search)

Important Policies to Know

Confidentiality

All membership matters and grievance/disciplinary proceedings must be kept confidential to protect individuals’ reputations and the organization from legal liability.

Reference: B.03 Disciplinary Action & Grievance Procedure, lines 196-199

Non-Board Member Attendance

The Board may invite non-directors to appear as guests, provide input, or participate in committee work on a case-by-case basis, but they do not have voting rights.

Reference: 2.2 Committee Structure, lines 45-49

First Committee Meeting

At the first committee meeting following the October Board meeting, the committee should:

1. Chair Election

  • Elect committee chair by vote of committee members

2. Organizational Matters

  • Review committee scope and responsibilities
  • Discuss meeting schedule for the year ahead
  • Submit annual meeting calendar to staff by January 1

3. Membership Application Review

  • Review any pending membership applications
  • Discuss application processing procedures
  • Set expectations for review timelines

4. Renewal Season Planning

  • Plan for upcoming renewal season (Nov-Dec)
  • Ensure renewal materials are ready
  • Discuss communication strategy for renewals

5. Community Outreach Planning

  • Identify opportunities for community forums and roadshows
  • Plan newsletter publication schedule
  • Discuss outreach priorities for the year

Suggested Meeting Cadence

Recommended Frequency: Bi-Monthly (every 2 months)

Increase to Monthly During:

  • Renewal season (October-December)
  • Application processing surges
  • When Board of Inquiry hearings are required

Rationale:

  • Regular membership application processing needed
  • Renewal season requires intensive oversight
  • Community outreach planning requires consistent engagement
  • Newsletter production benefits from regular coordination

Meeting Duration: 60-90 minutes

Annual Calendar

October-December (Renewal Season - Meet Monthly)

  • October: First committee meeting; elect chair; launch renewal process
    • Renewal notices available starting at AGM through Oct 31
  • November: Peak renewal processing
    • November 1: Annual renewal date
    • November 12: Voting rights restored for renewals
  • December: Final renewal processing
    • December 10: Final renewal deadline
    • Grace period ends; lapsed members identified

January-March

  • January: Submit annual meeting calendar to staff (by Jan 1)
    • Process new applications from lapsed members reapplying
    • Plan year’s outreach strategy
  • February-March: Standard membership processing; plan community events

April-June

  • April-May: Membership drives and outreach events
  • June: Pride event member engagement; newsletter featuring Pride content

July-September

  • July-August: Prepare for September AGM; create calendar of membership meetings for next year
  • September: AGM support; renewal season preparation begins

Key Deadlines:

  • January 1: Annual meeting calendar due to staff
  • Before AGM: Calendar of membership meetings for following year
  • October 31: Last day renewal notices available
  • November 1: Annual renewal date
  • December 10: Final renewal deadline

Reference: Annual Timeline

Key Bylaw References

For comprehensive information, please review these key documents:

Questions?

For questions about committee responsibilities or procedures, please contact:

  • Board President
  • Executive Director
  • Policies & Procedures Committee

Document Prepared: January 4, 2026
For Meeting: January 5, 2026, 7:00 PM

San Francisco Pride Celebration Committee, Inc.

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