KeyWay Report: Club Assembly
President Chris Hempfling led the club members in a Club Assembly that concentrated on several matters important for the strength and future of AWER. We focused on internal club operations, including financial management, membership engagement, service activities, and strategic planning.
Summary:
- President Chris and Melanie Sewell, AWER treasurer, will develop and present a formal 2026–2027 budget within the next one to two weeks, including a proposed dues increase and a participation/meeting fee structure.
- Conduct a membership roster cleanup to remove members who are not paying dues and are not attending, prior to the next international/district billing cycle; enacting a termination policy for members not paying their dues in a timely fashion.
- Verify whether honorary members incur any per-capita costs to the club.
- Explore the feasibility of a special recommitment or homecoming meeting, tentatively targeting September 25th, to re-engage the full membership.
- Bee Long to begin outreach to West End business owners and merchants regarding potential sponsorships, leveraging connections through the West End Merchant Association and Westside Future Fund.
- Membership chairman Leo Chancey, ideally joined by other members, to begin regular personal outreach (calls/texts) to inactive members. Also, consider ways to identify retired or semi-retired (people in the 50s and 60s+) for membership
- Finalize planning for the upcoming Beltline community service project.
- Review club bylaws to establish a clear dues non-payment and a membership termination policy
- Investigate tax deductibility options related to the club's 501(c)(3) foundation account.
AWER Finances
Melanie Sewell, AWER Treasurer, stated AWER holds approximately $13,000 in its operating account and approximately $800 in the scholarship/foundation account. President Chris said that dues have not been raised in approximately six years, while international and district dues have increased by roughly 15% over that period. In addition to a general dues increase, the Club Assembly discussed introducing a participation or meeting administration fee — estimated at $5–$20 per quarter — to help pay for meeting costs beyond what members pay themselves when eating at GA Tech. The concept of billing members upfront for meals, similar to the practice used by the Atlanta Rotary Club, was also discussed as a way to incentivize attendance, since members who have already paid for a meal may be more likely to show up, which increases awareness of AWER’s work and generally more engagement, which could lead to more programs and engagement.
The group agreed that a two-part proposal would be developed: one component addressing the general membership dues increase, and a second addressing a per-meeting participation fee. This proposal will be presented to the full membership for a vote.
Melanie is undertaking development of a new financial software platform to streamline payment processing, donation tracking, and reporting – including a QR code-based for donations.
AWER Weekly Meeting Attendance
The discussion centered on addressing declining attendance which has 5-10 in-person attendees and 5-7 paying for their meals, plus a few members attending on-line. AWER’s own 2025 membership survey found that 70% of members stay for fellowship and 59% for community service — areas the club must strengthen. For community service, a project at the Beltline is upcoming, and social activities need to be more consistently planned and executed. A special recommitment or homecoming meeting is being considered, tentatively around September 25th. Because all weekly meetings are broadcast online, there’s no excuse for more people to be present in-person – which is very important to attract and show respect for our weekly speakers.
To increase membership and participation, corporate or institutional sponsorships surfaced. The idea was well-received. Bee Long volunteered to approach West End business owners and merchants, particularly through the West End Merchant Association to explore sponsorship opportunities tied to specific service projects or community activities. The club acknowledged that structured service and social activities have been underdeveloped over the past year. The first social activity in recent memory was held during the World Cup, and the first community service project — at the Beltline — is scheduled for the coming weeks.
The group emphasized that service and social activities are the most effective tools for both member retention and new member recruitment. Prospective members need to quickly see that the club does meaningful work in the community. Suggestions included:
- Monthly "Thirsty Thursday" informal social gatherings at a local venue
- Linking sponsorship opportunities to specific service projects
- Encouraging members to bring guests to service events rather than formal meetings, as hands-on activities are more likely to convert prospects into members
- Targeting recruitment toward individuals in their 50s and 60s who have more flexibility and a desire to give back to the community
AWER Membership Roster
The club's membership roster lists approximately 28–29 members, including honorary members. Membership responsibilities, including paying dues in a timely fashion, will likely be changed to include a member termination policy for non-payment of dues. This will reduce the roster to include those who are believing in and participating in the purposes and work of Rotary.
Respectfully submitted,
Chris Hempfling, C.J. Stewart, Jared Events, Neil Shorthouse
