Volunteer

The Grants Committee supports and manages the COSS grant process from promotion through award follow-up, ensuring a clear, consistent, and accountable process.

Responsibilities include:

• Sharing periodic announcements about the grant process at COSS meetings

• Encouraging participation in Senior Resource Guide advertising to help fund the grant program

• Requiring all grant applicants to request a receipt for their application to confirm it was received and available for board review

• Collecting submitted grant applications and distributing a list of applicants to board members prior to the October board meeting

• Providing copies of grant applications to each attendee at the October board meeting

• Facilitating the October board discussion of requests and available treasury resources for award decisions

• Recording board decisions, including award amounts and any denials

• Notifying all grant applicants of the board’s decision via email or postal mail

  • For denials, including the reason for the decision

  • For approvals, including award amount, an invitation to the November meeting for check presentation, and grant follow-up requirements

  • Including instructions that the grant evaluation form is due by May 1 and an invitation to share an oral report at the May meeting

• Sending award recipient details and amounts to the Treasurer in advance so checks can be prepared for the November meeting

• Coordinating grant announcements and check presentations at the November meeting

• Retaining awarded grant documentation for listing in the next Senior Resource Guide and posting on the COSS website

• Providing awarded grant information to the PR Chairperson for inclusion in a press release

• Sending reminders to grant recipients about the May 1 evaluation form deadline and the opportunity to give an oral report to the membership at the May meeting

The Marketing & PR role supports communication, visibility, and digital engagement for COSS.

Responsibilities include:

• Managing COSS social media accounts (Facebook), including posting COSS-related events and updates and responding to messages

• Assisting with website updates and basic website management

• Serving as a liaison between members and the board for social media and website-related needs

• Managing the COSS PayPal account for membership payments, advertising, and related transactions

• Supporting additional website or web development needs as they arise

The Programs Chair coordinates educational content and networking opportunities for COSS members throughout the year.

Responsibilities include:

• Scheduling one program speaker for each membership meeting

  • Programs are 15–20 minute educational presentations relevant to professionals serving seniors in the Fort Wayne area

• Coordinating two member infomercials for each membership meeting

  • Infomercials are 3–5 minute marketing opportunities for members to share updates, new initiatives, or organizational news

• Securing one membership meeting host for each meeting

  • Hosts provide food and drinks and help welcome attendees at the start of the meeting

  • Hosting offers visibility for the organization and supports a warm, hospitable environment for networking before and after the meeting

After-Hours Events

The Programs Chair also organizes COSS After-Hours events to encourage relationship-building in a relaxed setting.

Responsibilities include:

• Securing one host for each After-Hours event

  • Hosts provide the facility, food, beverages of choice, and a flyer to share with membership

• Supporting event planning and communication

  • After-Hours events are typically held from 4:00–6:00 p.m.

The Membership Chair helps keep COSS connected, organized, and informed by managing member records and communication.

Responsibilities include:

Member Database Management

• Maintaining an up-to-date member database using Excel, including:

  • Organization name

  • Member name

  • Address

  • Phone number(s)

  • Email address

• Receiving membership payment updates from the Treasurer and/or PayPal reports

• Recording paid membership status in the COSS database

• Providing an updated copy of the membership database to board members monthly via email attachment

Renewals & New Member Support

• Sending annual membership renewal notices to all members via email

• Sending follow-up renewal reminders to members with outstanding dues

• Sending membership information to individuals or organizations interested in joining COSS

Membership Meeting & After-Hours Communications

• Sending membership meeting reminder emails to all members 7–14 days prior to each bi-monthly meeting

• Sending After-Hours event emails to all members a couple of weeks prior to each event

Bi-Monthly Membership Meeting Responsibilities

• Attending bi-monthly membership meetings

• Greeting members as they arrive and ensuring they sign in

• Checking attendees against the membership list to confirm paid vs. unpaid membership status

• Providing completed sign-in sheets to the Secretary following the meeting

The Special Projects role supports the long-term strength and smooth operation of COSS by ensuring strong governance, clear processes, and well-organized member experiences.

Responsibilities include:

Bylaws & Governance

• Performing a bi-annual (every other year) rolling audit and update of the COSS Bylaws

• Serving as parliamentarian to ensure COSS business, meetings, processes, and documentation follow the current governing Bylaws

• Proposing Bylaws updates to the general membership in consultation and agreement with the COSS Board of Directors

• Presiding over major action items (including proposals and votes) during general membership meetings

Meeting Logistics & Organizational Support

• Coordinating general membership meeting locations, logistics, and technology to align with COSS mission, values, and member preferences

• Supporting additional “ad hoc” responsibilities for the good of the organization when needs arise outside of officer roles and standing committee duties