The 2026 Activity Coordinating Committee Team:
Mike Frey, Chairman
Chick Lowry
Ken Main
Dennis Mierzwa
The ACC met via zoom on 9/28/26
- We welcomed Ray deWit to the group. Ray will take over coordinating Ken’s activities.
- Discussed managing luncheon announcements so that speakers can start their presentations around 12:15 .
- Ken – Reach out for a San Ramon branch contact. Assist Dan Smith, as needed, to support duplicate bridge
- Mike – Send out Annual Wellness Check emails to all AC’s. Coordinate AC breakfast in early 2027 (set date, request budget, plan agenda).
- Coordinate activity announcements with Dan Smith so speakers can start @ 12:15.
- Talk to Derek about using NextDoor as a SIR br8 marketing tool; Branches 116 and 146 are on NextDoor
- Chick – will Send out/publish our latest activity list
- Ray – Talk to Dan Dennler to ID a golfer contact from Br 146
- Dennis – Noticed discrepancies in State SIR & local Branch listing (Br 116, spelling of Lafayette, Clayton) of the cities they represent/recruit members for marketing purposes.
ACC August Mtg Recap
The Activity Coordinating Committee (ACC) meeting focused on transitioning leadership responsibilities and addressing various operational issues. Ken announced he would step down from his role in November, and Dennis taking over as lead from Mike. Mike volunteering to handle Zoom meetings while Dennis would manage agendas. The group discussed challenges with the photo release process, with Rich Knowles expressing concerns about signing the required forms, and discussed how best to have all 200+ members to sign and how best to track individual permissions. They reviewed upcoming luncheon speakers, including Glenn Gilman for September and potential challenges with the October Ladies’ Day event that could attract 30+ wives, leading to a decision to keep activity announcements brief. The committee also addressed membership concerns after losing five members in August while having only four applications pending. Also, discussed the feasibility of implementing digital payment options like Venmo and Zelle for events. Reviewed various committee positions needing volunteers including IT director, public relations, and new member follow-up coordinator.
Next steps
Dennis
- Take over responsibility for leading the ACC from Mike.
- Take over responsibility for creating the meeting agenda from Ken.
Ken
- Send out the meeting summary and action items generated by the AI to the attendees.
Mike
- Contact Derek again about providing the information needed to move forward with the proposed new AI Activity.
- Volunteer to take over setting up the Zoom meetings from Ken and arrange a time to learn the process from Ken.
- See Ray at Nine Hole Golf on Wednesday to broach the subject of Ray taking over Ken’s AC responsibilities and arrange for Ray to attend the November meeting.
- Show Dennis how to update the activity calendar and website at the next luncheon.
- Confirm with Glenn Gilman on Wednesday that he still wants to be the presenter for the September luncheon.
- Talk to Peter offline about the feasibility of using digital payment methods (Venmo, Zelle) for events like the luncheon or Bargain Bites.
- Bring up the issue of the “new member follow-up process” at the next BEC meeting if Dan Smith does not.
- Mike confirmed “The Membership Wellness” data gathering will be conducted at the end of the year and the AC Meeting will be held in January or February
ACC Meeting Notes – 07/27/26
The meeting focused on reviewing various activities and committees for the organization, with Ken leading the speakers committee d. The group discussed several ongoing activities including a potential AI user group led by Derek Southern, which Mike agreed to follow up on to determine if it should be set up as an official activity. They decided to cancel the puzzle activity due to lack of participation, and discussed the status of the “Share Your Hobby” activity where Bill Alder had only secured 3-4 participants. The group also addressed the luncheon greeters’ program, deciding to keep it as a committee rather than an activity, and confirmed that the new information coordinator position should be handled by the membership team rather than the secretary role. Ken announced he would be stepping down from his committee role in January, and the group agreed to invite Ray to join the Nov. and Dec. meetings to discuss taking over responsibilities.
Next steps
Chick
- Send a note to Carl thanking him for the puzzle exchange and inform him that the activity is being cancelled.
- Update the list of activities (removing jigsaw puzzle) and send the updated list to Mike, Dave, Stan, and Rich.
- Investigate and resolve the issue with Dan Smith’s email address that is bouncing back.
- Send the job description for the ACC role to Ray.
Dennis
- Send a note to Dan Smith suggesting that the membership committee should be responsible for maintaining the state database/roster roles, not the secretary.
Ken
- Create or replace the missing guest speaker marker/holder for future luncheons.
Mike
- Reach out to Derek Southern to discuss setting up the AI user group as an official activity, including the process and requirements for approval at the next BEC meeting in August.
- Follow up with Bill Alder regarding the “Share Your Hobby” activity, discussing the sustainability of the activity and possible alternatives (e.g., show and tell at luncheons).
- Touch base with Tom DeGrande at the next luncheon regarding the status of the greeters (committee vs. activity).
- Post the updated activity list once received from Chick.
Summary
Speaker Committee and AI Updates
Ken reported taking over speaker committee responsibilities and securing assignments for the upcoming year, though final speaker availability remains uncertain. The group discussed a proposed new AI user group activity from Derek Southern, though no formal documentation was received and the temporary nature of the group was noted.
AI Activity Planning Discussion
The group discussed establishing an AI activity led by Derek, who is the director of AI for their branch. Mike agreed to reach out to Derek to set up the activity following the proper approval process through the BEC meeting in August. Regarding the puzzle activity, Ken reported that Alan Curtis declined to take on additional boxes, leading to a decision to cancel the puzzle activity.
Activity Status and Planning Review
The group discussed the status of several activities, including Carl’s puzzle and fishing activities which may be canceled due to his daughter’s disability preventing him from attending meetings. They also reviewed the “Share Your Hobby” activity proposed by Bill Alder, which currently has only 3-4 people interested, leading to concerns about sustainability beyond the initial 4-month period. Mike agreed to follow up with Bill Alder to discuss the feasibility of the hobby sharing activity and explore alternative formats like a display at luncheons similar to what Ron Smith had previously done.
Luncheon Greeters Committee Restructuring
The group discussed reorganizing the “luncheon greeters” as an activity or a committee structure. Mike explained that Tom Grandi wants to continue the tradition, but after consulting with him, they agreed it should remain a committee rather than an activity to better manage participation levels. Mike planning to discuss this with Tom at the next luncheon.
Barbecue Planning and Activities Review
The team discussed and confirmed that the rearrangement of seating plan worked well. They reviewed speaker confirmations for upcoming months, Buck will be presenting an update re the Holiday Gala at the August Luncheon and Mike agreed to follow up with Glenn about presenting his Singles Dinner activity at the September luncheon. The group also addressed concerns about the consistency of activities listed on new member application forms, with Dennis confirming that the current list is accurate and up-to-date. Chick agreed to update the list and share it with the team, including Rich, for posting.
Leadership Directory Form Management
The group discussed the assignment of maintaining a leadership directory form, which is intended to replace Form 20 and serve as an online tool for looking up leadership across branches. Dennis suggested that the Membership team should handle this responsibility since they already manage the database of roles and member information. The discussion also addressed issues with Dan Smith’s email contact information in the system, with Chick reporting that emails were being rejected and the group troubleshooting potential formatting issues with the email address.
State Roster Form Updates Discussion
The group discussed updates to the state roster form (Form 20) and database, with Dennis planning to address inconsistencies in position titles with Dan. They agreed to have Ray join the committee at the November and December meetings to replace Ken who will be leaving the committee at the end of December. The conversation ended with plans to provide Ray with a job description document, though Chick noted it appeared to be a full-time position when reviewed
ACC Committee Status Meeting – 06/01/26
+ Ken reached out to Carl Meyer regarding an assistant chairman for his puzzle activity…no one has stepped forward.
+ Mike to check with Ray de Wit regarding the number of participants in his activity and if he would like to make a presentation at and upcoming Luncheon
+ Changes to the ACC committee in 2027:
– Dennis to take the lead of this committee in 2027
– Ray de Wit to take Ken’s place
– Mike and Chick to stay on the committee
+ June AC luncheon presenters:
– Bill Adler to present his proposed activity “Share Your Hobby”
– Tom DiGrande to discuss the need for more volunteer participation in the Community Outreach Activity
+ Glenn Breslin of Branch 146 is planning to step down as Chairman of the Multi-branch Travel Activity. We await news about his replacement.
+ Glenn Gilman to be asked to present his SIRs Single Dine Out activity at the July luncheon.
+ We discussed how our branch handles liability for our SIR activities (such as pickleball, hikers and travel). We decided our State insurance covers this risk.
+ Using AI was discussed and we look forward to hearing about how AC’s can use this tool at Derek Southern’s zoom meeting scheduled for Friday 6/12 starting @ 8:30 am.
ACC April 27, 2026 Meeting Notes:
+ Our activities list is up to date. Chick to send latest version (April) to the ACC team
+ Rich Knowles is updating the new member application form so the activity names are consistent and up to date. Mike will ask Rich to keep the ACC apprised on his progress.
+We are waiting for the State SIR to propose a recommendation as to how to proceed with the new photo policy.
+ Mike to ask Thom Watkins to be our AC speaker for May to discuss the Fall ‘y’all event. Either Glenn Gilman (singles) or Ray deWit (Mixer) will be our June AC presenter
+ Mike to check on the luncheon activity table set up, as needed.
Notes from ACC monthly zoom meeting on 3/23/26
+ David Bushnell’s new activity called ” Local Classical Music” is approved and is included with the “opera in the theater” activity. Website is updated accordingly.
+ Chick to verify if the shared “stamp and coin” activity (from Br171) is still active.
+ Mike to reach out to Tom Hodgson to confirm he will present his “writing your life story” activity at the April luncheon
+ Mike, Ken (& Dennis?) to check on the location of the activity tables at our luncheons to ensure they meet AC needs. These locations may change depending on buffet or non-buffet food service.
+ Mike and Dennis are members of the new Photo Committee, which is in progress.
ACC Status Meeting – February 2026
+ We reviewed/compared our activities to the State SIR approved Activities and agreed our activities are in compliance (including Woodworking and Car enthusiasts)
+ WE discussed the results of the Activity chairman’s breakfast at length. Here are some of our findings and agreements going forward:
– We should Help AC’s connect DIRECTLY to an AC of another nearby branch, as needed
– The BEC should keep activity tables @ luncheons in easily accessible/visible locations, if possible
– Can BEC help negotiate Banquet and Golf costs @ Boundary Oak Golf Course
– There was a discussion about liability of giving/receiving rides from members (Also serving alcohol). Needs to be addressed to the BEC
– Rocco’s was mentioned as a SIR friendly activity meeting place
– It was recommended we advertise our activities at senior center bulletin boards & the “nutshell” magazine
+ Dennis agreed to contact David Bushnell as a luncheon speaker in March (to present his new activity).
Several other AC’s were mentioned as possible future activity luncheon speakers, TBC…
(Glen Gilman, Ray deWit & Tom Hodgson)
+ New member notifications process is working well with orientation emails being sent from membership.
+ Other topics discussed…
– Will Membership get back to sending out short (1 para) summaries of new members to the entire Branch Membership?
- Need to get back to having the Big Sir/Little SIR and/or other BEC members attend funeral services of deceased members?
+ Regarding Microsoft’s continuing to support Access…is this an issue for the Branch’s database support and reporting processes
Updated 05/05/2026 MLF
