Professional Development Committee (PDC) – Process Outline

1. Committee Meeting Coordination

• Distribute monthly scheduling polls to committee members (e.g., via Rallly), offering 3–5 date/time options
• Finalize meeting date/time based on responses
• Send a calendar invite and email with Zoom information
• Send a reminder email at least one day prior to the meeting

2. Committee Meeting Facilitation

• Lead monthly PDC meetings on Zoom
• Review submitted proposals and discuss potential presenters
• Identify priority topics based on member needs and trends
• Delegate outreach responsibilities among committee members when multiple presenters are identified
• Ensure all members have access to outreach templates and available event dates

3. Post-Meeting Follow-Up

• Send meeting summary/notes to committee members
• Include action items, assigned responsibilities, and deadlines
• Provide a recording of the meeting when applicable
• Ensure clarity and accountability for next steps

4. Presenter Outreach & Communication

• Initiate and/or oversee outreach to potential presenters
• Ensure consistency in communication using standardized templates
• Track outreach progress and follow-ups
• Maintain professional and timely communication with presenters
• Send a thank you email within 24-48 hours after the event
• Send a Presenter Appreciation Kit within a week after the event (optional)
• • “Thank you” card with handwritten presenter name and your signature
  • Motivational notebook with pen
  • Put inside a light blue bubble mailer 8.5”x12”
  • Preferably mail it via FedEx (more reliable)

5. Board Communication & Reporting

• Prepare and submit PDC updates for Board meetings
• Ensure updates are clear, professional, and formatted appropriately (including SMHCA branding)
• Highlight key developments, upcoming events, and needs

6. Collaboration with SMHCA Executive Assistant (Valentino Norton)

• Maintain ongoing communication to coordinate:
• • Event logistics
  • Member survey distribution and responses
  • Proposal tracking and scheduling
• Ensure alignment between committee planning and organizational processes

7. Communication & Leadership

• Maintain open and consistent communication with committee members and the Board
• Provide guidance, support, and direction to committee members
• Foster collaboration and shared responsibility within the committee

8. Continuity & Transition

• Maintain organized records of processes, templates, and communications
• • Presenters List on Google Sheet
  • Invitation to an Upcoming SMHCA Event Email Template
  • “Thank you” Email Template
  • Proposals
  • Surveys
• Ensure materials are accessible for future Chairs
• Support a smooth transition by providing documented guidance and expectations