September
15, 2016 Revision
AMC Standing Rules September 15, 2016 revision.doc
NARRAGANSETT CHAPTER
AMC
STANDING RULES
PURPOSE
The purpose of the Standing Rules is to define those committees not specified by the Chapter By-Laws, and to provide guidelines for the orderly operation of the Chapter.
ARTICLE I - GENERAL
Chapter By-Laws and Club By-Laws supersede these Standing Rules. Upon their adoption, these Standing Rules supersede any previous approved motions of the Executive Board that are in conflict with them. According to Article VII of the Chapter By-Laws, the Chapter Standing Rules may be formulated and/or amended by a two-thirds vote of the Chapter Executive Board present and voting. No amendment to the Chapter Standing Rules shall take effect until at least one week after adoption, but any rule may be suspended by a three-fourths vote of those members of the Chapter Executive Board present and voting.
ARTICLE II - THE CHAPTER EXECUTIVE BOARD
1.0 The Executive Board
The Executive Board shall consist of the positions specified in Article IV, Section 1 of the Chapter By-Laws. Each position shall have one vote, except as noted in Article IV, Section 11 and 12 of the Chapter By-Laws. These positions are:
1. Chapter Chair
2. Chapter Vice-Chair
3. Chapter Secretary
4. Chapter Treasurer
5. Chapter Membership Chair
6. Immediate Past Chapter Chair
7. Chapter Activities Chair
8. Chapter Communication Chair
9. Chapter Conservation Chair
10. Chapter Trails Chair
11. Chapter Leadership Chair
2.0 Quorum
According to Article IV, Sections 1 and 13 of the By-Laws, a quorum shall consist of five members of the Executive Board each possessing the authority to cast a single vote.
3.0 General Responsibilities of all Executive Board Members
3.1 Meeting Attendance
Executive Board members are responsible for attending all Executive Board Meetings. They are strongly encouraged to attend the Chapter Annual Meeting and Spring Fling. Those members whose positions interact with similar positions in other Club Chapters, and/or Club-Wide committees, are encouraged to also attend appropriate Club-Wide Meetings, the Club Annual Meeting, and/or other interchapter committee meetings, as well as other related non-Club meetings.
3.2 Budget
All Executive Board members are responsible for presenting a proposed budget to the Chapter Treasurer each October, for the next fiscal year, which is coincidental with the calendar year. Newly elected/appointed Executive Board members may modify the budget proposed by their predecessor, prior to the start of the new fiscal year. The proposed budget shall be reviewed by a board consisting of the Chapter Chair, the Chapter Vice-Chair, and the Chapter Treasurer, prior to the first Executive Board meeting of the new fiscal year. The review board's recommendations shall be heard by the Executive Board prior to taking action on the proposed budget. It is desirable that the Executive Board approve a budget at the first meeting of the fiscal year so that all committees may plan appropriately for the remainder of the year.
3.3 Committees
Committee chairs are responsible for maintaining an active committee and for providing the Chapter Secretary with a list of their committee members within 30 days after the Annual Meeting.
3.4 Leadership
Committee chairs are encouraged to assist in the development of new Chapter leadership. A direct way of accomplishing this task is to groom a potential replacement for the committee chair position. More general training can be accomplished by timely workshops in each chair's area of expertise, as well as encouraging participation in the leadership development program and use of leadership guides and materials of the Leadership Development Committee.
3.5 Job Description
Committee chairs are responsible for maintaining an updated, detailed job description subject to the approval of the Chapter Chair.
3.6 Equipment Inventories
The chair of each committee responsible for any Chapter owned equipment shall submit a complete inventory of such equipment to the Chapter Secretary annually at the first Executive Board meeting of the calendar year. The location of each item of equipment, at the time of inventory, shall be stated.
3.7 Participation on the Activities Committee (or Program Committee)
All committee chairs or their representatives are encouraged to be active participants on the Activities Committee (or where mentioned in these Rules, the Program Committee). This will reduce scheduling conflicts, and encourage a broader range of chapter activities and programs.
4.0 Specific Responsibilities of Executive Board Members and Their Committees
The duties noted in the following positions are basic responsibilities. They are not intended to be job descriptions. The responsible agent may choose to delegate authority to someone else, but the responsibility will always lie with the owner of that job. It is the responsibility of each Executive Board member to maintain an individual job description. The Chapter Chair shall oversee the maintenance of the job descriptions. Article II, Sections 4.1-4.6 below describe the duties of those Executive board members who are elected officers in accordance with the bylaws. Article II, Sections 4.7 – 4.11 below describe the duties of those Executive board members who are chairs of standing committees in accordance with the bylaws.
In various Sections below within Article II, the term “ the appropriate AMC media” means “the Gansett Gazette and/or AMC Outdoors and/or the Chapter website and/or the AMC website”.
4.1 Chapter Chair
Per Article IV, Section 6 of the By-Laws, the Chapter Chair shall:
a) Preside at all meetings of the members, and of the Executive Board.
b) Supervise the duties of the other officers and committee chairs.
c) Present a report to the Annual Meeting of members.
d) Appoint any non-elected and ad-hoc committee chairs.
e) Approve the appointment of all committee sub-chairs.
f) Represent the Chapter and/or the Club, as required, at both Club and non-Club functions.
g) Chair the Chapter Budget Review Board.
h. Prepare the Executive Committee Budget
i) Have veto power over trips/activities.
Have responsibility for approving inter-chapter trips (excursions) to be
published in AMC Outdoors and for liaison with the AMC Interchapter Trips Coordinator.
The Chapter Chair is an ex-officio member of all Chapter committees.
4.2 Chapter Vice-Chair
Per Article IV, Section 7, of the Chapter By-Laws, the Vice Chair shall serve as Chapter Chair in the absence or disability of the Chapter Chair and shall assume such other responsibilities as may be delegated to him/her by the Chapter Chair or the Executive Board. Such responsibilities presently include, but are not limited to:
a) Arranging all details of the Annual Meeting and Spring Fling, including meals and speakers as required. Help may be solicited from
Chapter committees.
b) Monitoring the Chapter By-Laws and Standing Rules for potential
updating by the Executive Board.
c) Participating as a member of the Chapter Budget Review Board.
d) Chairing the Leadership List Committee which is comprised of the chairs of
all committees.
e) Assisting the Chapter Chair in supervising the duties of the Membership
Chair, the Communication Chair, and the Leadership Chair.
Chairing the Program Committee which plans all family, young adult, educational, informational or social events including the Annual Meeting and Spring Fling Chapter gatherings. The Chapter Program Committee consists of the Membership Chair or his/her representative plus at least three other members. This Committee will review and submit their event notices to the appropriate AMC media.
The Chapter Vice-Chair shall automatically succeed to the office of the Chapter Chair in the event that the office of the Chapter Chair is vacated before the term of office is completed.
4.3 Chapter Secretary
Per Article IV, Section 8, of the Chapter By-Laws, the Chapter Secretary shall:
a) Give notice of all Executive Board and Chapter meetings.
Record and keep minutes of all Executive Board and Chapter meetings and distribute said minutes to Executive Board and other appropriate persons.
c) Keep and maintain the official documents of the Chapter including the
Chapter By-Laws and Standing Rules.
d) Conduct the correspondence of the Chapter.
e) Be responsible for the keeping of any correspondence, records, and papers
significant to the Chapter.
f) Be responsible for the collection of the committee reports and the printing of
the Chapter Annual Report. The Annual Report includes:
1) Minutes of the preceding Annual and special Chapter meetings
2) All motions passed by the Executive Board since the preceding Annual
Report
Be responsible for overseeing the activities of the archivist.
The Secretary is also responsible for the duties outlined in Article IV, Section 7.0, of these Standing Rules.
4.4 Chapter Treasurer
Per Article, Section 9, of the Chapter By-Laws, the Chapter Treasurer shall:
a) Receive all funds paid to or belonging to the Chapter.
b) Disburse funds under the direction of the Executive Board.
c) Keep proper accounts.
d) Make a report of receipts and disbursements at meetings of the Executive
Board.
e) Assist all Executive Board members in planning their budgets by providing
such historical records as they may require.
f) Provide such guidelines as will assure a uniform proposed budget submission
amongst the Executive Board.
g) Make available a report of the Chapter receipts and disbursement for
presentation at the Annual meeting of the Chapter members.
h) Participate as a member of the Chapter Budget Review Board.
i) Submit the Executive Board approved budget and Annual Financial Report to the Club as requested.
4.5 Chapter Membership Chair
Per article IV, Section 10, of the Chapter By-Laws, the Chapter Membership Chair shall:
a) Be responsible for organizing a committee to assist in carrying out the duties
of the Membership Chair
b) Be responsible for overseeing and coordinating the planning of the activities
of the committee. Such activities shall include:
1) Encouraging new member recruitment.
2) Monitoring and promoting member retention.
3) Providing orientation of Chapter activities to new members.
4) Maintaining a list of Chapter members.
5) Coordinating new member potluck dinners.
Assist the Vice-Chair as a member of the Program Committee (or delegate
this duty to a Membership Committee representative).
d) Act as liaison between the Chapter Executive Board and the Membership
Committee on Chapter related business.
e) Communicate with the Chapter membership and Club on matters pertaining
to Chapter membership.
f) Represent the interest of all Chapter members before the Executive Board.
g) Oversee the establishment and maintenance of committee policy with the
advice and consent of the Executive Board.
h) Submit membership activity notices to the appropriate AMC media.
i) Budget for anticipated Membership expenses and purchase appropriate equipment and supplies.
The Membership Chair is also responsible for the duties outlined in Article II, Section 3.0, and Article IV, Section 7.0, of these Standing Rules.
4.6 Immediate Past Chair
The Immediate Past Chair, as defined in Article IV, Section 1, of the Chapter By-Laws, shall hold an advisory position on the Executive Board with full voting rights, except as limited by Article IV, Section 11, of the By-Laws.
4.7 Chapter Activities Chair
The Chapter Activities Chair shall:
a) Be responsible for organizing a committee to assist in carrying out the duties
of the Activities Chair. The committee shall consist of, but not be limited to,
the sub-chairs of the following subcommittees:
1) Biking
2)
Upcountry
Hiking and Backpacking Northern
Hiking
3) Local Hikes
4) Skiing
5) Technical Climbing
6) Canoe/ Kayaking
7) Dog Hikes
b) Be responsible for overseeing and coordinating the planning of all biking,
upcountry
hiking and backpacking
northern hiking,
local hiking, dog
hiking, skiing,
technical climbing,
and canoe/kayaking activities of the Chapter.
c) Be responsible for operation of all said sub-committees, including review of sub-committee budgets and presentation to the Executive Board.
d) Act as liaison between the Chapter Executive Board and the Activities
Committee on Chapter related business.
e) Budget for anticipated Activity Committee expenses and purchase appropriate equipment and supplies.
f) Maintain and account for the Activities Committee equipment.
Submit sub -committee activity notices to the appropriate AMC media. At the discretion of the Chapter Activities Chair, the authority to submit these activity notices may be delegated to the sub-chairs of the sub-committees.
h) Oversee the establishment and maintenance of committee policy with the
advice and consent of the Executive Board.
i) Assist the Chapter Trails Chair and the Chapter Conservation Chair, where
appropriate, to better their respective committees and activities.
j) Assist the Chapter Chair in the promotion and coordination of Chapter
involvement in activities with other AMC chapters and committees and with appropriate non-AMC groups.
k) Provide input to the Leadership Development Chair on any appropriate
outdoor leadership programs.
l) Act as the Chapter advance listing center for activities and events.
The Activities Chair is also responsible for the duties outlined in Article II, Section 3.0, and Article IV, Section 7.0, of these Standing Rules.
4.8 Chapter Trails Chair
The Chapter Trails Chair shall:
a) Be responsible for organizing a committee to assist in carrying out the duties
of the Trails Chair.
b) Be responsible for overseeing and coordinating the planning of all the
activities of the Trails Committee. Such activities shall include:
1) Brush and blaze trails
2) Erect or replace trails signs as needed
3) Maintain and/or improve existing trails
4) Develop new trails where appropriate and allowed
c) Act as liaison between the Chapter Executive Board and the Trails
Committee on Chapter related business.
d) Budget for Trails Committee anticipated expenses and purchase appropriate equipment and supplies.
e) Maintain and account for the Trails Committee's equipment.
f) Provide representation for the Narragansett Chapter at the New England
Trails Conference, and give a report on the trails under Chapter jurisdiction.
g) Budget for an annual donation to the New England Trails Conference or
other appropriate donation to a similar cause.
h) Oversee the establishment and maintenance of committee policy with the
advice and consent of the Executive Board. The Chapter shall not be
committed to continuous jurisdiction of any trail without specific
approval of the Executive Board.
i) Submit trail activity notices to the appropriate AMC media.
Train trail maintainers.
Provide for Trails Committee representation on the DEM Trails Advisory Committee;
The Trails Chair is also responsible for the duties outlined in Article II, Section 3.0, and Article IV, Section 7.0, of these Standing Rules.
4.9 Chapter Conservation Chair
The Chapter Conservation Chair shall:
a) Be responsible for organizing a committee to assist in carrying out the duties
of the Conservation Chair.
b) Be responsible for overseeing and coordinating the planning of all
conservation events for the Chapter.
c) Keep the membership informed of opportunities/issues concerning
conservation and the environment.
d) Provide representation for the Narragansett Chapter on the Environmental
Council of Rhode Island.
e) Budget for annual dues for Chapter membership in the Environmental
Council of Rhode Island and other Conservation Committee anticipated expenses and purchase appropriate Conservation Committee equipment, supplies, and other items.
f) Provide support to allied organizations in the area of conservation with the
advice and consent of the Executive Board.
g) Act as liaison between the Chapter Executive Board and the Conservation
Committee.
h) Oversee the establishment and maintenance of committee policy with the
advice and consent of the Executive Board.
i) Submit conservation activity notices to the appropriate AMC media.
The Conservation Chair is also responsible for the duties outlined in Article II, Section 3.0, and Article IV, Section 7.0, of these Standing Rules.
4.10 Chapter Communications Chair
The Chapter Communications Chair shall:
a) Be responsible for organizing a committee to assist in carrying out the duties
of the Communication Chair.
b) Be responsible for overseeing and coordinating the activities of any/all
Communication Sub-Committees.
Get
Publish
trip
descriptions, special notices, editorials, and articles by and for
the Narragansett Chapter publicized
in the appropriate AMC
media.
Manage and maintain the Chapter website.
Publish the Chapter newsletter.
Coordinate publication of Chapter activities in the AMC Trip Listing Database.
Provide assistance and training to Website and AMC Trip Listing Database users.
Act as liaison between the Chapter Executive Board and any/all
Communications Sub-Committees on Chapter related business.
i)
Budget for Communication Committee anticipated expenses and purchase
appropriate supplies and
communication
computer-related
equipment including:
1) Printing and postage for the Chapter newsletter.
2) Hardware, software, and supplies for computer related equipment.
j) Account for maintenance requirements of communication
computer-related equipment.
k) Oversee the establishment and maintenance of committee policy with the
advice and consent of the Executive Board.
Responsibility for specific details of these tasks may be delegated to sub-chairs. The Communications Chair is also responsible for duties as outlined in Article II, Section 3.0, and Article IV, Section 7.0, of these Standing Rules.
4.11 Leadership Development Chair
The Leadership Development Chair shall:
a) Be responsible for organizing a committee to assist in carrying out the duties
of the Leadership Development Chair.
b) Be responsible for planning and implementing a continuous leadership
development program within the Chapter.
c) Act as a liaison between the Chapter Executive Board and the Leadership
Development Committee.
d) Budget for Leadership Development Committee anticipated expenses and purchase appropriate committee supplies and other items.
e) Oversee the establishment and maintenance of committee policy with the
advice and consent of the Executive Board.
Submit leadership development activity notices to the appropriate AMC media.
The Leadership Development Chair is also responsible for duties as outlined in Article II., Section 3.0, and Article IV, Section 7.0, of these Standing Rules.
ARTICLE III - SUB-COMMITTEES
1.0 Purpose of Sub-Committees
In order to distribute the workload of certain Executive Board members without making the Executive Board unwieldy, the Narragansett Chapter has established several sub-chair positions. While the sub-chairs do not have the authority to vote at Executive Board meetings, their presence is welcome, and at times may be requested in the interest of improved communications. Opinions and suggestions of sub-chairs may be submitted directly to the Executive Board, or through the respective chairs.
2.0 Appointments
All sub-chairs shall be appointed to office by the Chapter Chair with the advice and consent of the appropriate Executive Board member(s).
3.0 General Responsibilities of Sub-Chairs
3.1 Meetings
Sub-chairs are encouraged to attend the Chapter Annual and Executive Board Meetings, and the New Member Meetings to informally present the general activities of their committees. Club-wide committees, the Club Annual Meeting, and/or other interchapter meetings may also be of interest.
3.2 Budget
Each sub-chair should work with his/her representative on the Executive Board to prepare a proposed budget for each fiscal year. The proposed budget is to be presented to the Executive Board each October for the next fiscal year. See Article II, Section 3.2 of these Standing Rules for budgetary procedures.
3.3 Sub-Committees
Sub-chairs are requested to maintain an active sub-committee, and provide his/her representative on the Executive Board with a list of the sub-committee members 30 days after the Annual Meeting or by the first day of the calendar year, whichever occurs first. The Executive Board member shall be an ex-officio member of each his/her sub-committees.
3.4 Leadership
Sub-chairs are encouraged to assist in the development of new Chapter leadership. A direct way of accomplishing this task is to groom a potential replacement for the sub-chair position. More general training may be accomplished by timely workshops in each sub-chair's area of expertise, as well as encouraging participation in the leadership development program and use of leadership guides and materials of the Leadership Development Committee.
The overall AMC Leadership Requirements and Guidelines will apply to all our trip leaders. Each committee, or activity, may have specific leadership requirements for trip leaders, in addition to the above general requirements and guidelines. Additionally, for committees that may have multiple types of activities, such as the family outings committee and young adult members committee, each trip leader must at least meet the Narragansett chapter leadership training requirements of the activity he/she is leading, i.e.; a local hike – the leader must have met the requirements of the local hikes committee, if sea kayaking, then the sea kayaking committee requirements, etc.
3.5 Job Descriptions
Sub-chairs are responsible for maintaining an updated, appropriate job description.
3.6 Participation on the Activities Committee (or Program Committee)
All sub-chairs are encouraged to be part of the Activities Committee (or the Program Committee, where defined in these Rules). Participation by all committees involved with activities or programs will reduce scheduling conflicts, and encourage a broader range of Chapter activities and programs.
4.0 Specific Responsibilities of Sub-Chairs
The duties noted in the following descriptions are intentionally general in nature. Detailed job descriptions shall be maintained by each sub-chair. It is the ultimate responsibility of the Chapter Chair to see that job descriptions are written and maintained.
4.1 Biking Sub-Chair
The
Biking Sub-Chair assists the Activities Chair by planning,
organizing, and/or locating trip leaders for Chapter bike trips. The
Biking Sub-Chair shall write or approve all bike trip notices being
submitted to
the Activities Chair
for publication. The Biking Sub-Chair budgets for and purchases
appropriate equipment and maintains and accounts for such equipment
owned by the Chapter.
In addition, the Biking Sub-Chair is responsible for duties as outlined in Article III, Section 3.0, and Article IV, Section 7.0, of these Standing Rules.
4.2
Upcountry
Hiking and Backpacking
Northern
Hiking
Sub-Chair
The
Upcountry
Hiking and Backpacking
Northern
Hiking Sub-Chair
assists the Activities Chair by planning, organizing, and/or locating
trip leaders for upcountry
northern
hiking and
backpacking trips. The Upcountry
Hiking and Backpacking
Northern
Hiking Sub-Chair
shall write or approve all upcountry
northern
hiking and backpacking trip notices being submitted to
the Activities Chair for
publication. The Upcountry
Hiking and Backpacking
Northern
Hiking Sub-Chair
budgets for and purchases appropriate equipment and maintains and
accounts for such equipment owned by the Chapter.
In addition, the Upcountry
Hiking and Backpacking Northern
Hiking Sub-Chair is responsible for duties as outlined in
Article III, Section 3.0, and Article IV, Section 7.0, of these
Standing Rules.
4.3 Local Hikes Sub-Chair
The
Local Hikes Sub-Chair assists the Activities Chair by planning,
organizing, and/or locating trip leaders for Chapter local hikes..
The Local Hikes Sub-Chair shall write or approve all local hike
notices being submitted to
the Activities Chair
for publication. The Local Hikes Sub-Chair budgets for and purchases
appropriate equipment and maintains and accounts for such equipment
owned by the Chapter.
In addition, the Local Hikes Sub-Chair is responsible for duties as outlined in Article III, Section 3.0, and Article IV, Section 7.0, of these Standing Rules.
4.4 Skiing Sub-Chair
The
Skiing Sub-Chair assists the Activities Chair by planning,
organizing, and/or locating trip leaders for Chapter ski trips. The
skiing Sub-Chair shall write or approve all ski trip notices being
submitted to
the Activities Chair
for publication. The Skiing Sub-Chair budgets for and purchases
appropriate equipment and maintains and accounts for such equipment
owned by the Chapter.
In addition, the Skiing Sub-Chair is responsible for duties as outlined in Article III, Section 3.0, and Article IV, Section 7.0, of these Standing Rules.
4.5 Technical Climbing Sub-Chair
The
Technical Climbing Sub-Chair assists the Activities Chair by
planning, organizing, and/or locating trip leaders for Chapter
technical climbing trips. The technical climbing Sub-Chair shall
write or approve all technical climbing trip notices being submitted
to
the Activities Chair
for publication. The Technical Climbing Sub-Chair budgets for and
purchases appropriate equipment and maintains and accounts for such
equipment owned by the Chapter.
In addition, the Technical Climbing Sub-Chair is responsible for duties as outlined in Article III, Section 3.0, and Article IV, Section 7.0, of these Standing Rules.
4.6 Canoe/Kayaking Sub Chairs
The Canoe/ Kayaking Sub-Chairs
(consisting of the flatwater paddling sub-chair and the sea kayaking
sub-chair) assist the Activities Chair by planning, organizing, and
/or locating trip leaders for Chapter canoeing and kayaking trips.
The Canoe/Kayaking Sub-Chairs shall write or approve of all canoeing
and kayaking trip notices being submitted to
the Activities Chair for publication. The Canoe
/Kayaking Sub-Chairs budget for and purchase appropriate equipment
and maintain and account for such equipment owned by the Chapter.
In addition, the Canoe/ Kayaking Sub-Chairs are responsible for duties as outlined in Article III, Section 3.0 and Article IV, Section 7.0 of these Standing Rules.
4.7 Dog Hike Sub-Chair
The
Dog Hike Sub-Chair assists the Activities Chair by planning,
organizing, and/or locating trip leaders for Chapter dog hikes. The
Dog Hike Sub-Chair shall write or approve all dog hike notices being
submitted to
the Activities Chair
for publication. The Dog Hike Sub-Chair budgets for and purchases
appropriate equipment and maintains and accounts for such equipment
owned by the Chapter.
In addition, the Dog Hike Sub-Chair is responsible for duties as outlined in Article III, Section 3.0, and Article IV, Section 7.0, of these Standing Rules.
4.7
Editor of the Gansett Gazette
The
editor assists the Chapter Communications Chair, by reviewing,
editing, and publishing Chapter trip and event notices and
announcements and editorials for the Chapter newsletter and is
responsible for the safe-keeping and maintenance of any Chapter owned
communications related hardware and software. The editor of the
Gansett
Gazette
also assists the Communications Chair in submitting trip and event
notices to AMC
Outdoors
for publications in that magazine. In addition, the Gazette Editor
is responsible for the duties outlined in article III, Section 3.0,
and Article IV, Section 7.0 of these Standing Rules.
4.8
Archivist
The
Chapter Archivist shall be responsible for maintaining records and
documents that relate to the history of the Chapter, and shall make
these available when requested to do so.
4.9
Webmaster
The
webmaster assists the Chapter Communications Chair by maintaining the
Chapter website and by placing appropriate notices and announcements
on the Chapter website.
4.10
AMC Website Liaison
The
Chapter’s AMC Website Liaison assists the Chapter Communication
Chair by providing training and assistance to the Chapter’s
users who place appropriate notices on the AMC website. performing
the following tasks:
Acting
administratively as the interface between the Chapter and the AMC as
the trip “approver” for Chapter trips placed on the AMC
website (technical approval of each trip remains with the pertinent
activity committee chair or his/her designee).
Providing
training and assistance to the Chapter’s users who place
appropriate notices
on the AMC website.
4.11
Chapter
Photographer/Publicist
Public
Relations Liaison
The
Chapter Photographer/PublicistPublic
Relations Liaison assists the Chapter Communication Chair by
promoting awareness of chapter activities within the chapter and in
the community. This includes taking and/or distributing photographs
about chapter activities within the chapter (through the web site and
newsletter) as well as to other sources as deemed appropriate. He/she
also creates press releases to foster awareness of the chapter and
its activities in the community and prepares/distributes to the
chapter (through the website and the newsletter) appropriate articles
on chapter activities/events.
4.12 Young Adult Members (“Young Members”) Sub-Chair
The Young Members Sub-Chair assists the Program Chair (Chapter Vice-Chair) by planning, organizing, and/or locating trip (event) leaders for Chapter Young Members recreational trips and other Young Members events such as trails and conservation events. The Young Members Sub-Chair shall write or approve all Young Member trip (event) notices being submitted for publication.
In addition, the Young Members Sub-Chair assists the Program Chair, as needed, in planning and organizing other program committee events.
In addition, the Young Members Sub-Chair is responsible for duties as outlined in Article III, Section 3.0, and Article IV, Section 7.0, of these Standing Rules.
4.13 Family Outings Sub-Chair
The Family Outings Sub-Chair assists the Program Chair (Chapter Vice-Chair) by planning, organizing, and/or locating trip (event) leaders for Chapter family recreational trips and other family events such as trails and conservation events. The Family Outings Sub-Chair shall write or approve all family trip (event) notices being submitted for publication.
In addition, the Family Outings Sub-Chair assists the Program Chair, as needed, in planning and organizing other program committee events.
In addition, the Family Outings Sub-Chair is responsible for duties as outlined in Article III, Section 3.0, and Article IV, Section 7.0, of these Standing Rules.
ARTICLE IV - ADMINISTRATIVE GUIDELINES
1.0 Meetings
Per Article IV, Section 1 of the Chapter By-Laws, the Executive Board shall meet at least twice a year at the call of the Chapter Chair. Any committee chair who cannot attend is encouraged to send a non-voting representative for informational purposes. A synopsis of the minutes of the Executive Board meetings showing at least all motions, should be included in the Secretary's report and made available at the Annual Meeting.
2.0 Agenda
It shall be at the discretion of the Chapter Chair whether or not to provide an agenda in advance of the Executive Board meetings.
3.0 Annual Report
Committee chairs are responsible for preparing their Committee Reports and providing same to the Chapter Secretary for inclusion in the Chapter Annual Report no later than thirty days prior to the Annual Meeting.
4.0 Membership List
The Membership Chair shall make a membership list available to chairs and sub-chairs. Such list shall be updated at least yearly.
5.0 Public Statements
The Chapter, by vote of the Executive Board, may take a position on a local issue, in accordance with Club policy, provided that it is clearly understood that it is a Chapter issue and not a Club issue.
6.0 Financial Handling and Administration
6.1 Operational Expense
It is the intention of the Chapter that no volunteer committee chair, sub-chair of any sub-committee, or elected Chapter officer has to incur legitimate expenses in the operation of Chapter business without reimbursement. Committee budgets shall be planned to include reimbursement for such expenses as telephone and postage. Each chair requesting such reimbursement shall provide the Treasurer with a detailed summary of expenses incurred, including the date incurred, reason, amount and any pertinent receipts. This provision is not intended to discourage donations to the Chapter of such expenses by any chair or officer. It is the wish of the Chapter that no person be precluded from service to the Chapter due to financial circumstances.
6.2 Disbursements and Disbursement Limits
All Chapter disbursements must have approval from one of the following authorities:
a) Executive Board approved budget, and Request for Payment signed by the
responsible Chapter Officer or Committee Chair. Within limits set by
individual committee chairs, and their approved budgets, sub-chairs of
sub-committees may authorize disbursements.
b) Specific Executive Board authorization.
Chapter officers or committee chairs may, with Executive Board approval, reallocate funds within their budgets. Disbursements for a Chapter officer or committee chair in excess of his/her total budget will require approval of the Executive Board. Approval for those two items will require a two thirds vote of the Executive Board members present and voting.
6.3 Travel Disbursement
Chapter funds may be used to reimburse individuals for limited travel expenses in accordance with the following:
Executive Board members who have travel expenses included in their Executive Board approved budgets may be reimbursed for travel to Club functions in accordance with the schedule presented below, provided such expenses do not exceed their budget limits. Executive Board members may authorize delegates of their choice to apply for travel expense reimbursement with the same limitations, with the expenses being charged to the authorizing person's budget.
In the likely event that not all worthy travel expenses have been foreseen and budgeted, any Executive Board member may apply to the Executive Board in advance of the proposed Club related function for approval of limited reimbursement for travel expense in accordance with the schedule presented below. Such application must be specific as to the reason for the trip, the destination, and the anticipated total cost to the Chapter. It will require a two thirds vote of the Executive Board members present and voting to approve unbudgeted travel expense reimbursement.
While application for approval for travel expense reimbursement must come from a member of the Executive Board, any Chapter member is eligible to receive reimbursement for travel expenses when authorized by the above procedure.
Note that Executive Board approval for travel expense reimbursement does not mean that payment will be automatically forthcoming. For actual reimbursement, a properly authorized Request for Payment must be submitted to the Chapter Treasurer.
Car pooling is encouraged in traveling to all Chapter/Club events.
6.3.1 Reimbursement Schedule
By
private automobile:
the
Internal Revenue Service’s mileage allowance for services to
charitable organizations [fourteen cents ($0.14) per mile in 2005],
plus three cents ($0.03) per mile for each authorized passenger.
Total amount to be paid to the owner/driver. Thirty
cents ($0.30 per mile), as amended in 2008, due to significant
increase in gas costs.
6.4 Advance Reservation Deposit Procedure
The purpose of this procedure is to ensure that trip leaders will not incur personal financial hardship or loss while minimizing similar risk to the Chapter.
When advance reservation deposits are required for a publicized AMC trip, the trip leader may apply for Chapter funds to cover the deposit. Prior to making reservations, the leader will first obtain trip authorization from the appropriate committee chair. If the committee chair finds that the trip/funds advance request appropriate, he/she will present said request to the Executive Board for approval. Upon approval from the Executive Board the trip leader may make the necessary reservations. To obtain Chapter funds for the reservation deposit, the leader must submit a Request for Payment, and have it signed by the appropriate committee chair. The request must be submitted to the Chapter Treasurer who will write an appropriate check to the reserved facility or to the trip leader who presents evidence of having already made the reservation deposit.
Trip notices must request sufficient monies from trip participants to fully reimburse the Chapter for the advance. Repayment for advanced Chapter funds to the Chapter Treasurer shall be made as soon as sufficient money is collected prior to the trip. In the event that subscription reservations should fall short of the amount advanced, the trip leader will give a written account to the appropriate committee chair who will in turn present it to the Executive Board.
If the Executive Board is not scheduled to meet within thirty days of the request, it is the prerogative of the Chapter Chair to obtain verbal consensus of the Executive Board or defer to the next meeting.
6.5 Reimbursement of Leaders' Expenses for Multi-Day Activities
Multi-day
trip leading (involving an overnight stay) should be neither
financially profitable nor burdensome. The leaders' share of the
group expenses may be part of the trip costs. However, the leaders
may not write off any expenses that are not covered for the
participants in the quoted price. For example, if restaurant meals
and transportation from RI to the locale of the trip activity are not
provided to the participants as part of the quoted trip cost, then
the leaders cannot charge their restaurant meals and transportation
off to the trip. The
portion of trip leaders’ costs paid by participants shall not
increase the trip price paid by any participant by more than 2533%,
and trip leaders shall not realize a profit.
Trip set up
costs (phone calls to make reservations, mail costs, printing costs)
are not part of the leaders' trip costs; they are costs that should
be shared by all. See Appendix 1 for examples.
7.0 Summary of Administrative Responsibilities
Job To Be Performed Completion Date Responsibility Of
(Finance Director)
(Finance Committee)
Appoint Nominating March 1 Chapter Chair (with advice
Committee Chairperson of the Executive Board)
Decide date of Annual March 1 Executive Board
Meeting (Nov./Dec.)
Slate of nominees September 1 Nominating Chair
to Secretary
Notify membership of September 1 Secretary/Vice Chair
Annual Meeting date
Notify membership of October 1 Secretary
slate of nominees
Submit reports for Annual 30 days prior to Annual Executive Board officers &
Report to Secretary and Meeting date Standing committee and
Chapter Chair sub-committee chairs with exception
of Vice Chair, Past chair, and
with inclusion of Nominating
Submit listing of leaders 15 days prior to Standing committee chairs and co-leaders qualified the Annual Meeting and sub-chairs
officers
(Club President & Exec. Director)
Submit Committee budget December Executive Committee chairs, excluding
to the Executive Board Board meeting and Nominating Committee
keep updated
Submit list of committee 30 days after Annual Committee chairs, excluding
members to Secretary Meeting and keep updated Nominating Committee
Submit detailed job 30 days after Annual Committee chairs, excluding
description to Meeting and keep updated Nominating Committee
Executive Board
Submit inventory of 60 days after Annual Committee chairs, excluding
equipment and supplies to Meeting or at the first Nominating Committee
the Executive Board Executive Board meeting
of the calendar year,
whichever occurs first
Relative to two or more overnight trips proposed by trip leaders for the same weekend and that have common outdoor activity elements, i.e., subject to approval by the same activity committee, the following guidelines apply:
a) Each trip leader should be made aware (by the committee sub-chair) of the
details of other proposed trips.
b) If any of these trip leaders objects to the opposing trip(s) being executed on
the same weekend or if the activity sub-chair or his committee is of the opinion
that the trips may be too similar in content and that there may not be sufficient
demand (number of participants) to adequately support all trips proposed, then:
1) One or more of the trip leaders should volunteer to change or cancel
the date of his/her trip; or
2) The least senior trip leader(s) (based on number of years having led
this trip on this weekend) should modify the proposed content of his/her
trip to sufficiently differentiate, i.e., create demand for a different type of
participant. This could include, but not be limited to, trip modification
based on one or more of the following factors:
a. Skills or endurance level required (beginner vs. experienced)
b. Population targeting; family trips, singles trips, men only,
women only, senior trips, 20-30's trips, etc.
c. Interchapter vs. Narragansett chapter trip
d. Change the type of outdoor activity (if the trip leader is
qualified or has a qualified leader to lead the alternate activity
and subject to approval of the trip by the pertinent outdoor
activity committee); or
3) There is a lottery to determine, by chance, which proposed trip(s)
are eliminated from occurring on that weekend (if all trip leaders of the
proposed trips agree to being subject to a lottery); or
4) The trips are staggered in alternating years, with the most "senior"
trip leader (as defined above) eligible for the first year (if all the trip
leaders of the proposed trips are planning to run their trips on this
weekend for two or more years and this concept is acceptable to all of
these trip leaders).
c) If paragraph (b) applies and option (2) above is the chosen method, then
the activity committee sub-chair or his/her committee (by vote) shall determine
whether or not the "senior " leader's trip and the other, modified trip(s) are
sufficiently different to justify their execution on the same weekend. If the trips
are determined not to be sufficiently different, then the least senior trip leader (s)
shall have its trip(s) eliminated from this weekend's schedule.
d) For long holiday weekends, the sub-chair should recognize the potential for
higher numbers of overnight trip participants than for regular weekends.
Therefore the sub-chair should encourage trip leaders to be tolerant of
"competing" trips and assist the leaders in getting out advanced trip notices in
the Gazette, AMC Outdoors and through other appropriate communication
channels.
APPENDIX 1
EXAMPLES OF CALCULATIONS FOR
MULTI-DAY TRIP LEADER EXPENSE REIMBURSEMENT
Example 1:
Samantha Z. is leading a weekend trip of dayhikes to the White Mountains, with 2 overnight stays at a motel. Her group of 10 includes the leader and co-leader. She will provide all of the food for breakfast Sat. & Sun. morning, and dinner Sat. evening as part of the trip cost.
Trip Set Up cost( long dist. calls, postage & printing) 12.50
Motel for weekend for 10 people 250.00
Food & cooking/eating supplies for 10 people 160.00
Total trip cost 422.50
Cost per person if leaders' costs are not covered (422.50/10) 42.25
Price per participant if leaders' costs are covered (422.50/8) 52.81
Percentage by which leaders' costs increase price to participants
(52.81-42.25)/42.25 25.0%
This
is not more that 2533%,
therefore it is OK to charge all of the leaders' costs off to the
participants
Price per leader 0.00
Price per participant (trip cost/eight participants) 52.81
Example 2:
Samantha Z. is leading a weekend trip of dayhikes to the White Mountains, with 2 overnight stays at a motel. Her group has only 8 this time and includes the leader and co-leader. She will provide all of the food for breakfast Sat. & Sun. morning, and dinner Sat. evening as part of the trip cost. The motel cost the same since they rent one large unit.
Trip Set Up cost( long dist. calls, postage & printing) 12.00
Motel for weekend for 8 people 250.00
Food & cooking/eating supplies for 8 people 128.00
Total trip cost 390.00
Cost per person if leaders' costs are not covered (390.00/8) 48.75
Price per participant if leaders' costs are covered (390.00/6) 65.00
Percentage by which leaders' costs increase price to participants
(65.00-48.75)/48.75 33.3%
This
is very
slightly over 25
33%.
The leaders must limit the amount of their own costs that they
charge off to the participants so as to increase the price to the
participants by no more than 2533%
Allowed
(maximum) price per participant (1.251.33
x 48.75) 60.94
64.84
Total
to be contributed by participants (6 x
60.94
64.84) 365.64
389.04
Total
to be contributed by leaders (390.00-365.64389.04) 24.36
1
Price
per leader (24.36/2
1/2) 12.18
0.50
APPENDIX 2
SUMMARY FINANCIAL REPORT
Title of Trip (Activity): ___________________________
Dates of activity: ________________________________
Leader and Phone Number: ___________________________________________
Co Leaders: ______________________________________________________
Revenues
Advance from Narragansett Chapter for deposits $ _______
Number of participants paying full trip fees ____x fee $ ____ $ _______ (a)
Number of participants paying partial trip fees ____x fee $ ____ $ _______
Number of leaders ____ x fee paid per leader $ _____ $ _______ (b)
Non-participants (cancellations) paying deposit ____ x deposit $ ____ $ _______
Assessments for committee equipment replacement fund $ _______
Other revenues (explain on back) $ _______
Less refunds for non-participant cancellations $ (______)
Less reimbursement to Narragansett Chapter for advance $ (______)
Less refunds for revenue in excess of expenses $ (______)
Total Revenues $ _______
Expenses
Set-up costs (phone, postage, etc.) $ _______
Lodging and campground fees $ _______
Food/ meal supplies $ _______
Park or area permit/user fees $ _______
Amount deposited in committee equipment replacement fund $ _______
Other Expenses (explain on back) $ _______
Total Expenses $ _______
If Total Expenses do not equal Total Revenue, please provide a detailed explanation.
If leaders' fees are fully or partially paid by the participants, then complete the following:
Line 1 = Full trip fee for a participant $ _______
Line 2 = (a) + (b) $ _______
Line 3 = Number of participants paying full trip fees ________
Line 4 = Number of leaders ________
Line 5 = Line 3 + Line 4 ________
Line 6 = Line 2 divided by Line 5 $ _______
Line 7 = Line 1 - Line 6 $ _______
Line 8 = Line 7 divided by Line 6 _______
Line 9 = Line 8 multiplied by 100 _______%
Line
9 is the percentage by which the leaders trip costs raised the cost
to the participants. Line 9 may not exceed 25
33%.
If it does, the leaders must make a greater contribution to trip
cost and reduce the cost to participants.
Please list any trip attendees having leadership potential (possible trip leader or co-leader of this trip or other similar trip).