LONG BEACH SKI CLUB BOARD OF DIRECTORS HANDBOOK & CLUB BYLAWS... ~. '

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1 LONG BEACH SKI CLUB BOARD OF DIRECTORS HANDBOOK & CLUB... ~. '

2 The Long Beach Ski Club is a friendly community of adults involved in skiing and year round recreational I social activities. Club Mission Statement adopted by Board of Directors 5/20/1995 (') RESPONSIBILITIES OF ALL BOARD MEMBERS... 2 RESPONSIBILITIES OF THE PRESIDENT... 3 RESPONSIBILITIES OF THE VICE PRESIDENT, WEEK TRIPS... 4 RESPONSIBILITIES OF THE VICE PRESIDENT, WEEKEND TRiPS... 6 RESPONSIBILITIES OF THE VICE PRESIDENT, SOCIAL EVENTS... 8 RESPONSIBILITIES OF THE VICE PRESIDENT, COMPETITION RESPONSIBILITIES OF THE TREASURER RESPONSIBILITIES OF THE SECRETARY RESPONSIBILITIES OF THE PAST PRESIDENT RESPONSIBILITIES OF THE 3 BOARD MEMBERS AT LARGE RESPONSIBILITIES OF THE NEWSLETTER EDITOR RESPONSIBILITIES OF THE MEMBERSHIP CHAIRPERSON RESPONSIBILITIES OF THE WEBMASTER RESPONSIBILITIES OF THE PUBLICITY CHAIRPERSON RESPONSIBILITIES OF THE PROGRAM CHAIRPERSON RESPONSIBILITIES OF THE OPEN HOUSE CHAIRPERSON RESPONSIBILITIES OF THE LA COUNCIL REPRESENTATIVE RESPONSIBILITIES OF THE WAYS & MEANS COMMITTEE RESPONSIBILITIES OF THE AUDITING COMMITTEE RESPONSIBILITIES OF THE HISTORIAN MEETINGS ELECTION...; ANNUAL AWARDS BANQUET SAMPLE GENERAL MEMBERSHIP MEETING AGENDA SAMPLE BOARD MEETING AGENDA Adopted 411 0/96, Amended September

3 RESPONSIBILITIES OF ALL BOARD MEMBERS Board Meetings 1. Attend all Board Meetings, both monthly and special meetings called by the President. 2. Go to the meeting prepared to report on past and proposed items in your area of responsibility. Minutes of the previous Board Meeting will be described in advance at the first General Meeting of each month. 3. Notify the President in advance if you have an item to add to the meeting agenda. 4. If unable to attend, notify the President in advance and provide the President with a report for your area of responsibility. 5. Be prepared to assist other Board Members at the meetings by being attentive to their reports, and contributing comments, questions and suggestions. General Meetings 6. Attend monthly General meetings, held on the first Wednesday of the month. 7. If unable to attend, notify the President in advance and have a replacement prepared to give a report. 8. Mix with members and guests as much as possible. Other Responsibilities 9. Submit a budget when requesting approval prior to an event or project and provide a complete financial report after the event or project. 10. Review any contract, calling on experts with appropriate, before bringing the contract to the board for approval. No board member may enter into a contract on behalf of the club without prior approval of the Board. 11. Prepare articles for the Breeze related to your area of responsibility. Participation 12. Attend as many different types of club functions as possible. 13. Bring to the Board comments or suggestions you hear from club members regarding club activities or administration. 14. Be alert and respond to inappropriate behavior by participants at club events. This includes excessive alcohol consumption, obnoxious behavior, etc Adopted 411 0/96, Amended September

4 RESPONSIBILITIES OF THE PRESIDENT Article Eight. Section 7. Duties of the President - The President shall preside at all meetings of the club and the Board of Directors, arrange the respective programs of all meetings of the club and of the Board of Directors and shall direct the execution of all resolution of those bodies; appoint, subject to Board approval, the Newsletter Editor and Membership Chairperson; appoint the necessary Committees except where otherwise provided for in these Bylaws; and any other acts or duties as may be required by the Constitution and Bylaws or the Board of Directors. 1. Provide an Agenda for all board Meetings. POLICIES 1. Appoint members to fill board positions and both standing and ad hoc committees. 2. Arrange all general membership and Board of Directors meetings, and notify of same. 3. President at all general membership and Board of Directors' meetings. 4. See that officers and committee head are aware of the responsibilities of their respective positions. 5. Responsible, with the Treasurer, for the financial operations and administration of the club. 6. See that mail is picked up regularly from the club Post Office Box. 7. See that the club phone message service is monitored. 8. See that the change in officers is filed with the California Corporations office. 9. Oversee the acquisition of insurance for the club. 10. Make sure the inventory and archives of the club are accounted for and passed to successive Boards. 11. Maintain a storage facility ifused. 12. Maintain the Master Calendar for the club. 13. Directly or through delegation, responsible for all club operations. 14. Provide a copy of contracts entered into on behalf of the club to the Treasurer. Adopted 4/10/96, Amended September

5 RESPONSIBILITIES OF THE VICE PRESIDENT, WEEK TRIPS Article Eight, Section 8. Duties of the Vice President, Week Trips - during the absence or incapacity of the President, the Vice President, Week Trips shall perform the duties and exercise the powers of the President as provided for in these Bylaws. In addition, the Vice President, Week Trips, shall be responsible for all activities which take place in mountain areas during week long trips. These include, but are not restricted to, accommodations, reservations and assignments, competitive events and transportation. POLICIES 1. All week ski trips shall be planned to be self supporting. 2. The VP, Week Trips will have his or her trip paid for, normally as a complimentary package through the booking agencies and airlines, in consideration of the work required during the trip. In the case of a trip where there is not complimentary package or the trip will lose money, any reimbursement will be at the discretion of the Board. 3. In the event the VP, Week Trips cannot attend the trip, he or she will designate, with Board approval, another board member (usually the VP, Competition or President) to serve as Trip Captain, and that person shall receive a complimentary package as stipulated above. 4. Trip Cancellation Policy: See Bylaws Article 7, Section Non-members will pay a premium for participating in club ski trips. 1. Plan and conduct two or three week long ski trips. 2. Research trip options: survey membership for preferences, attend Travel Carousel and other shows hosted by ski resorts and review available literature. Review air and ground transportation, lodging options, access to ski areas, amenities at a resort, etc. Generally plan to stay in condos on one trip and lodge or hotel on the other trip, and don't return where the club has gone the past two seasons. 3. Plan social events and options to enhance trips, such as a welcome party, barbecue or lunch on the hill, group dinner, tours, fun race (coordinate with VP, Competition), etc. 4. Develop budget and pricing for preferred trips. 5. Recommend and justify these trips to the Board. Obtain approval. 6. Develop reservation form, including liability waiver and cancellation policy. 7. Publicize trips: fliers, Breeze articles, announcements, displays and programs at meetings. 8. Accept reservations, process deposits and collect balances. 9. Coordinate plans and reservations and negotiate deposit schedules with travel agent, airlines, Resort staff, etc. in writing. A copy of all contracts signed on behalf of the club must be provided to the Treasurer. 10. Make sure deposit deadlines are met and seats or rooms are released as needed to protect club funds. 11. Hold pre-trip meeting: distribute infonnation, room assignments, tickets, luggage tags, arrange car pools to airport, etc. Adopted 411 0/96, Amended September

6 12. Handle all travel problems and medical emergencies on the trip, including seeing that injured members get medical attention. 13. Distribute list of participants with room or condo numbers to facilitate contact during trip. 14. Prepare financial reports after each trip and handle any refunds. 15. Plan picture party after rips for those who attended. Adopted 411 0/96, Amended September

7 RESPONSIBILITIES OF THE VICE PRESIDENT, WEEKEND TRIPS Article Eight. Section 9. Duties of the Vice President, Weekends - The Vice President, Weekends shall be responsible for all activities which take place on weekend trips in ski areas. These include, but are not restricted to, accommodations, reservations and assignments, and transportation. POLICIES 1. All Weekend Trips shall be planned to be self-supporting. 2. The VP, Weekend Trips will have his or her trip paid for, as computed in the budget, in consideration of the work required during the weekend. In the case of a trip which will lose money, any reimbursement is at the discretion of the Board. 3. In the event that the VP, Weekend Trips cannot attend a trip, he or she will delegate another board member (usually VP, Competition or President), subject to the approval of the Board, to serve as Trip Captain, and that person will receive a complimentary package as stipulated above. Should a board member not be available, another experienced member may be designated Trip Captain for the people on the second bus, as stipulated above. 4. Trip Cancellation Policy: See Bylaws Article 7, Section Non-members will pay a premium for participating in club ski trips. 1. Plan and conduct a minimum of four weekend ski trips to Mammoth Mountain to coincide with the schedule for ULLR races, and to coordinate with LA Council and Far West races. 2. Plan and conduct, with the VP, Competition, a three day Club Race Weekend trip, generally near the end of the season and in a location which facilitates a large turnout. 3. Research accommodations, transportation, and other amenities. 4. Plan social activities and options to enhance trips, such as refreshments on bus, group meals on trips, first timers programs, race clinics (with VP, Competition), etc. 5. Prepare budget and pricing for each trip and for drive up accommodations, basing rates on less than 100% capacity. 6. Recommend and justify packages to Board. Obtain approval. 7. Develop reservation form, including liability waiver and cancellation policy. 8. Publicize trips: fliers, Breeze articles, announcements, displays and programs at meetings. 9. Accept reservations and process payments. 10. Coordinate plans and reservations and negotiate deposit schedules with travel agent, bus company, airline, resort staff, etc. in writing. A copy of all contracts signed on behalf of the club must be provided to the Treasurer. 11. Make sure deposit deadlines are met and seats or rooms are released as needed to protect club funds. 12. Notify those going on trip about bus pick up point, trip itinerary, emergency telephone number, what to bring, etc. 13. Provide refreshments and encourage socializing on the trip up to the mountain, take dinner reservations for the return trip and bring a variety of videos for return trip. Adopted 411 0/96, Amended September

8 14. Handle any problems during the trip, work with the bus driver and condo management and deal with inappropriate behavior on the bus or injuries on the hill. 15. Work with VP, competition on race days to get skiers to the hill on time. 16. Prepare financial reports after each trip and handle any refunds. Adopted 411 0/96, Amended September

9 RESPONSIBILITIES OF THE VICE PRESIDENT, SOCIAL EVENTS Section Eight, Section 10. Duties of the Vice President, Social Events - The Vie President, Social Events shall be responsible for all club activities which take place in non-mountain areas other than regular meetings, competitive events, and other duties approved by the Board of Directors, and delegated to a member in good standing. These include, but are not restricted to, parties, dinners and civic activities. POLICIES 1. All Social events shall be planned to be self supporting. 2. Income may be made on the club bar to help defray costs of social activities. 3. The VP, Social does not pay for admission to any social event, including the annual dinner dance, or for drinks at the club bar, in consideration for his or her responsibilities during these functions. In the event that the VP, Social cannon attend a function, he or she will delegate a member in good standing, subject to Board approval, to fill the responsibilities of this position. 4. The host(s} for a house party do not pay for admission to the party, if any, or for drinks from the club bar. 5. Bartenders are not to drink alcoholic beverages while tending bar. However, they may have one complimentary drink at the end of their period as bartender. 6. Tickets are to be sold for drinks at the club bar. 7. Cancellation policy: See Bylaws, Article 7, Section 9. For prepaid social events, the policy is "No Show = No Refund". 8. Non-members will pay a premium for participation in club social functions. 1. Schedule at least one major social activity each month. (House party with theme, concert, beach party, etc.) These shall be planned to not conflict with ski trip schedules. 2. Obtain locations for social functions, plan events, develop budgets and negotiate deposits. 3. Recommend events to Board for approval in advance of posting to Master Calendar. 4. Negotiate rates and deposit schedules for social functions" and provide a copy of contracts to the Treasurer. S. Publicize social functions with Breeze articles, fliers, announcements, etc. 6. Oversee social functions (preparation, setup, activities, food, club bar, cleanup, etc.). 7. Prepare a financial report after each social function, process reimbursements and send a thank you note to host. SPECIAL ACTIVITIES 8. Social activities coordinated by members that take place away from a ski resort, and are not part of the social calendar, shall be cleared through the VP, Social and approved in advance by the Board. This includes Wine Tasting Weekend, River Rafting, Camping Trips, etc. 9. A Special Activity Request form must e submitted, including a budget, reservation form, liability waiver and cancellation policy, as appropriate. Any discount for the event leader must be included in the budget. Adopted 4/10/96, Amended September

10 10. The event leader may be eligible for a 50% discount at the discretion of the Board, provided the event comes in within the parameters of the approved budget Adopted 411 0/96, Amended September

11 RESPONSIBILITIES OF THE VICE PRESIDENT, COMPETITION Article Eight. Section 11. Duties of the Vice President, Competition - The Vice President, Competition shall be responsible for all club competitive activities. They shall include, but are not limited to, ski racing, volleyball, and softball. He/She shall also serve as representative to the club's primary competition league. POLICIES 1. The VP, Competition is the ULLR League Representative for the club. 2. The VP, Competition will have his or her lift ticket paid for at ULLR, races, in consideration of the work required on race days,. 3. The Board will determine subsidies for race team, softball and volleyball league participation. 1. Encourage recreational ski racing program participation among membership. 2. Represent the club at all ULLR meetings, speaking on behalf of the club. 3. Report to the Board on ULLR proceedings as they affect the club. 4. Determine seeding of racers based on previous race results, and observe new racers to place them in the appropriate class. 5. Notify all racers of assigned class and handicap and coordinate and desired changes. 6. Season Bibs - Handle deposits, distribution and collections of bibs, and refunds at the end of the season. 7. Organize and obtain volunteers to work assigned ULLR race. 8. Make sure LBSC racers understand the ULLR rules. 9. Arrange race clinics, dry land or on the hill, for interested beginners or experienced racers. 10. Coordinate Annual Club Racers with the VP, Weekend Trips for the three day Club Race Weekend trip. Includes arranging with the mountain for the race, seeding, determining winners and obtaining awards (to be announced and presented at the Awards Banquet). 11. Coordinate a fun race with the VP, Week Trips at any week trip attended. 12. Promote club member participation in LA council Races and Far West Races, and assist with seeding of racers. 13. Announce Race Results in Breeze and at meetings. 14. Present medals and trophies. 15. Detennine winner of two annual awards: "Most Valuable Racer" and "Most Improved Racer", 16. Coordinate all non-ski ULLR athletic competition, including Beach Volleyball, Softball League, etc. 17. NON-SKI ATHLETIC ACTIVITIES for the club are cleared on the calendar through the VP, Competition and approved by the Board. This includes bicycling, tennis, volleyball, golf, etc. 18. (See Special Activities under VP, Social) Adopted 411 0/96, Amended September

12 RESPONSIBILITIES OF THE TREASURER Article Eight, Section 12. Duties of the Treasurer - The Treasurer shall collect or receive all monies due to the club and shall deposit same in such banks as the Board of Directors designates. The Treasure shall payout the monies of the club only in the manner prescribed by the Board of Directors. The Treasurer shall present to the Board a monthly financial accounting of the Treasury. It shall also be the duty of the Treasurer to file such records, returns and reports as may be required by the Laws of the United States, the State of California, the County of Los Angeles, and the City of Long Beach, as directed by the Board of Directors. POLICIES 1. All club funds shall be kept in FDIC insured accounts. 2. At least two signatures will be required to write checks or make withdrawals from any club accounts. NO checks shall be pre-signed. 3. The payee on any check cannot be an authorized signature on that check. 4. Three or four signatures shall be authorized to access club funds: President, Treasurer, and either at VP or Past President. No two people in the same household shall have authorized signatures at the any time. 5. The bank statements shall be mailed to the club's official business address (p.o. Box). 6. An annual financial statement of the club shall be sent to members (only). (Requires access to computer - "Quicken" for PC or MAC) 1. Oversee preparation of and adherence to budget. 2. Project Cash Flow, especially in regard to anticipated trip deposits, and keep President and Board advised. 3. Maintain the club checking account and/or savings account: Update signature card with new officers, Balance monthly statements. Write checks with proper invoice or receipt. Process cash advances with proper paperwork. Obtain second authorized signature on checks. Accept checks for deposit from officers with proper paperwork, and deposit checks into bank accounts within one week of receipt. 4. Keep reserve funds in interest bearing accounts. 5. Review all contracts entered into for club activities. 6. Prepare monthly financial statements for Board meeting: Income Statement - current period and YTD Balance Sheet,Budget Comparison Report to date. 7. Have financial reports available for review by membership at General Meetings. 8. Prepare and file Tax Returns: currently State 199 and Federal 990, due by October 15. ~ 9. Cooperate with Annual Audit of club books. Adopted 4/10/96, Amended September

13 RESPONSIBILITIES OF THE SECRETARY Article Eight, Section 13. Duties of the Secretary. The Secretary shall be the custodian of all records of the club and shall record all proceedings of the names and addresses of, and data pertaining to, the members. The Secretary shall attend to all official club correspondence. 1. I.Take complete minutes at Board Meetings, using a tape recorded as an aid ifneeded. 2. Submit Minutes to Board Members at first General Meetings of the Month. 3. Keep a supply of club Letterhead available to Board members for official club business. 4. Take care of club correspondence as directed by President. 5. Keep an inventory of club property and archives of club records Adopted 411 0/96, Amended September

14 RESPONSIBILITIES OF THE PAST PRESIDENT Article Five. Management - The Board of Directors shall consist of the elective officers of the club, the immediate Past President, if a member in good standing and not already holding office. 1. Serve as Parliamentarian to the Board, especially regarding the club Constitution, Bylaws and Policies and Procedures. 2. Advise the Board as appropriate. 3. Participate in or head Ad Hoc Committees (i.e. Constitutional Revisions) as directed by the President. Adopted 411 0/96, Amended September

15 RESPONSIBILITIES OF THE 3 BOARD MEMBERS AT LARGE Article Five. Management - The Board of Directors shall consist of the elective officers of the club, the immediate Past President, if a member in good standing and not already holding office, and three (3) Members-At-Large elected by the club members. 1. Represent the viewpoint of the membership, as best know, at Board meetings. This requires attending as many different types of club activities as possible to listen to the members and find out their preferences and concerns. 2. Serve as the liaison to the Board for standing committees. 3. Assist the President with special projects. Adopted 411 0/96, Amended September

16 RESPONSIBILITIES OF THE NEWSLETTER EDITOR Article Five. Management - There shall also be three (3) non-elected voting appointees, selected by the President and approved by the elected board. They shall be the Editor of the club newsletter... POLICIES 1. There shall be one edition of the club newsletter, The Ski Breeze, published each month of the calendar year. 2. Only official club events, approved b the board of Directors, may be advertised in the newsletter. (Bylaws, Article 7, Section 9) Announcements for activities that are not sanctioned by the club shall be noted as a "paid advertisement". 3. No commercial (business related) advertising will be accepted in the Ski Breeze, Personal classified ads will be accepted, as space permits, on a $1.00 per line basis. (Examples: roommate wanted, used skis for sale, etc.) (Requires access to computer) 1. Design layout of monthly newsletter, working with President to determine comment, general placements, and style. 2. Attend Board Meetings to assure that all pertinent information and approved events are included in the newsletter. 3. Develop schedule of articles and features based on club's Master Calendar. 4. Collect articles and information from Board members and others in charge of events, past and planned. 5. Edit articles as needed for content, spelling, punctuation and grammar. 6. Collect photos from members and assign photographer to cover key events. 7. Do composition and layout of newsletter. If too much material is submitted, confer with President to determine priority of articles. 8. Have newsletter proofread. 9. Prepare camera ready layout. 10. Negotiate good rates with reputable printer. 11. Take camera ready copy to printer for printing, collating, folding. 12. Collect mailing labels from Membership Chair. 13. Sees that newsletter is mailed to arrive at members addresses by the first day of the new month. 14. Assist President in seeing that Ballots are mailed to members with March Ski Breeze. 15. Assist Board Members with flier design when possible. Adopted 411 0/96, Amended September

17 RESPONSIBILITIES OF THE MEMBERSHIP CHAIRPERSON Article Five. Management - There shall also be three (3) non-elected voting appointees, selected by the President and approved by the elected board. They shall be the Editor of the club newsletter, the membership Chairperson... POLICIES 1. Membership dues are set by the Board and approved by the membership. 2. Prorated dues: Membership applications received after April 15 will be $15 single and $21 couple for the remainder of the club year. 3. Officers serving in the preceding do not pay dues. (If an officer joints as a part of a couple, only half of the renewal rate is due.) (Requires access to computer) Recruitment 1. Work with the Publicity Chair and Open House Committee. 2. Develop membership; drive (contest, etc.). 3. Update club phone message, collect messages from it and respond regularly. 4. Mail one copy of the newsletter to people who inquire about the club. Hospitality 5. See that greeters/hosts are actively circulating at general meetings as well as at the Open House and Hello Party. 6. Have name tags available for guests at all meetings and key functions. 7. Recognize guests at General Meetings and give them current Newsletter. Processing 8. Prepare a Membership Application including the dues schedule and general liability waiver. Have prospects fill out information for the club roster and a membership survey, including how they heard about the club. 9. Collect dues, record payment and process deposits. 10. Enter/maintain membership information in computer. 11. Order and distribute name badges for new members. 12. After Open House, remove former members from active member list to separate file for subsequent recruitment mailings and publicity for special events such as the Open House, Anniversary Parties, etc. Administration 13. Publish annual Membership Roster by December 1, and updates as needed. 14. Provide mailing labels for Newsletter Editor at each month's Board Meeting. 15. Provide current roster to VP, Competition for each ULLR League Race. 16. Provide updated rosters to VP, Week Trips and VP, Weekend Trips top verify membership status of people making trip reservations. 17. Report current member statistics to Board, at General Meetings and in newsletter Adopted 411 0/96, Amended September

18 RESPONSIBILITIES OF THE WEBMASTER Article Five. Management - There shall also be three (3) non-elected voting appointees, selected by the President and approved by the elected board. They shall be the Editor of the club newsletter, the Membership Chairperson and the Webmaster. POLICIES 1. The club website should reflect club social recreational information as published in the monthly newsletter. 2. No club member private addresses shall be posted on the website. Any exceptions should have Board and the club members prior approval. 3. Only official club events and information approved by the Board should be posted on the web site. 4. The website is the club's main form of advertisement. It should always be up, running, looking good and let visitors know who we are and what we are up to. (Requires access to computer and knowledge of computer programming) 1. At least monthly update information on website, including the web calendar. 2. At least annually and more often ifneeded update address alias's to reflect current information for Board or other club members listed on website. 3. Edit web content for correct spelling, punctuation and grammar. 4. Maintain regular contact with the various Board members regarding need for new web postings. 5. Obtain Board approval of any major changes or additions to the web site. 6. Website related fees (domain registration, web host fee and calendar) shall be paid in a timely manner to minimize any "down time" or unavailability of the website. Adopted 411 0/96, Amended September

19 RESPONSIBILITIES OF THE PUBLICITY CHAIRPERSON Article Nine, Committees - Standing committees shall be named as the Board of Directors deems necessary, and shall be headed by a member in good standing. All committees shall be appointed by the President except as provided in these Bylaws. 1. Submit weekly and monthly Press Releases to Long Beach area publications. 2. Submit Press releases to local radio and cable TV stations for special events, such as the Open House. 3. Submit Press Releases with photo to local publications and electronic media for newsworthy events, such as new board elected, winning ULLR league championship, etc. 4. Work with Open House and Membership Committees to develop fliers, and see that they are distributed. 5. Work with Historian to see that photographs are taken of newsworthy events, and see that slides are taken and video footage is collected for a variety of club functions for use in slideshows and video productions for club publicity. 6. See that club business cards are printed and distributed in time for the Open House. These will include the club telephone number and P.O. Box address, General Meeting schedule, time and location, and the ski trip schedule for the season. 7. Plan and implement other Publicity and Public Relations programs for the club in the community. Adopted 411 0/96, Amended September

20 RESPONSIBILITIES OF THE PROGRAM CHAIRPERSON Article Nine, Committees - Standing committees shall be named as the Board of Directors deems necessary, and shall be headed by a member in good standing. All committees shall be appointed by the President except as provided in these Bylaws. 1. Work with the President to plan programs for the two General Meetings each month. 2. Arrange for speakers or demonstrations. If a business is used, they will be expected to provide a raffle prize in exchange for the exposure by receive in the Breeze and at the meeting. Sample programs: Ski equipment, buying or maintaining. Getting in shape for skiing. Safety - in avalanches or hypothermia. New ski fashions. Information on week trip destinations (videos and/or speakers). Information on Mammoth Mountain (slide show from previous year, special promotions). Programs about other club interests/activities, such as golf, biking, tennis, volleyball, wine tasting, etc. 3. Publicize programs in newsletter. 4. Coordinate room set-up with the President to be conductive to meeting success. 5. Arrive early to take care of any problems with room set-up, and to test microphones and AIV equipment. 6. Greet speaker when he or she arrives at meeting, introduce speaker and program, send thank you note after meeting. 7. Responsible for the club Public Address System. Adopted 4/10/96, Amended September

21 RESPONSIBILITIES OF THE OPEN HOUSE CHAIRPERSON Article Nine, Committees - Standing committees shall be named as the Board of Directors deems necessary, and shall be headed by a member in good standing. All committees shall be appointed by the President except as provided in these Bylaws. POLICIES 1. Always held on the first Friday of October. 2. Purpose: To sell club membership to new and returning members and to kick off the new ski season. 1. Establish committee to include President, Membership Chair and Publicity Chair, among others. 2. Detennine goals, theme and approach. Prepare budget. 3. Obtain suitable location and design room set-up. 4. Submit plans and budget to board for approval. 5. Publicity: fliers (distributed through membership), mailings to fonner members, articles in Breeze. Press releases to local newspapers, magazines, radio stations and Long Beach cable TV stations, announcements at meetings and other clubs and organizations, as appropriate. 6. Hospitality: table to greet guests and members, name tags, guest book (include where they learned about the Open House), plus many hosts to circulate with HostIHostess ribbons. 7. Booths/Tables: for membership, trips, social and as many events as possible plus outside exhibitors (such as Mammoth Mountain). 8. Refreshments (depending on location): In private facility ask certain members to bring snacks and provide punch, water and coffee, or club wine, beer and juice bar. In a hotel or restaurant, negotiate for a low bar guarantee and order minimal food in our own cannot be brought in. 9. ItinerarylProgram: design to tell about club, introduce officers, generates enthusiasm for club, extend an invitation to join. Sample methods are: fonnal introductions, fashion show introductions, skits, videos, slide shows, entertainment, etc. 10. Provide background music and decorations for ambiance. Make sure hosts are there early so room is not empty when guests arrive. 11. Facilitate socializing between members and guests: games, dancing, etc. 12. Officers will work ''booths'' with assistants, to accept memberships applications, get rip signups, etc. 13. Oversee event keeping program on schedule. 14. Door prizes: solicit several prizes to advertise on flier andlor on poster at entrance. Give one free ticket to each person as they enter. 15. Raffle: solicit some great prizes and sell raffle tickets to defray the cost of the Open House. 16. contact all guests who signed book to invite them to come to Hello Party the following week. (Coordinate with Membership Chair and VP, Social). Adopted 411 0/96, Amended September

22 RESPONSIBILITIES OF THE LA COUNCIL REPRESENTATIVE Article Nine, Committees - Standing committees shall be named as the Board of Directors deems necessary, and shall be headed by a member in good standing. All committees shall be appointed by the President except as provided in these Bylaws. POLICIES 1. The club has three votes on the LA Council. Three representatives must attend the meetings in order to exercise those votes. Generally the President and two representatives will attend these periodic meetings. 1. Attend all meetings of the LA Council of the Far West Ski Association, representing the LBSC and speaking on behalf of the club. 2. Report to the Board on LA Council proceedings as they affect the club. Adopted 411 0/96, Amended September

23 RESPONSIBILITIES OF THE WAYS & MEANS COMMITTEE Article Nine, Committees - Standing committees shall be named as the Board of Directors deems necessary, and shall be headed by a member in good standing. All committees shall be appointed by the President except as provided in these Bylaws. POLICIES 1. The Ways and Means Committee will plan and implement a number of programs during the year to raise funds for the club. The Board will determine the target amount needed to defray the club's operating expenses.. 1. Propose fund raising programs to the Board of Directors for approval. 2. Publicize fund raising programs, and handle all details to plan and successfully implement them, including purchases, inventory control, etc. 3. Process deposits to Treasurer. 4. Present financial report to the Board upon completion of each project. 5. Coordinate club's annual charitable activity and donation. Ideas: Fines: 0.25 for not wearing name badge to General Meetings - "Sergeant At Arms". Raffles: At General Membership Meetings. Work with Program Chair to solicit prizes, provide and sell tickets, and hold raffle, paying in addition to prizes half of the cash taken, up to $30.00 Major Raffle: Sell tickets to members and non-members for a major prize - such as a bike. Merchandise: Sell shirts, hats, ski bags, boot bags, stickers, pins, license plate frames, funny watch bands, head bands, coffee mugs, etc. Commission: Sell Products such as Entertainment Books, etc. Body Auction: Members donate a service (meals, tuning skis, night out out, trip lessons, etc.) which is auctioned at a club meeting or special auction party. The funds raised go to the Club Treasury. Garage Sale: Members donate unwanted "stuff'. Committee collects merchandise, finds a location for the sale, advertises and works it. Funds raised go to the Club Treasury. Adopted 411 0/96, Amended September

24 RESPONSIBILITIES OF THE AUDITING COMMITTEE Article Seven, Section 5. Auditing Committee - The financial statement shall be audited by a standing committee, known as the Auditing Committee. The Auditing Committee shall be at least two (2) times each year to examine the finances of the club. The auditing Committee shall be comprised of three (3) members in good standing selected by the President and approved by the Board. The committee shall be independent of the Board. POLICIES 1. The Auditing Committee shall be chaired by a CPA, or CMA, if possible. 1. The Auditing Committee will issue an opinion of whether standard accounting procedures have been followed, and if the financial records of the club appear to represent the truth. 2. Make a recommendation on checks and balances in the accounting procedures. 3. Establish a schedule of Tax Return Filings. Adopted 411 0/96, Amended September

25 RESPONSIBILITIES OF THE HISTORIAN Article Nine, Committees- Standing committees shall be named as the Board of Directors deems necessary, and shall be headed by a member in good standing. All committees shall be appointed by the President except as provided in these Bylaws. 1. Take photographs of club events for the newsletter and for the club scrapbooks. 2. Create a club scrapbook containing highlights of the year. 3. Take or obtain slides of club events to be used for slide shows. 4. Take or obtain video footage of club events to be used for video shows. 5. Many archive these items from previous years. Adopted 411 0/96, Amended September

26 MEETINGS GENERAL MEETINGS (See sample Agenda, Page 28) General Meetings are held once each month, year round, currently on the first Wednesday of the month. Meetings must be held in Long Beach (Constitution, Article 7), at a location suitable for a meeting (quiet, private room), large enough for the average number of attendees, at minimal expense to the club. The President will preside over meetings, keeping them on schedule, completing required business and disseminating information, before adjourning the meeting for socializing. Announcements: Courtesy announcements will allow, but the President will state that uthis is not a Ski Club sanctioned event". Announcements for commercial endeavors shall be allowed only in return for a donation of a raffle prize. ANNUAL MEETING Generally, the annual club meeting is the last meeting in February. This is the meeting in which a slate of candidates for the Board is announced, nominations are accepted from the floor, and club business is discussed with the membership including an explanation of any ballot measures. BOARD MEETINGS (See sample Agenda, Page 29) There is one Board meeting each month, currently on the second Wednesday of the month. The Board may meet in homes or in a restaurant as determined by the Board. Agendas are provided by the President. Officers and other members are to request a topic to be added to the agenda prior to a Board Meeting. Members are welcome as guests at Board Meetings, but they must ask for permission to speak. CHANGEOVER MEETING The May Board Meeting will be the "changeover" from one Board of Directors to the next. The outgoing President will arrange a meeting location large enough to accommodate both Boards, and will coordinate the agenda with the incoming President. Suggested format: 1. Outgoing Board holds final meeting, giving year end reports. (Outgoing Secretary records.) 2. Outgoing Board Members meet with their incoming counterparts to h and over records. 3. New Board convenes handling any new business, such as appointed positions, bank signatures, setting next meeting, etc. (Incoming Secretary records this portion of meeting.) Adopted 411 0/96, Amended September

27 ELECTION NOMINATING COMMITTEE The President appoints a nominating committee in January. Several current Board Members plus active, long time members, including past officers, serve on the committee. They will: 1. Review the roster to identify members in good standing who would be effective officers. 2. Approach those members to detennine their willingness to serve, convincing them of the importance of the position, if needed. 3. Produce a slate of at least one and preferably two people per elected position, to present to the membership at the Annual Meeting. NOMINATIONS FROM THE FLOOR 1. The President, or head of the Nominating Committee, presents the recommended slate of officers to the membership at the Annual Meeting, generally the last meeting in February. 2. Nominations are then accepted from the floor. 3. The Membership Chairperson will verify that the nominees from the floor have met the requirements for the position in question; that is, are members in good standing and have been members for the required length of time to hold certain positions. 4. A motion to close nominations can be accepted and passed. BALLOT AND VOTING 1. The President is responsible for producing the ballot. If he or she is running for office, another Board member such as the Past President shall oversee the ballot preparation. 2. The offices shall be listed in the order in the Bylaws and nominees shall be listed in alphabetical order under each office. The number of people to cast votes for in each category shall be order under each office. The number of people to cast votes for in each category shall be indicated. A place to write-in a choice for outstanding member shall be included on the ballot. 3. Option: A questionnaire about coming year ski trip locations and other activities may be printed on the back of the ballot. 4. The address of the President (or Past President if the President is running for office) shall be printed on the ballot with balloting instructions. 5. Ballots may be deposited in a "sealed" ballot box at the March and April General Meetings, or mailed to the President's address by specific date, usually near the end of April. 6. Ballots shall be printed on non-reproducible color or watennarked paper. Ballots are to be mailed to all club members in the March edition of the Ski Breeze. Couples are to receive two ballots. 7. Mail a ballot to members who joined the club between the mailing of the March Breeze and mid April. COUNTING BALLOTS 1. The President (if not running for office) and one other person, as approved by the Board to serve as witness, shall count the ballots. 2. The results of the election shall be secret until being announced at the Annual Awards Banquet. Adopted 4/10/96, Amended September

28 ANNUAL AWARDS BANQUET (Also known as Spring Dinner Dance) The VP, Social is responsible for the event. Winners of Club Races and Election Results are kept secret until this event. Club race awards are often presented before dinner to take less time away from dancing, to get people there earlier and to reduce the length of the after dinner program. In addition to a band or DJ, other entertainment may be provided. Assign a club photographer for this event. The club scrapbooks are often displayed. A sample itinerary follows: 6:00PM 7:00PM 7:30PM 8:30PM 9:00PM CocktaiVSocial Hour Welcome by VP, Social & Club Race Awards Dinner (sit down or buffet) Program - President serves as MC Dancing and Socializing PROGRAM CLUB RACE AWARDS - Presented by VP competition assisted by VP Weekend Trips. TRADITIONAL AWARDS Reum in the Stream Award - presented by Peter & Barbara Reum and John Hyland *Highest Heels Award - presented by Mike Franks & Committee (Contest at 11 :00 PM) *Most Valuable Racer - presented by VP, Competition *Most Improved Racer - presented by VP, Competition Most Determined Racer - presented by "Coach" Gary Longaberger OUTGOING BOARD RECOGNITION Certificates to members who were key to success of club presented by President Appreciation Awards to each outgoing Board Member presented by President (president received Appreciation Award from Past President) INCOMING BOARD INSTALLATION President announces results of any ballot issues *Most Valuable Member Award presented by President Each outgoing Board Member announces newly elected counterpart, presenting a new Officer Name Tag Outgoing President presents gavel to new president New President closes program Perpetual Trophy must be located and engraved with new recipient's name, in addition to providing an award/trophy for the winner to keep. Adopted 4/10/96, Amended September

29 SAMPLE GENERAL MEMBERSHIP MEETING AGENDA LONG BEACH SKI CLUB General Meeting Date, Time Location AGENDA 7:00 PM 7:30 PM SOCIALIZING Ski Trip and Social Event Sign-ups. Sell Raffle Tickets. Sergeant At Anns collects fines from members not wearing name tag. MEETING Welcome 1. Call to order and Welcome (President). 2. Introduction of Board and special announcements. 3. Membership Chair- Welcome and greet guests, present Breeze. Officer Reports 1. Treasurer - periodic Financial Report. 2. VP, Week Trips 3. VP, Weekend Trips. 4. VP' competition (include athletic activities). 5. VP, Social Events (include special activities). Committee Reports 1. Newsletter 2. Historian 3. Publicity 4. Other - i.e. Open House 5. Other - i.e. Ways and Means 8:00/8:15 PM PROGRAM 1. Program Chair - introduces program for the evening. 2. Program Chair - thanks guest, if any, and announces future programs. 8:30 PM CLOSING 16. AnnouncementslReminders 17. Raffle 18. Adjournment (President) SOCIALIZING and SIGN UPS Adopted 4/10/96, Amended September

30 SAMPLE BOARD MEETING AGENDA LONG BEACH SKI CLUB Board of Directors Meeting Date, Time Location AGENDA 1. Call to order (President) 2. Minutes of Previous Board Meeting - Changes or corrections? Approval? 3. Financial Report (Treasurer) - Discussion. Approval? OFFICER REPORTS 4. VP, Week Trips 5. VP, Weekend Trips 6. VP, Competition (including athletic events) 7. VP, Social Events (including special activities) STANDING COMMITTEE REPORTS 8. Membership 9. Newsletter 10. Publicity 11. Historian 12. Program 13. Ways & Means 14. LA Council AD HOC COMMITTEE REPORTS 15. Open House 16. Audit 17. Constitutional Revision 18. Nominating OLD BUSINESS 19. NEW BUSINESS 20. ANNOUNCEMENTS 21. Next Board Meeting Adjournment (President) Adopted 411 0/96, Amended September

31 SPECIAL ACTIVITY REQUEST Activity Name Date(s) Event Leader Phone Brief Description: BUDGET Income Total Income $ Expenses: Total Expenses NET INCOME $ $_ NOTE: Any discount proposed for the Event Leader must be included in the budget. The Event Leader may be eligible to a 50% discount at the discretion of the Board, provided the event comes in within the parameters of the approved budget. CJ Reservation form required - must include Waiver of Liability and Cancellation Policy. c:j Approved by Board as proposed CJ Approved by Board as modified Date of Board Meeting: VP, Social Events: Adopted 4/10/96, Amended September

32 EXPENSE RECORD FORM ~~D ~DQJJ[Q) PO Box Bryant Station Long Beach, CA Event Name: Received From: Expense For: Event Information Date Held: Location: (membership, week trips, weekend trip #, social) Note: Use a separate form for each event and/or trip. If this is not possible, be sure to note what the funds are for. Describe Expenses 1. Payable To: Amount: $ Address: Purpose of exp~lnrli"iit".o. (for Treasurer SAMPLE FORM )ate: I I 2. Payable To:_ USE TRIPLICATE FORM Amount: $ Address: Purpose of expenditure: (for Treasurer use only) Check Number: Check Date: I I 3. Payable To: Amount: $ Address: Purpose of expenditure: (for Treasurer use only) Check Number: Check Date: I I 4. Payable To: Amount: $ Address: Purpose of expenditure: (for Treasurer use only) Check Number: Check Date: I I Total Expenses Reported on this form: $ --:;;. ~ Signature of Club Member filing this Recor~: -=--=--_ Date Note: All expenses should be submitted with this form as soon as possible. Attach receipts or supporting documents. Event Chairperson should keep a copy for their records.,«rwed on :38 AM Original to Treasurer' Canary to President Pink to Event Sponsor

33 -=- Event Name: Received From: Income For : INCOME RECORD FORM [L@[f1)~ ~@@~[fu ~~O ~Ollil[Q) PO Box Bryant Station Long Beach, CA Event Information Date Held: Location: (membership, week trips, weekend trip II, social) Note: Use a separate form for each event and/or trip. If this is not possible, be sure to note what the funds are for. Item Check Cash Received From Purchased Amount Amount SAMPLE FORM 6 USE TRIPLICATE FORM Subtotal of Cash & Checks $ $ $ Total Total Income Reported on this form: $ ----'- 5ignature of Club Member filing this Record:...-:::o::-_ Date Note: All income shou ld be submitted with this Conn as soon as possible. Event Chairperson should keep a copy for their records. rarelled 01. WY2006 I l l ~ PM Original to Treasurer ' Canary to President Pink to Event Sponsor