Bd. Approved 7/18/2013 POLICIES AND PROCEDURES THE FRIENDSHIP FORCE GREATER LANSING

Transcription

1 Bd. Approved 7/18/2013 POLICIES AND PROCEDURES for THE FRIENDSHIP FORCE of GREATER LANSING July 18, 2013

2 POLICIES AND PROCEDURES for THE FRIENDSHIP FORCE OF GREATER LANSING TABLE OF CONTENTS Section I - General Board Policies Section II - Dues Section III - Executive Officers Duties and Responsibilities a. President b. Vice President c. Secretary d. Treasurer e. Immediate Past President Section IV - Standing Committee Chairs (Voting Rights) a. Hospitality b. Program c. Publicity d. Newsletter Section V - Special Committee Chairs (Non-Voting Rights) a. Internet Manager b. Historian c. Exchange Director d. Exchange Treasurer Section VI - Miscellaneous a. Unbudgeted Expenditures b. Reimbursement of Expenditures c. Representatives Attending Conferences July 18, 2013

3 POLICIES AND PROCEDURES for THE FRIENDSHIP FORCE OF GREATER LANSING SECTION I - General Board Policies 1. All Committee Chairs are encouraged to create Sub-Committees that can assist with the various Club projects. They should especially focus on including new members as this also provides training so other members could effectively chair committees in the future. 2. Each year the Club should send at least one Club representative to the Friendship Force International (FFI) Conference and the Great Lakes Regional Conference. (See Representatives Attending Conferences) 3. Maximize the use of for frequent sharing of information. General Meetings 1. Read minutes of the Board meeting 2. Member challenge to override any board decision, proceed as required in By-Laws 3. Minutes will be taken by the Secretary SECTION II - Dues 1. Annual dues (October 1st through September 30th) shall be twenty-five dollars ($25.00) for an individual membership and thirty-five dollars ($35.00) for a family. 2. These dues include the annual fees paid to Friendship Force International (FFI). 3. Dues are not prorated, but members joining after June 30th will be considered a member through the following year. SECTION III - Officers THE PRESIDENT shall: 1. Preside at all meetings of the Club and the Board 2. Serve as liaison with other international organizations and with FFI 3. Serve as official spokesperson for the Club 4. Appoint the Chair of all Standing Committees 5. Exercise all powers and perform all duties normally incident to such officers 6. Sign for withdrawal of funds for the Club in the absence of the Treasurer 7. Prepare reports according to FFI procedures see FFI website July 18,

4 8. Appoint an audit committee prior to the annual meeting of the Club 9. Set date, time and place for Board meetings and the Annual meeting and notify the Secretary and Newsletter and Internet Manager of this information 10. Channel various pertinent information to the Newsletter Chair and Internet Manager 11. Disseminate Friendship Force International (FFI) information to Club members 12. File annual reports to Friendship Force International (FFI) each year THE VICE PRESIDENT shall: 1. Perform all duties and responsibilities of the President in the absence of the latter 2. Serve as Chair of the Membership Committee a. Give each new member Club brochures a Profile Questionnaire to complete the By- Laws & Policies and Procedures Manual and a current roster b. Provide the Treasurer, Program Chair, and Newsletter Chair a copy of the new member's Profile Questionnaire c. After notification from the Treasurer of unpaid dues, follow up with phone calls and record why members have not renewed, and report these findings to the Board for their review as a method of preserving the Club membership d. Assist the Board in developing methods of attracting new and retaining existing members e. Introduce new members at General Meetings and/or Club functions f. Contact any non-member visiting a Club event and make the appropriate follow-up 3. Perform other duties as the Board may authorize THE SECRETARY shall: 1. Record the minutes of each meeting of the Club and the Board 2. Send a copy of the minutes to the President, Club Internet Manager and Newsletter Chair within a week after each such meeting 3. Keep the records of the Club 4. Handle correspondence of the Club as directed by the President 5. Issue all official notices 6. Maintain records and supervision over the property of the Club THE TREASURER shall: 1. Collect all money due the Club July 18,

5 2. Deposit club funds in the bank approved by the Board 3. Keep the books of accounts of the Club 4. Prepare a Treasurer s report for all meetings of the Club and the Board, with a copy to the Secretary 5. Sign for withdrawals of funds of the Club 6. Arrange for payment of accounts owed by the Club 7. Prepare the books for the audit committee 8. Send name of any new member to the President, the Membership Chair and the Newsletter Chair 9. Obtain signature cards for the Club s checking account(s) 10. In October advise the Membership Chair of members that have not renewed 11. December 1st, advise the Membership Chair of members who have renewed membership IMMEDIATE PAST PRESIDENT shall: 1. Act as Parliamentarian during Board meetings so that actions of the Board will: (a) Follow Roberts Rules of Order and (b) Adhere to the Club By-Laws 2. Assist the President in appointing chairs for various committees as needed SECTION IV - Standing Committee Chairs (with voting rights) HOSPITALITY CHAIR shall: 1. Coordinates meeting facilities for each General Meeting with the President 2. Appoints a Sub-Committee (with special focus on the use of new members) for hospitality needs at General meetings and/or other Club functions where applicable: Food and drink Supplies (such as coffee pot, utensils, plates, cups etc.) Set-up/Clean-up Servers/Caterers Table decorations PROGRAM CHAIR shall: 1. Works with the President to provide various speakers and programs 2. Makes arrangements for obtaining equipment necessary for Club meetings and/or functions July 18,

6 PUBLICITY CHAIR shall: 1. Handle all publicity and communication with the public which includes the following: Send press releases and photos of club activities to local and greater community-wide sources Arrange Public Service Announcements for radio and TV where applicable Keep an updated list of all contacts Submit special news articles to the media NEWSLETTER CHAIR shall: 1. Issue the Club newsletters 2. Maintain copies of each newsletter for the Club files SECTION V - Non-Standing Committee Chairs (with Non-Voting Rights) INTERNET MANAGER shall: 1. Be responsible for the upkeep of the Club website 2. Obtain permission from individuals prior to publishing personal information on web HISTORIAN shall: 1. Maintain the yearly Club scrapbook with photos, newspaper articles and any other record of Club activities that are deemed appropriate for historical and/or reference purposes SELECTION OF EXCHANGE DIRECTOR (ED): 1. Candidate should have ONE or more of the following requirements: The person has attended a Friendship Force Exchange Director workshop The person has significantly assisted on an Inbound Exchange committee The person has hosted an Incoming Exchange The person has been on a Friendship Force Outbound Exchange EXCHANGE DIRECTOR shall: 1. Follow current FFI Exchange Policies 2. An Exchange Treasurer may be selected who will be responsible for collecting all funds and paying all bills associated with the Exchange. The Exchange Treasurer will work with the ED and Treasurer to create the budget and all financial reporting required July 18,

7 3. Inbound: Arrange for the visitation and activities of authorized Incoming Exchanges to the Club 4. Outbound: Supervise the details of members of the Club traveling to other locations on authorized Outbound Exchanges. 5. Coordinate all aspects of an Inbound or Outbound Exchange with other EDs, both within the United States and abroad. 6. Appoint appropriate Committees required for a successful Exchange and oversee their activities with any Standing and/or Special Committees. 7. Submit for Club-sponsored Exchanges: A preliminary budget shall be submitted to the Board for approval no later than 60 days before the Exchange. It shall contain a summary of all anticipated receipts as well as expenditures. An Incoming Exchange budget shall include: (a) The Incoming "Host Club Program Fee" which is set by FFI (b) If needed, add a per incoming ambassador fee to be collected from incoming club 8. Present to the board, after an exchange, a final Financial Report and an Exchange Evaluation EXCHANGE TREASURER shall: 1. Along with the Treasurer, the ED shall have shall have signatory responsibility on the Exchange checking account 2. Deposit all incoming funds into a Club Exchange checking account 3. Provide detailed receipts for Exchange expenses to the Club Treasurer for all disbursements made from the club Exchange account or charged to a debit or credit card 4. Present a final Financial Report and Exchange Evaluation to the Board immediately following the exchange 5. Transfer unused funds from an Outbound Exchange, if less than $25 per participant, to the Club treasury. Refund amounts greater than $25 to each participant 6. Provide the Exchange checking account to the Treasurer for the required annual audit of the Club Treasury books SELECTION OF AMBASSADORS AND HOSTS: 1. All applicants shall submit an application form to the ED in order to be an Ambassador for an Outbound Exchange July 18,

8 2. The ED and the Exchange Committee have the authority and responsibility to decide which applicants are accepted on an Outbound Exchange. This will be done with interviews and/or review of their applications 3. Those applicants accepted for an Outbound Exchange shall be members of Friendship Force; either Friendship Force of Greater Lansing or another club 4. Consider outside candidates EXCHANGE DIRECTOR REIMBURSEMENT: 1. OUTBOUND Exchange Directors: If there are 20 or more (plus) the ED (21) on an Exchange, the following may be paid: a. Transportation b. FFI fees Example: Total transportation & FFI fees = $2,800 Divide by 20 = $140 x 20 going = $2,800 to the ED Each of the 20 has $140 extra added to their cost If less than 20 (21), the amount of total reimbursement is divided by 20 and then multiplied by the number of ambassadors going (excluding the ED) Example: Total transportation & FFI fees = $2,800 Divide by 20 = $140 x 14 going = $1,960 to the ED Each of the 14 has $140 extra added to their cost There is no reimbursement for any travel expenses before or after an Outbound Exchange, such as a separate tour Transportation includes airfare, train, bus or any other transport required during the Exchange Exchange Director may share reimbursement with a co-director 2. INBOUND Exchange Directors Reimbursement: The ED shall submit, with documentation, a request for reimbursement of their personal exchange expenses for those group functions that required their attendance, as follows: meals, entry fees, transportation fees, etc. July 18,

9 EXCHANGE GIFT PURCHASES: Gifts for Inbound-Outbound clubs: A gift or donation shall be determined by mutual agreement between both EDs. Should a gift or donation be the choice, this expense shall be part of the Exchange budget. MINOR PARTICIPATION: Minor s participating in an Outbound exchange must be accompanied by their parent or guardian and they will be hosted with their parent or guardian. Minors must be approved by the host Club. SECTION VI - Miscellaneous UNBUDGETED EXPENDITURES Unbudgeted expenditures exceeding $25 on behalf of the Club, shall be pre-approved by the Board. REIMBURSEMENT OF GENERAL EXPENSES: Within 45 days, a member will submit receipts for out-of-pocket expenses incurred for club meetings and/or events. The board will determine approval. REPRESENTATIVES ATTENDING CONFERENCES: 1. The Board may decide to contribute partial/full registration fees not to exceed $400 to a club representative for attending a Friendship Force International, National, or Regional meeting 2. Up to $800 may be used to reimburse members provided a General Fund balance of $2,000 is maintained 3. To qualify for reimbursement, Representative will give a report to the board and membership summarizing the meeting and include details of noteworthy information beneficial to our club July 18,