Candidate must remain financial during the term

Transcription

1 The Jammer Report The Official Newsletter of the Ski Jammers Ski Club of Houston, Texas P.O. BOX 1322 Houston, TX July, 2014 Ski Jammers, The Board of Directors has been working to plan our path forward. There are several critical items that require your attention. Please read this communication in its entirety.. We recognize the need to grow the organization, bring in new members, past members and the next generation. To that end, we have the following items for your consideration. 1. Suspension of the by-laws to allow new members to run for a position 2. Nominations for officers 3. Trip Leader appointments 4. Officers election Suspend by-laws to allow new members to run for office The current by-laws require candidate(s) must be a financial and active member for at least one year prior to the election. The board of directors recommends we suspend the by-laws to allow new members to run for the following offices where they would not normally qualify - Membership, Parliamentarian, Youth, and Fund Raising. This change would be in effect for this election only, which equals one term (two years). Candidate must remain financial during the term Membership and financial requirements remain as is in the current by-laws for all other offices. Nomination for office Trip Leaders Schedule of actions The membership must vote to suspend the by-laws. Individuals interested in running for an office must be financial and submit an Officer Nomination Form by August 1 st. The board voted and approved the following individuals as trip leaders. NBS Summit Snowmass/Aspen- Lisa Ramsey TSC/RMR - Beaver Creek Terry Hudson TSC Summer Expedition - Tuscany Italy Andrea Yowman Note: We are evaluating a Spring Trip for our youth Assistant trip leaders will be appointed by the board. This will give us an opportunity to train individuals and build a team of people who can run trips in future ski seasons. Anyone interested in applying for Assistant Trip Leader must submit the Trip Leader Application form by August 1, Membership dues, membership applications and trip leader applications must be postmarked by Friday, August 1 st. Only paid members are eligible to vote. 2. Members receive ballot to vote on suspension of by-laws Friday, August 8 th. 3. By-Laws Ballot due by Friday, August 15 th. 4. Members receive candidates abstracts and election ballot Monday Aug 18 th 5. Officer Election Ballots due by Monday Aug 25 th 6. Results of election announced to members by Aug 29 th 7. Transition of Officers meeting September 13 th, 9am- 1pm

2 Please return application to TRIP LEADER APPLICATION FORM Name Date Address Phone (Cell) Phone (other) 1. Check the trip are you interested in leading or assisting? TSC Traditional /RMR Winterfest Beaver Creek Jan 10-17, 2015 NBS Summit 2015 Aspen Snowmass Feb 21 28, 2015 TSC Summer Expedition Discover Tuscany Sept & Oct, 2015 ( TBD) 2. Have you participated on a Ski Jammer Ski trip before? If yes, please indicate when and where. 3. Have you participated on any other ski trip? 4. Please list your trip leader experience, if any. 5. What is your management experience and qualifications that would benefit the Ski Jammers? 6. How will you manage your time to be available for leading a Ski Jammers trips? 7. What are some of the goals you believe the Ski Jammers should accomplish when sponsoring a club trip? 8. Why do you want to be a Ski Jammers Trip Leader and what other information would you like the Executive Committee to consider? 9. Do you have computer experience? (Note: Computer experience is essential for communicating with participants and keeping track of the trip financials) Page 2 of 10

3 THANK YOU FOR VOLUNTEERING!!!!!! Please return application to Nominations are now open for the following positions: President Vice President Treasurer Secretary Parliamentarian Executive Board Membership Chair Trip Chair Public Relations Chair Youth Chair Fundraiser Chair Member at large - Shall be the immediate past President of the Club and shall advise the Board on matters pertaining to the Club. Texas Ski Council Rep Shall be the Trip Chairperson or Appointed by the Executive Committee Safety Officer Appointed by the Executive Committee Candidate (s) must be financial and an active member for at least one year prior to the election. The term of office shall be for two (2) years beginning May 1 to April 30. Subject to suspension of by-laws voting results. PRESIDENT: 1. As the leader and director of the Club, the President is responsible for the resolution of all problems in a timely manner. 2. Shall serve as the Club s representative to the National Brotherhood of Skiers (NBS) and the Texas Ski Council (TSC). 3. Will notify the Treasurer of Rocky Mountain Region, National Brotherhood of Skiers, and Texas Ski Council dues. 4. Will submit a written report of any regional, national, or club-associated meetings attended to the Executive Board and to the General Body. 5. Shall monitor the activities of the various officers and committees to ensure that they are performing properly. 6. Will give the Treasurer a detailed accounting of all Club related expenditures incurred on Club business trips in a timely manner. 7. Has the discretion to make nominations for any appointments as needed, with approval of the Executive Board. Ad hoc committee members may be appointed by the President with Executive Board approval. 8. Will forward correspondence received from the Texas Ski Council, the Rocky Mountain Region, and the National Brotherhood of Skiers to the appropriate Executive Board member. 9. Will submit a six month calendar of events to the Executive Board to include meetings, activities, fee due dates, etc. 10. Shall submit a proposed yearly budget to the Treasurer for submission to the Executive Board for approval. VICE-PRESIDENT: 1. Shall monitor the activities of the various officers and committees to ensure that they are performing properly and, if it is determined that they are not performing properly, shall report same to the Executive Board. 2. Shall act as assistant to the Trip Chairperson. 3. Shall submit a proposed yearly budget to the Treasurer subject to approval by the Executive Board. SECRETARY: 1. Shall document and maintain a current list of all unresolved old business of the Executive Board. This documentation shall be continuous and on-going, and shall be presented at each Executive Board meeting. 2. Shall provide the Board members with a notice of any upcoming Executive Board meetings, at least one week prior to the meeting. Page 3 of 10

4 3. At each general meeting, shall provide written minutes of the previous general meeting. All minutes will be maintained in a binder and will be available at all meetings. 4. At each Executive Board meeting, shall provide written copies of the minutes from the previous Executive Board meeting to each Board member and to any club member upon request. All minutes will be maintained in a binder and will be available at all meetings. 5. May obtain any correspondence from the President which has been received from the Rocky Mountain Region, the Texas Ski Council, or the National Brotherhood of Skiers and forward it to the appropriate Executive Board member within a week, unless the material received requires an urgent response. 6. May advise the Treasurer of dues and fees that are to be paid commensurate with their due dates. 7. Shall prepare an agenda for meetings from what has been submitted by the various Executive Board members or from monthly Executive Board meetings. 8. Shall make sure that the Club's legal papers (i.e. Charter, Articles of Incorporation, Registered Agent) are in compliance with all state and national regulatory laws. These papers are to be updated after each election. 9. Shall make sure that the Treasurer pays club taxes and that any paperwork regarding same is properly executed and filed. 10. Shall check the P.O. Box on a weekly basis and forward any mail. If unable to check the P.O. Box, the secretary shall arrange with another Board member to perform this duty. 11. Shall maintain all legal documents of the club such as the Bylaws, the Charter, the Articles of Incorporation, etc. and all records of the Club. 12. Shall submit a proposed yearly budget to the Treasurer subject to approval by the Executive Board. TREASURER: 1. Shall submit a yearly budget. 2. Shall prepare monthly financial reports detailing cash receipts and disbursements by category and by officer. 3. Shall prepare a quarterly financial report, comparing actual income and expenses to budgeted amounts. 4. Shall make sure that all billed invoices, fees and dues are paid when due. 5. Shall submit to all officers and chairpersons a copy of their budgets for the current year at the Executive Board meeting In January of each new year. 6. Shall ensure that all officers and chairpersons have submitted a budget for the next year by the February Executive Board meeting. 7. Shall maintain a list of all persons indebted to the club. 8. Shall solicit an accounting firm to prepare the annual report and tax return, obtaining the approval of the Executive Board. 9. Shall assist the accounting firm in their preparation of the annual report and tax return, providing all necessary documentation. 10. Shall maintain a list of all persons giving the club a "non sufficient funds" (NSF) check. Reception of two (2) "NSF" checks from one person will prohibit the Club from accepting any more checks from that person. There will be a $25.00 charge for nonsufficient funds. TRIP CHAIRPERSON: 1. The Trip Chairperson/designee shall attend the annual bid meeting sponsored by the Texas Ski Council (usually in April). 2. The Trip Chairperson/designee shall have a tentative schedule of trips with prices as soon as they become available. 3. Each club-sponsored trip will have a designated trip leader/assistant. The Trip Chairperson will appoint trip leaders and assistant trip leaders who will assume the same responsibilities and obligations for designated club sponsored ski trips. 4. The Trip Chairperson is responsible for conducting a trip leader training session prior to assigning Trip Leaders for the upcoming ski season. 5. The trip leader and/or assistant trip leader is responsible for trip sponsored activities and must be available to address problems/emergencies that may arise during the trip. 6. The trip leader shall ensure that all trip participants complete a trip application/agreement, complete and sign a trip waiver, and have paid membership fees. 7. No personal checks shall be accepted for a designated trip 30 days prior to departure to provide time for the checks to clear. The Club will only accept cash, money orders and certified checks 30 days prior to a trip departure, 8. All club sponsored trips will include a minimum nonrefundable deposit of plus any deposits and payments necessary to secure any trip component(s). 9. The Trip Leader shall act as Race Chairperson for the trip if one has not been assigned. 10. The Trip Chairperson shall ensure that a written summary of each trip is submitted by the Trip Leader/Assistant Trip Leader to the Publicity Chairperson within thirty (30) days of the return, to be published in the upcoming club Newsletter. 11. The Trip Chairperson shall provide an itemized financial report for each ski trip and an end-of-the-season comprehensive financial summary due to the Executive Board no later than June 1st. 12. The Trip Chairperson shall compile an end-of-year report for the Texas Ski Council detailing average air fare, lodging cost, lift tickets prices, ground transportation costs, number of participants, and the companies providing their services. 13. A club sponsored trip consists of arrangements for airfare, lodging, registration, lift tickets and ground transportation. 14. Club sponsorship of a scheduled ski trip will be cancelled if a trip leader has not been designated by the cancellation date for Page 4 of 10

5 airfare and lodging. 15. Any club-sponsored trip must have a minimum of ten trip participants who purchase two or more trip components made by the club. 16. An administrative fee will be charged to each participant. 17. Any trip that has over thirty (30) participants should have an assistant trip leader who will receive partial compensation. 18. Every attempt will be made to absorb the cost of the trip leader's air fare, lodging, and 1ift tickets with rebates, air fare and lodging compensations, and all applicable surcharges included in the total cost of the trip participant's ski package. 19. Trip Chairperson will maintain a current payment record of trip participants showing payments received and what their current balances are regarding trips that they have paid monies on. 20. The trip leader/assistant must have been on at least one previous ski trip. 21. Trip participants must pay any prior indebtedness to the Club before going on future club trips. 22. The Trip Chairperson shall submit a proposed yearly budget to the Treasurer subject to approval by the Executive Board. FUNDRAISING CHAIRPERSON: 1. Shall submit a preliminary cost analysis to the Executive Board after each fundraising activity/event reflecting actual expenses incurred and income generated within thirty (30) days of the activity. Such analysis should include a proposed time frame for the final report. 2. Shall be responsible for the execution of at least two fundraising activities/events in an effort to meet the annual budgetary goals. 3. Shall submit a report on each fundraising activity/event in the monthly newsletter. 4. Shall submit a proposed yearly budget to the Treasurer subject to approval by the Executive Board. 5. Shall coordinate with the Public Relations chair to publicize fundraising activities to members and the public. MEMBERSHIP CHAIRPERSON: 1. Shall promote new membership, accept applications, and collect membership dues. All payment for membership will only be accepted with a completed membership application. 2. Shall make a listing of committee Interests checked from applications received and forward that Information to the appropriate Chairperson(s). 3. Shall forward all information pertaining to youth listed on membership application to the Youth Chairperson. 4. Shall provide all Executive Board members with a first-draft of the membership roster by the August Executive Board meeting. 5. Shall submit to the Public Relations Chairperson all changes to the roster for purposes of addresses for the Newsletter and any other mailings by the 25th of each month. 6. Shall provide each paid member with a membership packet, which will include, but is not limited to, membership card, Club Bylaws, a welcome letter, and a roster of the Executive Board. 7. Shall provide orientation(s) for new members. Included in orientation is information on 1. selecting appropriate clothing and equipment preparation. 8. Shall keep an adequate supply of the Club's brochures and applications (reordering when necessary) and make any necessary revisions to the brochure as needed, with the Executive Board's approval. 9. Shall oversee arrangements for the Club's annual Christmas party. 10. Shall prepare a quarterly report of monies received and any income/expenses and submit same to the Treasurer to reconcile with his/her records. 11. Shall submit a proposed yearly budget to the Treasurer for submission to the Executive Board for its approval. 12. Shall apply all dues received prior to the commencement of the last club ski trip of the season to the current fiscal year. Any dues received after commencement of the last club ski trip of the skiing season will be applied to the next fiscal year. PUBLIC RELATIONS CHAIRPERSON: 1. Shall prepare and mail a monthly newsletter to all members before the next scheduled general body meeting. a. Shall solicit information to be included in the newsletter from the various committees. Information should be submitted the Public Relations Chairperson no later than the 25th of each month. b. Shall be responsible for mailing the newsletter to the Texas Ski Council. c. Non-financial members will receive a complimentary newsletter through August. 2. Shall submit prices for any advertisements to be included in the newsletter to the Executive Board for approval. 3. Shall prepare and submit a report of income and expenses to the Treasurer at least quarterly for reconciliation with financial records. 4. Shall be responsible for coordinating advertising for any club-sponsored activities/events. 5. Shall be responsible for working closely with each committee in planning activities so that these activities are adequately publicized (via newsletter, radio, ads, television, handouts, etc.). 6. Shall maintain all historical archives of the Club. This includes all banners, video tapes, club trophies, club photographs, etc.). 7. Shall submit a proposed yearly budget to the Treasurer subject to approval by the Executive Board. Page 5 of 10

6 PARLIAMENTARIAN: 1. Shall be in possession of the Club's copy of Roberts's Rules of Order and the gavel. 2. Shall be responsible for ensuring that all Executive Board meetings and general meetings are conducted according to Robert's Rules of Order. 3. Shall be knowledgeable of the Bylaws and of the Policies and Procedures of the SKI 4. JAMMERS SKI CLUB, ensuring that the Club adheres to the guidelines established by these documents. 5. Shall submit a proposed yearly budget to the Treasurer, subject to approval by the Executive Board. TEXAS SKI COUNCIL REPRESENTATIVE: 1. Shall be the liaison between the Club and the TSC along with the President. 2. Shall receive all correspondence from the Texas Ski Council and will immediately distribute such information to the appropriate committee and/or officer(s). 3. Shall be responsible for submitting the annual marketing report. 4. Shall be responsible for ensuring that all dues and monies are paid to the TSC, whenever applicable and in a timely manner. 5. Shall be responsible for ensuring that the Club adheres to all TSC policies. 6. Shall be responsible for ensuring that the familiarization (FAM) trip drawing be held during the first Executive Board meeting of each new fiscal year, shall maintain that list, and shall send a copy of that list to the Secretary. 7. Shall be responsible for attending all of the TSC delegate meetings, actively participating in said meetings in the Club's best interest, and for reporting the results of each meeting at the Executive Board meeting. The Texas Ski Council representative will submit a written report to the Public Relations Chair for publication in the Ski Jammers newsletter. 8. Shall submit a proposed yearly budget to the Treasurer, subject to approval by the Executive Board. Youth: 1. Shall organize activities appropriate for youth that encourages interest in skiing/snowboarding and other winter sports. 2. Shall have at least two social events yearly for youth. 3. Shall organize an annual fundraiser for the youth to subsidize future ski events. 4. Shall coordinate with Membership Chair to maintain a current roster of Junior Jammers. 5. Shall prepare and submit a proposed budget to the Treasurer for review by the Executive Board. 6. Shall prepare a proposed planning calendar with youth activities for the fiscal year Safety: 1. Shall perform the duties required of club safety representatives at NBS and TSC ski trips and safety meetings. 2. Shall provide a copy of the skier/snowboarder safety code to the members. 3. Shall provide a monthly safety briefing to the membership at the general meeting, in the newsletter, or electronically. Member at large: 1. Shall be the immediate past President of the Club and shall advise the Board on matters pertaining to the Club. Page 6 of 10

7 Officer Nomination Form Name: Are you financial? Person Nominating: Position: Signature: Nominee must accept nomination: Name: Signature of Acceptance: Why do you want to be a Ski Jammers Officer and what information would you like the membership to consider? Page 7 of 10

8 President Andrea Yowman Treasurer Open Membership Terry Hudson At Large Bruce Stewart Public Relations Donna Brawley Ski Jammers Executive Board Vice President Treynell Gibson Parliamentarian Christine Mason Safety Donna Brawley Texas Ski Council Rep Christine Mason Secretary Open Trip Open Youth Open Fundraiser Open Page 8 of 10

9 Ski Jammers Membership Application NAME(S): CHILDREN NAME(S) & AGES: BIRTHDAY(S) Initials (MM/DD): ADDRESS: CITY: STATE: ZIP CODE ADDRESS: (Only Ski Jammer related info, meeting reminders, etc. will be sent to this address) HOME PHONE: ( ) BUS. PHONE: ( ) RENEWAL: NEW MEMBER: REFERRED BY: SKIING Ability: Never Ever Beginner Intermediate Advance Committee Interests: Membership Trip Fundraising Public Relations Youth No, I do not want to be listed in Club Directory Yes, I do want to be listed in Club Directory, but Exclude Home number Exclude Address Exclude Business number WAIVER AND RELEASE FORM OF LIABILITY Ski Jammers Ski Club of Houston, Texas, Inc. (CLUB), is a non-profit organization that promotes recreational skiing trips and activities. The undersigned releases the CLUB from any and all liability, loss, damages or injury to persons or property that may arise out of or be connected in any way with such services. I understand that the CLUB acts only as an agent and accepts no responsibility in connection with the services or accommodations being offered on all ski trips and/or activities. The CLUB accepts no responsibility in whole or in part for any delays, delayed departure, or arrival, missed planes or other carrier connection, or mechanical defect or failure of any nature, howsoever, caused or for any substitution of hotels or of common carrier, with or without notice of for any additional expenses occasioned thereby. I agree to indemnify and hold harmless the CLUB, its officers, directors and agents or contractors from any loss, cost or expense incurred by or attributable in any way to me in connection with any ski trip, other activity or sponsored event, in full or in part, by the CLUB. I agree to abide by the Bylaws, Rules and Regulations of the CLUB and rulings of the Trip Coordinator in connection with all Trips. I have read and understand the above. SIGNATURE: MEMBERSHIP DUES is $50/Adult, Children under 18 are Free: Amount Enclosed: $ Make Check Payable to: SKI JAMMERS RETURN TO: SKI JAMMERS SKI CLUB P.O. BOX 1322 Houston, TX Page 9 of 10

10 Ski Jammers, the first predominately black ski club in Texas, was officially organized September 12, 1982 and chartered in January 1983 at which time we became accepted into the National Brotherhood of Skiers (NBS). In May 1985 we joined the Texas Ski Council (TSC). Our major objective is to promote snow skiing in the Black community with special emphasis on youth development. We believe that people with similar ideas about skiing and snowboarding should join together to experience the fellowship in skiing and other social and athletic activities. We sponsor several ski trips each season, which can accommodate expert to beginner skiers. The club schedules several ski trips each year to resorts in the U.S., Canada, and Europe. You can participate no matter what your level of experience or ability at skiing or snowboarding. Ski Jammers Memberships The National Brotherhood of Skiers The NBS, chartered in 1974 is a non-profit organization comprised of over eighty predominantly African American ski clubs. NBS clubs throughout the United States include over 12,000 adults and children as members. The major objective of the NBS is to identify, develop, and finance the training of young African American athletes who will someday qualify for the U.S. National and Olympic Ski and Snowboard teams. Find out more about the NBS on the web at The Texas Ski Council The TSC is a non-profit organization of snow sports clubs in the state of Texas. The objectives of the TSC are to promote and encourage individual and group interest in snow sports and to secure economical and preferential services for Texas skiers and snowboarders. Find out more about the TSC on the web at Page 10 of 10