Handbook for Area Chairs

Transcription

1 Handbook for Area Chairs September 1, 2017 I. Background: This Handbook is intended to assist Area Chairs in the performance of their duties. Except for the provisions of the Gardens Club Constitution and By-Laws set forth in Sections A.1 and 2 below, the guidelines contained in this Handbook are not required to be followed. They are suggestions only and each Area is free to amend or adjust them to suit the needs of the Area. However, many Areas have no standard policies or procedures in place and, as a result, Area Chairs must start from scratch each year to develop and implement the program for the Area. The more closely each Area follows the guidelines in this Handbook, the more consistent each Area will be in setting up its governing structure from year to year. A. Gardens Club Constitution 1. Article IV Organization The Members of The Club shall be divided into Areas according to the location of their residences. These Areas shall be designated by the Council in consultation with the members affected. The Members in each Area shall choose an Area Chair and an Alternate and other officers as desired. 2. Article VI Governing Body The governing body of The Club shall be a Council.. It shall also include, as Area Representatives, the Chairs of the various Areas.. B. Gardens Club By-Laws 1. Article I Election of the Council Members An Area Representative and an Alternate to serve in the absence of the Representative shall be elected by January 15 by the Residents in each Area.. 1

2 2. Article II Duties of the Council: Section 8 The Area Representative Each Area Representative shall be Chair of the respective Area, responsible for calling meetings of the Residents in the Area and presiding at such meetings. Such meetings shall be regularly scheduled following the regularly scheduled Council meetings. 20% of the Area membership shall constitute a quorum. The Chair shall facilitate the discussion of important matters in the Area meetings and report to the Council the concerns of Residents, and report to Residents matters before the Council. The Chair shall serve as a member of the Committee on Committees, and shall be available for assignment to special tasks as directed by the Council. II. Officers and Delegates Appointed by the Area Chair A. Recommended Officers It is recommended that each Area Chair appoint the following officers to serve the Area: Secretary, Treasurer, Area Disaster Chair, Area Social Events Chair and Area Nominating Committee Chair. B. Optional Officers Each Area Chair may also appoint such other officers and Area Committee Chairs as may be desired. Such additional appointees may include, for example, a Parliamentarian, an Ombudsman, a Kitchen Chair and a Bulletin Board Chair. C. Required Appointments Certain of the Gardens Club Committees are made up of delegates from the various Areas. Thus, each Area Chair should appoint Area delegates to the following Gardens Club Committees after consultation with the Committee Chair: 1. Dining Services 2. Housekeeping 3. Buildings and Grounds Advisory 2

3 4. Area Host (After consultation with the Hospitality Committee Chair.) D. Poster Distribution List Each Area Chair should appoint one person from the Area (one person for each floor, in the case of the D Building) to be responsible for receiving and posting, in the appropriate place in each Area, all posters advertising or announcing Gardens events. III. Duties of the Area Representative, Alternate, Officers and Delegates A. Area Representative/Area Chair (2-Year Term) 1. Attend or send Alternate to monthly meetings of the Gardens Council. 2. Attend or send Alternate to meetings of the Committee on Committees. 3. Schedule time and location for Area meetings with Gardens Administration. Complete the room reservation form for the specific dates of Area meetings and indicate the seating arrangement. 4. Notify Area residents of monthly meeting time and location. 5. Appoint (for 2-year terms) Area Officers and Delegates, as needed. 6. Schedule and conduct the election of a 3-member Nominating Committee, which shall then develop and present a slate of candidates for the elected positions of Area Chair, Alternate, Secretary and Treasurer. 7. Schedule and conduct election of new officers from the nominated candidates. 8. Perform related miscellaneous and incidental duties as required. B. Alternate Area Chair (2-Year Term) 1. Assume the responsibilities of the Area Chair in his/her absence. 2. Perform special assignments as delegated by the Area Chair. 3

4 C. Area Secretary (2-Year Term) 1. Take notes, compose, write up and present the minutes of Area meetings. 2. Make additions and/or corrections to the minutes, as required. 3. Maintain file of approved meeting minutes. D. Area Treasurer (2-Year Term) 1. Receive Area funds and pay Area bills. 2. Establish and maintain records of Area income and expenses. 3. Present verbal and written financial reports at monthly Area meetings or as requested. 4. Solicit and collect approved Area dues. (Prorate dues as needed.) E. Dining Services Delegate (2-Year Term) 1. Chosen by the Area Chair after consultation with the Gardens Council Dining Services Committee Chair. 2. Post a form to collect opinions from Area residents about the Gardens dining room food and table services. 3. Represent the Area at the monthly Dining Services Committee meetings. 4. Present Area opinions at the monthly Dining Services Committee meeting and answer questions about the opinions. 5. Report Dining Services Committee meeting results at the next Area meeting. F. Area Disaster Chair (2-Year Term) 1. Appointed by the Area Chair. 2. Represent the Area at meetings regarding Gardens disaster preparedness. 4

5 3. Receive instructions and materials from the administration s Disaster staff for conducting disaster drills and events. 4. Recruit, instruct and direct Area residents to perform required duties at the disaster drills and in the event of an actual disaster. 5. Report on activities at Area meetings. G. Area Host (2-Year Term) 1. Appointed by the Area Chair after consultation with the Gardens Hospitality Committee Chair. 2. Welcome new residents to the Area. 3. Use Gardens Hospitality Committee Guidelines to orient newcomers who are settling in to their new homes. 4. Explain laundry room, weekly linen exchange and trash disposal procedures. 5. Inform the Area Chair about the new residents. 6. Formally introduce the new residents at the next Area meeting. 7. Host the newcomers at Area social gatherings for at least 2 months after arrival. 8. Answer questions about dining room protocol and other matters, as they arise. H. Area Housekeeping Delegate (2-Year Term) 1. Appointed by the Area Chair after consultation with the Gardens Housekeeping Committee Chair. 2. Attend Gardens Housekeeping Committee meetings to report Area service, building equipment operation and maintenance problems and the general status of Area housekeeping activities. 3. Present results of Housekeeping Committee meetings and report on planned work activities of the Gardens Housekeeping, Maintenance and Plant Engineering Departments. 5

6 4. Respond to resident inquiries about Area equipment installations and operation and such common area issues as laundry room machines, lounge furniture, lighting and air conditioning matters. 5. Initiate action from the Gardens Housekeeping and/or Maintenance departments by contact with telephone calls or service request forms to resolve both routine problems and those situations requiring immediate attention. I. Poster Distribution Delegate (2-Year Term) 1. Appointed by the Area Chair. 2. The name of this Delegate will be listed on the Gardens Poster Distribution List as the representative for the Area. The Poster Distribution List is accessible on the Gardens website and in the cubby area. 3. Responsible for receiving and posting on an Area bulletin board all posters announcing campus-wide activities and events. IV. Time Line A. September 1. Appoint a 3-member Nominating committee and select one of the 3 to be the Chair. B. October 1. Nominating Committee presents the slate of candidates for the positions of Area Chair, Alternate Chair, and Area Officers. 2. Entertain nominations from the floor. C. November 1. Conduct elections and announce the Area Chair, Alternate Chair and Area officers for the next Gardens Council year. D. December 1. Establish Budget and Dues for the coming year. 6

7 E. January above. 1. Appoint the officers and delegates required by Sections II.C and D F. February 1. The new Gardens Council year begins on February 1 st. 7