12.0 Chartered Clubs Specific Additions to the Board Approved CC P&P
Below are the additions for the Paper Arts and Memories CC
Paper Arts and Memories Chartered Club. The purpose of the
club is to promote interest in the preservation of memories. The Club will
provide opportunities in the art of:
Scrapbooking, Rubber Stamping, Card Making, and Paper Crafting.
Chapter 2.0 General Information
2.1 5User of Member Personal Information: Club lists are for internal use only. Under no
circumstances may they be used for commercial or other inappropriate uses. At
the present time, CAM does not allow National Affiliated Groups to be housed in
any SCG facility on a regular basis. Thus, any representative of
scrapbook/rubber stamping materials may not openly solicit their products at
any organized meeting. However, this does not prohibit the representative from
discussing their products with members and taking orders from members, if the
member approaches them. The representative may deliver products previously purchased
by members, and if giving a class, may offer additional products for sale.
2.1 8 Reimbursement by CC : All expenditures by the
Club or any member on behalf of the Club must have appropriate receipts
and invoices covering all such transactions, shall be submitted to the
Treasurer within 60 days and shall be kept by the Treasurer as part of the
Club’s financial records. The Executive Board shall designate not less than two
Executive Board members as persons authorized to sign checks drawn on the Club’s
bank account(s), preferably the Treasurer and the President.
2.21 Financials: The Executive Board shall prepare an annual
budget to be presented to the General Membership at a regularly schedule
membership meeting. The Club shall maintain such checking and/or savings bank
accounts approved by the SCGCA as may be necessary in the opinion of the
Executive Board to properly conduct the Club’s business. All cash receipts shall
be deposited in one or more of said accounts.
2.2 3 Payment for Unbudgeted Expenses: Unbudgeted single expenditures not to
exceed $500.00 must be approved by the Executive Board in its discretion. Unbudgeted
single expenditures in excess of $500.000 must be approved by a majority vote
of those present at a general membership meeting.
2. 4Books and Records Inspection: The Club’s financial records may be
audited by qualified persons or organizations at the discretion of the
Executive Board, a majority vote of the Club Membership or the Activities
Director.
2.5 Eligibility: There shall be no precondition for
membership, other than the mandatory handicap requirements, nor will members be
required to join any national, state or regionally affiliated organizations.
2.6 Dues: Annual
dues in an amount recommended by the Executive Board and approved by membership
vote are payable in advance. Timely payment of dues by each member shall be
required for membership in good standing.
Chapter 3.0 Chartered
Club Executive Board
3.1 Officers: There shall be a President, Vice
President, Secretary, Treasurer & At Large member. The Executive Board shall have overall
governing authority over the Club consistent with the provisions of these bylaws
and shall authorize all committees necessary to carry out the purposes and
objectives of the Club. The Executive Board may be assisted by the Chairperson
of such committees necessary to carry out the Club’s function and purpose. To facilitate continuity of the Board, the
President and Treasurer and At-large member would be elected in the odd year
for office. The Vice President, and Secretary would be elected in the even years
for office.
3.3 Duties and Responsibilities:
President: The
President shall:
·
·
carry out the direction and policies established
by the Executive Board,
·
act as principle liaison between the club and
the Association,
·
appoint members of all committees that have been
authorized by the Board, and also appoint the chairpersons of such committees,
·
ensure that the Club Officers and Directors read
and understand the Association Charter Club Rules, Regulations and Procedures.
In the event of vacancies on the Executive Board, the
President shall:
·
appoint, with Executive Board approval, interim
replacement Executive Board members until official elections can be held.
Vice President: The Vice President shall:
·
·
perform other such duties and responsibilities
as may be assigned, with Executive Board approval, from time to time by the
President.
Secretary: The Secretary shall:
·
keep the club records, including a yearly list
of which members have monitored,
·
issue notices of all meetings of the Executive
Board or General Membership,
·
·
conduct all correspondence relating to the
Club’s business,
·
furnish whatever reports to the Association or
other persons or organizations as may be required.
Treasurer: The Treasurer shall:
·
receive and deposit all monies due to the Club,
·
pay all obligations that may be incurred by the
Club in the regular course of its business,
·
keep an up-to-date ledger of all financial
transactions,
provide financial reports as may be required to CAM and when
requested at meetings of the Executive Board or General Membership.
At Large
Member: The At Large Member shall
provide continuity, advice and counsel to the Board, and as a member of the
Executive Board, may vote on Board issues.
3.4 Nominations for CCEB: Election committee responsibilities.
The Election Committee is responsible for:
·
handling the complete election process,
·
obtaining at least one candidate for each office,
·
providing to the membership a written
notification for the need for candidates at least 45 days in advance of the election,
·
submitting a list of candidates to Executive
Board for publication to the General Membership 30 days prior to election.
Candidates must submit names in writing to the Election
Committee. Nominations made to the Election Committee must be confirmed in
writing with the nominee prior to adding to the ballot. Deadline for nominations to be established by the Election
Committee. Candidates will run for designated Club Board positions (i.e.
President, Vice President, Secretary, Treasurer, and Member At Large.
Accepted Method of Voting
Written Ballot. Election Committee will create a ballot. It
must contain all candidate names and offices. All ballots must be number
controlled and handed out to the membership at the Election meeting or other
method as approved by the Activities Director. If there is only one person
running for each office, we do not need a written ballot. However, if more than
one person runs for any office, then a written ballot is necessary. This slate
of officers will be presented to the membership 30 days prior to the election. The
Election shall occur at the last Monday of January unless changed by the
Club Board.
Election Process
Instructions for Election
Committee. Elect a chairman for the Committee. Poll each board member eligible
to serve again. Pending any openings, contact members agreed upon by the
committee to fill such openings. Announce at weekly meeting in October that
anyone wishing to stand for office should submit his/her name and position
desired in an envelope to the nominating committee. Persons nominated in
absentia will not be placed on the ballot unless the nomination is accompanied
by a written acceptance from the nominee
The Election Committee has the following responsibilities:
·
present a listing either written or read, at the
General/Election Meeting
·
pass out written ballots, collect completed
ballots and count the ballots if more than one person running for any office
·
verify votes are from valid Club Members, one
vote per member. The Election Committee will announce results. The Election
Committee will disband upon the completion of the election.
3.5 Election and Term of Office: All officers and directors shall be
elected by a majority vote of those present at an annual membership meeting
once a quorum has been established, and shall serve without compensation.
All Officers are
elected for two years and are
limited to two consecutive terms in office. However, in special circumstances
e.g. despite active solicitation no one is willing to run for a vacant Board
position, a 2/3 vote of the membership voting at the time of the election,
individuals may succeed themselves for more than two consecutive terms as an
Officer. The term of office shall begin at the discretion of the Executive
Board.
3.7 C. Vacancy on CCEB- Removal
Procedure for removal of Club Board members:
Establish an objective investigative committee. Committee
members’ recommendations will be submitted to Club Board and Lifestyles Manager
to comply with removal process detailed in CAM P&P 3.7 C. If all agree there is justification
for removal from office, the remaining Club Board or Investigative Committee
will appoint a member to fill
open position(s) until such a time as an election can be implemented.
3.8 Powers: Any
member of the Club in good-standing may propose an amendment to Chapter 12. The
proposed amendment shall be delivered to the President in writing with a
statement setting forth the reasons for the proposed amendment. The proposed
amendment must be approved by the Executive Board at a regular meeting before
presenting it to the membership. The proposed amendment may then be presented
to the general membership for approval at any regularly scheduled membership
meeting, but the notice of the meeting must specify in writing the nature of
the proposed amendment to be voted on at the membership meeting and such
written notice of said meeting must be posted in writing at least 30 days prior
to such meeting. A two-thirds majority vote of the membership present shall be
required to adopt any amendment to the bylaws, and any such amendment to be adopted
at the general membership meeting shall not become effective until the approval
of the Activities Director. Amendment changes must use strikethroughs for
deletions and italics for additions to the original Chapter 12 before reaching
the Activities Director. If the changes to Chapter 12 are approved a new set of the
Charter Club’s Chapter 12 must be written without strike-throughs and
italics.
3.10 Appointment:
All committees shall have written mission statements.
CHAPTER 4.0 Chartered
Club Meetings, Quorum, Voting
4.1. Meetings:
A. Membership meetings shall be held not
less than twice annually, the time and place of such meetings to be determined
by the Executive Board. An agenda should
be communicated to CC membership at least 48 hours prior to the scheduled
membership meeting.
B. Meetings of the Officers and the Board. The
President may call meetings of the Executive Board at any time by giving notice
orally, in writing, or email. The time and place of such meeting shall be
determined by the President. A majority of the Executive Board members shall
constitute a quorum of the Executive Board and, therefore, may conduct any
business brought before the Executive Board at such meetings.
4.3 Voting. If more than one member is nominated for
any elective position, voting shall be by secret written ballot. The particular
procedures for nominations and elections to be followed at such meetings shall
be determined by the Executive Board. Should these vacancies not be filled at
the General Meeting, the Executive Board shall fill the vacancies as it sees
fit.
6.3 Guests. A guest can be anyone with a current CAM
Card or a guest of a club member. The club member must accompany the guest
during his/ her entire visit to the club. Since members are required to learn
the use of certain tools, the tools will not be available for guest use. The
club member would need to use these tools for the guest. Consumable products
would be unavailable to the guest.
Chapter 7.0 Chartered Club Exclusive Use Assets
All assets of the Club shall be physically inventoried at
least once annually, and a written record thereof shall be maintained by the
Treasurer. As part of the annual budget process SCGCAM shall provide the CC
with a list of their Assets requiring CC reserve expense.
Agreed upon by the Grand Paper Arts and Memories Chartered Club on this
date:
__________________________________
_____________________
President Paper Arts and Memories Date
Approved by the Lifestyles Manager on this date:
__________________________________ _____________________
Lifestyles Manager Date
Chapter 13 – Paper Arts and Memories Club Specific Rules
Duties of Club
Chairpersons
Membership
Chairperson shall:
·
submit income received/request for reimbursement
forms (club dues) to the Treasurer in a timely and accurate manner
·
compile and maintain a current list of all
members and their personal information (including CAM number, mailing address,
telephone number and email address)
·
provide Club President and Secretary with
current membership roster
·
update membership information on the website and
ensure that the personal information is accurate and available per members’
specifications (some members may elect to refrain from posting personal
information on the web)
·
maintain an inventory of temporary nametags for
use by guests/visitors and members without permanent nametags
·
submit a quarterly membership roster to the
President as required by CAM
·
submit semi-annual reports and membership roster
(January through June /July through December) of attendance/member
participation/guests and visitors to the President as required by CAM
·
send “welcome” notes to new members
·
Maintain a three-year history of club membership
including membership rosters for each year.
Monitor Chairperson
shall:
·
keep the monitor training information up to date
and ready to be distributed to the membership as a whole when dues are paid
·
see that new members have a copy of the monitor orientation
information when they pay their dues
·
oversee the sign-ups for monitoring via the PAM website.
·
make announcements to the membership as needed
to secure monitors for unfilled dates
·
act as a backup for monitors if questions arise
during the Monday sessions (all Board members will assist in this capacity)
Program Chairperson
shall:
Option 1
·
Work
with the webmaster to create a
sign-in sheet for the scheduling of instructional classes, workshops and field
trips.
·
Include the entire membership as part of the
Program Planning Committee, encouraging all members to come up with potential
ideas for classes, workshops and field trips.
·
Acquire the necessary products and tools for the
class; create and control the class sign-up sheet. Collecting class fees is the
responsibility of the instructors.
·
All fees are submitted to the Treasurer with
documented expenses. Instructors will be reimbursed in the form of a check.
Option 2
·
Head a committee that meets on a regular basis
to plan classes, workshops, field trips etc.
·
Encourage each member to come to meetings with
ideas for potential classes and to teach their project to members.
With either option, the Chairperson also provides
information regarding Club activities to the webmaster as well as making
information available in the Club room.
Tools Chairperson
shall:
·
purchase, organize and inventory new tools and
equipment
·
make available tool training classes on a
regular basis
·
make sure that tools and equipment are ready to
use, with replacement parts readily available
·
update inventory list on a regular basis to be sent
to CAM as required
·
update sample books that show members what is
available. Create samples of items that can be made with tools when possible.
·
develop and update safety rules when necessary
·
ensure that members understand that all the
tools and equipment are to be used only in the Club room. They are not available
for home use. The only exceptions being when those in charge of tools need to
take them to repair, update or replace.
·
ensure that members understand they may not
bring personal heat-emitting tools (such as glue guns and embossing equipment),
or any type of spray adhesive or paint to Club.
Webmaster Chairperson
shall:
·
update the website in a timely manner as needed
and keep members informed of Club rules and general communication issues
·
An e-blast is primarily used for important
and pertinent information that affects all Club members. It is not to be used
for personal messages.
·
use the website to provide one of the main
sources of information regarding club activities and procedures.
·
add to the website in a timely manner any Club
documents such as meeting minutes, bylaws, rules and procedures, and any other
information pertinent to the Club
·
submit current information to the communications@scgcam.com for the
Association website (www.suncitygrand.com)
Publicity Chairperson shall:
·
Send weekly eblasts to Club members containing
information about Club activities. Any member wishing to opt out of this
service will be able to do so by informing the publicity chair.
·
Represent the Paper Arts and Memories Club at
the SCG Welcome Coffees and Fall Fest.
·
Submit and/or edit articles and advertisements
in the Lifestyles Magazine, Grand Learning and Grand Resources publications and
other SCG announcement services.
·
Provide flyers with information about PA&M.
These should be made available at the card boutique and the mailboxes near the
SCG library.
Social Chairperson shall:
·
organize and hosts social events for the Club
·
coordinate the use of CAM facilities and equipment
through Club President, who will submit to Room Reservations at the Activities
office for social functions
·
ensure that all caterers are from CAM-approved
list or are approved by CAM. All caterers must sign an Independent Contractors
Agreement.
·
be aware that member-provided food for
social functions is considered potluck. Guests of PAM members to potluck events
are limited to residents of Grand.
Card Boutique
Chairperson shall:
·
coordinate the sales of member-designed cards at
the PAM Card Boutique. This includes collecting information related to sales
and percentage of sale proceeds required to be given to CAM and to the Club.
·
establish responsibility of members selling via
PAM Card Boutique, including monitoring at the Boutique, which promotes fairness
and uniformity among card products being sold via the Card Boutique
·
develop a contract for PAM members who wish to
sell cards at the PAM Card Boutique.
Charity Chairperson
shall:
·
coordinate the charitable endeavors of the Club
·
Ensure all monetary donations are approved by
Activities using the Chartered Club donation form.
Sunshine Chairperson
shall:
·
extend the sentiments of the members of the
Club, with cards, when the occasions arise (Get Well, Sympathy, Thinking of
You, etc.)
·
maintain an inventory of the cards needed and
encourage member participation in the creation of these cards.
Ambassador
Chairperson shall:
·
create a committee of members to give guests a
tour of our Paper Arts & Memories club
·
do what is necessary to help Ambassadors be
familiar with the various aspects of the club so they can give a tour that is
appropriate for the guest. Do this with Group emails, one-on-one contact and/or
committee meetings
·
encourage Ambassadors to read the Club’s weekly
e-blast to help them stay in-the-know about current activities and to learn
which members can help answer questions.
Historian Chairperson
shall:
·
keep a visual record of Club activities and
events by taking pictures and creating scrapbook pages for the Club album.
Member Responsibilities:
·
be in good standing with CAM
·
show CAM card at sign-in
·
wear name tags as required for all members and
guests
·
learn to use the Club’s tools properly.
·
be aware of our Club by-laws and procedures, available
on our website and in our room
·
be willing to help when needed, since our Club
relies on member participation to succeed and to retain our charter. CAM
requires that members of the Club volunteer to assist the Club when needed, for
example, monitoring. To fulfill this obligation, the Club can fill these
positions on a voluntary basis or require members to fill these positions in
order to remain a member in good standing with the Club.
·
accompany any guest member brings to the Club,
staying with them at all time. Guests are not allowed to use our tools and
equipment, nor are they allowed to participate in instructional classes. Guests
may attend Club 3 times within a year.
·
follow a Code of Conduct established for Charter
Club members that is respectful of all members. See CAM required list at Club
room.
Club Service Requirements
Monitoring - Each member is required to monitor at least one
time per person per year.
·
For each regularly scheduled meeting, two
monitors will be assigned to work 7:30-11:00 am and at least one monitor will
be assigned to work 11:00 am -2:00 pm. At least one person shall sit at the
Monitor Table during the entire Monday session.
The responsibilities will include:
·
working with Tool Monitors to set out the tools
and materials on the work surfaces at the beginning of the day. Check and store
them away at the end of the meeting.
·
setting up and storing items on the “Monitor”
table
·
greeting Visitors
·
checking Ambassador sign-in sheet and
introducing Guest to Ambassador.
·
alerting an Ambassador to give guests a tour of
our Club when requested.
·
refer new members to Membership Chair or a board
member if Membership Chair is not available
Fill out Incident/Accident Report as needed and give to the
President or Board member. (This report is then submitted to CAM). Board
members should be aware of location of phone and EAED machines in case of
emergency
For any questions regarding club monitoring, contact the
Monitor Chairperson
Club Etiquette and
Safety
·
Keep rolling bags under your table and out of
the aisles. Not just etiquette, fire safety requires access as well.
·
Members should wear Name Tags when using Club
equipment
·
Clean up around your work area when you are
finished, at both the tables and counters.
·
Return tools to their original places when
finished using them.
·
Be aware of the time restrictions for the use of
certain tools, and when a time is not posted, be aware of the need for other
members to use them as well.
·
No food is to be eaten at the work tables or
counters.
·
All drinks must have a lid.
Consignment &
resale activities
To ensure that the PAM Card Boutique is an equal opportunity
venture for all members of the Paper Arts and Memories Club, boutique members
will adhere to the following rules:
·
To allow equal participation, each member may
have no more than 50 cards for sale at one time. The Card Boutique Chair may
revise the amount if appropriate.
·
There is no set minimum of cards allowed for
sale.
·
There is a maximum of 5 holiday cards per member
to be displayed at one time. Holiday cards will be displayed on the “holiday
card carousel” starting one month before the holiday.
·
Boutique participants may check their holiday
inventory throughout the day and replenish cards to meet the maximum of five
all day, but be considerate of customers and do not crowd the cashier area.
·
After the holiday, if the member does not pick
up your cards, they will be placed in safe keeping until the member can pick
them up.
·
Members will price their own products. All
prices will be set at even amounts (ex. $2.00, $3.00, etc.) Do not price cards
below $2.00.
·
Members who would like to sell at the card
boutique must sign a contract agreeing to abide by the rules and guidelines. An
identification number, chosen by the members, will be provided by the Club.
·
If a member who has stopped selling later
chooses to return to selling via the Card Boutique, they may use their old
number but must complete a new contract.
·
Members will not promote their own inventory. There
will be no identifying marks (names, addresses, phone numbers, email addresses
or initials) anywhere on the card or in the sleeve. Non-conforming cards will
be removed and given to the member to be corrected. All cards and paper crafted
items will be displayed equally. If a customer wants more than one of the
displayed items the monitor will identify you and arrange for you to come out
to meet the customer.
·
Participating boutique members should purchase
the cellophane sleeves and perforated tags from the Club. Bags for customer
purchases will be provided by the Club.
·
Participating members may place cards or check
on their cards during operating hours, but should not check their inventory
until after the Card Boutique monitors have set up, and please be considerate
of customers. If a member cannot be present, they can ask another boutique
member to place their inventory, but should not rely on the Card Boutique
monitors. All new cards must be placed in the back of the respective boxes.
·
Each seller may display one card. If you would
like to sell small gift items, the product must be able to fit in the sleeve.
No large items. Gift items take the place of a displayed card. Any small gift
items must be able to fit on the sleeve. Large items or food items of any sort
may not be sold.
·
Members should fill out both portions of the
perforated tag on the FRONT of the tag and placed on the right inside front of
the sleeve so that the envelope does not cover the price. The card must be neat
with no ink smudges or adhesive residue showing. All embellishments must be
fastened tightly so they do not fall off. All cards must fit in the sleeve.
·
Members selling via the card boutique should not
copy other members cards. Please be careful when using the same stamp or
technique as others.
·
Members who have signed a Card Boutique contract
must monitor at the Card Boutique 3 times a year. Sign up to monitor via the
PAM website. Monitoring at the Card Boutique is in addition to the monitor
requirements for PAM.
·
The Card Boutique monitors should begin setting
up at 7:30 a.m. Both Card Boutique monitors should count the money in the cash
box before opening for business. At the end of the Monitor’s shift, both Monitors
will count the money, tally the ticket stubs and record the amount on the summary
sheet for the day and seal both the summary sheet and money in the envelope
provided. Mark the date and amount on the envelope and give it to the PAM
Treasurer. The stubs shall be placed in a plastic baggie with the date on it
and placed in the “stub box”
·
Checks will be dispersed on the first Monday of
the month unless otherwise specified. Please cash your check as soon as
possible. If the members is not present, the check will be held until the next
week or mailed to them. Members need to provide a supply of self-addressed
stamped envelopes to the Card Boutique Chair.
Agreed upon by the Grand Paper
Arts and Memories Chartered Club on this date:
_____________________________ _____________________
President Paper Arts and Memories Date
Approved by the Lifestyles Manager on this date:
__________________________________
_____________________
Lifestyles Manager Date
No comments:
Post a Comment