GUIDELINES
FOR OFFICERS DIRECTORS AND COMMITTEE CHAIRMEN
OF THE SENIOR MEN’S CLUB OF
(Originally prepared November 1979 – latest revision
March, 2005)
GENERAL
These Guidelines are principally for the use of the
Officers, Directors, and Committee Chairmen.
The Officers, Directors and Committee Chairmen shall
suggest modifications to these Guidelines, as appropriate.
The SMC shall make an annual payment of dues to the
YMCA and a contribution to St. Mark’s Episcopal Church.
The Christmas Luncheon Meeting includes members and their wives or a guest. The YMCA Executive Director and assistant are also invited. Women who are directly associated with the program are welcome.
Attendees at regular meetings are members and male
guests.
OFFICERS AND DIRECTORS
BOARD OF
DIRECTORS
The Board establishes club
policy and makes major decisions about club activities and procedures.
The Board supervises the
performance of the officers.
The Board approves
appointments by the President to any vacancies that may occur among the
officers between annual elections.
The Board determines the
membership level.
The board determines
annual dues required and recommends them to the membership for approval.
The Board approves the
Annual Budget, the Annual Audit, the Annual Financial Statement, the Club
books, and the Couth Committee books.
The Board reviews
amendments to the Constitution and Bylaws, and Guidelines, and recommends them
to the membership.
The Board approves the
meeting schedule for the year.
PRESIDENT
Current practice is for
the President to serve a single term of one year in duration.
The President is the Chief
Executive Officer of the club, and is responsible for managing the operations
of the club.
The President presides at
the meetings.
The President appoints the
committee chairmen.
Traditionally, the
President or presiding officer of all regular meetings shall wear a jacket and
necktie.
VICE
PRESIDENTS
The Vice Presidents serve
as Co-Chairmen of the Program Committee.
The Vice Presidents set
the meeting schedule for the year.
The Vice Presidents are
responsible for all correspondence with speakers, such as confirmation letters,
thank you notes, etc.
The Vice Presidents are
responsible for assuring that speakers adhere to our non-political,
non-commercial, and non-solicitation policy.
Any questions or problems in this area can be resolved by the President.
By long standing policy,
the SMC does not pay fees or honoraria to speakers, nor does it pay for their
transportation or lodging. Nevertheless,
incidental costs may be incurred for speakers, either by the Vice President or
President. Such costs will be reimbursed
by the SMC. These expenses include such items as lunch, refreshments,
incidental transportation, and similar related items.
The Vice Presidents who
are retiring in May should schedule programs up through Labor Day in order to
give the new Vice Presidents time to learn the job.
When new Vice Presidents
are elected in May, the retiring Vice Presidents train them in the details of
the program planning task.
Traditionally, the Vice
President who is introducing the speaker shall wear a jacket and tie.
SECRETARY AND
ASSISTANT SECRETARY(IES)
The Secretary or Assistant
Secretary shall prepare the minutes of meetings of the Board of Directors, the
Annual Meeting, and all regular meetings.
The minutes are given promptly to the YMCA administrative secretary, who
will type and mail copies of the minutes to a limited distribution list, and
provide sufficient copies of the minutes for handout at the next regular
meeting.
When the Constitution and
By-Laws are revised, the Secretary shall arrange for a broad distribution of
copies to all members who request them and have them posted to the web site.
When the Guidelines are
revised, the Secretary shall provide revised copies to the Officers, Directors,
and Committee Chairmen and have them posted to the web site. The Secretary should also offer copies of
revised Guidelines to all members who request them.
Guidelines, Constitution
and By-Laws will be kept in the YMCA coordinator’s office.
The Secretary shall serve
as a parliamentarian unless the President appoints another.
The Secretary shall assure
that copies of the SMC Constitution and Guidelines are given to all new
incoming officers and Board members.
Traditionally, the
Secretary who is reading the minutes of the prior meeting shall wear a jacket
and tie.
TREASURER AND
ASSISTANT TREASURER
The SMC fiscal year runs
from January 1 through December 31.
The signatories on the SMC
bank accounts are the Treasurer, Assistant Treasurer, and President.
The safe deposit keys
reside with the Treasurer and Secretary.
The Treasurer shall
arrange signature authorization for the Treasurer, Assistant Treasurer, and
President.
The Treasurer shall be
responsible for the collection of annual dues in accordance with Article 7
(Finances) of the Constitution and By-Laws.
If the Treasurer receives
any resignations, he shall pass them to the Membership Chairman for
action.
An annual budget and
annual financial statements are prepared by the Treasurer.
It is intended that the
SMC shall maintain a sufficient cash balance so that all bills or accounts, and
reasonable unanticipated expenses, can be paid at any time.
COMMITTEES
AUDIT
COMMITTEE
Make sure that an
acceptable method of keeping SMC accounts is followed. Audit the financial records at the close of
the fiscal year. The SMC books and the
Couth Committee books are audited annually in time for a report at the Annual
Meeting.
COUTH
COMMITTEE
Explore promising events,
performances, and trips. Assess club
interest and make arrangements for those which are selected. Special trips should be scheduled on days
cleared with the master calendar.
The Couth Committee
maintains its own finances, and is expected to manage the trips on a non-profit
basis.
There will be two couth
committee members authorized to sign checks for the committee bank account.
DIRECTORY
COMMITTEE
Prepare, publish, and
distribute the Annual Directory of the Senior Men’s Club.
EDUCATION
COMMITTEE
As requested by local
schools, arranges for SMC members to give presentations to those schools. Also arranges for one-on-one reading
assistance to elementary students.
HANDYMEN
COMMITTEE
Provides minor repairs,
cleanup, and odd jobs as requested.
HISTORIAN
Collect documents
pertaining to the operation of the SMC from its beginning. Compile and maintain orderly files.
HOSPITALITY
COMMITTEE
Arranges for the supply
and preparation of refreshments at meetings. Cleans up refreshment area after
meetings. Has custody of refreshment properties such as the coffee machines.
Arranges the two
traditional membership luncheons each year, plus any other special luncheons.
MEMBERSHIP
COMMITTEE
Encourage recruitment of
new members. Maintain and distribute
name tags. Report attendance at regular
meetings to the Secretary. Introduce and
assimilate new members. Maintain records
of the number attending each meeting.
Publish membership roster in the spring of each year and provide the
updated roster to the Directory Committee. Provide new members with a copy of
the Directory, the Constitution and the By-Laws.
MEMBERSHIP
ASSISTANCE COMMITTEE
Arrange for visits and
communications with members who are ill, or for other reasons, are unable to
attend meetings. Give reports regarding
those members at regular meetings.
Frequently urge the membership to share information concerning members
with problems. Obtain from the members
the names of those with long absences and members moving out of the area. Announce these at meetings and provide this
information to the
Membership Committee Chairman.
NOMINATING
COMMITTEE
Draw up and present a
slate of Officers and Directors in accordance with Article 5 (Elections) of the
Constitution and By-Laws.
PROPERTIES
COMMITTEE
Set up tables, chairs,
sound system, and other audiovisual equipment in advance of meetings. Have custody of properties such as cowbell,
lectern, etc. See that they are in place
prior to meetings and stored following the meetings.
PUBLIC
RELATIONS COMMITTEE
Edit a monthly newsletter
and coordinate its mailing. Submit
information about the upcoming speaker’s topic and biography for publication in
local newspapers.
RECREATION
COMMITTEE
Make overall arrangements
and promote interest for activities such as golf, tennis, and bowling. Each activity has its own Chairman, who
should develop his schedules to avoid conflicts.
RESIDENT
HUMORIST
Provides tasteful
anecdotes to boost morale at the regular meetings.
ADDITIONAL
COMMITTEES
If a number of members
express interest in an activity not presently provided, they should bring this
to the attention of the President. With
approval of the Board, the President may create a new committee or subcommittee
to address this interest.