SCORCC POLICIES MANUAL
reviewed / revised January 2018. Please note: The procedures are NOT “rules” or bylaws! They were compiled as an aid, courtesy of board members that have held these positions. These guidelines will change as we discover and adopt new ways to implement our duties in service to SCORCC.
PROCEDURES & POLICIES – Reviewed March 2018
All club activities and any SIG changes of time or date should be coordinated with the Board to be sure equipment is not needed elsewhere at the same time and to ensure that members will not have to choose between club activities due to an overlap in scheduling.
Board may appoint a Member-At-Large to the Board.
The By-Laws shall annually be reviewed by the collective Board, chaired by procedure chair.
Equipment must be signed out when removed from locker.
Death notification (after verification) of member and/or spouse will be published by e-mail, web site and BB&B. (3/08) Card will be sent.
Disbursements to the Treasurer – Checks will be signed by another officer or designated Board member with a signature card on file at the bank.
The Board Moderator of the month, or a designated board member if the Board so chooses, will serve as the CORP Liaison.
The person(s) in charge of the holiday party is allocated (an amount as approved by the Board) for December Luncheon expenses (includes complimentary lunches, attendance prizes, and entertainment). (2/2020)
The board may appoint individuals as Honoray Members to receive the BB&B (2/2020)
A club newsletter will be published monthly to the SCORCC membership in a timely manner.
The Newsletter editor and production chair are appointed by the board.
DUTIES OF THE BOARD
Preside at Board and General meeting
Contact St. Louis County (or other suburban) Parks Dept. to reserve park for Meetnic.
1st week of January..Become familiar with by-laws-general duties re: meetings, etc. (found on our public web site)—for your own reference and to make recommendations to the Board.
ITEMS TO REVIEW:
Holiday Luncheon coordinator–early restaurant reservations important
New member Orientation
Annual registration by Treasurer before August 31st
Inventory of SCORCC holdings with chair of equipment committee at the beginning and end of the year.
Advise the web site chairperson of items to include on the web site.
Review Committees and Committee Chairs. If new committees are needed present to Board for approval.
Obtain copies of all club hand outs such as: Visitor’s Handout, CORP handout, New Member’s letter, Membership Renewal/Application Form, Visitor Sign-In Sheet. The Visitor’s Handout and CORP handout may need to be updated frequently as changes occur…Review frequently.
Appoint committee chairs as needed.
Oversee the duties and responsibilities of elected officers and appointed committees.
Board will discuss and plan General Meetings.
If Newsletter Editors are not present at a Board meeting, they can obtain info on any/all plans discussed from the Moderator of the month
The board may appoint appropriate individuals as Honorary Members to receive the BB&B. (2-2-2016)
DUTIES OF THE PARLIMENTARIAN:
Act as parliamentarian at board and general meetings, using Robert’s Rules of Order.
DUTIES OF PUBLIC RELATIONS PERSON: (May be performed by Board Secretary)
Send e-mail to newspapers to place club meeting information in calendar event sectioin.
Maintain St. Louis Today page
Develop eventletter and e-mail to members
SCORCC TREASURER’S JOB DESCRIPTION: (MIKE SVOBODA)
(Qualifications-knowledge of database)
Be responsible for all Club Monies, ie.
Collecting Membership Dues
Collecting rebates (if any) on equipment and software purchases
Pay expenses incurred during the conduct of Club Business
Prepare monthly Treasurer’s report for Board & Membership Meetings
Submit a bank statement at end of year (December)
Keep ledger of all monetary items
Keep checking account signature card current. (Treasurer, designated Director, Board Secretary)
Notify hardware and Software Chair when new products are purchased.
Keep current data on all members and complimentary individuals
Maintain database & queries to provide information needed to track user profiles
Update membership list on Scorcc.org at the end of each month.
Maintain a g-mail address book.
Print Labels for monthly newsletter
Notify Training Chair, Membership Chair, BB&B Editor & Homestead website Moderator
monthly of new members that have joined the club.
April 27: Renew website fee with Homestead
April 15: E-file 990-N to IRS.
Submit an Annual Registration Form to Mo Secretary of State with annual fee prior to August 31.
DUTIES OF THE BOARD SECRETARY: (DIANNE ROLING)
Record Attendance
Record minutes – Transcribe minutes and e-mail copies to each board member.
Convey copies of minutes and Treasurer reports to club archivist
Send e-mail reminder to board members 2 -3 days before each board meeting
Any additional correspondence necessary.
DUTIES OF GENERAL MEETING SECRETARY: (DEANNA RICKERT)
Record minutes of general meetings, noting attendance. of members and visitors.
Send minutes to BB&B editor prior to deadline for the next issue.
Send CORP supervisor email with attendance of meeting (#of members and # of visitors.
NEWSLETTER (Bits, Bytes & Bugs): (TED KRAMPER)
Responsible for the newsletter through creating, editing and reproduction.
Determine, create, collect, proof, and edit appropriate newsletter content.
The newsletter will contain the minutes of the past general meeting and other material determined by the editor.
Send print copy to productions Digital copy to be mailed to Members.
Provide production chair and Historian with detailed BB&B set-up preparation instructions, including knowledge of software being used and “how to” info for producing the BB&B
DUTIES OF NEWSLETTER PRODUCTION CHAIR: (JIM BARTLETT)
Responsible for the newsletter through addressing. posting and mailing.
Obtains information as to where BB&B is being printed, how many copies were ordered, and when it will be ready.
Picks up newsletter at reproduction service provider when ready.
Provides membership labels, a check for printing vendor, and a check for stamps.
(Check for vendor is completely filled out except for the dollar amount.) Check for stamps is made out to Production Chair who cashes it and buys stamps. TREASURER REQUIRES RECEIPT FOR PRINTING AND STAMPS.
E-Mails committee members re: date, time & place for BB&B assembly.
Mails BB&B to those requesting printed copy.
Delivers master copy to editor, and extra copies to Production Chair.
Delivers receipts to Treasurer.
Provide the Historian with BB&B set-up and preparation for mailing…
NOMINATING COMMITTEE PROCEDURES:
The chair of the policy/ procedure committee or a board member will introduce the present board members and describe their responsibilities.
Questions from the floor will be welcome .
The floor will be open for volunteers to serve on the board
The board will be accepted by acclamation (round of applause) if no objections.
DUTIES OF ARCHIVIST / HISTORIAN: (DEANNA RICKERT)
Maintain club documents and photos of club events (including incorporation documents, copies of the BB&B, and yearly board minutes).
SCORCC WEBSITE CHAIR: www.scorcc.org (RON ROHLFING)
The Website Committee, manages the website, with the
Webmaster to be from the Website Committee, and maintains and manages the following items:
All late breaking news that is related to SCORCC.
Application Form for new members
Links to other useful sites
Members – Only Page with password protection and change password as needed.
Description of Purpose, History, General Meetings, Board Meetings, By Laws, Procedures/Policies. List Officers with photos when provided by officers)
List Committees with description (with photos when provided by chairs)
List all SIG’s with definitions (with photos when provided by chairs)
Complete list of CD’s, Videos and CDROM Genealogy Libraries
Calendar of current and next month meetings (updated as soon as BB&B arrives)
Maps of meeting locations
Photos submitted by members
Maintain the FUN PAGE with items submitted by members.
Website Committee to determine new features for the Website . Handle “Undelivered Mail Returned to Sender” & “Delivery failure”
Change of website password will be communicated to all members by e-mail.
DUTIES OF MEMBERSHIP CHAIRPERSON: (RON ROHLFING)
Provide each new member with new members letter, either by e-mail or “snail” mail
containing a summary of what the club has to offer, when general meeting are held, how we
handle cancellations due to bad weather.
Provide the info sheet that CORP has requested for the CORP
South County office information table.
Keep forms relating to membership up-to-date, including those for prospective
members, i.e., visitor’s handouts and membership application/renewal forms.
DUTIES OF POLICIES CHAIRPERSON:
Review procedures for updates / changes
Formulate new procedures as needed with input from appropriate individuals.
Participate in reviewing by-laws yearly.
Serve as Chair the election of Board Members.
DUTIES OF EQUIPMENT COORDINATOR: (NORM MILLER)
Keeps keys to our storage cabinet at the Government Center.
Conducts inventory, with assistance of Equipment Transporter, of storage cabinets at the beginning of each year and provides list of that inventory to other members of the board.
Maintains a record of keys issued. (name, date issued and date returned)
Consults with Board on equipment needing repair or replacement..
EQUIPMENT TRANSPORT: (DAN DIEMERT)
Pick-up equipment needed for General Meetings and SIGS held at the Grant View Library.
Set up equipment needed for any SIGs or meetings at the Government Center when requested.
Return equipment to locker at Government Center.
Keep SCORCC computers updated.
GENERAL MEETING SCHEDULING COORDINATOR: (NORM MILLER)
Coordinates semi-annually contact with St. Louis County Library (currently Grant’s View branch) to select dates for the monthly General Meetings. The semi-annual contacts are April for the months of August, September, October and November and October for the months January, February, March, April, May and June. As SCORCC schedules no meetings in July and December is the traditional Christmas luncheon, no meetings are scheduled at the library for these months. SCORCC prefers the second Tuesday of each month, however, other events at the library may affect that schedule.
BOARD / SIG MEETING DATES SCHEDULING COORDINATOR: (NORM MILLER)
Selects dates for Board and Multi-Topic SIG meetings. These meetings are held in the general-purpose room at the St. County Government Center. These dates are entered in the calendar kept by the Revenue Department Supervisor. The dates for he Board meetings are to be scheduled prior to the General meeting to permit the Board to discuss any item necessary. The Multi-Topic SIG meetings are scheduled for the first available Friday in each month when there is a General meeting.
CORP LIASON SCORCC: (NORM MILLER)
Maintains contact with the South County Government supervisor for issues related to SCORCC.
