Woodford Snobusters Policy Manual

THIS MANUAL CONTAINS THE OPERATING POLICIES AND PROCEDURES APPROVED BY THE WOODFORD SNOBUSTERS BOARD OF DIRECTORS.

THESE POLICIES, IN THEIR APPROVED FORM, CONSTITUTE THE DECISIONS OF THE BOARD OF DIRECTORS.

DEVIATIONS FROM THESE POLICIES MUST BE APPROVED BY THE BOARD OF DIRECTORS. 

Section 1- General Operations 

Section 2- Fiscal Policies  

Section 3- Recognition Programs 

Section 4- Building 

SECTION 1-GENERAL OPERATIONS 

A. MEMBERSHIP 

 1. MEMBERSHIP IN THE WOODFORD SNOBUSTERS SHALL BE OPEN TO ALL INTERESTED PERSONS. AN APPLICANT SHALL BE CONSIDERED A MEMBER OF THE CLUB UPON RECEIPT OF A DULY SIGNED APPLICATION AND HIS OR HER DUES. BY SIGNING THE APPLICATION WILL HAVE SIGNIFIED HIS OR HER INTENTION TO ABIDE BY THE RULES AND CODE OF ETHICS ADOPTED BY THE CLUB. 

SECTION 2 -FISCAL POLICIES  

IN ACCORDANCE WITH CURRENT BY-LAWS, THE TREASURER; 

  • Will maintain or cause to be maintained all accounts of the Club and have charge of its funds 

  • Will disburse the funds of the Club under the direction of the Board of Directors 

  • Will ensure an audit of the financial reports is carried out annually. The Audit Committee will be comprised of at least two (2) people. The Treasurer will provide audit material for the Audit Committee upon request. The Audit Committee will complete the audit and return the materials in a timely manner. 

AS DIRECTED BY THE BOARD, PAY AS MANY BILLS AS POSSIBLE USING ELECTRONIC CHECKING  

ANY WRITTEN CHECKS WILL CONTINUE TO REQUIRE TWO (2) SIGNERS 

 IF THE TREASURER IS UNABLE TO SIGN A CHECK FOR TIME SENSITIVE PURCHASES, ANY COMBINATION OF AUTHORIZED SIGNERS MAY EXECUTE A WRITTEN CHECK, PROVIDED THE TREASURER IS INFORMED THAT THERE IS AN IMMENENT NEED, IN ORDER TO CONTIUE TO CONDUCT CLUB BUSINESS OR FUNCTIONS. THE TREASURER WILL BE NOTIFIED OF THE CHECK NUMBER(S) AND AMOUNT(S) THAT HAVE BEEN WRITTEN IMMEDIATELY AFTER TRANSACTIONS HAVE OCCURRED. THIS WILL BE Necessary FOR THE TREASURER TO MAINTAIN RECORDS AND PERFORM DUTIES AS OUTLINED IN THE BY-LAWS. 

A. REIMBURSEMENTS 

1. TRAVEL EXPENSES - OFFICERS, DIRECTORS, COMMITTEE MEMBERS, AND VOLUNTEERS MAY BE REIMBURSED FOR TRAVEL AND OTHER EXPENSES. 

A., WHEN POSSIBLE, REIMBURSEMENTS MUST BE SUBMITTED ON THE WSB CHECK REQUEST FORM 

B. REIMBURSABLE EXPENSES FOR COSTS OF LODGING, MEALS, AND INCIDENTAL EXPENSES FOR QUALIFYING INDIVIDUALS AUTHORIZED TO TRAVEL IN THE CONDUCT OF OFFICIAL WOODFORD SNOBUSTER BUSINESS. WILL BE BASED ON GSA TRAVEL REIMBURSEMENT RATES, WHICH CAN BE FOUND AT - http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_medium=print-%20 

C. REIMBURSABLE MEAL EXPENSES INCLUDE THE COST OF FOOD BEVERAGE TAX AND GRATUITY NOT INCLUDING THE COST OF ALCOHOLIC BEVERAGES. 

D. PERSONAL VEHICLE MILEAGE FOR OFFICIAL WOODFORD SNOBUSTER BUSINESS WILL BE REIMBURSED USING THE SHORTEST AND MOST DIRECT REASONABLE ROUTE OF TRAVEL. REIMBURSEMENT RATE WILL BE THE CURRENT IRS MILEAGE RATE. 

E. HIGHWAY AND FERRY TOLLS SHALL BE REIMBURSED BASED UPON ACTUAL RECEIPTS. 

 

2.  OTHER EXPENSES 

IF FOR ANY REASON AN OFFICER/BOARD MEMBER/COMMITTEE CHAIR REQUIRES FUNDS TO CONDUCT OFFICIAL CLUB BUSSINESS OR SPONSORED EVENT, THE TREASURER MAY, UNDER APPROVAL OF THE BOARD, DISBURSE FUNDS PRIOR TO PURCHASES; SO NOT TO FINANCIALY BURDEN ANY PERSON(S) WHO HAVE VOLUNTEERED OR BEEN APPOINTED TO CONDUCT OFFICIAL CLUB BUSSINESS OR CHAIR A CLUB EVENT.  

RECEIPTS AND ANY BALANCES DUE BACK TO EITHER THE CLUB OR INDIVIDUAL WILL BE SETTLED AT THE EARLIEST CONVIENIENCE OF THE TREASURER AND EFFECTED PERSON(S) 

WOODFORD SNOBUSTERS WILL REIMBURSE THE ACTUAL REASONABLE AND NECESSARY INCIDENTAL EXPENSES BASED UPON RECEIPTS PROVIDED. THESE INCIDENTAL EXPENSES INCLUDE BUT ARE NOT LIMITED TO PHOTOCOPIES, FAX CHARGES AND PURCHASE OF MISCELLANEOUS OFFICE SUPPLIES THAT ARE NECESSARY TO CONDUCT BUSINESS AWAY FROM THE OFFICE. 

3 APPROVALS 

A. THE TREASURER AND PRESIDENT SHALL REVIEW AND APPROVE FOR PAYMENT TRAVEL AND EXPENSE REIMBURSEMENT REQUESTS FROM OFFICERS DIRECTORS AND COMMITTEE MEMBERS. TRAVEL AND EXPENSE REIMBURSEMENT REQUESTS FROM THE TREASURER AND PRESIDENT SHALL BE REVIEWED AND APPROVED FOR PAYMENT BY THE BOARD OF DIRECTORS. PAID EXPENSES SHALL BE MENTIONED, BY THE TREASURER, AT MONTHLY MEETINGS AS A COURTESY TO THE BOARD. 

SECTION 3 -RECOGNITION PROGRAM FOR VOLUNTEERS 

 FROM TIME TO TIME THE WOODFORD SNOBUSTERS MAY WISH TO RECOGNIZE ITS VOLUNTEERS WITH THE FOLLOWING AWARDS. 

 1.  LIFE TIME  MEMBERSHIP 

 A. THIS AWARD CAN BE GIVEN BY A UNANIMOUS VOTE OF THE BOARD OF DIRECTORS. LIFETIME MEMBERS WILL RECEIVE PERMANENT MEMBERSHIP AND SHALL BE ACCORDED EVERY PRIVILEGE OF THE CLUB.  

THIS AWARD SHOULD ONLY BE GIVEN FOR OUTSTANDING CONTRIBUTIONS AND LONG TIME SERVICE TO THE CLUB 

 B. Any club board member/officer may nominate a person for Lifetime Membership, citing what qualifications they believe the nominee has demonstrated to earn this honor. 

 C. This membership is not transferable. 

 2.  VAST TMA 

A. THIS AWARD CAN BE GIVEN BY A UNANIMOUS VOTE OF THE BOARD OF DIRECTORS 

 B. Any club board member/officer may nominate a person for a VAST TMA 

 3 TRAIL MAINTENANCE CLUB & TMA AWARD 

THIS AWARD CAN BE EARNED BY VOLUNTEERING FOR CLUB SANCTIONED TRAIL MAINTENANCE ACTIVITIES. VOLUNTEERS CAN EARN WHOLE OR PARTIAL AWARDS BASED ON THE FOLLOWING OUTLINE OF DAYS VOLUNTEERED- 

  • 1ST DAY – EARN ANNUAL CLUB DUES 

  • 2ND DAY – EARN 50% OF TOTAL TMA COST 

  • 3RD DAY – EARN 75% OF TOTAL TMA COST 

  • 4TH DAY – EARN 100% OF TOTAL TMA COST  

4.   RECOGNITION AWARDS 

THESE AWARDS MAY BE GIVEN BY THE PRESIDENT, TRAILMASTER or Award Committee FOR REASONS OF MERIT AND SERVICE 

SECTION 4   BUILDING  

A- ACCESS 

TO MAINTAIN SECURITY, BUILDING KEYS (when applicable) WILL BE ASSIGNED TO THE BOARD APPROVED PERSONNEL.