Sun Lakes Rock, Gem & Silver Club Appendices
POSITION TITLE: President
PURPOSE OF POSITION: Provide administrative leadership for the Sun Lakes Rock, Gem and Silver Club
Act as the club’s primary spokesperson
Represent the club interacting and corresponding with individuals and organizations within and outside Sun Lakes
Ensure conformance to Constitution & By-Laws and HOA requirements
Convene regular Board of Directors and General Membership meetings; call special Board and/or executive board meetings. Call special General Membership meetings if necessary
Cast a deciding vote when Board members are tied on a motion
Confer with and provide counsel to Board members, committee leaders and others
Promote club growth, improvement and public image
Provide oversight of procedures and controls to protect club assets, member safety and HOA-owned facilities
Nominate candidates for appointment to non-elective positions
Appoint an audit committee, annually and present the committee’s findings at a general meeting
Upon leaving office, return all keys to locked areas and green book to the incoming President.
Appoint nominating committee annually.
POSITION TITLE: Vice-President
PURPOSE OF POSITION: Act as president in the president’s absence and carry out other administrative duties as assigned
Assist the President in any way needed to ensure smooth functioning of the club
Arrange General meeting programs, including presentations by members or others. Programs should be informative, educational, entertaining and of interest to the majority of members.
Act as the club’s primary security officer to assure security of club facilities and equipment, including acquisition, reproduction, distribution, retrieval and record-keeping of all keys and locks for shops, cabinets and equipment
Act as the club’s primary safety officer, ensure that all Craft Chairpersons, Instructors, Assistants and Monitors understand and practice safe working measures, and regularly review safety programs with them. Convene an annual safety meeting.
Upon leaving office, turn over all keys and key records including green book, to the incoming Vice-President.
POSITION TITLE: Treasurer
PURPOSE OF POSITION: Manage the finances of the SLRG&S Club
Act as the club’s financial officer
Manage the club’s Operating funds and the receipt and disbursement of all money
Maintain the club books and bank accounts up to date and file any legally required reports or forms with local or state governments
Pay for all expenditures by check. All purchases and expenditures require prior approval by a Craft Chairperson, the President (or Vice-President in the President’s absence) or the Board, in accordance with the By-Laws. Issue of a check must be requested on the approval Reimbursement Request, signed by the requester and the person with applicable spending authority. Reimbursement Requests for items already received must be accompanied by invoices or paid receipts noting quantities, unit prices and totals. Requests to issue checks in advance of purchases must provide all pertinent information
Submit a current status report covering club accounts, funds and recent major expenditures at each Board and General meeting
Provide to the Board a monthly income/expense report allocating each income and expense item to the activity to which it applies (e.g. membership, craft, class, function)
Collect at least weekly from each shop drop box, student and member payments for classes and other activities, and record them in the proper accounts
Coordinate with the Membership Coordinator when members place payments for Membership in a drop box, and send the membership applications to the Membership Coordinator to prepare membership cards. Provide forms to the Vice President for distribution in shops.
Is responsible for shop postings, supplying forms and restocking first aid kits.
Upon leaving office, turn over all keys and green book to the incoming Treasurer
POSITION TITLE: Secretary
PURPOSE OF POSITION: Generate Board of Directors Meeting Minutes, General Membership Meeting Minutes and official club correspondence, and maintain appropriate files.
Take the minutes at Board of Directors meetings, distribute copies to Board members and maintain a Board of Directors Meeting Minutes file
Take the minutes at General Membership meetings, distribute copies to Board members and to others if requested, and maintain a General Membership Meeting Minutes file
Have available at all meetings copies of the Constitution and By-Laws, the current membership roster and minutes of the current and prior two years’ meetings
Prepare club correspondence as requested by the President
Maintain files of correspondence from the current and previous two Secretaries’ terms of office and all original correspondence received by the club
Collect and process incoming mail from the club’s mailbox at least monthly
Provide to the Publicity and website coordinators information to be communicated to the membership via the internet and email
Upon leaving office, turn over all keys and green book to the incoming Secretary
POSITION TITLE: Class Coordinator
PURPOSE OF POSITION: Manage the scheduling of times and locations for instructional classes and open shop periods at all club-managed facilities
Plan class schedules as needed based on terms of instruction during the period of October through May. (Classes will not be offered on a regular basis from June through September.)
With each Craft Chairperson, determine each class to be offered, the facility at which it will be held and the day of the week and 3-hour time slot it will be scheduled
Compile the class/open shop schedule, post copies at each club managed facility and have copies available at Board and General Meetings
Notify Craft Chairperson by e-mail or at Board meetings of available open periods at club managed facilities so that needs for additional classes or open shops can be accommodated
Set up and put away signs/tables and provide sign-up sheets for all classes at each General Meeting to enable members to register
Collaborate with Craft Chairpersons, as needed, to solicit Instructors and Monitors and to ensure that they are qualified and understand their duties and responsibilities. Provide copies of Instructor and Monitor position descriptions and guidelines as needed
Coordinate with the Website Coordinator to have the class/open shop schedule posted on the club’s website
Upon leaving office, turn over green book to the incoming Class Coordinator
POSITION TITLE: Craft Chairperson
PURPOSE OF POSITION: Manage the planning, development and delivery of instructional classes and open shops for one or more crafts embraced by the club
There are five Craft Chairpersons. The individual crafts for which each is responsible are as follows:
Craft Chair candidates are nominated/elected based upon the skills pertinent to the crafts for which they are responsible, the ability to lead activities related to those crafts and the willingness to spend the time required to carry out the duties.
Manage and be accountable for their crafts’ club-controlled facilities and for the possession, issue and return of keys for locked areas under their control. The number of sets of keys issued and available for issue shall be recorded and, when a new Craft Chairperson is elected, the outgoing Chairperson shall convey all keys, green book and records to the incoming Chairperson
Seek new Instructors and Open Shop Monitors and make recommendations to the Board regarding their qualifications for appointment. Ensure that Instructors and Monitors for crafts within their purview are qualified and, if not, initiate remedial action such as training and includes handout and review of position descriptions
Coordinate with Instructors and Monitors to ensure that applicable equipment is in good, safe, working condition, that club-furnished supplies, tools and kits are available, and that class and open shop fees are collected, accounted for a conveyed to the Treasurer
Train Instructors and Monitors to ensure uniformity of instruction and proper, safe use of tools and equipment
Ensure that Instructors and Monitors understand the specific lesson plans and have access to classrooms and equipment; including attending annual safety class
Contact and solicit Instructors and Monitors, coordinate and organize classes and open shop times with the Class Coordinator
Maintain adequate supplies of applicable club-furnished materials, tools and equipment and, with Instructors and Monitors, establish controls to ensure that they are not lost
If deemed appropriate, recommend that the Board appoint an Assistant Craft Chairperson and, if approved, recommend candidates
Research the cost of tools, equipment and supplies for amounts exceeding $250.00 and prepare, sign and submit purchase requests to the President and Board for approval
Within the authority stated in the By-Laws, approve justified requests for reimbursement of expenses by signing and submitting a Reimbursement Request to the Treasurer, The requestor (the person who suffered the expense) must sign the form
POSITION TITLE: Membership Coordinator
PURPOSE OF POSITION: Manage the membership enrollment process including collection of dues and open shop fees and issue member identification cards and rosters
Collect membership dues and open shop fees and deposit money collected in club bank account
Convey collected fees to the Treasurer
Issue member identification cards
Maintain a file of members’ signed waivers of liability
Issue a roster of members who have paid dues and open shop fees, update and reissue it monthly (if there are changes), furnish copies to Board members and provide copies to Vice President for distribution in shops
Issue appropriate Open Shop stickers after ensuring that the member has been qualified for that craft, signed a waiver of liability and paid the applicable fees
Upon leaving office, turn over green book to the incoming Membership Coordinator
POLICY: STAMPS FOR OPEN SHOPS
Member In Good Standing: A person who meets membership requirements, is current in payment of club dues, and has signed a Membership Application & Release/Indemnity Agreement for the current club year.
Qualified: Eligible to use Open Shops for a specific craft by having successfully completed a club course of instruction or demonstrated to the responsible Chairperson an adequate level of competency for that craft.
Open Shop Stamp: An official label, sticker, stamp or symbol applied to a membership card to signify that the member is authorized to use Open Shops for a specific craft during the club year for which the card applies.
Open Shops: Any person who wishes to use a club Open Shop must be a Member In Good Standing, be qualified in the craft for which the Open Shop is designated and possess a current Open Shop Sticker for that Craft.
Stamp Fees: Stamp fees are determined each year by the Board of Directors.
For Open Shops: If a qualified student wishes to immediately purchase a stamp, the instructor may collect the applicable fee, initial the student’s membership card with date and what craft they paid and convey the fee to the Treasurer in the envelop provided in shops making sure that it is filled out completely and correctly. The student may take the membership card to the next General meeting and the Membership Coordinator shall stamp it with the appropriate Open Shop Stamp.
Alternatively, the Membership Coordinator can issue an Open Shop stamp after receiving the designated fee and verifying that requester is both a Member in Good Standing and Qualified for the craft.
POSITION TITLE: Equipment Oversight Manager
PURPOSE OF POSITION: Maintain club-owned equipment and tools in all club-sponsored facilities to ensure that it is in good, safe, operation condition
OVERVIEW: The Equipment Oversight Manager is nominated/elected based on skills for club-sponsored crafts, broad knowledge of applicable equipment and tools, and willingness to take on responsibility
Inspect the equipment and tools in all club facilities on a regular basis
If an equipment or tool presents a safety hazard, make it unavailable for use and notify affected Craft Chairperson(s)
When an equipment or tool is malfunctioning, or presents a safety hazard:
Plan and manage periodic inventories of equipment and tools
Dispose of unrepairable/unneeded/obsolete equipment and tools by resale, auction, donation or scrap, as approved by the Board
Obtain reimbursement of expenses by submitting Reimbursement Request, with receipts, to the applicable Craft Chairperson or the President for processing
Report on plans, progress, problems and recommended solutions as appropriate
Upon leaving office, return all keys for club facilities, cabinets, drawers, equipment and tools
The Equipment Oversight Manager is authorized to:
POSITION TITLE: Field Trip Coordinator
PURPOSE OF POSITION: Manage the planning, development and delivery of field trips to enhance knowledge
Investigate, plan and conduct field trips which are appropriate for the greatest percentage of members, to collect rocks, minerals and fossils and to gain knowledge of subjects related to club interests and activities
Publicize planned field trips via the club website, flyers, announcement at General meetings and media releases
Make exploratory visits to potential sites to determine the likelihood of finding specimens, ease of access, possible safety concerns, transportation needs, routing and availability of food and accommodations
Organize one-day trips to nearby areas, as well as trips of two days or more to distant areas, and schedule them far enough in advance to allow members ample time for planning
Serve as trip leader, or arrange for a substitute, to provide guidance for trip participants
Ensure that all participants have signed the liability release form and paid appropriate fees
Upon completion of field trips, encourage or assist participants to use, process and display collected items and share information or knowledge they gained
Report the results of completed trips and plans for future trips at General meetings
Request reimbursement for exploratory trip or other expenses by submitting a signed Reimbursement Request to the President for approval
POSITION TITLE: Museum Curator
PURPOSE OF POSITION: Manage the development and maintenance of displays representing club activities and interests for placement in showcases owned by or assigned to the club by Sun Lakes Homeowners Associations
Furnish creative, quality displays of rock/mineral collections, members’ craft work and other items reflecting club activities for exhibit in showcases located in the Cottonwood lapidary shop and other designated Sun Lakes areas
Maintain a system to replace displayed items quarterly, except that items need not be replaced during June through September
Establish a catalogue system to record the receipt, protection, exhibit and return of items, whether owned by the club or loaned by members or others
Obtain or make quality descriptive signs, identification cards and props for displayed items
Place displays in showcases, maintain them in neat, clean condition and check display cases regularly to ensure that lighting is in working order and always turned on (when bulbs need replacement notify the Homeowners Association or maintenance crews)
Represent the club in dealing with Sun Lakes Homeowners’ Association managements and outside organizations regarding exhibits, displays and participation in related activities.
As needed, establish an exhibit committee, guide its members, provide information needed to carry out their duties, and ensure that their duties are properly completed
Request reimbursement of expenses incurred
Upon leaving office, turn over all keys to the incoming Museum Curator
POSITION TITLE: Assistant Craft Chairperson
PURPOSE OF POSITION: Assist an elected Craft Chairperson to manage the planning, development and delivery of instructional classes and open shops for one or more club-sponsored crafts.
Appointment: Assistance Craft Chairpersons are appointed by the Board based upon skills for one or more club-sponsored crafts, ability to plan, supervise and work with others, willingness to accept responsibility and recommendations by Craft Chairpersons. Appointments are for an indefinite period.
Collaborate with a Craft Chairperson to establish a mutually agreeable set of goals, objectives, expectations and plans to assign or delegate tasks
Strive to develop a working relationship which is harmonious and beneficial to both
Communicate regularly to share ideas, opinions and observations on progress and results
POSITION TITLE: Instructor
PURPOSE OF POSITION: Provide information, knowledge and skills regarding one or more crafts.
APPOINTMENT: Instructors are appointed by Craft Chairpersons based upon skills for a craft and willingness to teach those skills to club members.
When possible, and with the Craft Chair’s concurrence, obtain an assistant instructor to help teach
Obtain the latest class sign-up sheet at each General meeting and contact prospective students in order of sign-up, to (1) confirm they are members in good standing, have completed prerequisites and are committed to attend classes, and (2) provide class starting time, location and other pertinent information
Ensure that required equipment, tools, supplies and kits are on hand, or take action to procure them before classes begin, Requests to purchase needed items shall be directed to the Craft Chair
Prior to beginning each session, unlick exterior and interior doors, cabinets and drawers containing required tools and supplies, and turn on lights, water and necessary equipment. Note: Instructors shall not duplicate, loan or transfer keys to others and shall turn them in to the Craft Chair when the teaching commitment is fulfilled
At the beginning of the first class: (1) check that each student has a current membership card (2) collect checks (no cash) for class fees, put them in an envelope with a list of students and put the envelope in the Treasurer’s lock box (3) explain class operating requirements, including: signing the shop logbook upon entering and leaving, personal/shop safety, proper handling/care of tools, equipment and materials, procedures in case of emergency
Provide instruction, lectures, demonstrations, assistance, advice and corrective guidance.
During classes, devote full attention to helping students
Oversee the use of equipment, machines and tools and ensure safe working conditions at all times
If an emergency arises during a class, act immediately to prevent or limit injuries and, as soon as possible, notify appropriate agencies (fire, police, medical) and club officials
Prior to ending each session, direct students to clean up and, at closing time, ensure”
Notify the Craft Chair of any operational problems, shop deficiencies, or needs for equipment, tools, materials, or supplies by submitting an Equipment/Supplies/Repair/Work Request and, in concert, initiate appropriate action
To recover expenses incurred to conduct classes, complete a Reimbursement Request, attach invoices and receipts, and forward it to the Craft Chair for approval
Upon leaving office, return all keys to locked areas
As agents of the club, Instructors are authorized to refuse admittance/enrollment to anyone who lacks necessary credentials, terminate any operation deemed unsafe, and eject anyone who refuses to comply with club rules or Instructor’s advice
POSITION TITLE: Open Shop Monitor
PURPOSE OF POSITION: Oversee operations during Open Shops for one or more crafts
APPOINTMENT: Monitors are appointed by Craft Chairpersons based upon skills for a craft and willingness to oversee operations during Open Shops for that craft
Prior to the beginning of each Open Shop, unlock exterior and interior doors, cabinets and drawers containing required tools and supplies, and turn on lights, water, and necessary equipment
As shop users arrive: check that each has a current membership card and applicable sticker/label/stamp; ensure that they sign the shop logbook; announce that before leaving they must clean up equipment and work areas which they used
Oversee the use of equipment, machines and tools, ensure that users are knowledgeable in their safe, proper handling, and maintain safe working conditions at all times
Assist users and provide advice/corrective guidance as appropriate
Before anyone leaves early (and fifteen minutes prior to closing), direct users to begin clean up and, before each user leaves, check the equipment and work areas which they used. At closing time, ensure that:
If an emergency arises during an Open Shop session, act immediately to prevent or limit injuries and as soon as possible, notify appropriate agencies (fire, patrol, police, medical) and club officials
Notify the Craft Chair of any operational problems, shop deficiencies or needs for equipment, tools, materials or supplies by submitting an Equipment/Supplies/Repair/Work Request
Pursue personal projects only as secondary to helping open shop users
Upon leaving office, return all keys to locked area
As agents of the club, Monitors have the full support and authority of the Board of Directors to refuse admittance to anyone who lacks the necessary credentials, terminate any operation deemed unsafe, and eject anyone who refuses to comply with club rules or Monitor’s instruction
POSITION TITLE: Holiday Party Coordinator
PURPOSE OF POSITION: Plan and manage club’s annual holiday party
Obtain volunteers to assist (a committee is usually necessary), assign tasks (e.g. procurement/sale/distribution of tickets, decorations and center pieces, publicity) and provide guidance and direction to ensure that tasks are carried out properly and in a timely manner
Confirm the venue (usually a Sun Lakes HOA facility), date and time for the annual holiday party and negotiate with that facility (or another) to set a date and time for the following year
With the venue’s event planner, determine table set-up, food and beverage service and other arrangements
Develop and present a budget proposal (including estimates for all items, e.g. table/flatware and coverings, decorations, food, beverages) to the Board for approval
Based upon estimates of the number of attendees and total costs, determine ticket price
Determine dates and locations for ticket sales
Collaborate with the Publicity and Website Coordinators to promote the party, announce ticket sale schedules
Announce pertinent party details at General meetings
Make or procure table decorations/center pieces to be raffled off at the party
Submit a Reimbursement Request for out-of-pocket expenses
Present a summary report to the Board
POSITION TITLE: Picnic Coordinator
PURPOSE OF POSITION: Plan and manage club picnics
Obtain volunteers to assist, assign tasks (e.g., procurement of food, tableware and necessities, publicity, main dish preparation, table set-up) and provide guidance and direction to ensure that tasks are carried out properly and in a timely manner
Establish the venue (usually within a Sun Lakes HOA area), date and time, one year in advance
Collaborate with the Publicity and Website Coordinators to promote the picnic and communicate details
Announce party details at General meetings
Working within the budget guidelines established by the Board, establish the menu, including the main dish, see volunteers or make assignments for side dishes which members are to bring; and purchase main dish ingredients, table/flatware and related necessities and beverages which will be provided. In addition provide door and game prizes within budget
Submit a Reimbursement Request for out-of-pocket expenses
Present a summary report to the Board
POSITION TITLE: Publicity Coordinator
PURPOSE OF POSITION: Publicize the club and its activities by providing information, insights and images to members as well as the public; act as the club’s “window to the world”
Communicate and coordinate with the Board and others to gather information about club activities, events, members’ accomplishments, meetings, plans, etc.
Develop articles, notices, press releases and other communications and have them released and published via such media vehicles as local weeklies/monthlies, newspapers, radio and TV
Maintain contact and good relations with appropriate news media to facilitate welcome receipt and proper handling of information releases
Coordinate with media photographers to produce photographs for press releases
Collaborate with the Website Coordinator to share information that should be made available in the club website
POSITION TITLE: Website Coordinator
PURPOSE OF POSITION: Manage the club website to ensure that it is a convenient, efficient means of communicating information to members in a timely manner
Communicate and coordinate with the Publicity Coordinator, Board and others to determine information that should be included and retained in the website and to ensure that it is current
Maintain the website to ensure that it is easy to access and use, and that the information it contains is useful and up to date
Recommend/implement website improvements to enhance its utility and value to club members
POSITION TITLE: Raffles Coordinator
PURPOSE OF POSITION: Manage the conduct of raffles sponsored by the club
At General Meeting: Put out attendance sheets, 8 x 10 table signs (Raffle, Membership, etc.)
Give attendance sheets to Secretary
Obtain and sell tickets for cash and door prize drawings at General meetings and other occasions
Conduct drawings, award prizes and announce winners (Note: With a “50/50 raffle, 50% of the proceeds shall be earmarked for the club treasury and the remainder divided into two prizes of 60% and 40%).
Forward to the Treasurer all monies received, expense invoices and receipts for processing and recording as appropriate
Annually, at last Board Meeting, give report on total amount received
POLICY: SAFETY AND SECURITY IN CLUB WORKSHOPS
Club Workshop: A facility operated and managed by the club to provide instruction in the capability to practice lapidary, silver, lost wax, glass, and related crafts
Safety Glasses: Eyeglasses (spectacles) designed to protect eyes from damage or injury.
Individuals present in club workshops should wear safety glasses when craft equipment, tools, or materials are in use, (Note: Safety glasses are available for use at no charge when the workshops are operating.)
Safety and Security Guidelines
In keeping with the club’s purpose of offering a variety of volunteer-led classes to educate and develop the artistic abilities of fellow club members for personal enrichment, members work with a variety of equipment , machines, and tools. With this in mind, there is an emphasis on safety. The following pages describe interventions to minimize the potential for injury.
The club operates for members whose dues and fees are paid
A shop monitor or instructor must be present at all times. All monitors should carry a charged cell phone whenever monitoring the shop. For serious accident or illness call 911. The address of the shop is on the wall near the light switch. Minor accidents can be treated by the individual with items from the first aid kit.
All members must complete classes in each skill prior to using the equipment and tools needed for that skill or Be checked by an instructor to evaluate skill from previous instruction
The Craft Chair reviews and approves/disapproves a person's skill level to skip requirement to take a beginner’s class before open shop privileges.
The craft chair may decide to limit access if someone is working without concerns for safety. Initially the member will be counseled by the monitor/instructor. If the unsafe behavior continues, the instructor/monitor may limit that member’s participation in the craft with the approval of the Craft Chair.
Each shop has a log in book. When entering the shop, you must sign in. Print your name legibly and enter date and time of entry and exit, and the purpose of your visit.
Name badges should be worn or available by all present in the shop.Member expectations.
Members will work with a minimum of excess mess and will leave the work area, tools, and machines clean and returned to the proper places.
Make sure the lighting is adequate to accomplish the tasks.
Members are responsible for reporting malfunctioning tools and equipment as soon as detected. They will not continue to work with damaged tools or equipment.
Club members will respect the space and needs of fellow club members who are also working in the shop, allowing fellow members to concentrate.
Members must be alert at all times. Do not work in the shop if tired or preoccupied. If a member is not familiar with a piece of equipment or a procedure, ask the shop monitor or instructor for instructions before you proceed.
Members may only attend open shops and classes during the time assigned to the specific craft.
Non-member visitors may observe members at the discretion of the monitor and instructor. Must be accompanied by a member. There is a limit of one guest per session. Guests may not use any of the equipment or tools. No guests will be under the age of 18. Pets or service animals may be exposed to environmental hazards, dangerous chemicals, or flying objects from being in the shop, therefore the risk to pets or animals should be assessed before being brought into the shops.
Appropriate clothing and protection should be worn when working in the shop
Eye protection is a MUST when working with or near glass, metal, minerals, gourds, and other crafts where materials may chip or become airborne. Protective goggles should be worn in addition to eyeglasses.
Avoid loose clothing and jewelry when using grinders, torches, hot wax, kilns, saws, and other potentially hazardous equipment or materials
Shoes with closed toes should be worn whenever working in a shop
An apron is suggested to protect your clothing
Monitors and instructors
It is recommended that all members have current tetanus immunizations. Only authorized people can use the kilns AED locations are: Oakwood – between bathrooms above the water fountain, Cottonwood – in the Golf Pro Shop and Sun Lakes – inside main restaurant.
Safety Measures By specific craft
Fusible, Dichroic, and Stained Glass
POLICY: INSTRUCTORS/MONITORS ORIENTATION MEETING
Instructor record keeping
The following tasks should be completed by instructors and/or monitors when in the shop: