South Sound Puget
Sound Anglers
Officers & Members Information Packet
Board of Directors
This chapter shall be
governed by the board of directors, which comprises 9 voting
members. All major decisions as to the operation of the chapter will be
sanctioned by the board before any action takes place. This board, thru it's regular
monthly meetings, special meetings if required, or by a survey, (either phone or
e-mail) operates in the best interests of the chapter as set forth by the
By-Laws.
All members are welcome to the board meetings & can have input, but only
the 9 board members have voting rights on motions that come before the board.
All board meetings require a quorum of board members to be a valid meeting.
The board, or appointed volunteers as a group, help in preparing a yearly
budget. All financial transactions outside of normal budgeted items need
to be approved by the board before a check shall be written by either the Treasurer or Secretary.
President
Shall preside over the
normal operations of the club. To be informed as to the SOP & Bylaws of the
club. To guide the club in a legal, moral, firm but an honest manner keeping
the interests of the general membership in mind. To be able to be a negotiator
between officers if need be. To be available when possible to any member
when-ever needed, be it phone, e-mail or personally. To keep the membership at
large informed as to the functioning of the board. Be an organizer & delegater
of duties if need be.
It is suggested that the president prepare a written agenda to work off
of for both the monthly general & board meetings.
The President needs to be prepared to present PSA State Board for
per-capita for the State Board’s first meeting in January of $3.00 per member
based on the previous years membership, otherwise our chapter has no voting
rights at this meeting.
The President needs to write a President’s message for The Reel News & e-mail
it electronically to Jim Georg the editor, at
thereelnews@comcast.net as soon after the 15th of the month as
possible. The 20th is the final cut-off date for publication. Since
our yearly membership/election meeting has recently been changed to January, the
retiring president needs to prepare a December’s message to this publication.
Also a President’s Message needs to be forwarded to the chapter’s
Newsletter person for inclusion in the chapter’s monthly newsletter at about the
same time frame.
It should be the
president’s responsibility to work with the board & to see that a budget for the
following year is prepared.
This position is up for election yearly, & with a 2 consecutive year term
limit placed on it.
When this person’s
elected term expires or steps down, to pass on to their successor a written
procedure of how they operated in regards to performance of their duties
Vice President
To be available to take over
for the president when he/she is unavailable, utilizing all the qualifications &
requirements of the president mentioned above.
This position is up
for election yearly, & with a 2 consecutive year term limit placed on it.
Past President board member
To be informed
as to the SOP & Bylaws of the club. To help provide guidance & stability to the
club in the form of past history & how by following previous proven procedures.
To be available to members who may have encountered club related problems & try
to help solve the problem. To be a sounding board for our members in
relationship to relaying information to the board. To do research if necessary
on pending issues & present motions before the board if need be. To vote in an
unbiased & informed manner on any motion that may come before the board. To
question any reimbursement requests that seem out of line & not previously
approved. To assist the President in any manner. To act as a rudder keeping
the club on a straight course.
This position has no
election as it is assumed by stepping down after serving as president.
Secretary
To be informed as to the SOP
& Bylaws of the club. To record a brief synopsis of
the meeting happenings, both the general meetings & the board or special
meetings. Issue these reports in a timely manner to all members of the board or
special meetings by electronic transfer.
The Secretary also needs to have the membership roster current & supply the
number to the Treasurer so he/she can cut a check for $3.00 per member for
issuance of a check by the President to PSA State Board by their first meeting
in January. To issue an electronic copy of this membership roster to the board
members or interested general members to be used for chapter business
communications. Handle other business correspondence and empty the PO box in a
timely manner.
Normally the secretary is the person who keeps the records of the
chapter’s inventory. This pertains to property the chapter owns, as but not
limited to, Public Address system, ice chest coolers, plastic laminator, banner, derby scales &
signs, projector screen, cork board & easel etc. Since the chapter has no main
warehouse, these items are cared for by members & a sheet is prepared indicating
what each item is & where it is located. This list should be dispersed
to each board member at the start of each year.
This position is up
for election yearly, but with no term limit placed on it.
When this person’s elected term expires or steps down, to pass on to their
successor a written procedure of how they operated in regards to performance of
their duties
Treasurer
To be informed as to the SOP & Bylaws of the club. To be familiar with
current normal accounting practices & maintain a balanced & running balance
financial sheet
To facilitate a yearly budget in cooperation with the board of directors.
To keep a current financial record of the clubs expenses & print it off
for distribution at the monthly board meetings & have available at the general
meetings for review by the membership if they desire. To pay the normal
budgeted bills in a timely manner. Any bill not budgeted or previously approved
by the board needs approval of the board before payment. If a bill needs to be
taken care of sooner than the monthly board meeting, then the President has the
right to approve it.
To submit a financial report of the derby expenses within 45 days of the
derby to the board.
To provide a budget to the banquet chairpersons, raffle chairman & derby
chairperson for guidance as to expenditures based on the previous years events.
To deposit in a separate account, an amount set by the board, for the
next years salmon derby expenses.
This position is up
for election yearly, but with no term limit placed on it.
When this person’s elected term expires or steps down, to pass on to their
successor a written procedure of how they operated in regards to performance of
their duties
Board Members at
large (4)
These members are elected to serve on a 2 year term, with position #1 &
#3 expiring on even years. Positions #2 & #4 expire on odd years.
These positions are also subject to the 2 year consecutive term limit.
These board members need to be informed
as to the SOP & Bylaws of the club & be able to make an informed & unbiased vote
on any motion to come before the board.
They need to be active in board functions in order to stay informed as to
the ongoing operations of the chapter.
To attend the meetings as regularly as possible so they understand the
functioning of the organization. To be available to members who may have
encountered club related problems & try to remedy the situation. To be a
sounding board for our members in relationship to relaying information to the
board.
YES, we take volunteers at their leisure However if a volunteer seems
to be veering of course, that may put the chapter in jeopardy in any way, it is
the board’s responsibility to point this out to that individual & if necessary
to take immediate action to protect the interests of the chapter.
General Membership Responsibilities
Members
One thing the
individual general members can do to help maintain a communication between them
& the chapter is to, IF THEIR E-MAIL ADDRESS CHANGES to go to the website & use
the Officers link to send both the Secretary & Newsletter persons a short
message including their new address. Do not just tell them or give them a note
at a meeting as at times handwriting can be hard to decipher accurately. For an
e-mail to function correctly, spelling & or punctuation is critical.
The outings goal should be that the newer members be the priority guests. If
possible, the old members should be aggressive in inviting the new members to go
with them.
Support the monthly
raffle, in that this is ran for the benefit of the chapter, to hopefully be somewhat of a
fundraiser & promote attendance at the same time. OK maybe you don’t need
another rod or flasher, but if your ticket is drawn & there is nothing you
really wanted, make a choice anyway & donate it back to the raffle chairperson
for inclusion in a later raffle.
If you placed a “For Sale” with the Newsletter person & the item has sold,
contact them to remove this now outdated add.
Non-Voting Appointed/Volunteers
Since, like
most small organizations, volunteers are always needed to step forward. Any of
the following volunteers could be doing the job of more than one position within
the chapter to make for a smoothly run organization. In a circumstance as this,
if you would like to volunteer for a position that is currently occupied by
another person, do not hesitate to approach them & offer your helping services.
They may just be doing it as a needed position & would really like to see new
blood step forward.
Membership
Chairperson
Record the payment of yearly
dues, issue a dues card, maintain a accurate & up to date electronic MS Excel
roster file. Make and distribute membership cards in the traditional manner of
being plastic laminated.
To transfer these dues payments to the Treasurer in a timely manner.
Have each member fill out a new membership card each year verifying current
e-mail address. Verify each person’s current e-mail
by sending them a sample test requesting a reply. If this does not go thru,
then call & verify, have them send an e-mail to you using the website “officers
page” link.
In a timely manner relay membership e-mails to the Newsletter person to be
added to the chapter routing list. To require new corporate members to
submit 2 business cards. One goes to the Webmaster & the other goes to the
Newsletter person so they can keep the business card corporate advertisements
page current
When this person steps down, to pass on to their successor a written
procedure of how they operated, or names of contact persons in regards to
performance of their duties. To pass on the chapter owned laminating machine to
the successor.
Webmaster
To be able to create, at the
discretion of the board, a vibrant website & keep it current in a way that is useful in
relaying to our members & hopeful new members, our motto of preserving,
protecting and enhancing the sport fisheries of Washington State. This website
should, but not be limited to displaying our By-Laws, SOPs, calendar of events,
news, fishing info, membership application, photo gallery, & officers roster
along with a corporate member business card advertisement page.
To maintain the website so it is current before & during the derby, listing
sponsors & information necessary to smooth functioning of the derby. The
website is one of the chapter’s main communications media for advertising &
keeping current information for the derby accessible to the public. As soon as
possible after the derby, to post the winners place ranking & photos if
applicable.
It should not be allowed go stagnate & should be updated at least
monthly. It should be compliant with all the requirements of the organization
as pertaining to the chapter’s IRS non-profit 501-C7 status.
Every year after election of officers, communications to the State
Board Webmaster needs to be done to inform him/her as to new officers.
When this person steps down, to pass on to their successor a written or
electronic procedure as to operations, web creation program used, web hosting
names & passwords needed to access the site, dates of domain name renewals &
fees, or names of contact persons in regards to performance of their duties. To
walk the new person thru the procedures & implementation used in maintaining
this site.
Newsletter
person
Set up a monthly newsletter to be transmitted electronically to all
members if at all possible. As an alternative to this electronic method, mail
by Parcel Post the newsletter to those who do not have computers. To do this in
as economically as possible.
To maintain an up to date page of our corporate advertisers.
To accept for sale/want adds from membership to be posted on the monthly
newsletter.
When this person steps down, to pass on to their successor a written
procedure of how they operated, computer programs used, & or names of contact
persons in regards to performance of their duties.
New Member Greeter
This person needs to approach new members introduce themselves &
strike up a conversation with them. This is very important thing to do as a
"welcoming committee" otherwise they may become lost, loose interest & may drift
away thinking no one cares. Offer a printed
"Welcome to our Club" sheet to these new members, suggest they visit our chapter
website
http://www.sschapterpsa.com/ .
At the general meetings when visitors
stand up & are introduced, remember them & at the break approach them, give them
a copy of the "Welcome to our Club" sheet & engage in conversation if at all
possible. Point out officers of the chapter & if appropriate try to connect
them with potential fishing partners who may have an interest in their type of
fishing.
There
however has to be a direct communications line from
the membership chairperson to the greeter. It is hard to contact all new
members without this
communication if we have more than a
couple sign up per meeting.
Derby Chairman
Set up the chapter’s yearly
salmon derby committee and run the meetings related to this committee. To take
charge of all the organization, follow thru of planning & implementing this
important fundraiser for the chapter. To delegate many functions necessary to
sub-chairpersons for implementation by them.
To coordinate between the Hoodsport Merchants Assn & the chapter as early
in the year as possible, & have the plan framework in place by March so that no
surprises arise at countdown. To keep in close contact with the Merchants
Assn. & ticket sales vendors. To keep the board apprised of ongoing
negotiations. To be sure that all expenses are paid as soon after the close of
the derby as possible. To stay within the board approved budget for this
event. To gather the monetary donations & transfer to the chapter Treasurer as
required monthly. To be responsible for closing the books (all expenses paid)
within 45 days after the derby.
This also includes locating any sponsors, donors or businesses that may
contribute to the success of this event.
Coordinate the awards banquet. To oversee that all signs are available &
are in place during the days of the derby.
Since this is a major financial undertaking, this committee should have a
secretary & treasurer, which needs to operate within the board approved budget &
report monthly to the committee & also the chapter board.
When this
person steps down, to pass on to their successor a written procedure of how they
operated, & or names of contact persons in regards to performance of their
duties.
Derby Co-Chair
To assist the chairperson as delegated. To contact & try to secure donations,
(both monetary & merchandise) that fits into the derby prize plan. To follow
thru & send out “Thank You” or letters of appreciation soon after the event.
Derby Awards
Ceremony Coordinator
Coordinate the set up
facilities in preparation of the ceremony. Facilitate & have the winning places
posted on the ladder board (located at the event) as early on as possible by
having a lap-top computer available utilizing the weigh-in coordinators MS Excel
printout. Be available at this event to be a problem solver in the event of a
dispute.
When this person steps down, to pass on to their successor a written
procedure of how they operated, & or names of contact persons in regards to
performance of their duties.
Derby weigh-in
Coordinator
To coordinate a smooth & operational weigh-in. Accept volunteers to man both
the weigh-in & the boat launch operations. Supply a written guideline of
operations to all involved. Be available by cell phone during the derby for
emergency consultation if the need arises.
To delegate or see that the chapter owned electronic weigh-in scale is on
location when needed.
To set up a weigh-in system so that the entrant’s ticket number can be
associated to a digital photo of the fisherperson & fish taken at weigh-in time.
Set up a lap-top computer system whereby all entrants are entered into a
electronic MS Excel spreadsheet or equivalent program whereby the descending
order of fish weights are organized electronically (without doing it manually).
However keeping a manually written paper copy of the original weigh-in for a
cross-check if needed.
Help with the awards ceremony in regards to positioning the winners in
proper brackets.
To provide to the chapter Secretary & the Webmaster a CD of digital photos of
the winning fish/fisherpersons as soon after the derby ends as possible.
When this person steps down, to pass on to their successor a written procedure
of how they operated, or names of contact persons in regards to performance of
their duties.
Volunteer Coordinator
This position is one that seeks out worthy organizations & coordinates with
them their needs as to volunteer manpower from our
chapter to help accomplish their goals that are in alignment with our
established policies promoting fish enhancement.
To ask the general membership for suggestions related to volunteering.
Chapter
volunteers could do “adopt a stream” stream bank cleanup in combat areas like
the Skokomish or Nisqually rivers. Or boat launch cleanup.
Other possible sources to look could be but not limited to, WDFW, LLTK, Stream
Team, Hatchery managers (like the Tumwater falls park hatchery), The various NW
Tribes, NWIFC, CCA, RFC, Fish Northwest or Dept of Ecology.
When this person steps down, to pass on to their successor a written or
electronic procedure of how they operated, or names of contact persons in
regards to performance of their duties.
Raffle Chairperson
This position is one that provides raffle merchandise that is offered at the
monthly meetings for members only. Sells tickets at the monthly meeting, and conducts the
raffle.
To adhere to the board approved budget. Noting that special prices &
sale items can be a source for some of the raffle items. To accept donations
for this raffle if applicable. To gather the monetary donations & transfer to
the chapter Treasurer monthly as required.
It has been found that you can sell more by having the tickets separated
in strips of 5 each. This however requires having lots of $5.00 bills to make
change.
It has been common practice at the Seafood & Christmas banquets to
utilize the “Bucket Raffle” method instead of first come, first choice method.
At the annual Christmas party a “Losers Raffle” is run, utilizing looser
tickets from the previous 12 months. However due to the Gambling
Commission ruling that tickets can only be sold to members, whereas we normally
invite guests to our Seafood & Christmas banquets these ticket stubs will not be
placed in the Losers Raffle drawing as this drawing was set up for members only.
Also for the Losers Raffle drawing, to win, you must be present.
When this person steps down, to pass on to their successor a written procedure
of how they operated, normal quantities of merchandise each month or names of
contact persons in regards to performance of their duties.
Storekeeper or
Clothing Chairperson
This person will be
responsible for implementing (if board approved) a program of ordering & selling
clothing related to usage by the chapter. To order merchandise in quantities as
to gain best price, yet to adhere to the board approved budget.
If any merchandise is transferred into the raffle, pass this information
on the Treasurer so he can make this accounting change. To gather the monetary
donations & transfer to the club Treasurer monthly as required.
The program may be curtailed if sales drop to the point our service do
not produce a worthwhile return on investments.
When this person steps down, to pass on to their successor a written procedure
of how they operated, or names of contact persons in regards to performance of
their duties..
Vender or
Refreshment Chairperson
This is a great chance to meet the members. The person who takes this
job on will need to have the large cooler stocked with a assortment of soda
drinks & water that is on ice & have it at the monthly meetings.
To make arrangements for a donation bucket, gathering the monetary
donations & transfer to the chapter Treasurer monthly as required. No alcohol
to be provided or allowed as per unanimous board decision 02-08-2008.
To adhere to the board approved budget.
When this person steps down, to pass on to their successor a written procedure
of how they operated, or names of contact persons in regards to performance of
their duties.
The off brands of soda do not sell very well. Members are usually looking for
name brands like, Coke, Pepsi, etc. Some members have special needs in that
they may be diabetic, and can’t have drinks with sugar, so here is where you need
to stock some diet soda. Water is another big seller, have plenty on hand.
Some of the younger crowd is looking for a drink with a lot of caffeine to help
them stay awake during those long boring speakers. Look for products on sale
and stock up.
And most important is the ice, keep the beverages cold. Don't wait tell
the last minute to put the ice in. The drinks on the bottom are sure to be only
a little chilled. Have lots of $1.00 bills to make change. And don't let the
raffle people know you have change, or you will be writing a lot of I Owe Yous.
Keep a record for yourself, make notes on what people are drinking. Place
a sign that reads, if you do not see the drink you want, please inform me so I
can get it.
Seafood Banquet
Chairperson
This event usually takes place at the April general meeting. To take charge of
ALL happenings at this event including a chowder contest if one is to be had.
To adhere to the board approved budget. Organize the banquet & see that there
is enough food & that there are enough volunteers to cover appropriate duties.
To do the food table set up so as to facilitate the members food line to flow on
both sides of the tables, speeding up the process.
To coordinate a ticket sales person at the door, & a procedure of
collecting the tickets at the food line. To make provisions to accommodate
any handicapped members or guests & their spouses for access to the food line
before the charge.
Coordinate with the raffle chairperson the previous quantities of items
available. Coordinate with the Newsletter & Webmaster persons any additional
advertising needed to promote this event.
When this person steps down, to pass on to their successor a written procedure
of how they operated, or names of contact persons in regards to performance of
their duties.
Christmas Banquet
Chairperson
To take charge of all happenings at this event. To adhere to the board
approved budget. Organize the banquet & locate volunteers to provide food as
required. To inform the food providers of designated reimbursement items the
procedure for this reimbursement.
Accept volunteers & instruct them as needed to help facilitate smooth
operation of this major event.
To do the food table set up so as to facilitate the members food line to
flow on both sides of the tables, speeding up the process. To make
provisions to accommodate any handicapped members or guests & their spouses for
access to the food line before the charge.
Coordinate with the Newsletter & Webmaster persons any additional advertising
needed to promote this event.
When this person steps down, to pass on to their successor a written procedure
of how they operated, or names of contact persons in regards to performance of
their duties.
Speaker Chairperson
This person needs to look far enough ahead to schedule most of the speakers at
a time appropriate to the upcoming interest presented by the speaker. To
coordinate with the board on which meetings will need a speaker. They also need
to carry up a week or so ahead of the scheduled time to verify the speaker will
indeed be there. Also have a backup plan in case of a last minute cancellation.
When this person steps down, to pass on to their successor a written procedure
of how they operated, or names of contact persons in regards to performance of
their duties.
Outings Chairperson
This person needs to look far enough ahead to schedule the bulk of the outings
at a time when the fish/shellfish will be available in the designated area.
These outings could include but not limited to, fishing, crabbing, clam
digging, annual picnic, Fishing Kids day at Longs Pond, boat launch cleanup, volunteer
work for worthy fish related organizations.
Nominations Chairperson
Select a
defined nominations committee. Encourage nominations, even self-nominations to
the committee. Don’t just leave it up to the board to canvas the membership or
mention that a prospective candidate contact a board member.
In October, remind the members about the upcoming elections,
Other Volunteers as needed
These volunteers could include a multitude of jobs, but not limited to,
setting up & taking down the chairs & tables at the meetings. Sweeping the floor
& taking out the garbage after the meetings.
Ticket taking at the banquets. Weigh–in volunteers at the annual salmon
derby, setting up & taking down signs at the derby. Assisting during an outing,
and helping with the yearly picnic. To coordinating with Sportsman’s Warehouse a
fundraiser approved by the board. To coordinate a yard sale if appropriate.
To have the chapter’s public address system at all general meetings or
needed gatherings & have it set up & functioning for this event.
To see that a reader board be at each monthly meeting with recent photos of
results of outings, or for sale/want add postings.
PSA State Board
The state Board is comprised of 18 individual chapters throughout the Pacific
Northwest that represent the individual chapters in matters concerning us all.
Each chapter however is individual unto itself. A per capita is paid each
January from the chapters to the State Board. There are somewhat quarterly
meetings of the State Board. Each chapter has 2 voting representatives. These
representatives could be any member in good standing from the chapter as
designated by the president who are in attendance at these meetings. The State
Board has allied with Fish Northwest to gain a lobbyist looking out for our
interests in the political arena.
http://www.pugetsoundanglers.org/
1. Engage the membership in a discussion about the past year and the upcoming year & review at this January membership meeting the prior year income and expenses.
2. Discuss in some detail all of the prior year activities, ask for suggestions.
3. Encourage the membership to offer input about both about the past year and what ideas they may have for the upcoming year.
It is a belief
that the general membership does want to be involved in each their own way in
being part of the "running" the club instead of having the board make all the
decisions & then informing the membership later. Maybe if we offered them the
opportunity of making suggestions would we possibly have volunteers standing in
line for nominations for officers.
True, members can attend board meetings
and offer input, but could the officers encourage easy input from members, on a
regular basis, do you think we might get better participation. Maybe a
suggestion box at the general meetings!
The club picnic is an issue that needs investigating into in regards to
the declining attendance.
We could consider doing another Fishing Seminar. But this time instead
of us paying the rent, lets coordinate with Sportsman’s Warehouse or Olympia,
Lacey, or Thurston County Parks & Rec. letting them do supply the advertisement
& facilities with us doing the teaching but promoting membership in the chapter.
This document should be reviewed at the beginning of each year by the new officers
This is a
living document & may be changed from time to time
Originally posted 11-20-2008, Last Revision 02-20-2009