New York-North Jersey Chapter Handbook for Officers & Committee Chairs

        The government of the Chapter is vested in the Chapter Executive Committee and is made up of the Chapter officers who include of the Chair, Vice Chair, Secretary, Treasurer, and three members at large who represent the Chapter Committees. The Club Regional Director, in whose region the Chapter falls, is a non-voting advisory, (ex-officio) member of the Executive Committee.

1. The Executive Committee is directly responsible to the membership of the Chapter and makes a yearly report to the membership at the Annual Meeting on the state of the Chapter.

2. The Executive Committee approves and controls the Chapter budget.
   At the present time, the Club returns the following portion (11.5%) of members dues to the chapters:
   

   Individual member	$4.50
   Family	$6.75
   Senior, Junior, Life	$1.50

   The Chapter Executive Committee uses these funds for:

   1. The Activity Schedule and TRAILS & Waves.
   2. Membership services (phone, postage, etc.)
   3. Funding Service Committees
   4. Chapter administrative expenses
   5. The office rent and the Chapter Office Manager's salary

3. The Executive Committee is responsible for maintaining two-way communication with the membership through various committees, publications and meetings.

4. The Executive Committee is responsible to the Club for ensuring that all activities are kept within the Club and Chapter By-Laws.

5. The Executive Committee is the chief operating and policy making body of the Chapter. No Committee may decide upon Chapter policy or represent the Chapter without the express approval of the Executive Committee.

6. The Executive Committee represents the Club on all local matters.

7. The Executive Committee appoints all Committee Chairs, guides the functions of all Committees, and oversees Chapter publications.

8. The Executive Committee generally meets at 7:00 PM in the Chapter Office on the second Tuesday of the month except for July and August.

9. The members of the Executive Committee serve for one year and generally are nominated for a second year. The officers are recommended by the Nominating Committee. If the nominations are contested, a mail-in ballot is published in the TRAILS & Waves. The results of the votes are announced at the Annual Dinner. If uncontested, the Chapter Secretary casts one vote at the Annual Dinner.

CHAPTER CHAIR

1. The Chapter Chair is the governing officer of the Chapter.

2. The Chair presides at the Chapter and Executive Committee meetings.

3. Together with the Treasurer, the Chair develops the Chapter budget.

4. The Chair develops agenda for the Chapter and Executive Committee meetings with the assistance of the Secretary.

5. The Chair ensures that all Chapter activities are conducted in accordance with the Chapter and Club by-laws.

6. The Chair works with others to develop long range plans for the approval of the Executive Committee.

7. Between Executive Committee meetings, the Chair manages the Chapter and makes all decisions necessary to accomplish the purposes of the Club and reports back to the Executive Committee.

8. The Chair represents the Chapter to outside agencies and organizations.

9. The Chair maintains liaison with the Club Officers, Board of Directors and Administrative Staff.

10. The Chair is a member of the Club's Chapters Committee representing the New York-North Jersey Chapter.

B. Mairs, 3/2000

VICE CHAIR

1. The Vice Chair assumes all duties and responsibilities of the Chair in absence or disability of the Chair.

2. The Vice Chair performs any tasks that may be assigned by the Chair or the Executive Committee.

3. The Vice Chair serves as ex-officio non-voting member of the Chapters Committee.

4. Assists in Chair's liaison role at Club-wide meetings.

5. The Vice Chair is traditionally nominated as Chapter Chair following a two-year term as Vice Chair.

6. The Vice Chair is responsible for updating the HANDBOOK FOR OFFICERS & COMMITTEE CHAIRS.

J. Bradley 3/2000

TREASURER

1. The Treasurer is the Chief Financial Officer of the Chapter.

2. Develops the Chapter budget.
   1. Obtains goals of the Executive Committee at the October meeting.
   2. Presents draft budget to Executive Committee for approval at the November or December meeting.

3. Advises and recommends Chapter Committees on financial matters.

4. Pays bills and administers funds for the Chapter.

5. Pays bills and administers funds for Committees whose funding is included in the Chapter budget. In the absence of a budget item, or if funds requested exceed budgeted amount, refers item to the Executive Committee prior to payment.

6. Analyzes the financial status of the Chapter and reports monthly to the Executive Commit tee.

7. Acts as liaison with the Club Treasurer and Director of Administration and Finance and cooperates with the Club Treasurer and Auditors for the annual audit of Club funds.

8. The Treasurer sends an Annual Financial Report to the Club Director of Finance by February 1 of each year.

M. Bowen 3/7/2000

SECRETARY

1. The Secretary is the Recording Officer of the Chapter and keeps the records of all important correspondence, minutes, proceedings and other legal documents with the help of the office staff.

2. The Secretary conducts general correspondence for the Chapter.

3. The Secretary takes minutes of all Chapter Executive Committee meetings and distributes them to Executive Committee members and Committee Chairs eight to ten days prior to the next meeting.

4. On request, the Secretary assists the Chapter Chair in preparation of the agenda.

5. During Executive Committee meetings, the Secretary obtains approval of minutes of previous meeting and uses minutes and other records to follow-up unfinished business.

6. The Secretary notifies Officers and Committee Chairs of their election or appointment and thanks the out-going officers and Committee Chairs for their service.

7. The Secretary maintains the roster of Chapter Officers and Committee Chairs and sends the roster to the Club's Chapter and Chapter Relations Director and the Editor of the Club's Magazine following the announcement of the new officers at the Annual Meeting. The Secretary also notifies Club officials of any changes in Committee Chairs that may occur during the year.

8. Prepares Chapter Annual Report
   1. Requests summary report of the year's activities from the Chair, the Treasurer, and each Chapter Committee.
   2. Compiles summary reports into a Chapter Annual Report for distribution, usually at the Annual Dinner.
   3. Sends copies of the Chapter Annual Report to the Club President and Executive Director.

9. Chapter Annual Meeting Responsibilities
   1. Sends the date and location for the Annual Meeting to the Club's Chapter and Member Relations Director no later than July 1.
   2. Obtains the names of Chapter Fifty-year members from Club Director of Membership.
   3. Arranges for the purchase of Fifty-Year pins and any other gifts or awards.
   4. Sends invitations to the Annual Meeting to other Chapter Chairs, Club officials, Fifty-year members, and any others whom the Executive Committee invites at least four months in advance.
   5. Coordinates with Hospitality Committee in arranging tickets and seating for all guests.
   6. Takes minutes of Annual Meeting.
   7. Sends any necessary thank you notes after the meeting.

J-A Gisolfi 5/2000

REPRESENTATIVE EXECUTIVES

        Three Members of Executive Committee are responsible for representing the Chapter membership and all of the Chapter activities and interests. Through their assignments, they represent all Chapter Committees on the Executive Committee. In addition, they represent the Executive Committee to their areas of responsibility. Their specific areas of responsibility are listed below.
        They are strongly encouraged to take an active role in the activities of the Committees they represent and to frequently attend their meetings.
        They may be called on to help with other Executive Committee tasks as needed.

JOB DESCRIPTION FOR REPRESENTATIVE EXECUTIVES

        In connection with his/her ongoing responsibilities as committee liaison, each of the committee liaison executives ("Executives") is responsible for performing an annual review of each Chapter committee. The purpose of the review is to:

1. identify any areas where the committee might desire assistance from the Executive Committee
2. bring to the committee chair's attention any observations that the Executive Committee might have regarding the committee's structure and function.

        The Executive should perform this annual review by updating his/her understanding of the committee's mission, its general structure (e.g., how many committee volunteers there are, what they do, whether or how the chair succession takes place) and its principal issues and concerns. If the committee chair has been in place in excess of two years, the Executive should discuss the committee chair's succession plans, if any. (While the term of committee chairs is not fixed, the Executive Committee recommends that most committee chairs serve two to three years.)
        This review is normally accomplished by interviewing the committee chair (in person or by telephone) and such other steps as the Executive considers necessary. The Executive should attend a meeting of the committee in question and may also participate in one of its events. Because of the larger number of committees reporting to the Activities Executive, he/she may enlist other Executives or Chapter officers to assist with respect to specific committees.
        The Executive may use judgment to decide the extent and depth of the review. For example, when a relatively comprehensive review is held in one year, a less extensive review might be held the next year. Where a committee has relatively limited activity or responsibilities, the review might also be less extensive. If all members of the executive committee are already familiar with the committee from personal knowledge, a less extensive review might be appropriate.
        Each Executive may set up an annual schedule at his/her discretion. However, there should be no more than three reviews scheduled in any given month. Where there are few issues, the review may take only a few minutes of an Executive Committee meeting. The Executive responsible for the presentation should discuss his or her observations with the committee chair prior to presenting the review to the Executive Committee. Following discussing the review with the committee chair, the Executive and should provide a brief summary of his/her findings to the Executive Committee in advance of the review at the Executive Committee meeting.
        The Executive Committee encourages committee chairs to attend this annual review, particularly where the committee chair does not have other ongoing contact with Executive Committee members during the year.
        The responsible executive should maintain a record of the review and maintain it in that executive's manual, to facilitate its use by future executives.

EXECUTIVE FOR ACTIVITIES

1. The Executive for Activities represents and is the Executive Committee liaison to the following Committees:
   Backpack, Bicycle, Canoe, Climbing, Hiking, Inter-Chapter Excursions, Sailing, Singles & Sociables, Ski, Softball, Walks & Outings and Family Sub-committee.

2. Helps with the New Members Get-Acquainted nights.

3. Is encouraged to attend the Club-wide meetings to have an input and commiserate with other Chapter Activity Chairs.

EXECUTIVE FOR FACILITIES AND SERVICES

1. The Executive for Facilities and Services represents and is the Executive Committee liaison to the following Committees:
   Advisory, Archives, Fire Island, Hospitality, Membership, Newsletter, Nominating, Publications (Newsletter, Schedule & Web Site), Safety, Wilderness First Aid.

2. Helps and arranges the refreshments for the Spring and Fall Chapter Town meetings.

3. Is encouraged to attend the Club-wide meetings to have impact on Club programs to fulfill the liaison role with Club and other Chapter's Service Chairs.

EXECUTIVE FOR PUBLIC SERVICE

1. The Executive for Public Service represents and is the Executive Committee liaison to the following committees:
   AMC Outings for Urban Kids, Conservation, Programs, Trails, Environmental Advocates and New York-New Jersey Trail Conference.

2. Is encouraged to attend the Club-wide meetings to have impact on Club conservation programs and to fulfill the liaison role with Club and other Chapter conservation officials.

1. The AMC Mid-Atlantic Regional Director is an elected member of the AMC Board of Directors and not actually a Chapter Officer. The AMC's Mid-Atlantic Region includes the New York-North Jersey Chapter and the Mohawk Hudson Chapter. The Mid-Atlantic Regional Director has the responsibility of representing those Chapters' interests to the Board of Directors and the Board's interests to those Chapters. As specified by each Chapter's By-Laws, the Regional Director is a non-voting (ex-officio) advisory member of the Executive Committees of these two Chapters.

2. There are currently five Regional Directors, each with the responsibility for representing two or three chapters. One of these Directors is appointed by the Club President as a Club Vice President and Chair of the Board of Directors Chapters Committee, and a member of the Club Executive Committee. All Regional Directors and all Chapter Chairs are members of the Board of Directors Chapters Committee.

3. Regional Directors are usually selected because they have an extensive knowledge of the chapters in their region and how they operate. Usually they are former chapter chairs of a chapter in their region. At the present time all five Regional Directors are former chapter chairs of a chapter in their region.

4. Just like all members of the Board, Regional Directors are nominated by the Club Nominating Committee to serve a term of office of two years. They are elected by the Club membership, usually by the single vote of the Club Secretary at the Club Annual Meeting. They can be renominated for two additional terms. Generally, Directors serve a total of 6 years on the Board, unless they resign.

5. Regional Directors have the same responsibilities as other Directors, and they serve on the Club's standing committees as appointed by the President. They are the only Directors who are members of the Chapters Committee. The current Mid-Atlantic Regional Director also serves on the Conservation Programs Committee and the Outdoor Leadership Development Committee (a Task Force of the Board).

6. The Board of Directors makes the policy decisions that determine how the Club operates. Each Regional Director brings the characteristics, opinions and nature of their Chapters into those discussions so that they can influence those policy decisions. The New York-North Jersey Chapter is unique in several ways and the Regional Director is the only avenue for making the Board aware of how a policy may affect the Chapter or be interpreted by the Chapter members. For example; The NY-NoJ Chapter:
   1. Is the largest chapter not co-located with the Club Headquarters
   2. Is the only chapter with a chapter office
   3. Is the only chapter with an employee.
   4. Has the only pocket-size schedule booklet separate from their newsletter.
   5. Has the highest number of activities per member of any chapter.
   6. Has the highest percentage of members without a personal vehicle.
   7. Has the highest incidence of "Show-&-Go" activities of any chapter.
   8. Is the first and oldest chapter
   9. Is the only chapter that makes none of their activity/service committee chairs a member of the Executive Committee as a part of their job.

A. Braley, Mid-Atlantic Regional Director March 15, 2000

1. The New York-North Jersey Chapter's Office Manager is an AMC staff member whose salary is paid by the Chapter.

2. Staffs the office. The office is staffed on rather flexible hours, usually Tuesday, Thursday and Friday, 10:00 AM - 5:30 PM. Messages can be left by phone any time. 212-986-1430

3. The Chapter Office Manager assists the Chapter in the following ways:
   1. Provides information to the general public about the AMC in general and in the New York/New Jersey area. This is done by both mailings and public appearances.
   2. Answers members' questions regarding activities, policies, and other matters.
   3. Orders supplies and AMC stationery as needed and provides same to Committee Chairs on request.
   4. Maintains current addresses and telephone numbers of NY-NoJ Chapter members as provided from the data base kept by the Club in Boston.
   5. Sends out membership applications, as well as Chapter and Club brochures.
   6. Sends out duplicate Activity Schedules and Newsletters and provides new mem bers with schedules and other information on Club activities. Also maintains a limited over-the-counter sales operation providing AMC patches, car decals and some books and trail maps.

4. Receives monthly a NY-NoJ Chapter figure representing the number of members affiliated with the Chapter.

5. Places orders for mailing labels and corresponding lists, excluding the Executive List for newsletters and schedules.

6. Maintains the schedule of office use for Chapter and/or Committee related meetings.

7. Administers committee use of the office equipment:
   Projectors and Screen, Personal Computers, Postage Meter - Report usage for proper billing, Copier & Fax Machine.