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

        All Chapter Committees have some common functions and activities. The guidelines below apply to most of the committees. Some of the following guidelines are more appropriate for some committees than others, but most of them apply to more than one committee.

COMMITTEE PURPOSE:

        To provide a specific function, activity, or service for the members of the Chapter.

TERMS OF OFFICE/SUCCESSION:

1. Committee Chairs are appointed by the Executive Committee, usually for a two year term.

2. One of the first obligations of a new Committee Chair is to develop a potential successor for the job. Several months in advance of leaving office, the outgoing Chair is encouraged to submit to the Executive Committee a recommendation for a successor and the individual's qualifications for appointment. (See Standard Operating Procedures for more information.)

3. Committee members should be rotated with members leaving the Committee in 2-4 years. For continuity, no more than 50% of the Committee members should be replaced each year. The Committee Chair may rescind the appointment of any committee member on their Committee at any time for any reason.

COMMITTEE MEMBERS:

1. The Chair
   1. General responsibilities
      1. It is the Chair's responsibility to see that the Committee's purpose is carried out according to general Club guidelines. Sometimes two people divide the Chair's job (co-chair), each responsible for certain areas. (See Standard Operating Procedures, page 21 for further details.)
      2. The Committee Chair represents their Committee to the Chapter and Club.
   2. Participation in Chapter/Club meetings and Communication
      1. Committee Chairs are encouraged to attend Chapter Executive Committee meetings and are sent the minutes of each meeting; however, they are NOT members of the Executive Committee. Committees are represented on the Executive Committee by an Executive Committee Member who represents several Committees and keeps the Committee Chair informed on how the issues being discussed at Chapter Executive Committee meetings affect the Committee.
      2. Committee Chairs are encouraged to attend Club-wide meetings to exchange ideas with Committee Chairs of other Chapters and are encouraged to attend Chapter events to develop a rapport with other Committee Chairs.
      3. Committee Chairs are encouraged to become aware of the activities of other organizations with similar goals and activities and to work with them to accomplish the shared goals.
      4. The Chapter requires each Committee to submit a short summary of the year's programs to the Chapter Secretary by mid-October for inclusion in the Annual Report which is distributed at the Annual Meeting.
      5. All Committee Chairs are expected to attend the semi-annual Committee Chairs meetings. Attendance at the Annual Dinner is encouraged for all Committee Chairs and members.
   3. The frequency, purpose and place of Committee meetings is determined by the Chair. It is suggested that the first meeting of the year be a joint meeting of the outgoing and incoming Committee members.

2. Secretary
   Each Committee should have a Secretary to record the Committee's activities. It is usually the job of the Secretary to:
   1. Seven to ten days prior to the next meeting, send the Committee members the minutes of the last meeting and the current meeting agenda and tell them of the time and place of the next meeting.
   2. Maintain complete file of Committee minutes and send the Chapter Archivist copies of anything that might be of interest for the Chapter Archives.
   3. Performs follow-up function on all pending items by using meeting Minutes or pre- meeting agendas.

3. Treasurer - Committee Funds
   Most Service Committees are primarily funded from general Chapter funds. A budget request must be submitted in September or October for the following year for approval by the Executive Committee. All expenses must be within the approved budget. Activity and Facility Committees are expected to be self-supporting and should appoint a Treasurer.
   1. Monies held by a Committee are limited to those required for Committee needs. The Committee Treasurer should consult with Chapter Treasurer as to the disposition of any excess.
   2. Where applicable, both a savings and a checking account should be established with three signatories for these accounts. It is suggested the signatories be the Committee Treasurer and the Committee Chair or another Committee member. A third signatorie must be from the AMC Boston Staff (currently Gary Walker).
          For auditing purposes, the Treasurer should be prepared to submit bankbooks and statements to the Club Financial Officer at the end of the year.
   3. Banks will require Chapter Identification Number to open an account and may require an Executive Committee resolution authorizing the account. The number and resolution can be obtained from the Chapter Treasurer.
   4. Committees should establish a yearly budget. If the Committee has any equipment, repairs and/or replacement costs should be considered when planning the budget.
      1. Trip or activity fees may be charged to members participating to cover committee overhead. If fees are assessed to participants, the leader must prepare a report itemizing the income and expenses and mail a copy to the Activity Chair within two weeks.
      2. A Committee short of funds can raise money through a special money-raising event or, failing that, review the financial picture with Chapter Treasurer. There are Club restrictions on fund raising - consult the Chapter Treasurer or Chair.

4. Other jobs that may be assigned to Committee members are:
   1. Activities: Scheduling, Preparation of write-ups for publication in the various schedules, Reporting of participation, Recording of individuals participating, Leader Procurement and Training, Equipment needs, Instruction, Safety, and Committee publications (newsletter).
   2. Liaisons: to Interchapter Meetings; to represent your Committee at the New Member Orientation Night and other Chapter events; to like activities in outside organizations.
   3. Any other job which the Chair feels is necessary.

PURCHASES AND EXPENSES:

1. State Sales Tax Exempt Forms are available for Chapter and or Club purchases in New Jersey and New York. The seller will require the official form. If copies of these forms with the Chapter's numbers are not in the Committee files, copies may be obtained from the Chapter Treasurer.
       The use of these forms will exempt Club purchases from New York and New Jersey State Sales Tax. For Club purchases in other states, contact that Chapter for their State's Sales Tax Exempt Form. This exemption is to be used only for items or services purchased for Club use.

2. Out-of-pocket expenses, such as postage, phone calls, mileage and tolls incurred for Committee business may be reimbursed from the Committee funds when properly documented.
       Note that many expenses incurred by individuals in support of Committee activities may be considered tax deductible contributions to the AMC. Some members may prefer to take these expenses as personal income tax deductions rather than be reimbursed.

3. Some expenses for Committee members' transportation to Club-wide meetings outside the New York area may be reimbursable from the Chapter treasury if they are authorized in advance by the Executive Committee.

PLANNING ACTIVITIES, EVENTS, AND FUNCTIONS:

1. When setting up the Committee schedule, try to avoid conflicts with annual Chapter and Club events, such as:
   • New Member Orientation Nights.
   • Club-Wide Gathering Weekends (Spring and Fall).
   • Chapter Annual Meeting - late January or early February
   • Club Annual meeting - February

2. Make certain that the Committee's schedule is submitted on time and in the format requested by the Schedule Chair. (See SCHEDULE for details). A printed copy and any computer diskette should be kept for reference.

3. When planning an event requiring scheduling cooperation from other committees, the Schedule Chair should be contacted well in advance of the Schedule deadline.

4. When planning an event or meeting for the Chapter office, the date should be reserved with the Chapter Office Manager.

RECORD KEEPING:

        Within two weeks after any trip or activity, the leaders are required to send to the Committee Chair a list of the names of the participants in the activity. This list will be used to determine the level of participation during the calendar year and the names, addresses and phone numbers may be kept in a data base which is used to distribute a Committee newsletter, to help identify potential leaders, and to update other Committee records.

TRIP LEADERS:

1. Since only AMC members may lead trips, the list of leaders should be periodically checked against the Chapter membership data base.

2. Leaders should be encouraged to identify trip participants who show leadership potential.

3. Be prepared to provide a substitute in the event of leader cancellation.

4. An experienced co-leader should be appointed to accompany first-time leaders on trip.

5. Develop list of leaders who are experienced and capable with a knowledge of:
   • First Aid
   • Route (trail or river)
   • Map and compass (where applicable)
   • Mechanics of group leading

6. Hold training sessions for potential leaders and encourage them to co-lead on a trip with experienced leaders.

EQUIPMENT:

1. If the Committee has its own equipment, an inventory should be kept with the following information for each item:
   • Description: manufacturer, model, year and serial number
   • Date of Purchase and Purchase Price
   • Estimated present value & replacement cost

2. The inventory should be up-dated yearly and a copy sent to the Club Director of Finance (Gary Walker) and/or Club Accounting Manager in January. They need this information for insurance itemization.

3. The equipment should be inspected frequently for breakage or maintenance needs and repairs.

PROBLEMS:

        Contact the Chapter Chair if the problem appears to have Chapter or Club-wide implications. (For further information on resolving problems, see Standard Operating Procedures.)

CLUB/CHAPTER AIDS AVAILABLE:

1. Mailing labels can be obtained from the Club office for a modest charge. They can be selected by Zip Code, date of joining, etc., but other information (such as an expression of interest in hiking, canoeing, etc.) is not in the data base. If you wish labels from the Club, make the request at least a month in advance of when you will require them and be very specific as to the selection criteria.

2. The Chapter office has available a copier, projector and screen, Personal Computer and postage meter (your Committee will be billed for this service). It is also possible to bulk mail (minimum of 200 pieces). For further information on these, consult the Chapter Office Manager.

SAFETY:

1. Report all accidents promptly in writing to the Chapter Chair. An accident should be reported:
   1. When it results in serious bodily injury or death.
   2. When it is an unusual event (lost hiker, altercation, etc.) that involves outside agencies (police, hospitals, emergency response or rescue, etc.)
   3. In the leader's opinion, it may have the potential of causing legal action against the Club. In this instance, the leader must report such event as soon as possible to the Chapter Chair and the Club Executive Director.

2. Trip leaders are covered under the Club's liability policy and they should be informed of that coverage.

3. Trip leaders are encouraged, and may be expected, to know:
   1. First Aid. Hold First Aid seminars with emphasis on the particular safety problems of your activity; for instance, hiking and canoeing - hypothermia.
   2. Mechanics of group leading. Trip leader checklist: i.e., weather, emergency procedures for incidents occurring at the beginning, middle or the end of trip, car shuttles, etc.

4. The Chapter believes that each person should be primarily responsible for any health problems. However, leaders should ask prior to the start of a trip if anyone has a health condition that he or she feels may be a problem. At their discretion, the leader can refuse to take the person on the trip. In any event, the leader should inform the person and the others on the trip that neither the leader nor anyone else is required to deal with another person's health condition and the individual must take responsibility for himself.

5. The Committee should develop the minimum requirements for a First Aid kit to be carried by trip leaders.