Columbia Ski Club Activity Committee Authorities, Responsibilities and Duties

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1 Columbia Ski Club Activity Committee Authorities, Responsibilities and Duties Table of Contents 1.0 Introduction Roles, Responsibilities and Authorities Activity Chairperson Assistant Activity Chairperson Activity Committee Members Activity Committee Duties Coordinating, scheduling and publishing the activity calendar Periodic Activity Planning Meetings Scheduling Happy Hours and Dining Outs Scheduling Traditional Repeated Activities and Community Service Activities Scheduling Panzer House Concerts Updating the Web Activity List Publishing the Activity List Activity Sign-up Sheets Running the Activity Table at Monthly Meetings Promoting Activities Ensuring that activity policies are followed Un-Written Policies Updating activity policies and published Activity Guidelines Reporting activity status to the BoD monthly Budget... 7 April 2006 i

2 Columbia Ski Club Activity Committee Authorities, Responsibilities and Duties 1.0 Introduction The Activity Committee one of the standing committees of the Ski Club as defined in the club bylaws. The committee is run by the Activity Chairperson who is appointed by the President, with the approval of the Board of Directors (BoD). The Activity Committee supports the main goals of Columbia Ski Club, which are: 1. Sponsor and promote ski trips and a variety of year round recreational activities, functions, and events as are deemed appropriate by the Board of Directors, and which are in the best interests of its members. 2. Actively promote membership growth in the club and participation in its activities, and publish information regarding the club and its activities to members and prospective members. 3. Provide opportunities and encourage members to become more actively involved in running club activities to tap talents and abilities, and to better retain members. 4. Broaden the club's orientation where appropriate to better meet the recreational needs of members in special groups (e.g., families, snowboarders, etc.) 5. Actively promote the image of the club through publicity events and other activities deemed appropriate by the Board of Directors. To this end the Activity Committee is responsible for: o Coordinating, scheduling and publishing a year round calendar of recreational activities o Running the activities table at the monthly meeting o Encouraging members to lead and participate in diverse activities to meet the recreational needs of members o Actively promoting membership growth in the club by providing a program of diverse activities o Promoting the image of the club by running community service activities April 2006 Page 1

3 Columbia Ski Club Activity Committee Authorities, Responsibilities and Duties The Activity Committee is not responsible for running dances and crab feasts. These events are run by the Social Committee. The Activity committee coordinates with the Social Committee to schedule these events. 2.0 Roles, Responsibilities and Authorities 2.1 Activity Chairperson The Activity Chairperson is the leader of the Activity Committee and has the following responsibilities: o Ensuring the smooth operation of the activity committee o Conducting periodic activity planning meetings o Approving activities to be scheduled o Ensuring a program of diverse activities serving the recreational needs of the membership o Assisting activity leaders with activity policies, collecting money and submitting appropriate forms to the treasurer as needed. o Reporting activity committee status to the CSC BoD. o Working with the BoD, members and elected officers to develop activity policies as needed. o Updating activity policies and published Activity Guidelines Document. o Interpreting activity policies and ensuring that leaders are aware of policies. o Writing newsletter articles to promote activities. o Submitting an annual budget for the committee The Activity Chairperson has the following Authorities granted by the CSC Board of Directors: o Approve or disapprove activities for posting to the activity calendar and web site o Develop policies and procedures related to the activity committee o Select assistant Activity Chairpersons and committee members 2.2 Assistant Activity Chairperson The Activity Chair may request the assistance of a club member to act as the Assistant Activity Chairperson. The assistant is responsible for the following: o Attending periodic activity planning meetings to document the scheduled activities o Updating the CSC web site activity database o Printing Activity signup sheets and activity listings for each monthly meeting o Attending monthly meetings and assisting at the activity table o Acting on behalf of the Activity Chairperson in his/her absence. April 2006 Page 2

4 2.3 Activity Committee Members Typically there are few standing activity committee members. The periodic activity planning meetings are attended by any members who volunteer to lead an activity. There are many members that routinely lead activities and in fact they are a small percentage of the club membership at large. Activity leaders are responsible for planning and successfully leading club activities. 3.0 Activity Committee Duties In performance of these responsibilities the Activity Committee and Activity Chairperson perform the following: o Conducting periodic activity planning meetings to ensure a full activity calendar. o Coordinating the scheduling of activities to minimize potential conflicts. o Scheduling happy hours and dining outs on a monthly basis. o Soliciting members to lead happy hours and dining outs. o Updating the CSC web site activity database in a timely manner o Publishing the activity listing for the newsletter and monthly meeting o Producing the activity sign-up sheets for the monthly meeting. o Attending every monthly meeting to work at the activity table answering questions, collecting money, and announcing activities. o Assisting activity leaders with activity policies, collecting money and submitting appropriate forms to the treasurer as needed. o Promoting participation by general membership in leading and participating in activities. 3.1 Coordinating, scheduling and publishing the activity calendar Coordinating, scheduling and publishing the activity calendar is the primary mission of the Activity Committee. The following tasks are performed: o Conduct periodic activity planning meetings to ensure a full activity calendar. o Coordinate the scheduling of activities to minimize potential conflicts. o Schedule happy hours and dining outs on a monthly basis. o Solicit members to lead happy hours and dining outs. o Publish the activity listing for the newsletter, web page and monthly meeting o Produce the activity sign-up sheets for the monthly meeting Periodic Activity Planning Meetings We typically hold an activity planning meeting once every two or three months as needed. These are held at the chairperson s home and the chairperson provides refreshments and light snacks. The purpose of the meeting is to: o Discuss ideas and plans for future activities o Schedule the activities with the leaders to minimize scheduling conflicts o Assign research needed for advanced planning Several people submit activities via in lieu of attending the meeting. We also use MTS to solicit activity leaders and events. April 2006 Page 3

5 In the early Spring we hold a bike ride planning meeting to schedule bike rides for the season. In addition we hold a hike planning meeting to schedule hikes. Following each meeting we update the CSC web activity database Scheduling Happy Hours and Dining Outs Happy Hours have traditionally been scheduled as the Thursday before the monthly meeting. Dining Outs traditionally been scheduled as the Thursday after the monthly meeting We can have dining outs and happy hours at any time. Typically, we schedule happy hours and dining outs three months in advance to avoid a last minute rush and possible lack of a leader. We have been successful with soliciting for happy hour and dining out leaders using MTS Scheduling Traditional Repeated Activities and Community Service Activities There are several activities that have also been annual traditions: o Wine in the Woods in May o Maryland Wine Festival in September o Annual Tubing on Antietam Creek (or white water rafting) o Forth of July Camping At Gary s o Annual Bay Bridge Walk o Volunteer for Symphony of Lights on Christmas day. o Christmas in April o Adopted Road cleanup each quarter Scheduling Panzer House Concerts This is a reminder that the activity list needs to include the PHC activities. Typically the Panzers send an with the latest schedule. But it helps to occasionally view the PHC web page to reconcile and ensure that we have all of the concerts listed Updating the Web Activity List The Activity Committee maintains the activity web page via the database entry form and editing forms. Updates are made following activity committee meetings or receipt of activities via or other means. A login account and password must be obtained from the webmaster to update the database Publishing the Activity List The activity list is a document that lists the date and a brief activity description for each activity sorted by date. The activity descriptions should include the activity leader s contact information (name, phone # and/or address), meeting time and place, cost of the activity and any special notes (i.e. bring lunch, wear a bike helmet, etc.). The list must include an entry for each CSC monthly meeting. The activity list is due to the newsletter editor via by the 15 th of each month. April 2006 Page 4

6 Print a current copy of the activity list for the monthly meeting (starting the day after the meeting) and bring about Xerox copies to the meeting Activity Sign-up Sheets Use the Activity sign-up sheet template to create the sign-up sheets. The sign-up sheets include the activity title, date, leader, contact information and activity cost. Cross check the sheets with the activity list to ensure that a sheet exists for each activity. Traditionally activity sign-up sheets are printed on color paper of your choosing. Print and bring a few blank activity sign-up sheets to the meeting just in case a new sheet is needed. 3.2 Running the Activity Table at Monthly Meetings At the meeting, arrange the activity sheets on the table(s) by date and put out the Activity List copies for members to take. The chairperson and assistants sit at the activity table(s) to answer questions about planned activities and collect money as necessary. Typically two tables are needed to hold all of the sheets and additional information. Sometimes additional flyers for special activities are also placed on the table. At the monthly meeting, the chairperson presents a brief summary of upcoming activities and items of interest to club members with particular note for activities that need money collected that night. At the end of the meeting it is important to give the completed activity sign up sheets to the activity leaders if their activity is scheduled to occur before the next monthly meeting. Activity leaders usually collect money for the activities they are running (e.g., Theater, Toby s, ball games, etc.). They can sit at the activity table and collect. They (with help from us) have to fill out a Deposit of Funds to Treasury form and give it to the Treasurer with the checks/cash collected. 3.3 Promoting Activities Activities are promoted through publishing articles and advertisements in the club newsletter, via MTS, word of mouth, happy hours and dining outs. Activity leaders are encouraged to promote future activities during a current activity. Activity leaders are encouraged to write newsletter articles about their activity, especially if it is unique or involved an overnight trip. The Chairperson may also write newsletter articles to publish schedules (i.e., hiking schedule), encourage members to volunteer to lead activates, or advertise activities for example. 3.4 Ensuring that activity policies are followed Applicable policies are listed in the Guidelines for Activity Leaders Document which is maintained on the CSC web site. Below is a summary of applicable policies. 1. Bike helmets are mandatory on all CSC led bike rides. 2. We have an activity waiver form that non-members must sign when they participate in an activity. 3. Non-members may not participate in over night trips without signing a waiver. April 2006 Page 5

7 4. Activity leaders may add an extra non-member fee to the cost of an activity. 5. Activity leaders may compute the cost of an activity to include a comp for themselves. 6. Overnight activity trips must not be scheduled whereby they conflict with ski trips. 3.5 Un-Written Policies Over the years we have established several unwritten policies that were essentially passed by word of mouth from previous Activity Committee Chairpersons. These are documented below. CSC Activities and other clubs. Many members of CSC belong to other clubs such as Sierra Club or the Baltimore Bike Club. Occasionally activity leaders run activities that are multiple listed with more than one club participating. In this case we annotate the activity listing to include the phrase with Sierra Club. This practice is acceptable as long as the activity leader is a member of both clubs and is running the activity jointly. It is unacceptable for CSC members to front for an activity that is being led by a member of another club who is not a CSC member whereby the CSC member is using CSC resources (newsletter, web page and MTS) to advertise another club s activities. From time to time we may the Activity Chair may opt to use MTS to post an event or activity from another club that may be of interest to many of our club members. This includes events such as dances and picnics. Singles Club? The CSC is first and foremost a ski club. While many members are single, many married couples and families are also members. We must be sensitive to all members. Actives are always open to all members. We typically omit phrases such as For singles only on activity listings. We may use Singles encouraged to participate or something like that, but do not annotate activities as to marital status as a limiting factor. Charity? The club supports certain selected community service activities such as Maryland Public TV, Christmas in April, Support the Troops and Adopt-a-road. The club also supports, from time to time, a minimal set of charities such as Special Olympics. The club does not endorse any specific charity and in general refrains from advertising for charitable events. Occasionally a club member may volunteer to lead an event associated with a charity such as March of Dimes walks, Run for the Cure and other sports related events. We typically do not list religious or charitable events on the activity page. There are exceptions occasionally made to this unwritten policy. 3.6 Updating activity policies and published Activity Guidelines. All of the activity policies and guidelines are published on the CSC Web page. These documents, particularly the Activity Guidelines document, should be periodically reviewed and updated. We have submitted the Activity Guidelines to the BoD for review and approval. Occasionally the need arises for a new or revised policy. Typically the BoD will ask the Activity Committee to perform this task. April 2006 Page 6

8 3.7 Reporting activity status to the BoD monthly. The activity chair can periodically submit a status report to the BoD. As a goal the Activity Chair should send in a report monthly. The report summarizes the activities for the month, planning meetings held, any issues and expenses. 3.8 Budget The Activity Chair can submit an annual budget to the President. This budget can include expenses for paper, ink, light refreshments for activity planning meetings and other expenses as deemed necessary. The Activity chair or Assistant may submit a Request for Payment Voucher (per the Treasury Cash Disbursement Procedures) to the Treasurer to be reimbursed for expenses. April 2006 Page 7

9 Change History Date April 27, 2006 Change Made a few miscellaneous small spelling and other corrections per Tom Donohue. April 2006 Page 8

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