Blank Resolution Form for Memebers

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					                                  Standard Operating Procedures

                                      LOVE AIR RC CLUB
                                     AMA Sanctioned Club #2356




Revision         BOD Approval         Prepared by                  Notes
-                7-October-2009       MJ Klawin                    Initial Issue




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                                                             Table of Contents
ARTICLE 1:         PURPOSE ................................................................................................................. 3
ARTICLE 2:         ELECTIONS ............................................................................................................... 3
   A) Election process schedule ............................................................................................... 3
   B) Nominee Profiles ............................................................................................................... 3
ARTICLE 3:         FINANCIAL PRACTICES ............................................................................................... 4
   A) Club Accounts and Funds ................................................................................................ 4
   B) Definitions and Uses for Club Accounts and Funds: ..................................................... 4
   C) Annual Budget ................................................................................................................... 5
   D) Audit ................................................................................................................................... 5
   E) Periodic Review ................................................................................................................. 5
   F) Accounting Practices ........................................................................................................ 6
   G) Investment of Club monies: ............................................................................................. 7
   H) Positional Bonding ............................................................................................................ 7
ARTICLE 4:         EVENT MANAGEMENT ................................................................................................ 8
   A) Sanctioned events ............................................................................................................. 8
   B) Sponsorship levels for sanctioned events: .................................................................... 9
   C) Annual event planning workshop: ................................................................................... 9
   D) Event schedule changes................................................................................................... 9
ARTICLE 5:         MEMBERSHIP ............................................................................................................ 10
   A) Membership Fees: ............................................................................................................. 10
   B) Grievance Resolution........................................................................................................ 10
ARTICLE 6:         CLUB BUSINESS RECORDS ........................................................................................ 11
   A) Archival of annual documents ......................................................................................... 11
   B) Membership Voting ........................................................................................................... 11
ARTICLE 7:         CLUB ASSET MANAGEMENT ....................................................................................... 11
   A) Responsibility .................................................................................................................... 11
   B) Asset Inventory ................................................................................................................. 11
   C) Annual update of Asset Inventory ................................................................................... 11


                                                               Index of Tables
Table 1: Election Activity and Timing .............................................................................................3
Table 2: Event Size Definitions ......................................................................................................8
Table 3: Standard Dues Schedule ...............................................................................................10
Table 4: 1st Year Dues Schedule .................................................................................................10



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Article 1:       PURPOSE
       These Rules provide overall guidance for the day-to-day operations of Love-Air RC Club, Inc.
       herein referred to as the “Club”. The Academy of Model Aeronautics (AMA) sanctions the
       Club, which is a 501c3 organization that works to foster and maintain the hobby/sport of aero
       modeling. The Club is incorporated as a non-profit in the state of Colorado (19881003322
       DNC).

Article 2:       ELECTIONS
  A) ELECTION PROCESS SCHEDULE
  Activity                                  Timing                              Responsible Position
  Upcoming-Nomination Announcement          Sep         Club Meeting            President
  Call for Nominations                      Oct         Club Meeting            President
  Collect Nominee Profiles                  Oct         End of Month            President
  Review Nominee Profiles                   Nov         BOD Meeting             President
  Publish Nominee Profiles                  Nov         Prior to Club Meeting   Newsletter Editor
  Elections and Results                     Nov         Club Meeting            Secretary
  Transition Meeting                        Dec         BOD Meeting             President
                                Table 1: Election Activity and Timing


  B) NOMINEE PROFILES
Profile nominees in November newsletter or special edition.
Contents are at the discretion of the nominee.
President and Newsletter Editor review profiles to assure contents represent the club and nominee in
most positive perspective.




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Article 3:       FINANCIAL PRACTICES
  A) CLUB ACCOUNTS AND FUNDS
These procedures are drafted to provide clarity as to how monies that the Club receives should be
used and distributed to various funds to further the interests of Love Air RC Club, Inc.

The separate funds of the Club should be:
General Business Account
Field Relocation Fund
Raffle Account
Field Escrow Fund

Other Funds may be created as needed.
  B) DEFINITIONS AND USES FOR CLUB ACCOUNTS AND FUNDS:
     1) GENERAL BUSINESS ACCOUNT (EXISTING CHECKING ACCOUNT)
        The General Business Account should be maintained to conduct the day-to-day financial
        transactions of the club. This fund should accept all annual dues from the members and
        other funds accrued by the club.

        At the recommendation of the Board of Directors, and with the majority approval of those
        members present at a regularly scheduled meeting, the Club may decide to transfer money
        into this fund from other club accounts.

        To obtain more favorable rates of return, the Board of Directors may decide to invest or
        reinvest any Club money into: Certificate of Deposit, Money Market, or other appropriate low
        risk instruments.

        Revenue sources: Dues, events, interest, and miscellaneous.

     2) FIELD RELOCATION FUND
        The Field Relocation Fund should be maintained to facilitate the establishment of a new flying
        site should the current site become unavailable for the Club’s use and purposes.

        The Field Relocation Fund can also be used for major improvements to the Love Air RC
        flying site that cannot be accommodated with available money from the General Business
        Account. Major improvements are defined as any exceeding $7,500.

        This Fund should be the repository of the one-time runway assessment paid by all new
        members. This fund should also be the repository of a minimum of 25% of all proceeds from
        special events when such events net more than $1000. At the recommendation of the Board
        of Directors, the Club may decide to transfer moneys into this fund from other club accounts
        with the approval of those members present at a regularly scheduled meeting.

        Revenue sources: One-time assessment fees, event income (25%), interest and transfers
        from the general business account.

     3) RAFFLE ACCOUNT (EXISTING CHECKING ACCOUNT)
        Any proceeds from raffles should be first deposited in the Raffle Account. All expenses
        related to raffles should be made from this account. After all raffle specific activity has been
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        accounted for and reported to the membership (e.g., min 30 days) funds may be transferred
        from the raffle account to the General Business Account for general use or investment.

     4) FIELD ESCROW FUND
        The Field Escrow Fund is a requirement of the Club’s current lease. This money is held in a
        bank account and is intended for restoring the flying site to its original state as required by the
        terms of the lease.

        Revenue sources: Interest and transfers from the general business account as
        recommended by the board of directors.
  C) ANNUAL BUDGET
The Club President in conjunction with the Board and the Treasurer should prepare an annual budget
for presentation and approval to the membership at the regular meeting held in February. Once
approved, the budget should become the basis for spending authority for the Board and the
Treasurer. The Treasurer can reimburse individuals for items already included in the budget.

Expense for items not already in the budget should be approved per Article VII, Section 3 of the Club
Bylaws prior to being incurred.
  D) AUDIT
The treasurer and/or the Board of Directors should cause to have an audit conducted of the previous
year’s financial transactions. If a Treasurer steps down during his/her term, a review should be done
at that time to establish a clear starting point for the new Treasurer. The audit may be conducted by
a qualified individual familiar with accounting standards and practices or by a small group of members
appointed by the President.

The Audit Report should be presented to the Board and to the Club at the first regular Club meeting
after the report is complete.
  E) PERIODIC REVIEW
Given the amount of funds associated with the Club, a midyear review of the Club accounts should be
made. This can be done by either a non-member accounting expert or by an Ad Hoc committee of
the club.

A good financial review/audit should test to determine if all established procedures are being followed
and that the Club assets are properly safeguarded. The review should be followed with a written
report of findings, whether favorable or unfavorable.

For any unfavorable findings, the reviewer/auditor should follow up within a reasonable time to ensure
that procedures have been corrected. If the review determines any misconduct, the Board should
take immediate steps to protect Club assets. The following is a suggested list of review/audit
procedures.

     1) CHECK TO CONFIRM BANK RECORDS ARE RECONCILED REGULARLY AND TIMELY
     2) CHECK TO CONFIRM TREASURER REPORTS AGREE TO ACTUAL BANK BALANCES PER THE BANK
        RECORDS

     3) CHECK TO CONFIRM THAT REIMBURSEMENTS ARE EVIDENCED BY RECEIPTS
     4) IF FINANCIAL REPORTING IS PROVIDED FOR AN EVENT, MAKE SURE SHARED EXPENSES ARE NOT
        ‘COUNTED’ TOWARD MULTIPLE EVENTS

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     5) CONFIRM THAT NO INDIVIDUAL HAS SIGNED A REIMBURSEMENT CHECK FOR EXPENSES THEY
          INCURRED PERSONALLY

     6) CONFIRM THAT THE AMOUNT OF PURCHASED CD’S AGREES WITH ACCOUNT WITHDRAWALS
     7) CONFIRM THAT THE AMOUNT OF CD’S THAT ARE CONVERTED TO CASH AGREE WITH ACCOUNT
        DEPOSITS AND THAT THE BOARD HAS AUTHORIZED THIS TRANSACTION

     8) CONFIRM THAT ALL WITHDRAWALS OF CASH ARE ACCOMPANIED BY A RECEIPT FROM THE RECIPIENT
          OF THE CASH AND THAT THE PURPOSE FOR THE CASH WITHDRAWAL IS APPROVED AND DOCUMENTED

     9)    CONFIRM THE FINANCIAL ACCOUNTING STRUCTURE ESTABLISHED IN THE ELECTRONIC FINANCIAL FILES
          [E.G., QUICKBOOKS] IS WELL DOCUMENTED AND UNDERSTOOD BY MEMEBERS OF THE BOARD OF
          DIRECTORS.
     10) CONFIRM THE TREASURER IS PRACTICING SOUND DATA FILE PROTECTION METHODS TO ENSURE DATA
       IS RETAINED IN MULTIPLE AND SEPARATE LOCATIONS.

  F) ACCOUNTING PRACTICES
     1) MAINTENANCE OF RECORDS
          A well-organized set of records with receipts tracked specifically to the bank accounts from
          which expenses were paid is recommended for clear tracking of financial activity. Using
          electronic accounting software [e.g., QuickBooks] to document financial transactions
          (expenditures, deposits, transfers, etc.) is preferable to doing manual entries in a small check
          register. This should provide a legible, detailed tracking of activity. The manual check
          register can be used for convenience of tracking at the time checks are written, and
          information should be promptly transferred to an electronic record keeping system and form
          the basis for reconciliation to bank statements.

          Receipts, bank statements, bank reconciliations, investment and earnings statements,
          deposit records and all other detailed documentation associated with financial activity should
          be kept for a minimum of 7 years. The Treasurer should dispose of financial records older
          than 7 years.

     2) PETTY CASH
          When cash funds are needed for activities of the Club, some form of signed receipt or other
          documentation should be obtained from the recipient of that cash along with a statement that
          he/she agrees to be responsible for returning the full amount of the cash or for returning
          receipts and cash that total the amount of the withdrawal.

     3) REIMBURSEMENTS
          In general, original receipts should be required for all reimbursements for legitimate
          expenses. Copies of receipts should not be accepted. Care should be taken to insure that
          the amount reimbursed agrees with the receipt.

          Receipts should clearly indicate the event, activity or general business item, check number
          and date and check amount written on them. Alternatively, a small form with blank fields for
          event/activity, amount, check number and date should be attached to the receipt.

          In those rare cases where receipts are lost or unavailable, the Club should reimburse up to
          $50.00 provided that the member provides a signed, dated, written statement attesting that
          the expenditure was made for Club business. The item/service purchased should be verified


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        by physical inspection or other reasonable means. If any one individual seems to habitually
        lose receipts, determine whether it is prudent to continue to make reimbursements.

        Any expenditure incurred on behalf of Love Air R/C by the Treasurer or other authorized
        check signer should be reimbursed by check signed by another authorized signatory of that
        account regardless of the dollar amount of the expenditures (i.e., no individual should write a
        check to reimburse themselves for any purchase made with personal funds). Alternatively,
        the Treasurer should make payment using a Club check and file the original receipt with the
        financial documentation.

  G) INVESTMENT OF CLUB MONIES:
Treasurer should strive to maximize return on any club funds. Accordingly, with the approval of the
Board, the Treasurer may invest club funds in “safe” instruments such as certificates of deposit.
These investments should be “rolled over when they mature to maximize return.

The majority of club’s funds (e.g. the Field Relocation Fund) are held in CDs. At the recommendation
of the Board and approval by a majority of those voting at a regular club meeting, such instruments
may be liquidated to provide cash to meet the goals of the club.

  H) POSITIONAL BONDING
Positional bonding for the President and Treasurer should be established. This should provide
another level of financial protection for financial assets.




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Article 4:        EVENT MANAGEMENT
  A) SANCTIONED EVENTS
Each AMA sanctioned event should have a Contest Director [CD] and an Event Director [ED]
designated. A member of the Board of Directors should participate as CD, ED, or committee member
to serve as liaison between the Board and the event planning committee.

     1) EVENT DIRECTOR
        The ED can be any active member in good standing.

        The ED should:
            Submit a budget in advance in support of the Annual Budget presentation per
             requirements of Article 3:C) Annual Budget.
            Conduct planning meetings as necessary
            Complete an evaluation form after the event has concluded.
            Update the budget spreadsheet to show actual expenses and revenue

     2) CONTEST DIRECTOR
        The CD can be any active member who is:
            In good standing with LARC

        AND either

                 Possess AMA CD qualification
                 Is in process of obtaining AMA CD qualification

        The CD should:
            Establish and communicate flight safety rules for flight line activities.
            Handle pilot pre-registration
            Obtain AMA sanction
            Run the event

Financial targets for sanctioned events:

             Event Size            Net Financial Result             Typical Pilot Participation
             Small                 $0 to $250                       Less than 25

             Medium                $0 to $1000                      25 to 75

             Large                 Greater than $1000               More than 75
                                      Table 2: Event Size Definitions




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  B) SPONSORSHIP LEVELS FOR SANCTIONED EVENTS:
Sponsorship levels for Love-Air club sanctioned and funded events: (In cash, merchandise or
services)

       Platinum     $1000 or more
       Gold         $500 - $999
       Silver       $200 - $499
       Bronze       under $200

In general, the club should avoid exclusive sponsorships.
  C) ANNUAL EVENT PLANNING WORKSHOP:
Planning workshop in lieu of December meeting with main purpose of:
Quick review of the sanctioned events hosted by the Club
Draft a preliminary events calendar for the coming year
Provide a smooth transition to the incoming officers
  D) EVENT SCHEDULE CHANGES
Changes to event schedules [Event type, date, rain date, etc.] should require membership vote prior
to adoption of the proposed change. The vote may be obtained at the next regularly scheduled club
meeting or in urgent circumstances; the Event Director can request an electronic [e.g., email, survey
website] poll be conducted.




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Article 5:       MEMBERSHIP
    A) MEMBERSHIP FEES:
Membership year runs from July 1st to June 30th

                                                 Adult         Junior         Family
                    Annual Dues                  $60           $20            $80
                    Runway Assessment*           $75           -0-            $75
                                   Table 3: Standard Dues Schedule
*   Only paid once per lifetime. Junior members who become independent are required to pay the
    Runway Assessment.


First-time members should have their dues prorated if they join after Sep. 1st per the following
schedule:

                              Timing           Adult     Junior   Family **
                              Jul-Aug-Sep      $60       Free     $60
                              Oct-Nov-Dec      $45       Free     $45
                              Jan-Feb-Mar      $30       Free     $30
                              Apr-May-Jun      $15       Free     $15
                                    Table 4: 1st Year Dues Schedule
** Family dues for 1st year adjusted to include discount for Junior member.

    B) GRIEVANCE RESOLUTION
Upon receipt of a grievance, the Board of Directors has many choices to make before closing the
grievance. This section is not intended to duplicate the club’s Bylaws or the AMA Grievance
Resolution process. However it is intended to help the Board of Directors through the different steps
after a grievance is received.

       Let initiator know their grievance has been received and discuss any questions/clarifications
       Distribute the grievance [and any additional relevant facts] to the Board of Directors for their
        review/comment
       Let subject individual[s] know a grievance has been received and what steps are involved
       Check the facts from Initiator, subject individual[s], witnesses, and any others who may know
        more background/experiences.
       Convene special Board of Directors meeting[s] as required to provide timely disposition.
       Review if subject individual[s] have had prior complaints recorded [open or resolved].
       Determine if the complaint is impactful [e.g., safety to person, safety to many persons, club
        reputation, member mis-conduct, etc…]
       Decide response alternatives and conduct a vote of all Board members.
       Contact the subject individual[s] and present the results of the Board decision
       Contact the initiator to indicate the matter is closed.




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Article 6:       CLUB BUSINESS RECORDS
  A) ARCHIVAL OF ANNUAL DOCUMENTS
Consolidate and archive (scan) the year’s documents electronically
  B) MEMBERSHIP VOTING
Matters affecting the general membership should be put to vote. Some of the matters requiring a
general membership vote are:
    Election of officers
    Budget approval
    Event schedule
    Changes to Budget or Event schedule after initial approval.
    Other matters at the Board of Directors discretion.

The use of electronic voting was tried and member response was positive about this being a good
means to gather input from the general membership. As a result, the addition of electronic voting can
be used in addition to other means already established [e.g., club meetings, phone polls, etc…].
Electronic voting can be accomplished via email or e-survey.


Article 7:       CLUB ASSET MANAGEMENT
  A) RESPONSIBILITY
The Treasurer should be responsible for maintaining an asset inventory of significant-value club
properties. The inventory should be turned over to the incoming Treasurer during the December
Board of Directors Transition meeting.
  B) ASSET INVENTORY
Items of $250 value and greater should be recorded in the club asset inventory. The asset, value,
and location [name/address/phone# if possessed by a club member] are the minimum information for
each item.
  C) ANNUAL UPDATE OF ASSET INVENTORY
A new revised list of club assets should be made available for the Board each year for the May Board
of Directors meeting.




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