WMC Policies For Administration

Education
Endowment

1.

BOARD MEETING

1.1.

Board meetings are held at 7 PM on Wed after first Mon of each month (1/23)

1.1.1.

Unless needed more often or otherwise scheduled (3/86)

1.1.2.

Allows treasurer time for closing (8/23)

1.1.3.

Follow Roberts Rules of Order (8/23)

1.1.4.

Open to all members (8/23)

1.2.

Quorum requirement is 50% of voting board members (currently 10 minimum) (12/23)

1.3.

Presentation format

1.3.1.

Short: State what is proposed and action requested

1.3.2.

Long/complex: Add written proposal to agenda

1.4.

All mail will be opened before end of meeting (3/91)

1.5.

May be closed and off-record for sensitive legal, medical, and personal issues (8/23)

2.

BOARD GENERAL

2.1.

Term of office shall be for one year from March 1 to last day of February.

2.2.

All board members are expected to attend monthly meeting, report, and participate.

2.3.

Proxy voting by another board member is recommended (3/83)

2.4.

All documents created by the governing board, coordinators, trip organizers, and others performing club business considered historically important should be dated, including month, day, and year. (1/93)

2.5.

Documents considered historically important will be dated and preserved as hard copy in files and/or on website and/or UofU Marriott Library Special Collections.

2.6.

Mileage reimbursement for club business (rarely, for unusual circumstances) (12/14)

2.6.1.1.

Case by case and typically $0.35/mile

2.6.1.2.

Preapproved

2.6.1.3.

Soliciting Rambler ads is allowed up to 100 miles/month (2/90 5/00)

2.6.1.4.

Detailed mileage records provided

2.7.

Outgoing board members

2.7.1.

Provide keys and documents to incoming board members (3/89)

2.7.2.

Spend 2 hours min. reviewing position with incoming board members (3/94)

2.8.

Speaking on behalf of WMC

2.8.1.

President is primary contact

2.8.2.

Others only if authorized by board

2.8.3.

Directors may address their particular area

2.8.4.

Members clarify that they do not represent the WMC

2.8.5.

Refer to appropriate board member

2.9.

Directors submit detailed budget by April Board meeting for approval (4/97)

2.10.

Eligibility for President and Trustees

2.10.1.

For President and Trustees, have been a member for at least 5 years and have served on Board for at least 1 year.

2.10.2.

For other board positions, be a member.

2.11.

Composition

2.11.1.

Administration directors

2.11.2.

Activity directors

2.11.3.

Trustees

2.11.4.

Shared director positions have only one board vote

2.12.

Actions

2.12.1.

Conduct WMC business and manage financial affairs

2.12.2.

Form committees for research and recommended action

2.12.3.

Receive input from members

2.12.4.

Provide feedback to members

2.12.5.

Maintain WMC property and inventories

2.12.6.

Acknowledge new members (8/23)

2.12.7.

Update constitution (per Constitution XII), update bylaws (per Constitution VII 2 c) and update policies (by majority board quorum vote) (8/23)

2.12.8.

Provide input to Secretary for agenda (8/23)

2.13.

ACTIVITY DIRECTORS

2.13.1.

Are voting Board members

2.13.2.

See Activity Policy for more information

2.14.

HISTORIAN (8/23)

2.14.1.

Appointed by Board

2.14.2.

Collect & archive material of historical importance

2.14.3.

Record materials received and donated or loaned

2.14.4.

Select and donate materials to UofU Marriott Library Special Collections

2.14.5.

Meet with UofU to insure proper handling of donations

2.14.6.

Members may contact historian to donate/scan materials

2.14.7.

Report to board as necessary

2.14.8.

Coordinate Records Retention and disposition with Secretary

2.15.

INFORMATION TECHNOLOGY

2.15.1.

Manage & coordinate maintenance & development of website and email (98)

2.15.2.

Monitor, respond to or forward phone calls or emails

2.15.3.

Resolve design and programming errors

2.15.4.

Work can involve volunteers and paid contractors

2.15.5.

Periodically backup programs and data

2.15.6.

Assist in use of website

2.15.7.

Monitor website usage

2.15.8.

Monitor member posted content

2.15.9.

Develop programs to analyze data

2.15.10.

Maintain activity email lists

2.15.11.

Activity emails

2.15.11.1.

Relevant to activity

2.15.11.2.

Activities in email but not on calendar or Rambler are non-WMC events

2.15.11.3.

Selling or offensive language is not appropriate

2.15.11.4.

Offenders may be removed from access

2.15.12.

Submit annual office budget

2.16.

LODGE FOUNDATION LIAISON

2.16.1.1.

Lodge was sold to Brighton Ski Area in Oct 2023 and will no longer be referenced (12/23)

2.17.

MEMBERSHIP DIRECTOR

2.17.1.

Process new, renewal, and reinstatement membership applications

2.17.2.

Process mail received.

2.17.3.

Submit qualified applicants for board approval

2.17.4.

Notify members of expiring membership by email, letter, and postcard.

2.17.5.

Send welcome letter and information to new members who do not join via the website(1/01)(4/81)

2.17.6.

Provide Membership Guide updates to Secretary (1/01)

2.17.7.

Maintain membership database (1/97)

2.17.8.

Monitor returned Ramblers for mailing address changes.

2.17.9.

Review membership statistics at board meetings

2.17.10.

Coordinate with Life Member Liaison

2.17.11.

Membership Application Policies

2.17.11.1.

Dues $35 single, $50 couple, $20 student (under 30) for 12 months from start of membership (2/94) (10/01)

2.17.11.2.

Paper applications pay an extra $5 (8/23)

2.17.11.3.

Check or credit card payments only. Cash will be returned (3/80)(4/16)

2.17.11.4.

Payment included with application (11/80) (4/16)

2.17.11.5.

Includes signed General Release form (1/93)

2.17.11.6.

Contact information can be kept private (6/94)

2.17.12.

Life Membership Policies (4/16)

2.17.12.1.

Apply in writing documenting qualifications

2.17.12.2.

Membership totaling 25 years

2.17.12.3.

Significant interest in WMC affairs

2.17.12.4.

Two years on the board or service equivalent

2.17.12.5.

Approvals by life member liaison & board & general membership meeting

2.17.12.6.

Individual, not partnership recognition

2.17.12.7.

No dues or Rambler fee or periodic renewal

2.17.12.8.

May request free mailed copy of Rambler (4/16)

2.17.12.9.

Terminates on death or written request

2.18.

PRESIDENT

2.18.1.

Primary contact with government agencies and news/outdoor organizations

2.18.2.

Conduct meetings

2.18.3.

Monitor Endowed Scholarship Status

2.18.4.

Fill Director vacancies with Board approval

2.18.5.

Email “All” is reserved solely for the President

2.19.

PUBLICATIONS (RAMBLER)

2.19.1.

Compiling, editing, and publishing The Rambler

2.19.2.

Submission deadline is 10th of the month to be in the following month.

2.19.2.1.

Articles, trip reports, and photos accepted

2.19.2.2.

Email to rambler

2.19.2.3.

Submit on WMC website. (IT Director will forward to editor)

2.19.3.

Manage budget

2.19.4.

Manage USPS account prepare USPS Form 3526 and publish in Nov Rambler

2.19.5.

Oversee Rambler Google Drive and email account

2.19.6.

Load Rambler to website and notify members (last day of preceding month)

2.19.7.

Advertising

2.19.7.1.

Accept ads consistent with WMC philosophy and purpose (05/04)

2.19.7.2.

Ads for partisan political races are not accepted (05/04)

2.19.7.3.

Ad placement at editor’s discretion (10/91)

2.19.7.4.

Set advertising rates with board input

2.19.7.5.

Members may advertise outdoor items for sale at no charge

2.19.7.6.

Political ads for environmental/recreational issues are accepted (10/86)

2.19.8.

Editing

2.19.8.1.

Hold articles if necessary for Rambler size

2.19.8.2.

Discuss major changes to article with author

2.19.9.

Printed on recycled paper (11/91)

2.19.10.

Direct mail to some outdoor recreation clubs, retailers, and libraries.

2.19.11.

Deliver extra copies to local outdoor retailer racks

2.19.12.

Members may choose whether to receive Rambler hard copy or not

2.19.13.

Only director approved activities are published in Rambler Calendar

2.19.14.

Commercial activities will be published as an ad and paid for (3/94)

2.19.15.

Special mailings approved by both Editor and President

2.19.16.

Paper copies of Rambler to be saved and bound by Perfect Register

2.20.

PUBLIC RELATIONS (FORMERLY INFORMATION)

2.20.1.

Promote public awareness of WMC and their purpose

2.20.2.

Produce and distribute WMC information and activities information

2.20.3.

Update WMC brochure and other publications (1/01)

2.20.4.

Arrange media coverage

2.20.5.

Contact similar groups and organizations regarding WMC activities

2.20.6.

Monitor and respond to voicemail, email, and other correspondence (1/01)

2.20.7.

Participate in promotional events

2.20.8.

Provide free Rambler publicity for relevant activities/interests (11/10)

2.20.9.

Distribute Rambler to store and university racks (1/01)

2.20.10.

Post activities on social media such as Facebook, Meetup, Twitter

2.21.

SECRETARY

2.21.1.

Prepare minutes for board and general membership meetings (12/96)

2.21.2.

Prepare board meeting agenda with board input (12/96)

2.21.3.

Distribute agenda, minutes, and financial statements to board, trustees, coordinators, and website 10 days prior to meeting (12/96)

2.21.4.

Verify quorum at meetings

2.21.5.

Submit updated documents to IT director for website updates (4/16)

2.21.6.

Submit membership meeting minutes to Rambler and website(11/91)

2.21.7.

Maintain records of club business, correspondence, and minutes (2/92)

2.21.8.

Handles thank you notes and other correspondence not handled by board

2.21.9.

Coordinate Utah business license renewal annually in March with Treasurer

2.21.10.

Maintain and update official copies of

2.21.10.1.

Articles of Incorporation

2.21.10.2.

Constitution

2.21.10.3.

Bylaws (recorded word for word)

2.21.10.4.

Policies (updated at board meetings)

2.21.10.5.

Membership Guide

2.21.11.

Notify membership of changes to any of the above documents in February Rambler (1/93)(1/01)

2.21.12.

Coordinate records retention with Historian (12/23)

2.21.13.

Records Retention (12/23)

2.21.13.1.

Financial and tax records retained for 5 years (by Treasurer) (12/23)

2.21.13.2.

Membership records retained for 25 years (by Membership) (12/23)

2.21.13.2.1.

For lifetime membership verification

2.21.13.3.

Activity Releases submitted by organizers retained for 6 years (12/23)

2.21.13.4.

Meeting minutes retained forever (12/23)

2.22.

TREASURER

2.22.1.

Manages and coordinates financial affairs

2.22.2.

Performs monthly close and reconciliation

2.22.3.

Prepares and distributes monthly financial statements

2.22.3.1.

Balance Sheet

2.22.3.2.

Profit & Loss Budget vs Actual

2.22.3.3.

Statement of Cash Flow

2.22.3.4.

Check Approvals

2.22.3.5.

Transaction detail

2.22.4.

Prints, signs and submits checks for board approval and signatures

2.22.5.

Maintains financial books and annual plan according Federal Accounting Standards Board Generally Accepted Accounting Principles (FASB GAAP).

2.22.5.1.

Maintains chart of accounts

2.22.5.2.

Classifies all transactions per chart of account and board directive

2.22.5.3.

Prepares annual fiscal plan for board approval (Mar 1-Feb 30)

2.22.6.

Receives funds.

2.22.6.1.1.

Membership dues. Currently allocated to:

2.22.6.1.1.1.

75% General Operating Fund

2.22.6.1.1.1.1.

Office and operating costs

2.22.6.1.1.1.2.

Activity Expense Funds

2.22.6.1.1.1.3.

Rambler Publication

2.22.6.1.1.2.

10% Conservation

2.22.6.1.1.3.

10% Website Fund

2.22.6.1.1.4.

5% Education Endowment (12/23)

2.22.6.1.1.5.

Allocation is made at board discretion

2.22.6.1.2.

Extraordinary one-time Donations

2.22.6.1.2.1.

To General or Directed Fund

2.22.6.1.2.2.

Not tax deductible since WMC is a 501(c7)

2.22.6.1.3.

Extraordinary Activity Fund revenues

2.22.6.1.3.1.

Used to offset cost of activity/equipment.

2.22.6.1.3.2.

UofU Endowment Donations

2.22.6.1.3.3.

Typically Boating, Climbing, Social...

2.22.6.1.4.

Incomes shall have:

2.22.6.1.4.1.

Third-party expense receipt

2.22.6.1.4.2.

Completed form stating purpose/account category

2.22.6.1.4.3.

A check or EFT (no cash)

2.22.7.

Disburses funds. Expenses shall have:

2.22.7.1.1.

Board approval

2.22.7.1.2.

Prior trustee approval if over $1,000.

2.22.7.1.3.

Dual signers (president, treasurer or one trustee)

2.22.7.1.4.

Third-party expense receipt

2.22.7.1.5.

Completed form stating purpose/account category

2.22.7.1.6.

A check or EFT (no cash)

2.22.7.2.

Coordinate Utah business license renewal in March with Secretary

2.22.8.

Files and maintains tax records (Jan 1 to Dec 31)

2.22.8.1.

Federal 501(c7) N-900 income tax

2.22.8.2.

State income tax

2.22.8.3.

County City property tax

2.22.9.

Manages Bank Relations - Currently Wells Fargo

2.22.10.

Meets with trustees to conduct audit after annual closing

2.23.

TRUSTEES

2.23.1.

Four total

2.23.2.

Trustee Emeritus may be approved by board

2.23.3.

The four elected members serve staggered 4-year terms

2.23.4.

Approve expenditures over $1,000 by majority (8/23)

2.23.5.

Conduct annual financial audit

2.23.6.

Insure adherence to WMC Constitution, Bylaws and Policies

2.23.7.

Perform special projects

2.24.

VICE PRESIDENT

2.24.1.

Elected from board by the board (8/23)

2.24.2.

Assume role of president when necessary

3.

COORDINATORS (Additions by board vote)

3.1.

Nominated by director and approved by board for specific programs

3.2.

Coordinators do not have a vote on the Board

3.3.

Biking: Road and Mountain Biking (4/94)

3.4.

Boating: Canoeing, Equipment, Instruction, Kayaking, Rafting, Sailing

3.5.

Climbing: Canyoneering

3.6.

Conservation: Trail Planning (1/92)

3.7.

Hiking: Evening hikes, Trail Maintenance, Winter Hiking (4/16)

3.8.

Historian: Preservation

3.9.

Membership: Member Discount, Merchandise, Lifetime Members

3.10.

Public Relations: Social Media, Rambler Distribution

3.11.

Publication: Proof Reader, Distribution (6/92)

3.12.

Winter Sports: Nordic Skiing, Alpine Skiing, Snowshoeing (6/92)

4.

SECURITY/PRIVACY

4.1.

Office access for board members only

4.2.

Access to website hosting server only over secure communication

4.3.

WMC will not collect/store credit card info

4.4.

Website will use 3rd party website card processing

4.5.

If 3rd party card system breach, IT director will disable processing

4.6.

Photos submitted to Rambler, website or Facebook

4.6.1.

Should be of WMC activities

4.6.2.

May be used elsewhere

4.6.3.

Will be removed if inappropriate or offensive

4.7.

Member may choose to not have contact information published