PRF to move Webmaster from A director to an Assistant was submitted July 26th….it is in circulation: (some formatting is lost)
W.E.G.C. POLICY REQUEST FORM
Creation, Amendment, Appendment Policies & Procedures
Save and email filled-out form request to [email protected] -at least 14 days prior to bod consideration. This will then be distributed to all Board Members, Policy & Procedure Committee members for review and input.
Shift Web Master from a Director to an Assistant
DATE 19 July 2022
ADDENDUM
AMENDMENT xx
NEW
WHO
1. SPONSOR(S) OF THIS- Jim Ralston, Webmaster 2022
2. PERSON(S) AFFECTED BY THIS- Entire Club
WHAT
1. SPECIFICS AND GOALS- Change Webmaster from Director to Assistant to President
WHERE
1. AREAS AFFECTED (GEOGRAPHY & OTHER)- Club website
WHEN
1. DATE(S) EFFECTIVE-
1 JAN 2023 if no Webmaster elected; else, eliminate from 2024 ballot and make effective 1 JAN 2024
WHY
PURPOSE / JUSTIFICATION-
1. While requiring considerable time and dedicated effort, from an organizational perspective the webmaster role has duties and responsibilities more similar to those of the Newsletter Editor than any of the other Directors. This is clearly seen in section 5 of Policies and Procedures.
2. The Newsletter Editor Assistant reports to the President. The Webmaster will report similarly.
3. The Webmaster will be removed from Board voting/decision-making and can therefore be as neutral as possible when performing the role.
HOW & Suggested Policy Language:
1. STEPS NEEDED TO COMPLETE AND MAINTAIN-
A 2/3rd’s Board Approval of the following changes to Policies and Procedures Manual:
A. Renumber “5.0.4.7 Additional Assistants,” to “5.0.4.8 Additional Assistants”
B. Add “5.0.4.7 Webmaster – The Webmaster shall be responsible for operating and maintaining the Club’s website as directed by the Board. The Club website along with the Club newsletter shall be the principal means of communication with the membership.”
C. Obsolete section 5.6 Webmaster: deleted.
Current:
5.6 Web Master
The Web Master shall be responsible for operating and maintaining the Club’s website as directed by the Board. The Club website along with the Club newsletter shall be the principal means of communication with the membership.
and
5.0.4.6 Gun Show Assistant. The Gun Show Assistant shall be an Assistant to the Vice President and responsible for organizing an official presence and volunteers to promote membership in the Club at local gun shows and other events as directed by the Board.
5.0.4.7 Additional Assistants. Additional assistants may be appointed by a 2/3 majority vote of the Board of Directors as needed.
Proposed:
5.6 Web Master
The Web Master shall be responsible for operating and maintaining the Club’s website as directed by the Board. The Club website along with the Club newsletter shall be the principal means of communication with the membership.
and
5.0.4.6 Gun Show Assistant. The Gun Show Assistant shall be an Assistant to the Vice President and responsible for organizing an official presence and volunteers to promote membership in the Club at local gun shows and other events as directed by the Board.
5.0.4.7 The Web Master Assistant. The Web Master Assistant shall be an Assistant to the President and responsible for operating and maintaining the Club’s website as directed by the Board. The Club website along with the Club newsletter shall be the principal means of communication with the membership.
5.0.4.7 8 Additional Assistants. Additional assistants may be appointed by a 2/3 majority vote of the Board of Directors as needed.
———————————————————————
COMMENTS & additional INPUT INCLUDING those reviewing this document:
Policy & Procedure Committee reviewed this proposal, which has been discussed amongst the Board previously, and found it permissible. Article 5.3, in the second sentence states: “A reduction of authorized number of Directors shall not result in any Director being removed …before his or her term expires.”
Thus, should this PRF be adopted, any write-in candidate for the Web Master Director position would not have begun a term (prior to the Annual Meeting in January). A write–in would become moot.
PnP recommends adoption at 19 July 2022 meeting 3-0-0.
MINUTES for 19 July 2022 meeting
POLICY AND PROCEDURE COMMITTEE
Tuesday 19 July 2022 e-meeting
CALL TO ORDER: 6:05 p.m.
Committee Members: Chairman Frank Hubel; David Garvin, VP; Jim Ralston, Webmaster; Norman Sayeg, Secretary; Chuck Herron.
PRESENT: Frank, Jim & Chuck
ABSENT: David, Norman
AGENDA: Additions or changes? none
MEETING MINUTES Approval: Past minutes? no action
OLD BUSINESS:
(way point 1810 hrs)
1. Start to develop what needs to be done for e-meetings to comply with Corp Code. Last night Terry said his next BL committee meeting will be June 2023????? So, that lets us have first word. We will have to decide what the club wishes (a major decision that may need Member input), then develop the words. I believe member meeting should be in person except for extreme emergency, not because it is too far to drive. This has been an issue most of this year and some have said it is too fare to drive for them.
The committee agreed the development of policy and BL changes will be a major effort and the direction should be e-meetings should be reserved for declared emergencies (emergency declarations by government) and not simple personal desires. It is recognized that a combination of By Law Changes and implementing policy changes will be necessary. As a joint effort with BL Cmty, PnP will start with identifying areas needing work, research Corp & Roberts Rules as well as …….Law Group’s paper. A review of hard and soft ware needs will be made for support purposes. Chair will start the straw man for the committee.
2. Take a solid look at strengthening PnP in area of media relations and use of wegc for filming etc.Triggered by Arron’s filming for display at Turner’s.
The committee agreed the last effort (tabled 2019) should be revisited. We also believe filming on campus is a concern, although not necessarily to be dissuaded, but WEGC needs to be aware of activities.
NEW BUSINESS:
(way point 1830 hrs)
1. deal with a PRF to remove the position of Webmaster on the BoD and make it a standing assistant position supported by a contractor. (BoD discussion 12JUly2022).
Jim will review the draft and submit prior to 29July (policy@wegc not working yet, so bod & individuals).
Frank will research elimination of a director, and see if sitting is in there. If not it could be done even if a write in shows up on the ballot……that winner would not be seated until Annual Meeting.
2. Terry wishes to save money of the News Letter. I suggest to use the competitive bid process, not reduce member information. The news letter is a member benefit, and if anything should be sent to all members. Otherwise there becomes a need for many letters to membership to pass out information.
The committee does not support the concern (not yet a PRF) because when dues were lower it was considered a portion of the dues monies were to provide a news letter to all members. Dues are now higher (and so is cost), but a News Letter is a member benefit. Cancelling will require at least a half dozen special mailings.
Jim brought up the simple fact the mailing list is controlled by Treasurer through Cobie, only those who have signed up for web are on email list, and a number of directors have not signed up. (There does not exist a method to vet the email list for membership status!)
3. If funds are a concern, why is WEGC subsidizing another 501 (c) 7 business?
Committee does not believe it is in WEGC fiduciary interest to subsidize another 501 (c) 7. They should pay $200 per bay & 1/2 of their entry fee (sign up fee) charged for event. Rt 66 charges $30/ea for 2 hr bay rental & Rahaugies is $50/per
NEXT MEETING: August 16, 2022 1800 hrs
(way point 1900 hrs)
PRF to move Webmaster from A director to an Assistant was submitted July 26th….it is in circulation: (some formatting is lost)
W.E.G.C. POLICY REQUEST FORM
Creation, Amendment, Appendment Policies & Procedures
Save and email filled-out form request to [email protected] -at least 14 days prior to bod consideration. This will then be distributed to all Board Members, Policy & Procedure Committee members for review and input.
Shift Web Master from a Director to an Assistant
DATE 19 July 2022
ADDENDUM
AMENDMENT xx
NEW
WHO
1. SPONSOR(S) OF THIS- Jim Ralston, Webmaster 2022
2. PERSON(S) AFFECTED BY THIS- Entire Club
WHAT
1. SPECIFICS AND GOALS- Change Webmaster from Director to Assistant to President
WHERE
1. AREAS AFFECTED (GEOGRAPHY & OTHER)- Club website
WHEN
1. DATE(S) EFFECTIVE-
1 JAN 2023 if no Webmaster elected; else, eliminate from 2024 ballot and make effective 1 JAN 2024
WHY
PURPOSE / JUSTIFICATION-
1. While requiring considerable time and dedicated effort, from an organizational perspective the webmaster role has duties and responsibilities more similar to those of the Newsletter Editor than any of the other Directors. This is clearly seen in section 5 of Policies and Procedures.
2. The Newsletter Editor Assistant reports to the President. The Webmaster will report similarly.
3. The Webmaster will be removed from Board voting/decision-making and can therefore be as neutral as possible when performing the role.
HOW & Suggested Policy Language:
1. STEPS NEEDED TO COMPLETE AND MAINTAIN-
A 2/3rd’s Board Approval of the following changes to Policies and Procedures Manual:
A. Renumber “5.0.4.7 Additional Assistants,” to “5.0.4.8 Additional Assistants”
B. Add “5.0.4.7 Webmaster – The Webmaster shall be responsible for operating and maintaining the Club’s website as directed by the Board. The Club website along with the Club newsletter shall be the principal means of communication with the membership.”
C. Obsolete section 5.6 Webmaster: deleted.
Current:
5.6 Web Master
The Web Master shall be responsible for operating and maintaining the Club’s website as directed by the Board. The Club website along with the Club newsletter shall be the principal means of communication with the membership.
and
5.0.4.6 Gun Show Assistant. The Gun Show Assistant shall be an Assistant to the Vice President and responsible for organizing an official presence and volunteers to promote membership in the Club at local gun shows and other events as directed by the Board.
5.0.4.7 Additional Assistants. Additional assistants may be appointed by a 2/3 majority vote of the Board of Directors as needed.
Proposed:
5.6 Web Master
The Web Master shall be responsible for operating and maintaining the Club’s website as directed by the Board. The Club website along with the Club newsletter shall be the principal means of communication with the membership.
and
5.0.4.6 Gun Show Assistant. The Gun Show Assistant shall be an Assistant to the Vice President and responsible for organizing an official presence and volunteers to promote membership in the Club at local gun shows and other events as directed by the Board.
5.0.4.7 The Web Master Assistant. The Web Master Assistant shall be an Assistant to the President and responsible for operating and maintaining the Club’s website as directed by the Board. The Club website along with the Club newsletter shall be the principal means of communication with the membership.
5.0.4.7 8 Additional Assistants. Additional assistants may be appointed by a 2/3 majority vote of the Board of Directors as needed.
———————————————————————
COMMENTS & additional INPUT INCLUDING those reviewing this document:
Policy & Procedure Committee reviewed this proposal, which has been discussed amongst the Board previously, and found it permissible. Article 5.3, in the second sentence states: “A reduction of authorized number of Directors shall not result in any Director being removed …before his or her term expires.”
Thus, should this PRF be adopted, any write-in candidate for the Web Master Director position would not have begun a term (prior to the Annual Meeting in January). A write–in would become moot.
PnP recommends adoption at 19 July 2022 meeting 3-0-0.
MINUTES for 19 July 2022 meeting
POLICY AND PROCEDURE COMMITTEE
Tuesday 19 July 2022 e-meeting
CALL TO ORDER: 6:05 p.m.
Committee Members: Chairman Frank Hubel; David Garvin, VP; Jim Ralston, Webmaster; Norman Sayeg, Secretary; Chuck Herron.
PRESENT: Frank, Jim & Chuck
ABSENT: David, Norman
AGENDA: Additions or changes? none
MEETING MINUTES Approval: Past minutes? no action
OLD BUSINESS:
(way point 1810 hrs)
1. Start to develop what needs to be done for e-meetings to comply with Corp Code. Last night Terry said his next BL committee meeting will be June 2023????? So, that lets us have first word. We will have to decide what the club wishes (a major decision that may need Member input), then develop the words. I believe member meeting should be in person except for extreme emergency, not because it is too far to drive. This has been an issue most of this year and some have said it is too fare to drive for them.
The committee agreed the development of policy and BL changes will be a major effort and the direction should be e-meetings should be reserved for declared emergencies (emergency declarations by government) and not simple personal desires. It is recognized that a combination of By Law Changes and implementing policy changes will be necessary. As a joint effort with BL Cmty, PnP will start with identifying areas needing work, research Corp & Roberts Rules as well as …….Law Group’s paper. A review of hard and soft ware needs will be made for support purposes. Chair will start the straw man for the committee.
2. Take a solid look at strengthening PnP in area of media relations and use of wegc for filming etc.Triggered by Arron’s filming for display at Turner’s.
The committee agreed the last effort (tabled 2019) should be revisited. We also believe filming on campus is a concern, although not necessarily to be dissuaded, but WEGC needs to be aware of activities.
NEW BUSINESS:
(way point 1830 hrs)
1. deal with a PRF to remove the position of Webmaster on the BoD and make it a standing assistant position supported by a contractor. (BoD discussion 12JUly2022).
Jim will review the draft and submit prior to 29July (policy@wegc not working yet, so bod & individuals).
Frank will research elimination of a director, and see if sitting is in there. If not it could be done even if a write in shows up on the ballot……that winner would not be seated until Annual Meeting.
2. Terry wishes to save money of the News Letter. I suggest to use the competitive bid process, not reduce member information. The news letter is a member benefit, and if anything should be sent to all members. Otherwise there becomes a need for many letters to membership to pass out information.
The committee does not support the concern (not yet a PRF) because when dues were lower it was considered a portion of the dues monies were to provide a news letter to all members. Dues are now higher (and so is cost), but a News Letter is a member benefit. Cancelling will require at least a half dozen special mailings.
Jim brought up the simple fact the mailing list is controlled by Treasurer through Cobie, only those who have signed up for web are on email list, and a number of directors have not signed up. (There does not exist a method to vet the email list for membership status!)
3. If funds are a concern, why is WEGC subsidizing another 501 (c) 7 business?
Committee does not believe it is in WEGC fiduciary interest to subsidize another 501 (c) 7. They should pay $200 per bay & 1/2 of their entry fee (sign up fee) charged for event. Rt 66 charges $30/ea for 2 hr bay rental & Rahaugies is $50/per
NEXT MEETING: August 16, 2022 1800 hrs
(way point 1900 hrs)
ADJOURN:
(way point 1905 hrs)
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