SENIORS OUTDOORS! PROCEDURE MANUAL

FOR BOARD MEMBERS AND OFFICERS

 

The following information includes descriptions of the role and responsibilities of the various officers of the Seniors Outdoors! organization. This information is intended to serve as a resource for current and future individuals who hold these positions. Each person holding his/her respective position is responsible for assuring the duties are accurate and current. Any updates are to be provided to the Board Secretary who will then update the master procedure manual for all officers. Only Board members have voting privileges. All committee chairs and volunteers are welcome to attend board meetings and provide input to the Board.

 

The positions include the following:

 

      Board Members:

 

1.      Co-Presidents (2)

2.      Secretary

3.      Treasurer

  1. Outings Committee Chair

 

Committees and Other Positions  

 

  1. Outings Committee
  2. Trip Equipment Coordinator
  3. Program Committee
  4. Hospitality Committee
  5. Circulation Committee
  6. Membership Chair
  7. Email Coordinator
  8. Webmaster
  9. Public Relations Coordinator

 

Co-Presidents:

  • Serves as member of the Board of Directors
  • Presides at meetings of Board and of Club, including preparing agenda for Board meetings and announcements for Club meetings
  • Represents Club to community
  • Oversees operation of Club, club records and information
  • Provides information and revisions as needed for the Member Information document, Procedures Manual and website
  • Writes checks from Club’s bank account in absence of Treasurer
  • Assumes other responsibilities as directed by Board
  • Assists all committees as needed
  • Manages any special projects as requested by Board
  • Conducts New Member Orientation sessions twice a year (Sep/Mar)

 

Secretary:

  • Serves as member of the Board of Directors
  • Drafts minutes of Board meetings and provides them to each Director for review. After Board  approval of meeting minutes, prepares final document for Club records
  • Maintains all pertinent Club documents in official records archive
  • Provides Webmaster with information about Board meetings for inclusion on website
  • Compiles and maintains records of final decisions made by Board
  • Documents decisions by Board on issues addressed outside meetings and maintains these in official records
  • Prepares other documents needed for Club activities
  • Assumes other responsibilities as directed by Board
  • Provides information and revisions as needed for the Member Information document, Procedures Manual, New Member Orientation outline and website
  • Provides Procedure Manual document to new Board/committee members electronically
  • Writes thank you letters to Club officers and members for special services
  • Maintains the secondary key to the Club’s Post Office Box and checks for mail

 

Treasurer:

  • Serves as member of the Board of Directors
  • Oversees the Club’s Treasury and bank account, including promptly paying Club bills in conjunction with others authorized to disperse Club funds.
  • Prepares and stewards annual budget with input from Committee chairs
  • Maintains appropriate financial records
  • Prepares monthly financial report for Board meetings
  • Assumes other responsibilities as directed by Board
  • Provides information and revisions as needed for the Member Information document and website

 

  • Maintains the primary key to the Club’s Post Office Box and checks for mail

 

Outings Committee Chair (information updated by Dorothy Bregar 9/29/10):

  • Serves as member of the Board of Directors
  • Chairs the Outings Committee
  • Consults with Club members for suggestions about outings and outings leaders, including reviewing the member Interest Surveys
  • Provides information and revisions as needed for the Member Information materials and website
  • Assumes other responsibilities as directed by the Board

 

Committees and Other Positions

 

I) Outings Committee (information updated by Dorothy Bregar 9/29/10)

 

The Outings Committee is responsible for producing the Outings Schedule four times per year.  The Schedule is published the weekend before the General Meetings in March, June, September, and December.  Committee Members contact the volunteer leaders during the month prior to the publishing date.  They then meet together about 10 days before the publishing date, (typically in late February, May, August, and November), to compile all the outings information onto a Calendar and to forward that information to the Outings Schedule Publisher.  The Outings Committee is comprised of the Outings Chair, who oversees the committee, the Outings Committee Members, who contact the leaders and gather and write up the trip information, and the Outings Schedule Publisher, who compiles all the information from the committee members and puts it into the final format prior to publication.

 

Procedures for Outings Committee Chair

 

1.  Attends quarterly Board meetings

 

2. Keeps the Leader Contact List Updated

 

            a. Adds new leaders using the information provided each month from the Membership Committee or other sources.

 

            b. Old leaders will remain on the list for the August/Fall Schedule contact.  When the list is updated for the December contact, the name of any Leader who is no longer a member, or who no longer wishes to lead outings, will be removed from the list at this time.  Leaders who are on the December contact list will remain on the list until the following December unless they have requested to be removed from the list. 

 

3. Keeps a list of potential committee members as provided by the Membership Committee.

 

4.  Emails new leaders to welcome them and provide information as to how the Outings Committee operates, how and when leaders are contacted and what information is needed from the leaders for the schedule.  The leaders should also be directed to the section for Trip Leaders and other Outings information on the website.

 

5.  Informs Committee members when to start contacting leaders for the next schedule and of the time, date and location of the next Outings Committee Meeting.

 

6.  Provides necessary information needed by the committee members such as updated Leader Lists, Carpool Cost, the formatted boxes and standards for typing up the information, hunting dates for when wearing orange is necessary, and any other relevant information.

 

7.  Oversees the quarterly Outings Committee meeting and provides Calendar pages for each member at the meeting to be used for assigning dates for the outings.

 

8.  Coordinates with the Schedule Publisher, Webmaster, and Circulation Chair to make sure they will be available at the time of publishing, and make other arrangements if necessary.

 

9.  Works closely with Committee Members and Schedule Publisher to make sure all changes and corrections are taken care of before the publishing date.

 

10.  Keeps on file the Outings Attendance Lists and visitor waivers for completed trips. These are used to determine number of outings participants and to find future leaders.  The Chair receives these from the Trip Bag Coordinator periodically throughout the year or collects them from the trip bag when participating on an outing. These lists and waivers are kept for three years.

 

11. Keeps maps, books, the Car Pool Cost List, forms, former Schedules, and other reference material to help in planning and scheduling future outings. 

 

Procedures and Time Line for Outings Committee Members

 

1.  Three weeks before the quarterly Outings Committee meeting:

 

a.  Outings Chair will email the Committee Members to remind them to start   contacting their leaders.  (This will take place in early Feb, May, Aug, and Nov.) The Chair will also email the date, time and place of the next Committee Meeting.

 

b.  The new Leader Contact List and Carpool Cost List will be sent to committee members.  Note: We may not receive all the new member information until after the first of the month, so you may have new leaders to contact after you have started contacting your old leaders.

 

2.  Two weeks before the meeting:  a general announcement will be sent out through the Webmaster to remind leaders to send in their information and to see if anyone else has a trip they’d like to lead.

 

3.  One week before the meeting:  Committee Members continue to contact leaders and gather information.  They type up the information using the formatted boxes and schedule standards provided.  Please check with leaders to make sure all necessary information is included and correct..  Make sure updated Carpool Costs are added.  You may email your information to the Schedule Publisher when completed. 

 

4.  Outings Committee Meeting: 

 

            a.  Assign dates to trips using Calendar pages provided by Outings Chair.  Every effort should be made to schedule outings with diversity and with regard to weather and/or trail conditions and the wishes of the leaders.  If the Schedule is not adequately filled, suitable outings are suggested by members and the Chair, and possible leaders are called to fill those vacancies

 

            b.  Bring a copy of the typed up trip descriptions, add the assigned dates and give to the Schedule Publisher. If you have already emailed your write-ups to the Schedule Publisher, he/she can make the date corrections.  If you still need to email your descriptions, please make the date the corrections first and then email them ASAP.

           

            c.  Schedule a date for the next Outings Meeting which is typically about two weeks before the next quarterly Potluck and General Meeting.

 

5.  The day after the meeting:

 

            a.  Update and email your information to the Schedule Publisher if not already sent.   

 

            b.  Contact your Trip Leaders to inform them of the final dates of their trips. Notify the Schedule Publisher and other committee members if a leader needs to change a date, add another outing to the schedule, or make any other corrections.

 

6.  The Schedule Publisher will compile the information from the committee members, add any extra information, and email the schedule back to the committee members for proof reading.  Each Committee Member must check the information for their leaders and send any corrections to Olin ASAP.

 

7. The schedule needs to be ready on the Friday prior to the next SO! meeting.

 

8. The Schedule Publisher will email the corrected schedule to the Web Master and the Outings Chair as soon as it is ready.

 

9.  The Web Master posts the schedule on the Website and emails an announcement to the membership.

 

10. The Circulation Chair will make copies of the schedule to be sent out to those members not using email and make any extra copies needed for the New Member folders.

 

Hints for Contacting Leaders:

 

1. Send out a general contact email at first, including the Outings Description Checklist.

 

2.  If that doesn’t work, send a personal email or contact by telephone.  You can make suggestions for trips, or see if they have something new to lead.  Get to know your leaders, the type of trips they like to lead and when and how they like to be contacted.  If they can’t lead a trip for the current schedule, contact them for the next schedule, or when they indicate they will next lead a trip.

 

3.  When searching for trip or leader names within the online Outings Schedule, do a Ctrl F to have a search window pop up for you to fill in the names you are searching for if a box is not already available at the top of the document.

 

4.  Ask your leader to give you several possible dates or a window of time so we can be flexible in fitting all of the trips onto the schedule.

 

5.  If using an older trip description, have the leader verify all of the information, especially the meeting times, total distance and total elevation gain, and make sure you put in the updated Carpool Cost.

 

6.  Try to have all of the information typed up for the Schedule Publisher ahead of the meeting, using the formatted boxes and standards.

 

7.  Thank your leaders for volunteering to lead outings.

 

If assigned to you, please also be sure to contact and make sure the Schedule Publisher gets the information from the following committees:

 

1.  Wednesday Wanderers

2.  Fridays-a-Field

3.  Program Committee

4.  Hospitality Committee:  (verify Potluck/Picnic/New Member Meetings: times and food assignments)

            Dec: Holiday Potluck  

            March/September:  Potluck with New Member Meeting beforehand

            June:  Picnic or Potluck

5.  Highway cleanup dates:  April and October, not on Wednesday, and do not schedule any other event on that day.

6.  Ski days at DMR

 

Outings Schedule Publisher

 

1. The Outings Schedule Publisher formats and compiles the information for the Outing Schedule four times a year. Currently this occurs in late November, late February, late May, and late August.       

 

2. The Publisher decides what format he/she would like to use and informs the committee members how to put their information into that format. 

 

3. The Publisher receives the filled in formatted boxes from each committee member, the filled in calendar from the Outings Committee Meeting, and the updated information from the previous Schedule (available online or from the current Calendar), and compiles this information and types any additional information into the final Schedule. 

 

4. If the Outings Schedule Publisher has questions about the text, he/she calls the Committee Members or the Outings Chair to clarify. 

 

5. When finished, proof reading is done by the Committee Members and corrections are made.

 

6. The Schedule is then emailed to the Webmaster for posting on the website.  When the schedule has been posted, the Circulation Committee makes copies to send out to the members who do not have email. 

 

7. The Publisher keeps on file the previous Schedules.

 

II. Trip Equipment Coordinator (information updated by Travis Ward 6/08)

 

  1. Be the “go to” person if the duffel does not pass smoothly from trip leader to trip leader.

 

  1. Get the duffel at least once a month in order to:             

a.       Remove used trip sign up sheets and liability waivers from the folder, and pass them along to the Outings Chair (at the next meeting).

b.      Restock sign up sheets and liability waivers. Order copies from Circulation.

c.       Check that there are four radios, and that they are charged and working. If any are missing, call some previous leaders to try to track them down.  If they are lost, purchase new ones and get reimbursed from the Club Treasurer.

d.      Check that the satellite phone is charged and working.  Call the test number. Check that the use directions are with the phone.

e.       Check that the phone and radio chargers are present.

f.        Check that the first aid kits are stocked.

g.       Get the snow shovel into the duffel for the winter months, and remove it at the end of winter.

h.       Get the orange vests into the duffel for hunting season.

i.         Anticipate when the backup duffel might be needed, and get the radios in it charged.

j.        Keep a current Outings Schedule, Membership Roster and Emergency Contact List in the folder.

 

  1. Make arrangements with the Backup Coordinator if you are going out of town. (If it is for an extended period, either notify affected trip leaders or send a club e-mail to the E-mail Coordinator.)

 

III. Program Chair (information updated by Tricia Bayless 6/08)

 

1.      Call and get presenters lined up for the year for the general SO! meetings held once a month on the 2nd Tuesday.  There are 8 programs a year to set up because we have 4 potlucks. The speaker months are January, February, April, May, July, August, October, and November.  The meetings are held at the Durango Rec Center and the speaker should come at 6:30.  Get the programs set up quite a while in advance because they need to be printed in the Outings Schedule and posted on the website.  Have the presenters give you a blurb about their program and about themselves.  Get program ideas from members, people you know, newspaper, etc.  Programs should be about outdoor activities or health for seniors.

 

2.      Call the presenter a month in advance for a reminder and then again a week or two before the meeting.  Review details, ask about info for introducing them and give your number to call for any changes.  Also find out what equipment is needed (screen, podium, table, extension cord, etc.).  These are available at the Rec Center.  The Club has a projector for speakers’ use. The Program Chair keeps it and brings it to each meeting.

 

3.      Call the Rec Center the day before the meeting and tell them how you want the room set up and what equipment will be needed.  There are usually 60-80 people who attend meetings.  The Rec Center will set up the chairs etc.

 

4.      Arrive at the meeting at 6 pm to check set up and help speaker.

 

5.      Introduce speaker at meeting.

 

6.      Give speaker 30 Durango dollars as a token of appreciation when the meeting is over. Get the dollars from the club treasurer ahead of time.  The amount is always $30 even if there is more than one speaker at the presentation.

 

7.      Send thank you notes to the presenters.

 

8.      Go to the Rec Center in August or September to have them put our meeting dates for the whole next year on their calendar and they will tell you the procedure for paying for the room rental.  Either you or the Club Treasurer will take them a check at the proper pay periods.  Coordinate this with the Club Treasurer.

 

9.      In the middle of February, May, August, and November, send the program information (speaker and blurb about presentation) for the next 3 months to the Outings Schedule Coordinator for printing.  That person will then give the info to the Webmaster.

 

10.  Attend SO! board meetings.

 

IV.  Hospitality Coordinator (information updated by Barb Hancock 2/11)

 

The club hospitality function is managed by a team of club volunteers assigned to their respective duties as lead for a full calendar year.

 

Ø      Team Coordinator

Ø      Pre-evening program socials

Ø      Spring & Fall potlucks following new member orientations

Ø      Summer Picnic

Ø      Holiday Potluck

 

Team Coordinator

 

This individual is the central point of contact and coordination for the hospitality team. The incumbent’s responsibilities include:

 

Ø      Managing the budget for the group

Ø      Purchasing supplies for the supply cabinet at the Rec Center

Ø      Placing all the blank forms on the clipboards for the calendar year

Ø      Updating any forms with changes

Ø      Checking in with leads quarterly to see if there are updates for the board

Ø      Identify a representative from the team to attend the quarterly board meeting

 

Pre-evening program socials

 

Two individuals share the responsibility for leading these 8 teams during the calendar year.  The volunteer teams sets up beverages and coordinate volunteers to bring snacks and to cleanup after the program.  

 

Their basic responsibilities include contacting or assembling their team volunteers prior to each of the 8 meetings during the calendar year to answer questions, make sure volunteers are on task, and troubleshoot if needed.  There are detailed procedures for the team.

 

Spring & Fall Potlucks

 

The lead is responsible to contact or assemble the volunteer teams in advance of each potluck to make sure that responsibilities for the event have been assigned, to answer questions, troubleshoot, and ultimately thank volunteer teams.  There are detailed procedures for the teams.

 

Summer Picnic

 

The lead is responsible to contact or assemble the volunteer team well in advance of the picnic to reserve a location and assign responsibilities for the picnic.  Closer to the event, the lead will check in with the team volunteers to answer questions, make sure the team is on task, troubleshoot if needed, and ultimately to thank the team. There are detailed procedures for the team.

 

Holiday Potluck

 

The lead is responsible to contact or assemble the volunteer team in advance of the holiday potluck to review the responsibilities, assign them to team members, and answer questions, troubleshoot, and ultimately thank the volunteer team for their contributions. There are detailed procedures for the team.

 

Monthly Meeting Set-up

 

The SO! supply cabinet in the kitchen at the Rec Center is supplied with the equipment and supplies needed for the various hospitality teams.  See note for access to supply cabinet.

 

If you note any supplies that are running low, please make a note and call the Hospitality Team Coordinator [Kate Martin 247.2581] with the information the next day so that there is time to shop and stock before the next month’s meeting. 

 

Coffee

 

The first order of business is to get the coffee started; it takes the longest to prepare.

 

In the cabinet there is one large urn and 3 two-liter insulated carafes.  The carafes are for coffee, the urn is for hot water for tea or instant coffee.  (Directions for that below.)

 

✦      Make coffee using the Bunn coffee maker, located in back left corner facing the sink.   Pull out the filter basket from Bunn, place a filter inside, scoop 2/3 cup decaf coffee in the filter.  Slide the filter basket back into coffee maker.

✦      Place an empty carafe directly under the filter basket.

✦      Using the small pitcher with the marking on it indicating 2 liters, pour 2 liters of cold water into the top of the Bunn (opening has mesh covering).  Wait a minute or two.  If the water doesn’t start to drip through the filter, add water slowly until it begins dripping. 

✦      Watch to be sure pot doesn’t overflow... the drip should stop when carafe is full. 

✦      In the meantime, prepare 2 more filters with 2/3-cup coffee each.  When 1st pot is done, remove carafe, dump grounds from filter basket and place new filter + coffee in basket.  Place 2nd carafe under filter basket, add 2 liters of water for second pot. 

✦      Repeat steps again for 3rd carafe.  Three pots should be enough for a normal meeting.

✦      Place carafes on counter, lined up one behind the other, so that one pot is finished before starting the next.  (This way, if you think you’ll need more coffee, you can begin another pot using the first empty carafe!)

 

While coffee is brewing, start filling & heating the water in the urn.  See “Hot Water” below.

 

Hot Water

 

The smaller urn is for heating hot water for tea and instant coffee (non-decaf.)

 

1.      Place the urn in the sink under the tap and fill it about 2/3 full.

2.      Carefully remove the urn from the sink and place it on the right side of the beverage counter (as you are looking out of the kitchen towards the room.)  The cord is stored in the green Rubbermaid container.  Plug the cord into the urn and plug into the outlet on the wall to the right (sometimes hidden by garbage can).

 

Other Beverages

 

There are several empty pitchers stored in the supply cupboard. 

 

Warm weather months

 

There are powdered mixes for iced tea and lemonade that can be made up in the smaller pitchers, following the directions on the containers.

 

Use the large pitcher for ice water.

 

Cool weather months

 

Set out two pitchers of ice water on the counter.

 

Other Supplies

 

Set out tea bags, sugar, creamer, small jar of instant coffee (caffeine powered) a few small plates, spoons, napkins, & cups.

 

 

Closing Up

 

As you are putting supplies away at the end of the event, please consider those that may be running low.  Make a note and please call the Hospitality coordinator [Kate Martin 247.2581] the next day!

 

If you have additions to these procedures, please also let her know so that we can update them and make them work better for the next team of volunteers.

 

Please be sure that the two extension cords connected to the coffee and hot water urns are put away in the green plastic tub and stored in the locked cabinet.

 

Thank you!!!!

 

Note 1:

 

The combination to the supply cabinet lock is as follows: 1951

 

Note 2:

 

For Potlucks, 3 carafes of coffee may not be enough.  So, make the carafes as directed above(possibly 4 or 5 fillings?), but pour the coffee from carafes into large urn (which will be brought for potlucks, not stored in cabinet).  Plug in the large urn next to the hot water urn, place on counter with other coffee/tea supplies.  This way, you can make more than 3 carafes at the beginning, keep the coffee hot in the urn without having to continue making more coffee throughout the evening.

 

V.  Circulation Committee (information provided by David Wright 07/10)

 

The Circulation Committee has the following functions:

 

  • To copy and mail a membership renewal form to all members in June (we need to have a new liability waiver signed each year, so it is mailed to everyone)

 

  • To copy and mail a quarterly outing schedule to members without Internet and/or printing access.  (Currently about 40 addresses, or 10% of the membership.  This should decrease with time, since most new members can access the SO! Web site and print their own schedules.)

 

  • To create address labels from the membership database or to obtain them from the Membership Chair for mailings. 

 

  • To optionally provide copies of  New Member packets and other materials that need copying to the Membership Chair (currently being done by the Membership Chair)

 

 

Procedures for mailing Outing Schedules

 

  • Check Post Office mailing rules, as they are evolving.  At present, (7/10) we can fold materials in half with the fold at the bottom, then tape the two top corners within 1” of the left and right edges, and add a piece of tape on the right edge (stapling is no longer permitted).

 

·        Download and print two final copies of the Outings Schedule from the SO! website.  If there is at least ½ blank, even-numbered page at the end, put a return address label in the bottom right corner of the master before making copies.  Otherwise, create an address sheet with the return address of the Membership Chair in the upper left corner, for use as a “wrapper” around the schedule. 

 

·        Call the Recreation Center at 375-7300 during office hours to get permission to run copies on a Sunday (or other mutually convenient time) when the Committee can meet before the next quarterly outing schedule takes effect, i.e., early September, December, March and June.  They let us use the copier for a very good price, currently 3 cents per side.  Check on the current price and payment procedure (currently they prefer a personal or SO! check at the time of copying.)

 

·        Get a copy of the membership database and print labels or obtain labels from the Membership Chair.

 

For the actual copying, folding, and stamping operation at the Rec Center, bring:

  • A personal check or a SO! check to pay for copies
  • Enough first class stamps for the mailing (about 40 for Sept, Dec and Mar, about 300 for June)
  • Scotch tape to seal the mailing
  • Address labels
  • 2 most-current copies of the new Outings Schedule
  • In June only: personalized Renewal Forms and a copy of the SO! Liability Waiver form to copy to the back of the Renewal Forms

 

At the Rec Center:

 

  • Start the copy machine – needs warm up time

 

  • If needed, add the Return Address sheet to Outings Schedule, making sure that it is the last, even-numbered page (4th, 6th, 8th, etc.) so it will be on the back of the copied schedule. 

 

  • Copy the Outings Schedule, using two-sided copying.  Quantity = number of address labels + 10 extra for the Membership Chair

 

  • Fold the Outings Schedule copies so the return address is on the outside, add an address label, tape the top and right open sides, and add a first class stamp.  Up to 5 sheets of paper can be sent for 1 ounce postage.

 

  • Give a count of the total number of copies made (for example, a 10-page schedule copied onto 5 sheets of paper counts as 10 copies) and leave a check for the agreed upon amount, made out to the City of Durango.  Make a copy of the tally and check for the SO! Treasurer and include it in the copy count.  Leave the count of copies with the check on the front desk in the office.  Be sure to include your contact name and phone number in case the Rec Center has a question.  Also leave a copy of the Outings Schedule for the Rec Center.

 

Modifications for the June mailing of the Membership Renewal Forms

 

In June, we mail personalized renewal forms and waivers to all members, along with Outings Schedules to the approximately 40 member households that request paper copies.

 

·        The Membership Chair will provide about 300 personalized Renewal Forms with contact information printed on the front.  They will also provide either a copy of the membership spreadsheet so Circulation can print labels or the labels themselves.  It is critical that the membership forms and the labels be in the same order.  If the renewal form is mailed with the Outings Schedule, it is safest to print forms and labels in two batches: one set for those who request paper copies of the schedules and a second set for those willing to get electronic copies from the SO! website.

 

·        The waiver information (available on the SO! website) is copied onto the back of each personalized form at the Rec Center.

 

  • After the Outing Schedules are printed, the membership renewal form is put on top of the Outings Schedule and the combined documents are folded over for addressing, taping, and stamping.  Note that the Membership Form and the address label both contain name and address information, so the forms and labels must be kept in the same order.  

 

  • For the roughly 90% who get the Outings Schedule from the web, the Renewal Form and address page are folded over, taped, stamped, and matching labels are added.

 

  • In 2010 we tried a slightly different procedure where the Renewal Form and a second page containing the return and member’s addresses were printed together.  This saved printing labels and keeping them in the same order as the Renewal Form, but the cost of paying to run the second sheet through the copier probably was not worthwhile.

 

 

VI.  Membership Chair (information provided by Nancy Mead 01/11)

 

The Membership Chair is responsible for processing new and renewing memberships and maintaining the membership database.

 

Membership Database.  The membership database is currently maintained in an Excel spreadsheet.  The membership chair needs to be proficient in basic Excel functions, such as insert, delete, copy, paste, sort, format columns, rows and cells, and save and basic Word functions, such as format and print word documents and tables.  The annual membership renewal task requires using the Word mail merge feature, that merges information from the database into individualized renewal forms, but there are individuals within the club that are willing the help the membership chair with this task.

 

The Excel spreadsheet lists one line of information for each member or each couple.  It currently shows the following information:  membership count (i.e., one or two members at the same address), renewal year, date joined, date updated, special requests, access to SO materials (i.e., mail or e-mail/web),  SOS membership, name(s), telephone number(s) address(es), e-mail address(es), emergency contacts, volunteer interests, and comments. 

 

Processing New Members.  New members complete a Membership Form, including signing a liability waiver, that is available on the club website and given out at monthly meetings.  Completed forms and dues are mailed to the Membership Chair or collected at monthly meetings.  The Membership Chair is responsible for having someone sitting at a Visitor Information table at every meeting to distribute club information and membership forms, and to answer questions about the club. 

 

The Membership Chair collects completed Membership Forms and dues from new members, enters information from forms into the database, and deposits dues into the SO! bank account.  The chair also keeps the Treasurer informed of bank deposits and forwards e-mail addresses of new members to the E-mail Coordinator.  The chair e-mails a welcome letter to new members that includes links to Club Member Information on the club website or mails Club Member Information materials to new members who do not have access to the website.  Annually, the chair becomes involved in updating the Club Member Information materials and the Membership Form as needed.

 

Monthly Meetings - Visitor/New Member Sign-in.

  1. Set out on table

·        VISITORS: Get information here sign

·        Seniors Outdoors! Visitor Sign-in sheet

·        Pen

·        Name tags for members

·        Felt tip pens for name tags

  1. For each visitor,

·        Ask visitor to sign in

·        Give visitor special Visitor name tag

·        Give visitor one-page “Seniors Outdoors!” information sheet with attached membership application

  1. If visitor completes membership form at the meeting,

·        Collect check or cash for dues (amount listed on form) and put in SO Cash/Check envelope (which also includes some change)

·        Let them know that they will shortly receive an e-mail with some additional member information (Membership chair will send out e-mail)

  1. Give meeting moderator the visitor sign-in sheet so that he/she can introduce visitors at the meeting; get sheet back from moderator.

 

Monthly Updates.  At the end of every month, the Membership Chair provides information about new members to various groups within the club.  The chair provides an updated roster of members to the Webmaster for posting on the Club website.  This is an alphabetized list of members and their contact information that is created from the database and then copied into a Word table.  The chair provides a table of new members, with their contact information and volunteer interests to the various activities coordinators.  The chair provides an updated list of emergency contact information to the Trip Duffle Coordinator.  Finally, the chair provides a very brief membership report and copy of updated membership database to the Co-Presidents.

 

Annual Renewals.   The Club’s fiscal and membership year runs from July 1 through June 30.  The membership chair prepares individualized Membership Renewal Forms for mailing prior to the June meeting.  The renewal forms are created in Word using the mail merge feature.  For each member, it prints out the basic information that is in the membership database.  Members are asked to check the information for accuracy, indicate interest in volunteer activities, sign a liability waiver, and return the form with dues to the Membership Chair.  As with new members, the chair updates the membership database with any new information and deposits dues into the Club account.  Once members have been given sufficient time to renew their memberships, the chair purges non-renewing members from the database and generates updated volunteer participation lists for the various activities coordinators.

 

Time Commitment.  Excluding the renewal process, the chair spends approximately four hours a month plus any time dedicated to attending the monthly meetings.

 

VII.  E-mail Coordinator (information updated by David Wright 6/11)

 

This job consists of two main tasks:

 

            1. Maintain and update e-mail membership list.

                       

·        Receive e-mail addresses to be added or deleted from the Membership Chair.

·        Log-on to SO Administrative website:  http://lists.brainstorm.net/mailman/admindb/seniorsoutdoors.

·        Enter password 

·        Select  “SeniorsOutdoors administrative interface” link which goes to: “SeniorsOutdoors mailing list administration General Options Section” page 

·        Click on “Membership Management” which shows three subheads

                        * [Membership List]

                        * Mass Subscription

                        * Mass Removal  

·        Selecting Membership List (hosted by Brainstorm) allows the coordinator to select the first letter of each e-mail address, A thru Z, to view emails starting with that letter. It also allows the coordinator to place a check mark by addresses to be deleted.

·        Selecting Mass Subscription leads the coordinator to a box where he can insert e-mail addresses to be added. Copy and paste the addresses received from the Membership Chairman. (Copy and paste eliminates typing errors.)

·        From time to time the coordinator will be expected to review the membership e-mail list and ensure it is up to date.

·        The coordinator may also receive e-mail address updates from members. He must delete the previous e-mail address from the Membership List and add the new address under Mass Subscription.

2. E-mail notices of outing changes and other notices to club members as requested by Trip Leaders and Board members. These notices are normally restricted to club activities.

·        Receive e-mails from Trip Leaders or Board members explaining a schedule change, trip cancellation, or other information they want to pass on to club members. 

·        Open a new e-mail to seniorsoutdoors@brainstorminternet.net, copy the content of message received, and paste it to the new message. The coordinator may edit the message for clarity. Type an appropriate subject line and be sure to include the name, phone number and e-mail address of the Trip Leader or Contact person. Indicate that members “DO NOT REPLY” to the e-mail, but contact the Trip Leader or Contact person.

·        Send the message; it will go to the Seniors Outdoors administrative interface hosted at Brainstorm Internet. In a few minutes, the coordinator will receive an e-mail requesting authorization to post the message he sent. Click on the link, http://lists.brainstorm.net/mailman/admindb/seniorsoutdoors, to access the SO Administrative Web site and approve or deny the request. Type in the password and log-on to the SO Administrative Web site. Click the appropriate box to approve the message and click on “submit” to process the message and send it to the membership. 

·        A Co-President must approve any request to e-mail the club membership from a non-member, or any other message that may be inappropriate, before the request is e-mailed to the membership.  

·        If the coordinator is going to be unavailable for more than a few days, he should notify a backup person to fill in.

VIII.  Webmaster (information provided by Lyle Hancock, 6/08)

 

This position is responsible for maintaining the SO! website. The Webmaster keeps all the website files on his own computer and must have Microsoft FrontPage or another website publishing and design program. The Webmaster must have a working knowledge of HTML code and website design principles.

 

The Webmaster maintains the various pages on the website and uses File Transfer Protocol (FTP) to keep the site up to date on the Internet with current meeting information, volunteer recognition, and various notices requested by the Board. He uploads the latest quarterly Outings Schedule and monthly SOS schedule, as provided by the various committee chairpersons. He accepts digital photos from Trip Leaders and posts them to the Photo Album page. The Webmaster e-mails notices of website updates and changes to Club members, and keeps the Club’s domain registration current with IGotYourDomain.com.

 

 

IX.  Public Relations Coordinator (information provided by Grace Deltscheff 1/07)

 

            Obtain the activities planned from the quarterly Outings Schedule. Mail to the Durango Herald the weekly activities of SO! to be published by the Herald in the "Outdoor" section. Include the Trip Leader’s name and contact information in the announcement.  At the request of the Herald, the information is submitted on Tuesday or Wednesday to appear in the Friday issue.