STANDARD OPERATION PROCEDURES
SOUTH SOUND CHAPTER
PUGET SOUND ANGLERS
REVISED AND RESTATED
Oct 27, 2005
REVISED AND RESTATED
AUGUST 15, 2007
REVISED AND RESTATED
JUNE 3, 2008
REVISED AND RESTATED
NOVEMBER 5, 2008
REVISED AND RESTATED
MARCH 5, 2009
TABLE OF CONTENTS
13. Appendix A………………………………………………………………………………..8
During the Puget Sound Anglers South Sound Chapter meeting of October 12, 1996, a committee was formed to develop a set of operating procedure recommendations. The South Sound Chapter subsequently adopted these Standard Operating Procedures, which were amended and restated on March 16, 2005.
Amending Committee Members
LeeRoy Wisner Chehalis President
Ed Lindsey Olympia Vice President
Rick Meyer Olympia Treasurer
Dee Glenn Olympia Secretary
Bob Jamison Tumwater Board Member
Larry Skewis Olympia Board Member
Jerry Peterson Lacey Past President
The office of President shall be an annually elected position, which is limited to 2 consecutive terms. The president shall have the duties and responsibilities set forth in Article IV, Section 3 of the By-Laws. As appropriate, the President may delegate certain responsibilities to the Vice President. This would ordinarily occur if the President is unable to attend a meeting or otherwise unable to carry out a particular duty. The duties and responsibilities of the President include, but are not limited to, the following:
A. Chair all South Sound Chapter meetings;
B. Conduct the business of the South Sound Chapter, including signing and executing in the name of the organization all contracts, agreements and other obligations, subject to any approval of the Board as required by Article III of the By-Laws.
C. Represent the South Sound Chapter at meetings of other organizations, such as the Recreational Fishing Alliance and Washington Sport Fishing PAC, and the PSA State Board.
D. Where appropriate, participate as a Board member or officer of outside organizations, where such participation furthers the purpose of the South Sound Chapter, which is “to enhance the opportunities for sport fishing through educational, scientific, governmental and other activities consistent with the preservation and enhancement of fishery resources (By-Laws, Article I, Sec. 2);
E. Participate on the South Sound Chapter’s behalf in such governmental activities, including visits with legislators and regulators, that will further the purpose of the Puget Sound Anglers.
F. Act as the South Sound Chapter’s representative and voice with respect to public issues relating to the furtherance of sport fishing and the purpose of the Puget Sound Anglers
G. Work with the Treasurer in adopting and presenting an Annual Budget;
H. Work with the Vice President(s) and Secretary in carrying out their functions;
I. As appropriate, delegate duties and responsibilities to the Vice President(s), such as attendance at outside meetings and events where the President is unable to attend;
J. Keep the South Sound Chapter fully advised of the President’s activities and attendance at outside meetings and events to ensure that he or she has the Chapter’s consent and, where appropriate, obtain prior approval by a vote of the South Sound Chapter;
K. Appoint and work with Committee Chairpersons and assist with or direct their efforts where appropriate; and
L. In all matters, represent the interests of the PSA South Sound Chapter and sport fishing in a positive, proactive way that is consistent with the purposes of the organization.
3. VICE PRESIDENT(S)
The office of Vice-President shall be an annually elected position, which is limited to 2 consecutive terms. The Vice President(s) shall have the duties and responsibilities set forth in Article IV, Section 4 of the By-Laws, including but not limited to the following:
A. Chair South Sound Chapter meetings and perform all duties of the President in the event of his or her inability or refusal to act (in the event there are more than one Vice President(s), the South Sound Chapter shall determine which Vice President shall assume the President’s duties by majority vote of the Board Members);
B. Represent the South Sound Chapter and stand in for the President at outside meetings and events, when the President is unable or unwilling to participate; and
C. Carry out such duties and responsibilities as are delegated to the Vice President(s) by the President or the South Sound Chapter, including acting as a Committee Chair.
The office of Chapter Secretary shall be an annually elected position, which is not limited to 2 consecutive terms. The Chapter Secretary shall have the duties and responsibilities set forth in Article IV, Section 5 of the By-Laws, including but not limited to the following:
A. Keep accurate minutes of all South Sound Chapter meetings;
B. Distribute draft minutes to all Board Members, electronically or by mail, for consideration and adoption at the subsequent South Sound Chapter Board meeting;
C. Maintain and update a list of all chapter members, including names, chapters and contact information, which list shall not be disclosed to third parties or the pubic without prior approval of the Board by Motion duly adopted; and
D. Coordinate with the President in the preparation of agendas and the giving of all South Sound Chapter regular and special meeting notices and the recording of votes.
The office of Chapter Treasurer shall be an annually elected position, which is not limited to 2 consecutive terms. The Treasurer shall have the duties and responsibilities set forth in Article IV, Section 6 of the By-Laws, including but not limited to:
A. Have custody of all funds and securities (if any) of the South Sound Chapter and maintain such in appropriate bank and investment accounts;
B. Receive all checks, notes, drafts and other payments to the South Sound Chapter, endorse them on behalf of the organization, and deposit them into appropriate bank and investment accounts maintained in the South Sound Chapter’s name and tax ID number;
C. Publish a full monthly financial statement at the board meeting for the previous month to be archived in two physically distinct locations. A paper copy shall be distributed to the Chapter Secretary and an electronic copy shall be archived in a location to be designated by the Chapter President;
D. Maintain financial records, and make them available for random review by a Board of Director appointed accountant, or the members;
E. Coordinate with the President in paying all obligations of the South Sound Chapter (all checks shall be signed by either the President or the Treasurer); and
F. Coordinate with the President in the preparation of an Annual Budget for submission to the South Sound Chapter at its regular Annual Meeting which shall occur in January of each year.
A. The current President and current Treasurer shall prepare a draft budget for the upcoming year based on expenses incurred during their administration and projected income and expenses for the upcoming year.
B. The draft budget for the upcoming year shall be prepared in time for discussion at the December Board meeting and shall contain a cushion for inflation and unanticipated expenses.
C. The final budget request shall be submitted to the general membership, for their consideration and approval, at least 30 days prior to the South Sound Chapter’s meeting in February.
D. The South Sound Chapter shall consider the draft budget and adopt it as the Annual Budget, with such revisions as deemed appropriate by the South Sound Chapter.
A. Travel. Travel will be paid for all authorized trips made by the President or his/her appointed representative on behalf of PSA. Mileage reimbursement shall be tied to the IRS rate for the period during which the expense is incurred. The President will keep a trip log indicating the destination, purpose, date, odometer reading at departure and return, and the total miles traveled. The log entries will be considered a receipt when reimbursement is made. As an optional procedure the receipt for fuel may be submitted for reimbursement (i.e., start with a full tank then fill up at the end).
B. Lodging. Lodging required for official PSA business will be paid at a rate not to exceed $85.00 plus tax, per night on all trips that exceed 125 miles one way, and/or the meeting attended exceeds one day in duration. Circumstances that necessitate a higher rate per night will be evaluated by the President and will be paid accordingly. Circumstances beyond the attendee’s control will also be taken into consideration, e.g., a meeting lasting ten or twelve hours even though occurring on only one day, bad weather, etc. Actual receipts will be required prior to payment being made.
C. Meals. Meals will be reimbursed at the rate of up to $50.00 per day. Actual receipts will be required prior to payment being made.
D. Telephone. Telephone charges associated with official PSA business will be reimbursed upon submission of the bill with PSA-related calls high-lighted.
E. Committee Budgets. Committee Chairs are responsible for managing the overall activity budget as approved by the Board of Directors. Spending in excess of the authorized amount must be pre-approved by a simple majority of Board Members.
F. Expense Reports. Expense Reports are to be submitted to the Treasurer. Expense report forms are available on the PSA website, or from the Chapter Treasurer or as Appendix A. All expenses must have been pre-approved, either as part of the annual budget or by a simple majority of the Board of Directors. Expense reports must be submitted within 45 days of the expenditure or the date of the event. Expenses submitted within guidelines will be paid by the Treasurer upon receipt. No expenses will be paid to expense reports submitted after 45 days of the expense or the date of the event.
G. Changes. The Board shall consider the rates of reimbursement at the end of each calendar year and may revise the rates as appropriate for future expenditures. Under special circumstances, the President may authorize special rates for good cause, with Board Approval. All reimbursements and revisions to rates of reimbursement must be within the approved budget. “Approved Budget” refers to both the annual Chapter budget and any relevant committee budget against which the expenditure will be drawn.
A. A detailed written or verbal report will be prepared by the President after attending a meeting on behalf of PSA. The report will include the date, purpose, location, speakers, any testimony given, a list of who was in attendance (as good as possible), and any results or decisions that came out of the meeting, including whether a vote was taken and how he/she voted.
B. The President’s report will be presented verbally at the next South Sound Chapter meeting and/or communicated electronically or in writing to all Chapter Members. Posting the President’s Report on the SSC website shall constitute communication to all Chapter Members.
9. PETTY CASH
A. A President’s petty cash fund of $100.00 will be established and maintained by him/her. The fund will be replenished upon the request of the President to the Treasurer.
B. Replenishment of the fund will require receipts and will be made within seven (7) days of the Treasurer receiving the President’s request.
The South Sound Chapter will provide the President with the following supplies:
A. Stationary with the PSA logo;
B. Envelopes with the PSA logo;
C. Stamps (petty cash expenditure); and
D. Business cards.
A. Establishment. The South Sound Chapter President may establish one or more committees to carry out the work of the organization. In addition, the President may create one or more special-purpose committees.
B. Membership. A committee may be as small as one person. Membership on all committees shall be on a voluntary basis and subject to the approval of the President.
C. Executive Committee. There shall be an Executive Committee composed of the Executive Officers and such other Chapter Members as the Board may designate. The Executive Committee shall conduct the business of the organization.
D. Subject Matter. Committees, in addition to the Executive Committee, may be formed by the President to address any subject that is consistent with the organization’s purpose, including but not limited to the following:
(4) Political Action;
(5) Shows and Displays;
(9) Development (Fund-Raising); and
10) North of Falcon.
E. Committee Chairs. The President shall appoint all Committee Chairs. The Chairs shall keep the President informed of their Committee’s actions and shall duly report to the chapter membership at the next South Sound Chapter meeting. The Chairs shall report to the President and shall serve at his/her pleasure.
F. Expenses. Committee Chairs and members shall have their expenses reimbursed for activities previously authorized by the President of the South Sound Chapter. Reimbursement shall be in accordance with the procedures set forth in Section 7 of these SOPs.
G. Donations. The Executive board may approve donations equal to or less than $500, by a simple majority vote of the Executive Board. Donations exceeding $500 must be disclosed at a regularly scheduled SSPSA general membership meeting. Members in good standing will be given opportunity for comment at the time of disclosure. Any SSPSA member in good standing may request a simple majority vote to approve or reject any donation proposal exceeding $500. All donations must meet criteria set forth in Article I, Section 2 and Article VII, Sections 1 & 3 of the South Sound Puget Sound Anglers By-Laws.
All members shall be required to pay annual dues to the South Sound Chapter, according to the following rules:
A. South Sound Chapter of PSA members annual dues are: $35 for families living at one residence, and $75 corporate membership;
B. Dues shall be payable on or before January 15th of the year in which they are due, shall be payable to the Puget Sound Anglers South Sound Chapter, and shall be submitted to the South Sound Chapter Treasurer;
C. The South Sound Chapter may decide, by vote of the chapter membership, to change the annual chapter dues amount from time to time based on the previous year’s income and expenses, the balance on hand, the number of members, and other relevant factors;
D. The South Sound Chapter may decide, by vote of the chapter membership, to levy special assessments based on emergency circumstances;