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PROCEDURAL
GUIDELINES | ACCOUNTING REPORTS
Event
Form in pdf
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Elmer is a generic
name for a Ham who helps other Hams get started in Amateur
Radio.
But where did the term "Elmer"
come from? The term was coined by Rod Newkirk - W9BRD.
He served as the conductor
of the "Hows DX" column in QST magazine from 1948
to 1978.
It all began with the "Hows
DX" lead in the March 1971 issue
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ARCEC ELMER CHAIR PROCEDURAL
GUIDELINES
In order to increase the fun and educational opportunities
provided to ARCEC Members, and due to ARCEC current financial
constraints, on March 4, 2008, the ARCEC Board adopted the following
Procedural Guidelines for the Elmer Chair to do the following:
1 |
Request volunteers and/or select ARCEC
members to serve on his/her Elmer Chair Committee. |
2 |
Plan whatever amateur radio events, classes, and/or
activities he/she deems appropriate. |
3 |
Bring his/her plans to the President and Board at
a Board Meeting for review and approval. |
4 |
Take his plans to the General Membership Meeting
to obtain the interest of the club and have a sign up sheet
for those who wish to participate. |
5 |
Advertise the amateur radio events, classes, and/or
activities through the Counterpoise, reflector, on the website,
at meetings through fliers, on the nets, at HRO, etc. |
6 |
Fund his/her amateur radio events, classes, and/or
activities by determining the costs and charging the participating
members accordingly. |
7 |
Select and secure the venue of his/her amateur radio
events, classes, and/or activities. |
8 |
Pay for the venue and/or any and all expenses related
to his/her amateur radio events, classes, and/or activities
out of the monies collected by the participants of his event,
classes and/or activities. |
9 |
Submit an Accounting Report for each and every amateur
radio event, class, and/or activity that he/she puts on to
the President and Treasurer within ten days of the completion
of the amateur radio event, class, and/or activity and provide
an oral report to the General Membership at the General Membership
Meeting immediately following his/her amateur radio event,
class, and/or activity. |
10 |
All amateur radio events, classes, and/or activities
shall be funded by the ARCEC members who attend and participate
in the amateur radio event, class, and/or activity. This cost
effective measure is due to current ARCEC budget constraints
and to insure that there is in fact ARCEC membership interest
and participation so that ARCEC funds are not spent on amateur
radio events, classes, and/or activities that members do not
attend. |
11 |
The number of member participation signups and attendees
needed to hold any amateur radio event, class, and/or activity
shall be at the discretion of the Elmer Chair and will be
determined by the number of ARCEC members who sign up and
the funds collected to pay for the amateur radio event, class,
and/or activity. |
12 |
The deadline to sign up and pay costs shall be
at the discretion of the Elmer Chair, and an amateur radio
event, class, and/or activity may be cancelled by the Elmer
Chair at his/her discretion due to lack of interest and/or
lack of funds. It is anticipated that the Elmer Chair will
gear his/her amateur radio events, classes, and/or activities
to the lowest cost possible. In no case will the ARCEC advance
funds or reimburse the Elmer Chair for out of pocket expenses
related to the amateur radio events, classes and/or activities.
Again, all amateur radio events, classes, and/or activities
must be fully funded through membership participation. |
13 |
Should the Elmer Chair make any profit on any amateur
radio events, classes, and/or activities, said profit will
be turned into the ARCEC Treasurer to go into a specific Elmer
Chair account and said account shall be used for future Elmer
Chair amateur radio events, classes, and/or activities. |
14 |
All events, classes, and/or activities which are
cancelled by the Elmer Chair shall be fully refundable to
the ARCEC membership who already paid for the events, classes,
and/or activities and will be reimbursed by the Elmer Chair
within 10 days of the event, class, and/or activity. Therefore,
the Elmer Chair will need to have all funds, the venue, cost
of expenses, etc., prior to his/her deadline cutoff date in
order to determine if he/she has enough participation and
funds collected to cover the cost of the amateur radio event,
class, and/or activity in order to move forward with the amateur
radio event, class, and/or activity before purchases are made.
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15 |
The Bostonia Rec Center is a good location in El
Cajon to hold classes in one of their two rooms and Tracy
is the contact person there. The venue can be placed on tentative
hold pending the deadline, which should probably be one to
two months in advance of each event. Contact Tracy for more
info, but the rates are very reasonable. Simply obtain a form,
fill it out, present it to the President and Board, collect
the money, pay for the venue, and go forward with the amateur
radio event, class, and/or activity. If the Elmer Chair finds
there is not enough participation due to a lack of sign ups
on the sign up sheet and/or the money does not come in, the
Elmer Chair has time to cancel the amateur radio event, class,
and/or activity and the venue without incurring a cost. If
the Elmer Chair will do a series of amateur radio events,
classes, and/or activities, it should be no problem to secure
the venue in advance. |
16 |
The Elmer Chair and his/her committee members will
receive a copy of this Procedural Guideline in order to be
aware of the Elmer Chair Committee job description duties
and what the Elmer Chair Committee can do for the ARCEC. |
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ALL ACCOUNTING REPORTS
SHOULD INCLUDE THE FOLLOWING INFORMATION:
1 |
Name/Call of each participant (The Elmer
Chair should keep copies of all checks and keep all Registration
Forms in a clearly marked file in case money needs to be refunded). |
2 |
Total Participants. |
3 |
Total Money Collected. |
4 |
List of Total Itemized Expenses. |
5 |
Copies of all receipts for each event, class, and/or
activity and submit a copy with your report to the President,
Treasurer, and include a verbal report to the General Membership
at the General Membership Meeting for each ARCEC event, class,
and/or activity at the meeting following the event, class
and/or activity. |
6 |
If funds are left over, give to Treasurer to go
in Elmer Chair Account for future use. |
7 |
If supplies are left over, state what is left over
for future use and keep an ARCEC Elmer Chair Committee Inventory
List of all Elmer Chair supplies on hand for reference and
use at all times and for upcoming events to save or reduce
costs for future events, classes, and/or activities. |
8 |
The ARCEC Elmer Chair Committee Inventory List should
be updated and a copy should be submitted to the President
and Treasurer and an oral report given to the General Membership
after each event, class and/or activity. |
9 |
The ARCEC Elmer Chair Committee Inventory List
should be kept in the portable file and all supplies belong
to the ARCEC Elmer Chair Committee and will be passed on to
the next Elmer Chair. Therefore, all ARCEC Elmer Chair Committee
Supplies should be kept in a specific and separate box/tote
clearly labeled ARCEC Elmer Chair Committee Supplies. |
10 |
Keep good records of all amateur radio events,
classes, and/or activities offered as these will be subject
to general membership inspection upon inquiry and/or request
of club members. |
11 |
It is recommended that the Elmer Chair utilize
a portable file and filing system and organize it into four
sections labeled events, classes, activities and ARCEC Elmer
Chair Committee Inventory List and that a separate file be
kept for each event, class and/or activity within each section
with a folder labeled with the name and date of the event,
class, and/or activity. This portable system could be brought
to meetings for reference. |
12 |
While the Elmer Chair is welcome to utilize his/her
computer as needed, he/she will need to utilize this hard
copy, back up filing system as it will need to be passed down
to future Elmer Chairs and for ARCEC documentation purposes.
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13 |
Include any other pertinent information as determined
by the Elmer Chair. |
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ELMER
CHAIR EVENT Form in pdf
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