Procedures for Becoming a Boeing Mesa
Recreation Club or Special Interest Group
(Also refer to Company Procedures PRO-99 Boeing Employees’ Recreation Clubs
Issue Date: August 5, 1998)
To: Boeing Mesa Employee
Subject: Forming a Recreation Club or Special Interest Group
In response to your inquiry about forming a Recreation Club or Special Interest Group, we are sending you the attached information to assist you. Please also refer to the Boeing Company Procedure – PRO-99.
Enclosed is a list of steps to follow in forming your new group and a suggested format for a basic constitution and by-laws. A constitution and by-laws is required, as your group will be self-administered. The form - "Request for New Club/Special Interest Group Recognition" is to be submitted when you are ready to officially start forming a club or group. Another form in the packet, "Organizational Meeting" is to be submitted following your first organizational meeting and after your initial leadership is established. The final form attached is a "Release and Indemnity Agreement" to be filled out by every member. Please change this form ONLY where specifying your group name/activity.
The Boeing Mesa Recreation Council (BMRC) is interested in aiding you in becoming a club or group. We will be happy to assist you during this process. Additionally, we can explain company policies and procedures and what you can expect from the BMRC in the way of service and support.
If you have any questions, feel free to contact me. Good luck in forming your club or group!
Thank you.
Boeing Mesa Recreation Office
Attachments
STEPS TO FORMING A RECREATION CLUB OR SPECIAL INTEREST GROUP
There are several steps to follow in the organization of any new employee recreation club or special interest group. If these steps are followed carefully, work and complications will be held to a minimum.
1. Consult with Recreation regarding your proposed activity. A council member will be happy to talk with you and give you any guidance and counsel necessary. A new club or group must be unique unto itself so as not to interfere with other club programs or Recreation chartered services.
2. Create a list of other employees, retirees, and vendors who are interested in the same activity. Secure names of these people and how they can be reached. You may request a notice to be published in the "Boeing News". This notice must be submitted through the Recreation Office. It should include date, time, and place of organizational meeting and who is to be called for additional information.
3. Reserve a room, gather any pertinent information about the proposed club or group and invite a Recreation Council member to attend.
The first meeting should be devoted to making general plans for the organization of the club or group, to include:
4. Following the first meeting, Recreation will help you release publicity through company media, calling for membership and communicating proposed activities. Experience has shown that it is best to hold up extensive publicity until the first meeting has been held. This gives you and your group the added advantage of having a general plan of organization and a better idea of exactly what you plan to do. Consequently, you will have more to offer the inquiring employees. People respond more readily to an activity when they see that it is solidly organized, and know that they will not have to devote time and effort to setting it up.
5. Before the second meeting, you and your initial group should look for new membership, spreading the news of the proposed activity as widely as possible by word-of-mouth. Experience has shown that no amount of written publicity (bulletin boards, company newspapers, etc.) has nearly the effective drawing power as personal contact by word-of-mouth.
6. Plan the second meeting carefully in order to make it attractive to proposed new members. If possible, have some sort of entertainment (video, slides, guest speaker(s)) and provide light refreshments if possible.
7. At the second meeting, you should proceed with more specific plans for the group’s activities. Plan also to appoint a committee to draw up a constitution and by-laws for your group. Here again, Recreation may be of some help. The financial structure (dues, activity fees, etc.) should be determined at this meeting. A budget will be developed later.
You are in business. Make each meeting and activity a new experience and you will have your membership support.
CONSTITUTION AND BY - LAWS
OF
Boeing Employees Rotary Club - Mesa
Preamble: We the members of the Boeing Employees' Boeing Employees Rotary Club - Mesa (BERCM) do organize for the mutual recreation and pleasure in "Service Beyond Self"
CONSTITUTION
ARTICLE I NAME
Section 1 We shall be known as The Boeing Employees Rotary Club - Mesa (BERCM)
ARTICLE II MEMBERSHIP
Section 1 Membership shall be open to the following without regard to race, color, sex, age, religion, national origin, status as a disabled or Vietnam era veteran or the presence of a disability.
a. Boeing employees and retirees.
b. Spouse and dependents, as determiend by the IRS, of Boeing employees and retirees.
c. Government, customer, contract, and vendor personnel assigned full time to support the company including their spouses and dependents, subject to Recreation approval.
d. Other non-Boeing individuals proposed for participation who are approved by Recreation and Insurance.
e. Certain limitations may be imposed by the Company on participation for other than Company employees based on available staff, facilities or budget.
Section 2 Annual dues shall be established by the Executive Board on a year-to-year basis and subject to approval by the membership.
ARTICLE III OFFICERS
Section 1 The officers of the Boeing Employees Rotary Club - Mesa (BERCM)
shall consist of a President, Vice President, Secretary and Treasurer.All eligible candidates for President, Vice President(s), and Treasurer must be selected from a roster of active Boeing employees. Secretary may be a retiree.
ARTICLE IV DUTIES OF OFFICERS
Section 1 President shall:
a. Preside at all business meetings.
b. Be chairperson of the Executive Board.
c. Call extra business meetings, appoint committees not otherwise provided for and fill temporary vacancies as specified.
d. Perform such other duties as the office may require.
e. Perform the duties of the Vice President in the his/her absence.
f. Attend all meetings of the Boeing Employees' Recreation Council.
g. Review the monthly bank statement with the treasurer.
Section 2 Vice President shall:
a. Oversee and coordinate the efforts of all major committees.
b. Perform the duties of the President in his/her absence.
Section 3 Secretary shall:
a. Keep minutes of all Executive Board and other business meetings.
b. Maintain an up-to-date roster of members.
c. Notify members of all club meetings as specified.
d. Maintain all required documents of the club.
Section 4 Treasurer shall:
a. Keep an accurate account of all financial transactions of the organization.
b. Be responsible for all funds of the organization and receive and disburse all money subject to the will of the Executive Board.
c. Disbursements shall be made by check only. A checking account will be set up and no check will be honored by the bank for payment unless signed by the Treasurer, such signature to be countersigned by the President or one other elected officer of the organization.
d. Maintain accounts and render monthly financial statements of the organization.
e. Submit an annual financial report to Recreation.
f. All financial records shall meet specifications set by Recreation.
g. Review the monthly bank statement with the President.
h. Review the financial records with an officer or club member upon request.
Section 5 The Boeing Company shall assign a Recreation Advisor who shall serve as an ex-officio member of the Executive Board.
ARTICLE V ELECTION OF OFFICERS
Section 1 The offices of President, Vice President, Secretary, and Treasurer shall be filled by election at the first regular meeting in July.
Section 2 Nominations for officers of the organization shall be made by a three-person Nominating Committee appointed by the President at the last February meeting.
They shall present a list of nominations to the organization to be voted upon at the first regular meeting in March.
Section 3 No person is eligible to hold office who is not an active member of the organization.
Section 4 No member is eligible to hold more than one elective office at a time or be retained in office more than two successive terms.
Section 5 Only one member of a family at a time is eligible to hold the office of President, Vice-President(s), Secretary (ies), or Treasurer.
Section 6 All elections shall be by secret ballot.
Section 7 Office vacancies of the President, Vice-President, Secretary and Treasurer must be filled within 60 days of vacancy either by appointment by the board or special election.
Section 8 No officer or trustee shall receive any salary or wages by reason of office.
ARTICLE VI COMMITTEES AND BOARDS
Section 1 There shall be an Executive Board, and four (4) major committees.
Section 2 Executive Board
a. The President, Vice President, Secretary, Treasurer, and all major committee heads shall constitute this Board.
b. The Executive Board shall decide on all expenditures, promotion of activities, appointments of committees and the general government of the organization.
c. The Executive Board shall meet Monthly.
Section 3 Committees
The four (4) major committees shall be the
With responsibilities as documented per Rotary International Manual of Procedures – 1998 (copy attached).
ARTICLE VII MEETINGS
Section 1 Regular meetings shall be held on Monday, each week of each month the facilities are available.
Section 2 Special meetings may be called at any time as determined by the President.
Section 3 Decision making shall be by consensus.
ARTICLE VIII AMENDMENTS
Section 1 This constitution may be amended by the submission in writing of a proposed amendment at any regular or special meeting of the organization. The proposal shall be received and acted upon at the next succeeding regular meeting of the organization at which there shall be a quorum present.
Section 2 A majority of the members who respond shall be required to adopt or reject an amendment.
Section 3 Written notice of the meeting shall be given three weeks prior to the meeting at which the amendment is voted upon.
Section 4 All proposed amendments to this constitution and by-laws shall be submitted to Recreation for clearance before a vote by the membership.
BY- LAWS
ARTICLE I QUORUM
Section 1 A quorum shall consist of one-third (33%) of the paid membership.
ARTICLE II GENERAL PROVISIONS
Section 1 Property or equipment purchased by the Boeing Employees Rotary Club - Mesa (BERCM) with Boeing Employees Rotary Club - Mesa (BERCM) funds shall be considered Boeing Employees Rotary Club - Mesa (BERCM) Club property and not the property of any individual member or group of members.
a. As Club property it may be entrusted to the custodial care of Recreation.
(BERCM) disbanding, Club property shall revert to Recreation, to
be handled in a suitable manner.
Section 2 Acquisition of any property; real, personal, or interest therein, in excess of $100 valuation, shall receive approval by Recreation as submitted in the Budget Forecast.
a. Real property shall be defined as land or buildings.
b. Personal property shall be defined as any property which is movable (i.e., table, chairs, band saw, typewriter, etc.).
c. Interest therein property shall be defined as that property which is leased or rented.
Section 3 The fiscal year for Boeing Employees Rotary Club - Mesa (BERCM) shall be from July 1 to June 30, inclusive. All budgeting and
financial accounting shall be rendered on this basis.
Signed _________________________ President
Date _____________________
Signed __________________________ Recreation Office, Boeing Mesa
Date ______________________
To: Recreation Programs & Services
M510 A266
Subject: Request for Company Recognition of
Recreation Club or Special Interest Group
__________
To: Recreation Programs & Services
Mesa Recreation B510/A266
Subject: Organizational Meeting
(i.e. 2nd Tuesday of each month)
Temporary Officers:
Name M/S Work Phone Position Held
1.
2.
3.
4.
Prepared by:
(name) (title)
Date:
Please note: This document must be returned to Recreation after the Organizational Meeting.
RELEASE AND INDEMNITY AGREEMENT
I state that I wish to participate in activities offered by the Boeing Employees (Club Name), (hereinafter referred to as "Club Name"), a Boeing Recreation Club. I recognize that any (Name) Club activities may involve certain dangers. I certify that I am aware of all of the obvious and inherent dangers of (The Activity), including but not limited to: inadequate safety equipment, miscalculations, inexperience, improper training, equipment malfunctions, human error, accidents or illness in areas without medical facilities, the forces of nature, and the actions of any other club members, any participants or any other persons all of which may result in personal injury, death, property damage and other losses.
In consideration for the right to participate in (Name) Club activities, I hereby release the (Name) Club and its instructors and members and other unnamed assistants and The Boeing Company from any and all liability, claims and causes of action arising out of or in any way connected with my participation in club activities. The terms of this agreement will serve as a release and indemnity agreement for my heirs, personal representative, and for all members of my family, including any minors.
I further state that I am eighteen (18) years of age or older and legally competent to sign this release, that I understand these terms are contractual and not a mere recital, and that I have signed this document as my own free act. (Parents or legal guardians must sign for all persons under eighteen (18) years of age).
I have fully informed myself of the contents of this release and indemnity by reading it before I signed it.
__________________________________________
(Print Name)
__________________________________________ _________________________
(Signature) (Date)
BOEING RECREATION PROGRAMS AND SERVICES
RECREATION CLUB LEADERSHIP
To Whom It May Concern:
The Boeing Employees ___________________________________________________________ is a Boeing Recreation sanctioned club, and as such, club leaders are allowed to use Company time, equipment and supplies in the course of conducting club business. Listed below are two specific statements from GB-ACC-201 dated January 24, 1994, titled: Employee Recreation.
Section 5.B.2. "Club leaders may be permitted use of company time to conduct essential business that cannot be conducted during non-working hours. Approval by appropriate Company management is required." Recreation cannot provide any labor charges.
Section 5.B.8. "Club leaders may use company services (e.g. communications, audio-visual, personal computers, graphics, photo-media, transportation, printing and stationary) in connection with their club programs. Approval by, and accountability to, Recreation is required."
The person listed below has volunteered to be an officer, or committee chairperson, and as such has accepted responsibility in the course of their work for the club.
If you have any questions regarding this authorization, please consult with the company Recreation Administrator as listed below.
Volunteer Name: ______________________________________________________________
Position/Committee: ____________________________________________________________
Management: _________________________________________________________________
(Name)
Recreation Administrator: _______________________________________________________
Phone: _________________ M/S: ____________________
Date: ____________________________