Issue Date: May 25, 2000
Boeing Employees' Recreation Clubs
Purpose/Summary:
This procedure describes the company's standards, regulations, and support for the approval and administration of the company recreation clubs and special interest groups.
Supersedes:
January 1, 1999
Applies to:
All Boeing
Maintained by:
Company Offices Employee Relations
Authority Reference(s):
Policy POL-3, "People"
Approved by:
James B. Dagnon, Senior Vice President People
Summary of Changes to the Title Page:
The change to the title page includes the Issue Date, Supersedes, and Applies to information.
1. Introduction
The Recreation Program consists of approved employee clubs and special interest groups and services that are beneficial to the company and its employees. While the types of services provided by Recreation will vary from site to site, this procedure will specifically address the management of recreation clubs and special interest groups. The company provides a work environment that fosters communication, productivity, creativity, teamwork, and employee satisfaction.
2. Participation
A. Participation guidelines may vary from site to site. The following criteria for participation is recognized at all Boeing locations. Other criteria for membership and membership guidelines are determined by each site and may vary from site to site. Appropriate Recreation and Company Offices Insurance approval is required.
B. Participation in the Recreation Program is open to the following without regard to race, color, gender, sexual orientation, age, religion, national origin, status as a special disabled or Vietnam era veteran, or the presence of a disability:
1. Boeing employees and retirees.
2. Spouses and dependents, as determined by the IRS, of Boeing employees and retirees.
3. Government, customer, contract, and vendor personnel assigned full time to support the company, including their spouses and dependents, subject to Recreation approval.
4. Other non-Boeing individuals proposed for participation who are approved by Recreation and Insurance.
Note: Certain limitations may be imposed by Recreation on participation for other than company employees based on available facilities, staff, budget, Government regulations, or other considerations.
3. The Recreation Club Program
A. The Recreation Program consists of approved employee clubs, special interest groups, and services that are beneficial to the company and its employees.
1. Clubs - To be recognized by Recreation, a club must be not-for-profit; have an approved constitution and bylaws, a budget forecast, and a list of officers; and be within the scope of at least one of the following classifications:
a. An activity that promotes pursuing a special activity for relaxation and mental and/or physical health benefits.
b. An activity that requires a knowledge or skill that can be acquired through special practice.
c. An activity that pertains to physical skill by individuals or groups.
2. Special Interest Groups - A Special Interest Group (SIG) is defined as any group that meets to discuss or participate in a common interest that meets minimum membership requirements as established by Recreation. A special interest group may offer an opportunity to meet others in an informal atmosphere that will benefit one’s personal life situation, or one that offers an opportunity to pursue a course of training, learning, or interchange of information for the purpose of enhancing one’s knowledge. To be recognized by Recreation, a special interest group must be not-for-profit; must have an approved constitution and bylaws; must identify a focal point, and, depending on location, have an annual budget forecast.
B. Clubs, groups, or activities that seek to represent, or act as an advocacy group for, employees with respect to terms and conditions of employment will not be recognized or approved. To ensure compliance with federal and state laws and regulations, employee-sponsored clubs, groups, or activities that involve politics, or political activities such as lobbying, partisan support, etc. will not be recognized or approved.
C. Financial support to approved employee clubs and special interest groups will be provided subject to budget guidelines and within the allowable budget allocation as established by each region.
D. Support to approved or proposed clubs or groups may be restricted based on available facilities, staff, and budget.
4. Program and Club Administration
A. Recreation Program Requirements:
1. The Recreation Program will be administered by an assigned company People organization.
2. Where appropriate, each geographic area will have an employee board or council to serve as an advisory body to management. It will function within the framework of a Recreation-approved constitution and bylaws.
3. The assigned company People organizations will provide counsel and guidance to employee clubs and informal groups on organizing, publicizing, administering, financing, volunteer training, and facilities support.
B. Club and Special Interest Group Guidelines:
1. Each club and SIG will develop a constitution and bylaws, or standard operating procedure, and will elect volunteer leaders who are responsible for the administration of their club. The constitution or procedure must meet requirements established by the company.
2. Club and SIG leaders may be permitted limited use of company time to conduct essential business that cannot be conducted during non-work hours. Approval by appropriate company management is required.
3. Each club and SIG will develop a sound financial program, encouraging primary costs to be borne by the participants. Each club will develop and maintain a financial accounting and reporting system acceptable to Recreation.
4. Those clubs and SIG’s designated by Corporate Insurance, in consultation with the Law Department, will obtain a Release from Liability and Indemnity Agreement from each participant prior to any club activity. The original agreements, including a membership roster, will be retained by Recreation.
5. Where appropriate, each club and SIG will submit an annual budget forecast for approval. Requests for financial support must be fully documented.
6. Club and SIG expenditure of funds for the acquisition of real property or other assets of a capital nature must be approved by Recreation.
7. All internal news releases, announcements, posters, and other promotional material must be approved by Recreation. All external news releases, announcements, posters, and other promotional material must be approved by Recreation and Public Relations.
8. Club and SIG leaders may use various company services (e.g. communications, audiovisual, personal computers, graphics, photo-media, transportation, printing, and stationery) in connection with their club programs. Approval by and accountability to Recreation is required. Boeing Recreation administrative offices, and elected officers of each club or SIG may use the Company’s e-mail system for club and/or SIG purposes on a limited basis. Specifically, Boeing Recreation Club administration may communicate via the company e-mail system to elected officers of each organization. Additionally, reasonable communication between elected officers on club and/or SIG issues is permitted. No other e-mail usage for Club and/or SIG purposes is permitted beyond the parameters as stated in Procedure PRO-10, "Proper Use of Company, Customer and Supplier Resources." Communication to organization members may be done on the club or SIG web site.
5. Responsibilities
A. Recreation administrative staff responsibilities include but are not limited to:
1. Administer the Recreation Program.
2. Exercise approval authority for the expansion of existing programs and the addition of new programs.
3. Provide counsel, guidance, publicity, training, and financial and facilities support as appropriate.
4. Manage all company capital facilities dedicated to the Recreation Program.
5. Where applicable, approve the acquisition of company surplus equipment for employee clubs and special interest groups.
6. Ensure that accurate books, records, and ethical standards, in accordance with Boeing Ethical Business Conduct policies and procedures, are maintained.
7. Where applicable, approve club requests for purchase, lease, or rental of facilities and equipment, above and beyond those approved in the annual budget process.
8. Advise other company organizations regarding services offered, and coordinate mutual support of Recreation services and programs.
9. Where appropriate, purchase and distribute company recreation equipment for club and SIG use and for program services.
10. Maintain a record of all company-owned Recreation club and SIG equipment.
11. Plan, develop, review, and approve all proposed company facilities expenditures dedicated to the Recreation Program.
12. Coordinate the use of company insurance and legal services for Recreation Clubs and special interest groups.
13. Ensure that internal operating procedures are developed and maintained.
15. Retain the original, signed Release from Liability and Indemnity Agreements, and club membership rosters.
B. Corporate Insurance will:
1. Provide liability insurance in support of the Recreation clubs except when the activity represents an unusually high degree of risk to the company.
3. In consultation with the Law Department, determine which clubs and SIG’s shall obtain a signed Release from Liability and Indemnity Agreement from each participant.
C. The Company Offices Director of Employee Relations will ensure that this procedure is maintained.
D. The Senior Vice President of the People Organization will serve as the focal point for the company Recreation Program.