Sun Lakes Aero Club

Policies and Procedures Manual

As amended to December 8, 2009

PURPOSE OF THIS MANUAL

To record significant decisions by the Board that should be retained for ready reference

Board Meeting and Annual Membership Meeting Agendas

October Board Meeting:

The President shall appoint a Nominating Committee for the purpose of nominating the Board Members for the following year.

November Board Meeting:
The Nominating Committee Chairman shall report their nominations for Board Members and the Board will nominate nominees for the following year.

November Meeting of the Members:

The President shall announce the slate of Board Members nominated for the following year and request additional nominations or candidate volunteers from the members present".

December Board Meeting:

The Treasurer shall recommend the annual dues amount for the following year based on an analysis of the current condition of the Treasury and the budget for the following year. The Board shall set the annual dues for the following year.

December Annual Meeting of the Members:

The President shall announce the dues for the following year and if payments are received at the meeting, the funds shall be held for deposit until the following year in order to simplify the Treasurer’s accounting procedures.

The President shall call for the election of the Board Members for the following year and introduce the Nominees chosen by the Board plus any additional Nominees chosen by the members at the November Meeting of the Members. He shall call for additional nominations or candidate volunteers from the floor and add them to the Nominees (in effect increasing the number of Board Members). A show of hands for the nominations will suffice for the election.

December Annual Meeting of the Board:
Immediately after the annual meeting of the Members, the Board shall meet and elect the Officers of the club for the following year (President, Vice President, Secretary and Treasurer and their Assistants, if any).

The President shall appoint the Activities Director, Program Director, Publicity Director, Provost, and any other Appointees he deems necessary for the following year.

DONATIONS

The sum of $50.00 shall be donated to a non-commercial organization that does not charge fees in consideration of a SLAC visit, or tour. (See Obituaries below).

DUES

Annual dues are set by the Board at the December meeting each year for the subsequent year. Dues are for individual members and their spouse. Dues shall be considered delinquent if not paid by April 30th. All of the members shall be informed by the Treasurer in December of the annual dues amount and reminder notices shall be sent out on the 1st of each month from Feb 1st to May 1st to those members who have not paid their current dues. Delinquent members who have not paid their dues by April 30th shall not be solicited for unpaid dues and they shall be retained as members on the club roster until 12/31.

FLY-INS

Fly-ins are administered by the Activities Director.

LETTERS

The President, following the death of a member or member’s spouse, shall send a condolence message to the closest known relative.
The President shall write a letter of appreciation to individuals who present a program at a SLAC meeting.
The President shall write a letter of appreciation following an activity sponsored by the Club to an organization visited. A $50 check should be enclosed providing it meets the conditions outlined in ‘Donations’ above.

MANAGEMENT OF CLUB RECORDS AND EQUIPMENT

Treasurer – Maintain records of Receipts and Disbursements and audits.

Secretary – Maintains Guidelines , the Policies and Procedures Manual and the Board Meeting minutes

Provost – Maintain a record of the club physical assets and who has the custody of them.

NOTIFICATIONS

· Members will be notified electronically of up coming meetings, fly-ins or field trips. This will be done

by the President or his designees.

OBITUARIES

Upon the death of a member or member’s spouse, the President shall ask the Treasurer to contribute $25.00 to the charity or organization requested by the family of the deceased. The charity or organization should be requested to send a message to the grieving family indicating they have received a donation from SLAC.

SPECIFICATIONS FOR A CLUB JACKET

The Sun Lakes Aero Club Board has agreed to provide specifications for an acceptable jacket for members to purchase on their own. Each member who desires a Club jacket may locate one from any source that mirrors the JC Penny model, suits their pocketbook, and meets the Club’s specifications.

The Club specifications are:

Type or Style: Flight Jacket.
Weight: Light or Medium 3-Season.
Material: Cotton or cotton polyester blend.
Shoulder: Cape Shoulder (dropped or circular) preferred.
Collar: Rib knit crew.
Length: Rib knit at waist.
Closure: Zip front, snap storm flap.
Sleeves: Rib knit cuffs.
Color: Navy blue (dark blue).
Embroidery:

a. Left front - Arizona State Flag, 1¾” X 2½”.

b. Left front- Below Arizona state flag the inscription “Sun Lakes Aero Club”.

c. Left front - Below Inscription, member’s name.

d. Other embroidery, such as an American flag, may be added

JCPenny Towncraft® Cape Shoulder Jacket. Current 2008
Price: from $29.99 to $39.99.