In addition to duties specified in the bylaws, the following duties of various officers have been defined.

These are the guidelines and may be changed by the Board of Directors .

Revised February 12, 2002

DUTIES OF PRESIDENT
DUTIES OF FIRST VICE PRESIDENT
DUTIES OF SECOND VICE PRESIDENT
DUTIES OF SECRETARY
DUTIES OF TREASURER
DUTIES OF DELEGATES
DUTIES OF TREND EDITOR
POLICIES AND PROCEDURES
APPENDIX A
APPENDIX B

· Appoint standing committee chairpersons and ad hoc committees as required and confirmed by the Board of Directors. This should be completed in time to be included at the January meeting

· In December, negotiate cost of luncheons with caterer for the coming year

· Complete signature cards for Credit Union accounts

· Obtain key to Post Office box from outgoing president

· Determine table rotation for luncheons. Head table and disabled members/guests are to be served first

· Attend meetings as representative of REOKC (i.e. Retirement Board, Board of Supervisors etc.)

DUTIES OF FIRST VICE PRESIDENT

· Conduct meetings in absence of the President

· Be responsible for developing general membership meeting programs for the year

· Keep Second Vice President advised of any special needs of speakers or entertainers for use in the meeting room (i.e. additional space, piano, projector screen etc.)

· Contact speaker or entertainer prior to general membership meeting to remind them of date and time

· Advise speakers and/or entertainers that their program should not exceed 30 minutes including time for questions from members if appropriate

· Get prior approval from Board of Directors for payment of any expenses/contributions for speakers and/or entertainers, obtain check from treasurer and present it at the end of the program

· Send a “Thank you” note to the guest speaker and/or entertainer or inform Secretary to send

· Introduce programs and presenters at the luncheons

DUTIES OF SECOND VICE PRESIDENT

· Conduct meetings in absence of President and First Vice President

· Be responsible for setting up the meeting room

· Tables for members: Obtain number of reservations from Luncheon Reservation Hostess, Phone No. 321-9344 for luncheon meetings Feb, Apr, Jun, Aug, Oct and Dec. For non-luncheon meetings, set up tables in accordance with past requirements

· Set up tables for food service in room adjacent to kitchen

· Set up tables and chairs for Hostesses by the door for registration and drawing ticket sales

· Set up tables in Jan., Mar., May, June, July, Sept., and Nov. based upon tickets sales and reservations made for the following month’s luncheon

· Entertainment: First Vice President will advise you of any special needs (i.e. piano)

· Contact David or Mathew, Phone No. 395-0936 to set up tables and chairs prior to meeting date and remind him of the current month’s requirements

· Rooms are reserved from 9:00 a.m. to 3:00 p.m. for our general membership meetings. See that each worker is paid $35 for each non-luncheon meeting and $45 for each luncheon meeting, (except for July and Dec. meetings)

· Any member may be asked to assist in accomplishing any of the above.

DUTIES OF SECRETARY

· Record minutes of all meetings of the Board of Directors and of the General membership

· Mail copies of the minutes to all Board members prior to their next meeting

· Coordinate the preparation of the agendas for the Board of Director’s meetings and for the General Membership meetings with the President and prepare the agendas for next Board of Director’s and General Membership meetings. At beginning of each Board meeting distribute copies of the agendas

· Prepare correspondence from REOKC as requested by Board of Directors

· Annually in September, make application with Kern County Parks and Recreaton Department to reserve rooms 1,2 and 3 plus kitchen from 9:00 a.m. to 3:00 p.m. for the second Tuesday of each month (except for July and December) for the South West Vet’s building and the main hall and kitchen for Norris Road Vet’s building for the second Tues in July.

DUTIES OF TREASURER

· Be accountable for all monies and dues received for REOKC

· Disburse funds upon approval of Board of Directors, including those approved in the annual budget and any monthly expenses

· In December, pay U.S. Post Office for bulk rate Permit No. 349 for the mailing of the newsletter

· Pay caterer for luncheons

· Maintain all membership information and monthly reconcile membership list received from the Retirement Office

· Prepare labels for mailing the Newsletter (Trend)

· Send letters to all newly retired employees soliciting membership

· Meet monthly with Credit Union to reconcile monthly financial status

DUTIES OF DELEGATES

· Delegates are appointed by the President

· Delegates are required to notify their respective organizations either in writing or orally of their appointment (i.e. CRCEA, KCPEA etc.)

· Delegates are required to make a report of their meetings to the Board of Directors and to the General membership at their respective meetings

· Submit expense form(s) to the Treasurer for travel expense re-imbursement

· REOKC understands that attendance at State and Local meetings for its delegates may require that a spouse or caregiver also attend. In these cases, REOKC will also reimburse the actual expenses of the spouse or caregiver.

DUTIES OF TREND EDITOR

· Editor(s) are volunteers and serve by appointment at the pleasure of the president

· Carry out policies established by the Editorial Board

· Publish the official newsletter a minimum of 6 times per year (every other month)

· Edit and coordinate individual articles with the author as to content and meaning

· Set deadlines for submission of articles

· Meet with Editorial Board as needed

· Coordinate printing of the newsletter with the Treasurer

· Deliver the newsletter to the printer

· Update the Directory and Bylaws annually

· Update the Policy and Procedures manual as needed

· Design and print Christmas Luncheon program

· Design and print all luncheon tickets

POLICIES AND PROCEDURES

· The Second Vice President is responsible for the set-up of meeting rooms and authorization of expenditures $35.00 for non luncheon and $45.00 for luncheon meeting helpers.

· The REOKC checks may be signed by either the President, Treasurer or other authorized designee.

· The Treasurer’s records are to be audited annually and a report made to the Board of Directors and General Membership.

· The Treasurer’s records may be destroyed after seven (7) years, including invoices, cash receipts and ledgers.

· Delegate’s travel expenses for authorized travel to meetings shall be paid at the County rate. Currently, this rate is Mileage 34.5 cents per mile, Lodging - $128.00 plus tax per day, Food – a daily per diem rate of $38.00. These expense must also be budgeted. See appendix A for Travel Expense Procedures.

Candidates for public offices that directly affect retiree issues that are important to our REOKC members can be invited by the Board of Directors to attend a special meeting of the Board for the purposes of interviewing them and making a recommendation to our membership. In order to receive endorsements candidates need to receive 60% of votes cast by secret ballot. In the even of a candidate not receiving 60%, we will take a "no position".

· All funds collected for door prizes shall be distributed in total by ticket drawing.

· The Treasurer’s expense shall be reimbursed at the rate of $175.00 per month.

· The Trend Editor shall be reimbursed at the rate of $100.00 per issue.

· Luncheon costs shall be $5.00 for members and spouses and $7.00 for guests and $10.00 in December for the Christmas luncheon for members, caretakers and spouses, no guest for the December luncheon. Reservations not cancelled by the Wednesday prior to the luncheon will be forfeited. Telephone reservations are not accepted. Written requests for lunch tickets must include a stamped self-address envelope. Checks are to be made payable to REOKC.

· Meetings are not open for the sale of merchandise or services and spokepersons for such purposes will not be permitted to address the membership. Literature may be distributed during the social hour from a table at the back of the room with the prior approval of the Board of Directors or at the discretion of the President.

· An attendance drawing by name of attendees will be held at each meeting and $10.00 will be awarded to a member who is present at the time of the drawing. There are no attendance awards in July and December.

· The Board of Director’s meeting shall begin at 10:00 a.m.

· The First Vice President shall serve as program chairperson.

Appendix A

General Statement –

It is the policy of the Board of Directors for the REOKC to reimburse delegates and others as approved by the Board of Directors for actual and necessary expenses incurred on the behalf of the Association, REOKC.

Lodging Expenses –

The maximum reimbursement rate for lodging is adjusted annually and is based upon County of Kern’s reimbursement policy. The County of Kern has adopted the Federal Guidelines for lodging and meal allowances applicable to the state of California. If lodging within this maximum rate limitation is not reasonably available, expenses exceeding the maximum may be approved by the Board of Directors.

Meals and Incidental Expenses –

The maximum daily per diem rate for meals and incidental expenses are adjusted annually and dictated by County of Kern’s current policies. When actual cost is less than the per diem rate, reimbursement will be made for actual expenditures only. No reimbursement is allowed for meal expenses exceeding the allowable per diem rate. When a meal cost is included in the registration fee for a seminar or other type of meeting, or when the Association pays directly for a meal, the cost of that meal will be deducted from the per diem amount. Incidental expenses such as telephone and facsimile charges, taxicab fares, registration fees, car rental and any other REOKC Association business-connected expenses are reimbursed at actual cost.

Ineligible Expenses –

Personal expenses such as barbering, valet services, alcoholic beverages, entertainment, etc., shall not be reimbursed. Tips are a gratuity and will not be reimbursed.

Conference/Seminar Fees –

The Association prefers to have the Treasurer directly pay for conference registration fees. A written request along with all necessary forms that are required will be submitted to the Treasurer who will in turn send registration materials and fees directly to the appropriate parties conducting the conference. If time does not permit the approved attendee to the conference may personally pay the registration fee and claim reimbursement upon returning home.

Transportation Expense –

The most economical and efficient transportation mode shall be used. Private vehicle use will be reimbursed at current County of Kern rates on a per mile basis. This rate will be adjusted annually. Any common carrier usage must have the prior approval of the Board of Directors and if approved will be reimbursed at actual cost. Any unused tickets or portions of tickets are to be returned the the Association’s Treasurer.

Travel Advances –

Requests for travel advances must be submitted in writing and will be considered on a case-by-case basis. Amount of an advance will be based upon current travel rates and will not exceed 80% of the projected cost of travel.

Reimbursement Request –

All claims are to be submitted in writing with an itemized listing of reimbursable expenses and all receipts to the Association’s Treasurer. If a travel advance was received and has not been repaid, deduct the amount from the claim total to show net reimbursable amount.

Appendix B

Exemption Requirements for Employees' Associations

A local association of employees under § 501(c)(4) is an organization whose membership is limited to employees of a designated person or persons in a particular municipality, and whose income will be devoted exlusively to charitable, educational, or recreational purposes. The organization must (1) be of a purely local character, (2) limit its membership to employees of a designated person or persons in a particular locality, and (3) its net earnings are required by its articles of organization, constitution, or bylaws to be devoted exclusively to charitable, educational, or recreational purposes. A local association of employees that has established a system of paying retirement and/or death benefits to its members will not qualify for exemption, since the payment of these benefits is not considered as being for charitable, educational, or recreational purposes. Similarly, a local association of employees that is operated primarily as a cooperative buying service for its members in order to obtain discount prices on merchandise, services, and activities does not qualify for exemption.

The Articles of Incorporation of Retired Employees of Kern County qualified for its tax exempt status under Section 501 (C) (4) (see excerpt above) of the Internal Revenue Code when first incorporated. Dues paid by members are used in support of the Associations activities as outlined in the Articles of Incorporation. Articles II and III define these activities and as defined conform to the following revenue code.

501 3 c United States Internal Revenue Code (excerpt)

(A) Civic leagues or organizations not organized for profit but operated exclusively for the promotion of social welfare, or local associations of employees, the membership of which is limited to the employees of a designated person or persons in a particular municipality, and the net earnings of which are devoted exclusively to charitable, educational, or recreational purposes.

(B) Subparagraph (A) shall not apply to an entity unless no part of the net earnings of such entity inures to the benefit of any private shareholder or individual.

Opinion – Therefore the amount of membership dues collected does not appear to affect the tax exempt status of the organization as long as the Association complies to its original Articles of Incorporation.

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