By LAWs and MISSION
Our History
BALLSTON AREA SENIOR CITIZENS, INC.
BYLAWS
ARTICLE 1 - MISSION
The mission of the Ballston Area Senior Citizens, Incorporated, a non-profit, tax-exempt, Internal Revenue Code 501(c) (3) organization, is to provide a quality-of-life enrichment opportunity and experience for Ballston Area Seniors members.
Members of the Ballston Area Seniors meet weekly, at the Town of Milton Community Center, 310 Northline Road in Ballston Spa, New York, and participate in a wide variety of activities.
Members plan and conduct fund raising events such as bazaars and raffle sales to augment the financial support received from the Town of Ballston, the Town of Milton, and the Village of Ballston Spa.
Ethics: Members volunteer their services in their areas of interest and those of the Corporation, expecting no money or gifts from either the Corporation or its members or vendors.
All members will abide by the Code of Conduct upon Enrollment or renewal of membership.
Code of Conduct: The Ballston Area Senior Citizens, Incorporated, a non-profit, tax-exempt, Internal Revenue Code 501(c)(3) organization, is to provide a quality-of-life enrichment opportunity and experience for Ballston Area Seniors members.
Participation in the organization’s programs is subject to the observance of its rules, regulations as set forth in the Bylaws and Standard Operating Procedures. The activities outlined below are strictly prohibited. Any participant who violates this Code of Conduct is subject to discipline, up to and including removal from the program.
v Abusive language toward a volunteer or another participant
v Reporting to the program while under the influence of drugs or alcohol
v Bringing to the Senior Center’s events dangerous or unauthorized materials (such as explosives, firearms, weapons or other similar items).
v Discourtesy or rudeness to fellow participants, members or volunteers
v Verbal, physical, sexual or visual harassment of another participant, member or volunteer
v Conduct endangering the life, health, safety or well being of others
v Failure to follow a BASC policy or procedure
v Bullying or taking unfair advantage of any participant
v Failing to cooperate with a leader
v Abuse of the Center or its contents, including misuse, theft or abuse of the building, equipment or supplies.
v Abuse or theft of another member’s property
I have read and understand the Senior Center of Ballston Spa Code of Conduct. I agree to abide by the rules described above for as long as I am an active member of the Organization and understand that I may be removed as participant if I violate any of these rules.
Philosophy - When the Corporation predecessors first organized, Mayor Charles Heniger, the Founder, and the Director, Herman Wagner, introduced a policy to members that there should be no concern with politics or religion at any time. This philosophy is still endorsed and sanctioned by the members.
The sum of the activities described above defines the Ballston Area Senior Citizens, Incorporated, and our mission. We continually encourage our senior friends to join us in our quality-of-life opportunities and experiences.
ARTICLE 2 – OFFICERS & DIRECTORS
The Executive Board is made up of the following elected officers: President, Vice President, Treasurer, Secretary, Membership Secretary, and four (4) Directors. The immediate Past President is a non-voting ex-officio member of the Executive Board.
ARTICLE 3 - DUTIES & RESPONSIBILITIES OF EXECUTIVE BOARD MEMBERS
3.1 The Executive Board is responsible for overseeing the operation of the Corporation.
3.2 The President presides at all general, special, and Executive Board meetings and secures a volunteer chairperson for all Standing and Special Committees.
3.3 The Vice President presides in the absence of the President and assists with other duties as requested by the President.
3.4 The Secretary is the central repository of information for the organization given his/her exposure to the meetings of the group. The Secretary should be knowledgeable in the organization’s Bylaws, leadership and procedures. It is the responsibility of the Secretary to maintain the organization’s records and documentation, which includes preparation of meeting agenda and minutes, memoranda and other correspondence, to include electronic correspondence and to perform such duties as are usually incumbent upon that office.
3.5 The Treasurer receives and disburses all monies of the Corporation and keeps an accurate account of financial transactions. The Treasurer shall submit at the second meeting of the month, or at any time requested by the President, a detailed financial report to be included in the minutes of weekly membership meeting.
3.6 The Membership Secretary collects all dues and assessments, keeps an up-to-date record of membership, and validates each membership card by signature or initials.
3.7 The Directors ensure compliance with the Bylaws and the Standard Operating procedures (SOP).
3.8 The Executive Board: prepares and includes in the Standard Operating Procedures, more specified duties and responsibilities of Executive Board members to distribute the leadership function at the Board level.
3.8.1 Provides for more direct leadership attention to the many functional areas of the organization.
3.8.2 Further enables and supports the Standing Committee Chairpersons in their continuous leadership role.
3.9 If an Executive Board position becomes vacant, the actions specified in ARTICLE 8, Elections, are followed.
ARTICLE 4 - MEMBERSHIP
4.1 Every member will adhere to a Code of Conduct.
4.2 Resident Membership - Any resident of Saratoga County, fifty-five (55) years of age or older, is eligible for membership upon payment of dues as assessed by the Executive Board.
4.3 Non-Resident Membership - Prospective new members fifty-five (55) years or older, who do not reside in Saratoga County may join the Ballston Area Senior Citizens organization as a Non-Resident Member. Non-Resident Members will be afforded all benefits provided to Resident Members with the exception of subsidized trips.
4.4 Change of Membership Status:After one (1) year of continuous active membership, a Non-Resident member may petition, in writing, the Membership Committee for approval by the Executive Board to have their membership classification changed to Resident.
4.4.1 Must attend a minimum of one (1) Business meeting per year
4.4.2 Must be active in any other non- subsidized activity, social event or meetings each year.
4.5 Anyone who has been an active member for one year and keeps membership dues current may remain an active member, regardless of where the member resides or relocates.
4.6 If an active member has a spouse who is less than fifty five (55) years of age, the spouse will be admitted to membership.
4.7 Dues
4.7.1 Annual dues must be paid by January 1st of each year to maintain active membership. If not paid by January 31st, member will be considered “INACTIVE” and shall not take part in organizational events until dues are paid. If dues remain unpaid by December 31st, member will be removed from membership rolls.
4.7.2 Amount of dues to be determined by the Executive Board by September 30th of each year. Amount to be listed in the SOP. If no change made, prior year amount will apply.
4.7.3 Dues are not pro-rated.
4.7.4 Incapacitated or nursing home residents who are unlikely to return to active membership and who have been active members, may be given Life Member status upon review by the Membership Committee.
4.8 Exceptions to membership requirements must be reviewed and approved by the Membership Committee and brought to the Executive Board for approval.
ARTICLE 5 - MEETINGS -
5.1 Members gather weekly on Thursdays, except on legal holidays and when Ballston Spa schools are closed due to inclement weather. School closings are announced on local radio and TV stations.
5.2 There will be one Executive Board meeting each month. Special Board Meetings may be called by the President at anytime at the discretion of the President.
5.3 The rules contained in Robert’s Rules of Order (latest revised edition) shall be the parliamentary authority on all matters not specifically covered by these Bylaws, and/or as directed by State or Federal Laws.
5.4 All members are welcome to attend any regular, special or Executive Board meetings and are allowed to voice their opinion when recognized. Only elected Officers and Directors will have a vote during Executive Board meetings.
5.5 A closed (attended by Board Members only) special meeting may be convened by the President to address private, personal, or personnel matters.
5.6 Procedures for weekly Gatherings in SOP.( See Amendment 1)
ARTICLE 6 - COMMITTEES
6.1 The President shall secure a Chairperson for each standing committee. The Chairperson is responsible for overall committee activity and shall recruit volunteers to participate on the committee. All members in good standing are encouraged to volunteer to serve on a committee of their choice.
6.2 The President or designated representative is an ex-officio member of each committee.
6.3 The Standing Committees of the Corporation are shown below. A more detailed description of committee activities is included in ARTICLE 6 of the SOP.
6.3.1 Activities
6.3.2 Audits also see Bylaws 7.6
6.3.3 Budget
6.3.4 Buildings and Grounds
6.3.5 Bylaws/SOP
6.3.6 Chorus
6.3.7 Crafts
6.3.8 Kitchen
6.3.9 Membership
6.3.10 Newsletter
6.3.11 Nominations
6.3.12 Publicity
6.3.13 Trips–Day Trips
6.13.14 Quilting
6.4 Special committees may be formed by the President with the approval of the Executive Board.
ARTICLE 7 - FINANCE
7.1 Fiscal Year - The fiscal year shall run from January 1st through December 31st.
7.2 Budget: The Budget Committee, chaired by the Treasurer, and comprised of any Officers, Directors and any member of the Corporation wishing to serve, shall be responsible for preparation of a Budget for the coming year to be presented to the Membership for approval no later than the first meeting in November.
7.3 Corporation receipt/income sources include:
7.3.1 Revenues received each Fiscal Year from:
7.3.1.1 The Town of Ballston
7.3.1.2 The Town of Milton
7.3.1.3 The Village of Ballston Spa
7.3.2 Membership Dues
7.3.3 Donations
7.3.4 Trip fees from members
7.3.5 Festive dinners
7.3.6 Subsidized Lunches
7.3.7 Dances
7.3.8 Crafts sales
7.3.9 Public fund-raising affairs with the approval of the Executive Board.
7.3.10 Earnings from Corporation bank accounts.
7.4 Funding
7.4.1 No individual member shall benefit financially from any Corporation funds, except for services rendered or goods provided at fair value pursuant to contract as discussed in ARTICLE 9.2.
7.4.2 Funds received from the Village of Ballston Spa, Town of Ballston, and the Town of Milton may be spent for crafts, recreation and trips, or as otherwise approved by the Executive Board.
7.4.3 Request for additional funds for approved budgeted line items and miscellaneous purchases must be presented to and approved by the Executive Board and presented to membership for vote.
7.4.4 All bills, with the exception of any budgeted items, with a total cost over Five hundred dollars ($500) must be approved by the membership at an official regular membership meeting.
7.5 The Treasurer, in conjunction with a Certified Public Accountant, ensures that the annual Internal Revenue Service Tax Report is prepared and submitted to the Internal Revenue Service each year. A Copy is to be presented at Executive Board Meeting for their information and approval before submission.
7.6 The Audit Committee is responsible for conducting an annual Financial Audit of the Corporation’s financial activities. The annual Audit Report to be completed by June 30th of each year and presented to the membership for their information and comments.
7.7 All contracts must be presented to the Executive Board for their approval. Legal binding contracts may be signed by the President or designated Committee Chairman. This includes:
Town Usage Agreement – January
Festive Dinners (Caterers)
Dances (Bands, live entertainment)
Trips
Purchases
Newsletter
CDs and other monetary obligations
Any contract that obligates the Corporation to financial costs
7.8 Check Signing: The Treasurer, President and Director of Finance authorized to sign checks. All other names to be removed from bank(s) authorization.
7.9 Members may examine financial records of corporation upon request.
ARTICLE 8 - ELECTIONS
8.1 A Nominating Committee of five (5) members shall be recruited by the President no later than the last meeting in October of each year.
8.2 Any member who desires to run for an elective office must inform the Nominating Committee.
8.3 New Members and Elective Office - New members will be permitted to hold an elective office after one (1) year of continuous active membership.
8.4 The Nominating Committee will present a slate of candidates for Officers and Directors to the membership on the second (2) Thursday in November.
8.5 Nominations from the floor may be made on the second (2nd) Thursday in November, after which nominations will be closed. The person nominated must be present at the time of nomination and agree with the nomination or have provided written agreement to be nominated.
8.5.1 All candidates will run as individuals – no “Party Politics” no campaigning as a group.
8.6 Elections will be conducted on the First (1st) Thursday in December.
8.7 Officers and Directors will be installed at the first (1st) meeting in January.
8.8 Terms of Officers shall be for two (2) years and limited to two (2) terms, with the exception of the Treasurer, Secretary and Membership Chair who will serve at the discretion of the Executive Board. All candidates must submit Resume’s to the Nominating Committee.
8.9 Terms of Directors shall be for two (2) years and limited to two (2) terms. Two (2) Directors are elected each year.
8.10 If an office becomes vacant, the Nominating Committee, on request of the President or the presiding officer, shall present a slate of candidates to the membership. Nominations may also be made from the floor. An election must be held so that the office is not vacant more than thirty (30) days.
8.11 In the event the nominating process is unsuccessful in identifying a candidate to fill a vacancy, the incumbent may be elected to serve another term.
8.12 Any deviation from established election requirements must be reviewed and approved by vote of the Executive Board and the membership.
ARTICLE 9 - CHARITABLE ACTIVITIES
9.1 The Corporation is organized exclusively for charitable, educational, religious or scientific purposes, within the meaning of Section 501(c) (3) of the Internal Revenue Code (or corresponding section of any future federal tax code).
9.2 No part of the net earnings of the Corporation shall inure to the benefit of, or be distributable to its members, trustee, directors, officers or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of Section 501(c)(3) purposes. No substantial part of the activities of the Corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Corporation shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office.
9.3 Notwithstanding any other provisions of these articles, the Corporation shall not carry on any activities not permitted to be carried on (1) by a corporation exempt from federal income tax under Section 501(c) (3) of the Internal Revenue Code or, (2) by a corporation, contributions to which are deductible under Section 170(c) (2) of the Internal Revenue Code (or corresponding section of any future federal tax code.)
9.4 No monies from the Corporation are to be donated to any other organization, event or individual. Monies may not be collected from individual members for a specific event or cause with the exception of Memorial Donations to other not-for-profit corporations.
ARTICLE 10 - DISSOLUTION
10.1 Upon dissolution of this Corporation, assets shall be distributed for one or more exempt purposes within the meaning of Section 501(c) (3) of the Internal Revenue Code, i.e., charitable, educational, religious or scientific, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government for a public purpose.
10.2 If the Corporation should dissolve, any balance in the General fund, after all liabilities are taken care of, will be distributed to the charities chosen by the membership at the time of dissolution. All equipment owned by the Corporation will be sold and funds distributed by the Executive Board.
ARTICLE 11 - AMENDMENTS
11.1 These Bylaws may be amended by a majority vote of the members attending any regular or special meeting of the membership, so long as each amendment conforms to the requirements of a charitable organization as the same may be defined by Section 501(c) (3) of the Internal Revenue Code and that it has been proposed to the membership and laid on the table at a meeting of the membership at least one week prior to its presentation to the membership for adoption.
11.2 To ensure compatibility between the Bylaws and the SOP, when a change to either is made, both documents shall be reviewed and amended as necessary to ensure the two documents remain compatible. Both documents shall be issued with the same Revision Number and date.
Amendment 1: Procedures for Gathering on Thursdays as revised in 2023 are hereby removed as per the motion passed at the January 18, 2024 meeting.
Rev 9A Bylaws 2024
SOP's
Our Approach
BALLSTON AREA SENIOR CITIZENS, INC.
STANDARD OPERATING PROCEDURES (SOP)
ARTICLE 1 - MISSION
The Ballston Area Senior Citizens, Incorporated mission statement is included in Article 1 of the Bylaws.
This SOP supplements the Bylaws with more specific implementing procedures, where necessary, to avoid overloading the basic Bylaws with details. It is intended that there be no conflict or redundancy between the Bylaws and this SOP. It is also essential that there be no deviation from Internal Revenue Code 501(c)(3) and that there be no impact on the Corporation’s non-profit, tax exempt status.
ARTICLE 2 - OFFICERS & DIRECTORS
The Officer and Director structure is defined in ARTICLE 2 of the Bylaws.
ARTICLE 3 - DUTIES & RESPONSIBILITIES OF EXECUTIVE BOARD MEMBERS
(See Amendment 2 re: Table 1)Table 1 is hereby removed from the content of the Standard Operating Procedures and used at the discretion of the President under the guidance and approval of the Executive Board of Directors As of January 18, 2024.
3.1 A broad statement and description of the duties and responsibilities of Executive Board members are included in ARTICLE 3 of the Bylaws. This SOP provides additional specific details of Officer and Director Duties and responsibilities in Table 1.
However, it is essential that the President ensure that every facet of the organization’s functions falls under the oversight of an Officer or Director.
3.4 For the most part, Standing Committees, under the leadership of their respective Chairpersons, are effective and successful as a committee, and need little oversight. The Directors’ role is to further enable and support the Standing Committee Chairpersons in their continuous leadership role.
ARTICLE 4 MEMBERSHIP: requirements relative to membership are contained in ARTICLE 4 of the Bylaws.
4.2 Resident Membership
4.3 Non-Resident Membership
4.4 Change in Resident Status: After one (1) year of continuous active membership, a non-resident member may petition, in writing, the Membership Committee for approval by the Executive Board to have their membership classification changed to Resident.
4.4.1 Must attend a minimum of one (1) business meeting per year.
4.4.2 Must be active in any other non-subsidized activity and social event or meeting each year.
4.5 Moving out of Area.
4.6 If an active member has a spouse who is less than fifty five(55)years of age, the spouse will be admitted to membership.
4.7 Dues
4.7.1 Dues for the year 2023:
Upon joining, first year, regardless of age $10.00
Age: 55 to 79 $10.00
Age: 80 to 89 $5.00
Age 90 + Life member No Charge
4.7.2 For the year beginning 2024:
Upon joining or renewing, first year, regardless of age $15.00
Ages 80-89 initial to join $15.00, thereafter $10/yr.
Age 90+ $15 initial to join, then “Grandfathered in” to $0 each year.
$15 to join regardless of age
55-79 $15.00
80-89 $10.00
90+ Free
4.7.3 Dues are not pro-rated
ARTICLE 5 - MEETINGS
The type, frequency and protocol of meetings are covered in ARTICLE 5, Sections 5.1 through 5.5 of the Bylaws.
5.6 Procedures for weekly gatherings on Thursdays(See Amendment 1 – removing weekly gathering procedures on Thursdays)
There will be general business meetings each Thursday.
5.6.1 Program Coordinator: In conjunction with the President, the Program Coordinator plans and schedules guest speakers, entertainment, or other informative presentations for the membership. Programs may be presented at any meeting. No program shall be arranged by any member unless cleared with the Program Coordinator and President.
5.6.2 Seating: Open seating policy at regular membership meetings apply.
5.6.2.1 Upon arriving, member may select any available seat.
5.6.2.2 Member may select additional seats and “save” them for use by other members.
5.6.2.3 No reserved seats will be carried over to any future meeting.
5.6.3 Pot Luck Luncheons:
5.6.3.1 If no shared dish is brought to a meeting, a three dollar ($3.00) per person fee must be paid at the door to participate. The shared dish brought by the member must serve at least 8 people to be accepted as a shareable dish.
5.6.3.2 A guest of a member in good standing, or visitor, will be invited to lunch without paying for one (1) week to decide if they want to join.
5.6.3.3 After introductory one (1) week, the Non-member must pay five dollars ($5.00) at the door or become a member.
ARTICLE 6 - COMMITTEES
6.3 A list of required Standing Committees is contained in ARTICLE 6 of the Bylaws. More detailed Standard Operating Procedures for the committees are included below.
6.3.1 ACTIVITIES - The Activities Committee plans and manages social and fun events for the membership and on request will search out sources for classes such as painting, exercising, etc. as requested by the membership. Specific committees include:
6.3.1.1 Bazaar - The Bazaar Committee makes all plans for the annual bazaar, including scheduling, staffing, set-up, procurement of supplies, advertising, running the bazaar, working at tables, sale of items, kitchen support, vendor arrangements, take-down and cleanup, and submitting a final financial report.
6.3.1.2 Bingo- The Bingo Committee plans and conducts bingo after regular Thursday meetings and at other times mutually agreed upon with members.
6.3.1.3 Dance - The Dance Committee arranges social dances, hires a band, advertises, and does whatever the committee feels will add to the enjoyment of the membership and community.
6.3.1.4 Festive Dinners - The Festive Dinners Committee plans and arranges for all special dinners such as St. Patrick’s Day, picnics, Thanksgiving, Christmas and Recognition Days.
6.3.1.5 Greeters- Members of the Greeters Committee take turns as greeters to meet people as they come to the regular Thursday meetings, or other functions. The Greeters assist in finding lunch seats for the members or visitors who need seating assistance, and where appropriate, help the new persons feel comfortable by explaining our practices and policies.
6.3.2 AUDITS - The Audit Committee ensures that a yearly audit of the organization’s financial records is performed and that results are reported to the membership.
6.3.3 BUDGET- The Budget Committee is described and the Ballston Area Senior Citizens, Inc. budget preparation requirements are specified in ARTICLE 7 of the Bylaws.
6.3.4 BUILDINGS & GROUNDS - The Buildings and Grounds Committee must be generally aware of needed repairs to the building and grounds, and reports deficiencies to the Town of Milton to complete needed repairs. The Committee also assists the Town in planning future expansion of the building. When asked, members assist in opening and closing of the building and setting up the room for special senior events. The Committee is also responsible for maintaining information about events on the marquee current.
6.3.5 BYLAWS / SOP - The Bylaws/SOP Committee reviews and processes changes to the Bylaws/SOP as requested by the Executive Board who monitors organization performance to ensure that all provisions of the Bylaws and the SOP are met. As the organization changes in even small ways, it is necessary to upgrade the Bylaws and SOP to reflect the changes. The committee is responsible for the wording contained in the Bylaws/SOP.
6.3.6 CHORUS - The Chorus Committee meets as scheduled by the Chairperson, plans and schedules Chorus activities, selects their Chorus music, holds rehearsals, and performs for the membership and at community venues.
6.3.7 CRAFTS - The Crafts Committee meets weekly in the Crafts Room, producing products for sale at BASC events.
6.3.8 KITCHEN - The Kitchen Committee makes coffee and provides hot water for tea for each lunch meeting. The Committee provides products for table set-up, (ex: plates, cups, napkins, silverware, ice-water and waste bags) Individual members set up their own place setting to save on waste of paper products.
6.3.8.1 The Kitchen Chairperson solicits member volunteers to assist in the weekly pre-meeting and after-meeting kitchen tasks. The Kitchen Chairperson also coordinates support from outside volunteers who assist in kitchen duties.
6.3.8.2 The Kitchen Chairperson is responsible for ensuring that adequate supplies of paper goods and other items needed for the kitchen are available.
6.3.8.3 The Kitchen Chairperson is responsible for staffing of fee collection at the door.
6.3.9 MEMBERSHIP
6.3.9.1 The Membership Secretary is the Chairperson of the Membership Committee. Duties and responsibilities of the Membership Secretary are included in ARTICLE 3 of the Bylaws and in Table 1 of this SOP. The Committee reviews and makes recommendations to the Executive Board regarding any request to join the organization or retain membership if requesting parties do not meet the criteria specified in the Bylaws and SOP.
6.3.9.2 BIRTHDAYS - Birthdays are observed each month.
6.3.9.3 LIFE MEMBER - Where merited, the Committee may recommend designation of a member to Life Member status in accordance with ARTICLE 4 of the Bylaws.
6.3.9.4 SICK BENEFIT - Get well cards will be sent to active members.
6.3.9.5 DEATH MEMORIAL - A Thirty Five ($35.00) memorial donation is made to the charity or organization selected by the family of the deceased member. The name of the deceased will be added to the memorial plaque.
6.3.10 NEWSLETTER
6.3.10.1 Published 6 times per year. Bi-Monthly.
6.3.10.2 Gathers articles from Officers, Committee Chairman, etc. to promote organization events and activities to members and community.
6.3.10.3 Mails copies to members who request it to be mailed.
6.3.11 NOMINATIONS - The description, duties and responsibilities of the Nomination Committee are detailed in ARTICLE 8 of the Bylaws.
6.3.12 PUBLICITY
The Publicity Committee relies on all other Officers, Directors, Chairpersons and Coordinators for precise input about up-coming event information. The Publicity Committee coordinates with local media outlets to place appropriate senior event information in local newspapers. The Committee may also be called upon to help with advertising, flyer preparation and signs for senior events.
6.3.13 TRIPS
6.3.13.1 The Trip Committee solicits ideas for trips from the general membership during the month of September.
6.3.13.2 The Trip Committee will plan and regulate all day trips as to concerns, cost, and destinations.
6.3.13.3 Addition of a second Bus: At the discretion of the Executive Board, with the availability of smaller buses, (i.e. 16, 28 seats) (without reaching a total of 80 prior to requiring two large buses) a small bus may be acquired to allow a larger number of members to go on a trip. A minimum of 16 must be on the waiting list to consider adding a second bus.
6.3.13.4 To be eligible for the day trip list, an active, up-to-date member must sign up and pay for the trip in person for themselves and may also sign up for one (1) seat partner who must also be an active member. In some extenuating circumstances seating is at the discretion of the Trip Committee Chair or Committee.
6.3.13.5 An active member can bring an aide if required and approved by the Executive Board and must pay the same price as the member if not member.
6.3.13.6 Trips will be announced by Trip Hostess to the membership at a regular Thursday meeting five (5) weeks in advance. The Trip Hostess will schedule a minimum of two (2) weeks for sign up.
6.3.13.6.1 The first week of sign up is for resident members.
6.3.13.6.2 The second week of sign up is for resident AND non-resident members and guests.
6.3.13.6.3 Upon discretion of Trip Hostess, sign-up may stay open until head count is turned in to Bus Company.
6.3.13.6.4 To be eligible for a trip, a member must have joined the Corporation at least thirty (30) days prior to the date of the trip because trips are subsidized.
6.3.13.7 Members may drive to trip destinations. Trip cost will not be affected.
6.3.13.8 Trip Signup Process - The trip signup process includes sign up, seat selection and payment. On signup day, the signup process will be as follow: At the Signup Station, travelers will sign up for the trip for themselves and one other person, if applicable, (seat partner) at 10:00AM and must be present.
6.3.13.9 Trips must be paid with personal check, money order or cashier’s check made out to Ballston Area Seniors (BASC). In the event a check is returned for insufficient funds or any other reason, any fees incurred must be paid by the check writer.
6.3.13.10 When a trip is filled, a waiting list will be established. Members will be called in order of sign-up. If all names on waiting list have been exhausted, other members may be called. No cost of any cancellation will be borne by the Corporation.
6.3.13.11 No overnight trips will be subsidized by the Corporation.
6.3.14 QUILTING - The Quilting Committee designs and produce quilts for sale at events such as the Bazaar, members or craft sales.
ARTICLE 7 - FINANCE
The requirements relative to Corporation finances are contained in ARTICLE 7 of the Bylaws.
ARTICLE 8 - ELECTIONS
The description, duties and responsibilities for elections are detailed in ARTICLE 8 of the Bylaws.
ARTICLE 9 - CHARITABLE ACTIVITIES
The requirements related to charitable activities are contained in ARTICLE 9 of the Bylaws.
ARTICLE 10 - DISSOLUTION
The requirements relative to dissolution are contained in ARTICLE 10 of the Bylaws.
ARTICLE 11 - AMENDMENTS
The requirements applicable to revising or amending either the Bylaws or the SOP are specified in ARTICLE 11 of the Bylaws. This requirement is intended to ensure that no conflicts between the Bylaws and SOP are introduced when changes are made in one of the documents.
NOTE: Our numerous activities share use of our facility not only among ourselves, but also with renters of the facilities. It is the responsibility of the Committee Chairperson or designated leader of the function to ensure that the facility is clean, restored, and secured after use.
Examples include cleanup, restoration, and security for the kitchen pantry door, coffee cabinet, electronics closet, office door, craft room door, game room door, and the outside entrance door to the game room.
The Town of Milton is responsible for opening and locking all other doors.
Amendment 1: As per motion passed at the meeting January 18, 2023, the instructions for gatherings on Thursdays is now deleted.
1stThursday
Gathering Day, Bingo early in the day, bring lunch, Cup Cakes, play games, tickets sold for dinners or events if needed. Committee Planning Meetings can be held. The members need to be reminded that this day is ours, So they can use it for whatever they want.
2nd Thursday
General meeting day, Ice cream, speaker, sign-ups for trips and tickets sold for dinners if needed, bingo after meeting, normal day-SPECIAL EVENTS.
3rd Thursday
Board meeting-all members are encouraged to attend board meetings. Comments and input are encouraged at the end of the meeting. Pizza Day. Ticket selling, sign-up for trips, dinners or events if needed, bring lunch. Bingo after meeting.
4th Thursday
General meeting, Pot luck luncheon, ticket selling for events and dinners if needed, bingo, normal day-SPECIAL EVENTS
5th Thursday - if needed
Game-day, Bring your lunch. TV, Movies, bingo or any other activities. Ticket sold for dinners or events if needed or any other activity we come up with. Can be used for committee meetings, craft day, workshops, etc. The members need to be reminded that this day is ours. So they can use it for whatever they want.
Amendment 2 – Article 3: Table 1 is hereby removed from the content the Standard Operation Procedures and used at the discretion of the President under the guidance and approval of the Executive Board As of the motion made and passed January 18, 2024.
{Table 1: The description of duties and responsibilities in Table 1 are not all inclusive.
3.2 The structure in Table 1 is intended to be an example of distribution of the leadership functions at the Executive Board level to assist the President in conducting the organization’s on-going business, provide for more direct leadership attention to the many functional areas of the organization, and to maximize the opportunity to apply the many years of experience of the Executive Board members in leading the organization.
3.3 The Executive Board should use the guidelines in Table 1 as the basis to fit duties and responsibilities to best match the skills and abilities of the incumbent Officers and Directors.}
Rev 9A2024F