Operating Policies

PGISLANDERS OPERATING POLICIES

[hereinafter referred to as the Club]

(Adopted September 6, 2001; Revised January 1, 2008)

These Operating Policies are to aid and guide the members and leadership of the Club. These policies reflect the decisions and some of the more important motions approved by the Board of Directors on matters of a less permanent nature not warranting inclusion in the Bylaws. These motions are binding on members and Club operations. Additions, deletions and changes shall be made by the Board of Directors, which may at its discretion submit the matter to the Club membership for action. These policies shall be reviewed and published annually to the Club membership.

The Nominating Committee will select a slate of officers and directors from the entire membership with no expectation that one office shall necessarily follow another.
In order to have expenses reimbursed, the person incurring the expense must have their expenses approved by their respective Director. Board of Directors members must have their own expenses approved by another member of the Board of Directors not on their Committee. All Club expenditures shall be mentioned at the next Board of Directors meeting.
Once a budget is approved, the Treasurer is empowered to disburse according to the pre-established budgetary guidelines. The Board of Directors must approve any expenses above budgeted amounts prior to their disbursement.
Members shall not take advantage of their Club status to achieve any discounts or incentives not offered to the general membership.
No member may contract in the name of the Club unless previously authorized by the Board of Directors or the adopted budget.
The Membership Director shall maintain a waiting list of prospective members who have applied in the proper written format, in dated, sequentially numbered order. Openings in the membership will be filled first from the earliest such date of membership application. An exception will be allowed for Associate and Alumni members who have purchased a qualifying boat and re-apply for active membership. These applications will be given priority.
Any member may request consideration of a new Operating Policy or an amendment to or deletion of an existing Operating Policy by application in writing to the Commodore. The member proposing such change shall attend a Board of Directors meeting to support that recommendation for the Board of Directors consideration. If endorsed by the Board of Directors, the Board of Directors may at its discretion submit the matter to the Club membership for action. The rationale for this procedure for handling by the Board of Directors is in keeping with Club’s Bylaws, Article 4, Sections 1 and 2. Specifically, it is the purpose of the Board of Directors to manage the business of the Club in order to avoid taking up members’ time with the minutia of detailed activities of the organization.
Annual dues for each fiscal year are $10 for an individual membership, and $20 for a household with a maximum of two adults. Dues for each additional adult in the same household are $10 per year. Each adult member is entitled to one vote. A reminder that annual membership dues are payable by December 31st will be e-mailed in early December, stated at the December general membership meeting, and posted on the Club’s web site. A postal or e-mail letter will be sent in mid December to those members who have not yet paid their dues. In accordance with Bylaws, Article 2, Section 3B, dues not received by December 31st shall be cause for termination of membership.
Money paid by members for Club purchases or activities shall be in the form of checks made out to "PGIslanders" or cash.
Prospective members shall pay their first year dues within 30 days of acceptance.
All members are required to purchase Club name badges and a Club burgee.
A Sunshine Person reporting to the Membership Director shall send appropriate best wishes on behalf of the Club to any member who is seriously ill or condolences to the member’s family in the event of death. The manner of communication shall be determined within the annual budget.
A Ships Store person shall report to the Treasurer and is responsible for maintaining a supply of items representative of the Club.
A non-voting Associate Membership for members without a boat, subject to the established dues and fees, may be applied for after one year of regular membership. Approval of the Board of Directors is required for this membership. Qualification for this category of membership may include being a surviving widow/widower of a regular member or a member who may have lost their qualifying boat through divorce, or for physical inability. Such membership will be considered on a case by case basis after the member has submitted a written request to the Board of Directors. Associate members must be members in good standing with the PGICA, and will be subject to the same participation requirements as active members except for cruise participation. Associate members will not be counted in determination of the Club’s membership limit.
Each Board of Directors member is responsible for ensuring that appropriate information regarding their respective Club duties is posted on the Club’s web site.
The Club expects participation by one or both members of a household in Club activities. Minimum required participation is defined as (1) attending at least three general membership meetings, (2) going on at least two cruises by boat (Note: a member must use their own boat on one of the two required cruises) and (3) volunteering to work on at least one Club sponsored activity every Club year. This is known as the 3-2-1 rule. Participation consists of any of the following by one or both members from each household membership:
1. serving as a Club officer.
2. serving as a member on a permanent committee.
3. serving on a single-function committee such as for a social event.
4. serving as a cruise captain [or co-captain] for a single cruise.
It is the Board of Director’s position that safe boating is every member’s personal responsibility. As such, the Board of Directors has adopted the following policy:

Club activities are planned well in advance, based upon available local knowledge and cannot take into account weather, sea state, conditions at the proposed destination, or other factors that may affect the actual cruise. You, as captain of your boat, must make the final decisions as to conditions that affect your vessel. You must also evaluate your boat’s capabilities, your own skills and your experience to make the final decision as to whether to go or cancel a trip, safe boat speed, route and the multitude of other operating decisions that are necessary in boating.
To be eligible for Club cruise credit, a cruise must:
1. be approved by a Cruise Director/Chairperson
2. have a Cruise Captain
3. ensure sign-up is publicized and available to all Club members
4. include a minimum of 3 qualifying boats operated by Club members
All participants (cruisers and guests) will receive one cruise credit per couple but only if they participate in the activities of the cruise. Such participation may include attending the pre-cruise meetings, following a defined cruise itinerary, mooring at sites approved by the Cruise Captain, attending group dinners or attending other planned cruise activities. The Cruise Captain will be responsible to award cruise credit based on his/her assessment of the reasonable participation on each cruise.
Active members on a space available tag-along list will have priority over Alumni members.
An appendix is attached showing the club requirements for the three types of membership.

ADOPTED: SEPTEMBER 6, 2001
REVISED: JANUARY 1, 2008

APPENDIX I

Usual Regular Associate Alumni
Requirements Member Member Member

Member PGICA yes yes yes

Member of Another
PGICA Boat Club no no no

Qualifying Boat Owner yes 1 yr. 5 yr.

Membership Period n/a 1 yr. 5 yr.

Member in Good Standing n/a 1 yr. 5 yr.

Participation Requirements 3-2-1 3-1 3-1

Voting yes no no

Hold Office yes no no