Membership

Membership in the Albuquerque Press Club is open to men and women of legal age who qualify, in the Board’s judgment, under one of the following classifications: (click the name to see the details)P1010353-19

ARTICLE II – MEMBERSHIP

Section 1: Eligibility and Classification.  Membership in the Club is open to men and women of legal age who qualify, in the Board’s judgment, under one of the following classifications:

  1. Membership shall include all voting members of the Albuquerque Press Club (APC).
  2. Additional non-voting WHPF memberships may be granted or rescinded by majority vote of the WHPF Board of Directors, hereafter referred to as the WHPF Board.

Section 2: Authority.  The WHPF Board shall have the authority to establish and define categories of membership.  It is the sole and final authority with regard to the membership classification to which an applicant or Club member is entitled.  Any member who ceases to be eligible for a given classification may be transferred to the appropriate classification at such time as the WHPF Board deems.

Section 3: Dues.  There shall be no dues for WHPF membership.

Section 4. Rights and Privileges.  All members in good standing shall enjoy equal rights and privileges.

Section 5. Liability.  No WHPF member will be personally liable for any liability of the WHPF, and creditors may look only to the assets of the WHPF for payment.

Section 6: Termination.

  1. The WHPF Board shall terminate WHPF general membership of an APC member upon notification from the APC Board of that APC member’s termination from the rolls of the APC.
  2. The WHPF Board may terminate the membership of any non-APC WHPF member for unbecoming conduct or violation of this Constitution, in accordance with procedures set forth in Article TBD below.
  3. Notice of termination is deemed to have been given when such notice is mailed to the member’s last known address, postage prepaid, return requested.

ARTICLE III – MEETINGS OF THE GENERAL MEMBERSHIP

Section 1: Annual General Membership Meeting.  The WHPF Board shall conduct an annual meeting of the WHPF membership at a date, time and place of the Board’s choosing.

Section 2. Special General Membership Meetings. Special meetings of the WHPF may be called by the President, the Executive Committee, a simple majority of the WHPF Board of Directors, or a petition signed by ten percent of the WHPF membership.  The purpose of each special meeting shall be included in its notice, and the meeting agenda shall be limited to that purpose.

Section 3: Meeting Notice.  Notice of each meeting shall be given to each WHPF member, not less than ten days before the meeting.  This notice may be made by the APC monthly newsletter, phone, e-mail, US mail, verbal contact, or scheduled at the most recent membership meeting.  Notice by APC newsletter shall be deemed sent on the date of mailing.

Section 4: Quorum.  WHPF members in good standing and present constitute a quorum for the transaction of business at the Annual Meeting and at special meetings of the Club membership, provided proper notice of the meeting has been given.

ARTICLE IV – BOARD OF DIRECTORS

Section 1: Board Role, Size.  The WHPF Board is responsible for overall policy and direction, and may delegate responsibility for day-to-day operations to the President, other authorized individuals, or committees.  The WHPF Board shall have a maximum of eleven, and no fewer than four members.  The Board receives no compensation other than reasonable reimburseable expenses.  The WHPF Board shall set board size in accordance with Section 4 of this article.

Section 2. Board Meetings.

  1. Regular Board Meetings.  The WHPF Board shall meet at least annually, at an agreed upon time and place.
  2. Special Board Meetings.  Special meetings of the WHPF Board shall be called upon the request of the Chair or one-third of the Board.  Notices of special meetings shall be sent out by the Secretary to each Board member a minimum of one week prior to the scheduled meeting.

Section 3. Board composition.

  1. APC Board Representation.  The President of the APC shall serve as a member of the WHPF Board, and the APC Board shall appoint up to one-third of the total WHPF Board of Directors, the APC president counting as part of this one-third.
  2. WHPF General Membership Representation.  The remaining two-thirds of the WHPF Board shall be elected by majority vote of the WHPF membership at each WHPF General Membership meeting.  Some of the initial WHPF Board members shall serve one and two year terms to create a staggering in the WHPF directors’ terms.

Section 4: Terms.

  1. APC-appointed WHPF Board members shall serve a one year term of office.
  2. All remaining WHPF board members shall serve three-year terms.
  3. Vacancies.
    1. When a vacancy on the WHPF Board exists to a position appointed by the APC Board, the APC Board may appoint a replacement for the remainder of the term.
    2. Other vacancies may be filled by the WHPF Board.  Nominations and appointment of for new replacement WHPF BOD positions shall be made by the WHPF Board at its next scheduled meeting as a part of the regular business.  WHPF Board appointment shall require a majority vote of the existing WHPF Board.
    3. All filled vacancies will run until the next annual WHPF General Membership meeting, at which the membership shall elect a new Board Member to serve out the remainder of that position’s term.
  4. Election Procedures.
    1. The Board Development Committee is responsible for nominating a slate of member representatives.  In addition to the slate of nominees presented by the Board Development Committee, anyone may become a nominee by obtaining the signature of ten percent of the WHPF membership who move his or her nomination, or by obtaining a nomination and second by two of the WHPF Board members.
    2. Election shall be by majority vote of the WHPF Board, to be held at the first Board meeting of each year.  Each Board member shall have one vote for each vacancy.  The nominees receiving the largest number of votes for each position shall be elected to those full term vacancies.

Section 5: Quorum.  A quorum must be attained by at least fifty percent of the WHPF Board members before business can be transacted or motions made or passed.

E-meetings may also be used for the transaction of business.  Transaction of business by this method requires the Secretary to e-mail business or motions to each WHPF Board member.  All responses, both discussion and votes, are made to the Secretary who will forward them to all members.  Motions will be approved by majority vote with no less than 50% of the members voting.

Section 6. Notice.  An official WHPF Board meeting requires that each Board member have notice two weeks in advance.  This does not apply to e-meetings.

Section 7: Resignation, Termination, and Absences.  Resignation from the WHPF Board must be in writing and received by the Secretary.  Other than the APC President, a WHPF Board member may be dropped for excessive absence from the WHPF Board if he or she has three absences from Board meetings in a year.  A WHPF Board member may be removed for other reasons by a majority vote of the remaining directors.

ARTICLE V – OFFICERS

Section 1: Officers and Duties.  There shall be four officers of the WHPF Board consisting of a President, a Vice-President, a Secretary, and a Treasurer.  The officers shall comprise the Executive Committee.  The officers shall be elected by the Board at the first meeting of each year’s board.  Their duties are as follows:

Section 2. President.  The President shall convene regularly scheduled WHPF Board meetings, shall preside or arrange for other members of the executive committee to preside at each meeting in the following order: Vice-President, Secretary, and Treasurer.  An individual cannot serve as APC President and WHPF President simultaneously.

Section 3. Vice-President.  The Vice-President will chair committees on special subjects as designated by the WHPF Board.

Section 4. Secretary.  The Secretary shall be responsible for keeping records of Board actions, including overseeing the taking of minutes at all board meetings, sending out meeting announcements, distributing copies of minutes and the agenda to each Board member, and assuring that corporate records are maintained.

Section 5. Treasurer.  The Treasurer shall make a report at each WHPF Board meeting.  The Treasurer shall make financial information available to Board members and the public.

ARTICLE VI – COMMITTEES

Section 1: Executive Committee.  The four WHPF officers serve as the WHPF Executive Committee.  Except for the power to amend the Articles of Incorporation and Bylaws, the WHPF Executive Committee shall have all the powers and authority of the WHPF Board in the intervals between board meetings, subject to the direction and control of the WHPF Board.

Section 2: Additional Committees.  The WHPF President may create additional committees as needed.  Committee chairs are appointed by the WHPF President.

Section 2: Board Development Committee. A WHPF Board Development Committee may be appointed by the WHPF Board to represent diverse aspects of the nonprofit and historical preservation community.  If appointed, the Board Development Committee shall be responsible for board elections, board committees, and planning for board training and leadership development.

Section 4: Terms.  Standing committee members serve until December 31 of the year in which they were appointed, or until their successors have been appointed.  Special committee members serve for such time as the WHPF President directs, except that their term may not extend beyond December 31 of the year in which they were appointed.

ARTICLE VII – DISCIPLINE OF MEMBERS

Section 1: Disciplinary Powers.  The WHPF Board shall refer all disciplinary actions to the APC Board for action.

CLUB EMPLOYEES

CLUB MANAGER

Generally, it is the managers responsibility to manage the operations of the Albuquerque Press Club.  There are exceptions to this general rule.  Some of the operations are the direct responsibility of the board, though generally the responsibilities of the board and the manager interact..

Among the multiple parts of the managers job is the responsibility for insuring that his/her employees have the things they need to do their jobs properly and insuring they are doing their jobs properly.  It is critically important that proper standards of cleanliness/neatness be maintained in the clubhouse.  It is also important that the manager meet regularly with bartenders.

Accessibility is critical all the time.  The manager is always on call, to reps and bartenders.
The manager has a specific schedule which includes hours on specific days totaling 15 hours weekly (this is a part-time job).  There are times when the manager will work additional hours, coming in earlier or staying later as needed, approximately 3 hours weekly.  The manager needs to account for these hours on his/her weekly time sheet.

The Manager is expected to bartend one night weekly (minimum), at bartenders pay.  This schedule is predicated on the manager working Monday nights.  This can be changed with board approval and will require reworking of this schedule.

Scheduling and contracting for private party club rentals requires management flexibility.  The manager will promptly respond to phone/e-mail requests, assess the appropriateness of the event, complete the contract and schedule the event.  The manager will insure that we are properly staffed for the event.

Attendance at monthly board meetings and the annual membership meetings are mandatory.  The manager will provide the board with a monthly report concerning the clubs conditions and directions.  The board will provide the manager with any needed direction.  When the board meetings conflict with the managers bar-tending schedule, the manager shall schedule a fill-in bartender for that time.

The Manager works for and at the discretion of the Board of Directors.  Direct board action hires and fires the manager.  Indirect board action, through the board appointed “Personnel Director” (generally the President) is the standard board oversight procedure.

New Manager, immediate:

  • change signature authority on managers checking account
  • change signature authority on managers credit card
  • change cardholder at Costco
  • change locks, keys to bartenders and others as needed
  • Work Schedule
  • Recurring responsibilities, Weekly:

Complete the daily sales sheet, re-set the register, prepare the daily receipts deposit, and prepare the opening bag.  This must be done every day of operation.  The opening bag is ones, fives, and quarters, totaling $200 in the open bag and another $200 in the back-up bag.  Sometimes we will skip a deposit so we can have the right amount of small stuff for the next day.  Generally the Manager does this 4 days and the assistant manager does this two days weekly.
It is our policy that deposits be made weekly with a $200/$500  under/over caveat. If, at the end of the week the cash deposits amount to less than $200 the deposits may be delayed. If/when the cash deposit amounts held exceed $500 the deposits shall be made within 48 hours.

Monday: 3:00 till 5:00

  • Complete the daily sheet opening bag sequence.
  • Review previous days open & closing duties check list.
  • Replace Bar Mats, wash mats and trash cans on Monday or Tuesday
  • Check on inventory that can’t wait till Friday (non-alcohol shopping list)
  • Check Phone Messages, deal with as needed
  • Check Mail, deal with as needed
  • Deposit Daily Receipts, Friday and Saturday
  • Remove dirty bar rags, put new ones out.
  • Open Bar

Tuesday: 12:00 – 5:00
The distributors reps know they have a noon till 5 window, the manager must be on site during this time until/unless all the reps have come and gone.

  • Review previous days open & closing duties check list.
  • Phone in Premier Order (Beer only, no product rep)
  • Phone in Marble order though sometimes they call, sometimes they send a rep
  • Phone in Azar (soda) order (if any) as needed
  • Phone in B&H Wholesale (popcorn and supplies) order as needed
  • Phone in AirGas (Beer Gas) order as needed
  • meet with and approve orders from Maloof, National, and Southern Wine & Spirits.
  • Be on site for Ameripride (laundry) (one Tuesday or Thursday monthly they will pick-up/deliver)
  • Be on site for exterminator (every other month winter, monthly summer, tues or thurs)
  • Check Phone Messages, deal with as needed
  • Check Mail
  • Complete the daily sheet opening bag sequence.
  • Hose down the floor mats and trash cans, Monday or Tuesday
  • Meet with Bartender re: bar operations
  • Insure garbage cans are taken down (can be subbed out)
  • Bank run if needed

Wednesday: Manager off

  • Assistant Manager does the bag
  • Review previous days open & closing duties check list.
  • Insure garbage cans are brought up and rinsed (can be subbed out)

Thursday: 12:00 – 5:00
The distributors delivery and cleaning crews know they have a noon till 5 window, the manager must be on site during this time until/unless all the reps have come and gone.

  • Complete the daily sheet opening bag sequence
  • Review previous days open & closing duties check list.
  • Receive deliveries, set-up and take-down ramp to protect bricks.
  • Be on site for tap line cleaners
  • Be on site for exterminator (once monthly winter, twice monthly summer, tues or thurs)
  • Be on site for Ameripride (laundry) (one Tuesday or Thursday monthly they will pick-up/deliver)
  • Check Phone Messages, deal with as needed
  • Check Mail, deal with as needed
  • Filing as needed
  • Verify clubhouse cleanliness, deal with as needed
  • Bank run if needed

Friday: 11:00 – 5:00

  • Fridays hours are determined in large part by the number of shopping stops. It could be as little as 2 hours and as many as six.
  • Main shopping day (Costco, SouthWest Cash and Carry (see shopping list)
  • Complete the daily sheet opening bag sequence
  • Review previous days open & closing duties check list.
  • Verify clubhouse cleanliness, deal with as needed
  • Check Phone Messages, deal with as needed
  • Check Mail, deal with as needed
  • Inventory check of non-alcohol items (see shopping list)
  • Deposit daily Receipts, Monday, Tuesday, Wednesday, and Thursday.

Saturday: Manager off

  • Assistant Manager does the bag
  • Review previous days open & closing duties check list.

.Recurring Responsibilities, Monthly:

First day of month:

  • Inventory all merchandise (see inventory spreadsheet) for entry into accounting system.  This must be done prior to opening on the first day of the month.

First Tuesday:

 

  • Check all faucets, commodes, etc for smooth and proper operation.  Manage repairs as needed
  • Check all door knobs, locksets, etc for smooth and proper operation, Manage repairs as needed.
  • Update price sheet as needed and reprint.

First Thursday:

  • Check Fire extinguishers for expiration.  Have filled and re-certified when/as needed
  • Check lights and batteries  in exit signs and emergency lighting, buy and install replacements as needed while shopping on Friday.  Available at Home Depot/Lowes
  • Check lighting throughout the clubhouse (inside and out) Buy and install replacements as needed while shopping on Friday.
  • Check supply of cash register tape and ink and credit card machine tape, buy and install replacements as needed while shopping on Friday.
  • Check supply of checks, order as needed
  • Check printer paper and ink cartridge, (cartridge: office max 648-488)
  • Check postage supply

Recurring Responsibilities, Seasonal:

  • First week of  January, schedule sewer cleaning.
  • First week of April, set up coolers for summertime
  • First week of April, reset outside light timer settings.
  • First week of April, set up lawn mowing schedule for year.
  • First week of July, schedule sewer cleaning
  • First week of October, shut down coolers for wintertime
  • Second week of October, test/check boiler operations.
  • First Week of October, reset outside light timer settings.
  • Weekly, December through March, flush boiler.

CLUB BARTENDERS

  1. Serve at the discretion of, and direction of the Club Manager (who is the managing authority).  The Club Manager will provide definitive work requirements that may change as the need arises.
  2. Promote a positive and friendly atmosphere at the Club
  3. Be informed on Club rules and procedures
  4. Be informed on liquor serving regulations
  5. Enforce liquor laws and Club rules

COMMITTEES

MEMBERSHIP COMMITTEE

  1. Manage membership size
    a.    Endeavor to increase membership size until it reaches a size that the Board feels is optimal, then maintain membership size
    b.    Develop initiatives to promote membership increase when warranted
    c.    Develop committee membership including those who will assist in working to increase membership as needed
  2. Manage the MEMBERSHIP DATABASE
    a.  A detailed description of how and when the database is to be used and updated is provided in a separate document called the “APC Membership Database System Manual”.      It is the definitive policy on the database management.  It is written consistent with our constitution and other approved policies.
  3. Manage membership related forms
    a.    Insure adequate stocks of “Prospective Member Information Packets” are available in the appropriate location.  This packet consists of:
    1.    Envelope addressed to the APC
    2.    APC membership application
    3.    History of the APC sheet
    4.    Cover Page
  4. Maintain stocks of applications, renewals, and History’s in the bins by the bar
  5. Membership list Access
    a.    Monthly produce bar lists per manual
    b.    Provide copies of current membership list to Board Members at Boards direction.  This list may be used only for prior-approved purposes.
    c.    Provide copies of current membership list to candidates for office at Boards direction.  This list may be used only for prior-approved purposes.
  6. Write a monthly column for the newsletter welcoming new members by name.

updated 09/00, 02/01, 12/07

BUILDINGS AND GROUNDS COMMITTEE

1.    Oversee the facilities of the Club
2.    Make recommendations to the Board concerning
a.    Required maintenance
b.    Proposed remodeling/renovating
3.    Oversee the Club’s apartments/rentals

FINANCE COMMITTEE

1.    The Treasurer is the committee chair
2.    The responsibilities of the committee include those special projects or responsibilities assigned by the Board or the President

SOCIAL COMMITTEE

Purpose:  The purpose of social events is to provide reasons for existing Club members to come to the Club when they otherwise might not, and to attract new members.  The committee should schedule events that will attract significant numbers on nights that would otherwise be expected to be lightly attended.

Function: It is expected that the chair of the social committee is a Board member at large.  The other members of the committee are drawn from the general membership.  This is a managerial position.  The person filling this position should be both comfortable and competent managing others.  The chair is responsible for developing an annual calendar of events, then development and maintenance of a continuing committee membership that will be responsible for executing this series of annual social events.  It is expected that the chair will develop volunteers who will be responsible for individual events repeated annually.

1.    Plan social events at the Club
a.    Assure that necessary equipment and supplies are available
b.    Assure that necessary personnel are notified/scheduled
2.    Coordinate planning and scheduling with Club Manager to avoid scheduling conflicts
3.    Notify newsletter writer prior to publication of monthly calendar
4.    Notify Social Events Marketing
a.    E-mail members a few days prior to each event with details.
b.    Write regular newsletter column promoting upcoming events.

ART COMMITTEE

1.    Promote the use of our facilities as a venue for art exhibitions within the community
2.    Schedule art shows
a.    Provide information to newsletter editor in a timely manner for the monthly Club calendar
b.    Write column for newsletter promoting upcoming art shows
3.    Work with Club Manager to schedule events and set-up/break-down of events
4.    Complete board approved contracts with each showing artist and maintain completed contracts at clubhouse..

AUDIT COMMITTEE

This is a standing committee which is responsible for continuously auditing the books of the APC.  AThe books@ include operating accounts, manager’s account, and any other accounts that contain or represent funds of the APC.  The committee is amenable to the APC Board of Directors.

The committee shall consist of three members, two of whom shall be current signers on the accounts of the APC; the third shall be a non-signer.  Only account signers may have on-line access to the accounts so the non-signer will need to arrange to accompany one of the signers in order to do his work.

Committee Responsibilities:
1.    Monthly, during the first week of the month, and prior to that months BOD meeting, the committee shall audit the preceding months debits/withdrawals from the operating account as follows:
a.    The three members shall each log onto the on-line banking function and visually inspect each check/withdrawal that transacted the preceding month, paying particular attention to checks that have the potential for abuse.  These would include checks written to individuals or businesses that are not obvious vendors.
b.    Each of the three committee members shall select at most three items for documentation by the treasurer.  These items shall be selected without consultation amongst committee members.
c.    The treasurer shall be given a list of the selected transactions requiring documentation/verification.
2.    Monthly, during the first week of the month, and prior to that months BOD meeting, the committee shall audit the preceding months credits/deposits to the operating account as follows:
a.    Get the daily receipt sheets for each day of business during the preceding month.
b.    Verify that the daily receipts (dailies) have been properly deposited into the operating account by comparing the cash deposit amount shown in the account to the cash deposit amount shown on the daily receipt sheet.  Note, it is unnecessary to verify the credit card receipts because they are beyond tampering by anyone at the APC, and the verification is significantly more difficult as a result of the way the charges are assessed and the timing of the credits.
3.    Monthly, during the first week of the month, and prior to that months BOD meeting, the committee shall audit the preceding month’s debits/withdrawals from the manager’s account as follows:
a.    The three members shall each log onto the on-line banking function and visually inspect each check/withdrawal that transacted the preceding month.
b.    Each of the three committee members shall select at most one item for documentation by the treasurer.  These items shall be selected without consultation amongst committee members.
c.    The treasurer shall be given a list of the selected transactions requiring documentation/verification.
4.    The committee shall monitor savings accounts or cd=s by verifying periodic statements and verifying that any withdrawals from such accounts are fully credited into the operating account.
5.    Monthly, at each APC Board Meeting, the committee shall report to the Board its findings from the audit of the previous month’s transactions.  The committee shall ensure that said findings are properly reported in the minutes of the meeting of the Board.

Treasurer Responsibilities:
1.    Provide the Audit Committee a listing of the daily receipts and a correlation to the related deposits as can be viewed on-line.
2.    Upon receipt of the transactions selected for documentation/verification, the treasurer shall provide documentation as necessary to support the validity of the related transaction.  This documentation shall be made available to all committee members prior to the monthly BOD meeting.
3.    Provide periodic statements of any savings/cd accounts to the committee for their monitoring and verification.

NEWSLETTER COMMITTEE

1.    Create and publish Club newsletter monthly.  The purpose of this newsletter is to inform  and promote.  It is not to be considered a venue for the creative writing genius of the editor.
a.    Work with Board members and other Club members to provide needed content
1.    Managers column
2.    Presidents column
3.    Secretary’s column
4.    Social Events Marketing Coordinator’s column
5.    Membership Committee Column
b.    Include monthly events calendar with special promotion of social events
2.    Cultivate new writers as needed
3.    Distribute the newsletter per APC Board instructions (either by mail, by e-mail, by posting on APC Web Sit, or a combination of these venues)

WHITTLESEY HOUSE PRESERVATION FOUNDATION LIAISON

The APC Board has a liaison function on the Whittlesey House Preservation Foundation Board of Directors to insure that there is adequate communication between the two entities.  The number of APC Board members appointed to this position is not fixed.  It includes a minimum of one and a maximum of three.  The maximum number is a function of the number of persons on the WHPF Board.  The APC board representatives may account for no more than 1/3 of the total membership of the WHPF Board (an IRS regulation and separation thing).  The WHPF Board has a minimum of 4 members and a maximum of 11.  One of these APC Board members is the president of the APC Board.

The person(s) filling this position are responsible for:
1.    Attending all WHPF Board meetings
2.    Communicate between the two boards to insure neither is interfering with the other
3.    Participate in the activities of the WHPF Board as an active member.

PROPERTY MANAGEMENT COMMITTEE

1.    Oversee the Club rental properties
2.    Provide direction and proposals for needed maintenance and/or remodeling
3.    Be interface between Board and tenants
4.    Make sure tenant is fulfilling contractual requirements
5.    Show properties to prospective new tenants as needed
6.    Evict existing tenants as needed and at the Board’s direction.

PERSONNEL DIRECTOR

Note: The Club Manager works for, and at the pleasure of, the Board of Directors. The PD is the Board’s interface with the manager and in this position answers to the Board of Directors. The remainder of the staff works for, and at the pleasure of the manager.

The PD shall meet monthly (more often if needed) with the manager to ensure the following list of responsibilities are being fulfilled to the Board’s satisfaction. After each meeting the PD will provide to the manager a written report of issues discussed, what action will be taken to correct any problems discussed, and will maintain a club file of each of these reports. These meetings shall visit each of the manager’s responsibilities, though not necessarily all responsibilities in each meeting, including, including:

  1. Facilities Maintenance:
    1. Facilities (building, fixtures, and furniture) are being maintained as needed.
      1. Regular written lists of to do repairs are provided and performance checked.
      2. Regular assessment of near term maintenance and repair needs.
    2. Facilities are being properly cleaned as needed, not after needed.
    3. Fire extinguishers are current, exit and emergency light batteries checked (monthly)
    4. Yard and patio in good condition and repair.
  2. Inventory Management:
    1. Appropriate levels of product
    2. Appropriate security of back stock and shelf stock.
    3. Storage areas are properly maintained and cleaned.
  3. Scheduling:
    1. Staff is appropriately scheduled.
    2. Manager’s time is appropriately scheduled.
    3. Manager’s time off is approved and appropriate.
  4. Management of personnel:
    1. Bar staff is appropriate in quantity and quality.
    2. Bar staff is regularly assessed and continuously trained on what they might do better.
    3. Cleaning staff is appropriately scheduled and managed to provide effective service.
    4. Deal with personnel problems timely
  5. Bookkeeping responsibilities:
    1. Dailies entered at least twice weekly
    2. Inventory done at close of each month.
    3. Deposits to be made consistent with board policy.
    4. Books reconciled at least 2 days prior to board meeting.
  6. Club Manager’s Job Description and Bartender’s Job Description:
    1. Completion of responsibilities as outlined in both the APC Board provided job description for the Club Manager and in the Club Manager’s management of bartenders consistent with their job description.

The PD will provide the board with a report monthly of the outcome of the meeting(s) with the club manager.

The Personnel Manager is also responsible for, from time to time as the need arises, proposing to the Board specific changes in the job descriptions of the Personnel Manager, the Club Manager and the Bartenders.

NEIGHBORHOOD LIAISON

The purpose of this position is to promote neighborly relations between our Club and the surrounding community, including the Huning Highlands Neighborhood Association

1.    Attend all neighborhood association meetings (including board meetings)
2.    Make sure our neighborhood association membership dues are current
3.    Make sure we are mailing our monthly newsletter to the neighborhood association
4.    Promote the interests of the club within the neighborhood association
5.    Be a conduit for communication between the Club Board and the Neighborhood Association Board

NOMINATING COMMITTEE

1.    Present a slate of nominees for each office or directorship
a.    At least one candidate for each office or directorship
b.    Include all who wish to run for office or directorship and are, in the opinion of the committee, qualified to fulfill the responsibilities of the position as outlined in the “Operations Manual”
c.    Discuss the responsibilities of directorship with the candidates
d.    Provide copies of specific job responsibilities (from the “Operations Manual”) to each potential candidate
e.    Assure that individual is legally qualified for position (No felony convictions for officers).
2.    Post list on Club bulletin Board no less than 45 days prior to the Annual Meeting

ELECTION BOARD

1.    Conduct balloting and certify election results at annual meeting
2.    Provide secret ballot if requested by a majority of the members present

BOARD OF DIRECTORS

BOARD OF DIRECTORS

1.    Meet regularly (monthly)
2.    Control the general affairs of the Club
a.    Hire (and terminate when needed) the Club Manager
b.    Provide general supervision of the Club through the Club Manager
c.    Employ such personnel as it deems necessary for the operation of the Club, through the Club Manager.
d.    Vote approval/disapproval on applications for membership
e.    Provide job descriptions for club employees
3.    Control the funds of the Club
a.    Approve expenditures (normal operating expenses do not get individual approval)
b.    Audit all accounts
4.    Control the properties of the Club
5.    Establish membership related fees annually
a.    Initiation Fees
b.    Administrative Fees
c.    Late Renewal Fees
d.    Dues
1.    Adjust, for sufficient cause, an individual’s dues
6.    Approve President’s committee appointments
7.    Interpret the Club Constitution with final authority
a.    Subject to the wording and intent of the Constitution
b.    Subject to Robert’s Rules of Order
8.    Parliamentary procedure
a.    If not provided in the constitution, governed by Robert’s Rules of Order
9.    Quorum
a.    Consists of five Board members at Board meetings
b.    Any number of members at an Annual Meeting
c.    Any number of members at a special meeting of the Club membership
10    The Board
a.    Appoints officers and directors to fill vacancies for the remainder of the vacant term (does not include position of President, which is filled by Vice-President; does then include the now vacant position of Vice-President).
b.    If the position is “Director” and vacancy is in the first year of the term, the appointment is until the next annual meeting only.
11.    The Presiding Officer
a.    Votes only when it will make a difference in the outcome of the vote

PRESIDENT

As an officer of the Club, the President is listed on our Liquor License renewal.  The president will provide the necessary information, including two sets of fingerprints, as required by state law.  Qualifications for the office of President include the legal right to hold a liquor license which, among other things, includes the requirement that the President has no felony convictions.

As part of your liquor license responsibilities you will be required to hold a NM alcohol servers license which requires taking a (1 day) class.

1.    Chief Executive Officer of the Club
2.    Preside at general membership and Board meetings according to the procedures prescribed by Robert’s Rules of Order
a.    Establish Day/Date/Time of Board meetings (as a matter of courtesy the board generally accedes to the wishes of the president though this is not mandatory.  By rule, the board establishes the date and time of board and annual meetings.)
b.    Establish Day/Date/Time of Annual and Special meetings
c.    Call special meetings when required
d.    Develop the meeting agenda
e.    Conduct the meetings and maintain observance of the rules
1.    Open the meeting at the appointed time by taking the chair and calling the meeting to order having ascertained that a quorum is present
2.    Announce in proper sequence the business that comes before the assembly or becomes in order in accordance with the prescribed order of business, agenda, or program, and with existing orders of the day
3.    Recognize members who are entitled to the floor
4.    State and put to vote all questions that legitimately come before the assembly as motions or that otherwise arise in the course of proceedings (except questions that relate to the presiding officer himself in the manner noted below), and to announce the result of each vote; or, if a motion that is not in order is made, to rule it out of order.
5.    Protect the assembly from obviously frivolous or dilatory motions by refusing to recognize them.
6.    Enforce the rules relating to debate and those relating to order and decorum within the assembly.
7.    Expedite business in every way compatible with the rights of members.
8.    Decide all questions of order, subject to appeal–unless, when in doubt, the presiding officer prefers initially to submit such a question to the assembly for decision.
9.    Respond to inquiries of members relating to parliamentary procedure or factual information bearing on the business of the assembly.
10.    Authenticate by his or her signature, when necessary, all acts, orders, and proceedings of the assembly.
11.    Declare the meeting adjourned when the assembly so votes or, where applicable, at the time prescribed in the program, or at any time in the event of a sudden emergency affecting the safety of those present.
3.    At each meeting, in addition to the necessary papers proper to that meeting’s business, the presiding officer will have at hand
a.    A copy of the constitution and other rules of the organization
b.    A copy of the parliamentary authority (Robert’s Rules of Order)
c.    A list of all standing and special committees and their members.
d.    A memorandum of the complete order of business listing all known matters that are to come up, shown in proper sequence under the correct headings, or with their scheduled times, as applicable
4.    Appoint nominating committee
a.    5 members
b.    Maximum 2 Board members
c.    No less than 60 days prior to the Annual Meeting
5.    Appoint Election Board (for Annual Meeting)
a.    Three members
6.    Appoint members of all standing and special committees (requires Board approval)
a.    Serve as a member-at-large on all standing and special committees
7.    Serve as a Board member at large for the term following presiding as president
8.    Write President’s column for newsletter and provide to newsletter editor in a timely manner.
9.    File annual Liquor License Renewal (early April).  It is the responsibility of the president to assemble and submit all the documentation required for the annual renewal of our liquor license.  There exists a separate manual describing the steps involved in renewing the license, such steps start in January.  It is the responsibility of the President to maintain the manual and update it from time to time as the rules and procedures change.

VICE-PRESIDENT

As an officer of the Club, the Vice-President is listed on our Liquor License renewal.  The Vice-President will provide the necessary information, including two sets of fingerprints, as required by state law.  Qualifications for the office of Vice-President include the legal right to hold a liquor license which, among other things, includes the requirement that the Vice-President has no felony convictions.

As part of your liquor license responsibilities you will be required to hold a NM alcohol servers license which requires taking a (1 day) class.

1.    Assist the President as directed
2.    In absence or disability of the President, assume the powers and duties of the President

SECRETARY

As an officer of the Club, the Secretary is listed on our Liquor License renewal.  The secretary will provide the necessary information, including two sets of fingerprints, as required by state law.  Qualifications for the office of Secretary include the legal right to hold a liquor license which, among other things, includes the requirement that the Secretary has no felony convictions.

As part of your liquor license responsibilities you will be required to hold a NM alcohol servers license which requires taking a (1 day) class.

1.    Maintain official records of the Club, including a Standard Operating Procedures Manual
a.    Standard Operating Procedures Manual to include
1.    Duties of officers
2.    Duties of committees
3.    Duties of at-large board members
4.    Job description of Manager
5.    Job descriptions of Employees
6.    Constitution
7.    House rules
8.    All Board-approved procedures and directives that have continuing significance
b.    Provide copies to those affected
c.    Provide copies to members upon request
d.    Have available at all official meetings
2.    Record the minutes of general membership, special, and regular Board meetings
a.    Make available to Club members upon request
b.    Provide to all Board members prior to the next meeting for verification and approval at the next meeting
c.    Record, at a minimum
1.    The type of meeting (regular, special, adjourned, or membership)
2.    Board members in attendance (and number of members at membership meetings)
3.    If the previous meetings minutes were approved.
4.    All motions, using specific wordings, and their resolutions
5.    All points of order and appeals
6.    Any committee actions
7.    All directives
d.    Maintain an official record/file of the minutes
e.    Have available at all official meetings.
f.    Maintain a separate record/file of the minutes, complete with all reports and documents provided to the board, that will be kept behind the bar and made available to all members.
3.    Record the minutes of closed meetings of the Board of Directors
a.    Record all pertinent information
b.    Maintain the official records of closed sessions with continuity over time (receive from predecessor and provide to successor in office.
c.    Provide access to board members as needed for the performance of their responsibilities
4.    Conduct official correspondence at the direction of the President and the Board
5.    Maintain a file of all committee reports and have available at all official meetings.
6.    Maintain and have available at all Board meetings a membership list of all committees
7.    Provide all committee members with documents required for the performance of their duties
8.    Write monthly column for newsletter, summarizing Board’s actions; and provide to newsletter editor in a timely manner.
9.    First week of January, file supplemental report with NM Corporation Commission.
10.    Maintain list advising president of unfinished business and timely issues needing consideration.
11.    Maintain adequate supplies of membership application forms, membership renewal forms, and Whittlesey House History sheets in the appropriate location.

TREASURER

As an officer of the Club, the Treasurer is listed on our Liquor License renewal.  The treasurer will provide the necessary information, including two sets of fingerprints, as required by state law.  Qualifications for the office of Treasurer include the legal right to hold a liquor license which, among other things, includes the requirement that the Treasurer has no felony convictions.

As part of your liquor license responsibilities you will be required to hold a NM alcohol servers license which requires taking a (1 day) class.

The Treasurer is chairman of, and presides over, the operations of the Finance Committee.

The Treasurer has regular weekly, monthly, quarterly, and annual responsibilities which require a considerable amount of paperwork and accounting.  It is the Treasurer’s responsibility to accomplish all of these in a timely manner, maintaining compliance with all local, state, and federal regulations regarding record keeping, and reporting the finances of the Club.  These responsibilities will change as tax laws, reporting requirements, and record keeping requirements change.  It is the Treasurer’s responsibility to be knowledgeable of, and to comply with, all current laws and regulations relating to the Club’s financial operations.  These responsibilities include, but may not be limited to:

1.    Daily
a.    Spot check inventories and register tapes.
2.    Weekly
a.    Countersign checks for disbursement, verifying legitimacy  from information/invoices provided by Club Manager.
b.    Enter disbursement data into accounting system
3.    Bi-Weekly
a.    Prepare payroll and enter into Accounting system (payroll runs Friday through Thursday).
b.    Write payroll checks and countersign.
4.    Monthly
a.    Prepare payroll tax deposit (Federal)
1.    Enter expense information in Accounting system
2.    Write tax deposit check, and countersign
3.    Make payroll tax deposit at appropriate financial institution in a timely manner.
b.    Prepare State tax deposit form (Gross Receipts and State Withholding)
1.    Enter expense information in Accounting system
2.    Write tax deposit check, and countersign.
3.    Mail deposit and proper form to State in a timely manner
c.    Reconcile bank statement to checkbook
d.    Prepare and analyze monthly profit and loss
e.    Prepare financial statements for distribution to the Board of Directors
f.    Attend Board meetings and distribute financial statements
g.    Reconcile inventory
5.    Quarterly
a.    Prepare SUTA (State unemployment) report
1.    Enter expense information in Accounting system
2.    Write SUTA deposit check, and countersign.
3.    Make SUTA report and deposit in a timely manner
b.    Prepare Workmen’s Compensation report for State
1.    Enter expense information in Accounting system
2.    Write Workmen’s Compensation deposit check, and countersign.
3.    File in a timely manner
c.    Prepare Federal 941 Report of wages paid and taxes withheld and deposited
1.    File in a timely manner
6.    Annual
a.    Prepare Federal 940 report and file in a timely manner.
b.    Prepare FUTA (Federal unemployment) report and file in a timely manner.
c.    Prepare W2 and W3 statements and distribute, and file in a timely manner.
d.    Provide information to CPA so he can provide necessary reports
e.    Provide annual (December – November) financial report for annual meeting.

The treasurer will maintain a separate bank account for the club building fund.  Money in this account is specifically earmarked for building renovations and repairs and may be withdrawn only with specific board approval/action.  (October 2000)

DIRECTOR

As a member of the Board of Directors of the Club, Directors are listed on our Liquor License renewal.  Each Director will provide the necessary information, including two sets of fingerprints, as required by state law.  Qualifications for the office of Director include the legal right to hold a liquor license which, among other things, includes the requirement that the Director has no felony convictions.

The state also requires that all officers and directors hold current alcohol servers certificates.  Getting this certificate requires taking a one day class and passing the test at the end.

1.    Elected to a two year term
2.    Must be a current voting member (lapse of membership will remove individual from position) in good standing.
3.    Must be qualified to be appointed to replace a vacant officer’s position, if needed (No felony convictions, as required for liquor license)
4.    Must  be willing to accept appointment as committee chair or committee member by the President at the President’s discretion
5.    Must be willing to accept appointment to fulfill other responsibilities related to the management or operation of the Club at the President’s discretion.
6.    Attends regular Board meetings and is responsible, along with other Board members for providing general Club management oversight
7.    All actions related to the Club will be in the best interests of the Club and consistent with Board approved policies and procedures

Who owns the APC?

The membership owns the APC but maybe not in a manner that is immediately apparent.

The APC is a non-profit.  As such, it operates in the interests of the people of NM.  It is owned, operated, and managed by the current membership.  Every voting member is an owner and has an equal say in how we manage the club.

Our members own our building, free and clear.  However, we don’t own it in the sense that we members could sell the place and split the proceeds.  This goes back to the “operates in the interests of the people of NM” thing. Though we own it, operate it, manage it, and control it, we cannot personally financially benefit from it.

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The Board shall by vote be the sole and final authority with regard to the membership classification to which an applicant or Club member is entitled.  Any member who ceases to be eligible for a given classification may be transferred to the appropriate classification at such time as the Board deems.

New members must be sponsored by an existing member.  If you wish to join, discuss membership with a club member or the bartender on duty.  

It is the responsibility of the Board of Directors to set all membership fees and limits.  The current amounts (established December 2019) are:

  1. Membership initiation fee $20.00
  2. Annual Membership dues
    1. Journalist Member $30.00
    2. Communicator Member $40.00
    3. Social Member $90.00
      1. Service Industry $60.00
      2. First Responders $60.00
    4. Retired Member $50.00
    5. Spouse Member (attached to any of the above memberships) $25.00
    6. Corporate Member see discount schedule below.
    7. Lifetime Membership fee    $900.00 (10X Social membership) available to existing members only
    8. Honorary Membership $5.00
  3. Late Renewal Fee $20.00
  4. Reinstatement Fee $20.00

Corporate membership pricing:

Membership is open to any business or organization, with operating interests in New Mexico, that operates in the communications industry, or that supports the interests of the APC. Persons individually eligible for membership rights under the corporate membership are subject to Board approval as with any new applicants. Corporate memberships may include any number of individuals, providing they are bona-fide employees of said company or employees or members of said organization. Each corporate member enjoys the full privileges of membership including a vote.

Base charge equals four times the regular rate for which the entity qualifies (classifications a-c). Additional members of the organization may join at one half of the standard rate that they would qualify for individually. The additional members may join for a full year at any time while the corporate membership is active. If/when the corporate membership expires, individual members may not renew as a corporate member (at corporate rates) but may renew as a regular member at the regular rate.

All prospective members are subject to normal approval procedures.

 

Hours:
Mon - Fri
5:00pm - 2:00 am
Sat
2:00 pm - 2:00 am
Sun
11:00 am - 12:00 am
Location:
Art Shows at the APC

Jana Opincariu
Showing January 4 – January 31
Opening reception Saturday, January 4th 5:30 – 9:00 pm