HUNTSVILLE SKI CLUB

HSC-009A
Last Update: 9/19/11

Purpose: To provide a guideline for overall club planning and operations and to provide a strategic view for the HSC Board of Directors.

General: Monthly Time Line for use in preparing Monthly Board Meeting Agendas

April

• New Board planning meeting
• Reservations set and plans in motion for the fall Membership Party
• Plans in motion for the December Christmas Party
• New Social Director begins Cookout Signups
• Beginning of Fiscal Year,
• Outgoing Treasurer reports the previous year’s financial data to Board and General Membership
• Treasurer requests each Board member to provide input to Annual Operating Budget
• Treasurer sends previous FY books to CPA for annual review of financial data 
• CSC representative sends CSC the names of the HSC Board members, as well as their email addresses and phone numbers.

May

• Treasurer provides input to President on draft Annual Operating Budget for review and comment.

June

• Board approves ski trips for next winter’s ski season
• Presentation of ski trips to members for next winter’s ski season
• Publicity Director begins a series of public announcements or advertisements of the upcoming ski trips for the winter season
• Board approves Annual Operating Budget

July

• Presentation of ski trips to members for next winter’s ski season
• Deadline ~July 1^st for Annual Operating Budget due to General Membership via the Flakey Newsletter
• Membership Renewals Due/Notice and emphasis in the Newsletter
• Treasurer files Federal Income Tax Form 990--prior to Aug 15^th deadline

August

• Sign ups for Ski Trips continue 
• Membership Renewals Due/Notice and emphasis in the Newsletter
• Probable cut off for any trips under 10 members subscribed, or fewer members than Trip Leader willing to run

September

• Sign ups for Ski Trips continue 
• Dues are overdue (Suggest email directly to non-renewers)
• Confer Honorary memberships for Sept-August, per HSC Policy-006.
• Membership Party is typically held this month (or late August or October if necessary to obtain the Ditto Landing Pavillion) 
• Identify two individuals who will represent HSC at the CSC Fall Convention.

October

• Membership Director to make reservations for Membership Party for next year

November

• Suggest email directly to non-renewing members encouraging them to renew their membership.
• Begin to consider 5 members for nominating committee--to prepare for election of Board members in March
• Identify club representative to attend Mountain Travel Symposium(MTS) in March/April
• Vice-President (or other appropriate HSC member) signs annual contract(s) for room(s) for HSC monthly meetings (deadline is December)

December

• Christmas Party
• Suggest appointing nominating committee this month. (If you wait until January when required to be in place, often too many members are gone skiing to be effective.)
• Social Director makes reservations for Christmas Dance facility and band for next year

January

• Nominating committee must be in place 60 days prior to the Annual March Meeting
• Continued trip planning
• Submit name of HSC representative to Mountain Travel Symposium when requested (Jan)
• Candidates for Election to the HSC BOD are nominated, notified and accept/decline electronically 

February

• Nominating committee reports directly to the General Membership at this meeting. 
• Identify two individuals to represent HSC at the CSC Spring Convention.

March

• Electronic voting for annual election of Board members begins March 1st and continues through ‘attendee’ voting at the 3^rd Wednesday March Monthly HSC Meeting, when both methods of voting are concluded