2010-2011 Yawkey Keystone Handbook

Article 1. Basics

Section 1. Meetings: Official Keystone meetings are conducted every Monday

from 6:00pm until around 7:00pm. If a meeting is cancelled, postponed and
rescheduled for another day listed, this information will be announced by the
Keystone Advisor and all members will additionally be reminded by the
Keystone Secretary via email.

Section 1. Term of Office: The President, Vice President, Secretary, Serjeant-

at-Arms and Treasurer for a term of one year commencing on October 25,
2010 to September 9, 2011.

Section 2. Vacancy of Office: If the position of President shall become vacant

for any reason, the Vice President shall assume the position of President to
fulfill the un-expired term. If any other vacancy in an office should occur
during the year, the treasurer or a special nomination or election shall fill the
vacancy.

Article 2. Officer Duties

Section 1. President’s Duties: The duties of the President shall be to conduct

the Chapter meetings, appoint/organize committees for events, carry on and
manage the affairs of the Chapter, Oversee all positions, including but not
limited to Vice President, Treasurer, and Secretary. The president is in close
coordination at all times with the Keystone Advisor. All Presidential orders are
in subject to the approval of the Keystone Advisor. President must be able
lead the Chapter in harmony and report any discrepancies to the Keystone
Advisor.

Section 2. Vice President’s Duties: The duties of the Vice President shall be to
serve in the absence of the President, election committees members for
events, and to maintain a close coordination with the president to perform
any Keystone related task.

Section 3. Treasurer’s Duties: The duties of the Treasurer shall be to collect

any funds - including but not limited to fees/profit for events of Keystone
except when the President appoints another committee to collect the fees for
events.

a. The Treasurer is also responsible for custody of all financial records and
property of The Keystone Club, and to keep accurate account of all money,
funds, and other assets unless otherwise instructed by the Advisor. He/she
regularly reports such accounts and presents such reports to the Keystone
Club.
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b. All funds received by any person for the Keystone Club shall be delivered
to the Treasurer who shall immediately deposit such funds to the Keystone
Advisor.

c. The Treasurer shall have access to the Microsoft Excel Spreadsheet of all
income and expenses of the Keystone. He/She shall have the authority to
add and note any changes as required.

Section 4. Secretary’s Duties: The duties of the Secretary shall be Maintain

the Keystone Club membership contact list, Send email updates and
reminders/updates members, Maintain a record of all past, and upcoming
Keystone events, fundraisers and activities.

Section 5. Media Secretary’s Duties: The duties of the Media Secretary shall
be to approve and maintain a collection of documents relating to Keystone.
This includes but is not limited to documents, flyers, e-mails etc. All emails
and electronic documents related to the Keystone Club should be forwarded
to Media Secretary for safe keeping on a flash drive and/or Yawkey Keystone
server folder.

Section 6. Serjeant-at-Arms Duties: The duties of the Serjeant-at-Arms shall

be to keep track of peace and order of meetings and events related to
Keystone, present them to the Keystone Advisors and/or the Keystone
President. The Serjeant-at-Arms is also responsible for the management of
the duration of the meetings, which includes the adjournment of meetings.
The Serjeant-at-Arms shall take note of any tardies or absences in
coordination with the Keystone Secretary.

Article 3. Member Duties

Section 1. Member Punctuality: Members of the Keystone Club are expected

to display punctuality in all meetings and events related to Keystone. This
includes but is not limited to being on time to all meetings/events, staying
for the entire duration of meetings and contacting the Keystone Secretary or
Advisor at a minimum of 24 hours prior to the absence or tardy. Members
who fail to follow Section 1. Member Participation will be at risk for
termination from the Keystone club at the discretion of the Keystone Advisor.

Section 2. Member Participation: Members of the Keystone Club have the

reserved right to take part and contribute to any event related to the
Keystone Club. Members must participate in at least 80% of all Keystone
approved events for the month. Members also have the reserve right to
contribute, respectfully add input and critique in regards to any Keystone
related matter.
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Section 3. Other Member Reserved Rights and Guarantees: Members are

guaranteed a placement in all Keystone related events, functions and trips at
the discretion of the Keystone Advisor. Members have the right to add and
edit to this document with the approval of the Keystone Advisor.

Article 4. Keystone Cafe

Section 1. Hours of Operation: The Hours of Operation of the Keystone Cafe

is officially from 5:30pm-7:45pm on a regular club day. The store cannot
open any earlier due to the Kids Cafe operation from 4:00pm-5:30pm. If
traffic/demand of the Keystone Cafe diminishes before 7:45pm operators of
the Keystone Cafe are allowed close down to on or after 7:00pm. The
Keystone Advisor and Yawkey Club administrators have the reserved right to
prevent the store from opening for any reasonable justification.

Section 2. Manager, Co-Manager and Accountant: The Manager, Co-Manager

and the Accountant are the sole individuals responsible for the maintenance,
menu and prices of products in the Keystone Cafe.

a. The duties of the Manager and Co-Manager shall be to create a menu

consisting of items for sale at the Keystone Cafe. Duties also include
managing the attendance of store operators and successfully the proper set-
up and break down of the Keystone Cafe to the Keystone Advisor and/or
President.
b. The duties of the Keystone Accountant includes the proper implementation
of prices and menus for the Keystone Cafe. All prices must be under approval
of the Keystone Advisor. The Accountant is responsible for overseeing any
sales taking place during the hours and must report the status of inventory
to the Keystone President.
c. For any reason that the position of the Manager, Co-Manager and
Accountant shall become vacant the position shall be elected by the sole
discretion of the Keystone Advisor. The spot shall be assumed by a member
of Keystone who is not an officer.

Section 3. Operator Conduct and Scheduling: Members who work in the

Keystone Cafe are called Operators. All members are allowed to work in the
cafe, but must sign up during Keystone meetings, or by contacting the
Keystone Advisor. Operators of the Keystone Cafe are responsible for sales,
maintenance, participation in set-up/breakdown of the Keystone Cafe and the
proper cooking of the food items in the Keystone Cafe. Operators are
required to wear gloves when handing non-packaged food.
During, prior and after the operation of the Keystone Cafe, members
are under no exception to consume, sell or steal innovatory of the Keystone
Cafe. The checklist of items sold along with the profit will be checked by the
Keystone advisor daily. The store operators will be responsible for any
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discrepancies and will be expected to pay for these discrepancies. Failure to

pay will place member at risk for termination from the Keystone Club.
In addition to the following rules above, Keystone Cafe Operators must not
allow any non-Keystone members inside of the kitchen at any time during
the Keystone Cafe is in operation.
Members who operate the Keystone Cafe often are in good standing for
priority in regard to Keystone related trips. This includes, but is not limited to
the National Conference in Orlando, Florida.

Article 5: Events

Section 1: Creation of Events and Committees: Events are created during

Keystone Club meetings under the approval of the Keystone Advisor. The
President and/or the Vice President then creates a committee that goes over
details and logistics of the Keystone events. The committee of the event is
responsible for the following:
• Creation of tickets/invitations, permission slips and flyers
• Organize initial details, and positions for event
• Awareness of event throughout clubhouse
• Other task appointed by the Keystone Advisor, President or Vice President
Members of committees must be in coordination with Media Secretary to
save all documents and information. All members have the opportunity to
participate in Committees regardless of the fact on whether they have a
specific role or not.