Committee Chair Descriptions

1. Solicit information from committees and officers for the bulletin
1. Presidents Corner (President input)
2. Program Information (Vice President input)
3. Display Information (Display Chairperson input)
4. Show News (Show Chairperson input)
5. Field Trips (Field Trip Chairperson input)
6. Shop News (Shop Chairperson input)
7. Upcoming Events/Calendar
2. Include additional information in Bulletin as appropriate
1. Meeting hours and location
2. Material in CFMS NEWSLETTER and the bulletins of other clubs
3. Educational and interesting articles for printing
4. News of individual members' activities
5. List the names and addresses of Club Officers and Chairpersons
3. Publicize the AFMS Code of Ethics once a year
4. Use CFMS Bulletin Editor's Manual for ideas
5. Attend Bulletin Editor's workshops and gatherings.

1. A lapidary item in a category selected by the Chairman.
• The general membership will "vote" for their favorite item during the meeting break and a monetary prize will be awarded to the winner. The value of the monetary prize will be determined by the Executive Board. The nominal prize is $5
2. Any item made in our workshop, called "Shop Rock"
• The general membership will "vote" for their favorite item during the meeting break and a monetary prize will be awarded to the winner. The value of the monetary prize will be determined by the Executive Board. The nominal prize is $5.
3. A "Show and Tell" item by members.
• Such displays are not part of a competition, but rather items of interest to the members.

1. The Display Chairperson will designate a theme for the display at the Regular Monthly meeting. The Display Chairperson will announce next month's theme at the Regular Monthly Meeting and submit the monthly theme to the Bulletin Editor.
2. The Committee will set up an exhibit area at the Regular Monthly meeting for the displays (including a case that can be locked for valuable display items) and have a method for tallying members' choice of "best of category" for prize.
3. The Chairperson will announce winner of "best of category" at meeting. The winner will be awarded a monetary prize from proceeds of the Ways and Means/petty cash of an amount determined by Executive Board.

1. Search out and inspect, when possible, collecting areas; know the area and its restrictions
2. Advise members on the field trip at the preceding meeting and announce it in the Bulletin
1. necessary equipment and tools required on the trips
2. any safety concerns, restrictions, or costs
3. maps
3. Urge members to take only the amount of materials they can use
4. Provide samples from proposed areas
5. Have all participants sign a release form.
6. Assist members to selected area for material; especially new members
7. Always take along a good first aid kit
8. When leaving, see that the area is left clean; holes filled in, etc.
9. Ensure that the area is clean when leaving.
10. If courtesies are in order, this should be done by the Field Trip Chairperson.

1. At the regular meeting, greet members and guests and ensure that everyone feels welcome.
2. See that each member and guest signs the register, giving a list of guests to the Bulletin Editor.
3. Introduce the guests at the meeting when called upon by the President.
4. Award one (1) door prize to a guest at the regular meeting. The selection of the winner shall be through a random drawing or pick method. Prizes will be an item of lapidary nature left over from show prizes (if possible) or other club holdings.
5. Take charge of all social activities of the Society (pot lucks, picnic, and Christmas party), securing approval of the Board before plans are finalized. Tentative plans and budget must be presented at the February Board meeting.
6. Hostess Chairperson, in consultation with the Executive Board, will consider hosting a picnic/pot luck in June as a means to get members together before the summer. Final decision will be made by the May Executive Board Meeting and announced at the May Regular Monthly meeting and in the bulletin.
7. Purchase and mail get well cards to members who are ill and report at the regular meeting the progress of those members who are ill
8. In case of the death of a member, flowers are sent, or the wishes of the family honored. If a member of the family passes away, a card should be sent to the member. The flower allowance will be established by the Board.

1. Establish a storage area for the periodicals at location to be determined by Librarian and Board.
2. Maintain a current list of all library materials
3. Establish a check process for members
4. Order new books, replacements (when worn beyond use), and or periodicals, as appropriate and within budget for the Librarian
5. Dispose of material no longer needed
6. Provide information on new acquisitions to the Bulletin Editor

1. Provide prospective members with an Application for Membership and Society Information sheet.
2. Work with the President to prepare the Society Information Sheet
3. When Applications for membership are returned, try to collect the dues with application.
4. Present Applications for Membership to the Board along with any other information on the applicant.
5. Telephone the applicant and notify them of next meeting time and place. If dues have not been collected, remind them to pay dues at next meeting or send in dues to Treasurer. Note on the application the date the membership was received and the date the dues were collected. Also invite them to any other pending Society activity.
6. Order Badge(s). Do not order badge(s) prior to dues being paid. Badges can be ordered from: San Andres Trophy Shop - (909) 794-3447. They are located just off the Outer Highway and Alta Vista. You can call the order in - if no one answers leave a detailed message including that you are from the Yucaipa Valley Gem & Mineral Society, your name and number in case there are any questions. They keep our color in stock, and ordering by phone means you only have to go there once to pick the badge(s) up.
7. For the next regular meeting, make up a packet for the new member(s) (one per family). New Member packets should contain
1. Copy of the By-Laws and any Standing Rules in effect.
2. Copy of the Society Information sheet
3. Membership Card(s) - obtain from the Treasurer when you turn in the dues money.
4. Up-to-date roster
5. Copy of a magazine of Lapidary interest.
6. A slab or other rock or mineral to get their collection started.
7. An Invitation to Visit our Meetings postcard for the new member to send to a friend.
8. At the next regular meeting (or at the next one the new member attends) induct the new member, give them their new member packet and introduce them to the Society membership. Make sure the new member feels welcome and comfortable.
9. Give the new member(s) name, address, phone numbers, email address, birthday and anniversary dates to the Treasurer and the Bulletin Editor.
10. Prepare a new Society Roster at least every year, or add a sheet to the existing Roster showing the new officers and chairmen and any new members when sufficient new members are inducted. A copy of each retired roster should be kept as a record of the Society.
11. An on-going record for each member should be kept on their Membership Application recording the various offices or chairmanships that each has held.

1. Conduct separate meetings of interested members and public to include programs specifically about metal detecting or similar interests
2. Conduct field trips for metal detecting.
3. Announce planned field trips at General Meeting and in the bulletin
4. Provide committee report at General Meeting

1. Send out notification of Society activities to local newspapers (SUN, Press Enterprise, Yucaipa Mirror, Redlands Daily Facts)
2. Provide newspapers and hobby magazines with Society activities of special interest
3. Maintain a list of publications for publicity media
4. Collect clippings for the Historian

1. Schedule one or more individuals to bring the "snack" for each Regular Monthly Meeting
2. Prepare a table at the Regular Monthly Meeting for drinks and "snack" brought by the scheduled member
3. Purchase drinks for the Regular Monthly Meeting breaks. Prepare coffee (purchase coffee when necessary).
4. Purchase and set out plates, spoons, forks, napkins, cups for the Regular Monthly Meeting break
5. Clean up the break area after the meeting

1. At regular monthly meetings:
1. Secure key for the meeting and unlock room at least one half hour before meeting.
2. See that all items (flag, public address system, Emblem, extension cords, etc.) are set up.
3. Leads in the Pledge of Allegiance to the flag.
4. After the meeting replaces all items and sees that no litter remains, replaces all tables and chairs to proper place.
2. Keep a list of all properties of the Society. (See that all inventories are received and materials accounted) Coordinate with the Workshop committee on inventory of Shop equipment. Provide the Treasurer with the Workshop inventory for insurance purposes.
3. Obtain the key for the Board meeting and unlock room at least one half hour before meeting.
4. See that the Society Emblem is at the Annual Show and Installation.

1. Establish show committees to assist in the preparation and operation of the show.
2. Present the proposed location, dates, and show hours to the Executive Board.
3. Contact various dealers to participate in the show. Contract to be signed by the President and Show Chairperson
4. Define other Show activities (silent auction, demonstrations, etc)
5. Set up a raffle with donated prizes from members and vendors and first and second monetary prize funded by the Society (Obtain a license for raffle from the State)
6. Coordinate the show with the City and make rental agreement for the facility
7. Coordinate and arrange other logistics as required

1. Designate a Mini-Silent Auction Sub-Chairperson to conduct the mini-silent auction at the Regular Monthly meetings. The auction items will be obtained from YVGMS material.
2. Conduct a drawing for prizes at the Regular Monthly Meetings, using YVGMS material or items purchased for the drawing. Cost of tickets for the drawing will be determined by the Executive Board.
3. Establish and submit a budget for purchase of prizes for drawing.
4. Conduct a drawing of member names at the regular Monthly Meetings to promote attendance and wearing of name badges. The member's name will be taken from the total list of members. The prize will be $5.00 and the member must be present to win; otherwise, the prize may accumulate up to a maximum of $25.00 until drawn. If a member is present but not wearing his/her name badge, the prize is reduced by 50%.

1. The Workshop Committee chairperson shall present the policies and fee schedule, or any changes to them, to the Executive Board for approval.
2. The Workshop Committee shall open and operate the shop at times determined by the Shop Committee.
3. The Shop Committee will ensure safety and cleanliness of the shop.
4. The Workshop Committee may sell excess equipment and material or run fund raisers (such as garage sales) to offset the shop operating expenses. The Workshop Committee shall notify the Board of any planned fund raisers.
5. The Workshop Committee may purchase material or equipment as deemed necessary for Workshop operations. Any expense over $500 will require Board and general membership approval.
6. Support the Sergeant At Arms with the Inventory of the Workshop equipment. Chairperson shall notify the Sergeant At Arms of any purchases or riddance of equipment.