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PREFACE.
The Chula Vista Live Steamers, Inc. Manual of Procedures (MOP) is a working document intended to define the Articles of Incorporation, clarify policies (Use Agreement), interpret By-Laws and establish guidelines in the administration of the Chula Vista Live Steamers, Inc., herein referred to as Corporation, Corporate, Club, or CVLS. Further, this document may be revised by the Membership to maintain current guidelines; whereas the Articles require application to the State of California, the By-Laws are amendable at Annual Meetings. In all matters, the order of precedence is: Articles of Incorporation, Use Agreement, By-Laws, Manual of Procedures, and the Safety & Operating Rules.
CONTENTS.
Section I - Documents, Amendments and Revisions.
1. CVLS Articles of Incorporation.
2. CVLS Use Agreement.
3. CVLS By-Laws.
4. CVLS Manual of Procedures.
5. CVLS Safety & Operating Rules.
Section II - Meetings and Events.
1. Regular Meetings.
2. Annual Meeting.
3. Scheduled Runs.
4. Annual Events.
5. Voting Rights.
6. Quorum.
7. Unscheduled Operations.
8. Annual Calendar.
Section III - Members and Membership.
1. Class of Members.
2. Resignation and Leave of Absence.
3. Suspension and Revocation.
4. Reinstatement.
Section IV - Directors and Officers.
1. Director Election.
2. Director/Officer Assignments.
A. President.
B. Vice-President.
C. Facilities Superintendent.
3. Directors at Large.
4. Removal or Resignation of Directors.
5. lnterim Director/Officer.
6. Officer Appointments.
A. CVLS Representative.
B. CVLS Secretary.
C. CVLS Treasurer.
7. Interim Officer.
Section V - Chairmen and Committees.
1. Chairmen Responsibility.
2. Standing Committees.
A. CVLS Facility Long-Range Planning Committee.
B. CVLS Facility Maintenance Committee.
C. CVLS Document Review Committee.
3. Ad Hoc Committees.
Section VI - Records and Finance.
1. Records.
2. Expenditures.
3. Fees and Dues.
4. Contracts.
5. Donations.
Section VII - Facility and Properties.
1. Mailing Address.
2. Facility.
3. Corporate Seal.
4. Properties.
A Track.
B. Locomotives & Equipment.
C. Miscellaneous.
5. Security.
Section VIII - Adoptions and Revisions.
1. Adoption.
2. Revisions.
3. Approval.
Appendices - Duties.
A. Director/President.
B. Director/Vice-President.
C. Director/Facilities Superintendent.
D. Directors at Large.
D. CVLS Representative.
E. CVLS Secretary.
F. CVLS Treasurer.
G. Directors at Large.
H. Incident Reporting Procedures.
SECTION I – Documents, Adoptions, Amendments and Revisions.
SECTION II - Meetings and Events.
SECTION III - Members and Membership.
SECTION IV - Directors and Officers.
Scope - The CVLS Representative is the Board Of Director's designated CVLS contact agent with the City of Chula Vista. (See additional duties listed in Appendix D.).
Term - The CVLS Representative shall be appointed annually by the BOD. The position of Representative may be held by the same person for a maximum of two (2) consecutive years. A one (1) year interim before eligibility for re-appointment.
Scope - The CVLS Secretary is responsible for properly recording the affairs and action of the Club, business meetings, the publication of the "FEEDWATER" and the safe-keeping of records and archives. (See additional duties listed in Appendix E.).
Term - The CVLS Secretary shall be appointed annually by the BOD. The position of Secretary may be held by the same person for a maximum of two (2) consecutive years. A one (1) year interim before eligibility for re-appointment.
Scope - The CVLS Treasurer is responsible for the financial affairs of the Club including the proper recording and accounting of all income and expenditures of CVLS. (See additional duties listed in Appendix F.).
Term - The CVLS Treasurer shall be appointed annually by the BOD . The position of Treasurer may be held by the same person for a maximum of two (2) consecutive years. A one (1) year interim before eligibility for re-appointment.
SECTION V - Chairmen and Committees.
SECTION VI - Records and Finance.
SECTION VII - Facility and Properties.
Chula Vista Live Steamers, Inc.
Post Office Box 369
Chula Vista, CA 91912-0369
SECTION VIII - Adoption and Revisions.
CVLS Secretary.
Appendix A.
Duties of the CVLS Director/President.
The President shall:
1. Carry out the duties prescribed in the By-Laws, Article V, Sections 1,2, and 3; the Manual of Procedures, Section IV, 2., A.; and such additional duties as listed herein:
a. Be the Train Master for all railroad operations ensuring the proper enforcement of all CVLS Safety & Operational Rules. The Train Master may appoint a Dispatcher to assist in train movements.
b. Appoint/Re-appoint committees where needs dictate, overseeing the conduct and actions of appointed committees. Dissolving those committees when purpose and/or goals have been achieved; disbanding those committees in conflict.
c. Have the power to delegate authority, BUT responsibility shall remain with the President.
d. Be receptive to the experience and wisdom of Past Presidents, considering issues meaningfully, and for the good of the Club as a primary objective of any actions to be taken.
Appendix B.
Duties of the CVLS Director/Vice-President.
The Vice-President shall:
1. Carry out the duties prescribed in the By-Laws, Article V, Sections 1,2, and 4; the Manual of Procedures, Section IV, 2., B.; Manual of Procedures, Section V, 2., C.: and such additional duties as listed herein:
a. Be the Station Master ensuring proper ticket agent staffing, control Station train dispatching in concert with the Train Master or Dispatcher, passenger control and enforcement of passenger safety rules, and public relations within the Station area.
b. Coordinate Club activities including the timely staffing and provisioning of the following events:
(a) CVLS VIP Picnic.
(b) CVLS Fall Meet.
(c) CVLS Handicapped Run.
(d) Other BOD authorized Special Runs and/or Special Events.
c. Organizes programs at Meetings for entertainment, education and refreshments; etc.
Appendix C.
Duties of the CVLS Director/Facilities Superintendent.
The Facilities Superintendent shall:
A. With respect to Run Days and Special Events:
(a) Inspect Track prior to operations.
(b) Take note of any Facility problems reported.
(c) Collect any FIRs (Facility Improvement Requests).
B. With respect to Work Days:
(a) Determine work/repair priorities.
(b) Assure availability of supplies and equipment for crews.
(c) Assign work to be done under proper supervision.
(d) Maintain a Work Record Log of tasks completed.
(e) Plan next work day effort.
C. With respect to Business Meeting reporting:
(a) Provide summary written report for Secretary's records.
(b) Report last month's work - acknowledge crew.
(c) Report on plan for next work day.
(d) Discuss future work day plans.
(e) Make requests for materials, crew, etc.
(f) Maintain a Properties Log of Club's physical assets (in concert with the CVLS Treasurer).
D. With respect to Yard Master duties:
(a) Yard Master (YM) is responsible for loading and unloading RR equipment (may appoint a Round House Foreman).
(b) YM is responsible for the location of rolling stock, movement of trains, turnout operation, and all functions pertaining to the Yards and Steaming-Bay area.
(c) YM is in charge of Switchers (locos) to make-up and break-up trains according to Train Orders from the Train Master or Dispatcher.
E. Delegate necessary support Assistants for the purpose of accomplishing designated tasks.
Appendix D.
Duties of the CVLS Representative.
The CVLS Representative shall:
1. Carry out the duties prescribed in By-Laws, Article V, Section 8; MOP, Section IV, 6., A., and additional duties as listed herein:
2. Serve as the CVLS official representative to all offices or of the City of Chula Vista and other agencies as directed by the Board of Directors (By-Laws, Article V, Sec. 8.).
3. Prepare and submit to the BOD an annual budget for the operation of his/her office. This budget is to be submitted in sufficient time to be acted on during the Annual Business Meeting. He/She shall also submit to the Treasurer all receipts, invoices and other authorized expenses pertaining to his/her office on a monthly basis.
4. Be responsible for securing required approvals or facility arrangements necessary for all scheduled or unscheduled CVLS events that take place on City of Chula Vista property. He/She will submit the Annual Calendar of Scheduled Events to the City (should be submitted in December for the timely approval by the City Manager or designee).
5. Be responsible for the preparation and submission of all necessary documents for continued operation of the Club (assistance from other Officers where necessary) to include:
a. Yearly Use Permits for Rohr Manor (business meetings) and Gazebo 12 (run days).
b. The annual report to the City of revenues generated from donations received for train rides (amended City Use Agreement).
c. Claims for damage to CVLS property.
d. Renew necessary annual insurance (NIA) requirement.
6. Provide the Board of Directors and the CVLS Secretary with copies of all incoming correspondence received from the City or other external agencies and provide record copies of any outgoing correspondence generated in the performance of his/her duties.
7. The CVLS Representative and CVLS Treasurer will work in consonance in the preparation and submittal of insurance and tax documentation. (refer MOP, Appx. F.,9.)
Appendix E.
Duties of the CVLS Secretary.
The CVLS Secretary shall:
1. Carry out duties as prescribed in the By-Laws, Article V, Section 6.; the MOP, Section IV,
6., C.; and such additional duties as listed herein:
a. Record the Business Meeting Minutes and maintain a file of same. Minutes shall be available to any CVLS Member for perusal upon request.
b. Forward to each BOD Member, a copy of the Meeting Minutes, within ten (10) days of the last Business Meeting.
c. A "Recording Secretary" may be delegated…however, responsibility remains with the CVLS Secretary.
2. Receive and respond, where necessary, to all correspondence addressed to the Club, maintaining an "IN" and "OUT" type of correspondence file. Also, prepare and issue and Club correspondence directed by the President and /or the BOD.
3. Maintain a current CVLS Membership Roster and on a reasonable periodic basis prepare and distribute a current roster to the Club Membership. Maintain a record of all Charter Membership Certificates issued.
4. Prepare an annual budget of expenses necessary for the operation of his/her office. This budget will be submitted to the BOD for approval in sufficient time to be acted on during the Annual Business Meeting.
5. Be responsible for the safekeeping of all Club documents, records, electronic media and archival material. A "Historian", "Librarian", "Photographer", etc. may be delegated…however the responsibility remains with the CVLS Secretary.
6. Maintain the CVLS Corporate Seal and applying the seal to any documents authorized by the Board of Directors.
7. Be the Editor of the Club newsletter. "FEEDWATER", responsible for its format, publication, and circulation, being assisted whenever necessary by delegated assistants. Contents of the FW should include the following:
a. Masthead listing Directors, Officer, Editor, etc. (reporters).
b. A record of scheduled operations - number of passengers carried, class of operation, number of pieces of motive power present, and any comments regarding Run. Note: The amount of donations received will NOT be published.
c. Business Meeting actions, motions and Member impact information.
d. Roster updates - welcome new members, addresses/phone additions or deletions, and any other changes to be made.
e. Newsworthy stories, ideas, tips, photos, etc. regarding the interests of Club Members.
8. The Secretary will ensure that all New Members receive a standard packet of the following items [see 8.a., 8.b., 8.c., 8.d., 8.e. on the following page, Appendix E continued].
a. The Regular or Senior Membership packet shall include:
Charter Membership Certificate.
CVLS Membership Card (Regular) or (Senior).
CVLS Safety & Operating Rule Book.
CVLS Member Business Cards (25).
CVLS Membership Roster.
CVLS Patch and CVLS DecaIs (1 ea. front & rear).
CVLS Coffee Cup.
Copy of CVLS By-Laws.
Copy of CVLS Manual of Procedures.
Copy of current "FEEDWATER" newsletter.
Copy of CVLS Track Scheme/Facility Plan.
Copy of CVLS Wheel Standards and Copy of Truck Plans.
Copy of CVLS Facility Improvement Request (FIR).
b. The Non-Resident Membership packet shall include:
Charter Membership Certificate.
CVLS Membership Card (Non-Resident).
CVLS Safety & Operating Rule Book.
Copy of CVLS By-Laws.
Copy of Manual of Procedures.
CVLS Membership Roster.
Copy of current "FEEDWATER" newsletter.
Copy of CVLS Track Scheme/Facility Plan.
Copy of CVLS Wheel Standards.
Copy of Truck Plans.
c. The Junior Membership packet shall include:
Charter Membership Certificate.
CVLS Membership Card (Junior).
CVLS Safety & Operating Rule Book.
CVLS Patch.
d. The Honorary Member packet shall include:
Charter Membership Certificate.
CVLS Membership Card (Honorary).
e. The Associate Member packet shall include:
CVLS Membership Card (Associate).
Copy of CVLS Safety & Operating Rules.
Copy of Track Scheme/Facility Plan.
Copy of CVLS Wheel Standards.
Appendix F.
Duties of the CVLS Treasurer.
The CVLS Treasurer shall:
1. Carry out the duties prescribed in the By-Laws, Article V, Section 7.; the MOP, Section IV,
6., C.; and such additional duties as listed herein:
2. Be responsible for the collection, disbursement and record-keeping of all Corporate funds except the Coffee Kitty and Security Keys. Receive and properly record all donations from the Public, Guests, Membership, and/or any other sources providing donations whether monetary or material.
3. Collecting of "Charter Membership Certificate" donations, including all dues and other fees relating to Membership application or renewal, issuing Membership Cards, their renewals, and proper receipts as required. Accepting no funds without issuing a receipt.
4. Maintain a current "paid-up" and "delinquent" CVLS Membership listing.
5. Provide a monthly Treasurer's Report for the Business Meetings, a copy to be given to the CVLS Secretary as a record copy and a copy to be given to the CVLS Representative for the preparation of the annual City report, which shall include: Savings Account Balance, Checking Account Balance, Cash on Hand, Total Operating Funds Balance, Insurance CD Account Balance, Totals Asset Balance, Cash Disbursement Balance, Pending Bills to be Paid, and the Dedicated Funds. This "T-Report" shall also include a Train Operational Report showing the following information: Daily total number of passenger carried (paying & nonpaying), Daily amount of ticket moneys donated, Daily number of trains operated and number of units of motive power (locos) present at the Facility. All BOD expenses shall be picked-up as line items on the monthly report. And such other financial listings as may be required by the Board of Directors.
6. Prepare and present an Annual Audit Report (profit & loss type) statement to the Membership at the Annual Business Meeting.
7. The Treasurer will use a "Voucher" system for the tracking of all CVLS expenditures as a means of simplifying audit.
8. Be responsible for maintaining and inventory of all saleable goods, i.e. badges, castings, cups, shirts, decals, books, etc, benefiting CVLS. Being responsible for the collection and proper recording (receipts) of all sales of such goods. The pricing of any such saleable items is to be authorized by the Board of Directors.
9. The CVLS Treasurer and CVLS Representative will work in consonance in preparation and submittal of insurance and tax reporting documentation (refer MOP, Appx. D., 8.).
10. The CVLS Treasurer will prepare an annual budget estimation of income and expenses. Each elected/appointed CVLS Officer will submit an estimate to the Treasurer of expenses for that office expected during the upcoming fiscal year. The annual budget is to be presented for approval by the Membership at the Annual Business Meeting.
Appendix G.
Duties of the CVLS Directors at Large.
The CVLS Directors at Large shall:
1. Carry out the duties prescribed in the By-Laws, Article 1, Section 1.; By-Laws, Article III, Section 1. and Section 3; and such additional duties as listed herein:
2. As members of the Board of Directors be available and capable to assist other Director/Officer members and/or Officers in the execution of their duties acting with aplomb and alacrity.
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(for notes)
Appendix H.
Incident Procedures.
To ensure that all CVLS Members are aware of the proper procedures to follow in the event of an incident, accident, or injury to any visitor, guest, riding passenger, or Member themselves at our Facility (or any sanctioned CVLS Activity), the following guidelines will be used:
1. Safety First Always! Be a leader in this important feature of our Club. Think about the Public's perception of your actions! The accident that is prevented is always handled correctly.
2. In the event of an accident or an injury:
a. Secure your equipment (locomotive and rolling stock) to prevent any movement and possible further injuries.
b. Get help immediately using your communicator or by sending a trainman for assistance.
c. DO NOT admit any fault or volunteer information to the injured party regarding our insurance coverage!
d. Render first aid assistance within your capability.
e. Make an immediate record of the incident (forms are available in the car barn) including names and addresses of the injured parties, witnesses, and the train crew. Be concise as to details including date/time of incident, the precise location, circumstances and nature of injuries, etc. This record must be submitted to a Board of Directors Member as soon as possible (preferably within the same day of the incident). A BOARD MEMBER WILL REPORT INJURY TO OUR INSURANCE CARRIER AT THE FIRST AVAILABLE OPPORTUNITY.
f. Make inquiry as to need for further medical attention, the Park Ranger's Office has a telephone if emergency assistance is needed. If injured party asks about payment for medical expenses, tell the party that a Board Member will contact them.
g. A final reminder. NEVER UNDER ANY CIRCUMSTANCES ADMIT YOUR LIABILITY OR THAT OF THE CLUB IN THIS MATTER! Let the BOD review the incident. If pressed about the incident, tell the person that is making the inquiry that the Board is investigating the incident and you do not know all the facts … REFER THEM TO THE BOARD. Remember, we carry liability insurance as a Club, it is their responsibility to assist us in any way possible.
THIS INSURANCE RESOURCE IS VERY COSTLY AND IS NOT TO BE SQUANDERED BY OUR OWN THOUGHTLESS ACTS OF STUPIDITY. THINK ABOUT YOUR ACTIONS WHEN OPERATING ANY EQUIPMENT AT THE FACILITY. IF YOU SEE AN UNSAFE ACT STOP IT IMMEDIATELY! THAT IS YOUR JOB! SAFETY FIRST
INCIDENT REPORT
This Report will be given to a Board of Directors Member as soon as completed (same day as incident being reported if possible).
Person making Report Date
Nature of lncident (summarize what has happened), if this report deals with an accident on the Facility, be precise as to location, names of train crew, time of accident, describe all injuries sustained and any aid rendered. (Use a diagram on the reverse.)
Name(s) of any injured parties if applicable:
Name(s) of any witnesses if applicable:
Name(s) of persons/agencies render assistance:
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For CVLS Board Use
CVLS Board Member taking Report
Date and time Report received date: time:
Comments:
Requires Insurance Carrier notification: yes no
If yes, date/time and person notified Disposition:
Track diagram and follow-up notes on reverse side of this form.
File form with CVLS Secretary date: