Introduction. USBC Mission:
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1 Assciatin Operatins Manual Template Intrductin The gvernance and structure f USBC assciatins are detailed in bth the USBC Bylaws and the USBC Assciatin Plicy Manual. The bylaws, adpted by the natinal delegates, define the assciatin and the plicy manual prvides the rules t fllw t run the assciatin. The USBC Assciatin Leaders Handbk prvides the hw t t meet thse requirements. All f these dcuments have been cmbined in the USBC Assciatin Manual. Every USBC assciatin must develp the plans, guidelines and daily structure t cmplete the day-t-day peratins f the assciatin. Sme f thse areas culd include the jb descriptins f the Assciatin Manager, president, vice presidents, sergeant-at-arms and directrs; a listing f all cmmittees and their duties; and prgrams the assciatin desires t create. These guidelines will be apprved by the bard and cmpiled in an assciatin peratins manual. This peratins manual utlines the peratins, plicies and prcedures unique t each assciatin, prvided nne f them cnflict with the USBC Bylaws and the USBC Assciatin Plicy Manual. This template was created t assist assciatins in their effrts t develp an assciatin peratins manual. It is strictly a template and includes suggested chapters and categries. The assciatin president shuld appint a cmmittee t review this template t determine what s relevant t the assciatin and add the details t the chapters t tailr it t their needs. The USBC Assciatin Manual shuld be used t reference requirements and assist in the planning f the assciatin s manual. If yur assciatin wuld like assistance, feel free t cntact yur crrespnding Assciatin Services Cunselr. Their territries and cntact infrmatin can be fund n bwl.cm by clicking n assciatins at the tp f the hme page and then click n the Assciatin Services Map n the right side f the assciatin hme page. Yu may als cntact the Assciatin Services Team at USBC Headquarters at (800) ext r by at assnrel@bwl.cm. USBC Missin: The United States Bwling Cngress, as the natinal gverning bdy, ensures the integrity and prtects the future f the sprt, prvides prgrams and services and enhances the bwling experience. Bwl with US 1
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3 Assciatin Operatins Manual Template 1. Assciatin Structure The infrmatin in this chapter shuld include the fllwing: Assciatin Purpse Charter Charter Date Tax Exemptin Incrpratin Charter Renewal Jurisdictinal Bundaries Assciatin Disslutin Bylaws (Include cpy f State/Lcal Assciatin apprved bylaws) Legal Obligatins IRS/Tax Infrmatin (at a minimum t include 990 r 990 EZ, 990-T, 1099, payrll) State Taxes Assciatins must check with their State Department f Labr t see if they are required t pay the fllwing: Unemplyment Taxes Wrker s Cmpensatin State Sales Tax (unless the assciatin als has state tax exempt status) State and r/lcal prperty taxes Full Financial Disclsure Audit Balance Sheet Budget Financial Statements Incme Statement Reserves Statement f Cash Flw Americans with Disability Act Requirements List specific steps t be taken t meet ADA requirements Turnament t be accessible t all members 2
4 Strategic Planning Risk Management Fr mre infrmatin n the ADA act, visit r cnsumerlawpage.cm/brchure/disab.shtm1 Gaming Activities Assciatin Operatins Manual Template Emergency Prcedures (set prcedures fr handling earthquakes, hurricanes, trnades r ther natural disasters) shuld include: Emergency cntact phne numbers, ffice staff, plice, fire statin, hspital, etc. Prcedure fr handling bank accunts, financial recrds Back-up database Keep current backup stred separately Twice per year t Headquarters Cntingency plan fr sudden lss f Assciatin Manager r President 2. Membership Prcessing The infrmatin in this chapter shuld include the fllwing: Dues Hnrary (Permanent and Lifetime Members) Optinal WinLABS Senir Military State Dues Multiple Memberships and Reciprcal Agreements Prcess fr cllecting league applicatins and membership cards frm league secretaries Wh cllects them? When des the league secretary get cntacted if the applicatin has nt been submitted? Hw d the applicatins and cards get submitted? Prviding receipt and league rster t league secretaries after submissin f applicatin 3
5 Assciatin Operatins Manual Template Wh prvides the receipts/rsters t the secretaries? When d they need t be prvided by? Hw d they get delivered t the league secretaries? 3. Bard f Directrs The infrmatin in this chapter shuld include the fllwing: Applicatin fr bard psitin Recruitment Authrity and duties f the bard and directrs Additinal qualificatins (May be set by the bard t fulfill the needs f the assciatin in any given situatin. Example: Accuntant, Lawyer, Public Relatins, etc.) Assciatin Leader Cmmitment Frm (Appendix B f this bklet) (This frm shuld be cmpleted by every member f the bard and vlunteer) Leadership Cde f Ethics (Appendix C f this bklet) (This frm shuld be cmpleted by every member f the bard and vlunteer) Assciatin Manager and Bard f Directrs perfrmance reviews Bard prtcl and reimbursement plicy Auxiliary Members Assciatin Self Assessment Transfer f assciatin prperties (ps manual, bylaws, etc.) Selecting Registered Vlunteer Supervisr (merged r nn-merged yuth assciatin) 4. Officers Authrity and Duties The infrmatin in this chapter shuld include the fllwing: Authrity and Duties f Officers and Directrs President Vice President(s) Sergeant-at-Arms (If applicable) Assciatin Manager Jb descriptin Duties/Expectatins 4
6 5. Meetings Assciatin Operatins Manual Template Vice mail requirements respnses and messages Office hurs cverage Alternate cntacts Cmpensatin plicy Vacatin plicy Other benefits Annual review prcedures fr hired emplyees The infrmatin in this chapter shuld include the fllwing: Types f Meetings: Annual Meetings shuld include, at a minimum, meeting ntice, mnth, time and lcatin f meeting Bard Meetings shuld include, at a minimum, meeting ntice, frequency, time, lcatin and purpse Special Meetings Cmmittee Meetings shuld include same items as Bard Meetings Hearings Miscellaneus: Recrding the minutes (Culd be the Assciatin Manager r a recrding secretary elected by the membership) Meeting set-up Agenda Yuth Representatives duties and respnsibilities at meetings (fr merged and Yuth Assciatins.) 6. Cmmittees (This chapter shuld define each cmmittee s duties and respnsibilities.) The infrmatin in this chapter shuld include the fllwing: Mandatry Cmmittees Nminating Finance Yuth (mandatry fr merged nly) 5
7 Assciatin Operatins Manual Template Optinal Cmmittees (at the discretin f the President, with Bard apprval) Assessment Cmmittee Assciatin Representative Prgram (Visit the bwl.cm website fr a free dwnlad f this prgram) Audit Educatin and Training (Culd include wrkshps fr league fficers and/ r sending a bard member t a USBC State r Natinal wrkshp) Lane Inspectin/Certificatin Legislative Operatins Manual respnsible fr keeping this manual up-t-date Publicity/Member Cmmunicatins newsletter r website maintenance Recgnitin Recruitment and Retentin Schlarship Special Events Suspensin and Reinstatement/Hearings Turnament Ways and Means (Nn-dues revenue) 7. Delegates and Alternates Yuth Representatives The infrmatin in this chapter shuld include the fllwing: Delegates/Yuth Representative Reimbursement requirements USBC Natinal and/r State Cnventin Delegates/Yuth Representatives expenses USBC Natinal and/r State Cnventin 8. Assciatin Turnaments The infrmatin in this chapter shuld include the fllwing: Turnament Manager (duties and respnsibilities) Annual Champinship Turnament(s) (required) Shifts Lane Mnitrs/Scre keepers 6
8 Fundraising/Sales Rules Turnament Cntracts Center (Bidding/Rtatin) schedule Turnament Entry Applicatin Additinal turnaments Mixed Senirs Adult/Yuth Schlarship High-Five N-Tap Bakers Emergency Prcedures Wh develps them? Wh distributes them? Where are they distributed? Hw are they distributed? Assciatin Operatins Manual Template Weather related emergencies this shuld include hw ntificatins are sent and t whm/where, such as radi r TV. Pssibly a call tree. Center related emergencies this may include what arrangements will be made in case a center has t be clsed during an event. Bwler related emergencies this may include what actins t take in case f a medical emergency during an event. 9. Awards and Recgnitin The infrmatin in this chapter shuld include the fllwing: Assciatin Awards (Suggestins/examples) Mst Imprved Average High Series Scratch & handicap High Game Scratch & handicap Highest Average Turnament Awards (Suggestins/examples) 7
9 Three strikes in a rw; averages f 130 r less Fur strikes in a rw; averages f 131 and abve Five strikes in a rw; averages f 140 and abve 50 pins ver average (single game) Clean game; n average requirement Assciatin Operatins Manual Template Stair Step games; n average requirement (ex. 150, 151, 152) Hall f Fame (Suggested categries) Superir Perfrmance Meritrius Service Pineer Prprietr Yuth Hnrary Members (Nt autmatically members f the bard) Life Members Members Emeritae Bwlers f the Year/Mnth/Week Yuth Adult League Awards 10. Other Assciatin Requirements The infrmatin in this chapter shuld include the fllwing: Lg/Branding Recrd Retentin Registered Vlunteer Prgram (See RVP Lcal Assciatin Operatins Manual n bwl.cm) Schlarship/SMART Supply Distributin Plicy League Officers Wrkshp Direct cntact with league secretaries Assciatin Rep Prgram Caching Certificatins and Lane Dressing 8
10 Assciatin Operatins Manual Template CLIP (Training prgram) Natinal Prgrams 9
11 Assciatin Operatins Manual Template Appendix A USBC Missin Statement The USBC (BA, WBA r Yuth) Assciatin, representing the natinal gverning bdy, ensures the integrity and prtects the future f the sprt, prvides prgrams and services and enhances the bwling experience. USBC Visin Statement The visin f USBC is t grw the sprt. Mre peple recgnizing bwling as a sprt. Mre peple participating in bwling as a sprt. 9
12 Assciatin Operatins Manual Template Appendix B Assciatin Leader Cmmitment Frm t Serve the Assciatin I pledge my cmmitment t the Assciatin t serve, with ther bard members, the bwlers f ur assciatin. I cmmit myself t the gals and purpse f ur assciatin. These gals will be ur members needs. I will seek ur members respnses with regard t the successes f ur prgrams and services. I cmmit myself t cperate and willingly put frth the effrt t establish and maintain gd wrking relatinships with ther bard members. I cmmit myself t participate and help t reslve cnflict that may arise amng bard members. I cmmit myself t maintain a prfessinal demeanr when serving as an fficer r directr f ur assciatin. I cmmit myself t fulfill the respnsibilities f my psitin n the bard f directrs t the best f my abilities. If I cannt meet my cmmitment, I will set a deadline fr imprvements. If I cannt meet that deadline, I will wrk t find a replacement wh is willing t meet these cmmitments. Assciatin Leader Date 10
13 Assciatin Operatins Manual Template Appendix C Leadership Cde f Ethics Bard members have an bligatin t meet mral as well as legal standards. That s why many bards are adpting a cde f ethics fr members. Belw is ne yu can use fr yur bard. As a member f this bard I will: Represent the interest f all peple served by this rganizatin, and nt favr special interest inside r utside f this assciatin. Nt use my service n this bard fr my wn persnal advantage r fr the advantage f my friends r supprters. Keep bard and sensitive infrmatin cnfidential. Apprach all bard issues with an pen mind, prepared t make the best decisins fr everyne invlved. D nthing t vilate the trust f thse wh elected r appinted me t the bard r f thse we serve. Fcus my effrts n the missin f the assciatin and nt n my persnal gals. Never exercise authrity as a bard member except when acting in a meeting with the full bard r as I am delegated by the bard. Assciatin Leader Date 11
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