FHWA Texas Division -Mark Bolte Memorial FHWA Club

Section 1:
The duties of the Executive Committee shall be to supervise the activities of the Club. The duties of the titled officers shall be those implied by their respective titles.
Section 2:
The Chairperson or, if absent, the Vice Chairperson shall have general supervision of the activities of the Club.
Section 3:
The Executive Committee shall appoint a member of the Club as Treasurer who will coordinate the supervision of expenditure of funds as herein prescribed.
Section 4:
Whenever considered necessary, the Executive Committee shall appoint special subcommittees from the Club membership to plan and execute or assist in the planning and execution of the Club's activities, such as picnics, parties, etc.

ARTICLE II - FUNDS

Section 1:
The funding for the Club will be supplied by revenues generated by the Central Coffee and Soda Service.
Billing for the service will be done on a monthly basis. A tally sheet with everybody's name on it will be posted in the mail room.
The service will operate in accordance to the following guidelines:
- The tally sheet will have blocks for each type item sold by the Club. When you get a cup of coffee, put a mark in the coffee box by your name. The same will go for each item sold.
- The price for the items will be shown at the top of each column.
- This will be an honor system. It will be up to each individual to mark the appropriate boxes on the tally sheet.
- The tally sheet will then be taken and entered into a spreadsheet and the Club Secretary will print and distribute the bills. Each bill will list the number of an item purchased and the amount due on each item. At the bottom of the bill will be a sum total of the amount due.
- A cash can will be set up to allow guests to pay cash. Anyone who is not currently a member can purchase anything for sale. Payment would be made to the Club Treasurer.
- Clean up will be divided among the Club members. Members will be scheduled to clean up the kitchen area for a week on a rotating basis.
- The Executive Committee will establish and publish the clean up schedule so as to fairly divide the work. Clean up will include rinsing out the pots and ensuring that the heating elements are off at the end of the day. It may also comprise policing the area for trash and such.
- Each individual is encouraged to clean up after him or herself.
- Enough money should be carried over at the end of each year to cover one month's bills and any activities (such as retirements) or situations (such as illness) that may arise. The formula for determining the balance to be carried over will be the December supply bill plus one hundred and fifty dollars ($150.00).
- Monthly bills may also be discontinued to control the amount of money in the account. While bills may be lowered by the Executive Committee without notice, the Executive Committee must inform the members of an increase in cost.
While individual coffee pots are still allowed in the Texas Division, Club members are encouraged to use the central coffee operation. The purpose of central coffee and soda operation is to raise money for the Club and replace the regular collection of dues. The amount of money generated for the operation of the Club will depend on the amount of participation.
No personal sodas are allowed in the full sized refrigerator purchased by the Club. As a convenience to Club members, lunches and such may be kept in it as space permits.
Section 2:
The Executive Committee is not authorized to obligate Club expenditures in excess of available funds.
Section 3:
Appropriate accounting records shall be maintained to account for all Club monies and property.
Section 4:
A financial statement shall be published quarterly and posted on the bulletin board. Accounting records will be open for inspection by Club members at all times.

ARTICLE III - GIFTS

The expenditure chart below describes events for which funds from the Club treasury will be obligated and the maximum amount of funds to be expended.
The member’s section is responsible for notifying the Executive Committee when one of the events listed in this article occurs.
Passing the hat to supplement the amounts listed is discouraged.

EVENT	ELIGIBILITY	EXPENDITURE GUIDE
Hospitalization less than 3 days	Club member	Card not to exceed (NTE) $5.00
Sickness of 10 days or more or hospitalization of 3 days or more	Club member, spouse, child, and other close family members approved by the Executive Committee	Flowers or gift NTE $50.00. Gifts should be of an appropriate personal nature as selected by an appointed committee. The committee should be from the member’s section whenever practical
Death	Club member, spouse, child, and other close family members approved by the Executive Committee	Flowers or charitable contribution NTE $50.00 at the discretion of the member’s section
Death	Club member’s parent or sibling	Card NTE $5.00
Monthly Birthdays	Club members whose birthday is in the given month	Donuts, cake or other food items NTE $25.00
Wedding	Club member	Gift NTE $30.00
Birth or adoption of a child	Club member	Flowers or gift NTE $20.00
Transfer, retirement or resignation	Club member	Based on number of years permanent, consecutive assignment in the Texas Division 2 years: Gift NTE $25.00 Over 2 years: Gift NTE $25.00 plus $2.00 per year for every full year or fraction of a year over 2 years

ARTICLE IV - ACTIVITIES

Section 1: The Executive Committee shall plan social and other activities and shall receive the approval of Club members before sponsoring the activity.
Section 2: Club social functions will be financed by Club funds insofar as possible. When necessary, members will be asked to contribute a sum commensurate with the per capita costs, which will be determined by the Executive Committee, to retain such balance in the Club treasury as the Executive Committee deems warranted.
Section 3: Any member may suggest to the Executive Committee that a particular activity be planned.
Section 4: The El Paisano certificate shall be awarded to all permanent employees (trainees and temporary employees excepted) who leave the Texas Division. The certificate may be given to other persons at the discretion of the Executive Committee with the concurrence of the Division Administrator. The Division Administrator shall sign the certificate as “President” and the Assistant Division Administrator shall sign as "Secretary.” Reasonable cost of framing the certificate is eligible for Club funding.
Section 5: A yearly subscription to the Federal Times, or similar newspaper of interest to Club members, shall be purchased with Club funds. A change in subscription from one newspaper to another will require majority approval of the Club membership. Since this item belongs to all Club members, it is not to be routed to any specific individuals in the office. Upon receipt in the mail, it is to be promptly placed in a designated location in either the file room or FAX room for use on a first-come, first-serve basis. It is expected that no individual will retain an issue for more than 30 minutes and will promptly return the issue to the designated location.

ARTICLE V - UNEXPENDED FUNDS

In the event of Club dissolution, unexpended funds shall be disposed in a manner decided by majority vote of all Club members.

ARTICLE VI - RETIREMENTS AND TRANSFERS

Section 1:
- In the event of a retirement, resignation, or transfer from the division, the type of function to be held (e.g. dinner, luncheon, coffee and donuts) will be at the option of the individual departing.
- To cover the cost of the function, including, but not limited to, decorations, snacks, coffee and donuts, departing individual and spouse's meal, the Club will finance up to $30.00.
- The section is encouraged to remain below the maximum. However, additional expenses may be reimbursed with prior approval of the Executive Committee. Although passing the hat for gifts is discouraged, it is acceptable for funding functions.
Section 2:
- The section from which the person retires, resigns, or transfers will have the option of arranging for the function to be held and for the election and purchase of the gift. Should the section decline, the Executive Committee will handle the arrangements.

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