Member's Handbook
&
Procedure Manual

Table of Contents

PART 1 MEMBER'S HANDBOOK

Handbook Introduction
Tropical News
Speaker
Raffle
Attendance Prize
Auction
Library
Breeder and Horticultural Award Programs (BAP/HAP)
Mega Auctions
Annual Dinner
Sales Table

PART 2 - PROCEDURE MANUAL

Procedure Manual Introduction
President
Vice-President
Corresponding Secretary
Recording Secretary
Treasurer
Editor
Board of Governors
Annual Dinner Chair
Auction Chair
FINDIG/Annual Show Chair
Bowl Show Chair
Donations/Corporate Coordinator Chair
Library Chair
Membership Chair
President's Book Chair
Photographer Chair
Publicity Chair
Programs Chair
Retail Coordinator Chair (Advertising Manager)
Raffle Chair
Trading Post Chair
Web Site Chair (Webmaster)
Public Relations (Media) Chair
Sales Table Chair
Breeder/Horticultural Award Programs (BAP/HAP) Chair
Exchange Editor Chair
Club Organization Delegate Chair
Society Historian Chair

PART 1 - MEMBER'S HANDBOOK

Handbook Introduction

Welcome to the Sacramento Aquarium Society established in 1952.  The purpose of the Society is to bring together people who share an interest in tropical and ornamental fishes, and to promote an exchange of information among amateur aquarists.  The societies enjoyable monthly General Meetings include a social hour, opportunity for questions and answers, guest speaker, raffle, auction, attendance prize, and other Society activities.  Share with your thoughts and suggestions, and yes, your fish problems.

Because this is your club, SAS Board of Directors Meetings is always open to all members.  If you would like to attend, contact any of the SAS Board of Governors or Officers for details.

The following information will help familiarize you with what the SAS has to offer, and just as importantly, what you can offer to the SAS.

Tropical News

The Society's monthly newsletter, the Tropical News, is mailed to each member before the General Meeting.  The inside back cover lists the names and telephone numbers of all SAS officers, board members and chairpersons.  The newsletter includes minutes of the last General Meeting, Board of Directors Meeting, schedule of coming events, and original articles by SAS members.  The SAS also exchanges newsletters with numerous other societies around the country.  Articles may deal with any aspect of the hobby.  Members may also take advantage of the Trading Post, placing ads (some space included "free" -there is a nominal charge for additional ad space) for items wanted or for sale.  Please contact the Editor for deadline information.

Speaker

The featured event of most evenings is a speaker, who may be an experienced SAS member or guest.  Many of our speakers are widely recognized experts in tropical fish and their care.  Watch for listings of future topics in the Tropical News.  In addition, if you have a suggestion for a speaker or topic, please let the Programs Chair know!

Raffle

Our monthly raffle is held to help generate funds for the society.  Most items for the raffle are purchased by the SAS or donated by manufactures and local merchants.  Members often bring in fish or plants from their own tanks, and receive a free raffle ticket for each item donated.  The grand prize each month is a tank complete with hood.  Feel free to browse through the offered items before the start of the meeting.  Tickets for the raffle may be purchased throughout the evening.  If your number is called, you are free to choose from any of the items on the table except for the tank and gift certificate that may be in that particular raffle which are awarded to the last winning ticket(s).

Attendance Prize

When you join the SAS, your name is put into a capsule and added to a box with the names of every SAS member.  At the end of each General Meeting raffle, a capsule is selected at random.  If your capsule is drawn and you are present, you win the attendance prize!  The prize starts at $10, and increases by $10 each month it goes unclaimed.  Therefore, in addition to our raffle and fine programs, you have another reason to attend every meeting.

Auction

The final event of each General Meeting is our "mini-auction".  Members that have turned in fish or plants for points in the Breeder/Horticultural Award Program donate some of the items.  Our members, who share the proceeds, raise most of the fish.  Here is your opportunity to purchase fish that you may not find at your local pet shop at bargain prices.  You have to see it to believe it.

Library

The SAS Library has a collection of books and periodicals that are available for checkout by our members.  Rules are:

The library belongs to all SAS members: please keep our books and other materials available and in good condition for everyone to enjoy.

Breeder and Horticultural Award Programs (BAP/HAP)

The purpose of the Breeder Award Program is to acknowledge members for successfully spawning and rearing fish, and adding to the hobby in related ways.  Programs objectives include captive species maintenance, gathering knowledge, learning to keep accurate records, and generating articles for the Tropical News.  The BAP is not a competition as such; however, participants are awarded titles (along with certificates and plaques) designating "Novice" to "Master" breeder status, based on points accumulated.  Points are awarded for spawning a distinct species and raising fry to saleable size.  Points are also awarded for writing articles for the Tropical News about the spawning, providing photos for the SAS web site or Tropical News, and giving a short talk at one of our General Meetings.  For aquatic plants enthusiasts, there is a similar Horticultural Award Program.  Please contact the BAP/HAP Chair for complete rules.

Mega Auctions

Twice a year the SAS sponsors a really big auction.  The event attracts aquarists from all over the community (and often from distances of 100 miles and more), who come to buy and sell livestock and goods, new and used, at great prices.  So do not miss out!

Annual Dinner

The SAS annual dinner is held November at a local restaurant.  The purpose of the dinner is to provide members with an opportunity to socialize and celebrate the years' accomplishments.  All are encouraged to attend, and the Society even kicks in a few bucks per membership towards dinner.

Sales Table

This table was put together with items that a member may need to get as supplies (air tubing, water conditioner, etc) at a good price and funds the Society a little.  Also on this table you will find our T-shirt, etc. for sale.

PART 2 - PROCEDURE MANUAL

Procedure Manual Introduction

The Procedure Manual of the Sacramento Aquarium Society (SAS) is to act as a basic guideline for operations.  Duties for the Board of Directors (Officers, and Board of Governors), and Chairs of the various programs committees, are established herein.

1. It is mandatory for all Officers and Board of Governors to attend all General and Board of Directors Meetings.  The President must be notified if one will not be able to attend a meeting, and a stand in shall be named if the duties of the position so require.
2. All committee chairs must attend at least one Board of Directors Meeting per calendar quarter in addition to all of the General Meetings.  It is preferred that they attend all of the Board of Directors Meetings if possible.
3. A yearly budget is established in February for all committees.  A copy will be made available to all members of the Board of Directors and all Committee Chairs.  Expenses above the budget will be reviewed at the end of each year.  Receipts turned in after December 31 will be included in the next year's budget.
4. All expenditures must be approved by the Board of Directors and accompanied by original receipts in order for the Treasurer to reimburse out of pocket expenses.
5. All members of the Board of Directors and all committee chairs are to keep in mind that they are the official representatives of the Society and to act accordingly at all times and with all people when the society is involved.
6. Failure to perform the duties of the office as described may be grounds for removal from the office as provided for in the SAS bylaws or this Procedure Book.
7. This procedure Book will be reviewed annually in February for changes or additions that may be required.
8. A copy of this Procedure Book will be archived yearly; prior any changes are finalized.
9. Where not specifically stated otherwise in the bylaws or Procedure Book, "Robert's Rules of Order" shall be in force for all Society business.

President

1. Presides over monthly General Meetings, provides an agenda, and orchestrates the events of the evening.
2. Presides over monthly Board of Directors Meetings.  Provides an agenda to all Board of Directors members and attending chairs.  Special Board of Directors Meetings may be called by the President or by 50% of the Board of Directors (not including the president) for issues that must be resolved before the next regularly scheduled Board of Directors Meeting.  These meetings must have 48 hour notice provided to the Board of Directors, or may be conducted by a telephone poll of all members of the Board of Directors.  To ensure that all members of the Board of Directors are informed of the issues, all of them must receive notice of the meeting, or in the case of a telephone poll, all must be called and polled before the issue can be closed.
3. Serves as the main communication contact between committees and the Board of Directors.
4. Provides direction and assigns jobs on the executive level.  Is responsible for reassigning critical jobs in the absence of the regularly assigned Chair or Board of Directors member.  In cases of improper actions or non-performance by a committee Chair, the President will give warning to or remove that Chair, as deemed necessary.  The Board of Directors must be informed of any disciplinary action before or at the next regularly scheduled Board of Directors Meeting.
5. Serves as the chief arbiter in disputes within the Society and with non-society organizations or individuals.
6. Is directly responsible for the good reputation of the Society and takes positive steps to prevent the compromising of its good name by actions of individuals or other organizations.
7. Writes the monthly "President's Message" to be published in the Tropical News.  This should be oriented towards keeping the General Membership apprised of decisions being made by the Board of Directors, announcing current and upcoming events, and rewarding volunteers.
8. Maintain a master set of all Society business records/reports and correspondence.
9. The President can authorize a maximum of $100.00 in emergency expenditures or $200.00 with the approval of the treasure before spent.  All Board of Directors must be informed of such expenditures before or at the next regularly scheduled Board of Directors Meeting.
10. Should do a roll call at all meetings, to enable accurate attendance record keeping.
11. Turn all records (up to 5 Years worth) over to the successor upon leaving the position

Special Skills

Vice-President

1. Carry out the President's duties in the President's absence.  The Vice-President will follow the guidelines set for the President's duties for this function.
2. Responsible for other duties as assigned by the President.

Corresponding Secretary

1. Answer letters written to the Society and initiate correspondence on its behalf in a timely manner.
2. Responsible for the SAS Post Office Box Key and distribution of mail received to appropriate persons:

3. Maintain a record of correspondence received and sent (in last 2 years) and a copy of listings of manufacturers, sponsors, and advertisers with whom the Society does business (to be shared with other chairs as appropriate).
4. Oversee the Publicity, Retail Coordinator, Donations/Corporate Coordinator, Membership, and Programs Chairs to ensure appropriate correspondence is handled without unnecessary duplication.  Ultimately responsible for the Society correspondence.
5. Ensure receipts for postage etc. used for correspondence are submitted to the treasurer in a timely manner.  The Board of Directors must approve expenditures exceeding budgeted amount.
6. Copies of all correspondence, reports etc. must be given to the President digital media, snail mail, e-mail, or hard copy in person.
7. Turn all records over to the successor upon leaving the position.

Recording Secretary

1. Take clear, detailed minutes of General and Board of Directors Meetings, to include attendance by Board of Directors members.  General Meeting to also include, programs, awards, bowl show results, raffle winners (tank and gift certificate), and attendance prizewinner.  Board of Directors Meeting to also include treasury balance, items discussed, tabled, voted on and results of vote.
2. Keep originals of General and Board of Directors Meeting minutes, Treasurer Reports, and any other important papers in an organized and accessible manner, to be permanently maintained by the Society.  Records more than two years of age may be placed turned over to the Society's Historian Chair for long-term storage archives.
3. Provide copies of General and Board of Directors Meeting minutes to the President via digital media, mail, e-mail, or hard copy in person, and Tropical News Editor in accordance with established deadlines.
4. Read minutes if necessary at the meetings for members and possible corrections.  This should only need to be done if the minutes did not get printed in the bulletin for some reason.
5. Be able to readily locate specific items from previous meeting minutes as required.
6. Arrange for a fill in Secretary in case of an absence from a meeting so that minutes are still recorded.
7. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.
8. Turn all records over to the successor upon leaving the position.

Treasurer

1. Write checks for Society expenses and obtain receipts to document these expenses.  The Board of Directors must approve expenses with no receipt or questionable receipts before checks may be issued.  All checks must have two signatures before they are passed out (Treasure and one of 2 -3 other designated signers that have been approved by the Board of Directors (these signers are indicated on the Bank signature card).  Ensure that checks are completely filled out before second signature is obtained.
2. Write receipts for all moneys turned in by all committees.  All money should be accounted for at the end of each event, or periodically during events that takes an extended length of time.
3. Keeps check book balanced and with correct minimum balance to avoid service charges (as of Y2000 min is $800.00).  Make all deposited as soon as possible after money is received.  Have Savings Account interest posted every three months.  Transfer money between checking and / or Savings accounts as needed (two signatures required).  As of Y1998 the Savings was closed do to lack of funds.
4. Keep records of expenses and income from each activity and committee.  Present a detailed report of accounts activities to the Board of Directors monthly.  Present a detailed report of the entire past year's activities to the Board of Directors once yearly (within the first quarter of the New Year).
5. Ensure that the books are audited at least once every two years if not yearly.  Be a part of the budget committee for each year.  Monitor Board of Directors approval of spending to ensure that no more is spent tan is available.
6. Maintain file cabinet with Treasurer's archives, club seal, and blank membership cards.  Keep track of location and person responsible for all of the Society's material assets.
7. Maintain list of Tropical News advertisers and status of their accounts (i.e. have they paid for the year).  Also keep all gift Certificates received from sponsors until the raffle table needs them.
8. Keep track of Attendance Prize amount for each month.
9. Complete and mail all necessary tax paperwork each year for state, federal and local authorities.
10. Obtain new signature cards from the bank when the Board of Directors offices change (or signers).  Have cards completed and returned to the bank in a timely manner (this done at the J Street branch for our account).
11. Keep a back up treasurer trained on how you maintain the Society's books.
12. Attend all General and Board of Directors Meetings and any other events in which money will be received or checks issued or have the back up do so.
13. Get mailing count from Membership Chair; in order to provide a check to Editor/mailer of the bulletin for the proper postage needed.
14. Maintain $100.00 cash fund.  $25.00 should be given to the auction table at the start of each General Meeting, and returned at the end. Another $75.00 the treasurer should keep in order to make change for the other chairs as needed.
15. Copies of all correspondence, reports, etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.
16. Turn all records over to the successor upon leaving the position.

Editor

1. To solicit, collect and edit articles, columns, etc., to be combined with Society news and the like to produce the original copy of the monthly publication the Tropical News.  Make any necessary corrections (i.e., spelling, punctuation and grammar) any needed corrections in wording or facts only done after discussion with the author.  Must coordinate with:

2. Provide "camera ready" original to the person in charge of production and mailing in a timely manner to ensure delivery to all members no later than the Monday before the monthly General Meeting.  In order to meet the target of delivery the original copy should be ready for printing on the 20th of each month.
3. Major changes in layout or content must be submitted to the Board of Directors before being published.
4. Items which are deemed to be controversial (that is, they would reflect badly on the Society or members of the Society) must be reviewed by the President before they are approved to be printed.  In case of a disagreement between the Editor and President, these items shell be submitted to the Board of Directors for approval.  This is to prevent the Tropical News from being used for personal attacks and/or agendas that are not in agreement with the goals of the Society.  (The Two parties involved have no vote).
5. Maintain archives of copies of all past issues.  Extra copies will be returned to the Editor for the archives and other purposes as needed.
6. Give min. of 5 copies to Membership Chair and copies to any other chairs that request them.  (Providing we have them).
7. Receive labels for bulletin mailing from Membership Chair (at the Board of Directors Meeting).
8. Receive check made out to Postmaster for needed postage (at Board of Directors Meeting)
9. Get update of birth month and emails to be published from Membership Chair.
10. Copies of all correspondence, reports etc. must be given to the President digital media, snail mail, e-mail, or hard copy in person.
11. Turn all records over to the successor upon leaving the position.

Board of Governors

1. Attend all Board of Directors and General Meetings.  Notify the President in case of an absence.
2. Work with the Board of Directors and membership to develop and carry out the Society plans and goals.

Annual Dinner Chair

1. To coordinate by September the Annual Dinner, which occurs at the time of and incorporates the November Board of Directors Meeting.  Arrange for a location, menu, and price, and take names if necessary collect money from those who will attend.
2. If possible a separate room needs to be booked.
3. Submit the information to the editor of the Tropical News for the October and November issues.
4. The Society has paid $3.00 per membership for each membership present at the dinner.
5. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.
6. Turn all records over to the successor upon leaving the position.

Auction Chair

1. Organize and run the Monthly auctions and Mega auction.
2. Ensure manufacturer's donations are included in the auction as they are needed and available.
3. Get Board of Directors authorization for any special purchases that are desired.
4.  Get $25.00 Change fund from the Treasurer at start of auction, and return at the end.
5. Ensure that there are enough volunteers to act as auctioneers runners and record-keepers.
6. Ensure that all items submitted for auctions are properly bagged, labeled, numbered and that all auction rules are followed.
7. Balance books at end of each auction.  Keep track of the amount that each item brings, as well as whether they are BAP/HAP, Donation, or regular seller/Society split.  For regular monthly meetings the first dollar goes to the Society and the remainder goes to the seller.  For shows and mega auctions, the first dollar goes to the Society or 30% to the society (which ever is greater) and 70% goes to the seller.  Example: if item sells for $2, $1 to the society and $1 to the seller.  Collect and disburse money to and from buyers and seller.  Forward all money to the Treasurer at the end of the auction and obtain a receipt.
8. Ensure that all unsold items are returned to the seller.
9. Ensure that the Publicity chair is aware of the need for advertising Mega and special auctions.
10. Stay until the end of the auction and the paperwork is completed to ensure a smooth closing.

Record-keeping requirements

Create and maintain records of all items placed into all SAS auctions, to include but not limited to:

Special Skills

FINDIG/Annual Show Chair

This function was designed to have a number of speakers primarily hosted by the SAS but to also involve other clubs/study groups.  In this way it could truly be a Fish conference not just one type of fish or another.  By having other clubs/study groups involved we can all share in the cost of bring in good speakers.  One day or at least 2/3 of it should be a major auction of manly new items and fish/plants.

It should also have a vender room to allow manufactures or clubs to show off their products or club.

1. Held in October.
2. 2-3 day event.
3. Arrange some of the speakers.
4. Arrange an auction person.
5. Arrange a registration person.
6. Arrange a raffle person.
7. Contact other clubs to be involved i.e. Speakers, fish show, etc.
8. Arrange for vendors.
9. Secure hotel no later than February of that year.
10. To provide for and promote an Annual "show" of tanks of members, for the membership and perhaps the public at large, including coordination and provision of any awards deemed appropriate (with Board of Directors approval of any expenditures).
11. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.
12. Turn all records over to the successor upon leaving the position.

Bowl Show Chair

1. Responsible for transportation, set up, take down and storage of all equipment (lights are optional) needed to provide a fair bowl show.
2. Arrange for any needed maintenance with Board of Directors approval.
3. Keep records of all Bowl Show entries and results, including cumulative totals by entrants, and make available to the General membership and Board of Directors.
4. Provide a monthly announcement or article relating point standings and awards as well as upcoming events and special achievements for publication in the Tropical News.
5. Ensure fair, impartial, and knowledgeable judging of the entries.
6. Ensure timely presentation of awards for participation and achievements, to include advising the Board of Directors of necessary supplies, maintenance, and awards, as they are needed.
7. Provide assistance to all interested parties in identifying entries or categories.
8. Ensure that standards for judging are understood by participants and judges (General Membership) alike, specifically (but not limited to):

9. Chairperson is responsible to see that there is only ONE vote made per family present.
10. Voting slips are only available until the break Chairperson will pass them out.
11. Provide awards as needed i.e.. Ribbons & end year award.
12. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.
13. Turn all records over to the successor upon leaving the position.

Donations/Corporate Coordinator Chair

1. To solicit and receive donations from manufacturers and distributors, by means of letters and telephone calls, in order to maintain a supply of goods that can be used in the Society's raffles and auctions.
2. This position cannot be held by or co-chaired by any one in the fish retail business.  Per Board of Directors vote Y2000.
3. Create, maintain and share with the Board of Directors, a list of manufacturers and distributors of aquarium supplies and equipment, for freshwater and marine hobbies.  Possible sources for this list include magazines, retailers, and suggestions of members.
4. Contact the manufacturers in cooperation with the Corresponding Secretary, and request donations for the Society.  In most cases, there will be no action required of the Society other than to make such a request.  In the event that a corporation requests to take on a sponsorship (i.e. the Society will advertise their products), the proposal must be brought before the Board of Directors for approval.
5. Receive and provide an address were someone will be available to receive any items sent by the companies from whom donations are requested.
6. Inventory donations, or have someone inventory, arrange for storage at an accessible location, and coordinate with Raffle and Auction Chairs as to the distribution of the donations.
7. Ensure that acknowledgements of donations are sent to the corporations, to make them more likely to continue donating in the future.
8. Maintain records of all contacts and the results.  Turn all records over to the successor upon leaving the position.
9. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.

Library Chair

1. Maintain the SAS Library in good condition.
2. Ensure that the Library is available for the membership at each General Meeting.
3. Ensure that materials are loaned only to current SAS members and that each membership leaves a Postdated check to cover the value of the items on loan.
4. If the item(s) are not returned in a timely manner the check will be cashed.
5. Ensure that members are aware of their responsibilities for materials they borrow, and of the timely return requirement.
6. Ensure that articles loaned from the library are returned in good condition and in a timely manner (following meeting).
7. Ensure that none of the reference books (atlas's) are loaned out.
8. To make periodic suggestions for further acquisitions for the library.
9. The number of items allowed to be checked out is at the discretion of the chair.
10. All items are available for purchase.  Including the reference books (atlas's) 
11. Maintain records of all contacts and the results.  Turn all records over to the successor upon leaving the position.
12. Maintain a second copy of BAP/HAP documentation in the master record.
13. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.

Membership Chair

1. Maintain a master list of SAS members and their addresses.
2. Make updated rosters available to all Board of Directors members on a semi annual basis (Jan & Jun).
3. Collect membership dues from all new and renewing members.
4. Turn all monies received in to Treasurer at the end of each event.  Obtain a receipt from treasurer.
5. Issue a membership card and a receipt to all new and renewing members and a membership packet (SAS Bylaws, Program description, and current Tropical News) to new members.
6. Have the Treasurer sign a supply of blank membership cards as needed.
7. Maintain and update monthly the membership capsules used for the Attendance Prize drawing.
8. Let the Editor know new/renewed members, birth month and email of those members that have approved the information to be released.
9. Provide a list to the Editor with members that paid for a "Hard Copy" ($24 a year) and "Digital Copy" ($14 a year) of the Tropical News.
10. As of 2002 all Memberships run for 12 months from the date of joining.
11. Maintain and archive a good copy of the past years complete membership list before purging.  Complete list consists of Name, Address, Phone, E-mail, Web, Family Names, Birth Months, membership status, and Year Joined.
12. Provide mailing labels to the Editor at the Board of Directors Meeting for the upcoming bulletin.
13. Provide count of bulletins to be mailed to the Treasurer (number of postage stamps needed).
14. Turn all records over to the successor upon leaving the position.
15. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.

President's Book Chair

1. Maintain a scrapbook like record of the year's events.
2. Get copies of pictures from the Photographer Chair.
3. Get any special flyers and a copy of all the years? issues of the Tropical News from the Editor or appropriate people.
4. Assemble all materials to be presented to the President at the February meeting the next year.
5. A plaque can be also given this is at the chairs discretion and if the budget allows.

Photographer Chair

1. Taking pictures of all Society events or arranges for pictures to be taken.
2. Have prints made or provide digital copies (via digital media) of each picture upon request for the Library, President's Book, or other society publications.
3. Give all receipts to the Treasurer.

Publicity Chair

1. Ensure appropriate advertising is circulated for each special event, which SAS either sponsors or participates, as well as for each General and Board of Directors Meeting, and foster membership in the SAS throughout the community.
2. Have flyers designed, printed and distributed for any special events.
3. Ensure that SAS posters are in every regional pet shop that will allow them.
4. Coordinate with the SAS Web Site Chair.  Ensuring that inquiry messages are checked at least weekly and the web site information is updated monthly or more often if necessary.
5. Ensure communication with other societies about the SAS activities and their activities.  Maintain relations with the societies and promote cooperation between them and the SAS.
6. Create and provide a calendar of local and regional events for publication in the Tropical News on a monthly basis.  Ensure that the SAS events are likewise publicized in other societies' newsletters and meetings if necessary.

Programs Chair

1. Schedule speakers for the General Meetings throughout the year.  This includes contacting potential speakers, negotiating program dates, and arranging transportation and accommodations if necessary.
2. Ensure speakers for the year are scheduled by March if possible.  Advise the President, Web Site Chair, and Editor of the scheduled speakers and subjects.
3. Arrange for replacement programs in the event a speaker has to cancel.
4. Ensure the PA system, projector, screen and any other required equipment is set up at the meeting and ready for the speaker.
5. Ensure the speaker's fees (currently $25 any more bring to the Board of Directors) and dinners are taken care of no later than the program night.
6. Follow up on thank you notes so they are taken care of promptly.
7. See the Treasurer for fees and receipts.  No later than the program night.
8. Get Board of Directors approval for expenditures (i.e. air fair or travel).
9. Be responsible for and schedule programs at least 2 months into your successors term if possible.
10. Turn all records over to the successor upon leaving the position.
11. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.

Retail Coordinator Chair (Advertising Manager)

1. Contact local and regional retailers for sponsorships of the Society.
2. Deviations from the standard agreement for sponsorship may be allowed if approved by the Board of Directors.
3. As of year 2000 a sponsorship consists of an ad in the Tropical News in various sizes and price ranges.
4. All ads run for 12 months renewable no later than the 12th month.
5. Provide a list of retailers to the Publicity Chair.
6. Turn all monies in to the Treasurer with in a week of picking it up.  Be sure to get a receipt.
7. Provide the Editor with a camera/scanner ready ad, digital ad, or arrange for one.
8. Turn all records over to the successor upon leaving the position.
9. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.

Raffle Chair

1. Maintain an adequate supply of raffle tickets for sale at the General Meeting raffle and other special raffles as they may occur.
2. Shuttle the ticket barrel to and from meetings and events.
3. Ensure a replacement when unable to attend any meeting or event.
4. Maintain a courteous and friendly sales approach when selling tickets.
5. Ensure receipts and monies are turned in to Treasurer by end of event or meeting.
6. Hold the raffle itself, calling and confirming numbers, selected by persons as "disinterested" as possible, while maintaining some semblance of order.
7. Ticket numbers should only be called 3 times, if no response the ticket is discarded (not put back it tumbler).
8. Severely damaged, unreadable tickets will be discarded.
9. Refine and improve club raffles and raffle procedures from time to time, subject to Board of Directors approval, as necessary and/or appropriate.
10. Hold attendance prize drawing at the end of the General Meeting raffle.
11. Largest prize (tank) must be raffled last.
12. Ensure that winners of tank, gift certificate and attendance prize give their name to the Recording Secretary.
13. Turn all records over to the successor upon leaving the position.
14. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.
15. The price of tickets is 5 for the donation of $1.00.

Trading Post Chair

1. Collect and compile ads from SAS members for inclusion in the next issue of the Tropical News and the web site (submit to Web Site Chair).
2. Provide the compiled ads in an appropriate format to the Editor and Web Site Chair by the dead line.
3. Develop standards for length and content of ads and publish such standards in the Tropical News and the web site on a regular basis.
4. Collect fees as appropriate for ads in the Tropical News and turn monies over to Treasurer.  As of Y2001 fees are .50¢ per line over ten lines.  The number of lines is to be determined by Editor.
5. If Editor is short of space contact advertiser for elimination suggestions.
6. Turn all records over to the successor upon leaving the position.
7. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.

Web Site Chair (Webmaster)

1. Maintain the site with current information.
2. Have one back up persons.
3. Coordinate with all chairs that contribute information for the site.
4. Turn all records over to the successor upon leaving the position.
5. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.

Special Skills

Public Relations (Media) Chair

1. Contact all Media i.e. TV, Radio, New Paper, and Magazines, for free space or airtime.
2. Some need up to 3 months notice.
3. Coordinate with other chairs that have events in the planning stages.
4. Turn all records over to the successor upon leaving the position.
5. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.

Sales Table Chair

1. Bring items to all General Meetings.
2. Keep records and inventory merchandise.
3. Replenish supplies as needed (get Board of Directors approval for all).
4. Turn in all monies to the Treasurer and the end of each meeting.
5. Turn all records over to the successor upon leaving the position.
6. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.
7. Fill out and turn in to Treasurer cash report when turning in your cash.

Breeder/Horticultural Award Programs (BAP/HAP) Chair

1. Provide, maintain, and make available to the General Membership and Board of Directors the society, rules and standards for the Breeder Award Program (BAP) and Horticultural Award Program (HAP).  Which may be modified from time to time with the approval of the Board of Directors.
2. Update and maintain monthly accurate records of participation in the BAP/HAP.  Provide a duplicate set of records quarterly via digital media, snail mail, e-mail, or hard copy in person to the President, and Library Chair to be maintained in the Library's Master records.
3. Check in specimens brought for donation to the SAS General Meeting for BAP/HAP points, as required in the appropriate program rules.
4. Ensure that all such donations meet the requirements of size, labeling, health, and conform to standards for the species.
5. Award points for captive reproduction of species and supporting materials as provided in the BAP/HAP rules.
6. Publish monthly point standings in the Tropical News.  Post completed BAP and HAP forms on the SAS web site.  Provide updates to BAP and HAP information on the web site as needed.
7. Get approval from the Board of Directors for any plaques or certificates.
8. Present certificates and plaques at the next practical General Meeting.
9. Turn all records over to the successor upon leaving the position.
10. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.

Exchange Editor Chair

1. Look over other Club Newsletters for articles of interest.  That could be reprinted in ours (by our dead line).
2. Be sure to follow our and or other club reprint rules (ours is to send a copy of the newsletter to the author of the reprinted article.
3. Keep track of what clubs we exchange with to insure equal exchange is occurring.
4. Notify Membership Chair of any changes (add or delete a club, address changes, etc.).
5. When done reviewing turn over newsletter to Library Chair to make available to the General membership.
6. Turn all records over to the successor upon leaving the position.
7. Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.

Club Organization Delegate Chair

Federation of American Aquarium Societies (FAAS).

1. Provide Articles to go in to the Tropical News to inform the membership of events, contests and or Government Legislation concerning our hobby.
2. Be the point of contact (POC) between SAS and FAAS.  Only a Delegate can receive or provide information to and from SAS and FAAS.
3. Organize any committees needed to award prizes such as the medallion we receive yearly from FAAS.  As voted by the Board of Directors to be awarded to a member in good standing that has been outstanding in the year the medallion was received.
4. Enter our club in as many of the contests as possible.
5. Turn all records over to the successor upon leaving the position.  Copies of all correspondence, reports etc. must be given to the President via digital media, snail mail, e-mail, or hard copy in person.

Society Historian Chair

1. Maintain the long-term storage archives of the Society.
2. Review the archives annually to determine what records should be maintained for historical reasons.
3. Suggest reprints of past Tropical News articles to the Editor.
4. Turn all records over to the successor upon leaving the position.