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PROCEDURAL GUIDELINES | ACCOUNTING REPORTS

Elmer is a generic name for a Ham who helps other Hams get started in Amateur Radio.

But where did the term "Elmer" come from? The term was coined by Rod Newkirk - W9BRD.

He served as the conductor of the "Hows DX" column in QST magazine from 1948 to 1978.

It all began with the "Hows DX" lead in the March 1971 issue

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ARCEC ELMER CHAIR PROCEDURAL GUIDELINES

In order to increase the fun and educational opportunities provided to ARCEC Members, and due to ARCEC current financial constraints, on March 4, 2008, the ARCEC Board adopted the following Procedural Guidelines for the Elmer Chair to do the following:

1	Request volunteers and/or select ARCEC members to serve on his/her Elmer Chair Committee.
2	Plan whatever amateur radio events, classes, and/or activities he/she deems appropriate.
3	Bring his/her plans to the President and Board at a Board Meeting for review and approval.
4	Take his plans to the General Membership Meeting to obtain the interest of the club and have a sign up sheet for those who wish to participate.
5	Advertise the amateur radio events, classes, and/or activities through the Counterpoise, reflector, on the website, at meetings through fliers, on the nets, at HRO, etc.
6	Fund his/her amateur radio events, classes, and/or activities by determining the costs and charging the participating members accordingly.
7	Select and secure the venue of his/her amateur radio events, classes, and/or activities.
8	Pay for the venue and/or any and all expenses related to his/her amateur radio events, classes, and/or activities out of the monies collected by the participants of his event, classes and/or activities.
9	Submit an Accounting Report for each and every amateur radio event, class, and/or activity that he/she puts on to the President and Treasurer within ten days of the completion of the amateur radio event, class, and/or activity and provide an oral report to the General Membership at the General Membership Meeting immediately following his/her amateur radio event, class, and/or activity.
10	All amateur radio events, classes, and/or activities shall be funded by the ARCEC members who attend and participate in the amateur radio event, class, and/or activity. This cost effective measure is due to current ARCEC budget constraints and to insure that there is in fact ARCEC membership interest and participation so that ARCEC funds are not spent on amateur radio events, classes, and/or activities that members do not attend.
11	The number of member participation signups and attendees needed to hold any amateur radio event, class, and/or activity shall be at the discretion of the Elmer Chair and will be determined by the number of ARCEC members who sign up and the funds collected to pay for the amateur radio event, class, and/or activity.
12	The deadline to sign up and pay costs shall be at the discretion of the Elmer Chair, and an amateur radio event, class, and/or activity may be cancelled by the Elmer Chair at his/her discretion due to lack of interest and/or lack of funds. It is anticipated that the Elmer Chair will gear his/her amateur radio events, classes, and/or activities to the lowest cost possible. In no case will the ARCEC advance funds or reimburse the Elmer Chair for out of pocket expenses related to the amateur radio events, classes and/or activities. Again, all amateur radio events, classes, and/or activities must be fully funded through membership participation.
13	Should the Elmer Chair make any profit on any amateur radio events, classes, and/or activities, said profit will be turned into the ARCEC Treasurer to go into a specific Elmer Chair account and said account shall be used for future Elmer Chair amateur radio events, classes, and/or activities.
14	All events, classes, and/or activities which are cancelled by the Elmer Chair shall be fully refundable to the ARCEC membership who already paid for the events, classes, and/or activities and will be reimbursed by the Elmer Chair within 10 days of the event, class, and/or activity. Therefore, the Elmer Chair will need to have all funds, the venue, cost of expenses, etc., prior to his/her deadline cutoff date in order to determine if he/she has enough participation and funds collected to cover the cost of the amateur radio event, class, and/or activity in order to move forward with the amateur radio event, class, and/or activity before purchases are made.
15	The Bostonia Rec Center is a good location in El Cajon to hold classes in one of their two rooms and Tracy is the contact person there. The venue can be placed on tentative hold pending the deadline, which should probably be one to two months in advance of each event. Contact Tracy for more info, but the rates are very reasonable. Simply obtain a form, fill it out, present it to the President and Board, collect the money, pay for the venue, and go forward with the amateur radio event, class, and/or activity. If the Elmer Chair finds there is not enough participation due to a lack of sign ups on the sign up sheet and/or the money does not come in, the Elmer Chair has time to cancel the amateur radio event, class, and/or activity and the venue without incurring a cost. If the Elmer Chair will do a series of amateur radio events, classes, and/or activities, it should be no problem to secure the venue in advance.
16	The Elmer Chair and his/her committee members will receive a copy of this Procedural Guideline in order to be aware of the Elmer Chair Committee job description duties and what the Elmer Chair Committee can do for the ARCEC.
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ALL ACCOUNTING REPORTS SHOULD INCLUDE THE FOLLOWING INFORMATION:

1	Name/Call of each participant (The Elmer Chair should keep copies of all checks and keep all Registration Forms in a clearly marked file in case money needs to be refunded).
2	Total Participants.
3	Total Money Collected.
4	List of Total Itemized Expenses.
5	Copies of all receipts for each event, class, and/or activity and submit a copy with your report to the President, Treasurer, and include a verbal report to the General Membership at the General Membership Meeting for each ARCEC event, class, and/or activity at the meeting following the event, class and/or activity.
6	If funds are left over, give to Treasurer to go in Elmer Chair Account for future use.
7	If supplies are left over, state what is left over for future use and keep an ARCEC Elmer Chair Committee Inventory List of all Elmer Chair supplies on hand for reference and use at all times and for upcoming events to save or reduce costs for future events, classes, and/or activities.
8	The ARCEC Elmer Chair Committee Inventory List should be updated and a copy should be submitted to the President and Treasurer and an oral report given to the General Membership after each event, class and/or activity.
9	The ARCEC Elmer Chair Committee Inventory List should be kept in the portable file and all supplies belong to the ARCEC Elmer Chair Committee and will be passed on to the next Elmer Chair. Therefore, all ARCEC Elmer Chair Committee Supplies should be kept in a specific and separate box/tote clearly labeled ARCEC Elmer Chair Committee Supplies.
10	Keep good records of all amateur radio events, classes, and/or activities offered as these will be subject to general membership inspection upon inquiry and/or request of club members.
11	It is recommended that the Elmer Chair utilize a portable file and filing system and organize it into four sections labeled events, classes, activities and ARCEC Elmer Chair Committee Inventory List and that a separate file be kept for each event, class and/or activity within each section with a folder labeled with the name and date of the event, class, and/or activity. This portable system could be brought to meetings for reference.
12	While the Elmer Chair is welcome to utilize his/her computer as needed, he/she will need to utilize this hard copy, back up filing system as it will need to be passed down to future Elmer Chairs and for ARCEC documentation purposes.
13	Include any other pertinent information as determined by the Elmer Chair.

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ELMER CHAIR EVENT Form in pdf