Copy of P&P Manual-dec 13 2018 (1)

WEST END GUN CLUB 

POLICIES AND PROCEDURES MANUAL

*updated - December 11, 2018

Internal Table of Contents- external links to Policies 6
6
Links to Policy Documents (external) 6
GENERAL & ADMINISTRATIVE 7
RANGE SAFETY AND MANAGEMENT 7
FINANCE 9
FACILITIES & EQUIPMENT 9
MEMBERSHIP 10
PERSONNEL, EMPLOYEES 10
ELECTIONS 10
INSURANCE-LIABILITY 11
INVENTORIES 12
MISC ITEMS

GENERAL & ADMINISTRATIVE-Policies & Procedures

West End Gun Club - Policies and Procedures Manual - updated December 11, 2018​ P​ age-1

Policy and Procedures Manual
S​ cope:
The scope of this document is to provide to the membership an established set of
policies and procedures (P&P) for the normal operations of West End Gun Club as
well as provide a clear and concise listing of the policies and procedures that West
End Gun Club will be managed by. It, along with the Bylaws, provides guidance for
the Board of Directors and the membership.
It shall not be implied that this document is all inclusive. It may be necessary to,
from time to time, add to or detract from this document to keep it up to date with
the club and our Bylaws. Because the Bylaws and the P&P’s are directly related, it
may be necessary to make changes to one if changes to the other cause any type
of confusion or controversy. All of the established methodologies shall be
recognized and adhered to prior to making any changes to either of these
documents. The P&P Manual’s Methodology for change is included within this
document.
Policies and Procedures updates can occur at any time without notice. They are
generally enacted at the club's business meeting by the Board of Directors. The
Policy & Procedures Committee is a standing committee designed to discuss,
evaluate, and postulate sound recommendations to the Board of Directors, for
consideration.
The current P&P Manual is kept in a digital depository format on the Club Website
accessible by the Membership. It is the source location of the current P&P Manual.
Note: The following items will need to be established before the 2019 P&P Manual
is completed
WHO: will have the responsibility for the new P&P Manual when this temporary P&P
Committee has finished their Work? [President, Board, new P&P Committee]
WHAT: types of methods of communication will be used for the new P&P Manual?
[Paper Manual, Website, or?? plus Cost & Delivery Method]
WHEN: will the new P&P manual be provided for the current membership and new
membership?
WHERE: and how will the new P&P Manuals be kept for future WEGC Members?
HOW: will changes or additions to the new P&P Manual be communicated or made
to the membership and the staff?

The 2019 P&P Manual will be distributed to the Membership in an electronic format
sometime in 2019 after the P&P Committee completes the updates. New members
will be issued copies of the 2019 version of the P&P Manual along with instructions
of where the recent updates are located on the Website. Printed copies of the P&P

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Manual can be made available to a member who completes a request form &
prepays a fee established by the Board of Directors.

P​ urpose:
The purpose of this P&P document is to provide the reader with a comprehensive,
easy to read set of policies and procedures of West End Gun Club. As well as to
make them understandable to the membership, board members, staff, directors,
assistants, and additional officers of West End Gun Club. Communication is the
intended result of this P&P Manual.
Intent:
Policies and Procedures are rules, guidelines, and actions formulated or adopted by
the West End Gun Club (WEGC) to reach its day to day operations, long-term goals
and are published for all members to see, practice, and observe. Policies and
procedures are designed to influence and determine all major rules, guidelines, and
actions that take place within the boundaries set by them. Policy is the general
principles by which WEGC is guided in the management of its current and future
affairs in keeping with Corporate Law, WEGC Articles of Incorporation and WEGC
Bylaws.

Procedures are the specific methods employed to express policies in action in
day-to-day operations of the Corporation. Together, policies and procedures ensure
that a point of view held by the WEGC is translated into steps that result in an
outcome compatible with those views. The intent of WEGC’s implementation of
policies and procedures is to allow flexible and varying formats so that industry
acceptable writing structures may be utilized without forcing a writing format of
only one type throughout the P&P Manual. The following variations will be
allowable in this Manual.

Policy:​ The clubs regulations which can stand by its self w​ ithout​ a procedure in
one case and w​ ith​ a procedure in the next.

P​ rocedure:​ The policy may have a procedure attached, which would give a series
of steps followed in a regular definite order.

​Action:​ An action could also show up in a procedure like an act of will, or a thing
accomplished over a period of time, in stages.

R​ ules:​ This could be part of procedure and action, because it can be a prescribed
guide for conduct or action, also an exercise of authority or control.

G​ uidelines:​ A combination of Policy, Procedure, Action, Rules. A
statement/outline of procedure or policy.

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Links to Policy Documents (external)

GENERAL & ADMINISTRATIVE

-Accidents and Incidents(2006manual)
-Activities for Profit on Club Properties(2006manual)
-AFFILIATIONS-CLUB
-Authorizations for Expenditures(2006manual)
-Board Member Responsibilities(2006manual)
-Club buyer(2006manual)
-CLUBHOUSE MANAGEMENT
-Communications(2006manual)
-Conflicts Of Interest( 2006)
-Contracts for Services(2006manual)
-Disciplinary Procedures for Wrongdoing(2006manual)
-DISCIPLINE NAME CHANGES
-Forms(2006manual)
-Internal Auditing(2006:manual)
-LEASES
-LEGAL
-MEETINGS
-NEWSLETTER
- Notice of nondiscrimination(2006manual)
-Payroll Check Distributions(2006:manual)
-Pets on Club Property (2006mnul)
-POLICIES & PROCEDURES
-Posting of Materials on Club Property(2006manual)
-Real Estate Contracts, Leases(2006manual)
-Records Management(2006manual)
-Smoking Policy(2006:manual)
-Use of Alcoholic Beverages on Club Property(2006manual)

RANGE SAFETY AND MANAGEMENT

-BAY RESERVATION POLICIES - FORMS

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-BERMS-USE & SAFETY
-Emergency Procedures(2006MANUAL)
-ESP- ENVIRONMENTAL STEWARDSHIP PLAN
-FIRST AID
-Handling of Firearms( 2006)
-Handling of Potentially Hazardous Materials( 2006)
-Personal Protective Equipment(2006MANUAL)
-PROHIBITION OF USE - RANGE FACILITIES
-RANGE DEVELOPMENT
-RANGE MASTER -DIRECTIVES & REQUIREMENTS- SAFETY
-RANGE RULES - SAFETY
-RANGE SAFETY ORIENTATION
-Safety and Risk Management Policy( 2006)
-VIOLATIONS, CITATIONS, WARNINGS - & FORMS
-Work-Related Injuries or Occupational Diseases( 2006)
-YOUTH-PARENTAL PERMISSION FORM-FIREARMS&AMMUNITION

FINANCE

2006:Cash Purchases

CHECK SIGNING AUTHORIZATION
CPA - TAX RETURNS STATE AND FEDERAL
CREDIT CARD AUTHORIZATION
EDUCATIONAL ACTIVITIES to be funded by NON-MEMBER INCOME
EMERGENCY FUND
FINANCIAL REPORT STATEMENT - MONTHLY

MATCHES must FOLLOW CLUB FINANCIAL PROCEDURES
MATCH PROCEEDS & EXPENSES POLICY
REIMBURSEMENTS- MILEAGE AND EXPENSES

FACILITIES & EQUIPMENT

2006:Access to Club Facilities

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2006:Access to Locked Buildings
2006:Clubhouse care
2006:Grounds
2006:Keys and combinations
2006:Main Range Operation
2006:Range Management
2006:Use of Club Computer Equipment
2006:Use of Club Property or Equipment
2006:Use of Facilities
2006:Use of Member Personal Property
2009-07:Shovel inventory at range
2009-09:FACILITIES:535m-600yd Shooting long range pad
2009-12:Established procedure for construction and expansion
2010-03:Cellular service - Initiate tower project
2010-04:Easement rights- create- using Welsh & Associates - Range
Surveying
2010-12:Master Plan permission to investigate & develop property
2011-04:FACILITIES:Tuesday Long Range Rifle use as a priority
2011-04:FACILITY:Appleseed forgiveness of range fee at WEGC
events
2011-04:Status Board approval to construct and implement
2012-01FACILITIES:Range rule amendments- 'discretion of Range
Masters" + sign 'P
2012-02:Range Rules-RM authority to accomodate max. number of
shooters
2012-04:FACILITIES:Omega shooters- allow equipment storage at
range
2013-04FACILITIES:Ammunition Restriction Juniors Range
2015-11:FACILITIES:Satellite Phone Range Use
2016-05:FACILITIES:Range Utility Vehicle Operation Guideline
2016-05:FACILITIES:Volunteer Range Master Program
2016-05:Range Utility Vehicle Operation Guideline
2016-09: Authority to lock 200 yard gate
2016-10: Sale of ammo on property
2017-05: Fix DeRosier placque in permanent displayed location on
range
2017-05:Proceed with Road Grant request contract
2017-09:Non Recreational Bay/Range Reservation Rental
Agreement
2018-04:Office Space rental month-month
2018-10:Signage range damage -containers

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MEMBERSHIP

ALL MEMBERS
ASSOCIATE MEMBERS

FULL MEMBERS

INDEX-MEMBERSHIP
LIFE MEMBERS
LIMITED MEMBERS
NRA SUPPORT

SENIOR MEMBERS

WAIVER OF LIABILITY

PERSONNEL, EMPLOYEES

-AMMUNITION USE LOG- YOUTH
-ANTI-HARRASSMENT POLICY
-BACKGROUND CHECKS FOR - YOUTH DIRECTORS
-EMPLOYEES-HIATUS FROM MEMBERSHIP
-HUNTER EDUCATION ASST TO PRESIDENT
-MATCH-DISCIPLINE POLICIES
-President(2006)
-Range Officer (Director-2006manual)
-Secretary(2006manual)
-Treasurer - finance( 2006)
-Vice President(2006manual)
-Webmaster(2006manual)

DISCIPLINES-SHOOTING PLANS

EMPLOYMENT POLICIES, HANDBOOK, FORMS

HIRING PRACTICES- AUTHORITY

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INDEX-PERSONNEL & EMPLOYEES
LEASE-MEGGIT DEFENSE SYSTEMS

MATCH, DISCIPLINES requirements

OMEGA SHOOTERS - AGREEMENT
RANGE STAFF-DAYS OFF HOLIDAYS
WAIVER FILES-RETENTION - BY DIRECTORS FOR MATCHES -ANNUAL
REQUIREMENT

ELECTIONS

-Candidate mailings
-ELECTI0N COSTS

INSURANCE-LIABILITY

-INSURANCE- DIRECTORS & OFFICERS Insurance
-INSURANCE-LIABILITY
-INSURANCE-VEHICLES
-Insurance Coverage(2006manual)

INVENTORIES

-Inventory, annual requirement(2006manual)
-NVENTORY PROCESS-including CHAIN OF CUSTODY
-Sale of Club Property(2006manual)
-Stored Materials(2006manual)
-Surplus Property(2006manual)

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MISC ITEMS

2006:Purpose
2006:Scope definition
P&P Committee Oct 2016 proposal to BoD
P&P proposals July 2016

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Policy content section (work in progress)

GENERAL & ADMINISTRATIVE-Policies & Procedures

-Content coming soon

RANGE SAFETY AND MANAGEMENT

-Content coming soon

FINANCE

-Content coming soon

FACILITIES & EQUIPMENT

-Content coming soon

MEMBERSHIP

-Content coming soon

PERSONNEL, EMPLOYEES

-Content coming soon

ELECTIONS

-Content coming soon

INSURANCE-LIABILITY

-Content coming soon

I​NVENTORIES
​-Content coming soon

MISC ITEMS

-Content coming soon

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