The primary objectives and purposes of MBUG–PC established
by the bylaws are:
A. To educate the general public in personal computer use, and
provide instruction in, and dissemination of, educational material
in the public interest including but not limited to, material
relating to the fields of computer programming, personal computer
software, and personal computer hardware, through publications,
lectures, demonstrations, workshops, and discussion groups, or
otherwise.
B. To collect, reproduce, catalog, and distribute public domain
educational software.
C. To provide a forum for the exchange of ideas, knowledge, and
experience in the field of computer literacy at all levels of
technical expertise.
In addition, the MBUG–PC application for tax exempt status states:
“(MBUG) was formed with primary purpose of providing educational
services in all fields relating to computers, to any and all members
of the public. Our motto is “users helping users”; our
goal, to provide opportunities to learn about computers for people
of all skill levels. Our purpose is accomplished in the following
ways: Open public meetings, forums, public discussion groups,
community classes, the newsletter, the help line, and the library.”
This corporation shall make no provisions for members; however,
pursuant to Section 5310(b) of the Nonprofit Public Benefit Corporation
Law of the State of California, any action which would otherwise,
under law or the provisions of the Articles of Incorporation or
Bylaws of this corporation, require approval by a majority of
all members or approval by the members, shall only require the
approval of the Board of Directors.
MBUG shall have not less than five (5) nor more than fifteen (15)
Directors, with the exact number to be fixed within these limits
by resolution of the Board of Directors.
Subject to the provisions of the California Nonprofit Public Benefit
Corporation Law and any limitations in the Articles of Incorporation
and Bylaws relating to action required or permitted to be taken
or approved by the members, if any, of this corporation, the activities
and affairs of this corporation shall be conducted and all corporate
powers shall be exercised by or under the direction of the Board
of Directors.
It shall be the duty of the Directors to:
A. Perform any and all duties imposed on them collectively or
individually by law, by the Articles of Incorporation of this
corporation, or by the Bylaws.
B. Appoint and remove, employ and discharge, and except as otherwise
provided in the Bylaws, prescribe the duties and fix the compensation,
if any, of all officers, agents, and employees of the corporation.
C. Supervise all officers, agents, and employees of the corporation
to assure that their duties are performed properly.
D. Meet at such times and places as required by the Bylaws.
E. Register their addresses with the Secretary of the corporation,
and notices of meetings mailed or telegraphed to them at such
addresses shall be valid notice thereof.
Directors shall serve without compensation except that they may
be allowed and paid their actual and necessary expenses incurred
in attending Directors’ meetings. In addition, they may be
allowed reasonable advancement or reimbursement for expenses incurred
in the performance of their regular duties. Directors may not
be compensated for rendering services to the corporation in any
capacity other than Director unless such other compensation is
reasonable and is allowable under the provisions of Section 6
of the Bylaws.
The Steering Committee is a recognized advisory committee of the
Board charged with the task of giving useful input to the Board
of Directors in the successful operation of the corporation. It
consists of those wishing to monitor and participate in the decisions
affecting all operations of MBUG–PC. All interested in MBUG
are encouraged to attend the monthly Board of Directors meeting
and participate in the deliberations of the Steering Committee.
The Steering Committee affords:
A. Increased knowledge about the many activities of MBUG.
B. Increased interest in all MBUG activities.
C. The opportunity to contribute individual experience toward
improving MBUG.
D. The opportunity to volunteer for participating in small jobs.
E. The opportunity to help friends and others by assuming one
of the more responsible positions in MBUG.
Overall coordination to execute direction provided by the Board
of Directors.
A. Monitor and make recommendations to the Board for any refinement
in the MBUG goals, objectives, and organization.
B. Preside at the Board of Director/Steering Committee meetings.
C. Make opening remarks at general meetings.
D. Write “President’s Corner” monthly article for
Newsletter.
E. Develop and oversee all areas of volunteer activity:
- Define areas of volunteer activity.
- Define volunteer job titles.
- Define the tasks inherent in each job title.
- Recruit volunteers into jobs.
- Help volunteers as necessary.
Primary person responsible to supervise all activities of the
General Meeting. Evaluate and ensure preparation of equipment
and facilities available for General Meetings and present recommendations
for General Meeting facilities improvement, when needed. Develop
an agenda for the General Meeting and coordinate with the following
volunteers to ensure success of the meeting:
A. Meeting Room Coordinator
B. Equipment Coordinator
C. Guest Speaker Coordinator
D. Shareware Demo Coordinator
E. Librarian
F. VP Membership
G. Membership Deals
H. General Meeting Fund Raiser
Schedule and host speakers at the General Meeting to include:
A. Develop a monthly schedule of guest speakers.
B. Invite the guest speakers.
C. Develop and provide information packet to guest speakers.
D. Introduce the guest speaker.
E. Coordinate the guest speaker portion of the program.
Write front-page articles for Newsletter concerning the program
at the last meeting and the major presentation at the next General
Meeting. Upcoming event should promote the speaker and subject
to members. Newsletter deadline is the 20th of each month. Newsletter
articles to be sent to Bing Perry at the MBUG address or 649-4078.
A. Schedule the Shareware to be demonstrated at the General Meeting.
B. Ensure all equipment is in readiness for the shareware demonstrations.
C. Schedule and assist the demonstrator.
D. Assist or substitute for the General Meeting Coordinator, as
needed.
Maintain custody and control over the use of major MBUG equipment
items.
A. Maintain a list of MBUG equipment items.
B. Maintain custody of most equipment items used for SIG and General
Meeting presentations. (Does not include Library computer and
associated equipment.)
C. Coordinate getting the proper equipment to each MBUG meeting.
D. Provide for the maintenance and repair of equipment.
E. Coordinate insurance requirements on MBUG equipment and ensure
policy is kept up to date.
Coordinate meeting room facilities requirements for MBUG meetings.
A. Maintain liaison with parent organization of facilities currently
used by MBUG.
- Monterey County Library, Seaside Branch (Rosie Brewer: 899-2055)
- Archer Park Center, City of Monterey (Jennifer Devlin: 646-3870)
- First National Bank of Monterey County (Georgia: 373-4900)
- Monterey Peninsula College Lecture Forum (Tom or Bill: 646-4088).
Lee Keely coordinates overall use of facility. Reschedule LFs
with Francesca Graziano (646-4057) each Apr., Aug., & Nov.
B. Confirm yearly schedule of meeting dates as requested by parent
organization. Current schedule in effect:
- Monterey County Library: Third Monday, each month, 7:00–9:00
P.M., third Thursday, each month, 7:00–9:00 P.M.
- Archer Park Center: Every Wednesday night, 7:00–9:00 P.M.
- FNB Community Room: As requested (30 days in advance, max)
- MPC: Second Friday, each month 6:30–9:30 P.M.
C. Inform parent organization when a scheduled date will not be
used.
D. With regard to the First National Bank, schedule each meeting
using their Community Room 30 days in advance (maximum) by contacting
Georgia at (373-4900). Obtain keys on the day of meeting prior
to 4:00 P.M., open and secure Community Room (or coordinate with
some other person to do). Leave keys in night deposit box.
E. For meetings at Seaside Library, have Thursday night SIG leader
obtain keys prior to 6:00 P.M. on the day of the meeting, since
Library closes at this time. SIG leader should open and secure
meeting room and deposit keys in book deposit box. Library is
open until 9:00 P.M. on Mondays so advanced coordination is not
required on that day.
F. The use of Hilltop Center for the WordPerfect SIG has been
coordinated by Bob Shanteau, SIG leader. Let him coordinate it
in future.
G. Call Tom or Bill at MPC on afternoon of General Meeting to
coordinate which overhead projectors they should place in room.
We have been having them place an extra 3M overhead for our use.
H. As requested by the Board, seek new meeting place for any activity
requiring a meeting place not covered by existing assets.
Explore all opportunities for promoting MBUG in the local media.
Maintain liaison with local newspapers, TV, and radio to ensure
the public is aware of MBUG and its activities.
Develop and coordinate programs to promote MBUG membership.
A. Develop plans and programs for encouraging new members.
B. Report to Board on new ideas for stimulating growth.
C. Develop membership materials to be mailed by Membership Secretary.
D. Coordinate with local computer businesses, schools, libraries,
and other resources to promote MBUG–PC.
The First Vice President assists the President, as needed, and
represents the President at MBUG functions when the President
is absent.
The SIG Coordinator has responsibility for all SIG activities.
A. Survey members to develop SIG requirements.
B. Recruit SIG leaders.
C. Coordinate the SIG schedule.
D. Submit SIG schedule to Newsletter editor.
E. Monitor SIG meetings, as feasible.
F. Report to Board of Directors on SIG activities.
G. Lead the discussion of SIG activities at the General Meetings.
H. Evaluate equipment and facilities available to SIG leaders.
I. Present recommendations for improvement, when needed.
A. Assist the SIG Coordinator to establish Monterey SIGs.
B. Insure that each Monterey SIG has an appropriate meeting place.
C. Inform the SIG leaders as to all of the facilities and procedures
established for a SIG.
D. Assist SIG leaders in the conduct of their SIG.
The F1 program consists of a group of volunteers organized to
take computer related calls and questions from anyone. They are
prepared to answer the question or attempt to locate an MBUG–
PC member who is more expert in the problem area. They will attempt
to support shareware and legitimate retail products.
The F1 Coordinator recruits and coordinates the F1 volunteers
from MBUG–PC members who are willing to field questions from
other members. The F1 Coordinator will:
A. Continue to refine the goals and objectives of the F1 program.
B. Obtain volunteers to participate in the F1 program.
C. Provide identification tags for F1 volunteers.
D. Publicize the F1 program.
Coordinate pickup and distribution of MBUG mail.
A. On Mondays through Saturdays, pick up MBUG mail from Box A354,
The Mailbox, 177 Webster Street, Monterey, CA 93940.
B. Coordinate distribution in accordance with guidelines established
by the President, MBUG. Current guidelines are:
- Screen newsletters received from other user groups and distribute
to appropriate MBUG officers and members of the staff.
- Give shareware software items to the Librarian.
- Open and review letters addressed to the President. If contents
pertain to official club business, they are given to the President.
Otherwise, they are given to the MBUG staff member who has that
area of responsibility or expertise.
- Give items addressed to the Newsletter Editor and evaluation
copies of software for review by a club member to the Newsletter
Editor.
- Refer telephone messages to an appropriate person for return
call (reverse charges for long distance calls). Frequently the
Mail Coordinator will return the call to assist in answering the
inquiry.
- Forward bills and bank statements to the Treasurer.
- Accumulate all newsletters and other items of incoming mail
which may be of use as future reference by MBUG.
- Maintain a repository for these items.
- Exercise full authority for decisions on the retention or disposal
of reference library items, subject to the general guidelines
issued by the Board of Directors.
A. Act as official liaison to APCUG and vote on APCUG related
matters.
B. Report to the Board as necessary and as directed on these matters.
A. Maintain liaison with IBM and APCUG support BBSs.
B. Coordinate with various BBSs to ensure MBUG representatives
have access as needed.
C. Capture messages and files affecting, or of interest to, MBUG
officers and staff including: APCUG Representative, Librarian,
Newsletter Editor, and others.
D. Report to Board of Directors on BBS activities.
E. APCUG BBS:
- Maintain regular contact via modem with APCUG BBS (Scotts Valley).
- Appointment to this position by the MBUG President and MBUG’s
- APCUG Representative enables access to all APCUG BBS message bases
and file directories. Association of PC User Groups (APCUG) BBS
is accessed via TYMNET (free).
- Upload MBUG–PC monthly newsletter file.
F. IBM BBS
- Maintain regular contact via modem with IBM National Support
BBS (Atlanta).
- IBM is accessed via an 800-number (free). IBM BBS can also
be accessed via its 404-area code (not free). Two MBUG–PC
representatives may be authorized by the President to have free
access to this BBS. These are normally the BBS Coordinator and
the Librarian.
- Upload MBUG–PC monthly newsletter file.
G. Cricket BBS
- Download monthly MBUG newsletter file.
- Upload monthly and weekly MBUG–PC schedule.
- Maintain currency of MBUG Bulletins on Cricket.
- Post messages to Cricket as requested.
Coordinate all editorial, publishing, distribution, and marketing
functions of the MBUG–PC Newsletter. The Vice President—Newsletter
shall normally also perform the duties of the Editor.
A. Responsible for the overall operation of the Newsletter and
its staff. Selects items for publication in each issue.
B. Coordinate the control, disposition, and review of software,
books, and other items submitted to MBUG–PC for review. Guidelines
for these reviews were adopted by the MBUG Board of Directors
via Resolution 89-1 on 2/23/89.
A. Convert raw editorial material into camera-ready pages for
publication.
B. Work with Editor in layout and final determination of items
for publication in issue.
C. Upload MBUG–PC monthly newsletter file to Cricket.
Promote member, local business, and software publisher advertising
in the MBUG Newsletter. The total amount of advertising in the
Newsletter is at the discretion of the Newsletter Editor, but
normally is restricted to well less than half of the newsletter
content.
A. Under general direction of the Editor, write and/or select
material for publication in the Newsletter.
B. Editors may include regular contributing columnists, such as
The Frugal Hacker and the MBUG–PC Librarian, and Special
Interest Group leaders and others who may regularly or from time
to time submit columns on their activities.
Maintain the MBUG–PC Public Domain and User Supported software
library and the library computer, and serve as the MBUG–PC
advisor on these software distribution programs. The library computer,
software library, and its contents are the sole possession of
MBUG–PC. Use of the library computer, software library, and/or
its contents, except for official MBUG–PC business, is prohibited.
A. Maintain the library software which is currently stored on
floppy disks (5-1/4"). All disks will be write protected
and labeled with a unique disk number. The disks will be kept
in paper sleeves with each sleeve indicating a matching disk number.
The disks will be stored in suitable media handlers. Maintain
and replenish an inventory of blank diskettes used in library
activities.
B. Select additions to the library. These additions may include
regular PC-SIG Library disks and/or other disks at the discretion
of the librarian or requested by the membership.
C. Make the software library and library computer available at
each General Meeting and other designated meetings. The software
library hours generally begin at least 1/2 hour prior to the start
of each General Meeting and end at the close of the meeting. At
the General Meetings, the Librarian will make the following available
to the membership:
- MBUG–PC software library
- Current PC–SIG Library Catalog(s)
- Current Public software Library Catalog(s)
- Current list of disks in the library
- Any other material to assist members in selecting software from
the library
D. Account for all proceeds from the sales of copies of MBUG–PC
library disks. Each sale will be evidenced by a receipt, the original
of which is given to the member purchasing the software. A receipt
copy will be retained by the Librarian along with any funds received.
Prepare a monthly report detailing sales and receipts from library
activities. The report, along with any funds received that month,
will be delivered to the MBUG–PC Treasurer for review and
deposit.
E. Reimbursement for expenses incurred in the administration of
the Librarian’s duties is provided for by submitting an expense
voucher to the MBUG–PC Treasurer.
Review all shareware diskettes received by MBUG–PC, identify
those which should be accessioned into the library, and write
reviews, as appropriate.
A. Assist the Software Librarian, as needed, in duplicating and
distributing shareware diskettes.
B. Assist the Software Librarian, as needed, in collecting and
recording money and receipts for the shareware diskettes.
A. Maintain membership records.
- Enter new member and renewal information into database.
- Develop new member forms and send to inquiries about new membership.
- Develop first and second reminder forms and send as memberships
expire.
- Phone ex-member if no response to two reminders.
- Send receipts for membership payments and cash donations. Include
information on free shareware disks and Membership Directories.
- Send welcoming letter (packet?) to each new member.
B. Prepare reports for the Steering Committee/Board meetings.
- Provide multiple reports as requested by Board of Directors.
- Discuss statistical report on Membership activities.
C. Use Cricket BBS, Conference 5.
- Upload MBUG Membership database (MBDBmmdd.ZIP) monthly.
- Upload MBUG Telephone list (MBGRmmdd.ZIP) monthly.
- Use Conference 5 to interact with other Board members.
Publish and mail MBUG Membership Directories in January and
July.
Set up Membership Table at General Meetings.
A. Take necessary paperwork to accept new memberships.
B. Give Newsletters and Membership Directories to new members.
Search for discount opportunities available to MBUG–PC members
and inform members of these opportunities.
A. Receive any mail concerning discounts or software trial offers,
etc., received by MBUG–PC.
B. Review newsletters of other user groups searching for special
ferings for users groups.
C. Solicit special membership benefits from local and national
mpanies, as appropriate.
D. Make information available at the General Meetings via the
Membership Bonus Table.
E. Provide a monthly article to the Newsletter publisher concerning
Bonus opportunities.
Perform all duties incident to the office of the Secretary and
such other duties as may be required by law, by the Articles of
Incorporation of this corporation, or by these Bylaws, or which
may be assigned by the Board of Directors.
Certify and keep at the principal office of the corporation, or
at such other place as the Board may determine, the original,
or a copy, of all official records.
A. Keep at the principal office of the corporation or at such
other place as the Board may determine, a book of minutes of all
meetings of the Directors, and, if applicable, meetings of committees
of Directors and of members, recording therein the time and place
of holding, whether regular or special, how called, how notice
thereof was given, the names of those present or represented at
the meeting, and the proceedings thereof. Assure all notices are
duly given in accordance with the provisions of the Bylaws or
as required by law.
B. Serve as the official custodian of the records of the corporation
including but not limited to the Bylaws and the minutes.
C. Exhibit at all reasonable times to any Director of the corporation,
or to his or her agent or attorney, on request therefor, the Bylaws,
the membership book, and the minutes of the proceedings of the
Directors of the corporation.
The Recording Secretary attends all Board of Directors meetings
and prepares the minutes of the meetings.
A. Deliver a copy of the signed minutes to the Minutes Distributor.
B. Deliver the signed original to the Secretary at the next meeting
of the Board of Directors.
A. Duplicate sufficient copies of the minutes for each officer
and Director.
B. Distribute copies of prior Board of Directors meeting to those
members present at the next General Meeting.
C. Distribute remaining copies at the next Board of Directors
meeting.
Perform all duties incident to the office of Treasurer and such
other duties as may be required by law, by the Articles of Incorporation,
or by the Bylaws, or which may be assigned to him or her from
time to time by the Board of Directors.
The Treasurer is the Chief Financial Officer of the corporation
and, subject to the provisions of the Bylaws relating to the “Execution
of Instruments, Deposits, and Funds,” shall:
A. Maintain custody of, and be responsible for, all funds and
securities of the corporation, and deposit all such funds in the
name of the corporation in such banks, trust companies, or other
depositories as shall be selected by the Board of Directors.
B. Receive, and give receipt for, moneys due and payable to the
corporation from any source whatsoever.
C. Disburse, or cause to be disbursed, the funds of the corporation
as may be directed by the Board of Directors, taking proper vouchers
for such disbursements.
D. Keep and maintain adequate and correct accounts of the corporation’s
properties and business transactions, including accounts of its
assets, liabilities, receipts, disbursements, gains, and losses.
E. Exhibit at all reasonable times the books of account and financial
records to any Director of the corporation, or to his or her agent
or attorney, on request therefor. Render to the President and
Directors, whenever requested, an account of any or all of his
or her transactions as Treasurer and of the financial condition
of the corporation.
F. Prepare, or cause to be prepared, and certify, or cause to
be certified, the financial statements to be included in any required
reports.
A. Maintain Items D. and E. under the Treasurer’s description
above.
B. Prepare the monthly financial statements for the Board of Directors,
having it completed in time for the Minutes Distributor to make
copies of it and hand out to Board members at the General Meeting.
C. Coordinate the preparation of the budget.
A. Prepare and file, or cause to be prepared and filed, all federal,
state, and local tax and other informational returns required
by law.
B. Give a copy of each return so filed to the Custodian of Corporate
Records.
C. Maintain a copy of each return so filed along with all papers
documenting the returns.
D. Report on the standing of the corporation with all government
authorities to the Board.
E. Make all documents within his/her control reasonably available
as per the Bylaws.
Identify needs and coordinate programs for raising funds above
the regular operating budget.
A. Develop an annual budget/program for fund raising.
B. Support an annual budget for major equipment upgrades.
C. Support any needs outside the normal operating budget.
D. Coordinate programs for raising money for special needs.
E. Report to Board of Directors on Fund Raising Programs.
Coordinate the preparation and execution of the annual MBUG auction.
A. Develop overall plan and strategy for the auction.
B. Promote the procurement of items for the auction.
C. Schedules facilities and equipment necessary for the auction.
A. Solicit and procure items to be auctioned or raffled at the
General Meetings.
B. Conduct or coordinate auctions, raffles and door prizes at
the General Meetings.
Develop programs for generating donations to MBUG–PC.
A. Solicit donations from organizations.
B. Solicit donations from members.
C. Send letters of appreciation/receipt.
- Prepare thank-you letters for gifts of equipment or money.
The letters should include information on the gift as well as
the verification of the tax-deductible nature of the gift to MBUG–PC
as a public charity.
- Note: VP—Membership will send an appropriate letter for
donations coming to MBUG with membership renewal.
Advise the Board of Directors in legal matters.
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