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FEATHER RIVER LAPIDARY & MINERAL SOCIETY
Oroville, CA E-mail: president@orovillerocks.com Member of California Federation of Mineralogical Societies and American Federation of Mineralogical Societies |
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Feather River Lapidary & Mineral Society
Conflict of Interest Policy
(Revised: 5/19/09)
All members of the Feather River Lapidary and Mineral Society and it’s Board of Directors, without exception, are responsible for honest and upright dealings with regard to the Society or it’s moneys and assets. Each of us is accountable to one another to keep the best interests of the Society first and foremost in all matters. To this end the guidelines below are to be followed when dealing with the Society and with each other.
1. Commercial Production in Shop
Although the Society does not promote or encourage the mass production of products for sale by its members, it is not opposed to normal grinding, polishing and jewelry-making activities by Society members, providing common courtesy is used and machines are not unduly tied up for commercial production. A Duty Supervisor should be present during open Shop hours to monitor machine use.
2. Member Business Sales to Other Members
If a member has an interest in a business (wholesale or retail), he/she is prohibited from soliciting any members during Society activities or functions, and is prohibited from using the membership list for soliciting purposes or personal gain. During Society meetings, dinner functions, field trips, and Shop activities, all advertising, sales and marketing by the member-business is prohibited.
Exceptions: a. During a Show, when the business is operating from a legitimate sales booth.
b. When the business has paid for advertising on the Vendor Advertising Board in the Shop (Note--Business Cards may be displayed free of charge). Even then, all sales activities must be taken off-premises.
c. When a member asks the member-business-owner to make a purchase. Even then, all sales activities must be taken off-premises.
Note: Whenever a member-business is contacted by another member during a Society function to purchase specific goods, the sale must be taken off premises.
3. Member Business Sales to Society
If a member has an interest in a business (wholesale or retail), he/she is prohibited from doing business directly with the Society unless the business-relationship is divulged and the Board of Directors approves each specific sale. The member-vendor is under no obligation to reduce sales margins nor is the Society under any obligation to purchase from the member-vendor. Each offer will be considered on its own merits, and after fair evaluation of cost, delivery time, quality, quantity and other issues, the decision will be made whether to purchase from the member-vendor or not.
This rule is not intended to discourage such sales, which often benefit the Society financially, but rather to divulge the potential conflict-of-interest situation and to make sure the sale is above reproach.
4. Member Reimbursement for Out-of-Pocket Expenses
If a member is authorized to purchase needed supplies or materials for the Society, the member shall submit a receipt to the Treasurer for reimbursement of actual out-of-pocket expenses. If a receipt is not available, a verified “Statement of Purchase” shall be used as proof of purchase. Normally, incidental travel expenses associated with these purchases are not to be reimbursed, nor are “COSTCO dues” or other miscellaneous related expenses. Unusual or high cost items should be brought to the attention of the Board for their review before the purchase is made. No profit is to accrue to any member as a result of making these purchases on behalf of the Society.
All reimbursement requests are subject to review by the Treasurer, who shall bring unusual, inaccurate and inappropriate expense reimbursement requests before the Board for review. A decision whether or not to make the reimbursement will be made by the Board, using a simple majority rule.
5. Member Reimbursement for Services Rendered (Shop Supervision, Office Work, Teaching, etc.)
If a member voluntarily provides a service for the Society, the member is prohibited from charging a salary, a fee, or from otherwise making any profit from the service rendered. The Board may approve reimbursement of reasonable expenses on a case by case basis. Supplies and raw materials purchased by members shall be in agreement with the Guidelines above and it shall be the Board’s responsibility to verify that the costs are the best prices available. All class registration fees and charges are to be set by the Board, and they become the property of FRLMS in their entirety, unless by specific agreement.
If a non-member is proposed to provide a service to the Society, the Board shall authorize and approve such class, including all charges, fees and honorariums. Any income from the service rendered becomes the exclusive property of FRLMS, unless by specific agreement.
6. Members to Reimburse Society for Asset Reduction
If a member uses Society equipment, supplies or raw materials, or in any way tangibly reduces the assets of the Society, the member shall replace or repay the Society for the assets lost. This rule shall not preclude the Board from making specific rules about specific assets.
6. Shows, Field Trips, Publicity and Advertising
Decisions made when planning for shows shall not be influenced by personal gain. For example, vendors shall not be excluded to cause any one person or business to benefit. The Show Chairman shall review all potential conflicts with the Board prior to making the decision.
Similarly, decisions made when planning field trips shall not be influenced by personal gain. For example, sites shall not be selected where a member makes money or kickbacks for taking the Society there. The Field Trip Chairman shall review all potential conflicts with the Board prior to making the decision.
Publicity and advertising shall not benefit or highlight specific individuals or companies without prior Board approval. General publicity which “gets the word out” about this Society does not need prior Board approval, but must be in good taste and appropriate for the civic nature of this organization.
Statement of Purchase
by a Member of FRLMS
For those purchases which do not have a receipt, this form is to be used in order to document the necessary purchase of goods and materials on behalf of the Feather River Lapidary and Mineral Society. Upon approval of this document by the Board of Directors, the actual out-of-pocket expenses will be reimbursed.
Date of Purchase: __________________________ Purchased by: ________________________________
Purchased from: _______________________________________________________________________
Complete List of Items Purchased:
Description Cost
1. _______________________________________________________________ ____________
2. _______________________________________________________________ ____________
3. _______________________________________________________________ ____________
4. _______________________________________________________________ ____________
5. _______________________________________________________________ ____________
6. _______________________________________________________________ ____________
7. _______________________________________________________________ ____________
8. _______________________________________________________________ ____________
9. _______________________________________________________________ ____________
10. _______________________________________________________________ ____________
Total Amount Requested for Reimbursement: $____________
Reason for Purchase: ____________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
Verification:
________________________________________ ________________________________________
Signed (Buyer) Signed (Witness of Purchase)
________________________________________ ________________________________________
Date Date
Feather River Lapidary & Mineral Society
Vendor Advertising Board
This display board includes advertisements from our Members and friends who run businesses and who would appreciate your support. The ads help our Society treasury and we are appreciative that these vendors have decided to advertise with us. Paid advertisements are authorized for a minimum period of 90 days and a maximum period of 1 year at the fees listed below. Then they are cleared from the display board and additional paid ads are posted on a “first come, first served” basis.
Exception: Vendors may make their 2” x 3 ½” Business Cards available to Members free of charge
Vendors save 15% by purchasing ads on an annual basis. Vendors are responsible for copy preparation--ad-copy may be changed at any time during the lease period.
