Whitewater Valley Railroad Policy Handbook

8/8/2019 Whitewater Valley Railroad Policy Handbook

1/4

1 INFORMATION

1.1 ESTABLISHED GOVERNING INFORMATION

1.1.1 There are five documents by which established governing policies are

disseminated. These are: The By-Laws, the Operating Rule Book, the Training

Manual, this Policy Handbook, and the Organizational Chart.

1.1.2 It is the Presidents responsibility to update the organizational chart, and to

insure that the policy handbook and the By-Laws are revised when necessary. Any

member may point out inconsistent, erroneous or obsolete policies or By-Laws. The

president will normally appoint a member or a committee to recommend revisions

to the board. All policy handbook changes must be approved by the board. By-Law

revisions are approved by a process specified in the By-Laws..

1.1.3 It is the Training Officers responsibility to update and to insure that the

copies of the Training Manual and the Operating Rule book are available to

members.

1.1.4 It is the Secretarys responsibilities to insure that the copies of the By-Laws,

the policy handbook, and the Organizational Chart are available to members.

1.2 CURRENT BUSINESS INFORMATION

1.2.1 Copies of the minutes of the Board of Directors meeting or minutes of the

membership meeting will be made available to any member on request.

1.2.2 Actions of the Board of Directors are to be published in the newsletter.

1.2.3 Financial statements will be available at the membership meeting, and the

annual financial statement will be published in the newsletter.

1.2.4 The availability of financial statements, budget proposals, and expenditure

records, our Long Range Plan shall be announced to members and copies made

available to them upon request.

1.2.5 A current copy of the Presidents flow chart showing Officer titles, officer

names, and their reporting relationships shall be posted at the location(s) where

members sign in for service.

1.3 HANDLING OF SENSITIVE INFORMATION

1.3.1 The senior railroad official on duty shall be the sole spokesperson in any

interactions with the news media or other private agents.

1.3.2 Sensitive information, or information which may alarm passengers must not

be related using the radio except when necessary to insure safety or health.


2/4

For example, if the brake valve on coach number X locks up for the fourth time

this month, avoid relating that information to the engine cab over the radio.


3/4

1.3.3 Personnel information about other members is not shared with anyone

except as required by government agencies.

Do not give names or addresses of members to unknown telephone callers. Take

the callers name and number and relay a message to the member. If you have

access to a members file, do not share any of that information with a third party,even if you are verbally assured that the member has given their consent.

1.3.4 The specifics of personnel or discipline matters handled by the Board shall

not be included in the Board minutes that are shared with the membership. A

written record of the situations however is expected, with such documents

protected from casual inspection.

2 MEMBERSHIP

2.1 CLASSIFICATIONS AND ENTITLEMENTS

GRADE: Honorary Life Participating SubscriberREQUIRES: Board Vote $200 $25 $10

Newsletter[1] If Desired Yes 1 year 1 year

Vote [2] Yes Yes 1 year No

Crew [3] Yes Yes 1 year No

Free Rides Yes If Space [4] If Space [4] No

[1] Newsletters are mailed to homes, however, only one copy per address will be

provided.

[2] Must have been a member at least 25 days prior to the election, and be at least

age 18.

[3] Pending meeting age and training qualification requirements.

[4] Allow free rides for members only whenever space is available. No free rides on

Christmas runs.

2.1.2 All members are encouraged to attend monthly membership meetings, and

may make suggestions, comments or motions in accordance with the current

edition of Roberts Rules of Order.

2.1.3 Any member may attend a board meeting, but may or may not be given

permission to speak, at the discretion of the Chair of the meeting.

2.2 MEMBERS RESPONSIBILITY

2.2.1 Members are expected to conduct themselves in ways that are safe,

professional, and courteous.

2.2.2 Members are to inform the Superintendent of any practice, equipment, or

person deemed to be unsafe, potentially unsafe, or in violation of any of the rules

and policies of the railroad.


4/4

2.2.3 Members are required to sign in when they report for duty and sigh-out when

their duty is complete. Members are also required to follow all relevant safety

regulations and practices.

3 SELECTION OF BOARD MEMBERS & OFFICERS

3.1 BOARD ELECTION

Documents

Whitewater Valley Railroad Policy Handbook