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 President’s 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 Officer’s 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 Secretary’s 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.
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.
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 Subscriber

REQUIRES: 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 Robert’s 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.
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