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Standing Rules, Adopted 2002
- Meetings
- Chapter Meetings
Regular Chapter Meetings shall be held on the second Thursday of the month unless otherwise notified.
- Annual Election Meeting
The Annual Election Meeting shall be held no later than September. It may be held in conjunction with a Regular Chapter Meeting.
- Installation Meeting
The Installation Meeting shall be held in October.
- Governing Board Meetings
Governing Board Meetings shall be held monthly.
- Unexcused Absences
Any Member of the Governing Board with 2 or more excused absences, shall be construed as having resigned from the Governing Board. The Governing Board will notify the Member of this decision and will be given 14 days in which to apply for reinstatement.
- Reinstatement
Such Member whose seat was vacated in this manner may apply for reinstatement which shall require a 2/3 majority vote of the entire Governing Board at the next regular meeting.
- Elections
- Officer Qualifications
Members nominated for office shall have the following qualifications:
(1) held membership in a WCR Chapter for at least one year and
(2) have participated on a committee. The Nominating Committee may use discretion to waive these requirements.
- Procedures
- Those Eligible to Vote
At the Annual Election Meeting, only Active REALTOR and
National Affiliate Members whose dues have been paid in full
& are Members of record in the Chicago WCR Office, shall be entitled to vote.
- Rules of the Day
It is recommended that Chapters have "Rules of the Day"
Instructing the voting members how the election shall be
Conducted. The Rules shall be approved by the membership
Prior to voting.
- Tellers
A minimum of 2 tellers shall be appointed by the President.
Nominating Committee members shall not serve as tellers.
- Installation of Officers
- Arrangements
The outgoing N.H. State President, along with his/her Committee, Shall make arrangements for the installation in conjunction with the Local Chapters of WCR.
- Selection of Installing Officers
The incoming President may recommend the Installing Officer.
- Pin for Incoming President
The outgoing President shall have the duty of obtaining the incoming President's pin at the expense of the Chapter in sufficient time for the presentation at the Installation Ceremony. (See WCR order form in the GUIDELINES FOR OFFICERS.)
- Plaque for Outgoing President
The incoming President or Treasurer shall obtain at the expense of the Chapter, a plaque or gift to be presented to the outgoing President at the Installation Ceremony.
- Finances
The budget for the Installation Ceremony shall be sufficient to include the expenses of invited guest dignitaries.
- Duties
- Officers
Chapter Officers shall abide by the WCR National and Local Bylaws, Chapter's Standing Rules and the duties as outlined in the GUIDE-LINES FOR OFFICERS.
- President's Responsibilities
When the President takes office, she shall furnish each Officer and Committee Chairperson copies of duties as outlined in the GUIDELINES FOR OFFICERS as they apply to each office and committee along with a copy of the Chapter Bylaws and Standing Rules. As soon as elected, the President shall organize the year as outlined in "How to Organize Your Year as President" in the GUIDELINES FOR OFFICERS. President shall complete the Invitation for Governor's Visit and the Report Forms for the Chapter by the specified dates.
- President-Elect
President-elect shall serve as Education and program Chairperson, shall preside at meetings in the absence of the President and perform any necessary duties of the office. (See GUIDELINES FOR OFFICERS)
- Vice President of Membership
Vice President of Membership shall serve as liaison between local Chapters in organizing Membership drives and shall offer assistance to the local Chapters. The V.P. of membership shall review reports from National WCR for accuracy & follow-up on discrepancies. (See GUIDELINES FOR OFFICERS)
- Secretary
Shall take minutes at all meetings. (See GUIDELINES FOR OFFICERS). All minutes shall be verified by the President and signed by the Secretary before they are disseminated according to Chapter custom which may be mail prior to next meeting.
- Treasurer
All monies received by the Chapter shall be deposited in the account of Nashua Chapter of WCR in a financial institution selected by the Governing Board. Treasurer's and/or President's signatures shall be required on all checks; the signatures shall be the Treasurer's and/or President's. President needs to approve checks over $500.00 All monies collected by the Chapter shall be turned over to the Treasurer within thirty (30) days and shall be deposited by the Treasurer within five (5) working days thereafter.
- Committee Chairmen
All outgoing Committee Chairpersons shall make a written Report on the Committee accomplishments at year's end and Pass on Committee materials to the incoming President, possible Members who that President may consider appointing.
- Parliamentarian
The President shall be responsible for the presence of a qualified Parliamentarian at every Meeting.
- Membership
- New Members
- Processing Applications
New member applications and dues checks shall be collected by the Vice President of membership and notice given to the Treasurer. Upon receipt of all membership applications and checks, the V.P. of Membership and the Treasurer shall be responsible for forwarding checks immediately to the Chicago WCR Office. (Note: it is suggested that a photocopy of all dues checks be returned by the Treasurer. It is also recommended that membership with the Local Board be verified)
- Welcome
Cards or letters of welcome shall be sent to each new member by the President on behalf of the The Nashua Chapter. New Members shall be welcomed and introduced to individuals at Chapter meetings by the Vice President of Membership.
- Induction Ceremony
An Induction Ceremony for New Members shall be conducted by the Vice President of Membership during a regular meeting. Such ceremonies my cover several months and be arranged as they fit into the regular program.
- Guest Follow-up
Guests will receive a telephone call or note from the Vice President of Membership.
- Financial Matters
- Reimbursed expenses
- Officers amount allocated in budget to Officers for travel, Meetings, conferences, are per year serving in office.
- What reimbursement covers:
· Transportation cost, which includes flight, airport transportation to and from conference. The Chapter will not cover flights that are above standard flight cost and reserved 30 days before flight date.
· Cost of room starting the night of the Opening Ceremony and ending the day of the Governing Board Meeting.
· Meals and Women's Council of Realtors banquet and opening ceremony charges.
· Conference charges and registration with WCR. (You need to register with WCR)
- Responsibilities and requirements for receiving reimbursements:
· Attend all required meetings and training. See list - Required meetings in the Leadership and Policy Procedures on page 148.
· Voting member needs to attend elections at the National Meeting, Regional Caucas and Governing Board Meeting at both Mid-Year Meeting and the National Meeting.
· It is recommended that officers representing our Chapter attend the Installation of Officers banquet and the Mid-year banquet.
· It is understood that no expenditure will be reimbursed without proper receipts to show all expenses. Expense report on WCR form shall be submitted for approval to Treasurer within 30 days of final date of travel for each meeting and also made available to the Governing Board upon request.
· There are no prepaid expenses to Officers before the meetings. The Chapter will not cover expenses over the budget.
· The amount budgeted for an Officer who does not attend a meeting should remain in the treasury and is not transferable to another Officer.
· The President is to leave $3,000 in the treasury for the forthcoming year.
- Guest Policy
- Speaker
Guest speakers will receive a complimentary meal, gift, compensation, or other special recognition for their contribution to the Chapter. This policy applies to WCR Members also.
- Non-Members
Qualified prospective Members may be brought to Regular Chapter Meetings as Guests twice before joining. This does not apply to a Member's family or Special Guest provided they are not eligible for WCR membership.
- Reservation Obligations
- Reservations for all Chapter Meetings and events sponsored by the Chapter shall be a financial obligation to be paid by the Member.
- Cancellation Deadline
A cancellation deadline shall be established for each ticketed function of the Chapter and shall be announced in the notice for the function.
- Billing
Billing for uncanceled ticketed functions shall be made within seven (7) days of the event.
- Fee Policy
Members attending a ticketed function shall be charged for the meal or refreshments whether they eat or do not eat.
- No Reservation
If Members wish to attend a ticketed function without a reservation, they shall be accommodated on a space available basis only.
- Chapter Courtesy Policy
- Memorials
In the case of a death of a Chapter Member, an appropriate memorial not to exceed $100.00 shall be selected. In the case of the death of a Chapter Member's spouse, parent or child, an appropriate memorial not to exceed $50.00 shall be selected.
- Get Well Remembrances
A card or flowers shall be sent to a Member who is ill or hospitalized not to exceed $30.00.
- Unbudgeted Courtesy Expenditures
The Governing Board shall approve any unbudgeted courtesy expenses. Any expense greater than $50.00 need a 2/3 majority vote of the Governing Board to be approved. (NOTE: it is recommended strongly that a collection be taken at the next Regular Chapter Meeting to defray any unusual courtesy expenses.)
- Audit
Prior to the final Chapter Meeting of the year, the Treasurer's Books shall be audited. (See: GUIDELINES FOR OFFICERS) The auditors shall report on the completed audit at the final Nashua Chapter Meeting of the year.
- Ways and Means
(Note: Suggested uses for Ways and means proceeds are scholarships, educational projects, community service projects, and Officers' expenses for National and Educational Meetings.)
- Tax Exempt Status
To protect your tax exempt status as a nonprofit organization concerning Ways and Means fundraising projects, refer to IRS ruling information in the GUIDELINES FOR OFFICERS.
- Separate Accounting
The Chapter shall keep a separate accounting of all proceeds received from fundraising projects.
- Operating Expense Caution
Fundraising proceeds shall be used only for the project designated.
- Possible Deficit Obligation
No Ways and Means project shall be undertaken which could create a deficit obligation for the Chapter without a 2/3 Majority vote of the entire Governing Board for approval.
- Awards and Recognition
- Member of the Year
The Chapter shall have a special award such as Member of the Year. It shall be clearly defined in this section of the Standing Rules as per guidelines of the LEADERSHIP POLICY AND PROCEDURE MANUAL.
- Scholarship
There may be an LTG Scholarship certificate awarded each year for criteria to be determined at, by the Governing Board. This will be at the discretion of the Governing Board.
- Other Recognition
(NOTE: Include rules for recognizing outstanding contributions to the Chapter by Members.)
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