Active 20 - 30 Club of Greater Sacramento #1032
Standing Rules
(updated 02/01/2011)
1. CLUB DUES, FEES, CHARGES AND DEADLINES:
A. Dues and Initiation Fees:
Active Members: National Dues: $100.00
Club Dues: $85.00
Total: $185.00
New Members: National Dues: $100.00 (prorated)
Club Dues: $85.00 (prorated)
Sub-Total: $185.00
Initiation Fee: $64.00*
Total: $249.00 (prorated)
*One-time initiation fee covers the National 20-30 application, registration and new member charges, name badge, new member package and information, and membership pin.
B. Deadlines for Payment of Dues:
Dues are paid one term in advance (April 1st Dues are for Term of the upcoming year August-July) to ensure that the Corporation has funds available to pay the 20-30 National Dues that are due in August of each year.
Fall/Spring Term. Action Taken
April 1st Dues are due, first notice given.
May 1st Dues are due and payable.
June 1st Dues are delinquent (Statement sent to all delinquencies)
July 1st All delinquencies will be fined $25.00 per delinquent month starting July 1st.
Payment plans need to be requested and approved by the Board in April. All payments must be completed by June 30 to remain in financial good standing and to avoid late fees. Late fees will start accruing July 1st. However, members who cannot renew their membership because of age are exempt from the requirement to pay dues for the purpose of determining whether or not they are in good standing.
C. Returning Member Fee:
If a member who has gone Past Active decides to rejoin the Corporation (per Article 4, Section 4.05), the reinstatement fee shall be $30.00 plus pay prorated dues.
D. Transferring Member Fee:
If a member leaves another 20-30 Club to join the #1032 Club there shall be a transfer fee of $30.00.
E. Meeting Fee:
The Board reserves the right to impose a door fee at General and Board meetings. Depending on the arrangement with the venue, some door fees may be charged to everyone in attendance while other door fees may apply only to those members who did not purchase a meal from the venue.
F. Extra Charges:
Additional Roster: Price determined each term by Board discretion.
G. Forty-eight (48) hour cancellation notice:
Members who have made reservations to attend an event may cancel up to 48 hours prior to the event. The Board of Directors may extend the 48-hour notice period upon approval. If proper notice is given, Member will not be charged for the event. The Board of Directors will consider extraordinary circumstances
H. Reports late fee:
All reports, with the exception of event chair reports, are due within 30 days of the end of the event, committee, or project. Any report not turned in within 30 days of the end of the term by the member will be assessed $5 per month late fee.
2. PROJECT BUDGETS:
All proposed budgets must be approved by the Board of Directors prior to any expenses being incurred. If a budget has not been approved, or if a non-budgeted item expenditure occurs, a majority of the Board must approve any expenses in excess of $50.00, otherwise the treasurer or Co-Chairs of the event may approve the expenses. Any unapproved expenses will be borne by the member who incurred such an expense.
All expenses associated with an event must be presented to the treasurer within 30 days of completion of that project for payment.
A final Budget must be presented to the Board for review within 3 months of a major event and within 2 months of a minor event.
3. AWARDS:
A. Past Active Life award:
This award shall be granted to any member of the Club as decided by the Board. The member must have completed the all of following:
1) Been granted Past Active Status since the previous Anniversary Brunch.
2) Completed ten (10) years of exemplary service
3) Recognized for perfect attendance at least eight (8) years during the time she served the Club
4) Served as a elected officer of the Club
5) Chaired a major fundraising event
The Past Active Life member is not responsible for the payment of dues, but will receive the monthly newsletter and be listed in the Roster of membership. The Club President announces any recipient(s) of this award at Anniversary Brunch.
B. Honorary Life:
The Honorary Life Award shall be granted to any member of the Club as decided by the Board. This member must have completed ten (10) years of exemplary service to the Club. Upon receipt of this award, the Honorary Life Member shall continue to be responsible for the payment of National Dues, but not the Club dues, and shall maintain all rights and privileges of Active Membership. An Honorary Life Award is usually given at the Anniversary Brunch.
Upon receiving Past Active status, the Honorary Life Member shall automatically attain Past Active Life status and all rights and privileges of the Honorary Life status will cease. The Corporation shall pay any and all Past Active fees to National.
C. Woman of the Year:
Each year, the active past Women of the Year meet to select an outstanding Active Member of the Club to be honored as the Woman of the Year. The recipient of this award is announced at the Anniversary Brunch.
D. Attendance Awards:
Active Members who have attended sixteen (16) or more General and/or Board Meetings, based on the months May General through April Board, will be recognized for outstanding attendance at the Anniversary Brunch.
E. Installation Awards:
Immediate Past President shall bear the cost(s) incurred by any and all installation proceedings prepared and performed by said Immediate Past President.
F. Presidential Service Award: (Optional)
At the end of each term, the President may present an award to the member or members with outstanding service during that term.
G. Rookie of the Year Award:
Each year a committee comprised of the President, Vice President, Immediate Past President and the past Rookie of the Year will meet and select a new member that has shown exemplary service to the Club. Members read in between January and December will be eligible to receive the award presented at the following Anniversary Brunch.
4. STANDING COMMITTEES:
Deadline for Payment of Expenses: Relative to all Standing Committee expenses and General expenses, all outstanding bills must be presented to the Treasurer by the close of the respective term, i.e. no later than January 31st for the Fall Term and no later than July 31st for the Spring Term.
A. Awards (6 month term)
It shall be the duty of the Awards Committee review the Awards Packet and to collect documentation needed, including photos, flyers, programs, reports, etc., for the current term and hand the collection over to the incoming Immediate Past President to use for the National Awards Packet.
B. Chaplain (6 month term)
It shall be the duty of the Chaplain at the beginning of each General Meeting to inspire the membership with a presentation.
C. Charity Research (1 Year Term)
The committee's job is to research charities in the community, host Charity Research Committee Meetings and present the findings to the Board.
D. Charity Research Assistant (optional)
It shall be the duty of the Charity Research Assistant to be a Member of the Charity Research Committee and take the place as Chairperson upon completion of the Chairperson's term.
E. Communications (6 month term)
It shall be the duty of the Communications Chair to be responsible for getting information out to the membership. This may be information concerning club, other club, social, and outside events to the membership via e mail or submitting information to the Newsletter Editor.
F. Convention Coordinator (1 year term)
It shall be the duty of the Convention Coordinator Chair to be responsible for:
1. Promoting all Conventions: National, International, WOCO, and any midterm conventions as well.
2. Ordering club trading pins and convention shirts, tracking requests and obtaining payment from members - before and during the National Convention.
3. Blue Room coordination - including creating budget, creating manpower sign-up, and arrangements with the convention hosts, etc.
G. Courtesy (1 Year Term)
It shall be the duty of the Courtesy Chair to lend sympathy of the Corporation to any ill or bereaved Member and also to send acknowledgment at the time of a birth to a Member or the marriage of a Member. Optionally, it will be the Courtesy Chair’s responsibility to coordinate with the Club President to get her signature on member birthday cards, and to mail those birthday cards on a monthly basis.
H. Donations Committee/Grants/Sponsorship (1 year term)
It is the responsibility of the Donations/Grants/Sponsorship Committee to develop ongoing, strategic relationships with potential major event donors and sponsors. Examples: hotels, airlines, car dealers, vacation resorts. The Chair(s) is required to send out donation letters and follow-up with phone calls. Thank you letters must be sent out to all donors. It is the responsibility of the committee to seek help from the Club. This position is intended to be a separate function from Club events but should work with event sub-chairs.
I. Fundraising Projects (6 month term)
It shall be the duty of the Fundraising Projects Chair to organize any minor fundraisers by our membership to the community, including but not limited to: Garage Sale, Entertainment Books and See’s Candies. Additionally, it will be the duty of the Fundraising Projects Chair to be the club coordinator when our club agrees to work at community events in exchange for a cash donation to the club, including but not limited to: Grape Escape and Capital Airshow.
J. Historian (1 year term)
It shall be the responsibility of the Historian to keep a photographic historical record of all (General) meetings, special events and fundraisers of the Corporation and present a scrapbook to the President. It shall also be the duty of the fall and spring term Historian to prepare a pictorial presentation at a pre-designated time.
K. New Members (6 month term)
It shall be the duty of the New Members Chair to:
1. Maintain ongoing contact with prospective members.
2. Prepare all paperwork.
3. Duplicate and distribute paperwork.
4. Conduct New Members Education meetings.
5. Read in new members.
6. Assist with New Members skit night.
7. Conduct Orientation meetings as needed.
L. New Members Assistant (6 month term)
It shall be the duty of the New Members assistant to assist the New Members Chair, assign Active Members as mentors to Prospective Members, and coordinate special events for the Prospective Members. The New Members Assistant will assume the job of the New Members Chair upon completion the chairs term.
M. Newsletter (1 year term)
It shall be the responsibility of the Newsletter Chair to write a monthly newsletter and have it printed and mailed OR emailed to each active member. The chair shall also keep a current mailing list, as well as the birthdays and wedding anniversary dates of the membership.
N. Nominating Committee (Once a term)
It shall be the duty of the Nominating Committee to determine the format for the President and Vice President candidates to present themselves to the membership of the Corporation (i.e. letter in the Corporation's newsletter and/or speech at a General meeting). The President and Vice President candidates shall be revealed to each other at the discretion of the Nominating Committee.
O. Past Active Liaison (1 year term)
It shall be the duty of the Past Active Chair to keep an accurate address list of our Past Active members and to make them aware of Club events. It shall also be the duty of the Past Active Liaison Chair to host a Past Active Cocktail Party.
P. Promotions/Publicity/Public Relations (1 year term)
It is the responsibility of Promotions/Publicity/Public Relations (PPPR) committee to manage the sale of Club attire. Additionally, it is the responsibility of the PPPR Committee to prepare notices for the press regarding news and activities of the Corporation. It is also the responsibility of the PPPR Committee to actively pursue avenues for promoting our club for both recruitment and sponsorship purposes – including scheduling appearances at volunteer fares, sororities, festivals, Chamber of Commerce, college, businesses or any other place where potential members and sponsors might learn about our Club opportunities.
Q. Raffle (Optional)
At the discretion of the President, she shall appoint a raffle chair. It will be the Raffle chairperson’s duty to organize the raffle at the meeting(s). No less than 90% of the raffle proceeds are to be deposited into the benevolent account. Additionally, the completion of a tax report for these proceeds must be turned in to the current term club Treasurer.
R. Roster (1 year term)
It shall be the duty of the Roster Chair to prepare an accurate, up-to-date roster of the membership at the beginning of the term. Additionally, it will be the Roster Chair’s duty to provide an updated Roster Database to the membership (per member requests) as changes are made throughout the year.
S. Scholarship Program (1 year term)
It shall be the duty of the committee to fund the scholarship program by fundraising and obtaining grants and/or donations; promote Scholarship opportunities to local high schools; host Scholarship Selection meetings; and present their findings to the Board.
The Scholarship Selection Committee shall consist of at least two (2) co-chairs and six (6) committee members (one (1) from each Board Advisee Group). In addition, the Selction Committee can invite Past Active Members to help with the award recipients selection should they choose.
T. Sergeant-at-Arms (6 month term)
It shall be the duty of the Sergeant-at-Arms to bring the Pennies-a-Day collection can to every General Meeting and to submit the monies to the Club Treasurer at appropriate intervals; to assist the Treasurer in collecting fines; to count straw votes; to bring the club banner to all General and Board meetings, and to bring the American flag to all General meetings.
U. Special Events (6 Month Term-optional)
It shall be the duty of Special Events to plan and organize special events for the membership throughout the term. Events should break-even.
V. Sponsorship (1 year term)
It is the responsibility of the Sponsorship Chair to develop ongoing, strategic relationships with potential major event sponsors. For example: Cellular One and Peppermill Restaurant. The Sponsorship Chair is required to send Club sponsors Active 20-30 updates, flyers, invitations and thank you notes. This position is intended to be a separate function from our specific projects and to provide constant communication between a designated Club member and these corporations.
W. Ways & Means / Project Research (6 month term)
It shall be the duty of the Ways & means Committee to schedule hands-on activities and community service events for the membership to participate. Additionally, it shall be the responsibility of the Ways & Means Committee to research and explore ideas for future community service events and present the findings to the board.
.X Web Page (1 year term)
It is the responsibility of the Web Page Chairperson to update and maintain current information on the web site, and forward any E-mail sent to the Web site, to the appropriate member.
Y. Visitation (1 year term)
It shall be the duty of the Visitation Chairperson to inform our club of Regional, National and International club events. They will also keep our club connected to other clubs in our organization.
5. PROJECT CHAIRS
A. Monte Carlo - Annual fundraiser to be held during the fall term
B. Anniversary Brunch – To honor the Past Presidents, past Women of the Years, past Rookie of the Years, and outstanding attendance award winners. The new Woman and Rookie of the Year are announced at this annual luncheon. Event should break-even.
C. Crab Feed – Annual fundraiser to be held during the spring term.
D. Cocktail Party – Break-even event held for the enjoyment of our membership.
E. Cookie Exchange – An annual brunch and cookie exchange for the enjoyment of our members and prospective members. Event should break even.
F. Fall/Spring Project (Optional) – Semi-Annual hands on event, funded by the benevolent account to provide an activity for Sacramento area youth.
G. Community Youth Career Fair – Annual hands on event, funded by the benevolent account to provide a career fair for children in the Sacramento area to prepare them for high school and/or college.
6. EVENT RAFFLE PRIZES
Any and all promotions and or events of this Corporation listed above, or approved by the Board of Directors, which include the distribution of raffle prizes, cash prizes and/or winning of any item which is obtained by “pulling a name from a hat” or raffle drum shall conform to the stipulation “Must be present to Win”. Said stipulation shall be printed on all advertisements, programs and tickets.
Should an event or promotion of the corporation wish to conduct the distribution of raffle prizes in any form other than that listed above, the Event or Promotional Chairperson shall request approval by the Board of Directors prior to the printing of any material and no less than sixty (60) days prior to the said event or promotion.
Should any raffle prize remain unclaimed at the end of an event it should be first auctioned off at the next General meeting. All monies from this auction are to be deposited into said event account. If not auctioned, it shall be passed on to the next event. Refer to the Board of Directors for any further direction.
7. SILENT AUCTION PRIZES
In the event that a Silent Auction Item remains unclaimed at the end of an event and the winning bidder elects to not purchase the item, it should be offered to the next highest bidder and so on down the list of bidders. If the bid falls below 25% of the item’s value or the item has an expiration date prior to the next event, it shall be auctioned off at the next General meeting. If the item remains unclaimed and has no expiration date it shall be passed on to the next event. Refer to the Board of Directors for any further direction.
8. NEW MEMBER REQUIREMENTS
Each person seeking membership shall fulfill the following requirements with in a six (6) month period. Board approval is required if extenuating circumstances prevent fulfillment of these requirements within the set time frame. The Board of Directors may have discretion to use a class system for the New Member Process as deemed necessary.
A. Attend a New Member Orientation
B. Attend three (3) General meetings.
C. Attend one (1) Board meeting.
D. Work a major event.
E. Attend two (2) other meetings. This may include, General, Board, Event meetings, Ad-Hoc meetings, Charity Research, Special Projects (Children’s Shopping Spree, Fall Project, Spring Project), or any Ways and Means event
F. Attend a New Members Education meeting.
G. Participate in a New Member Skit. (May occur after read-in)
H. Pay an initiation fee and prorated dues.
I. Pre-pay all events attending. (Including but not limited to Election Dinner, Christmas Dinner, Anniversary Brunch, Cocktail Party.)
9. PARTNERSHIP GUIDELINES
This organization does not actively seek partnerships with any other charitable organizations. However, any proposed event partnerships brought forth to the Club, and approved by the Board, shall fulfill the following requirements before any agreement shall be made.
A. Chairperson(s). The organization must meet our beneficiary guidelines as specified in our Bylaws.
B. Partnered event shall not include our major events, i.e., Monte Carlo Night and Crab Feed.
C. The inclusion of sponsorship, silent auction, and/or raffle in the partnered event will not be dependent on the sole participation of Active 20-30.
D. Any partner must sell tickets to partnered event. Each Partner shall receive a percentage of net proceeds from ticket sales proportional to the percentage of their ticket sales, unless otherwise provided for by contract.
E. All records, reports, and budgets must be open to both parties. Any financial expenditures over $50 above budgeted per line item, must have approval by both parties.
F. Any failure to comply with contract provisions shall result in a measurable and proportionate penalty.
G. Any partnership agreement shall abide by all conditions set forth by these guidelines. Board approval is required if any of the above requirements need modification and/or cannot be met.
10. CHARITY RESEARCH COMMITTEE GUIDELINES
A. Meeting Ground Rules: Members are asked to abide by the following:
1. May use Roberts Rules of Order during discussions.
2. Members to refrain from inappropriate nonverbal communications.
3. Members to refrain from interrupting others.
4. Members to refrain from pointing out personal experiences during discussions.
B. History of Benevolence: Members are to be provided with a history of benevolence of all charities considered and to consider the following when reviewing applications.
1. Charity may be eligible for “major” event beneficiary status if they have not been in the last two years, and/or not more than twice within the last ten years.
2. If Charity has presented for the last two years, but failed to receive funding, then they shall become a priority for at least “minor” funding.
C. Decisions by Committee: Members shall abide by the following when making decisions:
1. Decisions made for funding must be made immediately following charity’s presentations, ranked, with recommended dollar amounts, and presented to Board for approval.
2. The benevolent account must maintain a minimum balance of $3,000.
D. Committee Voting: Members shall abide by the following when voting on committee decisions:
1. Only members who have attended at least two Charity Research meetings shall be eligible to vote on decisions made by committee following the charity presentations. Any member who has met this requirement may have the privilege to submit an “absentee vote” if received by the Charity Research Chairperson no later than 24 hours prior to presentations meeting.
2. All decisions made by Committee are based on a majority vote.
3. Members who represent any applicant(s) are not eligible to vote.
4. Charity Research Committee’s voted decisions shall be presented to the Board for purposes of approval only. Discussion at Board meeting will be limited to clarification only.
E. Immediate Need Requests:
1. Shall be made by application.
2. Application goes directly to Charity Research Chairperson who then must immediately notify Club President.
3. Application is reviewed and voted on by the Board.
4. Donation limits:
a. Donations greater than $100: No beneficiary shall receive an immediate need donation more than two times in a five-year period.
b. Donations of $100 or less: No beneficiary shall received an immediate need donation more than one time per year. Any donation less than $100 shall not count against the limit specified in 4(a).
F. The Board will be within their discretion to address any further exceptions or issues with these guidelines.
11. CHILDREN AT MEETINGS
A. It is requested that children do not attend the following meetings:
Major Events, Ad-Hoc Meetings, New Member Orientation, New Member Education, Charity Research (Meetings and Presentation Night), Holiday Dinner, Election Dinner, Past Active Cocktail Party, January Retreat, July Retreat, and Advisee Meetings (check with Director prior to meeting).
B. Children may attend General, Board and Event Meetings that are not one of the above; however, the member should remove her child from the meeting if her child becomes disruptive.
C. It is also recommended that if you are a board member, please refrain from bringing your child to board meetings. This is where club business is discussed and it’s important that the board member’s full attention is given toward the meeting to better serve the members you represent.
12. Networking Websites Policy
The creation and maintenance of any Networking website with the expressed use of promoting the club and any club event must be approved by the Board. Additionally, any such website must be managed by an approved club committee.
13. AMENDMENTS:
These standing rules may be amended at any time by a majority vote of the Board of Directors.
