Policies and Procedures.indd

Board members are asked to summarize their reports and post them prior to the meetings so questions and comments can be received in advance. The president is also responsible for asking the board if they need an agenda item added for discussion at the board meeting. We try very hard to keep the meetings to one hour, so it is recommended that reports are not read in the meetings, which allows more time for discussion of concerns/ issues and new business. Roberts Rules of Order are followed for meetings and meetings on held on our confer ence line. • APPOINTED POSITIONS Appoint persons needed to replace empty chair positions which are not elected positions (those should be elected by the membership prior to January). These appointed positions may include show chair/co-chair, show venue chair, member outreach chair, newsletter chair, social media chair, Café chair, scholarship chair, historian, webmistress, sponsorship chair, advertising chair, publicity chair, graphic de sign chair or any other needed chairs added to the roster of supporting board members. • CONTRACT EMPLOYEES OR STIPENDS : Social media chair, webmistress and Café administrators are considered contract employees and these payments are approved by board prior to the end of each year. It is the responsibility of the president to present a motion for approval of payments for these administrators in the final meeting of the year as they are contractual obligations. • DISMISSAL OF NON-PARTICIPATING VOTING BOARD MEMBER : Voting board members who miss more than two consecutive meetings without a legitimate reason can be considered inactive and removed as voting members as per the bylaws-appointed board members can be excused. (The bylaws do not at this time reflect that and we need to change it if possible.) “If a Board member is absent for two (2) consecutive Board meetings without a good and sufficient reason, the office shall be declared vacant and a quorum of the Board of Directors shall appoint a replacement within thirty (30) days, to serve in that capacity for the remainder of the term.” • NEWSLETTER NEWSY NOTE : Prepare a written “Presidents Message” four times a year for the news letter which is also published quarterly. Work with newsletter chair if necessary to determine newsletter dates in advance for the year because you will want time to prepare a letter to include. At the time of this writing, our newsletter editor is Barbara Parish who is excellent at reminding the president and members of upcoming news letter deadlines. • ATTEND SHOW COMMITTEE MEETINGS (if invited and available.) Stay current with show commit tee reports and request updates. ( I know for a fact that sometimes you have to push to be included...every show chair is different but it is easy to lose track of what is happening if you are not included so sometimes you have to just insist on inclusion. Make certain the show budget is approved by the board and is reasonable. • GO TO THE SHOW : Attend the national show if possible. The President’s travel and lodging are cov ered and there needs to be an estimate of reasonable cost included in the show budget. • CONGRATULATE NEWBIES : Send congratulations either by email or phone call to brand new Associ ates, newly promoted Signatures and newly promoted Master Signatures. • CONTRACTS MUST BE SIGNED BY THE PRESIDENT The president is authorized to sign contracts of behalf of the membership. Sign contracts with show venues and facilities used in regard to the show such as a restaurant, etc. Negotiate and sign contracts for show venues if a show chair has not been selected but also sign with the show chairs if the position is filled. One we do not ask the president to sign is the magazine ad contracts which are negotiated by the ad director.

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