Women's Council of Realtors Southern Oregon Chapter

Standing Rules Women’s Council of Realtors Southern Oregon Chapter Revised March 8, 2007 I. MEETINGS A. Chapter Meetings Regular Chapter meetings shall be held on the third Friday of each month unless otherwise notified. 1. Annual Election Meeting The Annual Election Meeting shall be held in August/ September. It may be held in conjunction with a regular Chapter meeting. 2. Installation Meeting The installation Meeting shall be held in conjunction with the RVAR and WCR National schedules. It may be held in conjunction with a regular Chapter meeting. B. Governing Board Meetings A minimum of six (6) governing board meetings shall be held within a years time one week prior to the regular Chapter meetings. (Usually the second Friday of each month unless otherwise notified). 1. Unexcused Absences Any appointed member of the Governing Board with two or more unexcused absences shall be construed as having resigned from the Governing Board. Excused absences must be in writing to the President or Secretary. 2. Reinstatement Such member whose seat was vacated in this manner may apply for reinstatement in writing within 30 days of the second unexcused absence and shall require a majority vote of the Governing Board. II. ELECTIONS A. Officers Consent to Serve Officer nominees shall sign a consent-to-serve form after reading job description. B. Eligibility to Run for Office All candidates for local chapter offices shall have attended at least four (4) out of the previous eight (8) local meetings and at least one State or National meeting. President Elect: Two year member of WCR, served on a committee (preferably having chaired a committee). Secretary: One year member of WCR, served on a committee (preferably having chaired a committee). Treasurer: Member of WCR. C. Nominating Committee The nominating committee will be established after the election of officers is completed at the annual election meeting. The nominating committee shall be chaired by the most recent outgoing President able to serve. The nominating committee shall consist of four (4) active members plus the chairman and two alternates. One member shall be selected by the Governing Board from its membership, and three (3) members plus two (2) alternates shall be elected by the general membership at the annual election meeting. 2 Alternates (designated #1 and #2) shall serve only in the absence of a committee member. The members of the nominating committee shall serve during the calendar year subsequent to their election. Nominating committee members shall not be eligible to serve successive terms, except those designated alternates who were not required to serve as committee members. D. Procedures 1. Rules of the day Election of officers shall be via voice or roll call vote, or written ballot if there are two more nominees for an office. Each active National and National Affiliate member may cast one vote. A majority shall elect. When there are more than two nominees for any office and there is no majority on the first ballot, the top two nominees will run off against each other and all other nominees are eliminated. Voting by proxy or e-mail shall not be permitted. 2. Tellers A minimum of three (3) tellers shall be appointed by the President. Nominating committee members shall not serve as tellers. III. INSTALLATION OF OFFICERS A. Arrangements The outgoing President, along with her committee, shall make arrangements for the installation of officers including the following: 3 1. Selection of installing officers and mistress/master of ceremonies. 2. Pin for incoming President The outgoing president shall have the duty of obtaining the incoming President’s pin at the expense of the chapter (either by mail or purchase at National convention) in sufficient time for presentation at the installation ceremony. (See order form in Leadership Policy and Procedure Manual or on website www.wcr.org. B. Plaque for outgoing President The Treasurer shall obtain, at the expense of the Chapter, a plaque to be presented to the outgoing President at the Installation Ceremony. C. Finance The budget for the Installation Ceremony shall be sufficient to include the expenses of invited guest dignitaries (such as (RVAR/SOMLS Presidents, Executive Officer, State Officers, Regional Officers, Past WCR Chapter Presidents and State Chapter Presidents). IV. DUTIES A. Officers Chapter officers shall abide by the WCR bylaws, the chapter’s Standing Rules and the duties as outlined in the Leadership Policy and Procedure Manual. 1. President’s Responsibilities As soon as elected, the President shall organize the year as outlined 4 in “How to Organize Your Year as President” in the Leadership Policy and Procedure Manual. She/he shall complete the invitation for the Governor’s visit and the report forms for the chapter by the specified dates. When the President takes office, she will immediately have an orientation meeting and furnish each officer and committee chairman copies of duties as outlined in the Leadership Policy and Procedure manual as they apply to each office and committee with a copy of the chapter bylaws and standing rules. 2. President Elect Responsibilities The President Elect shall work closely with the President to coordinate arrangements for all State, General Membership and Governing Board meetings. The President Elect shall be responsible for all the physical arrangements necessary for meeting room set-up, housing arrangements for any outside speakers or chapter guests, and meal arrangements if in conjunction with a meeting. In the absence of the President, the President Elect shall preside at meetings and perform duties as necessary. The President Elect shall attend Leadership Academy and act as ex-officio for appointed committees. The President Elect shall submit the Annual Business Report as specified by WCR National to State and National agencies. 3. Secretary The Secretary shall take roll to establish a quorum and take minutes at all meetings (primarily monthly Governing Board and Membership meetings). All minutes shall be signed by the Secretary and verified by the President before they are official. The Secretary shall be responsible for distribution of a copy of 5 the minutes to each member of the Governing Board and make copies of minutes available to the general membership upon request. The outgoing Secretary shall submit the names of the incoming officers to the National WCR Chicago office and to the Oregon State Chapter immediately after the election according to the deadline prescribed by National WCR in the Policy and Procedures manual. 4. Treasurer All monies received by the Chapter shall be deposited in the account of the Southern Oregon Chapter of WCR in a financial institution selected by the Governing Board. Two (2) signatures shall be required on all checks over $500.00; the signatures shall be those of any two of the President, President Elect, or Treasurer. All reimbursements must be accompanied by a reimbursement form signed by the committee chair. All monies collected by the chapter (exception: dues from National members which are sent directly to National WCR office) shall be turned over to the Treasurer within five (5) days of receipt and shall be deposited into the Chapter account within five (5) business days following receipt. Upon receipt of all membership applications, and/or dues checks, the Treasurer shall immediately forward them to the Vice-President of Membership who shall then return local affiliate dues checks to the Treasurer for immediate deposit into the local chapter account. National dues checks will be sent to National WCR office by the Vice-President of Membership. The Treasurer shall follow the rules and guidelines described and outlined in “Financial Matters” (VI). 6 The Treasurer shall serve on the Finance and Budget Committee. The Treasurer shall keep written and accurate records of all receipts and disbursements. A Financial Statement shall be prepared each Governing Board meeting for review and approval of the Governing Board. B. Committee Chairmen All outgoing committee chairmen shall make a written report on the committee’s accomplishments at year’s end and pass on committee materials to the incoming committee chairmen. The outgoing committee chairmen shall recommend to the incoming President possible members to serve on their committee who that President may consider appointing. Note: To ensure the goals and objectives of WCR are being fulfilled and carried out through chapter committee actions, many chapters assign and charge officers with responsibility to meet with and act as liaison between various chapter committees and the Governing Board. It shall be understood clearly that such assigned officer has no vote and serves strictly as an observer. Example: Treasurer shall attend the Ways and Means Committee meeting or Secretary shall attend Publicity and Public Relations Committee meeting. Committee visitation gives officers the opportunity to be more knowledgeable about the Chapter’s operational structure. C. Parliamentarian A Parliamentarian and an alternate Parliamentarian shall be appointed by the President or the President shall be responsible for the presence of a qualified Parliamentarian at every meeting. 7 V. MEMBERSHIP A. New members 1. Processing Applications New member applications and dues checks shall be collected by the Vice-President of Membership. Local affiliate dues checks shall be forwarded to Chapter Treasurer for deposit, while National applications and dues shall be forwarded by the Vice-President of Membership to the National WCR office. 2. Welcome Cards or letters of welcome shall be sent to each new member by the Vice-President of Membership on behalf of the chapter President. New members shall be welcomed and introduced individually at chapter meetings by the chapter President. 3. Induction Ceremonies An induction ceremony for new members shall be conducted by the Vice-President of Membership during a regular chapter meeting. Such ceremonies may occur as often as necessary and shall be arranged as they fit into the regular program. A Certificate of Membership shall be issued from the Vice-President of Membership to all new members. B. Guest Follow-up Unless the guest is a non-industry guest (i.e., family member or friend), the guest will be strongly encouraged to apply for membership and its benefits after the second attendance. 8 C. Memorials Appropriate memorials for members or member’s immediate family member (spouse, parent, child) will be determined on a case-by-case basis as needed. VI. FINANCIAL MATTERS A. Reimbursed Expenses The chapter shall be obliged to help fund travel and related expenses for designated chapter officers under the following conditions: Funds are available without creating a deficit in the chapter account. Reimbursement of these expenses shall be a line item in the proposed budget for the current year available for approval by the Governing Board at the first scheduled Governing Board meeting. The President’s, President Elect’s and Vice-President of Membership eligible and budgeted travel expenses as determined by the Governing Board shall be reimbursed by the Treasurer after the function and upon verification of receipts, bills, etc. Reimbursed food expenses shall be limited to $50.00 per day. Travel and lodging expenses may be advanced upon request with Board approval. Petitioners will sign a letter of commitment to reimburse chapter if unable to attend. Receipts shall be submitted in a timely manner, within 45 days of the attended event. Non-budgeted expenses shall be reimbursed with the approval of the Governing Board. Responsibilities and requirements for receiving reimbursement include: attending meetings, functions and classes, etc. and an obligation to file a written report and an oral report to the Governing Board and/or General Membership as appropriate. 9 B. Guest Policy 1. Speaker/performer Speakers/Performers shall receive complimentary meal and/or special gifts of recognition as determined by the Governing Board prior to applicable meeting or event. 2. Non-members Qualified prospective members may be brought to regular chapter meetings as guests two (2) times before joining. This does not apply to a member’s family or special guest, provided they are not eligible for WCR membership. C. Reservation Obligation 1. Financial Obligation Reservations for all chapter meetings and events sponsored by the chapter shall be a financial obligation to be paid by the member. If cancellation is not received by reservation committee 72 hours prior to event, member will be billed and obliged to pay to remain in good standing with the chapter. 2. Cancellation Deadline Cancellation must be received by reservation committee 72 hours prior to event so that chapter does not get billed. 3. Billing Billing for non-cancelled, ticketed functions shall be made within three (3) days of the event. This billing shall be sent out by the reservation committee. 10 4. Fee Policy Members attending a ticketed function shall be charged for the meal or refreshments whether they eat or not. 5. No Reservation If members wish to attend a ticketed function without a reservation, they shall be accommodated on a space available basis only. VII. VIP Policies (Note: Much care and caution should be given to any special privileges conferred by the chapter, such as VIP policies. Any expenditures shall be included in the current year’s budget.) A. Complementary Membership To be determined by the Governing Board on an “as needed” basis. B. State or National WCR Office When a member of the chapter is elected to a State or National WCR office, any expenses allocated by the chapter shall be determined by and voted upon by the Governing Board. Such funds shall be included in the chapter budget. C. Honorary Members Honorary members shall be elected by unanimous vote of the Governing Board. Honorary members shall be exempt from paying local dues. Honorary members shall have voting privileges. (Note: Determine the qualifications for honorary memberships. Exercise extreme caution in conferring any honorary memberships.) 11 VII. Awards and Recognition A. Members of the Year (aka: “Realtor Member of the Year”, “Affiliate Member of the Year”) 1. Members of the year committee chairmen shall be the previous year’s winners. Other committee members shall be appointed by the President. All appointees are subject to Governing Board approval. 2. The committee shall consist of five (5) members. Three (3) members shall constitute a quorum. Suggested committee members include: previous recipients of the awards, the State WCR Governor (if a member of the local chapter), members of Governing Board or general membership. 3. Committee shall make the presentation of the awards during the Annual WCR Installation of Officers Meeting in November/ December. Recipients are to be reported to National WCR in accordance with WCR National. Local honorees should be recognized at the Annual State Convention or State Meeting (at the same time the State Chapter Award is presented). 4. Members of the Year recipients shall be presented an appropriate certificate stating: title of award, recipient’s name, year honored and WOMEN’S COUNCIL OF REALTORS. 5. Eligible nominees for “Realtor Member of the Year” must fit the following criteria: a. Current member of National WCR b. Should have been a REALTOR or REALTOR-Associate for a minimum of three (3) consecutive years. c. Shall be individual selected for recognition by the local chapter based on participation and effort on behalf of the benefit and growth of Women’s Council of Realtors with a particular emphasis on the integrity and betterment of the local chapter. 12 d. (Note: The following suggestion is noted in the Leadership Policy and Procedure Manual). “ To avoid any possibility of this award automatically going to a current local or state officer, these individuals shall be ineligible to receive the award during or within one year after the term of office. This does not preclude past Presidents or other officers from receiving the award.” B. Business Woman of the Year Selection of the “Business Woman of the Year” shall follow procedures outlined in the WCR National “Leadership Policy and Procedure Manual” C. Scholarships 1. A minimum of two (2) scholarships (minimum $150.00 each) shall be budgeted annually for any real estate educational offering. 2. Scholarships to be awarded once a year. The Governing Board shall vote on an appropriate time for the Annual Presentation. 3. Any current member (National or local, Realtor or affiliate) may apply for a scholarship to pursue any real estate related educational offering. Applications shall be available from the Scholarship Committee Chair or Vice-President of Membership or Chapter President. 4. Monies will be distributed upon receipt of a specific request or a receipt showing the offering the member attended. The Governing Board will have final approval of all disbursements. 13 D. Other Recognition The Governing Board may choose to recognize outstanding contributions to the chapter by any member(s) whenever appropriate. Such recognition may be in the form of a certificate naming the recipient, date of presentation, contribution/accomplishment, and Southern Oregon Chapter of Women’s Council of Realtors. Examples of outstanding achievement may be: 1. Membership recruitment 2. Political involvement supporting the efforts and goals of WCR and the National, Oregon and Rogue Valley Board of Realtors. 3. Exceptional efforts to increase awareness of the benefits, goals and purpose of WCR. 4. Promotion of unity, growth and goodwill of the local chapter with others on the State, Regional or National level. IX. Additional Notes and Provisions A. Financial Matters 1. Budget The budget for the incoming President’s year is to be prepared and noticed not less than fifteen (15) days prior to the first meeting of the incoming Governing Board for approval. 2. Audit The outgoing Treasurer’s books shall be audited prior to the December meeting. The committee shall include the outgoing and incoming Treasurers, the outgoing President and one other member appointed by the incoming President. 14 3. Ways and Means No Ways and Means project shall be undertaken without Governing Board approval. No deficit obligations will be considered. 4. Accountability to general membership The following will be published regularly and made available to all members: *Secretary’s minutes *Approved yearly budget *Treasurer’s reports *Membership roster *Meeting schedule *Standing Rules *By-laws *Annual business report 15 Standing Rules reviewed and revised 3/9/2007.