 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
Standing Rules |
OF THE PUNTA GORDA - PORT CHARLOTTE - NORTH PORT
CHAPTER OF THE
WOMEN’S
COUNCIL OF REALTORS®
OF
THE
NATIONAL
ASSOCIATION OF REALTORS®
Last Update November 2006
I. Meetings
A. Chapter Meetings
Date,
time, place and number of monthly meetings will be determined by the
Governing Board, according to National guidelines.
1. Annual Election Meeting
The
Annual Election Meeting shall be held in June. It may be held in conjunction
with a Regular chapter Meeting.
2. Installation Meeting
The
Installation Meeting shall be held in November or December. It may be held in conjunction with the Annual Association of
REALTORS® Banquet.
B. Governing Board Meetings
Governing
Board meeting times will be determined by the current Governing Board. The Governing Board will meet regularly before Chapter meetings.
1. Unexcused Absences
Any
member of the Governing Board with two or more unexcused absences shall
be construed as having resigned from the Governing Board.
II. Elections
A. Officer Qualifications
Members
nominated for office shall have the following qualifications: 1) holds
membership in a WCR Chapter; 2)
has served on a committee in past two years.
B. Officers Consent to Serve
Officer
nominees shall sign a consent-to-serve form after reading job description.
C. Tellers
A
minimum of three tellers shall be appointed by the President. Nominating Committee 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.
B. Selection of Installing Officers and Mistress/Master of Ceremonies
The
incoming President shall select the Installing Officer and Mistress/Master
of Ceremonies.
C. 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 by purchase at
the Annual Convention) in sufficient time for presentation at the Installation
Ceremony. (See WCR order
form in the LEADERSHIP POLICY AND PROCEDURE MANUAL).
D. Plaque for Outgoing President
The
Treasurer shall obtain, at the expense of the Chapter, a plaque or gift
to be presented to the out-going President at the Installation Ceremony.
E. Finances
The
budget for the Installation Ceremony shall be sufficient to include
the expenses of invited guest dignitaries (such as Board President,
Executive Vice President, etc.).
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
When
the President takes office, she/he shall 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 along with 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 LEADERSHIP POLICY AND
PROCEDURE MANUAL. The President
shall complete the Invitation for the Governor’s Visit and the Report
Forms for the Chapter by the specified dates.
2. President-Elect
President-elect
shall perform the duties of the President in the event the President
is disabled or absent. She/he
shall perform other duties as requested by the President and/or Governing
Board.
3. Vice President of Membership
Vice
President shall serve as Chairman of the Membership Committee and will work with the peer program
committee.
4. Secretary
Shall
take minutes at all meetings. (See LEADERSHIP POLICY AND PROCEDURE MANUAL). All minutes shall be verified by the President and signed by
the Secretary before they are disseminated according to Chapter custom,
which may be by mail, printed in newsletter, or read at each Chapter
meeting.
5. Treasurer
All
monies received by the Chapter shall be deposited in the account of
Punta Gorda-Port Charlotte-North Port Chapter of WCR in a financial
institution selected by the Governing Board.
Two
signatures shall be required on all checks; the signature shall either
be the Secretary’s, Treasurer’s, Vice President’s or President’s.
All
monies collected by the Chapter shall be turned over to the Treasurer
within two days of receipt and shall be deposited by the Treasurer within
five working days thereafter.
The
Treasurer shall keep written and accurate records of all dues payments
and, in
addition,
perform such other duties as outlined in the LEADERSHIP POLICY AND PROCEDURE
MANUAL.
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 incoming Committee Chairmen shall recommend to the incoming
President possible members to serve on their Committee who that President
may consider appointing.
C. Parliamentarian
The
President shall be responsible for the presence of a qualified Parliamentarian
at every meeting.
V. Membership
A. New Members
1. Processing Applications
National
member applications and checks will be collected by the Membership
Chair
who will send original to National WCR office and give copies of the
applications
and checks to Chapter Secretary and Treasurer. Local Affiliate
applications
and dues will be collected by the Membership Chair who will copy and
forward to the Secretary and Treasurer.
2. Welcome
Cards
or letters of welcome will be sent to each new member by the Membership
Chair. New members will be welcomed and introduced individually at chapter
meetings by the Hospitality Chairperson. The Hospitality Chair will
also introduce the guests at each monthly meeting.
B. Guest Follow up
Cards
or letters shall be sent by Membership Chairman to each guest attending
regular Chapter meetings to recruit new members who are eligible for
WCR membership.
A.Affiliate
1. Affiliates do not have to be members of the local Association of REALTORS to be a local affiliate member of WCR.
VI. Financial Matters
A. Convention/Conference Expenses
It is important that the Chapter President attend the NAR National Convention, the NAR Mid Year Business Meetings, the FAR Business Meeting, the FAR Convention, the Regional Conference and the District Forum. It is also important For the President Elect to attend as many of these meetings as possible, particularly the FAR Convention and the NAR Convention. Expenses will be paid and reimbursed according to the following policies:
1. Convention registrations and ticketed events will be paid in
advance by the
Chapter in order to take advantage of any early registration discounts that are
Offered. All other expenses will be paid by the Chapter representative
and will be reimbursable under the guidelines in paragraphs 2-4. Registrations and ticketed events are included in the maximum
allowable amounts reimbursed under paragraph 3.
2. If the local Association is reimbursing a Chapter representative,
the Chapter will not duplicate the reimbursable amount. Fees paid by the Association and WCR must be coordinated.
3. Expenses incurred at conferences and conventions will be reimbursed
4. An expense report must be submitted within 30 days of attendance,
with
5. The Chapter representative is responsible to report the highlights
of the conventions
and its benefits to the Chapter, in writing, to the Governing Board
B. Guest Policy
1. Speaker
Guest
speakers are to receive a complimentary meal. This policy does not apply to speakers who are WCR members.
2. Non-Members
Qualified
prospective members may be brought to regular Chapter Meetings as guests
three times only before joining. This does not apply to a member’s family or special guest provided
they are not eligible for WCR membership. These meals will not be paid by WCR.
C. Reservation Obligations
1. Financial Obligations
Reservations
for all Chapter Meetings and events sponsored by the Chapter shall be
a financial obligation to be paid by the member.
2. 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.
3. Billing
Billing
for uncancelled ticketed functions shall be made within five days of
the event by the Treasurer.
4. Fee Policy
Members
attending a ticketed function shall be charged for the meal or refreshments
whether they eat or do not eat.
5. No Reservation
If
members wish to attend a ticketed function without a reservation, they
shall be
D. Chapter Courtesy Policy
1. Memorials
In
the case of a death of a Chapter member, an appropriate memorial shall
be selected. In the case
of the death of a Chapter member’s spouse, parent or child, an appropriate
memorial shall be selected. This
is an unbudgeted item. The Hospitality Chairperson is responsible for
Memorials and “Get Well Remembrances”.
2. Get Well Remembrances
A card
shall be sent to a member who is ill or hospitalized by Hospitality
Chair.
3. Unbudgeted Courtesy Expenditures
Any
unbudgeted courtesy expenses must be approved by the Governing Board. (Note: It is recommended
strongly that a collection be taken at the next Regular Chapter Meeting
to defray any unusual courtesy expenses).
E. Audit
Prior
to the final Chapter Meeting of the year, the Treasurer’s books shall
be audited. (See LEADERSHIP
POLICY AND PROCEDURE MANUAL). The auditors shall report on the completed audit at the final
Chapter Meeting of the year.
F. Budget
The
Chapter will operate under a budget. All bills that are not budgeted must be approved by Governing
Board. Any unbudgeted item over $100.00 must be approved by the membership.
The
Treasurer shall serve as Chairperson of the Finance and Budget Committee.
G. Ways and Means
Ways
and Means proceeds are to be used for Leadership Development (including
funds for Travel Conventions as outlined in “A.),” Educational Programs,
Educational Scholarships and charitable contributions, as allowed in
the annual approved budget.
1. Tax Exempt Status
To
protect the chapter’s tax-exempt status as a non-profit organization
concerning Ways and Means fund-raising projects, refer to IRS ruling
information in the LEADERSHIP POLICY AND PROCEDURE MANUAL.
2. Separate Accounting
The
Chapter shall keep a separate accounting of all proceeds received from
fund raising projects.
3. Operating Expense Caution
Fund
raising proceeds shall be used for the project designated.
4. Possible Deficit Obligation
No
Ways and Means project shall be undertaken which could create a deficit
obligation for the Chapter without Governing Board approval.
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. Complimentary Membership
Each
year the Executive Vice President of the Punta Gorda-Port Charlotte-North
Port Association of REALTORS® will be given a local membership by the local Chapter.
B. Complimentary Invitation
A
complimentary invitation to the Board President shall be extended for
each Chapter meeting.
C. State or National WCR Office
When
a member of the Chapter is elected to 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.
D. Honorary Members
Honorary Members will be voted on by the governing Board. Dues for the Honorary members will be the same as local Affiliate dues.
VIII. Awards and Recognition
A. REALTORS of the
Year
Awards shall be presented to our members in various categories,
as outlined in the
attached Awards criteria, Exhibit B. The categories shall be Founders Award,
Realtor of the Year, Affiliate of the Year, Rising Star Award,
Extra Effort Award
and Honor Circle Award.
B. Education Assistance Program
Current
and active members are eligible for funds to further their education
in the real estate profession.
WCR
recognizes all Nationally approved designation classes and other Leadership
oriented courses as approved courses.
An
educational scholarship may be awarded to a non-member of Women’s Council
of Realtors from time to time and as the budget may allow. The criteria for this scholarship are outlined in the attached
Scholarship criteria, Exhibit “C”.
In order to receive these funds, an applicant must:
1. Be an active member in good standing for at least one year.
2. Be an Officer, Committee Chairperson or actively work on Committees.
3. Applicants must be voted on and approved by the Governing Board.
Each
approved applicant can receive up to one scholarship per year, not to
exceed $200.00.
IX. Sponsors
CHAPTER
SPONSORSHIPS
The Chapter will seek affiliate/corporate sponsorships to help defray the expenses of operating the Chapter business and to provide additional scholarship funds for the membership. Sponsors may be individuals or companies and are not required to be members of the local chapter or the local Association of REALTORS. Commit by 12/22 and payments may be split. 50% due 1?15/05 and Balance due 4/01/05. Sponsorships will be offered at the following levels:
ALL
SPONSORS RECEIVE:
• Recognition on web page
• Link to your company's web page
• Recognition at every general meeting
• Recognition in every newsletter
•
Web page ad 4" x 7" on ?WCR Pt Charlotte/Punta Gorda/North
Port Web site
• Coupon book for all 8 luncheons to use anytime during 2005
• Meeting Sponsor for one luncheon which includes 3 minutes at
the microphone to speak about your company
• Automatically a level 3 sponsor for the Fall Fund Raiser with
the option to pay to be a level 4 sponsor.
B. Platinum Sponsorship
- $800
•
Web page ad 3.5" X 4" on WCR Pt Charlotte/ Punta Gorda/ North
Port web site.
• Coupon book for four luncheons to use anytime during 2005.
• One minute at the microphone to speak about your company at one
WCR luncheon.
• Automatically a level 2 sponsor for the Fall Fund Raiser with
the option to pay to be a level 3 or 4 sponsor
C. Gold Sponsorship
•
Web page ad 2" x 3.5" (business card size) on the WECR Pt.
Charlotte/ Punta Gorda/ North Port Web site
• Full Table display at one WCR luncheon
• Automatically a lever 1 sponsor for the Fall Fund Raiser with
the option to pay to be a higher lever sponsor.
D. Ruby Sponsorship
•
Logo on web site for WCR Pt. Charlotte/Punta Gorda/North Port Web site
• Share table with all other ruby sponsors to display materials
about your company at one WCR luncheon.
MEETING SPONSORSHIPS
Please
refer to the Sponsorship guidelines.
The Chapter will also seek sponsors for the annual fundraising
events. Guidelines
for these sponsorships will be determined on an annual basis
by the Fundraising
Event Committee.
