Policies and Procedures
OFFICERS AND THE EXECUTIVE COUNCIL OF THE CHAPTER
The Executive Council (EC) – Composition : The EC shall be composed of two groups: voting members and non-voting members.
1) Voting members shall be the Co-Chairs (2), Treasurer, Secretary, Member(s) At Large, and the Chairs of the Standing Committees.
2) Non-voting members shall be the Chairs of all standing committees as defined by the Chapters Bylaws, unless that Chair is already considered a voting member by other office or position.
3) All members of the EC shall be held to the same standards of reporting and attendance.
4) Voting members of the EC shall be referred to as ‘sitting' members for the purposes of defining decision-making processes within the Chapter's Policies and Procedures.
The Co-Chairs and Secretary of the Chapter shall be elected by the General Membership for two (2) year terms.
1) The Member(s) At Large shall be elected by the General Membership for two (2) year terms.
2) The Treasurer shall be appointed by the voting members of the EC, based on sound and verifiable experience in fiscal matters and accounting, and shall serve two (2) year terms.
3) The Chairs of the individual committees shall be appointed by the sitting EC.
4) The Chair of the Elections and Credentials Committee shall be selected from the EC and shall be appointed by the Co-Chairs.
5) The Chairs of all other standing and ad hoc committees shall be appointed by the sitting EC.
6) The election or appointment of voting members of the EC serving two (2) year terms shall be held/made in such a manner as to stagger the terms. Non-voting members of the EC shall serve at the pleasure of the EC, normally for two (2) year terms.
7) In the event of a vacancy in office, the selection or appointment of these EC positions shall be filled as per NLA-Central Florida Bylaws.
Duties and responsibilities of the Chapter Officers:
Co-Chairs: (President and President Pro Tem) shall:
a. Share responsibility for the overall operation of the Chapter.
b. Preside at all meetings (Each Co-Chair alternating as presiding executive) of the EC and the General membership Meeting.
c. Have the sole authority to speak on behalf of the Chapter, subject to guidelines established by the EC.
d. Submit to each meeting of the EC and the General Membership Meeting a complete report and statement of the affairs of the Chapter.
e. Serve a term of two (2) years. Initial election of Co-chairs will have one term lasting only one year.
f. Not serve more than one consecutive term as President.
1) SECRETARY: The Secretary shall:
a. Ensure that minutes are taken, recorded and kept of all EC, General membership Meetings. Prepared minutes from these meetings must be distributed to the appropriate persons in a timely fashion.
b. Prepare reports of all meetings for publication in the official medium of the Chapter.
c. Maintain and make available for distribution accurate and up to date bylaws of the Chapter.
d. Maintain a log of all policy, procedures and standing legislation of the Chapter.
e. Prepare and file all required federal, state and local documentation, other than financial.
f. Prepare and maintain a current roster, to include contact information, for all Officers, Executive Committee members, and members of Standing Committees to be disseminated to the Executive Committee as necessary.
g. Disseminate materials and records from out-going officers and committee chairs to new officers and chairs and provide all other material to the Chapter's archival records or securely destroy, as appropriate.
2) TREASURER: The Treasure shall:
a. Be responsible for the accounting and management of all monies of the Chapter.
b. Monitor the receipt and distribution of all funds, making such distributions at the direction of the EC.
c. Provide current financial status of the Chapter at meetings of the EC and the General Membership.
d. Maintain the financial records in a condition ready to be audited. The Treasurer will cooperate and provide all necessary information for any requested audit.
e. Prepare and submit all required tax and financial reports.
f. Prepare and submit to the EC quarterly balance sheets and a detailed financial report following the close of the fiscal year.
g. Serve on the Budget and Finance Committee, but not as the Chair.
Election Process
1. During the election process, nominees for positions on the EC will declare only one position or office.
2. The EC will delegate to one of its members the responsibilities of any position left vacant during the election or whenever a position becomes vacant during an EC fiscal year until such time the position can be filled through a special election.
3. To qualify as a candidate for election, the nominee must be a voting member of the Chapter at the beginning of the month in which nominations were opened.
Removal for Attendance
1. Any member of the EC who misses two consecutive EC meetings without notifying the President of their absence prior to the meetings may be asked to resign from the Council by the EC.
2. The member in question must be notified of said request in writing by the Co-Chairs of the Chapter.
3. EC meetings as referenced above are defined as the scheduled quarterly meetings of the EC.
4. The member who has been asked to resign has the right to appeal to the EC at the next scheduled meeting of that body.
5. A simple majority vote of the EC will decide the appeal.
Removal of EC Members – General
Any member of the EC may be removed by a three-fourths (3/4) vote of the sitting EC or by a two-thirds (2/3) vote of the General Membership by ballot. Prior to the discussion and vote for suspension or removal, the officer in question must be notified according to due process and be allowed to address any charges.
1. Removal from office does not mandate a revocation of membership unless specific action to do so is also undertaken and approved by the EC as according to current Policies and Procedures.
2. The person in question shall be informed of any comments, discussion, or accusations made public in any of the Chapter's publications, prior to publication, and afforded the opportunity to present counter arguments or rebuttals to such, to be published within the same issue of said publication.
3. The person in question shall be notified before any vote effecting their standing, and have the right to present rebuttal as they may choose.
4. Any removal from Office shall be conducted according to the most recent version of Robert's Rules of Order, and no person shall be removed from a lesser or lower position of Membership or Office in the Chapter before they are removed by due process from any higher position they may occupy.
5. This removal process shall not apply to Chapter Representatives since individual Chapters are responsible for nomination, election and removal. See Article III Section G.
Vacancy in Office
If an office becomes vacant for any reason and there is more than 3 months remaining in the term, the EC shall, by a two/thirds (2/3) vote of the body, appoint an interim officer to fill the position. The EC shall also announce the name of the interim officer, and call for nominations from the general membership to fill the vacated office in the next General Election if the position is an elected one. It is the responsibility of the EC to notify the general membership, and through all Chapter publications, call for nominations in a timely manner.
1. The interim officer may place their name in nomination.
2. Any person either selected as an Interim Officer, or nominated to fill the vacancy, must be eligible to hold such office, according to current Policies and Procedures, and the bylaws of the Chapter.
3. The interim officer will be excused from office at the completion of the election process, unless elected by the General Membership to that office.
4. The newly elected officer's term will be for the remainder of the term left vacated.
5. This process does not apply to Chapter Representatives since individual Chapters are responsible for nomination, election and removal.
Vacancy due to incapacitation, death or resignation of a Co-Chair:
1. In the event that a Co-Chair of the Chapter shall become incapacitated or incompetent due to illness or accident, the remaining Co-Chair shall carry out all duties during the period of incapacity or incompetence. If such period of incapacity or incompetence appears that it will last beyond two (2) weeks time, the duties of the other Co-Chair shall be carried out by such board member as is elected or appointed by the EC in an emergency meeting to be called by the existing Co-Chair as acting President.
2. In the event of the death or resignation of a Co-Chair of the Chapter, the duties of the that Co-Chair shall be immediately carried out by the remaining Co-Chair as Acting President until such time as the next regular general election. Such a board member as is elected or appointed by the EC in an emergency meeting shall carry out the duties of the remaining Co-Chair.
Financials
1. Receipts for approved expenses made on behalf of the Chapter to be considered for reimbursement must be delivered to the Treasurer attached to the Chapter's approved reimbursement request form within thirty (30) days from the date of the expenditure. If not, the expenditure must be brought before the EC for approval. If expenditures exceed the budget limits set for the activity, reimbursement must be approved by the EC.
2. The Chapter's Treasurer will produce as part of his or her monthly financial report the following:
a. copies of the monthly account balance sheet (1 per EC member).
b. copies of the monthly bank statement.
c. copies of the monthly activities of the account to include income and expense details.
3. The Chapter's Treasurer will have financial records, noted in item 6, available at all EC meetings, and upon request of an EC member, will allow members to review the material, but at no time will original materials be removed from the official records or the care of the Treasurer except as noted in 11 below. Any chapter member may petition the EC by attending an EC meeting and request to see any of the records covered in item 6 under the supervision of the Treasurer or a co-chair as designated by the EC.
4. The Chapter's Treasurer will have a copy of the monthly bank statement and a monthly account activity statement at each general meeting.
5. A special audit of the financial books of the Chapter can be called for either by a majority vote of the EC, by a majority vote of the membership or by written request of ten (10) members, two (2) of which must be EC members made to the EC.
6. The Executive Committee will set general budgetary guidelines for all on-going National Leather Association – Central Florida activities such as the Website, membership, and secretarial functions. The EC will set spending limits for all special activities and parties.
7. At the July EC change-over meeting, the newly elected EC will appoint a committee of three (3), composed of the second year co-chair, one member-at-large and a non-EC Chapter member who will audit all financial books and related materials for the previous year. Their report will be due at the August EC meeting and presented to the full membership at the September meeting.
Chapter Administration
1. The designated official spokespersons for the Chapter shall be the Co-chairs. These designated official spokespersons may speak only to established Chapter philosophy, policy or procedure. Any clarification that involves the Chapter and speaks to or from an individual's role within the Chapter, which expresses opinion or offers information not already approved by the membership, must be approved in advanced by a majority of the EC.
2. Chapter individual dues shall be set as follows. The annual chapter dues shall be $10.00. An additional $5.00 per month shall be collected from each member to cover discretionary expenses. Dues and the monthly discretionary expense fee may be paid in total annually or paid separately as the membership dues and as a combination of allotment types for the monthly discretionary expense fees.
3. A Chapter website will be maintained by the membership and managed by a member webmaster.
Membership
1. INDIVIDUAL MEMBERS:
d. Definition of an Individual Member: Any individual who supports the Association's Statement of Purpose and bylaws, has attained legal majority in the jurisdiction in which they live, and pays the required dues may be considered for Individual Membership.
e. Privileges of Individual Membership: Individual members can vote in all of the Association's elections, hold an office in the Association, propose nominees for offices in the Association, receive the Association's periodicals, and any other privileges as may be determined by the EC.
2. AFFILIATE MEMBERSHIP (CHAPTER):
f. Definition of Affiliate Member: Any not-for-profit organization that supports the Statement of Purpose of the Association and pays required dues may be considered for Affiliate Membership.
g. Privileges of Affiliate Membership: Affiliate members shall be entitled to designate one voting representative to vote in the Chapter's election(s) in the name of the Affiliate, and propose nominees for offices in the Chapter. They shall also receive the Chapter's periodicals and advertising opportunities, receive opportunity for inclusion of their events in the Chapter's calendar and other privileges as may be determined by the EC including but not limited to the use of the National Leather Association-International (NLA-I) logo in advertising and promotions.
h. Admission to Membership: Organizations that meet the criteria described under definition of “Affiliate” may make application to the Membership Committee. The Membership Committee shall evaluate the application for eligibility and forward their recommendation to the EC.
i. The EC will confirm or reject the application and forward notification to the Affiliate. The original application must be accompanied by remittance of appropriate dues.
3. COMMERCIAL MEMBERS:
j. Definition of Commercial Membership: Any Business, which supports The Statement of Purpose of the NLA-I and pays the required dues may be considered for Commercial Membership.
k. Privileges of Commercial Membership: To receive the Chapter's official periodical and to receive advertising opportunity in that publication, to be represented on the EC by the Commercial Membership Chair, receive opportunity for inclusion of their events in the Chapter's calendar and other privileges as may be determined by the EC.
l. Admission to Membership: Businesses that meet the criteria described under definition of Commercial membership may make application to the membership Committee. The Membership Committee will evaluate the application for eligibility and forward their recommendation to the EC. The EC will confirm or reject the application and forward notification to the Business. The original application must be accompanied by remittance of appropriate dues.
4. All applications for membership received after the monthly general meeting and before the next EC meeting will be presented via an updated roster at the regular EC meeting by the Membership Chair or in his or her absence someone he or she has designated.
5. Chapter Membership Applications will be processed in the following manner:
m. Applications are received by the Membership Chair and all information is reviewed for completeness, including but not limited to, ensuring that both International and Chapter applications are completed or that NLA-I membership is current from the Chapter report issued from NLA-I Membership Chair before processing application to local chapter.
n. NLA-I materials as applicable are forwarded to the appropriate parties.
o. Applications are filed by member last name.
p. Payments for local chapter dues are collected and mailed or given in person to the Treasurer along with a copy of the updated membership roster for deposit. Only check or money orders are accepted.
q. International applications (originals) and payments are mailed to the International Membership Chair for processing. A copy of the most recent local membership roster is also mailed indicating which applications are enclosed and other issues to be resolved by the NLA-I Membership Chair.
6. Within thirty (30) days after new & renewing members have submitted their application and related materials (NLA-I application or proof of NLA-I membership), they will receive the following:
r. NLA-Central Florida membership card.
s. Access to or copy of the NLA-Central Florida Bylaws and Policies & Procedures Manual.
t. Access to or copy of current year's Program schedule.
u. List and contact information for all of the Chapter's EC members, committee chairs and a schedule of the current projects being undertaken by those individuals.
7. These materials will be available at the second general meeting following submission and reading to the EC for pick-up by the new or renewing member, or will be mailed by the secretary if not picked up.
8. Individuals with financial hardship and wishing to apply for membership may petition the EC through the Membership Chair to have local dues waived. Appropriate documentation may be requested with the application. The matter of NLA-I dues would have to made through the process laid out by in the NLA-I Policies and Procedures document.
9. Renewing Membership:
v. Membership Chair mails each member a reminder, along with an application, of his or her pending membership expiration one monthly prior to the expiration date.
w. Member completes the application, mails the completed form to the address on the form or gives it to the Membership Chair during a General Meeting, and attaches renewal fees to the application.
x. The grace period for renewal is one month past the membership expiration date.
10. Age-based Sponsorship: Individuals age 18-21 will require the sponsorship of a current NLA-Central Florida member in good standing. The sponsoring member is responsible for mentoring and guiding the applying member for up to, but not to exceed 12 months.
Meeting Announcements
1. To speed the business conducted at the General Meeting, all announcements will be submitted to the secretary in writing or in the form of a flyer or sign for reading by one of the co-chairs; organizers of the related announcement can be available to answer questions after the meeting has been adjourned.
Disciplinary Action
1. Any member of the EC deemed not fulfilling his or her duties or considered having harmed the Chapter by his or her actions may be presented for consideration of removal by the general membership either by a majority vote of the EC or by a petition signed by 15 or more members in good standing of the Chapter and presented to the EC. When consideration for removal is received, the EC member will be notified in writing by a Co-Chair prior to it being taken to the membership for final action. The EC will present the proposal and related materials to the membership for action.
Conducting Business
1. Roberts Rules of Order shall be used when holding official meetings for NLA-Central Florida .
2. Minutes: All minutes taken at meetings of the NLA-Central Florida EC and at the NLA-Central Florida General Membership meetings will be completed & posted to the NLA-Central Florida electronic group file folder/website no later than ten (10) calendar days after the meeting takes place.
3. Roles and Responsibilities of the Members At Large: There will be one elected Member At Large position for each full count of 10 Chapter members. The number of Members-at-Large to be elected for the incoming EC is determined by the number of general members at the time of nominations each June prior to the election in July. The Members At Large are spokespersons for the general membership and assist with special projects on the EC and usually are assigned to also assist specific EC members such as the Membership Chair, Program Chair, Website, Treasurer, Social Chair, etc.
4. Ownership of Works Done for the Chapter: This policy covers artwork, drawings, sketches, graphics, documents, manuals, manuscripts, programs, ideas or inventions, as well as patents, trademarks and copyrights in such items, hereinafter referred to collectively as “Property.” When a person owning or having rights to Property consents to NLA-Central Florida use of that Property for a presentation, publication or event, NLA-Central Florida will use such property only for the purpose and in the manner consented to, and will acknowledge, where possible and in an appropriate manner, that person's rights to or ownership of the Property. To the extent Property is created at the request of NLA-Central Florida and exclusively for use by NLA-Central Florida (the “NLA Central Florida Property”), NLA-Central Florida will be the sole owner of all worldwide rights, titles, and interests in such NLA-Central Florida Property, and may use it for any purpose whatsoever. In that event, NLA-Central Florida will so inform the person(s) who creates the NLA-Central Florida Property, in advance of its creation.
a. NLA-Central Florida Property does not include presentations, notes, and materials by individual presenters at NLA-Central Florida educational programs, unless NLA-Central Florida commissioned those materials for exclusive use.
