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STANDING RULES
Women’s Council of Realtors points with pride to the development of examples of Standing Rules for Chapters and suggestions for their possible use. Bylaws cannot be waived or suspended and are not easy to amend. Standing Rules provide continuity to the Chapter by setting operating policies that can be referred to year after year to determine what procedure is followed. We request that each Chapter study the material provided and adopt those standing rules that will be beneficial to their Chapter.
A Standing Rule:
· Is a rule related to the administration of a society rather than to parliamentary procedure.
· An example of a Standing Rule (per Robert’s Rules of Order) is one which sets the hour at which meetings of a society are to commence.
· A Standing Rule can be adopted by majority vote at any meeting.
· A Standing Rule remains in force until amended or rescinded. It does not bind future meetings if a majority desires to suspend it temporarily for the duration of a particular meeting.
· A Standing Rule can be amended by a two-thirds vote without previous notice at a meeting of a society OR it may be amended by a majority vote if prior notice was provided.
· A Standing Rule can be suspended by a majority vote of a society for the duration of a meeting.
· A Standing Rule can be rescinded by a two-thirds vote without previous notice or by a majority vote after notice on at least the preceding day.
· Standing Rules are intended to solve a need by stipulating procedures that a Chapter will follow in certain situations and yet provide the flexibility to change those procedures should the need arise.
Meetings
A. Chapter Meetings
Regular Chapter meetings shall be held on the 3rd Friday of each month unless otherwise notified.
1. Annual Election Meeting
The Annual election Meeting shall be held in September. It may be held in conjunction with a regular Chapter Meeting.
B. Governing Board Meetings
Governing Board Meetings shall be held a minimum of two weeks prior to the regular Chapter Meetings. (Usually the 1st Thursday of each month unless otherwise notified.)
1. Unexcused AbsenceAny appointed member of the Governing Board with two or more unexcused absences shall be construed as having resigned from the Governing Board. Excused Absences should be called in to the Secretary or President prior to the scheduled meeting.
2. Reinstatement Such members whose seat was vacated in this manner may apply for reinstatement within 30 days and shall require a majority vote of the Governing Board.
II. Elections
A. Officer’s Consent to Serve
Officer nominees shall sign a consent-to-serve form after reading their job description.
B. Procedures
1. Rules of the Day
(a) Election of Officers shall be via Voice, Roll Call Vote, or Written Ballot if there are two or more nominees for an office. Each active National and 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.
(b) Voting by Proxy 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.
B. Selection of Installing Officers and Mistress of Ceremonies
The incoming President shall select the Installing Officer and Mistress of Ceremonies.
IV. Officers Duties & Responsibilities
A. President-Elect
In the absence of the President, the President Elect shall reside at meetings and perform duties as necessary. The President-Elect shall attend the Leadership Academy and act as ex officio for appointed committees.
B. 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 copy of minutes to each member of the Governing Board or General Membership (whichever is applicable.) 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 Installation.
C. Treasurer
All monies received by the Chapter shall be deposited in the account of the Central Oregon Chapter of the WCR in a financial institution selected by the Governing Board.
One signature shall be required on all checks up to five hundred dollars ($500.00); two signatures shall be required for amounts over $500.00. The President and the Treasurer are the designated signatories.
All monies collected by the Chapter (with the exception of dues from National members which are sent directly to the National WCR office) shall be turned over to the Treasurer within three (3) business days of receipt and shall be deposited into the Chapter Account within five (5) business/working 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 on to the National WCR Office by the Vice President of Membership.
Note: To ensure the goals and objectives of the WCR are being fulfilled and carried out through the Chapter committee actions, many chapters assign and charge Officers with the responsibility to meet with and act as liaison between various Chapter Committees and the Governing Board.
It shall be understood clearly that such assigned Officers have no vote and serve strictly as an observer. For example: The Treasurer shall attend the Ways and Means Committee meeting, or the Secretary shall attend the Publicity and Public Relations Committee meeting. Committee visitation gives the Officers the opportunity to be more knowledgeable about the Chapter’s operational structure.
D. Committee Chairman
All outgoing Committee Chairmen shall make a written report on the Committee materials to the incoming Committee Chairmen. The incoming Committee Chairmen shall recommend possible members to serve on their Committee for the incoming President to consider.
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 the Chapter Secretary for immediate deposit. National Membership Applications and Dues shall be forwarded by the Vice President of Membership to the National WCR Office. National and Local Affiliate
Membership in the Central Oregon Chapter of the WCR shall each be as follows: National affiliates shall be limited to 30% of the total membership and Local affiliates shall be limited to 15% of the total membership. When there is more than one Affiliate Member of a company, the company shall designate one National Affiliate Member and all others in the same company will be designated as Local Affiliate Members.
2. Welcome
Email notification, 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. (Hospitality and Registration Committee Chairs are to notify the President of new members prior to the General Meeting.)
3. Induction Ceremonies
An Induction Ceremony for New Members shall be conducted by the Vice President of Membership during a regular Chapter Meeting. As applies, 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., a family member or friend), after the second attendance the guest will be strongly encouraged to apply for membership.
VI.Financial Matters A. Reimbursement of Expenses
The President, President-Elect, VP of Membership or any other approved individual’s eligible and budgeted travel and lodging expenses, as determined by the Governing Board, shall be reimbursed by the Treasurer after the function and/or upon verification of receipts, bills, etc. Reimbursed food expenses shall be limited to $50.00 per day. When applicable, Lodging is to be shared by officers.
A person who is approved for leadership travel may be eligible for reimbursement prior to travel of up to $500 per person per trip for expenses associated with advanced reservation requirements such as registration, airfare, and/or hotel reservations. In the event the traveler is unable to attend travel plans, they will reimburse WCR within 30 days or enter into a payment plan with WCR upon approval of the Governing Board.
(Revised 1-11-2010)
Non-budgeted expenses shall be reimbursed with the approval of the Governing Board.
Responsibilities and requirements for receiving reimbursements include: attending meetings, functions and classes, etc., and an obligation to file a written and oral report to the Governing Board and/or General Membership as appropriate.
B. Guest Policy
1. Speakers/Performers
All Speakers/Performers shall receive a complimentary meal and/or a special gift or recognition, as determined by the Governing Board and as applicable to the meeting or event. The Hospitality Committee will send thank you notes to all Speakers/Performers.
2. Non-Members
Qualified prospective members may be brought to the regular Chapter Meetings as a guest three (3) times only in the previous 6 month period 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 prepaid Central Oregon 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 the Reservation Committee within 48 hours prior to an event, the member will be billed and obliged to pay to remain in good standing with the Chapter.
2. Cancellation Deadline
Cancellations must be received by the Reservation Committee 48 hours prior to the event so that the Chapter does not get billed.
3. Billing
Billing for un-cancelled ticketed functions shall be made within three (3) business days of the event. This billing shall be sent out by the Reservation Committee.
4. Fee Policy
Members attending a ticketed function shall be charged for the meals 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.
D. Memorials
Appropriate Memorials for Members or member’s immediate family member (spouse, parent, and/or child) will be determined on a case-by-case basis as needed.
VII. VIP Policies (Note: Much care and caution should be given to any special privileges conferred by the Chapter such as VIP Policies. Any expenditure shall be included in the current year’s budget.)
A. Complimentary 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 State or National WCR Office, any expenses allocated by the Chapter shall be determined 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 a unanimous vote of the Governing Board. Honorary Members shall be exempt from paying Local Dues. Honorary Members shall not have voting privileges. (Note: Determine the qualifications of honorary memberships and exercise extreme caution in conferring any honorary memberships.)
VIII. Awards and Recognition
A. Member of the Year and Business Woman of the Year
1. Member of the Year and Business Woman of the Year Committee Chairman and Co-Chair 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 Central Oregon Chapter), and members of the Governing Board or General Membership.
3. The Committee shall make presentation of the awards during the Annual Installation of Officers Meeting in November. (Recipients are to be reported to National by December 1.)
Local Honoree’s should be recognized at the Annual State Convention or state meeting (at the same time the State Chapter Award is presented.)
4. Member of the Year and Business Woman of the Year recipients shall be presented an appropriate Certificate stating the Title of Award, Recipient’s Name, year Honored, and Women’s Council of Realtors®
5. Eligible Nominees:
a. Current Member of WCR.
b. Should have been a Realtor, Realtor Associate or National Affiliate Member for a minimum of three (3) consecutive years.
c. Shall be an individual selected for recognition by the Local Chapter based on participation and effort on behalf of the benefit and growth of the Women’s Council of Realtors® with a particular emphasis on the integrity and betterment of the Central Oregon Chapter.
d. To avoid any possibility of this award going automatically to a current Local or State officer, these individuals shall be ineligible to receive the award during or within one year after their term of office. This does not preclude past Presidents or other officers from receiving this award.
B. Scholarships
1. A minimum of two (2) scholarships (minimum of $150.00 ea.) shall be budgeted for any real estate educational offering.
2. Scholarships to be awarded at a general meeting.
3. Any current Member (National or Local, Realtor or Affiliate) may apply for scholarship to pursue any real estate educational offering. Applications shall be available from the Scholarship Committee Chairman, Vice President of Membership, or the Chapter President.
C. 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 the Presentation, Contribution or Accomplishment, and Central Oregon Chapter of Women’s Council of Realtors®.
Examples of outstanding achievement may be as followsJ
1. Membership Recruitment
2. Political Involvement
Supporting the effort and goals of the Women’s Council of Realtors® and the National, Oregon and Central Oregon Association of Realtors®.
3. Exceptional Efforts to Increase Awareness of the benefits, goals, and purpose of the Women’s Council of Realtors®.
4. Promotion of Unity, Growth, and Goodwill of the Central Oregon Chapter of the WCR at the State, Regional and/or National levels.
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) day’s prior to the January meeting in which it is to be approved by the Governing Board and General Membership
2. Audit
The Outgoing Treasurer’s books shall be audited at the December meeting. The Committee shall include the Outgoing and Incoming Treasurers, the Outgoing President and one other member appointed by the Incoming President
3. Ways and Means
No Ways and Means project shall be undertaken which could create a deficit obligation without Governing Board approval.
B. Eligibility to Run for Offices
1. All candidates for local chapter offices should preferably have attended at least four (4) out of the previous eight (8) Local meetings and at least one State or National Meeting.
2. All candidates must be National members in good standing with WCR.
3. Candidates for President-Elect and Vice-President of Membership must be Realtor® members while candidates for Secretary and Treasurer may be National Affiliate members.
4. The President-Elect should preferably have been a two (2) year member of WCR and served on a committee (preferably having chaired the committee).
5. The Vice-President of Membership should preferably have been a two (2) year member of WCR, served on a committee (preferably having chaired the committee).
6. The Secretary and Treasurer should preferably have been members of WCR for at least one (1) year, served on a committee, (preferably having chaired a committee).
C. Nominating Committee
The Nominating Committee will be appointed after the Election of Officers is completed at the annual Election Meeting in September.
The Nominating Committee Chairman shall be the most recent Outgoing President able to serve.
Membership: One member shall be elected 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.
Alternates (to be designated #1 and #2) shall serve only in the absence of a Committee member.
Members of the Nominating Committee shall serve during the calendar year subsequent to their election.
Terms: Nominating Committee Members shall not be eligible to serve successive terms, except those designated as alternates who were not required to serve as committee members.
REVISED SEPTEMBER 1, 2011
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