STANDING RULES OF THE LAKE HAVASU AREA
CHAPTER OF WOMEN’S COUNCIL OF REALTORS®
Revised: 02/11/2010
MONTHLY BUSINESS RESOURCE MEETING:
These meetings shall be held on the 2nd
Thursday each month. Registration and networking begin at 11:30, the program
and luncheon begin at 12 noon at (a location to be determined). All attendees shall pay the prevailing
meeting charge, which includes lunch.
Attendance at these meetings will be forwarded to the Secretary and the
Nominating committee.
GOVERNING BOARD MEETING:
These meetings shall be held on the 2nd
Thursday each month at 10:30 am at a location to be determined by the
President.
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 function of the Chapter and shall be announced in the notice for that
function.
3. Billing
Billing for all no shows shall be made within 7
days of the event, by Chapter Treasurer.
4.
Fee
Policy
Members attending a Business Resource Meeting or a
ticketed function shall be charged for the meal or refreshments whether they
eat or do not eat. Early bird discounts may apply to some events to facilitate
in planning.
5.
No
reservation
If members wish to attend a function without a
reservation, they shall be accommodated on a space available basis only.
6. While meeting attendance is not
mandatory, all members are encouraged to attend on a regular basis. Attendance will be recorded at the door and
kept on file by the Secretary, Nominating Committee and Hospitality Committee.
INFORMATION FOR GOVERNING BOARD:
The incoming President shall prepare updated
job descriptions and duties for the incoming Officers and Committee
Chairpersons. Job descriptions will be posted on the website by
July 15th. .
After attending Leadership Academy in August, the
President Elect will establish a date and time for a Governing Board Orientation
following the October Elections.
After elections and before Orientation, the
President Elect shall seek out the most qualified members as Committee
Chairpersons and deliver them a copy of job descriptions and duties of their
particular committee. Officer and Committee Chair nominees must sign a Consent to
Serve form prior to election or appointment.
The incoming President shall obtain a Leadership
Policy and Procedure Manuals to be available at all Governing Board and
Business Resource Meetings.
Annual Election Meetings shall be held prior to
October 15th each year. Results of the election shall be reported to
National by the outgoing Secretary no later than November 1st.
All Board Members are expected to attend all
Governing Board and Business Resource meetings.
Any absences should be reported to the President in advance. In addition, the Officer or Committee Chair
should find a replacement to fulfill their responsibility for the missed
meeting.
PRESIDENT, PRESIDENT-ELECT, VICE-PRESIDENT
OF MEMBERSHIP, SECRETARY AND TREASURER:
All Chapter Officers shall abide by the WCR Bylaws,
the Chapter’s Standing Rules and perform all duties as outlined in the
Leadership Policy and Procedure Manual and others such as prescribed by the
President and the Governing Board. The
President, President Elect and Treasurer, shall be bonded signatories on all
bank accounts of the Chapter. Two signatures
will be required on all checks.
TRAVEL:
Budgeted travel expenses and registration fees for
the President and President-Elect, shall be established in the annual budget
for attendance at the National, Regional and State WCR meetings, unless funding
is received from another funding source.
Budgeted travel expenses and registration fees for
the Vice-President of Membership, Secretary, and Treasurer shall be established
in the annual budget for attendance at the Regional and State WCR meetings,
unless funding is received from another funding source.
Reimbursed items will include coach airfare with
21-day advance purchase or ground transportation (at the rate per mile as set
by the IRS); hotel accommodations at the lowest available rate for double
occupancy, early bird meeting/event registration and tickets for WCR functions
that Officers are expected to attend.
Budgeted Officers shall receive a reimbursement for meals (excluding
alcoholic beverages) and miscellaneous expenses not to exceed the
annual travel budget. No travel expenses
will be advanced to an individual. All
reimbursements will be made after attending the events.
The President and President-Elect and
Vice-President of Membership (if budgeted)
are required to attend the following functions, when held, at National,
Regional and State meetings: President’s Workshop, Governing Board meeting,
Business Resource Meeting, General Assembly/Sessions, State and Regional
Caucuses, Annual National Election, WCR Installation Dinners, WCR Dinners,
Luncheons and Breakfasts, National President’s (Incoming and Outgoing)
Receptions, and other functions as prescribed by the Governing Board of the
Chapter and give report of these functions at the following Business Resource
Meeting.
COMMITTEE CHAIRS:
All outgoing Committee Chairs shall pass Committee
materials on to the incoming Committee Chairs.
All Committee Chairs are authorized to appoint
sub-committees in order to carry out committee responsibilities.
THE ENTREPRENEUR OF THE YEAR and
MEMBERS OF THE YEAR AWARDS:
Committee
Candidates for the awards will be selected based on
predetermined criteria. It is not mandatory
to select Members of the Year. Award
Winners will be selected by a special committee chaired by the most immediate
past president able to serve, the current LCP, and the most recent recipients
of these awards also able to serve. The current LCP also appoints two or more
REALTOR® members from the General Membership to result in a committee of seven
members. Four committee members shall constitute a quorum. No more than one
member from any company shall serve on the selection committee.
ENTREPRENEUR OF THE YEAR AWARD CRITERIA
Eligible
Nominees
1) Must be a member of National WOMEN’S COUNCIL OF
REALTORS® for minimum of one year.
2) Should have been a REALTOR® or
REALTOR-ASSOCIATE® for a minimum of one year.
3) Sales Agent Application form
must be signed by Association Executive Officer or Broker. Broker/Manager/Owner
Application form must be signed by Association Executive Officer.
4) May not be a current Line
Officer
Procedure:
The Committee will distribute a Call for
Nominations to the General Membership at the regular September Business
Resource meeting, in chapter newsletter, on Web site, etc. Nominations will be
submitted to the Committee before the annual October elections at which time
nominations shall be closed.
The Award Recipient’s name, photo and nomination
form must be submitted to National WCR by December 1.
Judging Criteria
50% Business Accomplishments:
5%
Production
5%
Education
10% REALTOR® Local/State/National Leadership
15% Served As a Mentor to Other Women in the
Profession
10% Political/Business Community Involvement
5% Career
Achievements
MEMBER OF THE YEAR AWARD CRITERIA
Eligible Nominees must:
1.
Be
a current member in good standing for a least one year.
2.
Not
be a current Line Officer
3.
Have
attended at least 50% of Lake Havasu Area Business Resource Meetings during the
current year.
4.
Have
chaired or actively served on a committee.
Procedure
At the annual election, all members will be able to
submit their candidates for the REALTOR® and Affiliate Members of the
Year. After the ballots are collected
the committee will meet to determine the award recipients based on the
following criteria:
Judging Criteria
REALTOR® Member of the Year Award:
60% Local Lake Havasu WCR involvement.
20% State and National Chapter involvement.
10% Local LHAR Association involvement
10% Community involvement
AFFILIATE Member of the Year Award:
60 % Local Lake Havasu WCR involvement
10 % State and National Chapter
involvement
20 % Local LHAR Association
involvement
10 % Community involvement
The Awards:
The Award Committee shall be responsible for
obtaining a recognition pin, if available, and printing and framing a
certificate of recognition for each award recipient to be presented at the
December Business Resource Meeting.
In addition, a Entrepreneur of the Year Award Pin
is available for purchase by chapters from the National WCR Web Store to award
to winners.
Recognition of Entrepreneur of the Year and Members
of the Year Award Recipients will be
incorporated into chapter promotions of other chapter award winners, i.e.
recognize at awards banquets, in programs, in newsletters, on Web site.
NANCY CHARLES SPIRIT AWARD SCHOLARSHIPS
Each year the Chapter will budget funds for the
Nancy Charles Spirit Award as scholarships to assist members in funding their
personal expenses to attend State, Regional and National Conferences.
The requirements to apply for scholarships are:
·
Must be a National REALTOR®, National
Affiliate or Local Affiliate, in good standing, of the Lake Havasu Area Chapter
of WCR.
·
Be
a member of the local chapter for a minimum of 6 months.
·
Attend
a State, Regional or National meeting.
·
Must
be a (non-funded) officer, chairperson or active committee member in the local
chapter (to be determined by the Chapter President and the Awards Committee.
·
Proof
must be provided that the event was paid for by and attended by recipient.
·
Only non-company or non-chapter reimbursed
expenses will be considered.
·
If
the event cost is at least $250 and the
member meets all of the Arizona Karen Franz Scholarship criteria, the member
may also apply for the state scholarship.
·
Scholarship
funds will be distributed only after eligibility has been confirmed.
·
Requests
for reimbursement must be made within 30 days of the completion of the event.
·
Reimbursement
will be up to $100 or the event cost whichever is less.
·
A
maximum of one scholarship per member will be awarded each year.
·
The
total number of scholarships will not exceed the yearly budgeted amounts.
·
The
Chapter President and the Awards Committee will meet to evaluate applications.
·
Once
approved, the funds will be disbursed at a local Chapter Business Resource
Meeting when recipient is in attendance.
PARLIAMENTARIAN:
The Chapter Secretary shall act as the
Parliamentarian and have copies of the Robert’s Rules of Order for reference at all Governing
Board and Business Resource Meetings.
INSTALLATION OF OFFICERS:
The outgoing President shall, with the Hospitality
Committee, arrange the format of the installation ceremonies to be held at the
December Business Resource Meeting;
The incoming President shall select the Installing
Officer.
The outgoing President shall have the duty of
obtaining the incoming President’s pin at the expense of the Chapter in
sufficient time for presentation at the Installation Ceremony.
The incoming President shall obtain, at the expense
of the Chapter, a plaque or gift to be presented to the outgoing President at
the Installation Ceremony. The outgoing President shall obtain, at the expense of the Chapter,
plaques or gifts to be presented to the other outgoing officers at the
Installation Ceremony.
INDUCTION OF NEW MEMBERS:
Upon membership approval of the Governing Board,
the Vice President of Membership shall conduct an induction ceremony for
new members during a special orientation
meeting. The Vice President of
Membership shall present each new REALTOR® and National Affiliate Member a membership pin, a New Member Packet see
LPPM for guidelines and a membership roster at their induction. Each new member
shall be introduced individually by the Vice President of Membership at the next Monthly Business Resource Meeting and given a brief
opportunity to tell the group of their business affiliation, etc.
NEW MEMBERS:
Cards or a letter of congratulations and welcome,
including an invitation to join a committee of their choice, shall be sent to
each new member by the Vice-President of Membership or Membership Marketing
Committee.
GUESTS:
All meeting guest speakers shall receive a
complimentary meal. The Program Chair
shall be responsible for presenting all guest speakers with a thank you note
from the Chapter at the expense of the Chapter.
National or State Officers and Governors, at the
invitation of the Chapter President, shall receive a complimentary meal.
Non-members shall be allowed to attend no more than
two meetings as a guest prior to joining. The Hospitality Chair and the Vice
President of Membership are responsible for monitoring this attendance. Any
exceptions to this policy are at the sole discretion of the President.
DUES:
Dues shall be nonrefundable.
In addition Local Affiliate members shall pay a one
time application fee of $50.00. The
Vice-President of Membership shall be responsible for billing and collecting
Local Affiliate dues.
National Affiliates joining a second chapter shall
be local affiliates in the second chapter and pay all the fees associated with
that membership.
REMEMBRANCES:
Upon notification of a member or member’s immediate
family death or hospitalization of a member, the Chapter Secretary or
Hospitality Committee Chair may send flowers or a contribution to the member’s
family at a cost not to exceed $50.00.
In the case of an illness of a member, the Chapter Secretary or
Hospitality Committee Chair shall send an appropriate card in the name of the
Chapter.
CHAPTER EXPENDITURES:
The President, subject to the approval of the
Chapter Officers, shall be the only individual authorized to enter into
contract agreements which incur financial or other liabilities to the
Chapter. All income and expense requests
must have backup documentation and properly filled out forms. Any expenses not
budgeted over $500 should be approved by the Governing Board
AUDIT:
A minimum of a quarterly audit is to be performed
by members of the Finance and Budget Committee. The 3 member Audit Committee
shall be appointed in November by the incoming President, This committee shall
make an annual report at the January meeting.
IRS GUIDELINE
Due to new IRS requirements effective with the 2007
tax year, all Chapters Must File an Information Return
If the chapter has gross revenue of $25,000 or
less, it is required to file an annual electronic notice, Form 990-N
(e-Postcard) under the direction of the President and Treasurer.
The e-Postcard
requires the following information:
• Federal Employer
Identification Number (FEIN)
• Tax Year
• Chapter Name and mailing
address
• Name and address of a
principal officer
• Web site address if the
organization has one
It is recommended that the chapter
consult an accounting or legal professional in preparing and filing an annual
electronic notice.
CHARITABLE
DONATIONS
WCR is a professional business association, not a
charitable foundation or fraternal organization. The main focus of each
Chapter is to prepare our members for success as leaders in the industry and
the community. Members are encouraged to donate their time to causes and
charities of their choice. If the organization decides to participate in
charitable giving the following guidelines must be followed.
·
The incoming
President has the authority to designate a charity for the year of his or her
presidency.
·
The request to
donate funds from an event must be made when the event is proposed and the
Board is approving the event budget.
·
Up to 10% of the net
proceeds of an event may be donated to charity. In addition, up to of 5%
of the event proceeds may be donated to replenish the Nancy Charles Spirit
Award.
PROCEDURE FOR CHANGING STANDING RULES:
A standing rule may be changed, added or deleted by
majority vote of the Voting Members present at any regular Chapter Governing
Board Meeting after which notice to general membership is made. Copies of Revised Standing Rules will be
provided on the chapter website and notice sent to all Members.
Revised 02/11/2010, 11/19/2009, 10/09/2008, 06/27/2006.
