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CPACDC Standing Orders
ANNUAL MEETING/YEAR END REPORTS: Each Board member (Officer, Director) and each Committee Chair is required to provide a year-end/annual report of their activities on behalf of CPACDC. This report is due to the Vice President by November 15th of each year, and shall be provided to the entire membership at the Annual Meeting in December. Annual reports shall also be published in CPACDC's newsletter. As each position in CPACDC has a Job Description, the Annual Report is a summary of goals achieved. The Annual Report shall be considered as a "job review" by the Board to monitor its own performance, and shall also be used by the members to aid in their decisions at Board elections, or to determine the necessity of a particular Chair position. BALLOT COUNTING COMMITTEE: The Ballot Committee is a special/adhoc committee, at the Board's discretion. The Chair of this Committee shall be a Board member with no compelling personal interest in the specific ballot votes at hand. The Chair shall be appointed by the Board. The Chair is free to select committee members from the roster of club members in good standing. The Committee shall consist of 3 members and its Chair may select up to 2 alternates. The Ballot Committee shall meet at a time and place of their convenience, which may be independent of a club meeting. The Chair must announce the meeting publicly at least a week in advance to permit the attendance of interested club members. The Ballot Committee Chair is responsible for preparing the Report of the Committee. This Report shall contain the current date, the names of the Committee members and the final vote tallies of the matter(s) at hand. In addition, the Report will list names of club members who cast valid votes, and names of those whose votes were invalidated. Votes are invalidated at the discretion of the Committee, which is obliged to follow Robert's Rules of Order on this matter. Any determination of "invalid" must be accompanied by a precise explanation. Should the Ballot Committee be convened for counting election results of Officers or Directors, their meeting must take place after January 1st but before March 1st of that year. Their Report must be made within 24 hours to the Club Secretary or other preauthorized Board agent, and follow club bylaws for presentation to membership. Should the Ballot Committee be convened for counting votes other than election of Officers or Directors, their meeting and reporting timeline shall be determined by the Board. Once the Ballot Committee Report has been presented to the Club Secretary or preauthorized Board agent, the Secretary/agent must notify the Board within 24 hours of the full contents of the Report. The Ballot Committee Chair must surrender all documentation and other related paperwork to the Club Secretary or preauthorized Board agent within one week of making its Report. JOB DESCRIPTIONS FOR OFFICERS, DIRECTORS, COMMITTEE CHAIRS: To help clarify what each position entails, Job Descriptions have been created. All Officers, Directors, and Committee Chairs are required to abide by these descriptions, and to recognize that sometimes there may be additional duties not listed in the Job Descriptions, nor in the bylaws, that may be requested from you in order to help the club. MEMBERSHIP: CHANGING YOUR TYPE OF MEMBERSHIP: For a membership upgrade: Upgrading from "regular" - 1 vote; to "family" - 2 votes: Original member should submit new application with new add-on family member name. Original member signs as sponsor for new add-on member. Original member needs to attest if new add-on member is under or over 18 (for voting purposes only). Price difference for upgrade is to be paid with application. If you are upgrading from "Associate" - no vote; to any other type of membership, please submit a new application. Price difference for upgrade is to be paid with application. For a membership downgrade: If the member is downgrading from any higher-level selection (for example, from "family" - 2 votes; to "regular" - 1 vote; or down to "associate" - no vote) member should submit new application with their new choice of membership type. No refunds will be given for any price difference. If we're within 30 days of a club meeting, the application goes to club members for approval as per our bylaws. If a meeting is more than 30 days away, it will be processed via the Board in order to prevent long delays, but the Board's temporary action shall be voted upon at the next membership meeting. NEWSLETTER: CPACDC shall have a newsletter published for all current club members as a benefit of membership. The newsletter shall publish a minimum of four times per year and shall be online only. Current club members are encouraged to actively participate in every publication. ONLINE COMMUNICATION: CPACDC shall maintain a website. CPACDC shall also provide an online bulletin board/message board for the exclusive use of all its current club members. This message board shall be used to disseminate club information, answer questions, provide notice of upcoming club events, meetings, or other club activities, and for general social support and networking. Current club members are responsible to keep their online contact information up to date to ensure that this communication method is smooth and uninterrupted. PAYMENTS TO THE CLUB:: TREASURER'S DUTY: Any payments made to any Board member, other than directly to the Treasurer, shall be forwarded to the Treasurer within seven days of receipt. The Treasurer shall deposit any incoming monies to CPACDC into CPACDC's authorized bank account within seven days of receipt. |