Standing Rules of the Ventura County Professional Women's Network
GENERAL MEMBERSHIP:
1. NETWORKING TABLES. Only member materials (e.g., materials for businesses listed by the member on their website profile) are to be placed on the Networking tables at general meetings. No religious, political subjects or special “causes” materials are allowed as a representation of VCPWN. Members may distribute such items on a personal one-on-one basis only. Members are responsible for picking up their own materials at the conclusion of the meeting.
2. DINNER TABLES. Other than a business card that indicates a specific seat is taken, no marketing materials are to be placed on dinner tables unless it has Board approval.
3. SALES. Only VCPWN promotional products or materials offered by guest speakers and sponsors may be sold at general VCPWN meetings.
4. FLYERS. All flyers or email blasts representing VCPWN activities must be approved and voted upon by the Board of Directors and include a correct VCPWN logo.
5. SUGGESTION BOX. There will be a comments/suggestion box at the check-in table at all general meetings. Suggestions/comments will be entertained at Board meetings and acted upon as needed.
6. COST. The cost of a meeting includes dinner. The cost is the same whether or not a member stays for dinner. A minimum of 24 hours notice is required to cancel attendance, in which case payment may be applied to a future meeting. Except in case of emergency, when the member or guest does not attend without prior notice, payment made for a dinner is forfeited. Only members and guests who have pre-paid will be eligible for the “early registration” fee.
7. NETWORKING. All members should know, respect and follow the “Do’s and Don’ts of Networking,” which are posted on the website at www.vcpwn.org.
8. GUESTS. Guests may attend two (2) general meetings, after which they will be asked to join. Guests may not place materials on the networking tables but may distribute materials on a one-to-one basis.
9. SPONSORING. All members are eligible to sponsor one general meeting per fiscal year. The cost is $100, which allows the sponsor to place materials at every dinner table, a five-minute spotlight at the podium, and recognition in the meeting notices and E-mail blasts featuring that meeting. Sponsorships are to reflect the sponsor’s business and shall not be used to further special causes or non-business related personal issues. Some members may wish to split the cost and co-sponsor a meeting.
10. TABLE HOST/ESS. Any member is eligible to serve as table host/ess for the evening. Members should sign in at the Hospitality table and receive instructions and a hostess packet. A seat is reserved for the hostess/host at each table. Each host/ess will be recognized and their business announced from the podium by the chair of the Hospitality committee. There is no limit on the number of times a person may serve as host/ess.
11. GUEST SPEAKERS Guidelines for speakers and an application are posted on the VCPWN website. In lieu of pay, the speaker and one guest are invited for dinner at VCPWN’s expense. The speaker is provided a table for promotional or sales materials. Members may donate speaker gifts (these should be actual gifts, such as a gift card, rather than a discount coupon, for example). If a speaker cannot be present, VCPWN will arrange for an appropriate replacement, rather than the speaker sending a substitute.
BOARD OF DIRECTORS AND COMMITTEES (“Leadership Team”)
12. CORRESPONDENCE. Any correspondence sent as a Board or Committee communication should use VCPWN stationary or note cards bearing the VCPWN logo.
13. ATTENDANCE. If a Board member cannot attend a Board meeting, the member must send a proxy or submit a written report to the President in advance of the board meeting in order to be considered in attendance.
14. ABSENCES.Three unexcused/uncovered absences from Board meetings are grounds for declaring a vacancy in that position.
15. RECORDING SECRETARY.A copy of the Board meeting minutes shall be E-mailed within 2 weeks after a Board meeting.
16. BIDS.Each Board member or committee is requested to obtain 2-3 competitive bids for any work requiring a fee in excess of $100, to be presented to the Board for discussion and approval prior to a commitment for the expense.
17. REIMBURSEMENT FORM.All leadership team members are requested to submit a reimbursement form for all expenditures.
18. DINNER TABLES.At least one leadership team member shall be seated at each dinner table. All dinner tables will have a sign indicating the team member’s seat. Team members should sign in at the Hospitality table. Whenever possible, a team member should allow a general member to take the Table Hostess role.
19. MEMBERSHIP TABLE.There will be a membership table at every general meeting. Membership applications, VCPWN brochures will be available for guests and members. Flyers promoting VCPWN events may also be available. The Director of Membership, other leadership team member member will be available to answer questions and direct guests.
20. MEETING AGENDA.The president will introduce each speaker who has business on the agenda, giving their business and their leadership team position.
21. LIAISONS.Liaisons between VCPWN and other professional organizations may volunteer or may be appointed by the Board.
22. FUNDRAISING ACTIVITIES. The leadership team must approve all events held under the auspices of VCPWN. Team members are strongly encouraged to lead the membership by participatory example. Team members are asked to secure at least one donation for each silent auction event, either through personal donation or solicitation of non-member businesses.
23. PROTOCOL. Parliamentary procedure will be used according to Robert’s Rules of Order at both general and board meetings.
25. CONDUCT.Leadership team members are charged with upholding the integrity of VCPWN and shall conduct themselves as professional representatives of the organization at all times.
Revised 06/09
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