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Policies and Resolutions
(Revised June 27, 1999)
- ADDRESS
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- 1-91
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- The incoming Board will determine the official
address of the club at its first Executive Board or
Business Meeting.
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- ANNUAL WEEKEND
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- 6-90
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- The annual weekend is open to Members and their
guests who are significant others, and prospective
members who meet our membership requirements.
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- AWARDS
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- 4-96
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- The BBTC will present a suitable plaque to the Man
and Woman of the Year at a major June event. This will
honor two of our members who have exhibited
extraordinary and extended service to the club.
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- BOARD & MEMBERS MEETINGS
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- 6-88
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- New Board Members will receive a copy of the Bylaws.
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- 7-89
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- All committee Chairs will report in person or in
writing each month at the Board meeting.
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- 7-91
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- Business meetings will be held monthly in place of
board meetings.
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- COMPLAINT DEPARTMENT
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- 8-87
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- This was formed to handle Member's concerns. The
comments will be forwarded to the person in charge of
the Complaint Department. This person will call and
discuss the problem with the Member. If the suggestion
or complaint cannot be resolved with the Member, then it
will go before the Board for discussion and vote. The
name of the Member need not be mentioned unless
required.
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- CONTRACTS
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- 12-89
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- Anyone signing a contract on behalf of BBTC must be
authorized by the Board and the contract must also be
signed by a Board Member. The BBTC will not be held
responsible for any contracts not so authorized.
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- DANCE
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- 8-87
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- Completed application forms and membership dues will
be kept separate from admission fees at the dance.
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- 10-87
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- Membership list will be used at dances.
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- 11-95
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- Board members should be given distinctive name tags
to wear at the dances.
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- 11-95
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- Members and non-members will be given different
colored name tags at the dances.
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- 1-98
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- Admission price for DJ dances is $10. Band dances
are $5 extra.
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- ELECTIONS
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- 3-88
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- A minimum of three people shall form an election
committee to develop and receive nomination forms and
ballots for Board positions and also selection of the
TCI delegate. The committee will decide how the voting
will take place. Volunteers on the committee must be
Regular Members who are not running for office.
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- 12-88
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- Ballots will be kept anonymous.
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- 3-89
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- Each Regular Member of a couple membership shall
have one vote.
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- 3-90
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- Recommendations for timing of
elections:
February Board
- Establish Election Committee; written description of
function(s) of Committee.
March Newsletter
- Request in newsletter for Committee Members; print job
descriptions.
March
- Report at Members' Meeting.
April Newsletter
- Call for nominations; print forms.
- Call for candidates' statements; include due date (before
deadline for May Newsletter).
- Notice of candidates' night scheduled date.
May Newsletter
- Candidates' statements printed in newsletter.
- Ballot in newsletter.
May Business Meeting
- Candidates' night; this is closing date to receive ballots
(before deadline for June newsletter).
June Newsletter
- Print election results.
July 1
- New Board takes office.
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- HEIGHT
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- 4-87
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- Memberships that have lapsed and renewed require
that the person be measured again.
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- 6-88
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- All new Members are to be measured by a Board Member
within four months of paying dues or forfeit their
membership and dues.
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- 8-95
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- The Membership Chair, at his/her discretion can send
a letter to people unmeasured for over 4 months stating
that they must contact the Membership Chair to arrange
to be measured or their membership will be forfeit.
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- 8-95
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- A note will be enclosed in the third Bean Pod of the
membership of any new member remaining unmeasured
regarding the need to contact the Membership Chair to
arrange getting measured.
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- 8-95
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- Members who are not measured within four (4) months
will be dropped from the mailing list and their
membership is forfeit.
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- 8-95
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- Those members who are measured within four (4)
months and do not measure up will have their dues
returned.
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- 8-95
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- Those members who pass the four months without being
measured, and then present themselves within twelve (12)
months of application, and pass, will have their
memberhsip reinstated until their original expiration
date.
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- MEMBERSHIP
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- 6-87
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- Members can renew for two years.
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- 10-88
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- The membership list is not to be used for business
purposes.
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- 11-88
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- Any Member of the Club who wants to organize an
official non-social Club Business meeting, that isn't
personal in nature, must go before the Board for
approval.
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- 3-89
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- The first renewal notice for membership will go into
the 11th newsletter and the second renewal will go into
the 12th newsletter.
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- 1-90
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- In order to renew membership, a Member has to have
been already measured and otherwise proven to qualify.
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- 10-92
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- Every three months, between publications of an
updated membership directory, a new members'
address/phone list will be included as a separate insert
in the newsletter.
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- 1-99
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- All members names will be listed in the directory.
If they do not want their phone number or address
published only their name will appear.
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- 8-98
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- Club dues are $40.00 for individual members and
$50.00 for couples effective October 1, 1998.
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- 8-94
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- The BBTC membership directories will be distributed
in the January and July newsletters with the quarterly
updates in the April and October issues.
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- 1-95
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- When there is a change in the marital status of a
member the dues shall be prorated.
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- 1-96
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- Copies of the calendar page of the newsletter may be
made available at our key events. It should not contain
addresses and phone numbers for house parties.
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- 10-95
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- A new category of membership (on the membership
database) is that of "default." This is for those who
have been members more than four (4) months without
being measured. A notice will be sent to these people
informing them of their status.
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- 1-96
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- When prospective members call for information, the
person will be sent a newsletter for two consecutive
months. As a general policy, free newsletters will not
be sent to the same prospect more frequently than every
two years. Additional free issues may be sent to the
same prospect at the Membership Chair's discretion. A
permanent list of all prospective members shall be kept
by the Membership Chair as club property.
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- 5-96
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- Membership in BBTC is effective when dues are paid.
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- NEATO
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- 5-92
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- We will be a member of the North East Association of
Tall Organizations (NEATO) and pay dues of $10 per year.
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- 4-96
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- We authorize club funds up to 1/6th of the ad cost
of $200 from NEATO to the queens representing NEATO
clubs. If a majority of NEATO clubs elect not to do
this, then we authorize up to 1/3 of the cost of $200
for ad ad from those participating clubs.
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- NEWSLETTER
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- 1-84
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- Personal ads for Members are free. Professional ads
for Members and all ads for nonmembers are available at
a cost of $12.50 for an 8th of a page or a fraction
thereof.
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- 10-85
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- Birthdays and new Member's names will be published.
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- 12-85
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- Out-of-town fliers are to be secondary to Beanstalks
news and information for inclusion in the newsletter.
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- 8-86
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- Newsletters will not be distributed at events.
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- 8-87
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- Only fliers or business cards are to be distributed
at area shops, not newsletters.
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- 9-87
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- Notices in the newsletter regarding marriages and
births are printed only with the permission of the
Member or couple.
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- 9-89
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- Unsigned articles will not be
published. While a writer's name may be withheld, his or
her identity must be known to the Editor. ="Arial">
- In order to receive a
newsletter, the person must claim to meet all
requirements.
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- 2-96
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- Mini-minutes will be published
each month to summarize the Business Meeting.
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- 2-96
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- We will publish TCI minutes or a
summary thereof in our newsletter.
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- 2-96
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- Profiles of new members will be
published in the newsletter.
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-
PAGEANT
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- 9-88
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- The BBTC will not include bathing
suits as part of the selection criteria for Miss Tall
Boston.
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- 3-92
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- The title "Royalty Benefit
Auction" will be used in place of "Slave Auction."
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- 4-94
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- The outgoing king and queen will
be presented with a rhinestone pin to commemorate their
reign.
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- 9-96
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- The Anniversary Dance will absorb
all the costs for the Pageant which comes out of the
General Fund.
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- 2-96
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- The large crowns and the scepter
which are used during the BBTC pageant will be passed on
annually to the new royalty. A traveling tiara will be
presented to the new queen, in addition to crown pins
for the king and queen.
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- 3-99
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- The cost of the tiara which is
passed on annually will be taken out of the General
Account, not the Royalty Account.
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PUBLICITY
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- 7-92
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- Only events held in public places
will be publicized, unless special permission is granted
by the host.
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- 12-92
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- Dance publicity announcements
will include both the club height requirements and a
statement that the event is "open to the public."
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RESERVE ACCOUNT
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- 6-94
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1. A Reserve
Account shall be established in which funds may be
segregated from the General Account and from special
accounts such as the Royalty Account. 2. Neither additions
to nor expenditures from the Reserve Account may be made
without the explicit vote of the Board. In case of an
emergency, a transfer may be made from the Reserve Account
by the President (or the Vice President acting in his/her
behalf when the President is unavailable), the Treasurer,
and one other officer, all of whom must be in agreement.
3. No expenditure shall be made from the General Account
that would place it in deficit.
4. The Treasurer shall budget projected revenues and
expenses so that the Board can foresee and avoid any
potential cash flow problems before they occur.
5. $1500 shall be maintained in the Reserve Account. |
- 5-99
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6. Funds in
excess of $1500 shall be reallocated from the Reserve
Account to other accounts. Reserves held in anticipation of
specific large expenditures shall be held as a positive
balance in the account from which the expenditure will be
made; any non-earmarked funds in excess of $1500 shall be
held in the General Account. For example, funds reserved for
a Weekend hotel deposit would be held in the Weekend
account. |
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ROYALTY EXPENSES
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- 3-95
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- The club pays for Royalty
Expenses because our King and Queen incur significant
expense in the course of carrying out their official
duties. The "Royalty Account" was established to fund
these expenses ("Royalty Expenses"). The Treasurer is
responsible for maintaining the Royalty Account
according to this policy.
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- 7-96
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- The Club Advertisement in the
Miss TI Pageant Program will be paid for out of the
General Fund.
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- 9-96
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- Flowers for the Queen will be
paid for out of the General Fund.
Funding
The Royalty Account shall be funded
exclusively from the net profits of fund-raisers held for
this specific purpose.
(Traditionally, we have held an annual
goods and services auction (the "Royalty Benefit Auction");
however, other types of fund-raisers could be held for this
purpose.)
The Royalty Account may not borrow
from other club accounts, except as allowed under
"Limitations and Other Conditions."
Any residual balance in the Royalty
Account will be carried forward into future years.
Qualifying Expenditures
If there are sufficient funds in the
Royalty Account, the following expenditures may be
reimbursed:
a. Publicity
photos to be used for the club's benefit
b. Crowns or
tiaras, sashes, and pins.
c. Queen's pageant
registration fee
d. The Queen's
travel expenses to Convention as defined under "Qualified
Travel Expenses," and Full Convention package (basic
package, no Pre-convention, no optional activities, based on
double occupancy).
e. The King's
travel expenses to Convention as defined under "Qualified
Travel Expenses," and Full Convention package (basic
package, no Pre-convention, no optional activities, based on
double occupancy).
f. Gown allowance
not to exceed $200
g. Reasonable
expenses for Queen's token gifts to other queens.
h. Any other
expenses that have been specifically approved by the Board.
Qualified Travel Expenses
Transportation to
the Convention should be by the most practical and cost
saving method available. Air travel should be booked well in
advance to take advantage of any Supersaver fares. If
traveling by car, the King/Queen should make an attempt to
carpool. The King and/or Queen's portion of expenses (gas,
tolls) will be reimbursed from the Royalty Account. If an
overnight stay is necessary when traveling by car,
reasonable lodging expenses incurred by the King/Queen will
be reimbursed. Under no circumstances may the expenses
incurred by driving exceed the amount of airfare that may
have been spent.
Limitations and Other Conditions
To qualify for any
reimbursement, The Queen is expected to participate in the
Miss TI Pageant. Both King and Queen are expected to
represent the club in their official capacity at the TCI
Convention. As examples, they are expected to wear their
official sashes and crowns at formal functions, to comply
with any reasonable requests of the host club to assist them
with publicity or fundraising, etc.
The King and Queen
are expected to limit their expenses to a reasonable
minimum, exercising the same care in spending the Club's
money as they would with their own. The Treasurer may refuse
to pay any expenses that he or she considers excessive or
extravagant; the King or Queen may appeal the Treasurer's
decision to the Board.
If the balance of
the Royalty Account is insufficient to pay for all these
expenses, they will be paid in the order in which they are
listed under "Qualifying Expenditures."
The amount of any
reimbursement is limited to the balance of the Royalty
Account.
Expenses must be
submitted to the Treasurer within 60 days of when they are
incurred.
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SCHOLARSHIP
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- 11-95
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- A BBTC Scholarship, using TCI
Scholarship guidelines, will select a recipient from an
area high school. This scholarship will be awarded at
the annual pageant to encourage maximum publicity, and
to give enough time to submit this recipient as our
candidate for the TCI Scholarship which is awarded at
the TCI Convention in July of each year. Initially the
BBTC Scholarship will be in the amount of $250.00 seeded
by the General Account of the BBTC. This amount can be
supplemented by a fundraiser run for that purpose.
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- 2-96
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- If the 1996 Scholarship Fund does
not make it to the $500 mark, the balance will be
contributed by the General Fund.
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SOCIAL
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- 6-87
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- Only a member can host/hostess an
event.
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- 6-88
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- House parties and weekend events
which are placed in the newsletter will have notations
for restrictions (open or closed to non-members).
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- 9-91
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- The BBTC encourages the use of
carpools and "designated drivers." Hosts and hostesses
may specify that a party may be alcohol free. The
Bean Pod will identify "dry" parties. When attending
a BBTC house party, members and guests agree to
cooperate with the host or hostess to ensure their safe
return home in case the host or hostess believes that it
is unsafe for them to drive. The other members of the
club in attendance will make every effort to be
supportive of whatever stand the host or hostess may
wish to take.
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- 2-92
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- Although it is suggested that a
friendly disposition be shown at the various functions,
persistent display of unwanted attention is
inappropriate. Anyone who is the recipient of such
attention should promptly notify a board member so that
the matter can be dealt with.
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- 3-96
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- If a host/hostess cannot attend
their own event, the host/hostess is responsible for
getting a replacement and notifying the Social Director.
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- 3-96
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- The host/hostess is required to
stay the entire time the event is scheduled.
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- 3-96
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- We do not double-book house
parties. The Social chair also will not double-book
events if events would attract people to both functions.
Social chair will double-book social hours during the
week if locations are far apart, e.g., NH and Boston.
Weekends will be double-booked if one event is in the AM
and the other is in the PM. If a weekend is booked for
an out-of-town trip, local events can be scheduled.
Double booking will be permitted if one event is
out-of-town/overnight and would have limited appeal
(e.g. camping trip).
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- 2-98
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- A host/hostess is required only
to provide the location for an event, not the food or
beverages, unless he/she so chooses.
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- 2-98
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- When a host/hostess has
extraordinary expenses that need to be reimbursed,
he/she must have the expenses pre-approved at a
Executive Board or Business Meeting before the event.
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- 1-99
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- All event listings in the
newsletter should include a host.
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- 2-99
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- In the past the club has not
always collected all the money to which it is entitled
at events with admission fees. In order to minimize the
chances of this happening in the future, the following
procedures should be followed insofar as is practical:
- A sign stating the fees should be
conspicuously displayed near the entrance.
- Prices should be structured so
that there is a financial incentive for attendees to pay
in advance of the actual event. The incentive should
apply only when full payment has been received (e.g.
after the check clears.)
- Payment, if not collected in
advance, should be taken at a separate point outside the
entrance to the event. Badges or similar evidence of
payment should be issued and must be presented to gain
admission or readmission.
- A person should be posted at all
times by the entrance to check badges. This person
should not sell tickets or have any other
responsibilities that would compromise his/her ability
to check badges. A rotation of people should be enlisted
so that the door can be guarded at all times.
- If it is not possible to collect
payment outside of an entry where badges (etc.) can be
checked, the registration table should be positioned in
a blocking position.
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TCI DELEGATE
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- 3-96
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- We will pay one day's portion of
the price of the delegate's convention package, the
logic being this covers the cost of one day's attendance
at convention.
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TELEPHONE
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- 9-90
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- We will place an additional
listing in the white pages under Tall Club/Boston
Beanstalks.
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- 5-96
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- The number is published as
HUB-TALL, which is a business line. A free listing under
Boston Beanstalks Tall Club is in the Boston White Pages
and Bell Atlantic Area Yellow Pages. Remote call
forwarding will be added to whatever number we like it
directed.
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TREASURER
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- 6-87
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- The Treasurer will bring the
checkbook to all Board meetings to reimburse anyone with
Club incurred expenses. Reimbursement of expenses
requires that an official receipt or copy thereof be
given to the Treasurer.
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- 12-87
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- All bills must be properly
labeled and documented before being considered for
payment.
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- 4-90
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- All bills for an event must be
submitted within two months after the event has taken
place except with the express permission of the board.
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- 12-90
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- The club checking account will be
changed to a NOW account, if practical, so that we can
earn interest.
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- 1-93
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- Individuals issuing the club a
rubber check will be charged the bank processing fees.
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- 5-96
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- The Treasurer may pay routine and
normal operating expenses at his/her own discretion.
Unusual expenses need membership meeting approval.
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- 2-98
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- The Treasurer shall file the
annual corporate report with the Secretary of the
Commonwealth of Massachusetts before the due date.
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- 7-98
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- Any expense greater than $50
(other than going expenses such as the dances, etc.)
must be approved by the Board.
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T-SHIRTS
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- 10-89
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- Person holding T-shirts will keep
inventory.
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- 1-96
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- A new slogan was voted on by
membership: "We all share the same sky, but not the same
horizon."
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- 5-96
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- No T-shirts will be ordered
without Membership Meeting approval.
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MISCELLANEOUS
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- 10-95
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- The Policies and Resolutions
document shall be maintained by the Secretary as a
handbook reference, reflecting only current policy (as
determined by acts of the Board and/or Membership).
Policies which have been repealed or superseded should
be deleted. Similar or overlapping policies should be
combined to minimize verbosity and confusion.
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- 5-96
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- We will send an appropriate
expression of sympathy to members who are in the
hospital or have a death in their immediate family when
the loss is made known to a board member.
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- 5-96
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- The President shall appoint a
person to be responsible for the function of sending
expressions of sympathy to ill or bereaved members.
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Completed June 30, 1990
Respectfully submitted Joan McGrath
Updated through June 30, 1991 by Marie Alner, Secretary
Updated through June 3, 1992 by Marie Alner, Secretary
Updated through June 28, 1993 by Cathy Gilbronson, Secretary
Updated through June 6, 1994 by Susanna Lehmann, Secretary
Updated through June 5, 1995 by Eileen Farrell, Secretary
Updated through June 3, 1996 by Susan Huffman, Secretary
Updated through June 6, 1997 by Carolyn Hagendorf, Secretary
Updated through June 5, 1998 by Wini Wilkinson, Secretary
Updated through June 1, 1999 by Larry Heller, Secretary
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