Standing Rules
Of the
Tyler Chapter of the Women’s Council of REALTORS®
Revised: March 26, 2013, April 4, 2013, April 29, 2013, June 6, 2013, September 11, 2013, November 23, 2013
The permanent address for the Tyler Chapter will be 2772 SSE Loop 323, Tyler, TX 75701. All Chapter records will be maintained at this address.
I)MEETINGS
A)Chapter Meetings
A minimum of eight (8) regular Chapter meetings will be held each year on the 3rd Wednesdayof the month at The Greater Tyler Assoc. of REALTORS®, 2772 SSE Loop 323, Tyler, TX 75701, from 11:30 am – 1:00 pm.
1)Annual Election Meetingwill be held in September. It may be held in conjunction with a Chapter meeting.
2)Installation Meeting will be held in November. It may be held in conjunction with a Chapter meeting.
B)Governing Board Meetings
Governing Board meetings will be held twelve (12) times per year on the 2nd Wednesday of the month at GTAR at 9:00 am.
1)Five (5) voting members of the Governing Board constitute a Quorum, two (2) of which will be non-Officer members. A majority vote is required for Governing Board approval. Email or phone voting may be allowed for day-to-day operations of business that do not affect member rights or financial matters and must be ratified at the next Governing Board Meeting.
2)The Special Committee Chairmen are encouraged to attend and report at the Governing Board Meeting, though they do not vote. Governing Board members are expected to attend all Governing Board and Chapter meetings.
3)If an Officer or Standing Committee Chairman has two (2) unexcused absences from Governing Board meetings during the year, it will be assumed that the Board Member has resigned and may be replaced at the President’s discretion with Governing Board approval. Absences may be excused if the request is made in writing and is approved by the Governing Board.
II)ELECTION
A)Officer Qualifications
1)Members nominated for office should have the following qualifications:
(a)Have held membership in the Tyler Chapter of the Women’s Council of REALTORS® for at least six (6) months and
(b)Have served on a Chapter committee.
2)The President, President-Elect and Vice President of Membership of the Chapter will be elected from active REALTOR® members in good standing.
3)Other Officers will be elected from among active REALTORS® or National Affiliate members in good standing.
4)An active member in good standing will be defined as:
(a)One who has attended the majority of the general membership meetings.
(b)One who has participated in the events sponsored by this Chapter.
(c)One who is current with dues payment.
5)For details regarding serving more than one (1) term, refer to Article VI, Section 1 (C) of the Tyler Chapter By-laws.
6)The MembershipCommittee will providea list of the Chapter members who have attended Chapter functions to the Vice President of Membershipwho will maintain this list for safekeeping as evidence of participation. He/she will track guest visits to our meetings and will give a copy of this list to the Nominating Committee prior to candidate interviewsand to the Treasurer who utilizes it to invoice “No Shows”.
B)Procedures
1)Members eligible to vote in the election of Officers at the Annual ElectionMeeting will be only REALTOR® and National Affiliate members whose dues have been paid in full and are members of record at the National Women’s Council of REALTORS® office.
2)The Nominating Committee Function: The Chairman of the Nominating Committee will notify the General Membership, via the Newsletter, e-mail and Chapter Meetings that nominations for Chapter Officers are being accepted.
3)The cut-off date for nominations will be August 25th.
4)No later than September 5th, the Nominating Committee, from the list of eligiblecandidates nominated, will:
(a)Furnish each nominated candidate with a written description of the position for which the candidate has been nominated.
(b)Schedule interviews with candidates.
5)Officer candidates will be interviewed individually by a panel of no less than three (3) members of the Nominating Committee who will again provide and discuss duties of the position for which each candidatehas been nominated.
6)Each candidate will be required to sign a “Consent to Serve” form which showsthey understand the commitment involved in accepting a specific position. At this time, the nominee commits to attending the Member State Orientation and all TAR and NAR meetings as the budget allows.
7)At the conclusion of the interview process and prior to October 5th, the Nominating Committee members will select one (1) candidate for each office and present the proposed slate of Officers to the Secretary who will present the slate in writing or by e-mail to the General Membership at least ten (10) days prior to the Annual Election Meeting in October. The Notification of Election will include the date, time and place of the election;procedure for making nominations from the floor and the definition of Eligibility.
8)The candidates’ signed consent forms will be given to the PresidentElect for safekeeping.
9)At the Annual Election Meeting, the Nominating Committee Chairman will present the slate of candidates for the offices. Before the vote is cast for each office, the President will ask for additional nominations from the floor.
(a)No name will be placed in nomination from the floor without prior written consent of the nominee.
(b)Nominees willfulfill the requirements and be members in goodstanding as defined in Section II A 4.
10) In the event of a contested race for any office, the procedure will be as follows:
(a)A minimum of three (3) Tellers will be appointed by the President. Nominating Committee members may not serve as Tellers.
(b)The President will call for a quorum. (Our Bylaws stipulate that30% of our Chapter’s National members constitutes a quorum. The most recent membership report from National will be used to determine the total National members presentat the time of election.
(c)Nominations may be made from the floor. Each candidate will have three (3) minutes to speak about why they want the position and what they can contribute to WCR.
(d)Ballots will be cast in writing by members eligible to vote. (Voting by proxy is not permitted).
(e)A tie vote for any office will result in a run off during the meeting.
(f)Election results will be announced prior to the adjournment of the meeting, when possible.
III)INSTALLATION OF OFFICERS
A)Arrangements -The incoming President will appoint a committee which will make all the arrangements for the tribute to the outgoing Officers and installation of the new Officers with the participation of the outgoing President.The Incoming President will select the Installing Officer and Master of Ceremonies.The incoming President will obtain, at the expense of the Chapter a President’s plaque and gift to be presented to the outgoing President at the Installation ceremony, with a total cost not to exceed the budgeted amount.
B)The outgoing President will have the duty of obtaining the incoming President’s pin at the expense of the Chapter (either by mail or by purchase at the Annual Convention) in sufficient time for presentation at the Installation ceremony.
C)The budget for the Installation ceremony will be sufficient to include the expense of invited Chapter guests, i.e., dignitaries, local Association President, local Executive Officer etc. Should the cost of the Installation exceed the Budget, that cost will be paid by the Incoming President.
IV)DUTIES
A)Officers - Chapter Officers will abide by the TylerChapter Bylaws and Standing Rules and the duties as outlined in the National LPPM.
1)Chapter President- At all times during the term of office, the President will represent the Council and act in its name, subject to its policies. The President will be an ex officio member of all Committees except the Nominating and Audit Committees. The President may assign and charge Officers with the responsibility to meet with and act as liaison between Chapter Committees and the Governing Board. It will be clearly understood that such assigned Officer has no vote in Committee activities and only serves as an observer. Committee visitation gives Officers the opportunity to be more knowledgeable about the Chapter’s operational structure.
(a)Presides with a well planned agenda at regular and specialGoverning Board and Chapter meetings.
(b)Coordinates all of the business and affairs of the Chapter.
(c)Attends all District, State, Regional and National Women’s Council of REALTORS®meetings and serves as a voting member of the State Governing Board.
(d)Communicates all correspondence and materials received from the State and/or National Women’s Council of REALTORS®office, including Meeting reports, and keeps the Local Officers and Committee Chairs informed of communication that is applicable to their job throughout the year.
(e)Furnishes each Officer and Chair with copies of the Bylaws and Standing Rules, and a copy of their duties as further outlined in the LPPM.
(f)Attends educational sessions when traveling on Chapter business and reports back to the membership through a newsletter article or at the next Chapter meeting.
(g)Volunteers to serve on State and National Women’s Council of REALTORS® Committees.
(h)Signs the prepared tax return for the year served as President.
(i)Appoints an Audit committee in January to serve during the year.
(j)Attends all Executive Committee, Governing Board and Chapter meetings.
2)Chapter President-Elect - In the absence of the President, the President-Elect will preside at all meetings and perform the necessary duties of this office and automatically succeeds to the presidency the following year.
(a)Succeeds to the Presidency in the event of the death, disability, removal from office or resignation of the President.
(b)Attends all District, State, Regional and National Meetings of WCR and serves as voting delegate in those instances when the President is not able to attend.
(c)Attends the NationalLeadershipAcademy in Chicago.
(d)Volunteers to serve on State and/or National Women’s Council of REALTORS® Committees.
(e)Prepares and submits the Chapter Annual Plan.
(f)Attends education sessions when traveling on Chapter business and reports back to the membership at the next Chapter Meeting or through an article published in the newsletter.
(g)Coordinates meeting arrangementsand performs any other duties as assigned by the President.
(h)Attends all Executive Committee, Governing Board and Chapter meetings.
3)Vice President of Membership
(a)Oversees all membershipactivity. Accountable for the Chapter efforts to recruit, retain and recapture membership.
(b)Responsible for the implementation and followthrough on the National, State and Local Membership Marketing Campaign when one is in effect.
(c)Establishes Local Chapter membership goals in coordination with the President and Governing Board.
(d)Communicates membership goals and organizes Chapter effort to achieve these goals.
(e)Monitors membership reports downloaded from National Women’s Council of REALTORS®website for accuracy and follows up on any discrepancies.
(f)Reports to National Women’s Council of REALTORS®any corrections, changes, i.e., telephone, address.
(g)Verifies applicants’ membership status with GTAR.
(h)Mails membership applications and renewals with dues checksto National Women’s Council of REALTORS®within three (3) calendar days of receipt. Inputs new membership application and credit card information directly into the National Women’s Council of REALTORS®system within three (3) calendar days of receipt. (Aphoto copy of all checks for dues paymentwill be retained through the year-end review.)
(i)Responsible to keep written and accurate records of all dues payments.
(j)Some duties may be delegated to the Membership Chairman. However, items abovewill not be delegated.
(k)Organizes and tracks membership history records and sees that they are maintained and passed on to the succeeding Vice President of Membership.
(l)Maintains a complete member database including all National, National-Affiliate and Local Affiliate members. Updated member database will be provided to the Technology Chair and Secretary for distribution of Chapter wide notices and up-loading to Chapter web-site. Member database is for the general use of members only.
(m)Oversees the Treasurer’s billing and collection of Local Affiliate member dues.
(n)Attends as many District, Regional, State and National meetings of Women’s Council of REALTORS®as possible and/or as budgeted.
(o)Attends educational sessions when traveling on behalf of the Chapter, and reports back to the Governing Board at the next meeting.
(p)Coordinates the New Member Orientations.
(q)Assures Women’s Council of REALTORS®representation at all monthly GTAR Orientations for New REALTORS® and Members.
(r)Attendsall Executive Committee, Governing Board and Chapter meetings.
4) Secretary
(a)Takes the minutesat allGoverning Board and Business Resource meetings and retains the original copies in the permanent Chapter Minutes Book. Generates a separate, chronological list of motions (action items) derived from the minutes to be kept in the back of the Minutes Book.This list will be used at year’s end by the Audit Committee.
(b)Emails copies of the minutes to the State Chapter President and the Chapter’s assigned Governor after each meeting.
(c)Assures that copies of the minutes are provided to voting members of the Governing Board at each meeting and, that once approved are sent to the Technology Chair for posting to the Chapter website.
(d)Provides the name and contact information for newly elected Chapter Officers to National Women’s Council of REALTORS®no later than November 1 of the year prior to their year of service.
(e)Maintains the Charter and other important documents of the Chapter at the Chapter’spermanent address.
(f)Receives incoming correspondence and distributes as necessary.
(g)Sends outgoing correspondence as necessary, i.e. congratulatory cards, get well cards, sympathy cards, thank you cards and any other correspondence as directed by the President.
(h)Attends as many District, Regional, State and National Meetings of Women’s Council of REALTORS®as possible and/or as budgeted.
(i)Attends educational sessions when traveling on behalf of the Chapter, and reports back to the Governing Board at the next meeting.
(j)Attends all Executive Committee, Governing Board and Chapter meetings.
5) Treasurer
(a)Maintains custody of the funds of the Chapter and deposits them in accounts in a financial institution selected by the Governing Board. Funds will be disbursed per the budget and as directed by the President and the Governing Board.
(b)Two (2) Officer’s signatures (President, President Elect and/or Treasurer) will be required on all checks.
(c)Provides a monthly financial report to the Governing Board.
(d)Receives all monies collected byother Chapter members. These monies will be turned over to the Treasurer within five (5) days of receipt and will be deposited by the Treasurer within five (5) working days.
(e)Disburses funds for budgeted and approved items only when an original receipt or statement is received.
(f)Maintains records of all receipts and disbursements.
(g)Responsible for all invoicing as required in the course of Chapter Business (Strategic Partners, Local Affiliate dues, etc).
(h)Notifies National Women’s Council of REALTORS®of any change in the amount of Local dues. (National WCR must receive notification of dues changes by October 31 in order for change to be included in the dues billing for the following year. Chapter Bylaws must also reflect the changes after membership approval.)
(i)Submits the books to the Audit Committee by December 15 for use in the final audit. The Treasurer is in attendance at this annual review to answer questions only.
(j)Serves as a member of the Ways and Means and Budget and Finance Committees.
(k)Attends as many District, State, Regional and National Women’s Council of REALTORS®meetings as possible and/or as budgeted.
(l)Attends educational sessions when traveling on behalf of the Chapter and reports to Governing Board at next meeting.
(m)Reviews and pays credit card bill each month in a timely manner so as not to incur late payment charges.
(n)Attends all Executive Committee, Governing Board and Chapter meetings.
6) Immediate Past President
(a)The outgoing President becomes the Immediate Past President and serves on the Governing Board.
(b)Serves as Chairman of the Nominating Committee.
(c)Attends all Executive Committee, Governing Board and Membership meetings.
7) Parliamentarian
(a)Attends all Executive Committee, Governing Board and Chapter Meetings.
(b)Retains vote on general membership matters.
(c)Serves as a member of the Bylaws Committee.
B)Standing Committees - Standing Committee Chairmen are expected to attend all Governing Board Meetings and will submit a written report of any committee activity to the President five (5) days prior to the meeting. At year’s end, the outgoing Committee Chairmen will provide a written account of the committee’s accomplishments to the incoming President and a copy of these reports, along with committee materials, will be passed on to the incoming Chairmenat the annual Transition Meeting held in December. Incoming Chairmen will recommend to the incoming President, potential members for their committee. All committees will have no fewer than three (3) members.
1)Bylaws
(a)Reviews Bylaws and revises them as needed or as directed by the National Women’s Council of REALTORS®or by the Governing Board.
(b)Submits any membership approved changes of the Bylaws to National Women’s Council of REALTORS®for final approval.
(c)Reviews and revises the Standing Rules to reflect actual practice and presents any suggested revisions to the Governing Board for approval.
(d)Works closely with the Parliamentarian.
(e)Serves as a member of the State Bylaws Committee as needed.
(f)Audits Standing Rules every three (3) months and publishes them to the website within ten (10) days.
2)Education
(a)Informs members of and encourages participation in Educational opportunities including PMN courses, and local Board, TAR and NAR offerings.
(b)Forms a subcommittee to handle all aspects of presenting a PMN class prior to a TAR or NAR Meeting in Tyler, TX.
(c)Oversees the process and assures follow-up with the member who wins a Scholarship drawing for continuing education. Notifies the Treasurer toissue reimbursement when the proof of course completion is received.