Page 29 - sipo membership directory

STANDING RULES

1. A member in good standing is one who is current on all financial obligations on all levels of the
organization (club, region, federation, and international).

2. The nominating committee shall consist of one member selected by the president, one by the board of
directors, and one by the club. The chairman is selected by the committee.

3. Delegate and alternate delegate are appointed by the president. Delegate (or alternate delegate if
serving as delegate) shall represent the club at District Meetings and Regional Conferences and vote on
such matters as needed. The Delegate or Alternate Delegate shall report to the club on the activities of
Area Meeting, District Meeting, and Region Conference.

4. E-Ballot:
(a) Upon recommendation of the board for matters that are of critical importance and are
time sensitive, and there being at least 7 days before the next regularly scheduled club
meeting, the board of directors may authorize an email ballot.
(b) The secretary prepares the ballot as follows:
The board of directors of SI Port Orchard recommends: (followed by the text of the
recommendation exactly as entered into the board minutes).
Rationale: The secretary provides the rationale as presented in the minutes.
(c) The secretary sends an email to all club members in good standing requesting a “reply to
sender” within 48 hours. Any member who replies to all members shall have her vote tallied
as an illegal vote as (1) a member’s individual vote is confidential and (2) any “reply to all” is
considered campaigning for or against the matter at hand.
(d) At midnight on the day voting concludes, the secretary shall tally the email ballots by
printing out each response. These responses shall be verified by one other board member.
Then the email ballots shall be destroyed.
(e) The secretary shall report the results of the email ballot within two (2) days of the voting
deadline as follows:
Number eligible to vote (this is all members in good standing) _____
Number voting _____
Number needed to pass _____
Number voting for the recommendation _____
Number voting against the recommendation _____
Number of illegal votes _____
Recommendation passes/fails
(f) The results of the email ballot shall become part of the permanent written record of the
club.
5. SIPO Finances
A. The Treasurer(s) shall receive and distribute all funds for the prudent operation of SIPO
and keep orderly records of all transactions. They shall prepare financial statements and
report balances, income, and expenses to the Board and at Club meetings, as directed by
the President. Under NO circumstances should any Club funds, checks, or cash be
deposited into a member’s personal bank account.

B. Special care should be taken at events where cash is received.
Whenever possible, the cash received should be counted and verified by no
fewer than two (2) club members or both Treasurers and verified with the
deposit records.

C. The checking account signors shall be four (4) members and may include
the President, President-Elect, and Treasurer(s) or another member as
designated by the President. One signature is required on each check
issued.

D. The investment account signors shall be three (3) members and may include President,
Investment Director and Treasurer(s).

E. The bank statement shall be reconciled each month by no fewer than two persons.

F. A budget for the coming fiscal year (July 1 – June 30) shall be prepared in coordination
with the SIPO President, President Elect, Committee Chairs and Treasurer(s). The Budget
shall be approved by SIPO Board of Directors, recommended to, and then voted on for
approval by all SIPO members in attendance at the meeting where the budget is presented.
A 2/3 vote is required.