Victorian Society of Colorado Springs (VSCS) Operating Procedures
(Pending Approval)
These procedures are in addition to those contained in our bylaws. If there is a conflict between these procedures and the bylaws the bylaws will take precedence. The purpose of these procedures and clarifications is to document how the board of directors has agreed to operate the VSCS. Many meetings and discussions took place to formalize the organization and we do not want to forget what we have decided. These procedures can be modified and amended according to Article 12 in the By Laws.
Our official acronym is VSCS. Our official colors are burgundy and forest green.
Membership
Founding Members
There are 6 individuals recognized as founding members: Denise Winter, Audrey Donn, Bill Donaldson, Barb Warnell, Debbie Doty, and Ken Markus.
These members will have free membership until December 31, 2009. Following that they will be expected to pay normal charter membership fees (unless they are on the Board of Directors).
Charter Members
The first 35 individuals to pay their membership fee for 2008-2009 will be recognized as Charter Members.
The fee for charter members is $20. The fee pays their membership dues from the date they pay until December 31, 2009.
Benefits:
General Members
Following the 35 charter members any new member will be considered part of the general membership.
Membership fees will be determined annually by the Board of Directors. The fee will be per person for those over the age of 16. Children under the age of 16 are welcome when accompanied by adults, however, they require supervision by an adult parent.
Dues for general members initially will be $22.50. The amount is calculated based on ½ of $15 for the balance of 2008 and $15 for 2009.
Benefits
(Under Construction)
Corporate Members
Memberships for Non-Profit Organizations
The VSCS will establish two Charter Memberships for other Non-Profit organizations. They will be Miramont Castle and Old Colorado City History Society. We believe this will be a mutually beneficial and supportive arrangement and improve status for all involved.
A nominal fee will be charged which is intended to only cover the cost for mailings and administrative costs. The charter membership fee will be $25 and will be effective until Dec. 31, 2009. For 2009 the fee for Miramont Castle will be waived in recognition of their support.
Standard membership fees for non-profit organizations will be $30 per year.
Guidelines for Non-Profit Members
Must be a registered non-profit organization with the State of Colorado.
Must share an interest in the Victorian Era and the VSCS mission statement.
Membership should benefit both organizations.
Memberships are non-exclusive. Both organizations may belong to as many other non-profit organizations as they choose.
Benefits
Links on one another’s web sites.
Voting rights: One vote per non-profit membership.
One member’s price admission to VSCS events.
Inclusion on VSCS email distribution list.
One member (individual) may attend member’s only events.
Membership Certificate suitable for framing.
In most cases we will continue to ask non-profit organizations for a specific donation when we provide services for them. This is one of our primary ways to raise funds. We may choose to discount or waive fees for non-profit members for demonstrations, programs and presentations we provide. This will be determined on a case by case basis.
Status
Member status become inactive when their membership dues are not received by the stated date or if members have notified the board that they will be inactive for a period of time. Active status is reinstated when dues are paid.
Pins
Membership pins will be provided to all members. A list of members receiving pins will be maintained by a board member.
Charter and founding members will have pins identifying their status with a burgundy velvet ribbon.
General members pins will not have the ribbon.
Lost pins will be replaced at a cost of $5. Pins may be purchased for children of members for $5.
Board of Directors
Membership dues will be waived for any individual serving as an officer or on the board of directors.
Dues should be paid in January for anyone not continuing to serve.
If an officer or board member resigns their position they will be expected to pay the prorated amount of dues for the remainder of the year in which they resign unless the board chooses to waive the dues.
Dues
Annual dues will be determined by the board according to the bylaws Article 4, Section 5. (see general membership above for 2008-2009)
Dues paid by June 30th will be the full amount of annual dues. Dues paid after June 30th will be 50% of the annual dues.
Calendar Year
The membership year
will be from January 1 through December 31.
Dance Season (August
through April)
The official VSCS dance season will start in August and run through April of each year. The season will officially end with a dance in April or May.
During the dance season there will be free dance lessons for members monthly. Lesson dates will be posted on the VSCS website. The first ½ hour of dance lessons will be a general membership meeting.
Non-members are encouraged to attend and will be asked to make a small donation.
The location and date of dance lessons will be determined by the Board of Directors. Once the dance lesson schedule is announced any changes to dates or times will be posted on the VSCS website; an email may also be sent to the distribution lists.
Non-Dance Season (May through July)
Each year we seem to be invited to attend or perform at many events during the summer. These events will take the place of our dance lessons and will be good practice sessions.
Events
(Procedures will be developed for event chair persons and added as developed.)
For each event the chair person will be responsible for a list of attendees. This list will be on the approved VSCS spreadsheet for events. Each attendee must be identified by name and email and/or telephone number should be noted for each attendee. It should be filled in completely and turned in to the board with the receipts and the final event report. The list will be used at the door at the event to verify who is attending and who has paid, etc.
Distribution and Discussion Lists
Members email Distribution Lists
Announcements List
This is a distribution list hosted by Google Groups that is used for distribution of event notices, meeting notices, and other VSCS specific information. This list is for announcements distributed to subscribing members and is not intended for members to post. It is not intended to promote events of other individuals or organizations.
Discussion Distribution List
A distribution list hosted by Google Groups to which all subscribing members may post messages to all other subscribed members. This list provides a bulletin board for open discussions.
Website
Our website, www.victoriansocietycs.org, is currently maintained by Bill Donaldson.
(This is an electronic facsimile of the original document which is maintained by the Secretary. See the original document for notarization.)