THE STAINED GLASS ASSOCIATION OF AMERICA
OFFICIAL MANUAL
OF
RULES AND PROCEDURES
Adopted 1997
Revised: 2004
Revised: 2007
TABLE OF
CONTENTS
Section I. ‑ Purpose,
Authorization and Procedures
..................................................... Page 1
Section II. ‑ General Rules
for all Officers, Directors & Committee Chairs
Attendance
..........................................................................................................................
Page 1
Reports.......................................................................................................................................
Page 1
Expenses...................................................................................................................................
Page 1
Order of
Business.....................................................................................................................
Page 2
Email Rules and
Procedures...................................................................................................
Page 3
Section III. ‑ Standing
Committees
Apprenticeship...............................................................................................
Page 5
Architectural Glass and New
Technology....................................................
Page 6
Bylaws.............................................................................................................
Page 7
Conference.....................................................................................................
Page 8
Education........................................................................................................
Page 9
Ethics...............................................................................................................
Page 10
Health
and
Safety...........................................................................................
Page 11
Historical
Studies...........................................................................................
Page 12
Long
Range
Planning....................................................................................
Page 13
Marketing........................................................................................................
Page 14
Membership....................................................................................................
Page 15
Nominations....................................................................................................
Page 18
Publications....................................................................................................
Page 19
Restoration and
Preservation.......................................................................
Page 20
Section IV. ‑ Special
Committees at Conferences
Auditing...........................................................................................................
Page 21
Budget.............................................................................................................
Page 21
Elections..........................................................................................................
Page 21
Credentials......................................................................................................
Page 21
Resolutions.....................................................................................................
Page 22
Section V. ‑ Employees and
Contracted Agents
Editor
and Media
Director....................................................................
Page 22
Executive
Administrator.........................................................................Page...
22
Parliamentarian.....................................................................................
Page 22
Section VI. ‑ SGAA Meetings and
Conferences
Motions............................................................................................................
Page 23
Minutes............................................................................................................
Page 23
Section VII. ‑ Elections..........................................................................................................
Page 23
Section VIII. ‑ Awards............................................................................................................
Page 24
Section IX. ‑ Stained Glass
School.....................................................................................
Page 25
Section I. ‑
Purpose, Authorization and Procedures
Adopted:
June, 1989 – Portland, Oregon
PURPOSE
Standing Rules and
Procedures have been adopted to furnish guidelines to officers,
directors, committee chairmen, contracted agents and employees of
the Association in the performance of their respective
responsibilities and directives.
AUTHORIZATION
The Official
Bylaws, Article VIII, Section 2, A., 4. authorizes the Executive
Board to “Establish rules and procedures for members, committees,
appointees and employees.”
PROCEDURES
Rules and
procedures may be:
1.
Adopted by the Executive Board by a majority vote of those
present and voting.
2.
Amended or rescinded by a 2/3 vote of same without previous
notice or by a majority vote after previous notice.
3.
Suspended temporarily by an affirmative vote of no fewer than
nine (9) board members.
RESPONSIBILITY AND NOTIFICATION
The Chair of the
Bylaws Committee will be responsible for updating and maintaining
the master copy of the Manual of Rules and Procedures. The
Administrative Office will have a back-up copy of the current
version and will be responsible for distribution to Board Members
and others.
A copy of the
Manual of Rules and Procedures shall be provided to each elected
Officer and Director, Committee Chair and all other appointees or
agents.
After each meeting
of the Executive Board the Chair of the Bylaws Committee will update
the master manual and send a copy of any altered sections to the
Administrative Office to be distributed to all Executive Board
Members and other affected parties.
Section II. ‑
General Rules for all Officers, Directors & Committee Chairs
Adopted: Summer Conference – 1990 –
Albuquerque, New Mexico
ATTENDANCE
Elected Officers
and Directors should attend all meetings of the Executive Board.
Those unable to attend shall give advance notice to the President
and/or the Executive Administrator.
REPORTS
All Committee
Chairs and Elected Officers shall provide a written report to the
President and/or the Executive Administrator thirty (30) days prior
to the first day of each Conference, regardless of whether or not
they plan to attend.
In the event of
additional committee activity affecting the accuracy of the
previously mailed report, an amended report or an addendum to the
previously submitted report shall be delivered to the President and
Executive Administrator for presentation at the Executive Board
Meeting
Reports are to
include: a list of committee members, the date and place of each
meeting, the names of all attendees and actions taken by the
committee. This includes telephone meetings.
EXPENSES
Each elected
Officer, Director and Committee Chair shall adhere to their
established budget. Monies spent shall be for the purpose approved
by the Executive Board.
Requests for
reimbursement of personal expenses shall be submitted to the
Executive Administrator. Expenses exceeding budget shall not be
reimbursed without Executive Board approval.
ORDER OF BUSINESS
Generally the order of business for
any Executive Board Meeting shall be established as follows:
Call to Order by the Presiding
Officer
Invocation
Roll Call and Introduction of
Guests and Visitors
Approval of Previous Meeting
Minutes (Based on Minutes Approval Committee)
Reports of Officers
President
First Vice President
Second Vice President
Financial Secretary
Recording Secretary
Treasurer
Reports of Appointed Positions
Magazine Controller
Stained Glass School Director
Reports of Personnel
Editor/Media Director
Executive Administrator
Reports of Standing Committees
Apprenticeship
Architectural Glass and New
Technology
Bylaws
Conference
Education
Ethics
Exhibitions
Health and Safety
Historical Studies
Long Range Planning
Marketing
Membership
Nominations
Publications
Restoration and Repair
Reports of Ad Hoc Committees
Old Business
New Business
Open Board Comments
Appointment of Minutes and Approval
Committees
Adjournment
E-Mail Rules & Procedures
General Guidelines:
1.
It is the responsibility of all members who want to
participate fully in Association business, planning and
communication to maintain a current e-mail address. The Headquarters
should be notified in a timely manner of e-mail address changes.
2.
Official e-mail addresses for the board and for the
individual committees will be established and maintained by the
Association’s Media Director.
a.
These addresses are for the board as an entity and for the
committee as an entity and not for individual persons.
b.
These addresses will act as forwarders to send individual
e-mails to all members of the Board or the individual committee.
c.
It is the responsibility of the individual committee chair to
maintain a current, official list of committee members with the
headquarters.
d.
Each official committee e-mail address will include the
committee chairperson, all members of the committee, the president
and the SGAA Headquarters.
e.
Business pertaining to the particular group will be sent to
all members simultaneously via this official e-mail address.
i.
E-mail requests for action received at the headquarters for which
there is a specific committee established to address will be
forwarded in a timely manner to all committee members via the
official committee e-mail address.
ii.
E-mail requests for action received by individual committee
chairpersons or members will be forwarded in a timely manner to all
committee members via the official committee e-mail address.
f.
All communications relating to the business of the board or
the business of individual committees will always include the
official e-mail address in the “To:” field in the list of e-mail
recipients.
g.
Other individuals who are not part of the board or of the
particular committee can be included in the e-mail if the inclusion
of the individual is relevant to the purpose of the e-mail. Such
individuals should be included in the “CC:” field in the list of
email recipients.
h.
E-mail topics that involve more than one committee or that
include the board and one or more committees will be sent to all
persons involved simultaneously by including all relevant official
e-mail addresses in the “To:” field in the list of e-mail
recipients.
i.
To limit the amount of spam sent via the official e-mail
addresses, these addresses will remain unpublished.
3.
Every e-mail will include as the first line in the body of
the e-mail a description of the Distribution List. For example:
a.
DISTRIBUTION LIST: SGAA Board & Officers
b.
DISTRIBUTION LIST: SGAA Board and Officers; SGAA
Committee Chairpersons
c.
DISTRIBUTION LIST: SGAA Board & Officers
Membership Chair &
Committee
John Q. Smith,
Applicant for Accreditation
4.
When replying to an e-mail, the proper procedure is to use
the “Reply to All” function.
5.
When replying to an e-mail, it is proper to delete included
quoted material that is not relevant to the reply.
Acceptable Content
1.
E-mail for discussion of SGAA business is not to be
considered privileged or secure.
2.
Information regarding SGAA board or committee business that
is too sensitive to be sent to the official e-mail addresses is too
sensitive to be included in any e-mail.
3.
It is important that SGAA business be conducted in a fair,
open and honest manner that reflects well on the Association and on
the craft. For this reason, e-mail that discusses SGAA business
should always include among the recipients all committee and board
e-mail addresses that are appropriate.
4.
It is never acceptable to use e-mail to libel or defame.
5.
E-mail related to SGAA business is archived at the
Association headquarters. Content that the sender is not comfortable
seeing archived is not appropriate for inclusion in e-mail.
6.
E-mail should be sent in plain text or html formats only.
7.
Graphic or color backgrounds and “e-mail letterhead” are strongly
discouraged.
For the purposes of printing, a white background with black text is
most appropriate.
8.
Attachments should be kept to a minimum and should relate
specifically to the e-mail.
a.
Word-processing, spreadsheet and software-specific document
attachments are discouraged.
b.
Plain text, Acrobat (pdf) and .jpeg attachments are the most
universally readable formats and their use is encouraged when
attachments are necessary.
9.
Subject lines will always include “[SGAA]” as the first
element of the subject. This is to make the e-mail immediately
identifiable as relating to SGAA business.
10.
The subject line should briefly summarize (as much as is
possible) the content.
11.
It is generally considered appropriate to discuss one topic
per e-mail. Multiple topics should be divided into multiple e-mails.