2017 TCI Delegates Information Packet

Transcription

1 Posted 5/20/17 Tall Clubs International 2017 TCI Delegates Information Packet May 20, 2017 To TCI Member Clubs: This document includes information to review with your TCI Delegate prior to attending the 2017 TCI Delegates Meeting on Wednesday, July 5 in Portland, Oregon. Delegate Designation/Proxy Form see page 2 Agenda for 2017 Delegates Meeting see page TCI Award Nominees see page Bylaw and Resolutions change proposals see page 5 Nominations for TCI Elected Offices see page 11 Details on award nominations are available for download on the 2017 Delegates Information page in the members-only pages of tall.org. Please copies of your club s Delegate Designation by June 20 to both: Megan Lukens: pdxmegan@yahoo.com and Mary Kershner: tllskr@yahoo.com Page 1

2 TCI 2017 Delegate Designation Form Club name: Club president: Date: In compliance with TCI Bylaws, and to assure a proper quorum is established for TCI s annual Delegates Meeting, please select one of the following options and submit by July 27, o Our Club s delegate to this year s TCI Delegates Meeting will be: a member in good standing of our club. Our alternate delegate will be: o o o Our Club is submitting its votes on the listed matters in accordance with the attached sheet(s). Our club will not otherwise be represented at this year s TCI Delegates Meeting. Our Club designates, a member of Tall Club, to make proxy votes on our behalf at this year s TCI Delegates Meeting. Our Club designates the TCI Executive Board to make proxy votes on our behalf at this year s TCI Delegates Meeting. Delegate contact Info: Phone: Club President s contact info: Phone: Please copies of your club s Delegate Designation by June 20 to both: Megan Lukens: pdxmegan@yahoo.com and to Mary Kershner: tllskr@yahoo.com Note: Please be sure to make a copy of your completed form in case it is needed for backup! Page 2

3 2017 TCI Delegates Meeting Agenda Wednesday, July 5, 2017 Portland, Oregon 1. Call to Order Welcome Delegates A. Procedural Announcements B. Parliamentarian C. Sergeant at Arms 2. Review delegate count and voting guidelines per Bylaw Review minutes of 2016 Delegates Meeting in New Orleans 4. Review and vote on new TCI club applications 5. Review and vote on TCI Member-at-Large applications 6. Officers Reports A. Executive Board B. Treasurer s Report C. Alternate Executive Report D. Executive Committees E. TCI Foundation 7. Voting on Bylaw and Resolutions proposals 8. TCI Officer and Leadership Nominations/Elections 9. Old business to be brought forward A. Search for new TCI Archivist 10. New Business A. Review workshop schedule and topics B. Future Convention Host(s) presentation(s)/selection Page 3

4 TCI Award Nominations 2017 Nominees for TCI Frank Winker Lifetime Achievement Award P Marie Austin P Nancy Collier P Patty Huggett P Sharon Speer Nominees for TCI Kae Sumner Einfeldt Lifetime Achievement Award P John Bewick P Charles Goldstein P Robert Habenicht Log-in to download full nomination write-ups for the nominees at: Nominees for 2017 Best Internet Home Page Award Boston Beanstalks California Tip Toppers Central Arizona Tall Society Central Jersey Tall Friends Sacramento Tall Club Nominees for 2017 Best Newsletter Award California Tip Toppers* Editor: Nancy Bukowski Miami Tall Club Editor: Robert Habenicht Paramount Tall Club of Chicago* Editor: Amy Burkard Rocket City Tall Club Editor: Laura Brown Sacramento Tall Club Editor: Alice Quinton Tall Club of Long Island Editor: Arlene Krinsky Digital newsletters available for review at: *Hard copy only review at Delegates Meeting Page 4

5 2017 TCI Bylaw Proposals Submitted by the TCI Executive Board Passage of either one of these two proposals (3.1 or 3.4) will create equal treatment for MALs and Clubs applying for membership in TCI. They will each either pay a full year s dues for their first year of membership, or pay only prorated dues from their date of application. 3.0 Membership in the Corporation 3.1 Requirements for a Club to become a Member of TCI are: Current wording Proposed change F. Prorated dues based upon the number of members at the time of application. Dues payment shall be non-refundable. F. Dues based upon the number of members at the time of application. Dues payment shall be non-refundable. Reason for change Removes the prorating of dues for new clubs applying for membership in TCI. If this option passes, then the proposal for 3.4 is withdrawn. Current wording Proposed change 3.4 Any person desiring to obtain Membership-at-Large status within the Corporation shall send written application and a non-refundable dues check (as defined in Section 4) to TCI in care of the TCI Vice President of Membership at least sixty (60) days prior to the annual Delegates Meeting. After review, the Executive Board shall submit qualified applications to the delegates for final approval. 3.4 Any person desiring to obtain Membership-at-Large status within the corporation shall send written application and a prorated, non-refundable dues check (as defined in Section 4) to TCI in care of the TCI Vice President of Membership at least sixty (60) days prior to the annual Delegates Meeting. After review, the Executive Board shall submit qualified applications to the delegates for final approval. Reason for change Allows individuals applying for MAL membership to pay prorated dues. Page 5

6 7.0 Convention Current wording 7.1 TCI shall hold an annual Convention for Members. Honorary Members, Associate Members, and certain invited guests may also attend at regular Member prices. At the discretion of the Host, other individuals may attend, but they are subject to an additional 5% non-member fee. All Convention attendees must be at least 21 years of age. 7.2 TCI Convention shall be incorporated as a separate entity from TCI. The collection and disbursement of funds for Convention activities shall be separate and distinct from the financial affairs of TCI. 7.3 At each Convention Delegates Meeting, Member Clubs or committees desiring to host one of the next three (3) years Conventions, may announce their intent to serve as the Host of the Convention for a specific year. The Convention Delegates will vote for host by written ballot during Convention week and the winner will be announced at the Awards Banquet at Convention. Any Club or committee seeking to become Host shall provide the Delegates with the proposed location of Convention along with as much information as possible about costs, activities and the like. 7.4 The Host shall select the Committee/Host Club for Pre-Convention, if one is held. The finances for Pre-Convention shall be kept separate from those of Convention, unless they are designated as a single event by the Host. 7.5 The Host shall be responsible for planning Convention, with advice and assistance from the Executive Board. 7.6 The Host shall submit a detailed financial report of Convention, including all documentation used to justify disbursements and revenues collected at Convention. This report shall be submitted to the TCI Treasurer and Executive Board within three (3) months after Convention. 7.7 The Executive Board shall, upon receipt, publish at its next meeting the TCI Convention financial reports. 7.8 All net proceeds from the TCI Convention shall be divided equally between TCI and the Host Club or Host Committee. The Host Club or Host Committee shall receive fifty percent (50%) of the profits of convention, not to exceed $5,000. The Host shall allocate its share of the excess proceeds among its members and/or Member Clubs as they see fit. TCI shall receive fifty percent (50%) of the profits of Convention, not to exceed $5,000. Net income in excess of $10,000 shall be refunded equally to full package Convention attendees if the per person rebate equals $20 or more. If the amount to be refunded is less than $20 per person, then the excess funds shall be donated to the non-profit TCI Foundation, Inc. 7.9 The Miss Tall International Pageant shall be conducted at Convention according to the Standing Rules set forth in Resolution No. 1. Reason for changes The Executive Board is proposing the following changes for this section in order to clarify and resolve questions of how financing and accounting are handled for Convention. Some specifics: 7.2 Keeps records separate from Host Club or Host Committee finances as well as TCI This is meant to document DJ, Website, Driving, etc. expenses that should be contracted and documented How and what do we specify to be kept for archives., and for how long? Most likely, the bank statements and all original receipts for purchases are not needed. (Any expense over $500 should have a detailed invoice that is kept in archive. Page 6

7 7.0 Convention Proposed change(s) 7.1 TCI shall hold an annual Convention for Members. Honorary Members, Associate Members, and certain invited guests may also attend at regular Member prices. At the discretion of the Host, other individuals may attend, but they are subject to an additional 5% non-member fee. All Convention attendees must be at least 21 years of age. 7.2 TCI Convention shall be incorporated as a separate entity from TCI. The collection and disbursement of funds for Convention activities shall be separate and distinct from the financial affairs of TCI or host club/committee. 7.3 At each Convention Delegates Meeting, Member Clubs or committees desiring to host one of the next three (3) years Conventions, may announce their intent to serve as the Host of the Convention for a specific year. The Convention Delegates will vote for host by written ballot during Convention week and the winner will be announced at the Awards Banquet at Convention. Any Club or committee seeking to become Host shall provide the Delegates with the proposed location of Convention along with as much information as possible about costs, activities and the like. 7.4 The Host shall select the Committee/Host Club for Pre-Convention, if one is held. The finances for Pre-Convention shall be kept separate from those of Convention, unless they are designated as a single event by the Host. 7.5 The Host shall be responsible for planning Convention, with advice and assistance from the Executive Board. 7.6 The Host shall submit a detailed financial report of Convention, including all documentation (registration records, bank records deposit slips, bank statements, canceled checks, original dated receipts) used to justify disbursements and revenues collected at Convention. Allowable expenses for convention shall include costs directly related to running a convention. Reimbursement to club, committee or event planners are not allowable convention expenses in calculating convention net proceeds used to determine excess proceeds in paragraph 7.8. This report shall be submitted to the TCI Alternate Treasurer and Executive Board within three (3) months after Convention for his/her use in auditing the financial report Host club members shall be required to pay the same rates as other members of TCI for Convention Activities Any expense greater than $500 must be documented by detailed invoice for purchase/services rendered All documentation becomes the property of TCI and will be forwarded to the TCI Archivist for archival storage. 7.7 The Executive Board shall, upon receipt, publish at its next meeting the TCI Convention financial reports. 7.8 All net proceeds from the TCI Convention shall be divided equally between TCI and the Host Club or Host Committee. The Host Club or Host Committee shall receive fifty percent (50%) of the profits of convention, not to exceed $5,000. The Host shall allocate its share of the excess proceeds among its members and/or Member Clubs as they see fit. TCI shall receive fifty percent (50%) of the profits of Convention, not to exceed $5,000. Net income in excess of $10,000 shall be refunded equally to full package Convention attendees if the per person rebate equals $20 or more. If the amount to be refunded is less than $20 per person, then the excess funds shall be donated to the non-profit TCI Foundation, Inc. 7.9 The Miss Tall International Pageant shall be conducted at Convention according to the Standing Rules set forth in Resolution No. 1. Page 7

8 2017 Resolutions Proposals Submitted by the Portland Skyliners 2017 / Miss TI Pageant Committee Resolution No. 1 - TCI Rules for the Miss Tall International Pageant II. ELIGIBILITY Current wording of Bylaw or Resolution: Resolution No. 1 - Miss Tall International requirements for eligibility include that the contestants be female and single. Proposed change: Resolution No. 1 - Remove gender and marital status eligibility requirements thereby creating Tall Clubs International Ambassador to replace Miss Tall International. -OR- Delete Resolution No. 1 in its entirety. thereby ending the annual pageant and Miss Tall International role as of July 2018 Reason for change: Miss Tall International, and Miss Talls at the club level, are no longer fully embraced. It is increasingly difficult to secure 3 contestants for the Miss TI pageant each year. Removing the gender and marital status eligibility requirements may revitalize this institution and publicity tool. If the delegates do not want to take these steps, Resolution No. 1 should be deleted entirely. It is no longer sustainable as written. See accompanying side by side display of Resolution (Version ) and proposed changes. Note: Some of these changes could require changes in other parts of the bylaws (i.e. trademarks [shown in green on the side by side]; elimination of the Miss Tall Coordinator if deleted, etc.). Club submitting proposal: Portland Skyliners Tall Club Club officer: Shelley Dalmau, President Date: 4/28/2017 Form updated March 2016 Page 8

9 Resolution No. 1 - TCI Rules for the Miss Tall International Pageant X. FINANCES Current wording of Bylaw or Resolution: Resolution No. 1 VI) CONTESTANTS PAGEANT ATTIRE A. This isn't necessarily a costume; for instance, if she is a tailored business type, she may want to wear a suit and carry an attaché case. Another example of what/who she is portraying would be a Contestant from the Chicago Club dressed as a butterfly as she had just flown in from the Windy City. Proposed change: Resolution No. 1 Strike sentence shown in light green above and on the side by side display of proposed changes. Reason for change: This are not needed. Best left to the Pageant Director to communicate. Club submitting proposal: Portland Skyliners Tall Club Club officer: Shelley Dalmau, President Date: 4/28/2017 Form updated March 2016 Page 9

10 Resolution No. 1 - TCI Rules for the Miss Tall International Pageant VI. ELIGIBILITY Current wording of Bylaw or Resolution: Resolution No. 1 - Miss Tall International Section X Finance Items C-F define how the Miss Tall International Pageant must maintain a separate budget from the TCI Convention. X. FINANCES C. The Pageant shall be considered a separate activity from Convention and all income and expenses will be balanced separately. D. If the Pageant shows a profit and Convention results in a loss, Pageant profit shall be used first to cover Convention losses. E. If the Pageant has excess proceeds, the excess shall be added to the Convention excess proceeds and distributed to TCI and the Host Club per Bylaw 7.8. F. The accounting for the pageant shall follow the same rules as for Convention. Proposed change: Resolution No. 1 Strike Section X Finance Items C-F (shown in turquoise above and on the side by side overview of proposed changes). Reason for change: Miss Tall International Pageants have been diminishing in size and scope for some time. It no longer generates income, nor supports itself. These accounting requirements just create unnecessary burden for convention and pageant planners alike. Club submitting proposal: Portland Skyliners Tall Club Club officer: Shelley Dalmau, President Date: 4/28/2017 Form updated March 2016 Page 10

11 Nominations for TCI Offices Text of TCI Bylaw 6.1 The responsibilities for administration of the affairs of the Corporation shall be vested in selected individuals to be known as the Executive Board, the Alternate Executive Officer, Treasurer, and the Alternate Treasurer, elected at the Delegates Meeting at the annual Convention. No one shall serve who has not been a member of TCI for at least three (3) preceding years. Nominations shall be accepted from the floor of the Delegates Meeting for any position provided the nominee is present or acceptance is received in writing by the close of nominations. Votes for a contested office with nominations from the floor shall be due at noon on the day of the Awards Banquet at Convention. The Executive Board shall hold prime responsibility for administration of Corporation affairs and shall include seven individuals to hold corporate offices of President, Executive Vice President, Vice President, Secretary, Finance Officer, Editor, and Miss Tall International Coordinator. Term of office is two (2) years, with a two, consecutive, elected term limit for each office. Officers voted in at the Delegates Meeting on the following staggered schedule: A. EVEN Years: President, Executive Vice President, Editor, Treasurer B. ODD Years: Vice President, Finance Officer, Secretary, Miss TI Coordinator, Alternate Executive Officer, Alternate Treasurer Any mid-term vacancy may be filled by the TCI President, with the approval of the remaining Executive Board members, except that in the event of a vacancy in the position of TCI President, the vacancy shall automatically be filled by the Executive Vice President, in each case until election for permanent replacement can be held at the next Delegates Meeting. Candidates for TCI offices starting two-year terms in 2017 Vice President/Membership Finance Officer Secretary Miss TI Coordinator Alternate Executive Officer Alternate Treasurer Sharon Speer (second term) Barry Umbs (second term) Mary Kershner (second term) Erica Hand (first term) Patty Huggett (second term) Linda Ring (second term) Candidates to complete remaining year of vacated two-year term in office President Shalimar Vavra Carolyn Goldstein Page 11