BYLAWS AND STANDING RULES OF WASHINGTON STATE CHAPTER P.E.O. SISTERHOOD 2016

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1 BYLAWS AND STANDING RULES OF WASHINGTON STATE CHAPTER P.E.O. SISTERHOOD 2016 Article I Convention of Washington State Chapter Section 1. MEMBERS. The Convention of Washington State Chapter shall consist of the following active members, when present and registered. A. Executive Board of Washington State Chapter. B. Past state presidents of Washington State Chapter. C. Resident past presidents of International Chapter. D. One delegate from each local chapter, the president being a delegate when feasible. E. Chairmen, or acting chairmen, of Washington State Chapter standing committees. F. Chairman or acting chairman of convention. G. Nominee(s) submitted by the Nominating Committee for a first year position on the Executive Board of Washington State Chapter. Section 2. TIME. Washington State Chapter shall convene annually in May or June. In case of emergency, the executive board shall have the power to change the time and/or place of the meeting. Section 3. PLACE. An invitation to the Convention of Washington State Chapter shall be extended by a hostess chapter or group of hostess chapters, two years in advance. Section 4. HOSTESS GROUPS. Local chapters of the state shall be divided into geographical groups that, in rotation as determined by the Convention Planning and Review Committee, shall assist with the planning of the Convention of Washington State Chapter to which they are assigned. Section 5. FORMAL ACTION. Any item passed by Convention of Washington State Chapter that must be implemented by local chapters shall become effective upon receipt of an official notice from the president of Washington State Chapter. Section 6. REPORTS. After the close of Convention of Washington State Chapter, each delegate shall give a personal report at a business meeting of her local chapter. The report shall take place in June, if possible. Article II Representation in Convention of International Chapter Section 1. DELEGATES. For the purpose of representation in Convention of International Chapter, one delegate shall be chosen by rotation from groups of seven chapters or major fraction thereof, arranged geographically by the executive board. Newly organized chapters shall follow those geographical groupings in alphabetical order as nearly as possible. Chapters shall be regrouped geographically by the executive board when necessary. W.S.C. Bylaws & Standing Rules BL - 1

2 Section 2. NOMINATION OF DELEGATES. In the year of Convention of International Chapter, each local chapter entitled to representation shall be notified to nominate, at its annual election, a delegate and an alternate whose names shall be submitted as required by International Chapter for election at Convention of Washington State Chapter. To be eligible, they must be members of that Convention of Washington State Chapter or of any previous Convention of Washington State Chapter. Section 3. VACANCY IN DELEGATION. If a vacancy occurs in the delegation to Convention of International Chapter, the president of Washington State Chapter shall fill the vacancy by appointing the nominated alternate, another member of the same chapter, or a member of the same group, in that order. Section 4. CONVENTION REPORTING EXPENSES. Local chapters shall pay five dollars ($5.00) to the treasurer of Washington State Chapter with annual dues in March. These funds are to be used to help defray mileage expenses incurred in giving the convention report to chapters. Section 5. REPORTS. In the year of Convention of International Chapter, the president of Washington State Chapter shall make assignments geographically for the purpose of making convention reports. Within a reasonable time after the close of Convention of International Chapter, each delegate shall report at business meetings of the local chapters to which she is assigned. Upon mutual agreement, the delegate and local chapter shall decide if the report will be given in person, in writing, on DVD or through another medium accessible to the local chapter. Entitled past state presidents of Washington State Chapter attending the Convention will assist in reporting to chapters. The president of Washington State Chapter shall be notified when all reports are completed. Section 6. PAST STATE PRESIDENTS. Designation of the past state presidents of Washington State Chapter, and their alternates, for whom housing, meals and transportation from designated points of origin are to be paid, shall be made by the past state presidents group (Mizpah Circle A). Those designated shall include the immediate past state president of Washington State Chapter. The president of Mizpah shall be responsible for filling any vacancy in the past state presidents representation in accordance with the Bylaws and Standing Rules of Mizpah Circle A. Article III Officers of Washington State Chapter Section 1. ELIGIBILITY AND TENURE. No chapter delegate shall be elected to any office of Washington State Chapter the first year her chapter is represented in convention. A nominee for Washington State Chapter office shall have been a member of the P.E.O. Sisterhood for at least five years and shall have been duly elected and installed and shall have served as president of a local chapter for one term. No one shall be eligible to the same office in Washington State Chapter for more than two years in succession. No officer shall continue on the executive board longer than four years in succession, unless she is elected to the office of president, vice president, organizer, or treasurer. Section 2. SEQUENCE OF OFFICERS. The sequence of officers shall be: president, vice president, organizer, treasurer, and secretary. Section 3. NOMINATION OF WASHINGTON STATE CHAPTER OFFICERS A. The Nominating Committee shall be appointed by the president with approval of the executive board. This committee shall consist of five members who are from different geographical regions when feasible. Four members shall be appointed to two-year terms with two being appointed each year. The fifth member shall be a past state president of Washington State Chapter appointed for a one-year term. The president shall designate the W.S.C. Bylaws & Standing Rules BL - 2

3 chairman of the committee. If a vacancy occurs, the president shall appoint a member to fill the unexpired term. B. The duties of this committee shall be to select and present to convention nominees for Washington State Chapter offices. C. At least 2 committee members shall conduct in-person interviews with all qualified candidates for the office of secretary. D. Additional nominations may be made from the floor preceding the elective ballot. E. A chapter or standing committee may sponsor a qualified candidate for nomination by submitting, with the candidate s consent, her name and qualifications to the chairman of the Nominating Committee no later than February 1. Section 4. ELECTION OF OFFICERS. Election shall be by written ballot. A majority of votes cast shall elect and voting shall not be limited to the nominees. Each office shall be filled before votes are cast for the succeeding office. If there is but one nominee for each office and no further nominations are made from the floor for each office called for in sequence, by general consent, the ballot may be dispensed with and the vote for the entire ticket taken by voice. If there are nominations from the floor for one or more offices, separate elective ballots for each such office will be taken. Section 5. DUTIES OF EXECUTIVE BOARD. The executive board shall designate the chairmen required to give reports in person at Convention of Washington State Chapter. In addition to those listed in the Constitution and Bylaws and Standing Rules of International Chapter, duties of the officers shall be: A. PRESIDENT. 1. To send regular correspondence to all local chapters during her term, with copies to the executive board, state standing committee chairmen, and the past state presidents of Washington State Chapter. 2. To attend the organization of new chapters whenever possible. 3. To serve as ex officio member of all standing committees, with the exception of the Nominating Committee. 4. To proofread the proceedings of Convention and the Bylaws and Standing Rules of Washington State Chapter following her term of office. 5. To oversee and direct the responsibilities of the Executive Assistant. 6. To oversee and direct the responsibilities of the Web Manager. 7. To oversee and direct the responsibilities of the state bookkeeper. 8. To oversee and direct the responsibilities of contract workers assisting in the work of the Executive Board. B. VICE PRESIDENT. 1. To make an official visit to such chapters as may be assigned to her by the organizer. 2. To serve as ex officio member, without vote, of the Finance Committee. 3. To serve as ex officio member of the Amendments and Recommendations Committee. 4. To serve as adviser to reciprocity groups and P.E.O. Groups 5. To act as adviser to hostess chapters planning for the convention at which she will preside. 6. To plan and conduct officer workshops assisted by the appointed proxies. W.S.C. Bylaws & Standing Rules BL - 3

4 7. To serve as adviser to the Convention Planning and Review Committee. C. ORGANIZER. 1. To promote and support the health of chapters in the state. 2. To plan and conduct annual official visits to chapters and appoint proxies as needed. 3. To check the bylaws and standing rules of each local chapter and make recommendations, assisted by the appointed proxies. 4. To act as adviser to hostess chapters planning for the convention at which she will preside. 5. To conduct officer workshops for such chapters as may be assigned to her by the vice president. 6. To serve as adviser to the Unaffiliate Contact Committee. 7. To serve as adviser to the Membership Committee. 8. To serve as adviser to the CARE Committee. D. TREASURER. 1. To facilitate the investment of funds of Washington State Chapter, as per the Washington State Investment Policy approved by the Executive Board. 2. To have the books of the treasurer audited each fiscal year ending March 31 by a CPA firm. 3. To serve as an ex officio member, without vote, of the Finance Committee. 4. To make an official visit to such chapters as may be assigned to her by the organizer. 5. To conduct officer workshops for such chapters as may be assigned to her by the vice president. 6. To serve as administrator of the Emergency Assistance Fund. 7. To serve as adviser to the P.E.O. Projects Coordinator. 8. To be a member of the Cottey College Committee and to serve as scholarship administrator. 9. To direct the P.E.O. Projects Program at Convention of Washington State Chapter. E. SECRETARY. 1. To make an official visit to such chapters as may be assigned to her by the organizer. 2. To have the minutes of Convention of Washington State Chapter approved by the presiding president before the minutes are printed in the proceedings. 3. To have the proceedings of convention and the current Bylaws and Standing Rules of Washington State Chapter compiled, printed and available on the Washington State Chapter website within three months following convention. 4. To furnish copies, or advise availability, of the proceedings and current bylaws and standing rules to those named in the Constitution, Part II, Article VIII, Section 6, and to all members of standing committees of Washington State Chapter and others as indicated in Washington State Chapter P.E.O. Sisterhood Convention Guide. 5. To verify the eligibility of each nominee for delegate to Convention of International Chapter. 6. To conduct officer workshops for such chapters as may be assigned to her by the vice president. 7. To compile a list of members deceased during the local chapter year and send the list to the chairman of the Time of Remembrance committee at least one month before W.S.C. Bylaws & Standing Rules BL - 4

5 Convention of Washington State Chapter. Past state presidents of Washington State Chapter deceased between March 1 and the time of convention shall be included in the Time of Remembrance for that convention. 8. To serve as adviser to the Historian/Program Library. 9. To serve as adviser to the chapter presenting the Time of Remembrance at the Convention of Washington State Chapter. Article IV Executive Assistant Washington State Chapter shall hire the services of an executive assistant on a yearly basis. She shall be an active member of Washington State Chapter. Conditions for terminating services shall be specified in the employment contract. The executive assistant shall provide services to the officers of Washington State Chapter as directed by the president. The amount of compensation to be paid to the executive assistant by Washington State Chapter shall be determined by the executive board. Article V Committees Section 1. STANDING COMMITTEES. The standing committees shall be Amendments and Recommendations, Finance, Convention Planning and Review, Cottey College, P.E.O. Educational Loan Fund, P.E.O. Program for Continuing Education, P.E.O. International Peace Scholarship Fund, P.E.O. Scholar Awards, P.E.O. STAR Scholarship, Historian/Program Library, Membership, Unaffiliate Contact, Nominating, CARE, P.E.O. Projects Coordinator and Web Manager. A. AMENDMENTS AND RECOMMENDATIONS COMMITTEE. 1. This committee shall consist of three active members of Washington State Chapter, each appointed for a term of three years, one to be appointed each year by the president with the approval of the executive board. The senior member in point of service shall be chairman. In the appointment of an entirely new committee, the president shall designate the term of each member. If a vacancy occurs, the president shall appoint a member to fill the unexpired term. The vice president shall serve as an ex officio member. 2. It shall be the duty of this committee to review and prepare proposed amendments to the Constitution, Bylaws and Standing Rules of the P.E.O. Sisterhood and the Bylaws and Standing Rules of Washington State Chapter for consideration by the Convention of Washington State Chapter. 3. It shall be the responsibility of the chairman of this committee to proofread the Bylaws and Standing Rules of Washington State Chapter in the final draft of the proceedings of Convention of Washington State Chapter before such proceedings go to print. B. FINANCE COMMITTEE. 1. This committee shall consist of three active members of Washington State Chapter, each appointed for a term of three years, one to be appointed each year by the president with the approval of the executive board. One of the three shall be a past state president W.S.C. Bylaws & Standing Rules BL - 5

6 of Washington State Chapter. The senior member in point of service shall be chairman. In the appointment of an entirely new committee, the president shall designate the term of each member. If a vacancy occurs, the president shall appoint a member to fill the unexpired term. The president, vice president and treasurer of Washington State Chapter shall be ex officio members of the committee without the right to vote. 2. The duties of this committee shall be to fulfill the requirements set forth in Part II, Article IX, Section 9 of the Constitution; to advise Washington State Chapter on financial matters; in consultation with the executive board, to recommend the allocation of Washington State Chapter dues to Convention; and, to prepare the budget to be presented to Convention of Washington State Chapter. The budget must be submitted to, and approved by, the executive board before presentation to Convention of Washington State Chapter for acceptance. C. CONVENTION PLANNING AND REVIEW COMMITTEE. 1. This committee shall consist of three active members of Washington State Chapter, each appointed for a term of three years, one to be appointed each year by the president with the approval of the executive board. One of the three shall be a past chairman or assistant chairman of Convention of Washington State Chapter; one shall be a past state president of Washington State Chapter. The senior member in point of service shall be chairman. In the appointment of an entirely new committee, the president shall designate the term of each member. If a vacancy occurs, the president shall appoint a member to fill the unexpired term. The vice president of Washington State Chapter shall be adviser to the committee. 2. It shall be the duty of this committee to recommend to the executive board, hostess groupings and viable convention facilities four years in advance of convention, taking into consideration geographic balance, availability of facilities and reciprocity groupings. 3. This committee will develop and maintain a resource file of convention facilities. The committee will review the Washington State Chapter P.E.O. Sisterhood Convention Guide and the standardized report forms in order to recommend necessary changes to the executive board. The committee will advise hostess chapters on preliminary arrangements and assign new chapters to their proper group. D. COTTEY COLLEGE COMMITTEE. 1. This committee shall consist of four active members of Washington State Chapter; the treasurer of Washington State Chapter shall be a voting member and shall serve as scholarship administrator. The remaining three members shall each serve a term of three years, one to be appointed each year by the president, with the approval of the executive board. Of the appointed three, the senior member in point of service shall be chairman. In the appointment of an entirely new committee, the president shall designate the term of each member. If a vacancy occurs, the president shall appoint a member to fill the unexpired term. The P.E.O. Projects Coordinator of Washington State Chapter shall act as a liaison to the board adviser. 2. It shall be the duty of this committee to award the Washington State Chapter Edith Markham Wallace, Besse B. Thomas, Bertha Gilbertson, and Helen Grady W.S.C. Bylaws & Standing Rules BL - 6

7 Scholarships, to notify the P.E.O. Foundation of such awards, to provide information to local chapters, and to promote interest in the program of the college. E. P.E.O. EDUCATIONAL LOAN FUND. 1. This committee shall consist of one active member of Washington State Chapter to be appointed annually by the president with the approval of the executive board. The P.E.O. Projects Coordinator of Washington State Chapter shall act as a liaison to the board adviser. 2. The duties of this committee shall be to provide information to chapters and to promote the P.E.O. Educational Loan Fund. F. P.E.O. PROGRAM FOR CONTINUING EDUCATION. 1. This committee shall consist of one active member of Washington State Chapter to be appointed annually by the president with the approval of the executive board. The P.E.O. Projects Coordinator of Washington State Chapter shall act as a liaison to the board adviser. 2. The duties of this committee shall be to provide information to chapters and to promote the P.E.O. Program for Continuing Education. G. P.E.O. INTERNATIONAL PEACE SCHOLARSHIP FUND. 1. This committee shall consist of one active member of Washington State Chapter to be appointed annually by the president with the approval of the executive board. The P.E.O. Projects Coordinator of Washington State Chapter shall act as a liaison to the board adviser. 2. The duties of this committee shall be to provide information to chapters and to promote the P.E.O. International Peace Scholarship Fund. H. P.E.O. SCHOLAR AWARDS. 1. This committee shall consist of one active member of Washington State Chapter to be appointed annually by the president with the approval of the executive board. The P.E.O. Projects Coordinator of Washington State Chapter shall act as a liaison to the board adviser. 2. The duties of this committee shall be to provide information to chapters and to promote the P.E.O. Scholar Awards. I. P.E.O. STAR SCHOLARSHIP. 1. This committee shall consist of one active member of Washington State Chapter to be appointed annually by the president with the approval of the executive board. The P.E.O. Projects Coordinator of Washington State Chapter shall act as a liaison to the board adviser. 2. The duties of this committee shall be to provide information to chapters and to promote the P.E.O. STAR Scholarship. J. MEMBERSHIP COMMITTEE. 1. This committee shall consist of three active members of Washington State Chapter, each appointed for a term of three years, one to be appointed each year by the president W.S.C. Bylaws & Standing Rules BL - 7

8 with the approval of the executive board. One of the three shall be a past state president of Washington State Chapter. The senior member in point of service shall be chairman. In the appointment of an entirely new committee, the president shall designate the term of each member. If a vacancy occurs, the president shall appoint a member to fill the unexpired term. The organizer of Washington State Chapter shall be the adviser. The Unaffiliate Contact Committee chairman shall serve as an ex officio member of the committee without the right to vote. 2. The duties of this committee shall be to carry out instructions of the executive board concerning matters of membership. 3. It shall also be the duty of this committee to create an annual plan of action outlining communication and information to be provided to chapters. K. UNAFFILIATE CONTACT COMMITTEE. 1. This committee shall consist of one active member of Washington State Chapter to be appointed for a term of three years by the president with the approval of the executive board. The organizer of Washington State Chapter shall be the adviser. 2. The duties of this committee shall be to compile and distribute information regarding unaffiliates and names received from the Introduction of a Woman Who is Not a P.E.O. form. L. NOMINATING COMMITTEE. Refer to Article III, Section 3 for duties of this committee. M. HISTORIAN/PROGRAM LIBRARY. 1. This committee shall consist of one active member of Washington State Chapter appointed for a term of three years by the president with the approval of the executive board. The secretary of Washington State Chapter shall be the adviser. 2. It shall be the duty of this committee to acquire and maintain program materials for circulation to Washington chapters, to expand the library through publication and exchange with other states libraries, and to display library materials at convention. 3. It shall also be the duty of this committee to advise local Washington chapters and the state chapter regarding maintenance of historical material and to maintain the state archival records. N. CARE (Chapter Assessment and Resource Evaluation) COMMITTEE. 1. This committee shall consist of one active member of Washington State Chapter appointed for a term of three years by the president with the approval of the executive board. The organizer of Washington State Chapter shall be the adviser. 2. It shall be the duty of this committee to coordinate and execute the CARE process as directed by the executive board. O. P.E.O. PROJECTS COORDINATOR: 1. This committee shall consist of one active member of Washington State Chapter appointed for a term of three years by the president with the approval of the executive W.S.C. Bylaws & Standing Rules BL - 8

9 board. The treasurer of Washington State Chapter shall be the adviser to this committee. 2. It shall be the duty of this committee to act as a liaison between the Cottey College Committee, the P.E.O. Educational Loan Fund Committee, the P.E.O. International Peace Scholarship Fund Committee, the P.E.O. Program for Continuing Education Committee, the P.E.O. Scholar Awards Committee and the P.E.O. STAR Scholarship Committee and the board adviser. It shall also be the duty of this committee to serve as a resource for the chairmen of these committees as directed by the executive board. 3. It shall be the duty of this committee to plan and organize the Projects Program at the W.S.C. annual convention. P. WEB MANAGER 1. One active member of Washington State Chapter shall be appointed for a term of three years by the president with the approval of the executive board. The president shall be the adviser to the Web Manager. 2. It shall be the duty of this committee to post and update information on the Washington State website at the direction of the executive board. Section 2. SPECIAL COMMITTEES. The president with the approval of the executive board may appoint special committees as the need arises. Section 3. COMMITTEE REPORTS. All committees shall report to convention as determined by the executive board. Section 4. COMMITTEE EXPENSES. All necessary expenses of the members in conducting the business of the committee shall be paid from the funds of Washington State Chapter if substantiated with receipts or other documentation and submitted within three months of being incurred. This shall include necessary meetings of the committee, as approved by the executive board. Article VI Special Duties of Officers of Local Chapters Section 1. PRESIDENT. During the month of February, the president shall write an annual letter to the president of Washington State Chapter reporting the activities of the local chapter. This letter shall be read to the chapter at a meeting in February and sent according to the instructions sent in the annual report packet, no later than March 10. A copy shall be filed in the president s supplies and in the historical records of the chapter; also, a copy shall be sent to each nonresident member and, upon request, to the individual who organized the chapter. The president s letter shall include the following: promotion of and contributions to P.E.O. projects, other philanthropic work, increase or decrease in membership, average attendance, spirit of cooperation, program notes, fund raising projects and social activities. W.S.C. Bylaws & Standing Rules BL - 9

10 Section 2. VICE PRESIDENT. The vice president shall serve as chairman of the chapter membership committee, which shall include responsibility for the chapter s involvement and commitment to the area reciprocity group. Section 3. CORRESPONDING SECRETARY. The corresponding secretary shall submit the Chapter Information Form to Washington State Chapter, according to the instructions sent at the time of annual reports, no later than March 31. Section 4. RECORDING SECRETARY. If the local chapter bylaws and/or standing rules have been amended during the fiscal year, the recording secretary shall send the required copies to Washington State Chapter, according to the instructions sent at the time of annual reports, no later than March 10. If the bylaws and/or standing rules have not been amended, she shall notify Washington State Chapter as instructed. Article VII Organization and Official Visits of Chapters Section 1. PETITION. A petition to form a local chapter should be signed by not fewer than fifteen women. Section 2. CHARTER LIST. Instruction, petition forms, and consent to select a charter list for a new chapter may be secured from the organizer by one who is not a P.E.O. upon recommendation of three active members of the P.E.O. Sisterhood. These three women shall know her personally and shall have consent of their chapter for such endorsement. These letters shall be considered her letters of recommendation for membership. Section 3. REQUIREMENTS. After a group has been selected, no less than ten meetings are to be held before organization of the chapter. The actual number of meetings shall be determined by the organizer. Section 4. OFFICIAL VISITS. Each local chapter shall have an official visit every fifth year by the organizer or her proxy. A new chapter shall be visited annually for three years. With the approval of the president of Washington State Chapter, special visits may be made when deemed necessary. In case of an emergency, which makes travel impracticable, the executive board may change the schedule. The local chapter shall assume the responsibility for lodging and meals for the organizer or her proxy at the time of the official visit. Article VIII Finance Section 1. DUES. The annual dues payable by local chapters to Washington State Chapter, which shall be postmarked on or before March 10, shall be forty-one dollars and fifty cents ($41.50) per active member, which shall be allocated as follows: A. Twenty-six dollars ($26.00) International dues, which includes six dollars ($6.00) for Cottey College. B. Fifteen dollars and fifty cents ($15.50) Washington State Chapter dues. Section 2. BUDGET. The budget shall cover the fiscal year, April 1 through March 31, and shall include those fixed disbursements authorized in the bylaws; all authorized expenses incurred by the executive board and committees in transacting official business; and the president s, treasurer s and executive assistant s bond. W.S.C. Bylaws & Standing Rules BL - 10

11 Section 3. WASHINGTON STATE CHAPTER CONVENTION FUND. A. The Washington State Chapter Convention Fund shall be composed of an allocation from the dues of each active member as determined by the Finance Committee and approved by convention and one hundred dollars ($100.00) convention fee from each local chapter payable with the annual dues in March. B. Within the limits of this fund the necessary expenses of Convention of Washington State Chapter shall be paid as outlined in the Washington State Chapter P.E.O. Sisterhood Convention Guide and approved by the executive board. Section 4. TRAVEL EXPENSE. A. Each local chapter shall provide for the travel expense of its delegate to attend Convention of Washington State Chapter. B. Each local chapter shall provide for the travel expense of its delegate to the officially designated point of departure to Convention of International Chapter. Section 5. INTERNATIONAL CHAPTER CONVENTION FUND. An allocation of funds belonging to Washington State Chapter shall be recommended by the Finance Committee and approved by convention, to be deposited annually for the International Chapter Convention Fund. From this fund shall be paid the transportation fare from designated points of origin to the Convention of International Chapter for the local chapter delegates, the past state presidents of Washington State Chapter entitled to housing and meals at Convention of International Chapter, and all the necessary expenses of the president and vice president. The organizer, treasurer and secretary of Washington State Chapter, as visitors to Convention of International Chapter, shall be entitled to the same transportation, housing and meals that are provided for delegates and for past state presidents who are entitled to transportation, housing and meals. Section 6. EXPENSES OF OFFICERS. Each officer shall keep a record of the expenses of her office and submit an itemized statement along with receipts or other documentation at least as often as quarterly to the Washington State Chapter president who will approve payment. A compilation of these statements shall be sent at least as often as quarterly to the members of the Finance Committee and to each officer. Section 7. EXPENSES OF COMMITTEES. Refer to Article V, Section 4. Section 8. DISBANDED CHAPTERS. A chapter that has submitted a Petition to Disband signed by the requisite number of members shall, between the submission of its annual reports and the time of the Convention of Washington State Chapter, turn over the required materials, including its total assets, to Washington State Chapter. Washington State Chapter shall return the materials as required by P.E.O. International Chapter. The total assets, less related costs incurred by Washington State Chapter, shall be sent to one or more of the P.E.O. projects and/or the P.E.O. Foundation as designated by the disbanding chapter. W.S.C. Bylaws & Standing Rules BL - 11

12 Article IX Emergency Assistance Fund Section 1. ESTABLISHMENT. Washington State Chapter shall maintain the Emergency Assistance Fund for temporary assistance to members and non-members in need. This fund shall be composed of gifts, bequests, interest on savings accounts and interest from the bequests of Gertrude Oakes, Chapter R, Spokane. Section 2. ADMINISTRATION. The Emergency Assistance Fund shall be administered by the treasurer of Washington State Chapter with the approval of the executive board. The expense of administering the Emergency Assistance Fund shall be paid from the Emergency Assistance Fund. Section 3. APPLICATION. Application for aid to a member or non-member shall be made and approved by a local chapter. The application form shall be secured from the treasurer of Washington State Chapter or retrieved electronically. Section 4. CASE HISTORY. A form for case history, approved by the Executive Board of Washington State Chapter, shall be filled out and signed by the applicant or his/her legal guardian. For aid to be granted, a grant or loan must be approved by the president and treasurer of Washington State Chapter. Section 5. PAYMENTS. Distribution may be made, in the form of grants or loans, from income and principal, provided that a minimum balance of twenty-five thousand dollars ($25,000.00) shall be maintained in the fund. All payments on duly approved applications shall be forwarded to the local chapter for distribution to the recipient. Upon reapplication, a grant or loan may be renewed by the unanimous approval of the Executive Board of Washington State Chapter. Section 6. DISPOSITION OF FUND. If by three-fourths vote of a Convention of Washington State Chapter, it is determined that all or part of the Emergency Assistance Fund shall be discontinued, such assets shall be applied and distributed to some qualified charitable and/or educational project or projects of Washington State Chapter or of International Chapter. Such qualified project or projects shall be selected by a three-fourths vote at that convention or at the next annual Convention of Washington State Chapter. Article X Cottey College Scholarship Funds Section 1. WASHINGTON STATE CHAPTER EDITH MARKHAM WALLACE COTTEY COLLEGE SCHOLARSHIP FUND. A. ESTABLISHMENT. 1. A composite Cottey College Scholarship Fund shall be known as the Washington State Chapter Edith Markham Wallace Cottey College Scholarship Fund to honor Edith Markham Wallace, president of Supreme Chapter, now known as International Chapter, , editor of THE P.E.O. RECORD, , president of Washington State Chapter, , and member of Chapter A, Seattle. This fund shall be composed of voluntary contributions from local chapters or individuals, bequests, interest from savings accounts and interest, gain, or return from the bequests of Grace Romine King, BC, Aberdeen; Abby Walsh, BD, Yakima; and Josephine Dwinell and Helen Grady, CE, Yakima. W.S.C. Bylaws & Standing Rules BL - 12

13 2. The Grace Romine King Fund of $10,000.00, minimum amount to be maintained mandated by the original bequest, shall be placed in the P.E.O. Foundation with the interest, gain, or return accruing to the Washington State Chapter Edith Markham Wallace Cottey College Scholarship Fund for scholarships. 3. The Abby Walsh Fund of $10,000.00, minimum amount to be maintained mandated by the original bequest, shall be placed in the P.E.O. Foundation with the interest, gain, or return accruing to the Washington State Chapter Edith Markham Wallace Cottey College Scholarship Fund for scholarships. 4. The Josephine Dwinell Fund of $33,072.84, minimum amount to be maintained mandated by the original bequest, shall be placed in the P.E.O. Foundation with the interest, gain, or return accruing to the Washington State Chapter Edith Markham Wallace Cottey College Scholarship Fund for scholarships. 5. The Helen Grady Fund of $9,000.00, minimum amount to be maintained mandated by the original bequest, shall be placed in the P.E.O. Foundation with the interest, gain, or return accruing to the Washington State Chapter Edith Markham Wallace Cottey College Scholarship Fund for scholarships. B. SCHOLARSHIPS. Scholarship funds available in any year shall be divided equally among qualified applicants to be used for scholarship purposes at Cottey College of Nevada, Missouri. These recipients are to be selected by the Cottey College Committee in accordance with the criteria and procedures approved by the executive board. Following approval by the president, the names of the recipients shall be announced at Convention of Washington State Chapter. Section 2. WASHINGTON STATE COTTEY COLLEGE SCHOLARSHIP FUND. A. ESTABLISHMENT. 1. A Washington State Chapter Cottey College Scholarship Fund shall be established in the P.E.O. Foundation with interest, gain, or return accruing to the Washington State Chapter Edith Markham Wallace Cottey College Scholarship Fund. This fund shall be composed of voluntary contributions from individuals, bequests, and an initial amount of $2, from the Washington State Chapter General Fund. 2. The minimum amount to be maintained in this fund is $15, B. SCHOLARSHIPS. The interest, gain, or return from this fund shall be awarded as part of the Washington State Chapter Edith Markham Wallace Cottey College Scholarship Fund. Section 3. BESSE B. THOMAS SCHOLARSHIP FUND. A. ESTABLISHMENT. 1. The Besse B. Thomas Scholarship Fund is a bequest from the estate of the late Besse B. Thomas to Washington State Chapter of P.E.O. (with credit to her Chapter BO, Spokane) to be used for scholarship purposes at Cottey College of Nevada, Missouri, under the name of the Besse B. Thomas Scholarship Fund. 2. The Besse B. Thomas Scholarship Fund of $54,084.16, minimum amount to be maintained mandated by the original bequest, shall be placed in the P.E.O. Foundation. 3. The interest, gain, or return from the bequest shall be the source of the scholarships W.S.C. Bylaws & Standing Rules BL - 13

14 B. SCHOLARSHIPS. The number of scholarships awarded annually will be determined by the amount of the funds available. Scholarship funds available shall be divided equally among qualified applicants. They shall be awarded in the following order: 1. First preference: Spokane area applicants. 2. Second preference: Washington State applicants at large. Section 4. BERTHA GILBERTSON SCHOLARSHIP FUND. A. ESTABLISHMENT. 1. The Bertha Gilbertson Scholarship Fund is a bequest from the estate of the late Bertha Gilbertson of Chapter G, Seattle, to be used for scholarship purposes at Cottey College of Nevada, Missouri, under the name of the Bertha Gilbertson Scholarship Fund. 2. The Bertha Gilbertson Scholarship Fund of $25,000.00, minimum amount to be maintained mandated by the original bequest, shall be placed in the P.E.O. Foundation. 3. The source of the scholarships shall be composed of interest, gain, or return income and contributions from local chapters and individuals. B. SCHOLARSHIPS. The number of scholarships awarded annually will be determined by the amount of the funds available. Scholarship funds available shall be divided equally among qualified applicants. Applicants from Washington State shall be given first preference in the awarding of scholarships from this fund. Article XI Marjorie W. Smith Leadership Seminars Section 1. ESTABLISHMENT. The Marjorie W. Smith Leadership Seminar Fund shall be established in the P.E.O. Foundation, by Washington State Chapter of the P.E.O. Sisterhood. The fund honors Marjorie W. Smith, CL, Spokane, president of International Chapter, , and president of Washington State Chapter, This shall be a permanently held fund, the earnings from which will be used to fund the Marjorie W. Smith Leadership Seminars in conjunction with the Cottey College Center for Women s Leadership. The fund shall be composed of voluntary contributions from local chapters or individuals, bequests and an initial amount of $60, from Washington State Chapter. Washington State Chapter mandates that a minimum amount of $60, will be maintained in this fund. Section 2. ADMINISTRATION. The Marjorie W. Smith Leadership Seminar Fund shall be administered by Cottey College. Section 3. SEMINARS. Leadership seminars for women shall be funded by the interest, gain or return from this fund. Article XII P.E.O. Program for Continuing Education Honoring Marjorie W. Smith All monetary gifts and bequests from Washington State to the general fund of the P.E.O. Program for Continuing Education, unless otherwise designated, shall be given in honor of Marjorie W. Smith, CL, Spokane, president of International Chapter, , president of Washington State Chapter, W.S.C. Bylaws & Standing Rules BL - 14

15 Article XIII Reciprocity Groups Section 1. ORGANIZATION. Local chapter reciprocity groups may be organized in towns or districts having two or more chapters. Each reciprocity group shall decide the number of voting representatives from each local chapter, the chapter president or vice president to be a voting member when feasible. The vice president of Washington State Chapter shall serve as adviser to each reciprocity group. Section 2. PURPOSE. Local chapters, or their representatives, in a city or district may unite for one or more of the following purposes: to welcome unaffiliated P.E.O. members; to promote the acquaintance and education of all members in the city or district; and to further interest in the projects of the Sisterhood. Section 3. SPONSORSHIP. Reciprocity groups may sponsor the organization of new chapters, assuming such responsibility when it is desired by the chapter being organized. All details of organization shall be under the direct supervision of the organizer of Washington State Chapter. Section 4. MEETINGS. Reciprocity groups shall hold one or more meetings each year. Any Washington State Chapter officer shall be considered a member ex officio of any or all reciprocity groups in the state and may attend meetings. Section 5. OFFICERS. Officers shall be elected annually at the first meeting following local chapter elections. The president shall be chosen from chapters in alphabetical rotation. The report of election shall be submitted as required by International Chapter immediately following election. Names, addresses, and telephone numbers of the Cottey chairman and unaffiliate contact chairman shall be sent to the secretary of Washington State Chapter by April 15. Section 6. ANNUAL REPORTS. A dated copy of the bylaws, if amended, and the financial report required by International Chapter, covering the period from March 1 through February 28, shall accompany the president s annual report of activities. These reports shall be submitted according to instructions sent at the time of annual reports. Section 7. FUNDS. Each reciprocity group may retain an interest bearing checking account for its funds. Article XIV P.E.O. Groups Section 1. ESTABLISHMENT. P.E.O. Groups may be formed as stated in the Constitution, Part III, Article XIV. Section 2. ADMINISTRATION. The vice president of Washington State Chapter shall serve as adviser to each P.E.O. Group. Section 3. P.E.O. GROUP BOOK. Each P.E.O. Group shall be guided by the requirements, instructions and information in the P.E.O. Group Requirements booklet which may be found on the International Chapter website. Section 4. ANNUAL REPORTS. W.S.C. Bylaws & Standing Rules BL - 15

16 A. The president shall write an annual letter in February to be sent to the officer named in the instructions sent at the time of annual reports. B. A copy of the bylaws, if amended during the current year, and the financial report required by International Chapter shall be submitted to the officer named in the instructions sent at the time of annual reports. C. The Report of Election of Officers of a P.E.O. Group shall be sent immediately following election as required by International Chapter. Section 5. FUNDS. P.E.O. Groups may maintain a checking account for their funds, and may have a savings account or interest bearing account. Article XV Parliamentary Authority The rules contained in the current edition of Robert s Rules of Order, Newly Revised, shall govern all meetings in matters not covered by these Bylaws and Standing Rules, or the Constitution, Bylaws and Standing Rules of the P.E.O. Sisterhood. Article XVI Amendments Section 1. PROCEDURE. A proposed amendment that receives a two-thirds affirmative ballot by a chapter, a standing committee or the executive board shall be sent to the president of Washington State Chapter and to the chairman of the state Amendments and Recommendations Committee by January 15. Section 2. POWER TO AMEND. Washington State Chapter shall have the power, upon concurrence of two-thirds of the members present and voting in Convention of Washington State Chapter, to amend these bylaws, provided that copies of the proposed amendments have been sent one month prior to Convention to each local chapter and all other voting members of Convention. (See Article I, Section 1, of these bylaws.) W.S.C. Bylaws & Standing Rules BL - 16

17 STANDING RULES 1. Local chapter bylaws shall be organized as follows: ARTICLE I... MEETINGS (regular business) ARTICLE II... DUES ARTICLE III... STANDING COMMITTEES ARTICLE IV... NOMINATION AND ELECTION ARTICLE V... AMENDMENTS 2. Local chapter yearbook and programs; exemplification of procedure. A. The Executive Board of Washington State Chapter shall determine the requirements for local chapter yearbooks and programs. This information will be sent to all local chapters and will be available on the Washington State Chapter website. 3. Annual reports of the local chapter corresponding secretary and treasurer must be sent to the proper officers of Washington State Chapter, postmarked not later than March 10. Failure to meet the March 10 deadline will result in a $25 fine. Income derived from payment of fines shall be deposited into the General Fund. 4. The flags of the United States of America and Canada shall have a prominent place in the Convention of Washington State Chapter. 5. Each delegate to Convention of International Chapter shall be supplied with a permanent badge, which shall be returned at the close of Convention. 6. A local chapter or reciprocity group desiring an officer of Washington State Chapter as guest speaker shall pay all necessary traveling expenses. 7. These standing rules may be amended by a majority vote at convention provided that proposed amendments have been sent to the state President and to the Amendments and Recommendations Committee by January 15, and distributed to each local chapter and all other voting members of Convention. (See Article I, Section 1, of these bylaws.) W.S.C. Bylaws & Standing Rules BL - 17