International Perfume Bottle Association STANDING POLICIES ADOPTED BY THE BOARD OF DIRECTORS OF THE INTERNATIONAL PERFUME BOTTLE ASSOCIATION Last Revised and Updated on August 25, 2007, addition added November 2012 STANDING POLICY ON THE ENFORCEMENT OF THE STANDING POLICIES: The President shall be responsible for the enforcement of the Standing Policies of the International Perfume Bottle Association (the Association ). Adopted: February 1999. STANDING POLICY ON THE CODE OF ETHICS FOR ASSOCIATION MEMBERS: Sellers and buyers of perfume bottles must conduct their business dealings with honesty, integrity, and in accordance with the law among themselves and with the public. A seller (or buyer) is defined as any person offering any perfume bottle or related item for sale (or any person interested in acquiring a perfume bottle or related item), regardless of whether that person is a full-time or part-time dealer or collector. Sellers should truthfully and accurately represent all items to the extent known as to condition, age, and manufacture/origin. The members of the Board of the IPBA may not become involved as a third party in business transactions between members. Each member must take responsibility for their sales and equally, for their purchases. Adopted: August 25, 2007. STANDING POLICY ON THE PROTECTION OF FINANCIAL RESERVES: The Board recognizes that the Association s financial reserves, held in either money market funds and/or CDs, should be protected. Therefore, the amount of $75,000 will be held in reserves for the Association as a buffer, and this money cannot be used for operations without the unanimous consent of all Board members, and, under no circumstances, should the reserves be allowed to go below $25,000. Adopted: January 2005 Board Meeting in Dallas, Texas STANDING POLICY ON THE ANNUAL BUDGET: No Officer-Director may commit the Association s funds beyond those allocated in the current fiscal year s budget without prior consent of the Board. Adopted: February 2000. STANDING POLICY ON FINANCIAL INFORMATION: 1. The Treasurer shall provide the Board with a monthly reconciliation of the Association s book, including listings of each check written, including check number, amount and budget category, and income received, including amounts and budget category of each source of income. 1
2. The Treasurer shall provide the Board with Financial Statements every three months for the periods ended as of September 30 th, December 31st, March 31st, and June 30 th. 3. The Treasurer shall cause to have prepared an annual Consolidated Financial Statement, which shall be made available at the Annual Convention. 4. The Treasurer shall prepare an annual budget for the Association s fiscal year for the Board s consideration and approval. Adopted: August 1999; revised April 4, 2007. STANDING POLICY ON THE PROTECTION OF MEMBER INFORMATION: The names of and identifying data about Members of the Association are valuable commodities, and the protection of the privacy of Members is important. As a result, the Board has established the following Standing Policy on the Protection of Member Information: 1. No identifying information about a Member will be published without agreement of the Member. Membership application and annual renewal forms will ask for the Member s assent to publish information in the Annual Directory. 2. The Membership database is available only to current Officer-Directors of the Association or their designees, upon Board approval. 3. Names and mailing addresses will be furnished to appropriate mailing services to be used only for mailing of the Perfume Bottle Quarterly, the Annual Directory, Convention information, and any other official communications to the Membership authorized by the Board. 4. Names and addresses in a form acceptable to the Board of Directors will be made available to regional chapters for communication with Members in the area with restricted use (no reproduction allowed). 5. Names and addresses in the form of mailing labels (hard copy only) will be made available selectively to commercial entities for a one-time communication purpose if, in the opinion of the Board of Directors, the communication is one of benefit or interest to the Membership to receive. Examples include, but are not limited to, notices of perfume bottle auctions, publications of fragrance and scent bottle related books, and fragrance events of national, regional and/or local interest. No identifying Member data other than name and mailing address will be furnished to any person or entity. The Board will establish the appropriate fee to be paid to the Association. 6. The IPBA Annual Directory, published in conjunction with Perfume Bottle Quarterly, is published exclusively for members of the International Perfume Bottle Association. The International Perfume Bottle Association reserves all rights under Pan American and Universal Copyright Conventions. Reproduction without written consent of the Board of Directors on the International Perfume Bottle Association is prohibited. The Annual Directory shall not be made available in electronic format. Adopted: May 4, 2003 Board Meeting; revised August 25, 2007 Board Meeting in St. Louis, Missouri. STANDING POLICY ON THE NOMINATING COMMITTEE MISSION: The mission of the Nominating Committee shall be to: 1. Seek out candidates for Board positions who love the Association, who will care for and nurture its Members, who are dedicated to the Purpose and the ideals of the Association, who are positive and enthusiastic, and who want to work as part of a team to better the Association; 2
2. Seek out candidates who are ready, willing and able to commit their time, energy and skills for the entire two-year term of office, as the job requires; and 3. Insofar as is reasonably possible, select a slate of candidates for the Board of Directors that is fairly representative of the diversity of the Association s Membership. Adopted: August 2002 Board Meeting in Brevard, North Carolina. STANDING POLICY ON CONFLICTS OF INTEREST: The purpose of the Association s Standing Policy on Conflicts of Interest is to protect the Association s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an Officer-Director of the Association. The policy is intended to supplement but not replace any state or other laws governing conflicts of interest applicable to not-forprofit corporations. 1. This Standing Policy on Conflicts of Interest shall apply to all Officer-Directors, Committee and Commission Members and Agents of the Association. The Association does not have and does not contemplate having employees. However, if the Association were to hire an employee or employees, this Standing Conflict of Interest Policy also would apply to any such employees. 2. Each Officer-Director, Committee and Commission Member and Agent of the Association shall promptly and full disclose to the Board of Directors any and all actual or apparent conflicts of interest in connection with the Association s activities which they discover or which have been brought to their attention. 3. When an Officer-Director, Committee or Commission Member or Agent of the Association believes that he or she or a member of his or her immediate family might have or does have a real or apparent conflict of interest, he or she shall abstain from making motions, voting, executing agreements, or taking any other similar action on behalf of the Association where conflict or interest might pertain, but shall not be precluded from debate or other similar involvement on behalf of the Association. 4. The Board of Directors at any time may establish further guidelines for the resolution of any real or apparent conflicts of interest that are consistent with the interests of the Association. Adopted: April 4, 2007. STANDING POLICY ON THE USE OF THE ASSOCIATION S NAME OR LOGO: The Association s name and/or logo may not be used by any Member or other individual or group except with the express prior written approval of the Board of Directors. Any Officer-Director or Agent of the Association, acting in his or her official capacity on behalf of the Association, may use the Association s name and/or logo for official Association business. Adopted: October 1994 Board Meeting; revised April 4, 2007. STANDING POLICY ON REIMBURSEMENT OF EXPENSES: 1. In accordance with the Bylaws, Officer-Directors may be reimbursed for actual expenses incurred as a result of their attendance as Directors at any Annual, Regular or Special Board Meeting. Actual expenses include airfare, lodging and meals. With respect to any Board Meetings held during the Annual Convention, reimbursement shall be limited to one hotel night if that hotel night results from early arrival or late departure due to a scheduled Board Meeting. 2. In accordance with the Bylaws, Officer-Directors may be reimbursed for actual expenses incurred in connection with their duties as Officers. 3
3. Committee Members, Commission Members and Agents of the Association may be reimbursed for actual expenses incurred, as approved by the Board, in connection with their duties as Committee Members, Commission Members and Agents of the Association. 4. Officer-Directors do not pay (1) annual membership dues during their tenures as Officer-Directors, and (2) the Annual Convention registration fee for the Officer-Director only (the fee must be paid for any guest the Officer-Director may bring to the Annual Convention). 5. The Convention Show Chair and the Convention Registration Chair do not pay (1) annual membership dues for the year following their serving in these capacities at the Annual Convention, and (2) the Annual Convention registration fee for the Convention Show Chair and the Convention Registration Chair only (the fee must be paid for any guest the Convention Show Chair and Convention Registration Chair may bring to the Annual Convention.) 6. The Convention Show Chair or the Convention Chair s designee may be reimbursed for actual expenses incurred in connection with any trips to the site of an Annual Convention that are necessary to select a Convention location or to plan for the Convention, when the trip has been approved by the Board. 7. The Webmaster does not pay (1) annual membership dues for the year following his or her service in that capacity, (2) the Annual Convention registration fee for the Webmaster only, and (3) one hotel room night at the Annual Convention if in attendance. 8. The Archivist does not pay annual membership dues for the year following his or her service in that capacity. 9. The Librarian and the Mentor Program Chair do not pay annual membership dues for the year following their service in that capacity. 10. Requests for reimbursement for authorized expenses (1) must include the appropriate expense category number, an explanation of the expense and the amount of the expense, (2) must be signed and dated by the person submitting the request, and (3) if the expense is more than $25.00, must have attached receipts. Adopted: April 4, 2007; revised August 25, 2007 STANDING POLICY ON RESPONSE TO VALUATION REQUESTS: The following language should be used to respond to a request for a valuation or appraisal of a perfume, cologne or scent bottle or related materials: One of the purposes of the Association is to provide information about all aspects of perfume, cologne and scent bottles and related materials, for both men s and women s fragrances, including but not limited to their uses, history and manufacture. It is not the Association s purpose to appraise or to place a value on any perfume, cologne or scent bottle or related item. There are many sources for such information which may be researched to substantiate value. Adopted: August 1999; revised April 4, 2007 STANDING POLICY ON CONVENTION HOTEL ROOM NIGHTS: It is the responsibility of the Convention Chair to allocate any paid room nights received from the hotel based upon room rental numbers. It has been past practice that the following schedule be used: Presidential Suite for current president 4 nights 7 Board members one night each Convention Chair 6 nights Keynote speaker, if applicable 2 nights Registration Chair one night 4
Show Chair one night Webmaster one night MGAM Contest winners 1 or 2 nights each depending on their winnings These are to be allocated only if the persons are in attendance. In the event of insufficient room nights to accommodate all of the above, the Convention Chair will determine which will be honored. If upgrades are available, they have been used in the past for Lifetime members, Board members, Registration and Show Chairs, Webmaster, Archivist and guest keynote speaker. Other room nights or upgrades if available are to be allocated at the discretion of the Convention Chair. Adopted: August 25, 2007 STANDING POLICY ON IPBA PUBLICATIONS: 1. It is the responsibility of the Publications Chair to (a) edit any articles, information or advertising submitted for publication in the Perfume Bottle Quarterly or any other IPBA publication and (b) determine the timing of when an article, information or advertising is published with relation to cutoff and publication dates, as well as issue content and layout requirements, which may or may not allow for inclusion of such article, information or advertising in a particular issue. 2. In the event that the Publications Chair is of the opinion that an article, information, or advertising submitted for publication is inappropriate for publication or not in accord with the Purposes of the Association, as stated in Article II of the Association s Bylaws, the Publications Chair will bring the article, information or advertising to the attention of the Board of Directors, who will determine (by majority vote) the disposition of the matter, including, but not limited to, whether the article, information or advertising shall be published at all or in edited format, or whether to inform the contributor that the article or information received is better suited to paid advertising. 3. It is the responsibility of the Board of Directors to grant or refuse permission for reproduction of published articles and information from the Perfume Bottle Quarterly or any other IPBA publication. In addition to the Board s permission, the person or entity requesting such permission also must have written permission of the author of the article or other information. Any such reproduced article must be accompanied by the statement Reprinted from Volume, Number of the Perfume Bottle Quarterly, a publication of the International Perfume Bottle Association, with the permission of the International Perfume Bottle Association and (the Author). 4. The Board shall approve major format changes and changes in the publisher of all Association publications. Adopted: October 1994 and February 1999; revised August 25, 2007 STANDING POLICY ON THE ANNUAL CONVENTION: 1. The locations of the Annual Convention shall be reviewed and approved by the Board. 2. The hotel contracts for the Annual Convention shall be reviewed and approved by the Convention Chair and either the President or Treasurer or their designee. 3. All contracts related to the Annual Convention may be signed by the Convention Chair, except for the hotel contract, which shall be signed by both the Convention Chair and either the President or the Treasurer. 5
4. The location of and hotel for the Annual Convention should be selected three years in advance of each Convention. 5. The Convention Chair, with the advice and consent of the Board, shall select the format of the Convention. 6. For safety and liability reasons, the Association cannot publish room numbers of individuals at Annual Conventions. Adopted: September 1996, February 1999 and August 1999; revised April 4, 2007. STANDING POLICY ON THE POSTING OF INFORMATION ON THE IPBA WEBSITE: The Board recognizes that it is important for Members to receive current information regarding the affairs of the Association. Accordingly, the Board may post on the Members Only section of the IPBA website relevant information including but not limited to: 1. The Association s Bylaws; 2. The Standing Policies of the Association; 3. Notification of availability of the Association s current budget, financial statements, and approved minutes of Board meetings for the currents year. These requests may be made by any member in good standing and are to be directed to the President of the Association; 4. Notice of the Annual Membership Meeting, including instructions for voting by proxy, and any other notices to the Membership; and 5. Any other information that may be of interest to the Membership. Adopted: April 4, 2007; revised August 25, 2007. STANDING POLICY ON REGIONAL CHAPTERS: Regional chapters may form under the auspices of the International Perfume Bottle Association. Chapters are to be committed to the goals of the Association. 1. To facilitate formation, the IPBA Board of Directors has established the following Purposes and Objectives: a. To develop a forum where IPBA members can meet informally at times other than the International Association events. b. To encourage fellow members networking and friendship. c. To increase the level of education shared among members in their geographic region. 2. To facilitate formation, the IPBA Board of Directors has established the following Requirements: a. All potential Chapters must apply to the IPBA Board of Directors for Regional Chapter status. b. While it is recommended that all chapter members be IPBA members, due to geographic location, International chapters are exempt from this requirement c. Regional Chapters may meet as frequently as they wish to in that region. The Chapter Chairperson (or his/her designee) shall submit minutes to the President that is, a summation of number of attendees, the program, highlights (and fun experiences) of the meeting, unique bottles displayed and any other special activities. The Association will use these minutes to form a permanent record/history of Regional Chapters. d. Regional meetings or events may not be held on dates that conflict with IPBA events. e. Regional Chapters may not operate for profit. Funds over and above operating expenses must either be sent to the IPBA for maintaining a fund for educational purposes, or maintained in a similar type fund by the Regional Chapter. Financial statements must be sent at regular intervals, but at least once a year, to the IPBA Treasurer. 6
f. The President must be notified at least 30 days in advance of any Regional Chapter events (defined as those requiring an attendance fee), including the dates, location, etc. for liability insurance purposes. Adopted: August 25, 2007 STANDING POLICY ON GUIDELINES FOR SOCIAL MEDIA/NETWORKING: The Board realizes that Social Media and Social Networking are important to the continued and future success of this organization. We acknowledge that the reputation of the organization, the protection of the organization s assets and the protection of our member s assets are paramount. The Standing Policy referring to the protection of member information (adopted May 4, 2003 and revised August 25, 2007) and the Standing Policy on the use of the Association s name or logo (adopted October 1994 and revised April 4, 2007) will now include photographs, videos and other imaging belonging to the IPBA and its members and requires prior Board approval and prior approval from the owner of the photograph, video and/or imaging before reproduction. Adopted: October 27, 2012 Board Meeting.
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