Women's Council of REALTORSÒ points with pride to the development of examples of Standing Rules for Chapters and suggestions for their possible use. Bylaws cannot be waived or suspended and are not easy to amend, Standing Rules can be. Standing Rules provide continuity to the Chapter by setting operating policies that can be referred to year after year to determine what procedure is followed. We request that each Chapter study the material provided and adopt those Standing Rules that will be beneficial to their Chapter.

A Standing Rule:

·        Is a rule related to the administration of a society rather than to parliamentary procedure.

·        An example of a Standing Rule (per Robert's Rules to Order) is one, which sets the hour at which meetings of a society are to commence.

·        A Standing Rule can be adopted by majority vote at any meeting.

·        A Standing Rule remains in force until amended or rescinded. It does not bind future meetings if a majority desire to suspend it temporarily for the duration of a particular meeting.

·        A Standing Rule can be amended by a two-thirds vote without previous notice at a meeting of a society OR it may be amended by a majority vote if prior notice was provided.

·         Standing Rule can be suspended by a majority vote of a society for the duration of a meeting.

·        A Standing Rule can be rescinded by a two-thirds vote without previous notice or by a majority vote after notice on at least the preceding day.

·        We hope that Standing Rules will solve a need by stipulating procedures that a Chapter will follow in certain situations and yet provide the flexibility to change that procedure should the need arise. 

I.       Meetings

A.      Chapter Meetings

Regular Chapter Meetings shall be held on the 3rd Wednesday of each month unless other notification is given no later than 30 days in advance to the general membership.

1.       Annual Election Meeting

The Annual Election Meeting shall be held in August.  It will be held in conjunction with the Regular Chapter Meeting.

The Annual Election will include election of the President Elect, Secretary, Treasurer, and the general membership members of the nomination committee as outlined in the Bylaws of the Santa Cruz Chapter.

Notice of the election will be sent out to all members 10 days in advance of the meeting by the secretary.

2.       Installation Meeting

The Installation Meeting shall be held in December. It will be held in conjunction with the Regular Chapter Meeting.

3.                 Incoming and Outgoing Officers

There shall be a joint meeting of all outgoing and incoming officers and committee chairpersons called by the outgoing President & President Elect before year end to orient them on their duties and responsibilities and acquaint them with the chapter objectives. At this time the outgoing officers and committee chairs shall submit written reports to their new counterparts of the year’s activities and budget as well as any pertinent information that would be helpful to them.

         B.      Governing Board Meetings

Governing Board Meetings shall be held the first Wednesday of each month at 9 am at a location noticed to the members prior to the Regular Chapter Meetings, unless otherwise noticed by the President.

1.       Unexcused Absence

Any appointed member of the Governing Board with two or more unexcused absences shall be construed as having resigned from the Governing Board.

2.       Reinstatement

Such member whose seat was vacated in this manner may apply for reinstatement within 30 days, which shall require a majority vote of the Governing Board. 

II.      Elections

          A.      Nominating Committee

The committee charge is to work all year to identify and promote potential leaders. The committee will review applications and interview each interested candidate and put forth a slate of recommended Officers to the secretary in time to notice the membership.

B.      Officers Consent to Serve

Officer nominees shall sign a consent-to-serve form after reading job description.    

C.      Procedures

1.       Rules of the Day

The Rules shall be approved by the membership prior to voting.

2.       Tellers

The President shall appoint a minimum of three tellers. 

Nominating Committee members shall not serve as tellers.

III.    Installation of Officers

A.      Arrangements

The incoming President, along with their Committee, shall make arrangements for the installation of officers.

B.      Selection of Installing Officers   

The incoming President shall select the Installing Officer.

C.      Pin for Incoming Officers and Gavel for Incoming President

The outgoing President shall have the duty of obtaining the incoming President's and Line Officers pins at the expense of the Chapter in sufficient time for presentation at the Installation Ceremony. Order Pins from the WCR Web Store on line at www.wcr.org or call REBS (Real Estate Business Services) at 1-888-750-3343.

The outgoing President should have the duty to obtain the gavel for the incoming President. (Brinks Trophy Shop)

D.      Gift for Outgoing President

The incoming President shall obtain, at the expense of the Chapter, a gift to be presented to the outgoing President at the Installation Ceremony. Cost of this gift to be limited to no more than $ 200.00

E.      Finance

The budget for the Installation Ceremony shall be sufficient to include the expenses of invited guest dignitaries (such as Board President, Executive Officer, etc.) This shall be include as a line item sub category under the installation expense.

The Local Affiliate dues billing shall be mailed out in December each year by the VP of Membership. A reminder letter shall be sent to all members that have not renewed by February 1^st by the VP of Membership.

The Finance and Budget Committee shall present the budget for the following year at the November meeting for review and it shall be approved by the general membership no later than the December meeting.

IV.     Duties

A.      Officers

Chapter Officers shall abide by the WCR Bylaws, the Chapter's Standing Rules, and the duties as outlined in the LEADERSHIP POLICY AND PROCEDURE MANUAL.

1.       President's Responsibilities

When the President takes office, they shall furnish each Officer and Committee Chairman a copy of the LEADERSHIP POLICY AND PROCEDURE MANUAL along with copy of the Chapter Bylaws and Standing Rules. Cost for the LPPM to be paid for by the Chapter.

As soon as elected, the President shall organize the year as outlined in "How to Organize Your Year as President" in the LEADERSHIP POLICY AND PROCEDURE MANUAL. They shall invite the DVP/Governor to visit and complete any Report Forms for the Chapter by the specified dates.

2.       President-Elect

President-elect shall serve on Education and Program Committee and Budget and Finance.

3.       Secretary

Shall take minutes at all meetings. All minutes shall be verified by the President and signed by the Secretary before they are disseminated according to Chapter custom.

4.       Treasurer

All monies received by the Chapter shall be deposited in the account of the Santa Cruz Chapter of WCR in a financial institution selected by the Governing Board.

The approved signatures shall be the Treasurer, President or President-Elect. No signer shall sign a check issued to themselves.

All monies (with the exception of dues from national members) collected by the Chapter shall be turned over to the Treasurer within ten (10) days of receipt and shall be deposited by the Treasurer within five (5) working days thereafter.

New National member applications and dues checks shall be collected by the Vice President of Membership who shall forward them immediately to the National WCR office. A photocopy of all dues must be retained by the chapter.

B.      Committee Chairpersons

All outgoing Committee Chairpersons shall make a written report on the Committee's accomplishments at year's end and pass on Committee materials to the incoming Committee Chairpersons no later than January 1 of the following year.

C.      Parliamentarian

The President shall be responsible for the presence of a qualified Parliamentarian when deemed necessary.

V.      Membership

A.      New Members

1.       Processing Applications

New National member applications and dues checks shall be collected by the Vice President of Membership who shall forward them immediately to the National WCR Office. A photocopy of the new member's check will be kept in the records of the Chapters membership file. The Vice President will verify membership with the Santa Cruz Association or Watsonville Association of REALTORS®.

National or Local Affiliate memberships may not exceed 30% of the total membership at any time.

New Local Affiliates members’ applications and dues checks shall be collected by the Vice President of Membership and they shall be forwarded immediately to the Treasurer. A photocopy of the check will be kept in the records of the Chapters membership file.

All memberships are to be considered  individual regardless of business affiliation.

2.       Welcome

The V P of Membership on behalf of the Chapter President shall send cards or letters of welcome to each new member. New Members shall be welcomed and introduced individually at Chapter Meetings.

3.       New Member Orientation

A new member orientation will be conducted by the Membership Chairperson for all new members. New member orientation will be held at least two times a year.

B.                Guest Follow Up

Visitors to meetings will be mailed a card and given a call by the Hospitality committee. The Chair of Hospitality will contact the VP of Membership and share the contact information and VP of Membership will then follow-up with guest.

VI.     Financial Matters

A.      Officer Travel Reimbursed Expenses

The President, President Elect and VP of Membership will be reimbursed for reasonable travel expenses as set by the chapter budget and upon submission of receipts to the treasurer in accordance with the following guidelines.

Air travel reimbursed at Coach Class rate.

Hotel Rate- (standard rate as negotiated by the WCR State or national organization ...any room upgrades, member pays the difference. Members are encouraged to share rooms whenever possible. In the event rooms must be booked outside the blocked rate they should be booked at the best rate possible.

Roundtrip transportation from the airport to hotel (a shuttle should be used if available) If member drives to the meetings parking at the hotel best rate will be reimbursed.

Reimbursements available for all required meetings, State and National inaugural or installations, Welcome receptions, WCR local Chapter sponsored events at State and National levels. Any other entertainment beyond 5:00 p.m. is at member’s expense.

The Treasurer, as per standing rule guidelines and approved budget must approve authorization for reimbursement.

All cash and credit expenditures must be verified with copies of original receipts attached to the reimbursement form and submitted within 45 days from travel.

NO RECEIPTS, NO REIMBURSEMENT, NO EXCEPTIONS

B.      Member Travel Reimbursement Expense

With priority given to Chapter Officers, Standing Committee Chairs and Special Committee Chairs, members may be reimbursed for reasonable travel expenses as set by the chapter budget and upon submission of receipts to the Treasurer in accordance with the following guidelines:

Application for proposed travel must be presented to the Governing Board prior to the event to make reimbursement funds available. Travel must fall within the guidelines of budget for that year.

Air travel reimbursed at Coach class rate.

Hotel rate is the standard rate negotiated by WCR State or National organization any upgrades member pays the difference. Chapter will reimburse ½ of the room rate (This is to encourage members to share a room any exceptions to be approved before travel date by Governing Board.

Roundtrip transportation from the airport to the hotel (a shuttle should be used if available) If member drives to the meetings parking at the hotel best rate will be reimbursed.

Reimbursements available for all required meetings, State and National inaugural or installations, Welcome receptions, WCR local Chapter sponsored events at State and National levels. Any other entertainment beyond 5:00 p.m. is at member’s expense.

The Treasurer, as per standing rule guidelines and approved budget must approve authorization for reimbursement.

All cash and credit expenditures must be verified with original receipts attached to the reimbursement form and submitted within 45 days from travel.

NO RECEIPTS, NO REIMBURSEMENT, NO EXCEPTIONS

C.      Guest Policy

1.       Speaker

Guest speakers are to receive a complimentary meal and/or whatever other special recognition for their contribution to the Chapter.

2.       National, Regional and State Officers

National, Regional and State Officers should receive a complimentary meal when they attend local Chapter meetings. This excludes local chapter members who may hold these officers.

3.       Complimentary Guest Policy

Any current member can bring a REALTOR® non-member guest to a meeting at member cost for the guest. The member must make a reservation prior to the meeting for themselves and the guest.

4.                  Non-Members

Qualified prospective members may attend Regular Chapter Meetings as guests.  After three (3) meetings they will be asked to join. This does not apply to a member's family or special guest provided they are not eligible for WCR membership. The cost for a non-member will be more than for member attendance. The fee for non-members will be determined by the event and Governing Board.

D.      Reservation Obligations

1.       Financial Obligations

Reservations for all Chapter Meetings and events sponsored by the Chapter shall be a financial obligation to be paid by the member.

2.       Cancellation Deadline

A cancellation deadline shall be established for each ticketed function of the Chapter and shall be announced in the notice for that function.

3.       Billing

Billing by the Treasurer for uncancelled-ticketed functions shall be made within five (5) days of the event. A reservation made is a reservation paid policy is in effect at all Chapter functions.

4.       Fee Policy

Members attending a ticketed function shall be charged for the meal or refreshments whether they eat or do not eat.

Non-member or non-reservation price are set at $35.00 per person for regular Business Resource Meetings

5.       Reservation Policy

If members wish to attend a ticketed function without a reservation, they shall be accommodated on a space available basis only and the non-member rate will apply to that meeting.

Reservations for the Monthly Business Resource Meetings shall be made by no later than 4 p.m. of the Monday prior to the meeting date.

E.      Memorials

In the case of a death of a Chapter member, an appropriate memorial not to exceed $75.00 shall be selected. In the case of the death of a Chapter member's spouse, parent or child, an appropriate memorial not to exceed $50.00 shall be selected.

F.                 Contributions

Our policy as a not-for-profit business organization is to support our members with education and building leadership skills.

We support our local community by participation in events and direct fundraising rather than monetary contributions from the chapter.

An annual contribution will be made to the Santa Cruz Association of REALTORSÒ Housing Foundation of $1,000 as the budget allows

Selection of charity support will be determined each year by the Governing Board and all funds as budget allows will be disbursed at the December meeting as determined by a vote of the Governing Board.

VII.   VIP Policies

A.        Complimentary Membership

The Local Board Executive Officers of the Santa Cruz Association of REALTORS® and the Watsonville Association of REALTORS® shall be invited as complimentary guest to each Business Resource Meeting.

Each year the current Local Board Executive Officers shall be honored with a full National WCR membership paid for by the chapter.

The cost of the membership and complimentary meals will be an expense line item in the yearly budget.

The Treasurer will pay the renewals no later than January 31 of each year.

B.      State or National WCR Office

When a member of the Chapter is elected to State or National WCR Office, any expenses allocated by the Chapter shall be determined by and voted upon by the Governing Board. Such funds shall be included in the Chapter Budget.

C.      Honorary Members

Honorary members shall be elected by unanimous vote of the Governing Board.  Honorary members shall be exempt from paying Local Dues. Honorary members shall not have voting privileges.

VIII.  Awards and Recognition

A.      Member of the Year

Eligible nominee shall be a current member of the National Women’s Council of REALTORSâ, as a REALTORâ for a minimum of 3 (three) consecutive years. Nominees shall be those individuals selected for recognition by the local chapter’s special member of the year committee. This committee will establish additional judging criteria headed by the Member of the year for the previous year. To avoid automatic awards, the current year’s officers will not be eligible for the award, but this does not preclude them from receiving future awards.

B.      Affiliate Member of the Year

Eligible nominee shall be a current member of the National Women’s Council of REALTORSâ, as a National Affiliate Member or as a Local Affiliate Member for a minimum of 3 (three) consecutive years. Nominees shall be those individuals selected for recognition by the local chapter’s special member of the year committee. This committee will establish additional judging criteria headed by the Member of the year for the previous year. To avoid automatic awards, the current year’s officers will not be eligible for the award, but this does not preclude them from receiving future awards.

C.             Certificates of Appreciation

Certificates of appreciation will be obtained, determined and delegated by the outgoing President and presented during the installation of Officers at the expense of the Chapter.