Dallas Claims Association
Standing Rules - July 2003
1. Fee for a luncheon or dinner will be reimbursed by the Association to the President whenever representing the Association at any civic meeting or meeting of any other organization, not to exceed $25.00 per meeting and not to exceed $300.00 per year. If reimbursed by employer then the President will not be eligible for reimbursement by the Association. Original receipt and a report must be submitted to the Executive Board at the next scheduled Board meeting.
2. Permanent records of DCA shall include:
Charter
Yearbook/Directory
President’s Report & History
Audit Committee’s Report
Minutes
Scholarship Reports
3. DCA will present the President with a plaque for service upon completion of a year as President. It will be the responsibility of the First Vice President to obtain the plaque and present to the President at the September meeting.
4. A contribution to the Scholarship Fund in the amount of $25.00 will be made in the event of the death of a member of the Association.
5. Reservation(s) for a meeting must be paid by the member unless cancellation is made by the established deadline by contacting the Arrangements Chairman unless directed otherwise by the Arrangement Chairman.
6. Guideline of officer’s committee’s duties:
a. The Membership Committee shall receive applications for membership and make appropriate recommendations to the Executive Board.
b. The Budget Committee shall, at the beginning of the year, submit to the Executive Board for approval, a budget for the year.
c. All officers will agree to abide by and uphold the Dallas Claims Association Constitution, Bylaws and Standing Rules.
7. Guidelines of other standing committee’s duties:
a. The Arrangements/Entertainment Committee shall be responsible making arrangements for and handling the reservations of Association meetings. Responsible for sending letters regarding “no-show”/delinquent meeting fees shall be mailed within ten (1) days of the regular or special meetings.
b. The Education Committee shall be responsible for any education classes held during the year.
c. The Editor of the newsletter shall be responsible for arranging for the publication and coordinating with the web master.
d. The Scholarship Committee shall be responsible for the selection of the annual recipients(s) of the scholarship(s), the amount of the scholarship(s) to be awarded shall be approved by the Executive Board prior to the presentation of the award (s). Parent or legal guardian of the applicant must be a paid member or associate member of the Dallas Claims Association; active in the association and attend at least (4) meetings during the physical year beginning May 1st.
e. The Directory and Website Committee shall be responsible for the publication of the yearbook/directory.
f. An Auditor or Auditing Committee shall be responsible for auditing the books of the Association twice a year and a year end audit, August 31, or more often if necessary.
8. A written updated outline of committee procedures and functions shall be transferred from the outgoing committee to the incoming chairman with a copy to the President for a permanent committee procedure file.
9. No binding contract will be entered into by the Association and/or the Executive Board for more than a period of twelve (12) months coinciding with the fiscal year, August 31 to September 1 of the following year. No one person will have the authority to enter into a contract. Any contract must be approved by the entire Executive Board.
10. An insurance bond will be renewed yearly covering the Executive Board for any misuse of Dallas Claims Association funds.
11. Special Events Insurance will be purchased for any special event, such as the golf tournament, covering the Dallas Claims Association.
12. The Dallas Claims Association yearbook/directory is to be kept in the sole possession of the member. Any other distribution will require the approval of the Executive Board.
13. The Standing Rules may be amended at any regular meeting by a two thirds (2/3) vote provided that the amendment has been submitted in writing at the previous regular meeting or has been sent in written form via the internet or the U. S. Postal System to the entire membership at least ten (10) days prior to the meeting at which it will be considered. Any amendment of the Standing Rules shall become effective immediately upon its adoption by the membership.
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