CAM Standing Orders
Revised 7/08 (tentative)
Standing Orders will be grouped in the following categories:
A
= Administrative, R = Recruitment,
E = Events, P = Publications,
T = Treasury
Click here for pdf version.
Administrative
A membership directory should be published annually. (5/78, 2/03, revised 6/05)
Unless a roll-call vote or secret ballot is taken, a simple 'pass' or 'fail' notation in the minutes will be sufficient unless the vote is unanimous, which should be noted in the minutes. (7/79, 2/03)
Roberts Rules of Order are adopted for ExComm meetings. (10/82, 2/03)
The scribe shall supply approved minutes of the ExComm meeting to the editor, who may edit them for publication. (11/82, amended 1/95, 2/03)
The scribe prepares minutes of ExComm meetings and distributes them to all ExComm members at least three days prior to the next ExComm meeting. (1/83, amended 11/88, 2/03)
Regular ExComm meetings should be scheduled two months in advance. (5/83, 2/03)
Attendance of elected and appointed officers as well as that of visitors should be noted in the minutes; arrivals and departures need only be noted when an elected member has missed a vote. (6/83, 2/03)
The post of Corresponding Secretary is created. The duties of the office do not include being stenographer for other officers, but do include sending out notes for ExComm when requested. Examples of such notes are those of thanks, congratulations, condolences, etc. (11/84, revised 6/05)
The Loc-Sec will update National Office as needed for roster distribution per current NO distribution standards. (12/85, revised 2/95, 2/03)
Area coordinators are authorized. (4/87)
Use of the membership list for commercial ventures is prohibited, and people wishing to reach our membership are urged to consider advertising in the Mencinnatian. (10/87, amended 11/88)
The Local Secretary may use the term 'Chair' or president when he/she feels appropriate. (4/96, 2/03)
At Ex-Comm Meetings, the agenda may be amended as requested. (8/97)
Officers shall be provided by Ex Comm with copies of appropriate publications, Standing Orders and By Laws. (8/05)
Recruitment
The position of Welcoming/Recruiting Officer is established to develop a program for welcoming new members and introducing them to the local group activities. The new position of Publicity Officer is established to develop a program for increasing awareness of Mensa in the Greater Cincinnati Area. (11/70, amended 1/95)
Materials related to the Gifted Children program may be included in the membership packets. (10/81)
The Welcoming/Recruiting coordinator is authorized at his/her discretion to issue Mensabucks to prospective members. (8/85, amended 11/88, revised 6/05)
Events
Guests should arrive at functions accompanied by a member. (6/82, amended 11/88)
No one except the host or ExComm may cancel a scheduled event. (8/83, amended 2/95)
Monthly Gathering
Monthly Gatherings will not be held in any month in which we
host a Regional Gathering. (9/95,
amended 3/03)
To offset the cost of refreshments, the usual charge to CAM events in private homes will be $3.00 per person, collected at the discretion of the host. (12/80, amended 12/83, amended 1/95 and 6/05)
Where smoking is permitted, there will be 'smoking' and 'no smoking' areas marked at monthly gatherings. (1/82, amended 1/85, amended 1/95)
The Speaker Seeker is instructed that, whenever possible, sites for MG's should not be concentrated in any one geographical area. (3/83, amended 3/03, revised 6/05)
CAM will pay for the dinner of each MG speaker and one guest. (6/83, amended 3/03, revised 6/05)
The Monthly Gathering for April and October each year shall be a 'New Member Meet and Greet'. (6/05)
Regional Gathering
The two-fold purpose of the RG is as follows: (1) fund-raising for our Scholarship Program and (2) an annual weekend social event for Mensa members and their guests. (4/06)
The RG Chair is responsible for, and accountable to Ex Comm for, all financial decisions regarding the RG. (4/06)
The RG Chair is responsible for appointing the RG Committee, whose members are accountable directly to the RG Chair. (4/06)
The RG Chair is expected to communicate monthly to the Ex Comm and to hold regularly scheduled RG Committee meetings. (4/06)
The RG Chair must communicate decisions clearly and in a timely manner to eliminate confusion and the need for interpretation. (4/06)
The RG Chair is responsible to communicate expectations and job descriptions to the committee members. (4/06)
The RG Chair and/or RG Treasurer may sign checks on the RG accounts. (12/84, revised 7/05)
Registration Rates
a. Should be set by the RG Chair for the current year. Consideration should be given to having special rates. For Example: under certain ages, over certain ages, single day attendees, part day attendees, dinner/dance only, new member Free Friday and other situations as they arise, eg. extreme volunteerism. Non member rates may be considered. (4/06)
b. Pre-registration for the following year should be set by the current year RG Chair so that it can be announced at the end of the RG. That is, the 2020 RG initial rate will be set before the 2019 RG. (4/06)
c. The balance of the rates should be set before the Region 3 RG Season begins (generally the end of March – Dayton) so that registration flyers can be distributed. (4/06)
d. The Committee Registration Rate is usually the lowest rate established as the pre-registration rate the previous year. It is reserved for volunteers who donate a significant amount of their time in preparation and execution of the RG. This may be defined as Major Committee Members (see below). The RG Chair should be very clear as to all decisions regarding discounted rates. (4/06)
e. Non-Mensan Speakers may spend time before and after their presentation without paying registration. The amount of time should be established and communicated with the speakers (example: to arrive up to one hour early and stay up to two hours after their presentation with full rights to Hospitality, Games, etc.). (4/06)
f. Mensan Speakers will not be given special rates. They will register as do all other attendees or stay per the guidelines for Non- Mensan Speakers. (4/06)
An Organization Chart showing reporting relationships or a hierarchy should be prepared by the RG Chair. (4/06)
Generally the Major Positions have included:
1. Chair and/or Co-Chair
2. Hospitality Chair
3. Registrar – pre and on-site if they are different
4. Treasurer
5. Program Chair (Speaker Seeker)
6. Volunteer Coordinator
7. Tournament Chair (assuming a full slate is scheduled)
8. Chief Muleteer (including truck rental) (4/06)
Other positions to consider include, but are not limited to:
1. Kids Track Chair
2. Program Book Editor
3. Smoking Hospitality
4. Meal Manager/Snack Manager/Beverage Manager
5. Games Room Chair (4/06)
Job descriptions should be given to each volunteer so that they know what is expected of them. (4/06)
Publications
The Mencinnatian is authorized to accept and run paid advertising, subject to the following:
1. Total ad volume in any one issue shall not exceed 70% of total copy volume. (postal regulations, updated 7/05)
2. Total ad revenue shall not exceed printing costs. (postal regulations)
3. The Editor and Treasurer may adjust rates annually based on total publication costs. (4/05)
4. Both display and classified ads are authorized.
5. The Editor or designee of the newsletter is authorized to solicit advertising, taking Post Office regulations into consideration. (7/79, amended 11/88 amended 1/95)
Newsletter ads may run concurrently on the Website. (7/05)
Testing dates will be included in the Mencinnatian calendar of events. (12/78)
The rate for Mencinnatian subscriptions, limited to non-local Mensa members, is $7 per year. (1/83, amended 11/88, amended 1/95 and 8/05)
The Editor and the Webmaster are encouraged to participate in the Publication Recognition Program. (8/05)
An online mailing list is authorized for transmission of local group information to members. The group is intended for event information and updates, as well as dissemination of pertinent information. The group will be moderated by an appointee of Ex Comm, and is restricted to members of Mensa. (05/02, revised 02/03, 09/05)
Treasury
An adequate balance should be maintained in all accounts between RGs to minimize account maintenance charges. (2/84, amended 2/95, 3/03)
Checks may be signed by either the CAM Treasurer or the Loc Sec. (12/84, amended 7/05)
The CAM Treasurer is also designated the groups 'Financial Secretary' for the purpose of signing corporate resolutions. (12/84)
The RG Chair and/or RG Treasurer may sign checks on the RG accounts. (12/84, revised 7/05)
Reimbursement is authorized upon request for an extra telephone listing for CAM at (513) 731-2889. (1/85, amended 2/95)
Rental of a post office box is authorized. (1/85, amended 11/88, amended 2/95, 3/03)
The Treasurer shall reimburse expenses reasonably incurred by officers for the group's benefit in carrying out the officer's duties, if a request is submitted to the Treasurer within six months of the expenditure with appropriate documentation. (10/86, revised 7/05)
No person may sign a check payable to him/herself. (9/87)
CAM shall evaluate the success of the RG in January of each year and set aside scholarship funds for the following year's awards, to be placed in an 18 month CD. (8/04)
Financial Assistance Policy and Procedure (7/08)
I. Policy
A. Mensa is neither a charity nor a necessity. However, we recognize that an active member may have hard times such as to make it in the interest of both the member and Cincinnati Area Mensa that the group extend short-term financial assistance to a member in payment of Mensa dues.
B. All financial assistance is to be in the form of interest-free loans, to be repaid at such time as the aided member is able to do so.
II. Assistance Amounts
A. An initial assistance loan shall normally be in the amount of annual dues, but may be less if requested by the assisted member. A member shall receive a maximum of three years of assistance.
III. Procedure
A. Excomm shall appoint a member of the group as Financial Assistance Coordinator ("FAC"), whose name and contact information shall be listed in the Mencinnatian and on the website with other group officers.
B. Members seeking financial assistance will apply to the FAC, providing such information as the FAC requests as to Mensa participation and financial circumstances. The FAC will keep information received private, but may, with the permission of the member seeking assistance, ask other members for further information or verification of information provided.
C. Upon approval of an assistance loan, the FAC shall notify the LocSec, the applying member and the Treasurer. The LocSec will arrange for Excomm to vote upon the loan and appropriate the money, without knowing identity of the member being assisted. Upon Excomm's approval of payment, the Treasurer will send a check payable to American Mensa, Ltd. to the FAC for the dues to be paid. The member to be assisted shall send any forms (e.g., renewal form, PDQ) that are to be submitted with the dues to the FAC. The FAC shall mail the checks and any accompanying forms to the National Office.
D. Loan repayments from a member shall be sent to the FAC, who shall send the money on to the Treasurer.
E. The FAC shall keep a record of outstanding loans in a form that can be transferred to and understood by a successor FAC.