OCALA/MARION COUNTY CHAPTER WOMEN´S COUNCIL OF REALTORS®
BY LAWS
ARTICLE I - CREATING THE CHAPTER
Section 1; (A) A Local Chapter of the WOMEN´S COUNCIL OF REALTORS® is hereby created and established under the authority granted in ARTICLE XIII of the Bylaws of the WOMEN´S COUNCIL OF REALTORS®, an affiliate of the NATIONAL ASSOCIATION OF REALTORS®.
(B) This Chapter shall be known as the Ocala/Marion County Chapter of of the WOMEN´S COUNCIL OF REALTORS® and shall encourage its members to dedicate themselves to the highest service for the public and real estate industry.
Section 2: (A) This Chapter shall be subject to the national and state bylaws of the WOMEN´S COUNCIL OF REALTORS® and shall have its local bylaws approved by the WCR National Bylaws Committee. Upon approval of these bylaws by National WCR, the Ocala/Marion County Chapter is authorized to use the WCR name and symbols in connection with the name of the Chapter.
(B) The Chapter agrees to create programs that support the national WCR objectives, disburse dues and raise additional funding through supportive programs. The Ocala/Marion County Chapter represents WCR in the community and shall actively follow the WCR objectives and work with Local Boards of REALTORS® and the State Association of REALTORS®.
Section 3: (A) The mission of the WOMEN´S COUNCIL OF REALTORS®: We are a community of real estate professionals creating business opportunities, developing skills for the future and achieving our individual potential for success.
Section 4: Chapters may be disbanded after due notice for:
(A) Not maintaining at least twenty (20) members.
(B) Not filing a list of current officers.
(C) Not filing an Annual Report with the WCR National Office.
(D) For any other reason deemed by the national Governing Board to be in the best interest of the WCR.
ARTICLE II - MEMBERSHIP
Section1: Any REALTOR®, REALTOR®-ASSOCIATE, or Institute Affiliate member in good standing of a Board(s)/Association(s) of REALTORS® of the NATIONAL ASSOCIATION OF REALTORS® shall be eligible for Active membership in this Chapter, the State Chapter (if any) and the nationals WCR. The Ocala/Marion County Chapter boundaries shall be the same as the boundaries of the Ocala Marion County Association of REALTORS®.
[1]"Institute Affiliate members shall be individuals who hold a professional designation awarded by a qualified Institute, Society or Council affiliated with the National Association of REALTORS® that addresses a specialty area other than residential brokerage or individuals who otherwise hold a class of membership in such Institute, Society or Council that confers the right to vote or hold office." Article IV, Section 1.4, NAR Constitution.
Section 2: An Active member of this Chapter may be eligible for limited membership in more than one Local Chapter and in more than one State Chapter. Non-resident members shall be individuals engaged in the real estate profession within the territory of one Chapter who wish to obtain the services afforded by another Chapter. The above defined members may join this second Chapter by paying local dues only to it and state dues if the second Chapter is located in another state. They shall not be eligible to vote or hold elective office in the second Chapter.
Section 3: National Affiliate members include individuals engaged in a specialty of the real estate business and who are not associated with a firm engaged in the sale, rental, management, appraisal of real property or real estate counseling and who shall hold membership in a Local Board of REALTORS®.
Section 4: National Affiliate members shall pay national, state and local dues and may vote, hold local office (except President, President-elect and/or Vice President), use the WCR logo and symbols and avail themselves of national WCR services. National Affiliates may not comprise more than (30%) of the national membership of the Local Chapter.
Section 5: The national WCR office shall determine the percentage of National Affiliate memberships in each Chapter monthly. When the 30% limitation is reached for a Chapter, National Affiliate applications shall be returned to the Local Chapter. Additional National Affiliate application will be processed when the Chapters percentage of this type of membership falls below 30%.
Section 6: Local affiliate members include individuals engaged in but not limited to a specialty of the real estate business and who are not associated with a firm engaged in the sale, rental, management, appraisal of real property or real estate counseling and who shall not be required to hold membership in the Local Board. Local Affiliate member shall pay only local dues. Their privileges extend only to attendance at local meetings. They may not vote, hold office, use WCR logos or symbols or avail themselves of national WCR services.
Section 7: A member becomes eligible to vote in the Ocala/Marion County Chapter thirty (30) days from the receipt of application by and payment of dues to Local Chapter designee.
Section 8: Those persons who are currently employed in an executive, administrative or management capacity by a member Board, State Association holding membership in the National Association, or a member Board of a foreign affiliate of the National Association shall be eligible for National or Local Affiliate membership after payment of applicable dues.
ARTICLE III - DUES
Section 1: (A) Effective January 1, 2008, annual membership dues for Active members shall be $19.00, plus national dues and State Chapter dues, if applicable.
(B) Effective January 1, 2008, annual membership dues for National Affiliate members shall be $19.00, plus national dues and State Chapter dues, if applicable.
(C) Effective January 1, 2008, annual member dues for Local Affiliate member shall be $140.00, which are Local Chapter dues only.
(D) Effective January 1, 2011, annual membership dues for Non-resident members shall be $19.00, which are Local Chapter dues only.
Section 2: (A) Annual membership dues shall be payable by the first day of January each year.
(B) New members shall pay a full year´s dues upon making application. On January 1 of the following year, they shall only be billed for that portion of dues unpaid for that year.
Section 3: (A) All local, state and national dues of Active members and National Affiliate members shall be billed by and paid to the nationals office of WCR. Local Chapter and State Chapter membership dues billed by and paid to the national WCR shall be refunded to the Local Chapter and State Chapter.
(B) Local Chapter membership dues for Local Affiliate and non-resident members shall be billed by and paid to the Local Chapters and retained by the Chapter.
Section 4: Any member delinquent in payment of membership dues by more than three (3) months shall forfeit membership.
Section 5: Annual Chapter dues for each member shall be established in time to notify the National WCR officer prior to October 31 of the immediately preceding year.
ARTICLE IV - THE GOVERNING BOARD
Section 1: The government of the Chapter shall be vested in the Governing Board which shall consist of the President, President-elect and/or Vice President, Secretary and Treasurer, most recent past President able and willing to serve, one active past President appointed by the incoming President and Chairmen of Standing Committees; all of whom shall be entitled to vote.
Section 2: The Governing Board shall have full power to conduct the business of the Chapter; to elect to membership in the Chapter, to suspend any officer or member for just cause and to otherwise govern the affairs of the Chapter in accordance with the bylaws of this Chapter, the State Chapter (if any) and the national WOMEN´S COUNCIL OF REALTORS®.
Section 3: Five of the members of the Governing Board shall constitute a quorum.
Section 4: (A) Regular meeting of the Governing Board shall be held twelve (12) times per year at times and places as shall be designated by the President.
(B) Special meetings of the Governing Board may be called by the President or shall be called at the request of at least three members of the Governing Board.
Members of the Governing Board may unite in a petition to call such meeting or individually address written requests to the President.
Upon receipt of such petition or written requests from the required Governing Board members, the President shall notify each member of the Governing Board of such meeting in writing. Not less than fifteen (15) days nor more than thirty (30) days notice shall be given for a special meeting. Such notice shall state the time and place of the meeting and the purpose for which it is called. Only the business stated in the call to the meeting shall be transacted at such meeting.
ARTICLE V - CHAPTER MEETINGS
Section 1: (A) Regular meeting of the chapter shall be held eleven (11) times per year at times and places to be determined by the Governing Board.
(B) Special meetings of the Chapter may be called at such times and places as the Governing Board shall, by resolution, require. Not less than five (5) days nor more than ten (10) days notice shall be given for a special meeting. Such notice shall state the time and place of the meeting and the purpose for which it is called. Only the business stated in the call to the meeting shall be transacted at such meeting.
Section 2: Twenty (20) percent of the REALTOR®/REALTOR-ASSOCIATE®/Institute Affiliate members of the Chapter shall constitute a quorum at all meetings, except in those cases where the Chapter consists of fewer than fifteen Active members, when a majority shall be required to constitute a quorum.
ARTICLE VI - ELECTIVE OFFICERS
Section 1: (A) The elective officers of the Chapter shall be a President, President-elect ,Vice President of Membership, Secretary and Treasurer (or Secretary-Treasurer). Thes officers shall perform the duties prescribed by these bylaws such as may be assigned to them by the Governing Board and by the parliamentary authority adopted in these bylaws.
(B) The President and President-elect and Vice President of Membership of the Chapter shall be elected from the REALTOR®/REALTOR-ASSOCIATE®/Institute Affiliate members in good standing. Other officers shall be elected from among REALTOR®/REALTOR-ASSOCIATE®/Institute Affiliate or National Affiliate members in good standing of the Chapter.
(C) The officers may serve in the office to which they have been elected for more than one (1) term but may not serve more than two (2) consecutive terms. The term of office shall begin January 1 and ending December 31 or until their successors have been elected.
Section 2: (A) The President shall be the chief officer of the Chapter and shall preside at the meeting of the Governing Board and Chapter. At all other times during the term of office, the President shall represent the Council and act in its name, subject to its policies.
(B) The President shall appoint all committee chairman and committee members except the Nominating Committee. All appointments of committee chairman shall be subject to approval of the Governing Board. The President shall be an ex officio member of all committees except the Nominating Committee.
Section 3: The President-elect shall perform the duties of the President in the event of the President´s disability or absence and perform such other duties as requested by the Governing Board..
Section 4: (A) The Secretary shall verify repots from National WCR of the names of all members of this Chapter and their status and keep records of new members.
(B) Immediately following the annual election meeting, the retiring Secretary shall report to the Executive Vice President of the WOMEN´S COUNCIL OF REALTORS® the names and addresses of all officers elected, giving the beginning and ending dates of their terms of office. A copy of this report shall be sent also to the Govern(s), the State Chapter President and the Vice President in the Region.
ARTICLE VII - VACANCIES
Section 1: (A) In the case of a vacancy in any elective office, except the President or President-elect, the President shall appoint a qualified member to fill the unexpired term.
(B) In case of a vacancy in the office of President, the President-elect shall complete the unexpired term thus creating a vacancy in the office of President-elect. The President-elect who fills a vacancy in the office of President shall automatically become President for a full term after completion of the unexpired term as President.
(C) In the event of a vacancy in the office of President-elect caused by a vacancy in the office of President, the members of the Nominating Committee shall submit the name of at least one nominee to the President who shall present it to the Governing Board for approval. An affirmative vote of a majority of the Governing Board shall be necessary to elect. The President-elect who fills this type of vacancy shall automatically become President after completion of the unexpired term as President-elect.
In the event of a vacancy in the office of President-elect is not caused by a vacancy in the office of President, the members of the Nominating Committee shall submit the name of at least one nominee to the President who shall present it to the Governing Board for approval.An affirmative vote of a majority of the Governing Board shall be necessary to elect.The President-elect who fills this type of vacancy shall automatically become President after completion of the unexpired term of President-elect.
(D) In the event of a vacancy in any of the committee chairmen, except to Nominating Committee, the President shall appoint a qualified member to fill the unexpired term.
(E) All appointments to fill vacancies shall have the approval of the Governing Board.
ARTICLE VIII - NOMINATIONS
Section 1: (A) The Nominating Committee shall consist of four (4) Active members in addition to the most recent past President able to serve who shall be chairman of the committee.
(B) One member of the Nominating Committee shall be elected by the Governing Board from its membership and three members plus two (2) alternates shall be elected by the general membership at the Annual Election Meeting. Alternates (designated #1and #2) shall serve only in the absence of a committee member.
(C) The member of the Nominating Committee shall serve during the calendar year subsequent to their election.
(D) Nominating Committee members shall not be eligible to serve successive terms, except those designated alternates who were not required to serve as committee members.
Section 2: It shall be the duty of the Nominating Committee to select at least one candidate for each office and to present its report in writing to the Secretary who shall present it in writing to the general membership at least ten (10) days before the Annual Election Meeting.
Section 3: After the President has presented the slate of candidates for election, additional nominations from the floor may be made by any active member before the election.
Section 4: No name shall be placed in nomination without the consent of the nominee.
ARTICLE IX - ELECTION OF OFFICERS
Section 1: The election of officers shall be held at the Annual Election Meeting of the Chapter which shall be held prior to October 15.
Section 2: (A) Election of officers shall be by viva voce or roll call vote, or written ballot if there are two or more nominees for an office. Each Active and National Affiliate member may cast one vote. A majority shall elect. When there are more than two nominees for any office and there is no majority on the first ballot, the top two nominees will run off against each other and all other candidates are eliminated.
(B) Voting by proxy shall not be permitted.
ARTICLE X - COMMITTEES
Section 1: Standing Committees, Workgroups and Task Forces shall be appointed annually by the President subject to the approval of the Governing Board.
Section 2: (A) Standing Committees shall be: Bylaws, Education and Program, Finance and Budget, Membership, Marketing, Ways and Means and Nominating..
(B) Each of the Standing Committees shall consist of not fewer than three (3) members of the Chapter.
(C) Appointments shall be made for the remainder of the elective year or until their assigned task has been completed, whichever occurs first. to All members are eligible for reappointment.
Section 3: (A) Special Committees, to perform such services as may be assigned to them, may be appointed by the President with the approval of the Governing Board.
(B) Each of the Special Committees shall consist of not fewer than three (3) members of the Chapter.
(C) Appointments to Special Committees shall be for a period of one year. All Special Committee members are eligible for reappointment.
(D) The audit committee shall be appointed at the next to the last meeting of the elective year and shall present it's report at the first meeting of the new year.
ARTICLE XI-PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert's Rules of OrderNewly Revised shall be recognized as the authority governing the proceedings of the Chapter in all cases not provided for in these bylaws or in the standing rules.
ARTICLE XII
DEFENSE AND INDEMNIFICATION OF OFFICERS AND DIRECTORS
Section 1: In the event of suits or claims in which one or more current or past officers or directors of the Chapter are named as a result of their status as such or decisions or actions taken in good faith and reasonably understood to be within the scope of their authority during their term as such, the Chapter shall, directly or through insurance to be secured for the benefit of such officers and directors and employees; pay reasonable defense expenses incurred in advance of final disposition of such case; and indemnify such officers, directors and employees with respect to any liability assessed or incurred as a result of any such claim, suit or action.
Section 2: The above stated defense and indemnification of officers and directors shall extend to those individuals when serving at the request of the Chapter as a director or officer of another entity, but only after indemnification and insurance coverage from such other entity has been exhausted.
ARTICLE XIII - AMENDMENT OF BYLAWS
Section 1: These bylaws may be amended at any meeting of the Chapter by two-thirds vote in the affirmative of the Chapter members present and voting at such meeting, provided that a quorum is present and provided the substance of the proposed amendments has been submitted to all members of the Chapter at least ten (10) days in advance of the meeting at which they will be acted upon and provided that no such amendment shall become effective until the same shall have been submitted to and approved by the WCR national Bylaws Committee.
Section 2: Amendments to the Local Chapter bylaws required by WOMEN´S COUNCIL OF REALTORS® shall be mandatory and become effective immediately. The general membership of the Local Chapter shall be notified of such amendment(s) at the next regular meeting following receipt of notice and the Chapter bylaws shall be changed immediately to include such amendment(s).
ARTICLE XIV - DISSOLUTION
Upon the dissolution or winding up of the affairs of the Ocala/Marion County Chapter of the Women´s Council of Realtors® and after providing for payment of all obligations, the Chapter shall distribute any remaining assets to the Florida State Chapter of Women´s Council of Realtors®. In the event there is no State Chapter, the remaining assets shall go to the National Women´s Council of Realtors®.
STANDING RULES OCALA/ MARION COUNTY CHAPTER
WOMEN´S COUNCIL OF REALTORS
1. Guest attendance is limited to two (2) General Membership Meetings per year, this limit may be at the discretion of the Governing Board, waived for members who have retired from the business.(5/21/03)
2. Speaker or program fee limited to $100.00 or less for each program without having Governing Board approval or sponsorship by an Affiliate Member. (3/25/97)
3. Advertising in the newsletter is limited to WCR members only. (3/25/97)
4. Chapter treasury audit is to be done annually by three (3) members that are non signatories to the bank account. Audit to be done in the month of January. (3/25/97)
5. Expense reports using WCR Travel Guidelines must be examined by the Treasurer, and a past President of the Chapter. (3/21/00)
6. Any expenses written out of the treasury must have written documentation. (3/21/00)
7. The two check signatures must be current , active line officers that are not receiving the reimbursement. (Amendment to #5 on ll/21/00)
8. To receive reimbursement for expenses, members must provide actual receipts to the treasurer within 30 days. There will be no cash advances to any member. (Amendment to S.R. 6 on 11/21/00)
9. Each committee shall present to the Governing Board their proposed profit and loss plan for approval one month prior to the event, with actual profit and loss statement submitted to the Governing Board within 30 days. (11/21/00)
10. The Chapter Funds provided in advance; whether through check, debit or credit card, will be issued in the President's name and may ONLY be used for Registration, Air Fare, and Hotel for members eligible to travel. In the event a member doesn't complete the travel they are responsible for repaying the entire amount that was advanced on their behalf. (per Bylaws Committee December 2010. Accepted by Governing Board 1-4-11).
11. Policies and Procedures Financial
Annual Audit. An audit of the council´s finances shall be made by an audit committee of three active non-signatory members, chosen at the November Governing Board meeting. Audit is to take place in January of each year. Audit results to be presented at Governing Board meeting in February. Audit procedure shall be as follows:
1. Treasurer to maintain original invoices and receipts.
2. Compare actual checks with checkbook register.
3. Expenses must comply with WCR/FAR Accountable/Travel
Plan.(reimbursable expenses)
4. Deposits made and checks disbursed in a timely manner.
5. Bank statements reconciled accurately.
6. Two signatures on each check.
7. Confirm that Dederal Income Tax Return has been completed by May 15th and the Annual State Corporate Return has been completed and filed by May 1st of each year.
Financial Statement for WCR Governing Board
Members of the Governing Board will be provided a copy of a financial statement at each Governing Board meeting. The Treasurer will furnish a detailed financial statement to any Governing Board member who was absent from the meeting.
Investments Policy
Investment Management Team. The Investment Management Team, which shall consist of all Local Line Officers, may invest operational and all other designated funds in other instruments consistent with the established investment objectives of the operational and other designated funds.
Operational Funds. Primary investing objective is to maintain safety of principal while providing sufficient Liquidity to meet cash needs. Investments are limited to instruments that are backed or underwritten by the U.S. Government or its agencies. Investing of funds is to be made at the direction of the Local Line officers, with the review by the Governing Board.
Reserve Funds. Primary investing objective is to achieve a rate of return from investing that is 3% or better than the return realized from the Operational Fund investing; while maintaining safety of principal through sound investment practices, diversification and limited exposure to changing economic conditions. The investing of the Reserve Fund money is to be invested in a manner consistent with Operational Fund limits. Funds within reserves over the minimum definition amount may be invested at the discretion of the Local Line Officers acting jointly in selecting investment options proposed by the Council´s investment management firm selected and monitored by the Governing Board.
Fund Policy
Reserve Fund. Objective - To be a source of funds to maintain the services of the Council through periods of economic downturn and to address issues of critical concern to the Council.
Control - Requires a majority vote of the Local Line Officers, with approval from the Governing Board, of intentions to use any part of the fund.
Funding - Transfers from operational revenue sources, occurring on an annual basis, to maintain liquid asset balances in the fund between a floor of twenty (20%) to a target level of thirty five percent (35%) of the Council´s current year net operational expenditures
Reimbursable Activities
(Note: Policy subject to annual budgetary allowance limits)
Compliance. The WCR travel reimbursement guidelines shall comply with the FAR Accountable Plan established each year, and sent to all reimbursable leadership positions by January 10th of current year.
President and President-Elect. The Ocala/Marion County Chapter of the Women´s Council of Realtors shall reimburse* the president and president-elect for expenses incurred when attending meetings of the Regional, State or National Council and/or WCR ticketed functions.
*reimbursement would be based on the budgetary allowance limits.
Vice President, Treasurer and Secretary. The Ocala/Marion County Chapter of Women´s Council of Realtors shall reimburse* the vice president, treasurer and secretary for expenses incurred when attending meetings of the Regional, State or National Council and/or WCR ticketed functions.
*reimbursement would be based on the budgetary allowance limits.
District VII Vice President
The Ocala/Marion County Chapter of Women´s Council of Realtors shall reimburse* the District VII Vice President for travel expenses incurred while performing officer responsibilities inside the district. Any excess net income from the District VII Conference function shall be utilized by the District VII Vice President for travel. The Ocala/Marion County Chapter will reimburse travel expenses and registration fees for the following meetings attended by the District Vice President:
• WCR annual business meetings and/or WCR ticketed functions
• Officer/Chairman/DVP/Governor orientation
• Meetings to which a presidential invite has been extended
º Attending Regional, State and National meetings *reimbursement would be based on the budgetary allowance limits.
Member Travel
The Ocala/Marion County Chapter of Women´s Council of Realtors shall reimburse* the members for Lodging, Registration, and Banquet Tickets, that are incurred when attending meetings of the Regional, State or National Council. Members will be required to share a room. (minimum of two members-maximum of four members) In order to be reimbursed for member travel you will be required to attend WCR meetings as designated by the Local Chapter President.
*reimbursement would be based on the budgetary allowance limits.
WCROcala Travel Accountable Plan
Travel allowance policies, procedures and guidelines
Requirements for completion to receive travel reimbursement:
Orginial Receipts Date Location Purpose and details of trip Signature
**Air fare - IRS required:Reimbursed only with original receipt issued by the Airline at coach class rate with date of travel listed on receipt -Electronic ticket purchasers have two options:(1) Request a receipt from the Airline at check in or (2) Submit the boarding pass with a photocopy of the credit card charge.Itineraries and receipts from Travel Agents or On-line Travel Agencies are not acceptable. Frequent flier miles may be used but must be accompanied by letter from airline or travel agency stating cost of flight if it had been booked at least 30 days before travel. Reimbursement is for Local Line Officer or designated alternate as approved by Governing Board.
Lodging-actual cost of room plus tax (double room rate) if cost reimbursement falls within limitations Overnight lodging is not paid when the meeting starts at or after 10 a.m. and adjourns by 4 p.m.As a matter of personal convenience, the Chapter will reimburse lodging costs if travel time exceeds 3 hours one way or commercial travel will not accommodate a 10 a.m. meeting.Original hotel bill must be submitted for reimbursement. Members will be required to share a room. (Minimum of 2-maximum of 4 to a room)
Meals- guidelines are as follows.
WCR maximum allowance
Per day for all meals is $75.00, excluding ticketed events.
(Original receipts absolutely required for this allowance)
Meal tips are to be included in the $75.00
(tipping limited to 17%)(Incidentals include all of day-s tips)
Meal allowances may be changed by the Governing Board only.Any changes will be made before the event
Parking, tolls, valet parking - actual cost (parking meters only exception to receipt rule)
Personal auto mileage reimbursement-owner of vehicle used is to be reimbursed at the per mile rate of 44.5 cents (IRS allowable rate) for actual mileage traveled, which must be indicated, covering all the expenses connected with the use of the personal auto for business purposes.
Rental Car & Gasoline Usage-actual costs of rental car including insurance coverage options exercised plus gasoline costs incurred with rental car usage during the rental period.
Taxi, airport limo, bus-actual cost plus tips up to 15% plus up to 50 cents per bag for unusual number of bags
Tipping-allowances are as follows:
·room service -up to 15% (only if not automatically added to the bill)
·room maid - $1.00 per day per room
·bellhop/porter - up to $1.00 per bag
·skycap - up to $1.00 per bag
Other-includes items such as postage
All cash and credit expenditures must be verified with original receipts attached with reason for the expense occurrence noted in the purpose and detail section.
Non-reimbursable expendituresThe following expenses are not reimbursed:
Personal entertainment (in-room movies, health club fees, airline movies)
