Press Club FAQ
(Click on each heading to see the full text)
What is the Albuquerque Press Club?
We are a private club, a disparate community of individuals with a common purpose. We believe that service to this community enriches us all in many ways.
We offer a non-threatening social venue providing opportunities to our members as varied as our membership. One might find card or table games, discussion groups, music groups, and professional development groups operating on their own within our organization. We offer opportunities to produce or participate in a wide variety of social activities.
FEES AND MEMBERSHIP LIMITS
It is the responsibility of the Board of Directors to set all membership fees and limits. The current amounts (established December 2019) are:
1. Membership initiation fee $20.00
2. Annual Membership dues
b. Communicator Member $40.00
c. Social Member $90.00
f. Spouse Member (attached to any of the above memberships) $25.00
g. Corporate Member see discount schedule below.
h. Lifetime Membership fee $900.00 (10X Social membership) available to existing members only
i. Honorary Membership $5.00
3. Late Renewal Fee $20.00
4. Reinstatement Fee $20.00
Corporate membership pricing:
Membership is open to any business or organization, with operating interests in New Mexico, that operates in the communications industry, or that supports the interests of the APC. Persons individually eligible for membership rights under the corporate membership are subject to Board approval as with any new applicants. Corporate memberships may include any number of individuals, providing they are bona-fide employees of said company or employees or members of said organization. Each corporate member enjoys the full privileges of membership including a vote.
Base charge equals four times the regular rate for which the entity qualifies (classifications a-c). Additional members of the organization may join at one half of the standard rate that they would qualify for individually. The additional members may join for a full year at any time while the corporate membership is active. If/when the corporate membership expires, individual members may not renew as a corporate member (at corporate rates) but may renew as a regular member at the regular rate.
All prospective members are subject to normal approval procedures.
APC HOUSE RULES
All members, their dependents and guests are subject to all house rules and regulations. All house or Club rules are subject to New Mexico Liquor Control Statutes. The Club Manager or designated representative (bartender on duty) is empowered to enforce all rules and regulations of the Albuquerque Press Club
1. The Club facilities are for the use of members of the Albuquerque Press Club or associated press clubs, andinvited guests accompanying them.
2. Guests, (persons invited and accompanied by a Press Club member for the purpose of using facilities or attending social functions on the Club premises or designated activity site):
c. Will be allowed, as many as ten per member per visit.
3. Private functions:
b. Any private function not held during regular Club hours is understood to be for the invited guests only.
b. Members are responsible for the conduct, and bar-tabs, of their guests.
c. Any individual may be required to vacate the Club premises for the following reasons: violations of law orhouse rules, misconduct, obscene language, intoxication, destroying or damaging Club facilities or property.
2. Any disciplinary action taken is subject to appeal to the Board of Directors or its appointed body.
5. The Club will not be responsible for loss or damage to property of members or guests.
6. Club property will not be removed from the Club house or premises without prior approval of the Club Manager.
7. Persons under the age of 21:
b. Are not allowed in the bar area, which is the bar room and the flight deck.
c. Must be at a table with parent or host during their stay at the Club.
d. Will not “roam” the premises
e. Will not obtain or consume alcoholic beverages.
8. No person will bring to, or take from the Clubhouse, alcoholic beverages.
9. All members and guests will vacate the premises at the legal or designated closing time, or as instructed by the bartender.
10. Bar payment methods and procedures:
b. Bartender may allow individuals to run tabs that will be paid prior to leaving the Club.
c. The bartender may, at his/her discretion, accept non-cash payments (10.a.) in excess of the bill and give change
d. Dishonored non-cash payments will be paid by the Club member within 48 hours, with a $15.00 service charge.
11. The “Great Room” in the front of the Club house is designated a NON-SMOKING AREA.
12. Pets are not allowed inside the Clubhouse.
The Constitution of the Albuquerque Press Club
- Section 1. Name
- The name of this organization is the Albuquerque Press Club, a nonprofit corporation under the laws of the State of New Mexico.
- Section 2. Purpose
- The purpose of this Club is to promote fellowship and understanding among men and women engaged in journalism and its allied fields; to sponsor such cultural, educational and social activities as may promote good fellowship and professional growth among members; and to extend reciprocity to similar clubs in other parts of the nation and world.
- Section 1. Composition.
- Government and management of the Club is vested in a Board of Directors, hereinafter referred to as the Board, which consists of Club officers and six additional directors elected in accordance with procedures set forth in Article VII. The immediate past President shall serve as a non-voting Board member ex-officio. Employees may not serve on the board. (Modified 03/2017)
- Section 2. Qualifications.
- All members of the Board must comply with State law regarding liquor license at the time of their elections. This shall include, but is not limited to:
A) Be a Club member in good standing;
B) Possessing the legal right to hold a New Mexico liquor license;
C) Have no felony convictions;
D) Provide all necessary information, including fingerprints, as required by the Liquor License application to the President or their appointed representative within 60 days of assuming office; and
E) Qualify to hold a New Mexico alcohol servers license. The servers license must be obtained within 30 days of assuming office as defined in Artice VII, Section 3.
- (Modified 03/2017)
- Section 3. Powers and Duties.
- The Board has control of the general affairs, funds and properties of the Club; approves expenditures and audits all accounts; employs such personnel as it deems necessary for the operation of the Club; passes on applications for membership; and otherwise provides general supervision of the Club in conformity with the duties and authority commonly conferred on such bodies by custom and the recognized rules of order. New Section 2. Qualification. The Board has the prerogative to review and reverse, if necessary, the acts of any officer, director, Club, committee, or individual member with respect to club related activities. (Modified 03/2017)
- Section 4. Authorization.
- The vote of a majority of Directors present at a duly convened Board meeting is sufficient to authorize any action taken, provided a quorum exists.
- Section 5. Dereliction.
- Dereliction is defined as Board officers or directors who are not in good standing or who have three consecutive unexcused absences from Board meetings. At the Board’s discretion, such dereliction may be accepted as a resignation. (Modified 03/2017)
- Section 1. Eligibility and Classification.
- Membership in the Club is open to men and women of legal age who qualify, in the Board’s judgment, under one of the following classifications:
- A. Journalist
- You may qualify for Journalist membership if your primary activity fits into one of the following groups or if you have worked for 10 years or more in one of the following groups:
- 1. Reporter, editor, writer, publisher; editorial and news cartoonist or artist; news photographer or videographer; producer, president or general manager; librarian, web master or other editorial employee of a regularly issued news outlet that is supported by advertising , paid subscriptions, or funded by a non – profit organization.( Organization must operate with editorial independence from any political, government, commercial or special interest and must be published for the primary dissemination of the news.)
- 2. Journalism instructors, professors and deans at the college level.
- 3. Non-fiction authors.
- B. Communicator
- You may qualify for Communicator membership if your primary activity fits into one of the following groups or if you spent 5 or more years in one of the following groups or the groups listed as Journalist.
- 1. Non-editorial employees for qualified news outlets such as business managers, advertising managers, circulation managers, promotion managers and system operators.
- 2. Current and retired press aides for foreign or domestic governments.
- 3. News Source members have regular contact with the ‘working press,’ such as public relation/communications professionals.
- 4. Authors of books or plays, editors of books or film, poets, television or film script writers, book publishers, and those who work in the film and television industry.
- 5. Blogger or other internet media publisher
- 6. Student members who are enrolled full-time in undergraduate or graduate journalism programs; or work on campus .publications, broadcast outlets or news internet sites; or who otherwise intern or work part-time for qualified news outlets.
- 7. Writers, editors, publishers of company or industry newsletters who spend 40 or more hours monthly in these endeavors.
- C. Social membership
- is open to persons who live or work in New Mexico, and have common interests with the Club’s members and purposes.
- D. Honorary membership
- may be awarded to any person the Board may wish to honor with membership, subject to annual review by each incoming Board. (Modified 04/11)
- E. Retired membership
- is open to any Journalist, Communicator, or Social member who has retired from his or her employment or occupation. One year of Club membership in the Professional, Associate, or Social category is required before a Member may apply for status as a Retired Member.
- F. Out-of-town professional
- membership is open to persons who fulfill the membership requirements of Subsection A of this Section and whose place of business is not within the standard statistical metropolitan area of Albuquerque.
- G. Life membership
- is open to members who fulfill the membership requirements of Subsection A, B, C, or F of this Section. A Life member shall enjoy all the rights of membership. Modified 12/00)
- H. Spousal
- membership is open to the spouse, as defined by New Mexico State Law, of a member in good standing. A spousal membership shall be attached to the sponsoring members membership and shall expire concurrently with said membership. A spousal member shall enjoy all the rights of membership except for the right to vote and hold elective office.
- I. Corporate
- membership is open to any business or organization, with operating interests in New Mexico, that operates in the communications industry, or that supports the interests of the APC. Persons individually eligible for membership rights under the corporate membership are subject to Board approval as with any new applicants. Corporate memberships may include any number of individuals, providing they are bona-fide employees of said company or employees or members of said organization.
Section 2. Classification Authority.The Board shall by vote be the sole and final authority with regard to the membership classification to which an applicant or Club member is entitled. Any member who ceases to be eligible for a given classification may be transferred to the appropriate classification at such time as the Board deems.
Section 3. Rights and Privileges.All members in good standing shall enjoy equal rights and privileges except as stated in Article 3 Section I above. All members in good standing are automatically granted membership in the Whittlesley House Preservation Foundation. (Modified 03/2017)
Section 4. Liability.No member will be personally liable for any liability of the Club, and creditors may look only to the assets of the Club for payment.
Section 5. Reciprocity.Reciprocal membership privileges may be extended by the Board to members of similar clubs in other parts of the nation and world while such members are temporarily in New Mexico, for periods of time not to exceed 60 consecutive days.
Section 6. Admission Procedures.Applicants for membership must set forth in satisfactory detail, on the Club application form, their qualifications for membership; and must accompany the application with the initiation fee and dues for the classification requested. The Board must act upon properly submitted applications in a timely manner. Action may be by secret ballot, and three or more dissenting votes constitutes rejection of the application. An applicant rejected for membership will forthwith be refunded the initiation fee and dues, which accompanied the application and may not re-apply for one year. (Modified 12/00)
Section 7. Resignation.A member may resign by delivering a written request to the Board, except that such resignation will not excuse the member from any outstanding financial obligations to the Club.
Section 8. Termination.The Board may terminate a member for failure to meet financial obligations to the Club, for unbecoming conduct or violation of this Constitution or of posted Club rules, in accordance with procedures set forth in Article IX. Notice of termination is deemed to have been given when such notice is mailed to the member’s last known address, postage prepaid, return requested.
Section 9. Readmission.A member who has resigned, or whose membership has been terminated, may seek readmission by filing an application in accordance with provisions of Section 6, except that such application need not be accompanied by an initiation fee. However, if the applicant for readmission had outstanding financial obligations to the Club at the time of the resignation or termination, full payment of those obligations must accompany the application.
Section 1. Initiation Fees.Regular and Life membership initiation fees for Club membership for the next calendar year will be established annually by the Board. Members who are reclassified from one membership category to another (except Life membership) shall be exempt from any initiation fee.
Section 2. Administrative Fees.Administrative fees relating to Club membership for the next calendar year will be established annually by the Board.
Section 3. Late renewal fees.Any application for membership renewal in excess of 30 days after the membership has expired shall be assessed a late renewal fee. This fee will be established annually by the Board.
Section 4. Dues.Dues to be paid by Club members for the next calendar year will be established annually by the Board except that Life and Honorary members will be charged no dues.
Section 5. Adjustment.The Board may, for such cause as it deems sufficient, adjust an individual’s dues in whole or in part.
Section 1. Titles.Officers of the Club are a President, a Vice-President, a Secretary, and a Treasurer, who must continuously meet the qualifications of Article II, Section 2. (Modified 03/2107)
Section 2. President.The President is the chief executive officer of the Club, and presides at all general membership and Board meetings. With the Secretary, the President signs as the legal representative of the Club all documents approved by the Board.
Section 3. Vice-President.The Vice-President assists the President as directed. In the absence or disability of the President, the Vice-President assumes the powers and duties of the President.
Section 4. Secretary.The Secretary maintains official records of the Club, records the minutes of general membership and Board meetings, conducts such official correspondence as the President and Board direct, and performs such other duties as customarily pertain to this office.
Section 5. Treasurer.The Treasurer is the custodian of all Club funds, makes expenditures authorized by the Board, and makes a report on the Club’s financial status at each regular Board meeting and at the Annual Meeting.
Section 1. Annual Meeting.The Annual Meeting of the Club membership is held in Bernalillo County, New Mexico, on a date in December each year, at a time and place set by the Board. Written or email notice of the Annual Meeting will be given all members no less than 10 days prior to the meeting. The order of business at the Annual Meeting shall include the following:
A) Call to order
B) Reading and approval of last meeting’s minutes
C) Board of Directors’ report
D) Treasurer’s report
E) Committee reports
F) Unfinished business
G) New business
H) Election of officers and directors
Section 2. Special Meetings.A special meeting of the Club membership may be called by the President, and must be called by the President upon written request by a majority of the Board or 10 percent of the members. At least 10 days prior notice of the time, place, and purpose of such special meetings must be mailed or emailed to all members.
Section 3. Board Meetings.The Board must meet monthly at such times and locations as it shall determine. Special Board meetings may be called by the President, and must be called by the President upon written request by three or more Board members. (Modified 12/00)
Section 4. Open Meetings.All general membership and Board meetings, except executive sessions, are open to any Club member in good standing, and Club members attending such meetings are permitted free expression of their views, within the confines of accepted rules of order, on matters under discussion. (Modified 12/00)
Section 5. Presiding Officer Vote.
The presiding officer at any Club meeting shall vote only to make or break a tie. (Modified 03/2017)
Section 6. Parliamentary Procedure.On parliamentary questions not otherwise provided for in this Constitution, the authority is Robert’s Rules of Order.
Section 7. Quorum.Five Board members present either physically or virtually by real-time communications constitute a quorum for the transaction of business at a Board meeting. Members in good standing and present constitute a quorum for the transaction of business at the Annual Meeting and at special meetings of the Club membership, provided proper notice of the meeting has been given. (Modified 03/2017)
Section 1. Officers.At each Annual Meeting, the Club elects the President, Vice-President, Secretary, and Treasurer to one-year terms of office. All nominees must meet the qualifications listed in Article II, Section 2 at the time of their nomination. (Modified 03/2017)
Section 2. Directors.At each annual meeting and thereafter, three directors shall be elected, each to serve a two-year term on the board. All directors shall be elected from the membership and serve representing the members of the Club. All nominees must meet the qualifications listed in Article II, Section 2 at the time of their nomination. (Modified 03/2017)
Section 3. Terms.Terms of office will commence January 1 following the election and end on December 31 or at such time as successors have been elected and qualified.
Section 4. NominationsNo less than 60 days prior to the Annual Meeting, the President appoints a Nominating Committee consisting of five Club members in good standing, no more than two of whom may be Board members. No less than 45 days prior to the Annual Meeting, the Nominating Committee presents a slate of nominees consisting of at least one candidate, and are, in the opinion of the Committee, qualified to appropriately fill the position. This list of nominees must be posted forthwith on the Club bulletin board. Additional nominees may be made from the floor at the Annual Meeting. (Modified 12/00)
Section 5. Procedures.The President appoints three members to serve as the Election Board, with responsibilities to conduct balloting and certify election results. If the majority of qualified voters present request a secret ballot, voting must be by secret ballot. Each member present and qualified to vote, and in good standing, may cast one vote. (Modified 12/00)
Section 6. Vacancies. When a vacancy occurs in the office of the President , the Vice-President becomes the President for the unexpired balance of the term. When a vacancy occurs in the office of the Vice-President, Secretary, or Treasurer, the office shall be filled by Board appointment for the unexpired balance of the term. When a vacancy occurs in the position of a Director, the Board may appoint a qualified replacement to serve until the next Annual Meeting, at which the club membership shall elect a Director to serve the unexpired balance of the term. All appointees must meet the qualifications of Article II, Section 2. (Modified 03/2017)
Section 1. Membership.Three different types of committees may be formed to assist the Board: an Executive Committee, Standing Committees, and Special Committees. Membership on the Executive Committee shall be determined by Article V, Section 1. Standing and special committee chairs shall be appointed by the President subject to the approval by the Board. Each committee chair shall recruit as many members as they deem necessary for their committee’s assigned task(s), subject to approval by the Board. (Modified 03/2017)
Section 2. Terms. Executive committee members serve until December 31 of the year they were elected or appointed. Standing committee members serve until December 31 of the year in which they were appointed, or until their successors have been appointed. Special committee members serve for such time as the President directs, except that their term may not extend beyond December 31 of the year in which they were appointed. (Modified 03/2017)
Section 3. Executive Committee Powers. The President, Vice President, Secretary, and Treasurer constitute the Executive Committee of the Board; it may have no other members. This Committee has the power to act on behalf of the Board when the Board is not is session provided:
A. Such action is not counter to any previous Board action or position;
B. All Executive Committee actions must be unanimously agreed upon;
C. Any Executive Committee action must be presented and ratified by the Board at its next meeting. Failure to present and obtain Board ratification Executive Committee actions
D. All Executive Committee actions not presented to the Board at its next meeting shall be null and void upon adjournment of said meeting.
E. Failure to present Executive Committee actions to the Board at its next meeting are grounds for dismissal of any or all members of the Executive Committee. (Modified 03/2017)
Section 4. Standing Committees and Powers. Standing committees perform continuous support to the Board. Each standing committee automatically is delegated the necessary power for completion of their assigned task(s); however, no standing committee may commit either the Board or the Club without express approval from the Board. Standing Committees shall provide a report of activities to the Board at each regular Board meeting. (Modified 03/2017)
Section 5. Special Committees and Powers. Special committees perform a one-time directed task on behalf of the Board. Each special committee automatically is delegated the necessary power for completion of their assigned task(s); however, no special committee may commit either the Board or the Club without express approval from the Board. Special Committees shall provide a report of activities to the Board at each regular Board meeting. (Modified 03/2017)
Section 1. Disciplinary Powers.The Board, upon finding a Club member guilty of unbecoming conduct or a violation of this Constitution or posted Club Rules, may discipline the guilty member by reprimand, restriction of any or all Club privileges, requiring restitution, requiring service to the club, or termination of membership. However, termination may be effected only by a majority vote of the entire Board membership. All procedures and actions must be consistent with this constitution and written policy.
Section 2. Charges.Charges against a member, which allege cause for disciplinary action, must be made in writing to either the President or Secretary and must be signed by the person making the charge. The Board, upon recognition of an escalating or continuing pattern of misbehavior, may interject itself into the situation as it deems appropriate without a written complaint being filed.
Section 3. Hearing Procedures.Charges made in accordance with Section 2 must be presented to the Board at its next regular meeting, and the Board must either dismiss the charges, refer them to a discipline committee, or set a time and location for a hearing of the charges. If a hearing is to be held by the Board or Committee, the member against whom the charges have been made must immediately be given written notification of the nature of the charge and the time and location of the hearing. The Board, or Committee conducts the hearing, and may designate any member as the presiding officer at the hearing. If the committee and the member cannot reach an agreeable conclusion, the matter will be referred back to the Board. The member against whom charges have been made may testify and/or produce witnesses. Refusal of the accused Club member to appear at the hearing, without reasonable excuse, may be construed by the Board as an admission of guilt. (Modified 12/00)
Section 4. Appeal. A disciplined member who is aggrieved by the Board’s decision may appeal the decision to the Club membership, by so notifying the President or Secretary in writing. The officer so notified must promptly call a special meeting of the Club membership for the purpose of hearing the appeal, such special meeting to be held no less than five nor more than 15 days after receipt of the appeal notification. Provided a quorum exists, the Club membership present and qualified to vote at the special meeting may, by a two-thirds majority vote, overturn or modify the disciplinary action of the Board. (Modified 03/2017)
Section 1. Interpretation.On all questions arising as to interpretation to this Constitution or any provision herein, the decision of the Board is final.
Section 2. Amendment.This Constitution may be amended at the Annual Meeting or a duly called special meeting of the Club membership, or by a mail referendum. To be effected, a proposed amendment must receive a two-thirds affirmative vote from those present and entitled to vote at the Annual Meeting or a special meeting or a two-thirds affirmative vote from those entitled to cast ballots in a mail referendum. Amendments may be proposed by the Board, or by petition signed by no less than 20 percent of the members. The entire text of the proposed amendments must be mailed or emailed to the membership and posted on the Club bulletin board no less than 20 days before the Annual or special meeting or beginning of a mail referendum. (Modified 03/2017)
Section 3. Members Bound.All Club members, at the time of the adoption of this Constitution and thereafter, are bound thereby.
Disciplinary actions at the APC are one of the most contentious of board responsibilities. With this in mind, herein we are establishing definitions, interpretations, and standards in an attempt to bring some consistency to this procedure.
As part of the management process, the Board of Directors ultimately is responsible for dealing with complaints, no matter the process or procedure. The board is not charged with punishing offenders or involving itself in behavior modification. It is charged with acting in the interests of the club. Therefore, actions taken in response to an individual’s behavior or a complaint about an individual’s behavior must be consistent with overall club interests.
Because of their position of responsibility and authority, and because they sit in judgment of the actions of others, Board members shall be held to a higher standard than others. This includes both the lowering of the bar for an offence to rise to the level of an actionable offence, and an increase in the severity of the penalty prescribed.
According to Roberts, the standard of proof is not the same as the standards required in a criminal court. We must accept hearsay evidence and make judgments based upon our own beliefs regarding the situation.
Consistency in enforcement is a virtuous goal, though probably an impossible standard to meet. In order to assist those charged with dealing with disciplinary issues in pursuing this goal it is imperative that they have detailed accurate historical records as a reference.
Herein the judicial body is referred to as “the committee”. This may be a committee, or the board of directors, or an individual properly appointed pursuant to the rules of governance of the APC.
Determination of actionable offense:
The committee is obliged to hear a reading of the complaint. If the committee recognizes an escalating or continuing pattern of misbehavior, it may interject itself into the situation without a written complaint being filed. After the reading, the committee must decide if the complaint warrants a hearing of the issue: Considerations for determining this include:
• Does the club have an interest in this complaint?
• Did the offense(s) violate our house rules or constitution?
• Did the offense(s) interfere with or negatively impact the operations of the club?
• Will or could the offense(s) if continued, likely interfere with or negatively impact the operations of the club?
• Is the complaint legitimate or designed to harass?
• Is the offense significant enough to be actionable?
Standards for determination of guilt:
When determining guilt or innocence, the committee shall endeavor to make an honest assessment of the facts of the case. This may include asking uninvolved individuals with knowledge of the situation for their assessment of the event and considering their assessment even if the individual chooses not to testify before the committee.
The standard is not “beyond reasonable doubt” but is “belief that this is what happened”. The committee shall take reasonable actions to make this determination.
The committee may determine that the event actually happened but that it did not rise to the level of a “Violation of Standards of Behavior”.
The committee may determine that the event actually happened, that the violation was significant, but that the event is/was none of the clubs concern (ie: an event that happened away from the clubhouse).
In the event that the committee determines the miscreant is guilty of an offense, in violation of our house rules or our constitution, the committee shall then determine what, if any action is appropriate.
Standards for determination of action:
The committee is charged with acting as a representative of, and in the interests of the club. The committee may terminate, suspend, or modify a member’s privileges with respect to his/her club membership if the committee determines the action is consistent with the interests of the APC. The committee shall consider the likely affect any action, or lack thereof, will have on the operations of the club. These considerations include the effect on the management of the club, on the overall atmosphere of the club, on the business lost as a result of the action taken, and on the business lost, or that might be lost, as a result of the actions of the miscreant. In cases where the inappropriate actions persist, the committee may consider the potential for future damage/loss to the club if the actions continue and the likelihood that the inappropriate behavior will continue.
In determining appropriate sanctions against a member adjudged guilty of an offense. The committee shall consider the severity of the offense, the frequency of the offense, and drainage. These shall be compared with previous board actions, as recorded in the appropriate records in an attempt to pursue consistency.
Violence against persons or objects is considered serious. Violations of law that could affect the club or its liquor license are considered serious. Disrupting the orderly operations of the club may be considered serious. Actions that are patently offensive to others may be considered serious. The committee shall consider what effect the offensive action could reasonably have when determining the severity of the offense. It might be reasonable to conclude that an action taken when the clubhouse is empty is less serious than that same action would be when the clubhouse is full. It could also be considered reasonable that insulting actions against a long-time member and regular attendee might be less severe than the same action against a guest.
Insults in the course of a vociferous argument between two or more participating individuals would likely be considered acceptable while those same insults focused on a non-participant, or perhaps a guest, might be considered quite unacceptable.
Is the action consistent with the general character of this individual? An isolated incident would justify a more lenient sentence than a repeat offence. The committee must consider the likelihood of a recurrence of the act and the likely effects on the club of a recurrence.
In the event that there are repeat complaints against an individual, the committee must consider that: a) previous actions of the committee (or previous committees) have been ineffective, b) members find the offense(s) problematic enough to warrant repeat complaints, c) the interests of the club may dictate more substantial sanctions against this individual.
This is related to frequency of attendance at the club, frequency of offensive actions, and severity of offensive actions. A mild offense by a weekly attendee that is repeated one year later might suggest a mild action or possibly no action at all, while that same offense and frequency by an annual offender might suggest a significant action. At some point in time, based on Severity and Frequency, the individuals “record” might be considered clean enough that a repeat offense might be considered as a first (or almost first) offense.
Though corporal, even capital punishment may at times seem appropriate, we are somewhat
limited in the extent to which we may act. Available actions include:
As a general rule this will accompany another action. The intent is to make the club, and/or an injured party whole. To this end, the club may require payment. Until such time as the fine is paid, or the member is current on a repayment schedule, the member is not in good standing, and may not use any club facilities.
A member may be put on probation for a specific amount of time. The terms of the probation are at the discretion of the committee. These terms may extend to successive boards and committees.
Temporary Suspension of Privileges:
A member’s privileges may be suspended for any defined period of time. This period must be specific and the member so notified. The privileges suspended may include any or all privileges associated with membership. These terms may extend to successive boards and committees.
Termination of Privileges:
A member’s privileges may be permanently suspended. In this case, the committee could decide that the member may never again enter the club.
Service to the Club:
The committee may determine that service to the club is appropriate as a part of the action, or as the entire action. The committee will determine the appropriate service required and the method by which it will be monitored and judged as being complete.
Subsequent Board Review and Reversal:
Boards subsequent to the one that imposed an action may overturn any continuing action (with the exception of restitution). This will require specific board action, which will entail a review of the record of the infraction and a review of the action(s) taken by the committee. This includes a reading and discussion of the minutes of the original hearing.
When the board of directors deals with these issues it is the responsibility of the Secretary to create and maintain these records. When it is a committee that deals with these issues it is the responsibility of the committee to appoint its own secretary to create these records. These records must then be conveyed to the Board Secretary, digitally, in order to become part of the historic record.
At a minimum, the record of the proceeding should include:
• copies of any complaint(s) filed if written, otherwise a detailed description of the charges
• a description of the accused defense including all pertinent mitigating circumstances
• a description of the deliberations by the judicial body or, if they chose not to have a hearing on the charges, the reasoning that lead to that decision
• a statement of the decision by the judicial body regarding guilt/innocence
• a description of the logic used in the action phase and the any action taken. It is incumbent upon the judicial body to refer to historic precedent in deciding appropriate action(s).
• If actions includes service to the club, the terms of the service and an epilogue by the individual responsible for oversight.
This historic record shall be maintained by successive secretaries, in digital form, and shall be conveyed to successive secretaries. The secretaries shall maintain the information consistent with our rules and make it available as needed for the board or the committee to do its job. With the exception of necessity for proper job performance, these records shall be confidential.
Communication of Actions:
Board members should be careful in the manner in which they communicate the events of closed BOD meetings to others. The subject material is sensitive and oftentimes disputed. The result(s) are generally a split decision. Because the standards applied are less stringent than the standards of guilt in a criminal trial, the club is at risk if the communication is improper or inaccurate. Therefore, the policy regarding communication is as follows:
• Communication of the evidence must be parsed within a phrase similar to; “the evidence presented indicated or included ….” It must be clear that though the statement is true, the evidence itself may or may not be.
• Communication of the result must also be parsed properly. The statement should refer to the board’s action based on the evidence presented; again there is no statement as to the truthfulness of the evidence. An example of a proper statement would be; “After hearing the complaint and considering the evidence presented, the board decided to …”
• Many people are uncomfortable with confronting aggressors. They may have difficulty, or even refuse to, file a complaint. When this is the case, the clubs interests dictates that their identities not be made public.
member: someone who has paid dues and been approved by the board and has renewed their membership within 90 days of the current membership’s expiration.
In good standing: a) membership dues are current (includes the 30 day grace period allowed before imposition of a late fee)
b) member is not suspended pending a disciplinary hearing or as a result of a disciplinary action, and
c) member has no outstanding financial obligations to the club, d) member is not on probation (see effects of probation under “probation”).
Of legal age: The legal drinking age in NM
Probation: Not a member in good standing. Other than holding elective office all other privileges of membership are available. However, the board may specifically withhold any other privileges associated with membership, from a member placed on probation. The board shall determine, at the time of the imposition of the probation, the duration of the probation and any specific privileges (other than holding elected office) withheld.
Managements authority: Regarding the disposition of a member who has been removed by the Bartender, the manager may, on a subsequent day, determine whether or not the member will be refused access to the clubhouse until the next board meeting. The manager will then notify the board and the member in a timely manner. (Aug 05)
When a bartender fails to eject a member for violating our policies or rules the manager may eject the member until the next board meeting and in this circumstance will file a written complaint with the board. (Aug 05)
Signed: as relates to communications to the club will include electronic communication with the author’s name attached and communications from a specific individual to the president, secretary, or club manager.
Distributing campaign materials from prospective board members to the membership at large is of benefit to the club and should be promoted. Following are the rules for collection and distribution of these materials.
• Those (and only those) who are nominated by the nominating committee may provide a single piece of campaign literature to the nominating committee that will be e-mailed (or snail mailed as part of the newsletter or as a supplement if the motion is made and approved by the board)
• To be provided in MSWord format, Max ½ page, with 1″ margins on 8-1/2″ paper, Times New Roman 12 point font. (Failure to meet this maximum will result in editing or truncating the piece by the nominating committee)
• To be submitted within 7 days after the close of nominations,
• To be submitted to the chair of the nominating committee
• To be combined with all other nominees literature for a single mailing
• To be compiled by the nominating committee
• The order of listing shall be by office: President, Vice-President, Secretary, Treasurer, Director. Order within office designations to be at the discretion of the acting APC President or his designee.
• To be e-mailed (no paper copies mailed) to all members who have elected to receive e-mail from the APC. The e-mail list shall remain on the APC computer. The list will not be provided to anyone.
• To be e-mailed no later than 7 days prior to the election. In order to accomplish this, the committee will provide this digitally, as a complete document, to the manager or newsletter editor (whoever has access to the e-mail list) in a timely manner.
• Each years board will decide whether to provide additional (paper) copies of this campaign literature at the house prior to or at the annual meeting.
• The nominating committee will explain this policy to all those who wish to be nominated.
• The annual announcement of the nominating committee will refer to this policy, making it and the benefit of being nominated by the committee known to the membership.
This benefits those who make their wishes known early. This will facilitate better campaigning around the club. It will remain the Presidents prerogative to determine if candidates will be given the opportunity to speak to the general membership meeting in December.
Though it seems to be picky to predetermine the font and font size for submission, there is logic behind it. To make things completely even, we will not have submissions in fonts that allow for a greater amount of text. The text submitted in the completed literature will be the same font and size for all campaigns. By doing it this way there will be no wiggle room, and hopefully less potential for creating animosity and dissent.
SCHEDULE OF ACTIONS
Schedule of Necessary Board Actions:
January: The secretary must file a “NONPROFIT CORPORATE REPORT, SUPPLEMENTAL” with the NM corporation commission. It is critical that this be done in order to get the liquor license renewed in a timely manner. The blank document can be found on line at the NM State Government Website, through the Corporation Commission. The document may be found at “www.nmprc.state.nm.us/nonprosupp.pdf”.
Officers and Directors must get fingerprinted. Fingerprint cards are required for liquor license renewal and are good for three consecutive years. If a new officer has a criminal record (a felony conviction) it may be impossible to get the license renewed. If a new director or officer has an arrest record, even without a felony conviction, it may be much more difficult for the president to get the renewal.
A qualification for board members is that they have no felony convictions. An individual elected to a board position is disqualified from that position and may not serve.
All board members must complete a “Personal Affidavit”
The Treasurer will provide all the needed documents to the accountant in order to do our taxes
February: President should start liquor license renewal. Documentation is available as part of the operations manual.
August: The president should appoint a nominating committee. The final committee report, including nominations, is due to be presented in mid October (at least 45 days prior to the annual meeting).
November: The Board is to determine membership rates for the following year. This information must be communicated to the person managing the membership database immediately following the meeting.
December: The Secretary will provide the newly elected Secretary digital copies of all documents related to the management of the Club. These will include the following:
• Operations Manual
• Liquor License Renewal Manual
• Facilities Rental Agreement and related documents
• Artists Release Agreement
• APC Constitution document in booklet form
• House Rules Posting Sheet
• Guest Sign In Sheet form
• Membership Application form
• Membership Renewal form
• History of the APC handout sheet
• Apartment lease Document
.Checklists for incoming president
1. In December, prior to first board meeting
1. Appoint newsletter editor (Jan newsletter needs to be mailed in Dec)
2. Appoint newsletter publisher/distributor
3. Appoint membership chair (database) and have them work with the previous person to learn the database and be prepared for the January meeting.
4. Appoint Audit Committee Chair. Meet with audit committee and incoming Treasurer to establish the guidelines (see committee description) so the committee report is ready for the January meeting.
5. Talk to the incoming secretary about providing all the necessary materials at the January board meeting. See “Schedule of Necessary Board Actions – – January”
b. Select committee chairs and members. You may select chairs and let them appoint their own committees or you may select the chair and full committee. In any event, this all needs to be worked out prior to the January board meeting when the president specifically appoints and the board approves all committee chairs and members.
1. Newsletter Committee
2. Membership Committee
A. Database manager
B. Promotions manager
3. Social Committee
4. Audit Committee
5. Art Committee
6. Finance Committee
7. Buildings and Grounds Committee
8. Property Management Committee (apartments)
9. Personnel Director
10. Neighborhood Liaison
11. Facilities Renovation Committee
c. Update signature cards for checking account at bank. Only officers and the club manager are allowed to be signatories on the checking account. The managers account needs only one signature, the regular account requires two. Take a copy of the annual meeting minutes, signed by the secretary, showing the newly elected board to the bank along with updated signature cards (that were previously provided by the bank). Change of managers also requires the same updates with secretary signed minutes showing the boards selection of a new manager.
2. At first board meeting (in addition to regular agenda items)
a. Follow a pre-defined agenda. This makes it easier for the Secretary
a. Officially appoint committees/committee chairs
b. Get started on the liquor license (this is a really big deal) Maurice Howland wrote a book to guide you through this. Read it prior to the January meeting.
1. Personal information forms
By-Laws of the Whittlesey House Preservation Foundation, Inc.
As amended and approved at the first general membership meeting of the Whittlesey House Preservation Foundation held on 02/23/04 in the front room of the Whittlesey House
ARTICLE 1 – NAME, PURPOSE
Section 1: Name. The name of the organization shall be the “Whittlesey House Preservation Foundation, Inc.”, hereafter referred to as the WHPF.
Section 2: Purpose. The WHPF was formed to protect, restore, maintain, and preserve the Whittlesey House located at 201 Highland Park Circle Southeast, Albuquerque NM 87102, and other properties in need of historical renovation, and for other incidental purposes which not-for-profit corporations pursue that are incidental to the main purpose under the laws of the State of New Mexico.