Policies and Procedures
PLA Purpose [Unknown]
1. Participate in Local and National BDSM Communities with information and support
2. We support the right to adult consensual sexual expression
3. Create opportunities for understanding through communication, education and social comradery for the BDSM Community
4. Support the activism and visibility of the BDSM community
5. Be mindful of the diversity of our community and to work towards inclusiveness
6. To raise funds for charities of interest to the BDSM Community
7. To preserve a record of our history, traditions and culture
Historian [December 2001]
A Historian was appointed by the President with the duties to duplicate the meeting minutes, treasurer reports and other relevant material to be kept in a separate place and have the integrity of each set checked on and reported on at least yearly at a general membership meeting.
Policies and Procedures on Website [August 2002] A list of ongoing policies/procedures established by motions approved by
the PLA shall be posted on the PLA website.
Membership Information [October 2003] Replaced with new policy on August 2007.
For dissemination of the membership database a board member will make a written/email request to the President; The President will request in writing/email the data base from the membership director as they deem necessary.
Membership System Change [January 2005]Due to confusion and inconvenience caused by the present membership system, discussion was held concerning a more efficient procedure. A motion was made to revise such system, specifically to cause all memberships to expire on March 31 of each year, which motion was passed. It was specifically provided that in any instance where such change might work to the detriment of any given member, such member would receive extra membership time as opposed to being disadvantaged by such changeover.
PLA Equipment Lending Policy [June 2007]
–Requests are to be made in person and at a board meeting with at least a 2 month advance time –The PLA Board will make Decisions on an individual basis –PLA has the right to refuse the loaning of equipment to any group –No loans will be made outside the Portland/Vancouver area
–Loans will be made to groups whom have established a relationship with the PLA
–Groups will need to provide their own transportation and movers
–A Volunteer PLA board member will need to be involved with the loaning of equipment. They will open storage unit, check equipment going out, fill out the contract with information necessary, and check condition of equipment when it is returned
–An agreement will be signed establishing terms, (pick up date, return date, equipment descriptions and etc.)
–The PLA will not be responsible for damage or injury and a liability waiver will be included in the agreement
–A deposit of $250 for a one-night event and $400 for a two-night event will be received at the signing of the agreement
–A non-refundable fee of $50 will be retained for equipment upkeep. $200 or $350 (1 or 2 night) of the deposit will be refundable upon the return of the equipment and approval by the PLA representative checking in the equipment
–If equipment is damaged; the board will determine the refundable portion
–NO for profit events!
Membership Information Use Policy [August 2007]
Membership information is managed by the Membership Director appointed by the PLA Board of Directors from among the current Board Memberts (PLA Bylaws, Article Vlll - B). PLA does not disclose, sell or rent Member information to anyone. Membership information is confidential and will be handled in a manner that is consistent with our Privacy Policy. Software and information access is restricted to PLA Board Members who require the information to fulfill their job function(s ) and access to personally identifiable information is limited to only the information required to complete a necessary task for PLA business.
PLA Conflict of Interest Policy [October 2008]Conflict of Interest
A. Full Disclosure
Board members and committee members in decision-making roles should make known their connections with groups doing business with the organization as discussion topics come up that could create a conflict of interest.
B. Board Member Abstention From Voting
Board members who have an actual or potential conflict of interest should not vote on matters affecting transactions between the organization and the other group.
C. Elections
Board Nominee’s bios should disclose if they have any significant relationships with other nominee’s at time of election.
PLA Internal Controls [October 2008] Internal Controls
Controls Over Expense
A. Executive Committee
I. An executive committee will be formed annually. All members of the executive committee are to be provided with viewing rights to the bank account online and are to have signing rights on the bank account.
II. The executive committee can make decisions per the bylaws, but only if the decision are unanimous.
B. Expenses
I. All checks over $5,000 require two signatures. This will be documented on the checks.
II. Alerts will be setup to notify the president of any decrease in the account balance greater than $1,000.
III. Events exceeding the budget by 20% will be evaluated at the next board meeting.
IV. Reimbursement of expenses shall be limited to the direct expenses incurred for a PLA event.
V. Executive committee members shall not sign checks to themselves, or any closely related parties.
Controls Over Revenue
A. Cash transaction should only be performed by the treasurer, another board member or someone specifically approved by a board member.
B. All credit card transactions are to be processed on the PLA credit card system and all members of the executive committee are to have access to this system. Transactions will be processed by a board member or a person approved by the board in compliance with the privacy policy.
C. Changes to the merchant account must be approved by the board.
Expense Authorizations
A. No board member other than the president may sign a contract exceeding $500.
B. Any contract greater than $1,000 should be reviewed by all members of the executive committee. If one member is unavailable, another board member should be selected.
C. Before production of printing orders exceeding $1,000, the design or a prototype needs to be approved by the board or event committee.
Events
A. Event Committees
I. Event chairs shall be chosen by the board
II. The event chairperson shall select his or her committee members.
III. All committee members and chairs serve at the pleasure of the board.
B. Committee chairs for events expected to earn revenue over $5,000 or incurring over $5,000 in expenses shall do the following:
I. Provide a detailed budget to the board of directors including projected revenue.
II. Provide a basic plan for the event detailing any significant differences from prior years.
III. Ensure budget compliance for their event. If the event chair is also the treasurer, then they shall not sign checks for the event.
IV. Ensure that event membership responsibilities are not fulfilled by the treasurer. V. Provide adequate reports at each board meeting.
KinkFest Committee Policies [April 2009] Committee Decisions
All decisions made by the Kinkfest Committee must abide by or follow the PLA bylaws or guidelines previously established, and any decision reached by vote of the Kinkfest Committee must be upheld by the Committee Chairperson. The committee chairperson shall have no unilateral power to overrule decisions made by the committee.
Motioned by James, seconded by Ruth. 7 yes/ 4 no.
Committee Membership Requirements From this date forward the position of Kinkfest Committee Chairman shall be filled by a sitting member of the PLA Board. In the event that no member of the board will take the position, for whatever reason, any appointee must have a minimum of nine (positive) votes of the Board. Further, any future Kinkfest committee must have at least two sitting PLA Board members on that committee. The President of the PLA shall be a committee member of the Kinkfest committee. The person appointed by the nine support of the board shall run for the PLA Board in November.
Motioned by James, seconded by Chelsea. A unanimous 11 yes.
Election Policy [August 2009] NOTE - This was the policy as delivered to the board and does not contain changes discussed and voted on during the meeting. This policy will be revisited at the next board meeting and should be considered not finalized. The Board of Directors may vary between a minimum of three and a maximum of eleven members. The officers of the Portland Leather Alliance are members of the Board of Directors. The officers are President, Vice President, Secretary and Treasurer. All members of the Board of Directors shall be elected by the members of the organization at the general membership meeting in November. Nominations for the Board of Directors will be made at the October board meeting. Nominations may be made by the individual seeking election, or by someone else. To be eligible to serve on the Board of Directors an individual must be a member in good standing of the Portland Leather Alliance. In addition any candidate must have attended a minimum of two Board meetings prior to the nomination or demonstrated significant support or volunteer efforts on behalf of the organization, unless this requirement is waived by a majority of the Board. At least two weeks prior to the election, ballots will be provided to all members. Any member who has provided the organization with an email address will receive a ballot via email. Any member who has not provided an email address will receive a ballot at the legal address which was provided on the membership application. On the ballot any nominated candidate may include information about themselves in support of their candidacy if the information is relevant to their qualifications to serve on the Board and if it is provided in writing to the secretary no later than one week following the date of their nomination. The ballot may also include any proposed bylaws changes. Immediately prior to the membership meeting the Portland Leather Alliance will provide an opportunity for all interested candidates and all interested members to meet personally. Once the meeting is called to order no ballots will be accepted. In order to be counted all ballots MUST BE SIGNED BY A CURRENT PORTLAND LEATHER ALLIANCE MEMBER. Ballots may be mailed to the current PLA postal address which will be included on the ballot. The envelopes will remain sealed until the membership meeting commences. Alternatively, ballots may be hand-delivered personally by the member prior to the call to order of the November board meeting in which the Board of Directors is elected. Ballots will be tallied during the membership meeting by the following group: The membership director who will validate that every ballot has been signed by a current PLA member and that only one ballot per member is included; two people appointed by the Board of Directors at the September board meeting to serve as ballot counters. Once the membership director has validated a ballot, the member’s name shall be removed prior to the ballot being counted. Any information received during ballot validation and counting will be confidential. The results of the election will be announced prior to the adjournment of the membership meeting. The new Board of Directors will begin its term at the December board meeting. Motioned and seconded. A unanimous 11 yes.
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