Policies and Procedures
PLA Purposes
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
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. [January 2005 Meeting minutes]
A list of ongoing policies/procedures established by motions approved by
the PLA shall be posted on the PLA website. [August 2002 Meeting minutes]
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. [December 2001 Meeting minutes]
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. [October 2003 Meeting minutes]
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
PLA Conflict of Interest and Internal Controls (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.
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.
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