Standing Rules for Governance
Of the Palm Springs, California Branch
Charter # 224, Founded 1958
NATIONAL LEAGUE OF AMERICAN PEN WOMEN, INC
The following Standing Rules of Governance of the Palm Springs Branch complement the Bylaws of the National League of American Pen Women, Inc.
Article I NAME
The name of this organization shall be the Palm Springs Branch of the National League of American Pen Women, Inc., hereafter referred to as the Branch.
Article II MISSION
The mission of this Branch is to conduct, promote and encourage creative and educational activities in Art, Letters and Music. Grants or Scholarship(s), award(s), and/or achievement certificates(s) in the field of Art, Letters or Music will be given annually, depending on funds, to worthy student(s) chosen from Coachella Valley schools if, in the opinion of a pre-selected or appointed committee, they find them worthy of such a distinction. The objective of this Branch is to educate and network. No part of the earnings shall inure to the benefit of any individual.
Article III MEMBERSHIP
Section 1 TYPES OF MEMBERSHIP
A. The membership of this Branch shall consist of Active, Associate, Allied Professional, Branch Honorary, and National Life members as designated in the National Bylaws.
B. In addition to the types of membership designated by the League bylaws, the Palm Springs Branch designates a Provisional Membership that may be acquired by a woman who is working towards the qualifications of an Active or Associate member. A provisional member is a member of the Branch only and not a National member.
Section 2 QUALIFICATIONS FOR MEMBERSHIP
The Palm Springs Branch of the National League of American Pen Women, Inc. shall be composed of professional women under the classification of Letters, Art, and Music. Qualifications for membership shall be governed entirely by National Bylaw Article III, Sections 1 and 2.
Section 3 ANNUAL DUES, PROCESSING FEES AND FISCAL YEAR
Annual dues, processing fees and fiscal year shall be governed by National Bylaw Article III, section 3.
Section 4 BRANCH DUES
Branch dues for Active, Associate, and Lifetime members dues are twenty five dollars ($25). Provisional member dues are thirty five dollars ($35). All dues are to be
paid to the Branch treasurer by May 1.
Article IV OFFICERS AND ELECTIONS
Section 1 ELECTED OFFICERS
The elected officers (Branch Officers) of this Branch shall be President, First Vice President, Programs, Second Vice President, Membership, Treasurer, Recording Secretary, Corresponding Secretary and Publicity who shall be elected by ballot.
Section 2 NOMINATIONS
A. Nominees for the offices of Branch President, Vice-President and Treasurer shall have been Active members in good standing (dues current and no disciplinary charges pending) for the past one (1) year. Nominees for all other officers shall be members, of any type (Active, Associate, Affiliate, Membership-at-Large, Honorary, National Life or Provisional) in good standing (dues current and no disciplinary charges pending) for three months.
B. A Nominating Committee of three members shall be appointed by the Branch Officers two months prior to the day of election (in the Biennial year). To this committee shall be submitted names of candidates for office. All such names are to be presented to the members before the date of election. No person shall be nominated unless she has consented to serve if elected.
Section 3 ELECTION
A. Election shall be by ballot, written or emailed, in even numbered years, and the candidate receiving a majority of the votes shall be declared elected for a period of two years. In case of a tie, another ballot shall be taken.
B. Election of the Branch Officers shall be held in April in even numbered (Biennial Convention) years. Installation of Officers shall take place following the election, at the May meeting. Officers shall assume their duties immediately after installation.
Section 4 TERM AND VACANCIES
A. Branch terms and vacancies shall be governed by National Bylaw Article V, Section 4.
B. If an officer misses three general meetings in a row without a satisfactory excuse, or does not fulfill assigned responsibilities, she may be relieved of office by a 2/3 vote of the Branch Officers.
Section 5 DUTIES OF OFFICERS
A. The President shall preside at all meetings of the Branch and the Branch Officers. In her absence, a Vice President shall preside. The President shall appoint such chairpersons of committees as are subject to approval by the Branch Officers. She shall be a member ex-officio of all standing committees except the Nomination Committee. By virtue of her office, she can serve as delegate to the Biennial Convention and the Mid-Administration Congress. She shall preserve the Branch records and the Branch Charter.
B. First Vice President — This officer shall be chairperson of the Program Committee, in charge of scheduling all yearly programs. Her duty is to provide programs for all of the regular meetings of the Branch. She will also serve as informational contact person for presenters and introduce them at meetings.
C. Second Vice President — This officer shall be in charge of maintaining and growing the membership. She shall be responsible for contacting potential members and helping them gather information necessary to qualify for membership in their respective artistic field. She will maintain a correct and current list of all members with their contact information.
D. Recording Secretary — This officer shall be responsible for taking minutes at each Branch Officer’s meeting and, as needed, at general meetings of the Branch that require a vote of membership. She will keep in her possession a readable and neat copy of all the minutes and electronically distribute the minutes document to all Branch Officers prior to the following meeting.
E. Corresponding Secretary — This officer shall conduct the official correspondence of the Branch. She shall keep and file copies of all correspondence, report all correspondence to the president, and perform other duties assigned by the president. She will send ‘thinking of you’ cards to members who have missed a series of meetings as well as get well, or sympathy cards. If there is no Corresponding secretary, her duties shall revert to the Recording Secretary.
F. Treasurer — This officer shall have charge of all checking and savings funds of the Palm Springs Branch. She shall keep an accurate account of moneys received and expended after authorization of the Branch Officers or authorized by the League bylaws. She is responsible for filing the annual CA State and Federal documents. In her office, she can serve as a delegate to the Biennial Convention and the Mid-
Administration Congress.
Section 6 DUTIES OF SPECIAL CHAIRPERSONS
These chairpersons and others deemed needed by the President to carry out special functions are non-voting members of the Branch Officers. These chairpersons are appointed by the president and approved by the Branch Officers.
A. Parliamentarian — This chairperson shall be the authority for the conduct of the meetings for the Branch Officers and the business meetings of the Branch. She shall be chairman of the Standing Rules Revision Committee. If the Branch does not have a Parliamentarian, these duties shall revert to the First Vice President.
B. Scholarship Chair – This chairperson shall coordinate the scholarship program, lead fund raising for scholarships (grants), and present them to deserving recipients.
C. Web Master – This chairperson shall be in charge of the website (www.pspenwomen.org). She may assign members at large to voluntarily write articles for the website, but all editing of the web content shall be managed by her.
D. Hospitality/Reservations Chair – This chairperson shall take reservations via phone or e-mail.
E. Publicity – – This officer shall publicize meetings and other events on Facebook and other media and seek out ways to bring notice to our branch. She shall be responsible for writing articles about our branch to the Pen Woman magazine.
F. Any other special chairpersons deemed necessary.
Article V MEETINGS
Section 1
Regular meetings of the Palm Springs Branch shall be from October through May. In the months of October, November, December, January, February, March, April and May, the meeting shall be held on the third Tuesday of the month, at 11:30, unless a change is necessitated. The Branch Officers may request additional meetings for Exhibits or Fellowship.
Section 2
Special meetings of the Branch may be called by the President or Vice Presidents, upon written request of a quorum of members in good standing.
Section 3
A quorum of the voting members shall be defined as 50% for the transaction of business at a regular or special meeting of the Palm Springs Branch. Three (3) members of the Branch Officers shall constitute a quorum for the transaction of business at a Branch Officers meeting.
Section 4
In cases not provided for in the National Bylaws or these Standing Rules of Governance of the Palm Springs Branch, the current edition of Robert’s Rules of Order Newly Revised shall govern the proceedings of the Branch.
Article VI FINANCES
Section 1
The fiscal year of this Branch shall be from May first to April thirtieth each year.
Section 2
The outgoing Branch Officers must leave in the Branch Treasury a sum at least equal to all unpaid bills and other obligations. Should Branch expenditures threaten to exceed income, additional monies shall be raised in accordance with the wishes of the majority.
Section 3
Additional monies may also be raised at any time for scholarship grants or other ventures consistent with our mission. The wishes of the majority of the membership shall prevail as to the venture undertaken.
Section 4
Luncheon or dinner, when necessary, will be furnished guest speakers out of the Branch treasury, as will stationery and stamps used for Branch business.
The above Standing Rules for the Governance of the Palm Springs Branch, NLAPW, were adopted by the membership on October 17, 2006.
Changes added to comply with California State rules for nonprofit organizations were approved and adopted by the Branch board of officers on August 30, 2012.
Changes made to the duties of the Third Vice-president and Historian to reflect the updated technology and means of communication were approved and adopted by the board of officers on December 16, 2016.
Changes made to the duties of the Third Vice-president Web Master, Historian to reflect the updated technology and means of communication were approved and adopted by the board of officers on December 16, 2016.
The above constitutes the Standing Rules for the Governance of the Palm Springs Branch, NLAPW, revised and adopted by the board December 17, 2024.