ASGRA Standing Rules

ARTICLE I. MEMBERSHIP

Section 1. COMPOSITION OF THE CORPORATION AND DUES

Changing Amount of Dues and Fees:
1. Dues may be changed for any annual membership by approval of a vote of seventy five percent (75%) majority of those present and voting at a general membership meeting where this action has been raised and having a quorum for a vote as prescribed under Article IX of the By-Laws;
2. The Board of Directors may recommend imposing an initiation fee on new members only to the general membership. Such fee and amount shall be approved in accordance with this Paragraph;
3. Notice of action for the purposes stated in this Section shall be announced to the general membership by publication in the monthly newsletter, electronic email or by mail no later than three (3) weeks before the date of the general membership meeting; and
4. Frequency:
  1. Action for the purposes stated in this Section may not be called more than once in each fiscal year; and
  2. Any change in dues or fees shall take effect at the beginning of the next fiscal year.
  3. Membership Renewal and Proration
5. A renewing member shall pay the full amount of the membership fee regardless of the period of renewal;
6. A new member who joins in the first half of the fiscal year shall pay the full amount of the membership fee; and
7. A new member who joins in the second half of the fiscal year shall pay half the amount of the membership fee.

Section 2. GENERAL MEMBERSHIPS

Individual Membership:
1. Any individual of at least the legal age of majority to sign contracts in the State of Maryland and paying an annual dues in accordance with this Article shall be given an individual membership;
2. Renewal membership forms shall be electronically emailed or mailed by the membership committee no later than thirty (30) days prior to the expiration of an individual membership; and
3. An individual membership is considered renewed when the signed and completed form for doing such is received by the Corporation with payment of the annual dues then in effect.

Section 3. ACCEPTANCE, RIGHTS, AND PRIVILEGES OF MEMBERSHIP

Discipline:
1. Grievance Committee Procedures
  1. Purpose: Grievance Committee will handle all grievances and if no solution can be reached in an individual case, will bring the grievance before the General Membership for consideration. Ideally, it will find a solution before bringing a case to the General Membership. Grievance Committee jurisdiction is limited exclusively to ASGRA members only and furthermore its authority is limited to recommending resolutions and documenting grievances.
2. No grievance will be brought to the Grievance Committee until the member has made an honest effort to resolve the problem on his or her own.
3. The Chairman of the Membership Committee will be the Chairman of the Grievance Committee. The Chairman will appoint three members from the General Membership to serve on the committee. The Chairman will designate one Grievance Committee member as the contact person in an individual grievance.
4. The contact person will discuss the grievance with the individual member to:
  1. Set a date with the Grievance Committee to discuss the matter with the member;
  2. Obtain additional information if necessary, and obtain a written copy of the grievance complaint from the member. The contact person will make a qualified decision as to whether a written grievance is necessary; and
  3. The written grievance, if necessary, should include the:
  1. Complaint;
  2. Proposed solution; and
  3. Proposed process to achieve the solution.
5. Grievance Committee will then meet with the member and:
  1. Discuss the nature of the grievance and the member's proposed solution and process to achieve it;
  2. The Grievance Committee will attempt to resolve the issue within two (2) weeks. If resolution has not been achieved, the committee will formally notify the member of its attempt to resolve the issue, and provide the member with its proposed resolution; and
  3. If no resolution is reached either between the member and the committee, or between the committee and the source of the grievance, then one representative of the Executive Board of ASGRA, one member of the Grievance Committee, the member with the grievance, and the source of the grievance will meet to reconcile the issue.

ARTICLE II. VOTING PROCEDURES

Section 1. NOMINATIONS FOR ELECTED OFFICES

Any member who is eligible under this Article and in good standing may be nominated for any elected position. Any member may nominate her or himself.
Members nominated for office must submit a written biography listing their qualifications for the nominated office within ten (10) days of their nomination but no later then the general membership meeting just preceding the election meeting.

Section 2. ELECTION OF OFFICERS

Balloting:
1. Order of Candidates:
  1. The candidates' names will appear alphabetically on the ballot
2. Format:
  1. Completed ballots shall list the office name followed by the candidates running for that office with a space or box next to each name for purposes of voting. At the end of the list of candidates a blank line will be included for the purpose of a write-in vote;
  2. The ballot will begin with the highest ranking office from the executive committee appearing first on the ballot and after the executive officers the other positions being voted on will appear alphabetically; and
  3. If issues are being voted on at the same time as the election of officers, the issues will appear after all of the candidate's names for offices. Three (3) boxes will appear next to each issue to be voted on as follows:
    __ Yes __ No __ Abstain
Electronic or Mailed Ballot Procedures:
1. The Election Committee shall certify to the membership that a ballot was electronically transmitted or mailed to each ASGRA member eligible to vote;
2. Ballots shall be mailed at least fifteen (15) days preceding an election;
3. Completed ballots will be considered timely if they are received by the date of the election;
4. Faxed ballots will not be accepted;
Members may attend an election meeting and vote in person rather then using an electronic or mailed ballot.
Composition of Election Committee:
1. The Election Committee chairperson shall be selected by the Board in accordance with Article VI of the By-Laws from among ASGRA members in good standing of at least twelve months' membership prior to selection;
2. The chairperson shall select at least three, and no more than five, ASGRA members in good standing to serve on the Election Committee and shall submit a list of those members' names to the ASGRA secretary; and
3. The chairperson shall notify the Secretary of the results of any election for recording the permanent record, but otherwise does not report to any officer or member of the ASGRA Board.

Section 3. VOTING PROCEDURES FOR ISSUES

Purpose:
1. The purpose of this Section is to set forth those matters that require a vote by the general membership and that are not otherwise provided for in these By-Laws.
Amendments to Standing Rules and Procedures:
1. Amendments to the Standing Rules and Procedures shall be placed before the general membership for a vote on a ballot with the following options: __ Yes __ No __ Abstain; and
2. Amendments to the Standing Rules and Procedures must pass with a majority vote at a properly-constituted general membership meeting;
  1. Abstentions shall not be included in determining the minimum vote required.
Issues that Require Options:
1. The options must be listed on the ballot; and
2. The winning option must have a majority vote to pass if only two (2) options are present or for three (3) or more options, a plurality of votes with a minimum of thirty three percent (33%) plus one (1) to pass.
Annual Operating Budget:
1. The Board of Directors shall prepare an annual operating budget to be presented for approval to the general membership;
2. The amounts of the budget shall be listed by category and each may be voted on separately at the discretion of the general membership; and
3. A majority vote shall be required to approve the operating budget.
New Activities:
1. The Board of Directors shall bring before a quorum meeting of the General Membership for approval all new activities recommended to be undertaken by the Corporation that may result in an expenditure of funds in excess of two thousand dollars ($2,000).
Conducting Essential Business in Absence of a Quorum:
1. Items of business for action at a general membership meeting failing to attain a quorum as defined in Article IX of the By-laws, may be acted upon at the next regularly scheduled or special general membership meeting regardless of a quorum, provided that at least two weeks advance notice is given in the newsletter advising that action will be taken regardless of quorum.

Section 4. IGRA CONVENTION DELEGATES AND ALTERNATES

Qualifications:
1. Shall be selected by the Board of Directors ninety (90) days prior to the IGRA annual convention in accordance with the following guidelines:
  1. The members' ability and willingness to attend the meetings;
  2. A general knowledge of IGRA and ASGRA By-Laws and Standing Rules and Procedures; and
  3. IGRA committee assignments.
2. No more than fifty percent (50%) of the delegates and alternates may be members of the ASGRA Board of Directors unless there is an insufficient number of non-Board members available or willing to attend.
Number:
1. The number of selected delegates and alternates shall be as established by the IGRA By-Laws.

ARTICLE III. MEETINGS

Section 1. GENERAL MEMBERSHIP MEETINGS

Frequency and Notice
1. At least one General Membership Meeting shall be held annually.

ARTICLE IV. ROYALTY

Section 1. DUTIES OF ROYALTY

Royalty is a self-funding element of ASGRA, and as such, Royalty must raise enough funds to cover Royalty business expenses, in addition to the minimums raised for charity. The budget must track revenue for each charity designated, and revenue and expenses for Royalty. At the time of closing books, ASGRA will deduct all expenses, leaving no less than $200 to remain in the Royalty account.
No funds raised by Royalty, while acting in the capacity of Royalty may be used for Royalty's personal expenses to travel to, and compete in, IGRA rodeos, as Royalty's responsibility is to raise funds for charity.
All moneys raised by Royalty are to be submitted to Treasurer, and any business expenses for raising such moneys may be reimbursed by submitting vouchers and receipts.
Personal expenses which are the responsibility of Royalty and may not be reimbursed from ASGRA or from Royalty fund raising include, but are not limited to: travel, transportation, food, lodging, entry fees, equipment costs, telephone, clothing, or cleaning. Such personal expenses may not be reimbursed if fund raising is combined with a trip to an IGRA Rodeo.
Business expenses may be reimbursed by ASGRA including: sashes, buckles, and Royalty fund raising event costs. Business expenses should be no more than 10% of total funds raised, as it is expected that most expenses will be sponsored, donated or free items.

Section 2. REIGNING ASGRA ROYALTY

Duties and responsibilities of Royalty:
1. Royalty members shall raise a minimum of $1000.00 for charity, of which $500.00 is qualifying 501(c)3 charity per IGRA rules, the other $500 is for any charity
2. Royalty shall raise enough moneys to cover Royalty business expenses.
3. Royalty members shall attend three IGRA rodeos and represent ASGRA at IGRA finals, or raise additional $500.00 for selected charity.
4. Royalty members shall wear Royalty sash while fund raising, for official ASGRA events and at IGRA rodeos.
5. Royalty members shall participate in ASGRA community outreach and publicity events.
6. Royalty members, if competing for IGRA, shall participate in IGRA fundraiser.
7. Encouraged to attend IGRA convention.
8. Encouraged to find sponsors for personal expenses to travel to and compete in IGRA rodeos.
9. Royalty members shall recruit candidates for next years Royalty.
10. Royalty members shall plan and host the next year's Royalty competition.
11. Royalty member's charity selection must be submitted in writing to the President and Treasurer. Each titleholder may select more than one charity. Each titleholder may raise money and designate donations individually, or as a team with other Royalty members.
Royalty Runners Up
1. Ms/Mr/Miss/MsTer categories will have a 1st and 2nd runner up if sufficient candidates. No buckles or Atlantic Stampede passes will be awarded to runners up.
2. If a title holder cannot fulfill responsibilities because of illness, death or any other circumstance, the title will be passed on to the runner up. If the runner up holds title 6 months or more, a belt buckle will be ordered.
Organizational Assistance
1. Past Royalty must make themselves available to current and future Royalty for guidance.
Revocation of Title
1. Failure to comply with ASGRA By-Laws or Standing Rules and Procedures can result in revocation of title. Any member of current Royalty or Board of Directors may initiate revocation. Intent to revoke petition must be in writing listing specific examples of failure to comply. A good faith effort to resolve failure to comply must take place before revocation. Time and date of good faith effort is to be set jointly by Board of Directors and current Royalty for the review of the petition and the presentation of rebuttal, if any, with all current Royalty present. A larger than two-thirds vote of the board members and Royalty present (quorum) is required for revocation.
2. If title is revoked, title automatically passes to the runner up, along with the sash.

Section 3. Royalty Competition Guidelines

Royalty candidates need not be rodeo competitors or western dancers.
Completed application and non-refundable entry fee of twenty-five ($25) dollars must be received by the deadline.
The entry fee will be applied to the cost of sashes for the winners.
The Vice President shall contact and arrange a meeting with each candidate within fifteen (15) days after his or her application is accepted. The purpose of this meeting is to ensure the candidates understanding of all requirements.
At least one 501c charity beneficiary must be selected by each candidate and included on the Royalty Application before any money can be raised. If no charity is named, all qualifying funds will remain in the ASGRA Treasury.
The Royalty Competition will not discriminate on the basis of gender, sex, sexual orientation or disability.
Competition Options - There are three competition options, but each candidate selects only one.
Option 1:
Candidate must:
1. Be a fully paid member of ASGRA in good standing for a minimum of six (6) months when the application is submitted.
  1. Membership must remain current throughout the competition and pending reign.
2. Raise a minimum of $300 for a 501(c)3 charity.
3. Be judged publicly in western wear.
4. Be judged publicly on public presentation.
5. Be judged publicly on entertainment.
6. Be judged privately on horsemanship.
7. Be judged privately in personal interview.
8. Submit a written Plan of Action consisting of goals for the Royalty Team. (To be turned in during registration along with their Western Wear description.)
Option 2:
Candidate must:
1. Be a fully paid member of ASGRA in good standing for a minimum of six (6) months when the application is submitted.
2. Membership must remain current throughout the competition and pending reign.
3. Raise a minimum of $300 for a 501(c)3 charity.
4. Be judged publicly in western wear.
5. Be judged publicly on public presentation.
6. Be judged publicly on entertainment, OR raise up to an additional $300 maximum for a 501(c)3 charity or other selected charity.
7. Be judged privately on horsemanship.
8. Be judged privately in personal interview.
9. Submit a written Plan of Action consisting of goals for the Royalty Team. (To be turned in during registration along with their Western Wear description.)
Option 3:
Candidate must:
1. Be a fully paid member of ASGRA in good standing for a minimum of six (6) months when the application is submitted.
2. Membership must remain current throughout the competition and pending reign.
3. Raise a minimum of $300 for a 501(c)3 charity.
4. Be judged publicly in western wear.
5. Be judged publicly on public presentation.
6. Be judged privately on horsemanship, OR raise up to an additional $300 maximum for a 501(c) 3 charity or other selected charity.
7. Be judged publicly on entertainment.
8. Be judged privately in personal interview.
9. Submit a written Plan of Action consisting of goals for the Royalty Team. (To be turned in during registration along with their Western Wear description.)

Competition Categories, Criteria, and Point Awards

All candidates must choose one of the Competition Options listed above, with a possible maximum of 155 points per judge. Each candidate must receive a minimum of 70% of the total points available (108.5 times the number of judges) or that candidate will not be selected for ASGRA Royalty, even if only one candidate is competing for that title.

Point Awards:
Western Wear	25 points
Entertainment	25 points
Or raise minimum of up to maximum of	$200 for 20 points, $300 for 25 points
Public Presentation	25 points
Horsemanship	25 points
Or raise minimum of up to maximum of	$200 for 20 points, $300 for 25 points
Personal Interview	50 points
Plan of Action	5 points

Points awarded for raising $200 minimum each for entertainment and horsemanship categories will be 20 points. For each additional $20 raised above $200, 1 additional point may be earned. A maximum of 5 additional points may be earned by raising $300.

Western Wear - Will be publicly staged and evaluated by a panel of judges.
1. Mr./Ms/Miss/MsTer will model contemporary/period formal or casual western fashions such as could be found in today's western wear catalogues or in quality western stores.
2. Miss and MsTer may not wear stage costumes for the western wear competition.
3. Written description of candidate and his/her western wear must be submitted to be read on stage.
4. Evaluation categories are general appearance, style and fit, suitability, modeling presentation and poise.
Public Presentation - Candidate will be asked three (3) questions on stage and judged on the following:
1. Poise
2. Stage presence
3. Content of answer
4. Confidence
  1. One question may be: How much did you raise for your charity, how did you raise it, and what is your selected charity and why?
  2. Second question shall be about ASGRA, i.e., Why did you join ASGRA? What skills do you bring to carrying out Royalty responsibilities? What do you plan to emphasize during your reign? The current ASGRA Royalty Team and Vice President shall select the second and third questions. The second and third questions will have no correct answer.
Horsemanship - A videotape will be evaluated in private by a panel of judges.
The current approved IGRA pattern and rules will be used to judge this portion of the ASGRA Royalty contest.
Personal Interview - To be conducted in private before a panel of judges on the following criteria:
1. Communication skills.
2. Substantive content of answers: knowledge of ASGRA and IGRA history and organization, and IGRA rodeo events.
3. Sincerity and enthusiasm as a representative of ASGRA, and IGRA rodeo.
4. General appearance -- note: casual western wear is required; Miss must be in masculine attire; MsTer must be in feminine attire.
5. Confidence: This is a technical interview with set questions on IGRA, ASGRA and rodeo.
Plan of Action - A typewritten plan of action (POA) must be submitted by each contestant, consisting of goals for the Royalty Team. They must be turned in during check-in prior to the Personal Interview. If no POA is turned in, 5 points per judge will be deducted from the Interview scores.

Section 4. Reigning ASGRA Royalty

Royalty Titleholders
1. Royalty Team members shall report to the Vice President.
2. All Royalty Team members are required to sign the ASGRA Royalty Team Contract.
3. Royalty members must attend three (3) IGRA rodeos and represent ASGRA at IGRA finals, or raise additional $200 per rodeo not attended for selected charity, max of $600. This fee shall be waived if Royalty Team member attends IGRA University or serves as a delegate at the IGRA Annual Convention. These events may replace one (1) rodeo attendance requirement each.
4. Royalty's two primary functions are charity fund raising and community outreach.
5. Titleholders must raise a minimum of one thousand ($1,000) dollars per person. Five hundred ($500) must be for a 501(c)3 charity, per IGRA Rules. The other five hundred can be for any charity.
6. Royalty Team has four titles: Ms, Mr., Miss, and MsTer. Not all positions must be filled each year to have Royalty. One, two or all positions may be filled. Reigns are from the time they accept their sash to the next ASGRA calendar year (approximately 13 months).
7. All monies raised at Royalty fundraisers by the Royalty Team shall be collected and maintained by the Treasurer. Seventy-five percent (75%) of monies raised by ASGRA Royalty shall be distributed to the charities selected by the Royalty team. Twenty-five percent (25%) of monies raised by ASGRA Royalty shall return to the Corporation.
8. Each Royalty Titleholder must announce no later than the beginning of the sixth month (6th) of their reign if they intend to compete for an IGRA Royalty Position.
9. The Royalty competition shall coincide with the annual rodeo. In the event that there is no annual rodeo, the date shall be selected by the Board of Directors.
Royalty Runners Up
1. Ms/Mr./Miss/MsTer-categories will have a 1st and 2nd runner up if sufficient candidates.
2. 1st Runners Up must raise a minimum of eight hundred ($800) dollars per person. Five hundred ($500) must be for a 501(c)3 charity.
3. 2nd Runners Up must raise a minimum of six hundred ($600) dollars per person. Three hundred ($300) must be for a 501(c)3 charity.
4. If the titleholder does not run for IGRA Royalty, the 1st Runners Up may compete for the IGRA Royalty team.
General Rules
1. All titleholders and runners up must demonstrate a good faith effort within ninety (90) days of the beginning of the Royalty year, towards the accomplishments of their duties. Good Faith Effort is defined as raising a minimum of 50% of the required funds and representing their title an IGRA sanctioned function. The Royalty year begins when the winners accept their sashs.
  1. The remaining 50% must be raised with the next ninety (90) days of their reign. All funds must be raised within the first six (6) months.
2. Miss ASGRA will receive a crown, which they will keep through the duration of their reign, and that will be presented when the results of the competition are announced. On successful completion of their reign, Miss ASGRA will present the crown to their successor, or if none, return the crown to ASGRA.
3. The crown is the property of ASGRA. If Miss ASGRA wishes, they may purchase a crown of their own after their reign.
4. If for some reason the Miss ASGRA Crown is damaged, the current titleholder will replace it before the competition for their successor.
5. The ASGRA Titleholders and Runners Up will receive a sash, which will be presented when the results of the competition are announced. The Titleholders will receive a belt buckle, which will be presented when they complete their financial requirements.
Revocation of Title
1. Failure to comply with ASGRA by-laws or standing rules can result in revocation of title. Any member of current Royalty or Board of Directors may initiate revocation. Intent to revoke petition must be in writing listing specific examples of failure to comply. A good faith effort to resolve failure to comply must take place before revocation. Time and date of good faith effort is to be set jointly by Board of Directors and current Royalty for the review of the petition and the presentation of rebuttal, if any, with all current Royalty present. A larger than two-thirds vote of the board members and Royalty present (quorum) is required for revocation.
2. If title is revoked, title automatically passes to the runner up, along with the sash.
3. If title is revoked, the titleholder shall not be recognized as a current or past ASGRA Royalty member, and shall not be allowed to run for any ASGRA Royalty title again.

Atlantic States Gay Rodeo Association

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