RULES AND REGULATIONS
A POLICY MANUAL
EASTERN
DIVISION of TCA
(ED)
TRAIN
COLLECTORS ASSOCIATION
(TCA)
Approved by the Board of Directors on October 22, 2015
Revised April 17, 2018
TABLE OF CONTENTS
100 MEMBERSHIP
100-1 DUAL MEMBERSHIP
100-2 PRIMARY AND AFFILIATE
100-3 RIGHTS AND OBLIGATIONS OF MEMBERSHIP
100-4 MEMBERSHIP MEETINGS
100-5 DUES
200 COMMITTEES
200-1 COMPOSITION OF STANDING AND SPECIAL COMMITTEES
200-2 MEETINGS AND QUORUM
200-3 MEMBERSHIP COMMITTEE
200-4 FINANCE COMMITTEE
200-5 NOMINATING COMMITTEE
200-6 RULES AND REGULATIONS COMMITTEE
200-7 INTERNET COMMITTEE
300 BOARD OF DIRECTORS
300-1 MINUTES APPROVAL PROCESS
300-2 DIRECTORS TO OBSERVE CONFIDENTIALITY
300-3 REIMBURSEMENT OF EXPENSES
300-4 ROLE OF BOARD AND EXPECTATIONS OF DIRECTORS
300-5 CONFLICT OF INTEREST POLICY
300-6 RECORD RETENTION POLICY
300-7 WHISTLEBLOWING POLICY
400 CHAPTERS
400-1 RELATIONSHIP BETWEEN CHAPTER AND DIVISION
500 YORK MEET REGULATIONS
500-1 YORK MEET RULES
SECTION 1. RULES
SECTION 2. STANDARDS OF
CONDUCT
500-2 YORK MEET REGISTRATION PACKET
500-3 YORK MEET REGISTRATION PROCESS
500-4 YORK MEET CHAIRMAN
500-5 YORK MEET REGISTRAR
500-6 YORK MEET OPERATIONS
500-7 STORAGE FACILITY
600 GENERAL DIVISION POLICIES
600-1 PRESIDENT’S DISCRETIONARY
ALLOTMENT
600-2 LOST AND FOUND COMMITTEE
600-3 OUTREACH PROGRAM
600-4 MODULAR TRAIN CLUBS
600-5 VOLUNTEERS
600-6 COMPENSATION
600-7 RIBBONS
600-8 KIDS KORNER
600-9 RESERVE YORK MEET FINANCES
600-10 CONTRACTS AND AGREEMENTS
600-11 EASTERN DIVISION CORPORATE CREDIT CARDS
The proper name of the April and October Eastern
Division meets at York, PA will be known as the Eastern Division TCA York Meet.
Eastern Division York Meet may be open to the
public in accordance with the tax and corporate codes of the Commonwealth of
Pennsylvania and with the approval of the Divisions’ Board of Directors.
100 MEMBERSHIP
100-1 DUAL MEMBERSHIP
A member of the Eastern Division (ED) shall also
hold a membership in the Train Collectors Association (TCA). If a TCA member fails to renew his/her
membership, that person’s member loses his/her TCA membership, that person’s ED
membership shall be forfeited automatically.
100-2 PRIMARY AND AFFILIATE
A.
Primary Membership in the Eastern Division is
automatically bestowed upon a TCA member in good standing who resides in the
geographic territory of the Division.
An individual member of TCA may request that he/she not be included on
the ED membership role.
B.
Affiliate Membership in the Eastern Division may
be requested by any TCA member in good standing who does not reside within the
geographic territory of the Division.
The request shall be on an official application form developed by the
Board of Directors. A majority vote of
the Board of Directors shall admit to Affiliate Membership. (Appendix 1)
100-3 MEMBERSHIPS RIGHTS AND OBLIGATIONS OF MEMBERSHIP
A.
Primary Members shall have the regular rights of
membership to be notified of meetings, speak, propose motions, vote, and hold
elected and appointed offices.
B.
Affiliate Members shall have the right to be
notified of meetings, speak but shall have none of the other rights of regular
membership
C.
Primary and Affiliate Members shall automatically
be sent a York Meet Registration Packet.
D.
Members are expected to support the Divisions
activities and goals and to attend membership meetings when at the York
Meet.
100-4
Membership Meetings
A.
The membership shall meet twice a year at each
York Meet.
B.
A minimum of 50 Eastern Division members are
required to represent a quorum at the general membership meeting in order to
conduct and vote on Eastern Division business.
100-5 DUES
There are no membership dues for the Eastern
Division.
200 COMMITTEES
200-1 COMPOSITION OF STANDING AND SPECIAL COMMITTEES
All committee chairmen and members shall be
appointed by the President with the consent of the Board of Directors. Committees shall have no fewer than two
members and no more than ten members unless otherwise specified in the Bylaws
or by the Board of Directors. By
September 30, all committees shall annually submit a report to the Board of
Directors stating their activities and accomplishments.
200-2 MEETINGS AND QUORUM
A.
Committees shall meet at the call of their
chairmen. A quorum for conducting
business shall be one half of the actual current members.
B.
Committees may conduct their business through
electronic means.
200-3 MEMBERSHIP COMMITTEE
The ED Vice President shall chair this
committee. The committee shall be
responsible for sending welcoming letters explaining the purpose and activities
of the Division and the York Meet to new ED members. The Board of Directors may assign the
committee to investigate membership complaints.
200-4 FINANCE COMMITTEE
The committee shall consist of at least the
Treasurer and one Board member including the officers appointed by the
President with the consent of the Board.
The committee shall develop the annual budget to be approved by the
Board of Directors. The committee shall
present financial reports to the Board tracking the actual income and expenses
verses the budgeted income and expenses.
200-5 NOMINATING COMMITTEE
The Eastern Division Immediate Past President
shall serve as the Elections Supervisor for the nomination and elections
process and shall also serve as the Chairman of the Nominating Committee. If
the Immediate Past President’s position is vacant, the Board of Directors shall
elect one of its members, excluding the President, as Chairman of the Nominating
Committee. The committee shall be
responsible for the duties and function outlined in Bylaws Article VI.
The Eastern Division Bylaws (Article VI, Section
3) require standing rules for the preparation of election ballots. Random placement of candidates insures
complete impartiality. The provision for
write-ins insures the possibility of two (2) candidates for each position and
complies with Roberts Rules.
The order of placement for candidates shall be
determined in a random manner for each office on the ballot in any Eastern
Division election of Officers and Directors-at-Large. Ballots must include a provision for
write-ins for each position.
200-6 RULES AND
REGULATIONS COMMITTEE
A.
The President shall appoint with the consent of
the Board of Directors a Chairman and at least two other members including the
Parliamentarian. The Committee shall
annually review the Bylaws and Policy Manual to determine the need for
amendments or revisions.
B.
Proposed amendments to the Bylaws submitted by
members, chapters, or the Board shall be given to the Rules and Regulations
Committee for review and recommendation. The Committee shall have the authority
to combine, edit, and organize proposals that address the same topic and that
have similar objectives. The Committee shall submit a draft of the amendment(s)
along with its recommendation to the Board of Directors. The Board shall be authorized on behalf of
the Division membership to review and make any necessary amendments to the
proposed amendment(s). The Rules and
Regulations Committee shall give notice of proposed amendment(s) to these
bylaws in the call of one of the semi-annual Membership Business Meetings and
shall post the final draft of the amendment(s) after its approval on the
Division web site. Upon an affirmative
majority vote by the Division members at the business meeting, the proposed
amendment(s) shall be submitted to the Primary Division membership for vote by
mail or electronic ballot. If a majority of the ballots returned are
affirmative, the amendment(s) shall be approved.
C.
The Rules and Regulations Committee shall be
authorized, when needed, to draft a proposed revision of the bylaws. In the
year in which the Bylaw Revision is under consideration, no independent
amendments to the existing bylaws shall be proposed. The Committee shall submit
a draft of the bylaw revision along with its recommendation to the Board of
Directors. The Board shall be authorized
on behalf of the Division membership to review and make any necessary
amendments to the proposed revision. The
Committee shall submit the proposed revision in the call of one of the
semi-annual Membership Business Meetings and shall post the final draft of the
revision after its approval on the Division web site. Upon an affirmative majority
vote by the Division members at the business meeting, the proposed revision
shall be submitted to the Primary Division membership for vote by mail or
electronic ballot. If a majority of the ballots returned are affirmative, the
revision shall be approved.
200-7 INTERNET COMMITTEE
The York Meet Registrar is the chairman of the
Internet Committee, which includes the Eastern Division President and York Meet
Chairman. The committee is responsible
for managing the division’s informational and online registration
websites. The committee shall submit a
line item amount for its operations to the Finance Committee for inclusion in
its proposed budget.
200-8 Awards Committee
Awards Committee has been established to
recognize individuals, members, recognized groups of volunteers and members of
the business community in their service, actions or support of the York
Meet. Awards may be given to TCA members
for outstanding contributions in advancing TCA’s mission statement. The type of award will be determined by the
Awards Committee, the Eastern Division President and/or the Board of
Directors. Presentation to be during the
Board of Directors semi-annual meeting with the recipients present or if
circumstance prevents this presentation, an alternative arrangement may be
made. A budget line item of $2500.00 a
year has been approved and established by the Board of Directors.
200-9
Social Committee
The Social Committee headed by a member of the
Board of Directors has been established to provide an opportunity for members
to socialize with members of the Board, as well as fellow attendees. Their responsibility includes preparing for
the Ice Cream Social, Coffee Hour and Board of Directors Business Meeting
luncheon.
300 BOARD OF DIRECTORS
300-1 MINUTES APPROVAL PROCESS
A.
The Board of Directors shall review and approve
the minutes of the Membership Meetings.
The approved minutes shall be made available at the next Membership
Meeting or upon a written request by a member after the minutes have been
approved by the Board.
B.
The Board of Directors shall approve minutes of
Board meetings. Copies of approved
minutes of Board meetings may be requested in writing and released upon the
approval of the Board of Directors.
C.
The Secretary may use an electronic recording device
to assist in taking the minutes of meetings but these recordings shall be
destroyed immediately after the minutes of a meeting have been approved. No recordings shall be taken during Executive
Sessions. Any other recordings of
meetings shall be prohibited unless the full consent of the Board of Directors
is given.
300-2 DIRECTORS TO OBSERVE CONFIDENTIALITY
If any director of the Eastern Division reveals
confidential information received at or from a Board of Directors meeting or
from an Executive Session without prior authorization from the Board, such
dissemination of confidential information shall be considered cause for removal
of the director.
300-3 REIMBURSEMENT FOR EXPENSES
Reasonable
travel expenses of board members to and from the site of the board meeting and
lodging expenses may be reimbursed for attending regularly scheduled and
special board meetings. A voucher will
be placed in board members’ folders at each meeting. The voucher should be
filled out and returned to the Treasurer. Receipts must accompany the voucher.
A check will be sent to reimburse the board member.
300-4 ROLE OF THE BOARD OF DIRECTORS AND
EXPECTATION OF DIRECTORS
A.
Role of the Board
Acts as the fiduciary and guardian of the organizational
assets
Reviews and approves the Eastern Division’s program budget
Establishes short- and long-term goals
Assesses progress toward goals
Assumes stewardship responsibility for ED’s finances
Sets policies for the overall management and operation of
the Division
B. Expectations of the Members of the
Board
Attend regularly scheduled board meetings.
Participate in committee work.
Become informed about the policies and programs of the ED
and TCA.
Participate in fundraising activities and special events
sponsored by the ED.
Contribute financially according to ability.
Participate in board orientation activities.
Act as an informed advocate of the Division.
To vote according to one’s individual conviction, to
challenge the judgment of others when necessary, yet to be willing to support
the decision of the board and work with fellow board members in a spirit of
cooperation; to recognize that the board chair alone speaks for the board.
Accept
responsibility for at least one operation task during each York Meet.
The
Board shall meet at least twice a year at each York Meet.
Attend
other meetings of the Board which may be called by the President.
300-5 CONFLICT OF INTEREST
A.
The Eastern Division is a nonprofit, tax-exempt
organization. Maintenance of its tax-exempt status is important both for its
continued financial stability and for its accountability and compliance with
state and federal regulations. Therefore, the operations of the Division must
fulfill all legal requirements. They also depend on the public trust and thus
are subject to scrutiny by and accountability to both governmental authorities
and members of the TCA.
B.
Consequently, there exists between the Division
and its board, officers, volunteers and employees a fiduciary duty that carries
with it a broad and unbending duty of loyalty and fidelity. The board,
officers, volunteers and employees have the responsibility of administering the
affairs of the Division honestly and prudently, and of exercising their best
care, skill, and judgment for the sole benefit of the Division. Those persons
shall exercise the utmost good faith in all transactions involved in their
duties, and they shall not use their positions with Division or knowledge
gained there from for their personal benefit. The interests of the organization
must have the first priority in all decisions and actions.
C.
All major purchases shall be submitted for bids
and executed through contracts.
D.
A Board of Director member shall excuse him or
herself from voting on business that represents a personal conflict of
interest.
300-6 RECORD RETENTION POLICY
The Eastern Division takes seriously its
obligations to preserve information relating to litigation, audits, and
investigations. The Sarbanes-Oxley Act makes it a crime to alter, cover up,
falsify, or destroy any document to prevent its use in an official proceeding.
Failure on the part of the Division staff or employees to follow this policy
can result in possible civil and criminal sanctions against the Division and
its employees and possible disciplinary action against responsible individuals
(up to and including termination of employment). Each employee has an
obligation to contact the chief executive or chief financial officer of a
potential or actual litigation, external audit, investigation, or similar
proceeding involving the Division. The information listed in the retention
schedule below is intended as a guideline and may not contain all the records
the Division may be required to keep in the future. Questions regarding the
retention of documents not listed in this chart should be directed to the
President (chief executive).
From time to time, the chief executive may issue
a notice, known as a “legal hold,” suspending the destruction of records due to
pending, threatened, or otherwise reasonably foreseeable litigation, audits,
government investigations, or similar proceedings. No records specified in any
legal hold may be destroyed, even if the scheduled destruction date has passed,
until the legal hold is withdrawn in writing by the chief executive.
|
File Category |
Item |
Retention Period |
||
|
Corporate Records |
Bylaws and Articles of Incorporation |
Permanent |
||
|
|
Corporate resolutions |
Permanent |
||
|
|
Board and committee meeting agendas and minutes |
Permanent |
||
|
|
Conflict-of-interest disclosure forms |
4 years |
||
|
Finance and Administration |
Financial statements (audited) |
Permanent |
||
|
|
Auditor management letters |
Permanent |
||
|
|
Payroll records |
Permanent |
||
|
|
Journal entries |
Permanent |
||
|
|
Check register and checks |
[7 years/ Permanent] |
||
|
|
Bank deposits and statements |
7 years |
||
|
|
Charitable organizations registration statements (filed with [State] Attorney General) |
7 years |
||
|
|
Chart of accounts |
7 years |
||
|
|
Expense reports |
7 years |
||
|
|
General ledgers and journals (includes bank reconciliations, fund accounting by month, payouts allocation, securities lending, single fund allocation, trust statements) |
7 years |
||
|
|
Accounts payable ledger |
7 years |
||
|
|
Investment performance reports |
7 years |
||
|
|
Investment consultant reports |
7 years |
||
|
|
Investment manager correspondence |
7 years |
||
|
|
Equipment files and maintenance records |
7 years after disposition |
||
|
|
Contracts and agreements |
7 years after all obligations end |
||
|
|
Investment manager contracts |
7 years after all obligations end |
||
|
|
Correspondence — general |
3 years |
||
|
Insurance Records |
Policies — occurrence type |
Permanent |
||
|
|
Policies — claims-made type |
Permanent |
||
|
|
Accident reports |
7 years |
||
|
|
Fire inspection reports |
7 years |
||
|
|
Safety (OSHA) reports |
7 years |
||
|
|
Claims (after settlement) |
7 years |
||
|
|
Group disability records |
7 years after end of benefits |
||
|
Real Estate |
Deeds |
Permanent |
||
|
|
Leases (expired) |
7 years after all obligations end |
||
|
|
Mortgages, security agreements |
7 years after all obligations end |
||
|
|
Purchase agreements |
7 years after disposition requirement |
||
|
Tax |
IRS exemption determination and related correspondence |
Permanent |
||
|
|
IRS Form 990s |
Permanent |
||
|
|
Withholding tax statements |
7 years |
||
|
|
Correspondence with legal counsel or accountants, not otherwise listed |
7 years after return is filed |
||
|
|
Timecards |
3 years |
||
|
Communications |
One set of all communication documents kept on-site and one set kept off-site |
|
||
|
|
Press releases |
Permanent |
||
|
|
Annual reports |
Permanent (5 copies) |
||
|
|
Other publications |
7 years |
||
|
|
Photos |
7 years |
||
|
|
Press clippings |
7 years |
||
|
Donor Services |
Fund agreements (paper and digital copies) |
Permanent |
||
|
|
Correspondence — acknowledgment of gifts and grant requests |
Permanent |
||
|
|
Donor fund statements |
Permanent |
||
|
Community Philanthropy |
Records from advisory committee or family fund meetings, including minutes, if any, and lists of grants recommended for approval. |
7 years |
||
|
|
Scholarship grant records, including applications if foundation staff participates in selection decisions |
7 years |
||
|
|
Approved grants — all documentation supporting grant payment, including application/recommendation, due diligence, grant agreement letters, grant transmittal letters, and post–grant reporting information, if any. |
7 years after completion of funded program, or date of grant if general operating support |
||
|
|
Foundation funding requests, correspondence, and reports (funding received) |
7 years after completion of program |
||
|
|
Declined/withdrawn grant applications |
3 years |
||
|
|
Foundation funding requests (denied) |
3 years |
||
|
Consulting Services |
Consulting contracts/filed |
7 years after all obligations end |
||
|
Human Resources |
Employee personnel files |
Permanent |
||
|
|
Retirement plan benefits (plan descriptions, plan documents) |
Permanent |
||
|
|
Employee medical records |
Permanent |
||
|
|
Employee handbooks |
Permanent |
||
|
|
Workers comp claims (after settlement) |
7 years |
||
|
|
Employee orientation and training materials |
7 years after use ends |
||
|
|
Employment offer letter |
7 years after all obligations end |
||
|
|
Employment applications |
3 years |
||
|
|
IRS Form I-9 (store separate from personnel file) |
|
||
|
|
Résumés |
|
||
|
Technology |
Software licenses and support agreements |
|
||
|
Library |
Other foundations’ annual reports |
2 years |
||
|
|
Directories and periodicals |
2 years |
||
|
General Administration |
Correspondence — chief executive and general |
7 years |
||
|
|
Appointment calendars — chief executive |
7 years |
||
|
|
Tape recordings of ED board meetings are to be retained only until the minutes of same are approved at the next meeting of the board. Tapes of previous board meetings are to be destroyed. |
6 months |
||
300-7 WHISTLEBLOWING POLICY
In keeping with the policy of maintaining the
highest standards of conduct and ethics, the Eastern Division will investigate
any suspected fraudulent or dishonest use or misuse of the Division’s resources
or property by staff, board members, consultants, or volunteers. Staff, board members, consultants, and
volunteers are encouraged to report suspected fraudulent or dishonest conduct
(i.e., to act as “whistleblower”), pursuant to the procedures set forth below.
A.
Reporting
A person’s
concerns about possible fraudulent or dishonest use or misuse of resources or
property should be reported to his or her supervisor or, if suspected by a
volunteer, to the staff member supporting the volunteer’s work. If, for any
reason, a person finds it difficult to report his or her concerns to a supervisor
or staff member supporting the volunteer’s work, the person may report the
concerns directly to the President (chief executive). Alternately, to
facilitate reporting of suspected violations where the reporter wishes to
remain anonymous, a written statement may be submitted to one of the
individuals listed above.
B.
Definitions
Baseless Allegations
Allegations
made with reckless disregard for their truth or falsity. Individuals making
such allegations may be subject to disciplinary action by the Division, and/or
legal claims by individuals accused of such conduct.
Fraudulent or Dishonest
Conduct
A
deliberate act or failure to act with the intention of obtaining an
unauthorized benefit. Examples of such conduct include:
1.
Forgery or alteration of documents.
2.
Unauthorized alteration or manipulation of
computer files
3. Fraudulent financial reporting.
4. Pursuit of a benefit or advantage in violation of the
Division’s Conflict-of-Interest Policy.
5. Misappropriation or misuse of the Division’s resources, such
as funds, supplies, or other assets.
6. Authorizing or receiving compensation for goods not
received or services not
performed.
7.
Authorizing
or receiving compensation for hours not worked.
8.
400 CHAPTERS
400-1 RELATIONSHIP BETWEEN CHAPTERS AND DIVISION
A.
Groups of TCA members within the Eastern Division
may organize as a Chapter subject to the bylaws and policies of the TCA and the
Eastern Division. A Chapter may be
dissolved only by action of the Board of Directors of the TCA.
B.
Each Chapter within the geographic boundaries of
the Eastern Division shall be entitled to one Chapter Representative Director
on the ED Board of Directors. This
director shall be elected biennially by the members of the Chapter and shall
serve a two-year term or until his or her successor is elected and assumes
office. Qualifications for Chapter
Representative Directors: he or she shall be at least twenty-one years of age,
a current member in good standing of TCA and a Primary Member of the Eastern
Division for at least three years, and shall have a
personal computer and personal e-mail account.
500 YORK MEET
500-1 YORK MEET RULES
The general York Meet Rules as contained in the
York Meet Registration Packet shall be developed and approved by the York Meet
Chairman, the York Meet Registrar and the Board of Directors.
York Meet Policies
The Eastern Division Bylaws, Article V, Section 2
permit the establishment of policies and necessary rules to produce the York
Meet. By establishing this policy, the
Board of Directors clearly identifies those activities over which they have
direct authority. These policies
establish a series of actions that will be taken to control members vacating
their table/booth before the official end (published in the York Meet Notice)
of the York Meet.
Section 1 RULES
1.
Guide/Service dogs are permitted for use by the disabled in the
buildings.
2.
Photography is prohibited at any time in the non-dealer halls
(Silver/Blue/Red/White) using any type of camera or electronic device.
3. Still and
video photography is permitted in the dealer halls.
4. Still and video photography is permitted in the
modular exhibit area during meet hours.
5. The use
of occupied single width strollers is permitted. No baby carriages, wagons, large backpacks,
suitcases, handcarts or dollies are permitted in the halls during meet hours.
6. Displays
in the member Halls are limited to no more than 28” from the top of the table.
7. Exceptions
to the 28” display height rule in dealer Halls by the Meet Chairman or Hall Captain
are allowed.
8. Any
member who vacates his/her table prior to the published time for conclusion of
the Eastern Division semi-annual York Meet without permission of the Hall
Captain or Meet Chairman may be sanctioned. Sanctions shall include: written
notification [first offense]; increased fees for future table/booth
registration [second offense]; and suspension of table-booth privileges at the
next two York Meets [third offense] and publication of offender's name and TCA
number [all offenses]. The decision to impose sanctions rests solely with the
Meet Chairman. Administration of this policy is the responsibility of the Meet
Registrar. (Offense letters attached – Appendix
2)
9. A member’s
children under the age of 18 may attend the meet without paying an admission
fee. Upon reaching the age of 18, adult children of members may attend only one
Eastern Division Meet as a guest; adult children must join TCA in order to
continue to attend Eastern Division Meets.
10. The non-member spouse and non-member significant
other of a TCA member in good standing may attend the semi-annual York
Meet. Current registration fees will
apply.
11. Caregiver Attendance at York Meets. This
category of attendee accommodates the TCA member who requires a caregiver’s
assistance in order to attend the meet or for a TCA member who has a relative
18 years of age or older for whom the TCA member must provide constant care
and/or supervision.
The following provisions shall guide this policy:
A. The
professional caregiver who is not a TCA member and who is at the
York
Meet to assist the TCA member in transportation to and from the meet and/or to
move around the grounds shall be permitted to attend multiple York Meets
without paying the registration fee.
B. If a TCA member has a disabled relative (18
years of age or older) for whom he is the caregiver and the TCA member is
required to bring the adult relative to the meet because the TCA member is
responsible for providing constant care and/or supervision, the disabled adult
relative (care receiver) is permitted to attend multiple York Meets without
paying the registration fee.
C. If a TCA member receiving care giving services
from a relative who is 18 years of age or older and not a member of the TCA
requires the services of this caregiver during the York Meet for transportation
to and from the meet and/or to move around the grounds, the care giving
relative is permitted to attend multiple York Meets without paying the
registration fee.
D. The caregiver or the care receiver shall stay
with the member at all times while in any hall.
E. A badge shall be issued to the caregiver or care
receiver reflecting the appropriate category.
F. The Eastern Division Registrar is empowered to
determine who is eligible to be designated caregiver or care receiver [i.e.,
proof of disability or status as a caregiver or care receiver].
12. The attempt by any member to obtain or to obtain and subsequently use
another
TCA
Member’s name and/or TCA membership number to secure an additional table(s) for
use at the semi-annual York Meet without the permission of that member may be
subject to sanctions. These sanctions may include denial of attendance to the
semiannual York Meet for a period not to exceed two years. Upon discovery of
such activity, a complete report will be submitted to the Membership Chairman
for investigation and recommendation to the Eastern Division Board of Directors
[BoD]. The BoD may elect to
conduct a trial. In an executive session, the BoD
shall review charges and specifications, provide the defendant the opportunity
to be present and offer a defense or if unable to be present, furnish a defense
in writing. The BoD shall deliberate to reach a
decision of guilt or innocence. If guilty, the offending member, family members
and guests may be denied the privilege of attending York Meets for a period not
to exceed two years and the matter shall be forwarded immediately to the TCA
National Membership Committee for review and action as is deemed appropriate.
13. The
Registrar is to establish a pool of tables that can be sold during
pre-registration and registration for
each York Meet based on the following criteria:
A.
The table was not sold at the previous meet.
B.
The table was sold as a vacant table at the
previous meet.
C.
A member releases a table that he/she no longer
wishes to purchase.
D.
The registration staff becomes knowledgeable that
the table will be vacant during the registration process.
The Registrar and staff have the opportunity to
reassign tables where possible to accommodate changing member requirements or
the need of the registration staff to sell tables best fitted to hall
configurations. This flexibility is
needed due to the changing requirements of the members and for fairgrounds
building configuration, and the opportunity for increased income and to cover
all space in the dealer/members halls.
Meet Notice Mailing
Procedures
A.
Eastern Division members will be mailed the York
Meet notice regardless of their history of registering for the meet.
B.
TCA members that are not members of Eastern
Division will be mailed the York Meet Notice if they have registered for one of
the past two (2) meets immediately preceding the next scheduled York Meet.
14. The TCA Headquarters News publication will contain information
concerning the York Meet dates,
various ways to register, registration forms, and how to obtain a York Meet
Notice.
15. The Eastern Division website
will include the capability for online registration for the upcoming meet and
links to download the current York Meet Notice.
16. All dealers registered for the York Meet must
have and keep their PA tax number current and report them accurately on
registration forms. Tax numbers are
reported to the PA State Tax office before each meet and must be in compliance
with the tax regulations of the state.
Non-compliance will result in the loss of table/booth space and
permission to set up and sell at the York Meet.
17. The Eastern Division Meet Notice is to be
posted on the Eastern Division website, coinciding with the mailing of the
semi-annual meet notice by the Registration staff or Webmaster.
18. For all
future meets, the York Meet Registrar may use either First or Standard Class Mailing
Service (as determined by the Board of Directors) for mailing the York Meet
Registration Packet with the proper Ancillary Service Endorsement for Address
Service Requested as described in Regulation 507.d of the U.S. Postal Service. This endorsement will require the Post Office
to forward any mail piece that has a forwarding notice on file and return
undeliverable mail to the sender.
19. Use of the
York Meet announcement system is under the control of the Meet Registrar in
conjunction with the Meet Chairman. Only
limited announcements are made and only with prior approval.
20. The Board
of Directors has approved the online credit card member registrations for the
York Meet(s) to include handling fees as determined by the Registrar and
Treasurer and to be reviewed by the Eastern Division Board of Directors as
needed for future meets.
Section 2 Standards
of Conduct
Any TCA member, guest, family member, volunteer,
dealer, or vendor who engages in activities of behavior that are disruptive,
abusive, violent [including physical contact], harassing, or interferes with
and/or prevents the normal operations of the hall or meet may be subject to
immediate removal from the York Meet buildings or grounds. A table holder,
vendor, or dealer who engages in such behavior may be subject to immediate
removal or allowed to leave at the end of the current business day, depending
on the circumstances. The York Meet Chairman shall have the authority to
investigate the situation and order the removal of the offending party or
parties. York Meet Security Guards and, if necessary, the local Police
Department may be employed in removing the offender. The York Meet Chairman
shall make a complete report of all incidents and shall submit it to the
Membership Chairman for investigation and recommendation to the Eastern
Division Board of Directors [BoD]. In addition to the
behavior described above, threatening phone calls or any correspondence
directed to Eastern Division BoD members, volunteers
and its employees that occur separate from the conduct of the York Meet shall
be investigated as described above. The BoD may elect
to conduct a trial. In an executive session, the BoD
shall review charges and specifications, provide the defendant the opportunity
to be present and offer a defense or if unable to be present, furnish a defense
in writing. The BoD shall deliberate to reach a
decision of guilt or innocence. If guilty, the offending member may be denied
the privilege of attending upcoming York Meets and the matter shall be forwarded
immediately to the TCA National Membership Committee for review and action as
is deemed appropriate.
Trial
Process
In order to bring any member to trial a great
deal of work must be done before hand. A
committee should be formed to investigate the incident and make a
recommendation to the Board of Directors regarding whether charges should be
referred or the person should be exonerated.
A CHARGE must include the Rule that was broken and a description of the
behavior that broke that rule. Either
the oral testimony of a witness or a written statement by the witness must be
presented. The Board then considers the
recommendation in Executive Session. If
it is the decision (majority vote) of the Board that charges should be pressed,
the Board adopts a resolution:
Be it
Resolved, that the Board of Directors shall meet in Executive Session for trial
to meet at _____am/pm on ______________ in the ______________(location);
Resolved,
that Mr. _______________ be cited to appear at the trial to show cause why he
is not guilty of the following Charge and Specifications(s):
Charge: The _________ Rules states
that _______________________________
Specification
1.Mr. _________ has been seen doing ______________________.
Resolve, that Mr. ______ and Mr. ________ be
appointed to act as manager for Eastern Division at the Trail. (Managers have the task of presenting the
evidence against the accused).
The Secretary then sends a letter to the accused
with a copy of the Resolution. The
Accused is told that he has a right to bring counsel to represent his interest.
The Trial is a formal hearing on the validity of
the charges. The Managers present the
evidence against the accused. The
accused also has a right either directly or through his counsel to question
witnesses’ or to present witnesses or evidence.
The other Board members are like a jury: they sit and listen to
testimony but do not speak or ask questions during the Trial.
When the Trial portion ends the Board continues
in Executive Session. The accused, even
if he is a member of the board is excused from session number 2. If the Board decides that the Charges are
found to be not substantiated then a motion is made to exonerate the
accused. If the accused is found to be
guilty of the charges, then the chair declares that the next order of business
is to determine what penalty will be given.
A motion must be made giving the penalty. The vote on this motion is by ballot and
there must be two-thirds in the affirmative to adopt the motion.
500-2 YORK MEET REGISTRATION PACKET
This policy would contain information and
descriptions regarding the composition and format for the Registration Packet;
printing, mailing dates, procedures, and postage; the registration form; other
methods of distributing the registration form and packet. (Attachment)
500-3 YORK MEET REGISTRATION PROCESS
This policy would describe how the registration
forms are received and processed; the registration area at the York Meet and
how it operates; and the post registration functions. All Eastern Division computers will be used
solely for the purpose of division business.
In order to maintain “Level C” PCI Compliance Standards, three separate
tablets (virtual terminals) will be used exclusively for the processing of
telephone credit card payments. The
Registrar will be responsible for research, procurement, and implementing the
use of the “virtual terminals”, for telephone credit card processing.
500-4 YORK MEET CHAIRMAN
The York Meet Chairman is responsible for the
operations of the semi-annual Division meets.
He or she reports to the Board of Directors. The Chairman shall be a Primary Member of the
Eastern Division with previous experience in a one of the major roles in
organizing or operating the York Meet.
Among the duties the Chairman has are a) assigning and supervising Hall
Captains and workers, b) developing the structure for the Meets, c) working
with the fairgrounds staff and other entities needed in support of the York
Meet, d) with the President and York Meet Registrar acting as a tribunal for
the resolution of problems and complaints at the Meet, and
establishing meet policies.
500-5 YORK MEET REGISTRAR
The Registrar along with the Board of Directors
is authorized to contract for computer software development support. This is a major component in solving
technical problems and maintaining the registration program; thereby ensuring a
successful York Meet.
500-6 YORK MEET OPERATIONS
The Eastern Division York Meet is a semi-annual activity
held in April and October of each year and is under contract to the York
Fairgrounds and shall comply with the requirements of the fairgrounds
(including applicable ADA regulations).
Due to unusual, unexpected or planned changes to the building or
fairgrounds the Meet Chairman will be required to resolve these occurrences to
the best of his/her abilities to ensure the meet is not subject to a financial
loss.
500-7
Storage Facility
The York
Meet Registrar is authorized to rent a climate controlled self-storage unit to
house meet and business related records, supplies,
printers, computers and other required meet and Division items. The Division President shall be added to the
rental agreement and will have all necessary codes and keys, as well as the
Registrar.
600-0 General Division Policies
600-1 President’s Discretionary Allotment
President’s discretionary annual allotment is
$2500.00 to be used in the best interest of the Division. This expenditure is to be reported at the
next Board Meeting.
600-2 Lost and Found Committee
The Lost and Found Committee shall be established
and chaired by a member of the Board to accept, house and secure lost items
during the York Meet, and if possible, locate and return said items to the
rightful owner. Items not retrieved
after one or two York meets will be donated to appropriate non-profit
organizations, recommended as a door prize or discarded.
600-3 OUTREACH PROGRAM
The establishment of the Division Outreach
Program to other non-profit train organizations is to encourage through Board approved
funding, to foster and encourage broader membership participation during the
York Meet; to support the recruitment of new TCA members, and to encourage the
establishment of additional Eastern Division Chapters. Funding may also be used to support the
mission of a club to operate and display model trains to the public.
600-4 Modular Train Clubs
Modular train groups that set up their modular
layouts in any hall designated by the York Meet Chairman and the President are
permitted to take photographs of their operation prior to the scheduled opening
time on the first day of the York Meet.
In order for permission to be granted the
currently serving senior representative of the modular train group requesting
permission to photograph their operation shall sign a waiver that absolves
Eastern Division and its Board of Directors of any liability and responsibility
that may arise as a result of any future use or impact of any photograph taken
as a result of the permission granted.
This waiver is procedure to hold Eastern Division harmless as a result
of the group activity and picture taking during the York Meet.
This is an exception to the York Meet no
photographs policy be made to allow photography in the Black Hall by the
designated operating train organization during set up hours only and not during
regular meet hours providing that the operating club executes the hold harmless
agreement (on file) as presented by the Meet Chairman.
600-5 VOLUNTEERS
Volunteers are not paid. Salaried positions are documented and paid
under the guidelines for reporting to the IRS.
Helpers can be compensated for donating time with such perks as free
tables, per diem, meals, and mileage.
The terms “paid” and “compensated” have different meanings and are
reported and documented in differing ways.
Some individuals enjoy volunteering and do not expect to be
compensated. There are jobs, however,
which take an enormous amount of time and it is appropriate to provide some
compensation to acknowledge their contribution.
A list of individuals who do significant jobs for the York Meet shall be
submitted by the Meet Chairman and Registrar to the President and Treasurer at
the Division finance meeting at the close of each York Meet. This is a meeting of the President, Treasurer
and Meet Chairman during which meet expenses are reviewed and approved for
payment. A review is conducted of
individuals to be compensated, jobs performed, number of days worked and miles
traveled. Each expense/compensation
needs to be submitted to the committee for approval. A copy of this spreadsheet shall be shown to
Board members. Any Board member may
attend this meeting and all are encouraged to do so. At this meeting, several major bills are
submitted and adjudicated such as; tables rental, support personnel and
security.
600-6 COMPENSATION
Those receiving compensation shall include Board
members and Board committee chairs required to attend, registration staff
identified by the Registrar, Hall Captains, RV Parking personnel and Meet
set-up individuals identified by committee chairs and approved by the Meet
Chairman. All requests for reimbursement
of invoices shall be submitted for payment to the Treasurer within 30 days of
the conclusion of the meet, in addition all other approved invoices and receipts
shall be submitted to the Treasurer within 30 days of purchase. The treasurer shall have seven business days
to issue a compensation check to the above mentioned
volunteers.
Based on GSA information or Board recommendation
Standard
Compensation includes:
1 Admission
1 Table
Meal
allowance – (number of days worked is approved by the Meet Chairman)
Per Diem
for lodging – per day or free RV parking
Mileage – up
to maximum of 600 miles total
Use of
personal car to perform work as assigned (must be approved by the Meet
Chairman) at $20.00 per day
The President of Eastern Division or an alternate
is required to represent the Division at TCA’s National five (5) day June
Convention held in various parts of the country as determined by National. To offset expenses not covered by National,
the board has been authorized to subsidize the Presidents expenses to the
National Convention by two (2) days.
Currently, National reimburses for only three (3) days. They reduced paying for all five (5) days due
to budget constraints.
600-7 Ribbons
Ribbons are a means of identifying those
individuals who assist with the meet and have authorization to be in halls
prior to the Meet opening. Ribbons do
not signify entitlement to compensation or salary. Ribbons are given to individuals who
generously give their time at the Meet to assist with tasks to improve the
event for all. Some individuals given
ribbons are paid staff or Meet support personnel, such as York Expo personnel
who need access to the halls.
600-8 Kids Korner
Kids Korner during the York Meet is sponsored,
staffed and maintained by the Division’s WB&A Chapter and the space
allotted by the Division has been designated within a specified area; the
confluence between the Silver and Blue halls which is a connector corridor that
is not used as a trading area.
600-9 Reserve York Meet Finances
Eastern Division is a 501 (C)(7) non-profit
organization and in accordance with PA State Tax requirements may maintain
funds to support two (2) meets.
600-10 CONTRACTS AND AGREEMENTS
Anyone, other than a member of the Board of
Directors or the board appointed Registrar, that makes changes to our financial
records and/or computer programs and/or files will be required to enter into a
written contract and/or agreement with Eastern Division-TCA. This agreement will need to be signed by the
contractor as well as the President and Treasurer of Eastern Division and
address the following issues:
1.
Services to be performed
2.
Payment
3.
Terms of Payment
4.
Expenses
5.
Terms of Agreement
6.
Terminating the Agreement
7.
Local, State and Federal Taxes
8.
Exclusive Agreement
9.
Modifying the Agreement
10. Limited
Liability
11. Applicable
Law
600-11 Eastern Division Corporate
Credit Cards
The
Eastern Division Board of Directors has authorized the use of credit cards for
purchasing computer hardware, software, office supplies and other items as
required, in maintaining and improving the division’s operations and the
semi-annual York Meet.
Only
two (2) credit cards will be issued and controlled by the President and
Treasurer. The purpose of these cards is
to establish corporate accounts with vendors to obtain greater cost control,
and timely service. All purchases and
orders by the staff will need pre-authorization, pre-approval by the President
or the Treasurer.
Sam Geiser
Past President, Rules and Regulations Chairman
James L. Williams, PRP
April 2, 2012 (Revised April 16th, 2013) (Revised April 22nd, 2014) (Revised January 13th, 2016) (Revised November 15th, 2017) (Revised April 17th, 2018)