Draft
Policies & procedures
of MACA
Table of contents
I. RULES GOVERNING:
*II. MISSION STATEMENT
*III. DUTIES OF EXECUTIVE OFFICERS
*IV. BOARD MEETINGS
*V. COMMITTEES/SUBCOMMITTEES:
*VI. MEMBERSHIP
*VII. PRINTED PUBLICATION
*VIII. WEB PRESENCE
*IX. Finances
*X. RULES OF ORDER FOR BOARD MEETINGS:
*XI. Definitions pertaining to the Rules of Order
*XII. REVISION HISTORY
*Figures
Figure 1: Quick Reference Procedure Diagram
Figure 2: MACA Budget Form
As part of its role as a state organization, MACA has programs in place to support the existing chess community as well as promote chess among schools and the general public. Highlights of these programs are:
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The membership fees for Classes of membership as specified in the By-Laws shall be as follows:
Adult | $12.00 |
Junior (under age 18) | $6.00 |
Family (no Chess Horizons) | $4.00 |
Life | $175.00 |
Life (age 65 or older) | $100.00 |
This section is currently in development by the webmaster
![]() | Sept: Committees present year-to-date report on actual vs planned to facilitate next budget cycle. |
![]() | Oct: Treasurer calls for a master Budget from all committees and members. |
![]() | Nov: Treasurer distributes a compiled budget to board for review and discussion. |
![]() | Dec: Budget is voted on and approved by Dec 31st. (Must have budget for Jan 1 fiscal year). |
![]() | Dec: Committees submit year-end actual budgets with a master summary statement. |
![]() | Feb: A MACA year-end actual budget and summary statement is presented by the Treasurer. If, due to changes in committee chairs, there is a need to modify the Dec budget, the board may vote to modify the budget at this time. It is expected that if a committee chair does not change with the Nov election, that the budget will also not change. |
![]() | Jun:Each committee or individual shall report their planned vs actual income and expenses for the first half of the year. A summary will be compiled and presented by the Treasurer. This mid-year review will be implemented in conjunction with the June financial report to USABDA. The board will review and modify the overall budget as necessary based on the mid-term summary. |
a. To Take some kind of action
b. To Follow the order of events on the Agenda.
c. To Rescind or Amend something previously adopted.
d. To Reconsider
e. To Make a motion to Adjourn.
f. A short and concise suggestion may be made to the maker of a motion to modify his/her motion. The maker of the motion may agree to or reject the suggestion. If the maker agrees to modify their motion, the person who seconded the motion must at this time confirm or withdraw their second of the modified motion. If the second is withdrawn, go back to STEP 5.
g. A suggestion to withdraw a motion, with short and concise reason, may be made to the maker of a motion. The maker may withdraw his/her motion or reject the suggestion. No debate is allowed.
h. The maker of a motion may withdraw his/her motion, providing a short and concise reason for doing so in the process. No debate is allowed.
i. To Amend the motion
j. To Consider item by item
k. To Divide the question
m. Debate appears to have ended and the President asks "Is there any further debate". If no-one has anything further to say the President will follow the procedure on taking a vote.
n. Motion to call the question. When seconded, the President is required to immediately end all debate and follow the procedure on taking a vote for the question or amendment to the question that was being debated. This requires a two-thirds (2/3) vote of those present.
o. Motion to Refer the question to a committee.
p. Motion to Postpone until ( a particular date, time or event )
To adjourn means to close the meeting.
This motion is used to modify the wording of a pending motion before the pending motion itself is acted upon.
The adoption of the motion to amend does not adopt the motion thereby amended; that motion remains pending in its modified form. Rejection of a motion to amend leave the pending motion worded as it was before the amendment was offered.
A member's vote on an amendment does not obligate him to vote in a particular way on the motion to which the amendment applies; he is free to vote as he pleases on the main motion, whether it is amended or not.
Majority Vote required to pass, even in cases where the question to be amended takes a two-thirds vote.
An appeal is a motion used to overrule the President when he/she has made a ruling on how to properly proceed in carrying out the intent of the Policies & Procedures. By electing a presiding officer, the board delegates to him/her the authority and duty to make necessary rulings on question of procedures.
Is only in order when a Point of Order has been raised
This motion is used to cause an immediate vote on one or more pending questions.
No other motions are allowed until this motion has been dealt with.
Can be applied to any immediately pending debatable or amendable motion; to an entire series of pending debatable or amendable motions and to any consecutive part of such a series, beginning with the immediately pending question.
A motion by which a member can require the board to conform to an agenda that has been published as the course of business for a meeting. The content and ordering of items on the agenda is left to the discretion of the President under advisement of the board and is not binding unless this motion passes.
Is Out of Order if the published agenda is being followed.
A report or long motion consisting of a series of resolutions, paragraphs, articles, or sections that are not totally separate questions can be considered by opening the different parts to debate and amendment separately, without a division of the question. Only one vote is taken on the motion as a whole when debate has ended.
When a motion relating to a single subject contains several parts, each of which is capable of standing as a complete proposition if the others are removed, the parts can be separated to be considered and voted on as if they were distinct questions.
This motion would generally be made when it would appear that the debate on the merits of the overall motion might easily be settled if it were broken into separate pieces.
The motion must clearly state the manner in which the question is to be divided.
A Motion is a recommendation or suggestion for action or decision.
The use of the phrase "Open Vote" in the stating of a motion is used to proscribe the manner in which the vote on the motion shall be taken.
A motion using this phrase is made to allow a reasonable effort to be made to contact members of the board who are not currently present to vote.
The motion is Out of Order if not at a meeting of the board of directors.
The motion is Out of Order for items on the published agenda.
If an "Open Vote" motion is passed, the President shall start the tally of the vote with those present at the meeting and complete the vote by following the procedure of a phone vote.
Other than the manner in which the vote is tallied, all the other rules that would otherwise apply to the motion if it were not an "Open Vote", apply.
This motion is made to allow action to be taken by the board between meetings of the board.
Is Out of Order when a Board meeting is in session.
May be Ruled out of Order by the President if the President feels the motion should wait until the next meeting of the Board.
The President shall make a reasonable effort to contact all members of the board concerning the vote.
The President shall present a report of who voted and their vote to the Secretary at the next meeting of the board for inclusion into the minutes.
When enough votes have been cast to determine the result of the vote the President may then declare the vote closed and no longer accept any change of votes.
Board members should abstain if they do not know which way they wish to vote yet and wish to debate the merits of the motion with other members. It is expected that board members shall return a vote within a reasonable time to the President.
Board members may change their votes until the President has declared the vote closed. It is possible and allowable that the vote could close before the member has cast their vote.
All phone votes shall expire as failed if not passed by the start of the next meeting of the board. This reason for failing shall be noted in the minutes with the Presidents report on the vote.
When a board member thinks that the rules of the Policy and Procedures are being violated, he/she can make a Point of Order, thereby calling upon the President for a ruling and an enforcement of the regular rules.
A Point of Order is always in order
This motion is used to put off action on a pending question, with some limit, to a definite day, meeting, hour, phone vote or until after a certain event.
This motion is used to send a pending question to a relatively small group of selected persons, a committee, so that the question may be carefully investigated and put into better condition for the assembly to consider.
A recess is a short intermission in the meeting which does not close the meeting, and after which business will immediately be resumed at exactly the point where it was interrupted.
This motion enables a majority in an assembly, within a limited time and without notice, to bring back for further consideration a motion which has already been voted on. The purpose of reconsidering a vote is to permit correction of hasty, ill-advised, or erroneous action, or to take into account added information or a changed situation that has developed since the taking of the vote.
Can be made only by a member who voted with the prevailing side.
The making of this motion is subject to time limits. The time limit shall be the duration of meeting in which the vote was taken or the following meeting in the case of a phone vote.
The motion to RESCIND, also known as Repeal or Annul is the motion by which a previous action or order can be canceled or countermanded. The effect of rescind is to strike out an entire main motion, resolution, rule, bylaw, section, or paragraph that has been adopted at some previous time.
AMEND SOMETHING PREVIOUSLY ADOPTED is the motion that can be used if it is desired to change only a part of the text or to substitute a different version.
A motion to RESCIND or AMEND provisions of the bylaws is subject to the requirements for amendment as contained in the bylaws.
Figure 1: Quick Reference Procedure Diagram