SGAA Rules & Procedures

 

 

THE STAINED GLASS ASSOCIATION OF AMERICA

 

OFFICIAL MANUAL

OF

RULES AND PROCEDURES

 

 

 

Adopted 1989

Revised: 2004

Revised: 2007

Revised: 2012

TABLE OF CONTENTS

Section      I.  ? Purpose, Authorization and Procedures ………………………………………….. Page      1

Section     II.  ? General Rules for all Officers, Directors & Committee Chairs

Attendance      ………………………………………………………………………………………………………….. Page      1

Reports……………………………………………………………………………………………………………………… Page      1

Expenses………………………………………………………………………………………………………………….. Page      1

Order of Business…………………………………………………………………………………………………….. Page      2

Email Rules and Procedures……………………………………………………………………………………. Page      3

Section    III.  ? Standing Committees

Architectural Glass and New Technology………………………………………… Page      5

Bylaws………………………………………………………………………………………………. Page      6

Certification ……………………………………………………………………………………… Page      7

Conference………………………………………………………………………………………. Page      8

Education…………………………………………………………………………………………. Page      9

Ethics……………………………………………………………………………………………….. Page    10

Health and Safety…………………………………………………………………………….. Page    11

Historical Studies……………………………………………………………………………… Page    12

LongRange Planning……………………………………………………………………… Page    13

Marketing………………………………………………………………………………………….. Page    14

Membership……………………………………………………………………………………… Page    15

New Products & Merchandising Committee…………………………………….. Page    19

Nominations……………………………………………………………………………………… Page    20

Publications……………………………………………………………………………………… Page    21

Restoration and Preservation…………………………………………………………… Page    22

Section    IV.  ? Special Committees at Conferences

Auditing……………………………………………………………………………………………. Page    23

Budget………………………………………………………………………………………………. Page    23

Communications………………………………………………………………………………. Page    23

Credentials……………………………………………………………………………………….. Page    23

Election…………………………………………………………………………………………….. Page    24

Section     V.  ?  Employees and Contracted Agents

Editor and Media Director………………………………………………………………….. Page    24

Executive Administrator…………………………………………………………………….. Page    24

Parliamentarian………………………………………………………………………………… Page    24

Section    VI.  ? SGAA Meetings and Conferences

Minutes…………………………………………………………………………………………….. Page    25

Motions…………………………………………………………………………………………….. Page    25

Section   VII.  ? Elections……………………………………………………………………………………………. Page    25

Section  VIII.  ?  Awards……………………………………………………………………………………………… Page    26

Section    IX.  ? Stained Glass School……………………………………………………………………….. Page    27

 

Section  I.  ? Purpose, Authorization and Procedures

Adopted: June, 1989 – Portland, Oregon

PURPOSE

Standing Rules and Procedures have been adopted to furnish guidelines to officers, directors, committee chairmen, contracted agents, and employees of the Association in the performance of their respective responsibilities and directives.

AUTHORIZATION

The Official Bylaws, Article VIII, Section 2, A., 4. authorizes the Executive Board to “Establish rules and procedures for members, committees, appointees, and employees.”

PROCEDURES

Rules and procedures may be:

  1. Adopted by the Executive Board by a majority vote of those present and voting.
    1. Amended or rescinded by a 2/3 vote of same without previous notice or by a majority vote after previous notice.
  2. Suspended temporarily by an affirmative vote of no fewer than nine (9) board members.

RESPONSIBILITY AND NOTIFICATION

The Chair of the Bylaws Committee will be responsible for updating and maintaining the master copy of the Manual of Rules and Procedures. The Administrative Office will have a back-up copy of the current version and will be responsible for distribution to Board Members and others.

A copy of the Manual of Rules and Procedures shall be provided to each elected Officer and Director, Committee Chair and all other appointees or agents.

After each meeting of the Executive Board the Chair of the Bylaws Committee will update the master manual and send a copy of any altered sections to the Administrative Office to be distributed to all Executive Board Members and other affected parties.

Section II.  ? General Rules for all Officers, Directors & Committee Chairs

Adopted: Summer Conference – 1990 – Albuquerque, New Mexico

ATTENDANCE

Elected Officers and Directors should attend all meetings of the Executive Board. Those unable to attend shall give advance notice to the President and/or the Executive Administrator.

REPORTS

All Committee Chairs and Elected Officers shall provide a written report to the President and/or the Executive Administrator thirty (30) days prior to the first day of each Conference, regardless of whether or not they plan to attend.

In the event of additional committee activity affecting the accuracy of the previously mailed report, an amended report or an addendum to the previously submitted report shall be delivered to the President and Executive Administrator for presentation at the Executive Board Meeting

Reports are to include: a list of committee members, the date and place of each meeting, the names of all attendees and actions taken by the committee. This includes telephone meetings.

EXPENSES

Each elected Officer, Director and Committee Chair shall adhere to their established budget. Monies spent shall be for the purpose approved by the Executive Board.

Requests for reimbursement of personal expenses shall be submitted to the Executive Administrator. Expenses exceeding budget shall not be reimbursed without Executive Board approval.

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ORDER OF BUSINESS

Generally the order of business for any Executive Board Meeting shall be established as follows:

Call to Order by the Presiding Officer

Invocation

Roll Call and Introduction of Guests and Visitors

Approval of Previous Meeting Minutes (Based on Minutes Approval Committee)

Reports of Officers

President

First Vice President

Second Vice President

Financial Secretary

Recording Secretary

Treasurer

Reports of Appointed Positions

Magazine Controller

Stained GlassSchool Director

Reports of Personnel

Editor/Media Director

Executive Administrator

Reports of Standing Committees

Architectural Glass and New Technology

Bylaws

Certification

Conference

Education

Ethics

Exhibitions

Health and Safety

Historical Studies

LongRange Planning

Marketing

Membership

New Products & Merchandising Committee

Nominations

Publications

Restoration and Preservation

Reports of Ad Hoc Committees

Old Business

New Business

Open Board Comments

Appointment of Minutes and Approval Committees

Adjournment

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E-Mail Rules & Procedures

General Guidelines:

  1. It is the responsibility of all members who want to participate fully in Association business, planning and communication to maintain a current e-mail address. The Headquarters should be notified in a timely manner of e-mail address changes.
  2. Official e-mail addresses for the board and for the individual committees will be established and maintained by the Association’s Media Director.
  3. These addresses are for the board as an entity and for the committee as an entity and not for individual persons.
  4. These addresses will act as forwarders to send individual e-mails to all members of the Board or the individual committee.
  5. It is the responsibility of the individual committee chair to maintain a current, official list of committee members with the headquarters.
  6. Each official committee e-mail address will include the committee chairperson, all members of the committee, the president and the SGAA Headquarters.
  7. Business pertaining to the particular group will be sent to all members simultaneously via this official e-mail address.
    1.                                                                                           i.    E-mail requests for action received at the headquarters for which there is a specific committee established to address will be forwarded in a timely manner to all committee members via the official committee e-mail address.
    2.                                                                                          ii.    E-mail requests for action received by individual committee chairpersons or members will be forwarded in a timely manner to all committee members via the official committee e-mail address.
    3. All communications relating to the business of the board or the business of individual committees will always include the official e-mail address in the “To:” field in the list of e-mail recipients.
    4. Other individuals who are not part of the board or of the particular committee can be included in the e-mail if the inclusion of the individual is relevant to the purpose of the e-mail. Such individuals should be included in the “CC:” field in the list of email recipients.
    5. E-mail topics that involve more than one committee or that include the board and one or more committees will be sent to all persons involved simultaneously by including all relevant official e-mail addresses in the “To:” field in the list of e-mail recipients.
    6. To limit the amount of spam sent via the official e-mail addresses, these addresses will remain unpublished.
      1. Every e-mail will include as the first line in the body of the e-mail a description of the Distribution List. For example:
      2. DISTRIBUTION LIST:      SGAA Board & Officers
      3. DISTRIBUTION LIST:      SGAA Board and Officers; SGAA Committee Chairpersons
      4. DISTRIBUTION LIST:      SGAA Board & Officers

Membership Chair & Committee

John Q. Smith, Applicant for Accreditation

  1. When replying to an e-mail, the proper procedure is to use the “Reply to All” function.
  2. When replying to an e-mail, it is proper to delete included quoted material that is not relevant to the reply.

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Acceptable Content

  1. E-mail for discussion of SGAA business is not to be considered privileged or secure.
  2. 2.     Information regarding SGAA board or committee business that is too sensitive to be sent to the official e-mail addresses is too sensitive to be included in any e-mail.
  3. It is important that SGAA business be conducted in a fair, open and honest manner that reflects well on the Association and on the craft. For this reason, e-mail that discusses SGAA business should always include among the recipients all committee and board e-mail addresses that are appropriate.
  4. It is never acceptable to use e-mail to libel or defame.
  5. E-mail related to SGAA business is archived at the Association headquarters. Content that the sender is not comfortable seeing archived is not appropriate for inclusion in e-mail.
  6. E-mail should be sent in plain text or html formats only.
  7. Graphic or color backgrounds and “e-mail letterhead” are strongly discouraged. For the purposes of printing, a white background with black text is most appropriate.
  8. Attachments should be kept to a minimum and should relate specifically to the e-mail.
  9. Word-processing, spreadsheet and software-specific document attachments are discouraged.
  10. Plain text, Acrobat (pdf) and .jpeg attachments are the most universally readable formats and their use is encouraged when attachments are necessary.
    1. Subject lines will always include “[SGAA]” as the first element of the subject. This is to make the e-mail immediately identifiable as relating to SGAA business.
    2. The subject line should briefly summarize (as much as is possible) the content.
    3. It is generally considered appropriate to discuss one topic per e-mail. Multiple topics should be divided into multiple e-mails.

 

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Section III.  ? Standing Committees

Official Bylaws, Article IX. Committees

ARCHITECTURAL ART GLASS COMMITTEE

Adopted: June, 2006 – Louisville, Kentucky
Revised: January, 2008 – Oakland, California

Mission Statement

The mission of the Architectural Art Glass Committee is to explore, present, and promote installations, innovations and techniques in Architectural Art Glass. Our objective is to inspire glass craftsman, designers, architects, builders, and caretakers of both new and historic buildings to recognize the varied and emerging ways that non-traditional art glass is being used to enhance the fabric of buildings in both secular and non-secular settings. The committee will also work to make connections between Art Glass and current trends in architecture including sustainable and green building.

Composition and Terms of Office

  1. Three or more of the five or more members shall be voting members of the SGAA.
    1.  The Chairman and committee members will serve a term of one year or until their successors are appointed.
    2. The First Vice President will be a member of the Architectural Art Glass Committee.
    3. The Chair of the Long Range Planning Committee will be an ex-officio member of the Architectural Art Glass Committee.
    4. The Chairman of the Architectural Art Glass Committee will remain on the committee for one year at the end of his term in an advisory capacity.

Duties

  1. The Architectural Art Glass Committee will actively seek ways to promote Architectural Art Glass Through articles in SGAA publications, conference presentations/workshops and awards.
    1. The Architectural Art Glass Committee will inform and work with other SGAA committees to ensure that the goals of the Architectural Art Glass Committee are being reflected throughout the organization.

Procedures

  1. The Architectural Art Glass Committee shall gather, file and report to the board on any new architectural glass art forms and the products being introduced into the glass community.
    1. The Architectural Art Glass Committee shall report their findings at the General Membership Meetings.
    2. The Architectural Art Glass Committee shall be responsible for making recommendations based on its finding to the membership.

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Page 6


Section        III.  ? Standing Committees (continued)

Official Bylaws, Article IX. Committees

BYLAWS COMMITTEE

Adopted: June, 1990 – Albuquerque, New Mexico

Composition and Terms of Office

  1. The Chairman and three of the five or more members shall be voting members of the SGAA.
    1. The Chairman and committee members will serve a term of one year or until their successors are appointed.
    2. The Recording Secretary will be a member of the Bylaws Committee
    3. The Chairman of the Bylaws Committee will remain on the committee for one year at the end of his term in an advisory capacity

Duties

  1. The Bylaws Committee, performing in accordance with the bylaws and established rules and procedures, shall receive, review and if deemed necessary, prepare amendments to the Official Bylaws for presentation to the members at General Membership Meetings.
  2. The Bylaws Committee, performing in accordance with the bylaws and established rules and procedures, shall be responsible for preparing amendments to the Manual of Rules and Procedures. All requests for amendment to the Rules and Procedures will be reviewed and prepared for presentation to the Executive Board by the Bylaws Committee.
  3. The Bylaws Committee will respond to all queries from members regarding existing bylaws and possible amendments.

Procedures

  1. Upon receipt of bylaw amendment requests, the Bylaws Committee will make recommendations to the Executive Board.
  2. With approval of the Executive Board, the Bylaws Committee shall prepare amendments in accordance with the Official Bylaws, Article XIV.
    1. Upon receipt of rules and procedure amendment requests, the Bylaws Committee will immediately prepare amendments in accordance with Section I of the Manual of Rules and Procedures.

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Section III.  ? Standing Committees (continued)

Official Bylaws, Article IX. Committees

CERTIFICATION COMMITTEE

The Executive Board Meeting in Albuquerque 1990 instructed the Bylaws Committee to re-instate the Apprenticeship committee. Rules and Procedures need to be written.

June 22, 2007: Robert Markert took over the committee and began the re-instatement process.

June of 2009: The committee name was changed to the Certification Committee with the committee’s new objective to create Certifications for Apprentice, Journeyman, Craftsman and Master Craftsman.

June 2012: Certifications are in progress for Apprentice and Journeyman but have been put on hold until for the sake of continuity until the Certification for Restoration is complete so that restoration can be added to the various levels of certification.

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Section III.  ? Standing Committees (continued)

Official Bylaws, Article IX. Committees

CONFERENCE COMMITTEE

Adopted: June, 1990 – Albuquerque, New Mexico

Amended: June, 2005 – Denver, Colorado

Composition and Terms of Office

  1. The Chairman and three of the five or more members are to be voting members of the SGAA and have attended the annual summer conferences on a regular basis.
  2. The Chairman and committee members will serve a term of one year or until their successors are appointed.
  3. The Editor and Executive Administrator shall serve on the Conference Committee.
  4. The Conference Committee chairman will remain on the committee, in an advisory capacity, for one year at the end of his term as chairman.

Duties

  1. Work with the Executive Administrator and a site selection/hotel procurement company to develop a list of hotels for board approval.
  2. Gather information with the Executive Administrator to develop budgets to determine registration fee to be voted on by Board.
  3. Work with local contacts and Executive Office to create conference program/theme including speakers, invitations and promotions.
  4. Work with Editor within editorial time line and Executive Administrator to develop conference publicity on the website and in The Stained Glass Quarterly.
  5.  Submit all contracts to Executive Administrator for compliance to SGAA standards and signature by SGAA President.

Procedures

  1. Develop Conference Registration area including volunteers, set up and displays.
    1. The Conference Committee will be responsible to register conference attendees against a master list. A copy of this list will then be surrendered to the Credentials Committee.
    2. The Conference Committee will be responsible for compiling and distributing the Conference Registration Packets.
    3. The Conference Committee will prepare speaker introductions and select appropriate persons to make introductions.
    4. Assist Executive Administrator to create a smooth beneficial conference experience.

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Page 8


Section III.  ? Standing Committees (continued)

Official Bylaws, Article IX. Committees

EDUCATION COMMITTEE

Adopted: June, 1990 – Albuquerque, New Mexico

Composition and Terms of Office

  1. The Chairman and five of the twelve or more members are not required to be voting members of the SGAA.
    1. The Chairman and committee members will serve a term of one year or until their successors are appointed.
    2. The First Vice President shall be a member of the committee.
    3. The Chairman of the Education Committee will remain on the committee for one year at the end of his term in an advisory capacity

Duties

  1. The Education Committee shall promote the development and advancement of the craft of stained and decorative art glass.
  2. The Education Committee shall act as the Board of Trustees of the Stained Glass School.
  3. The Education Committee shall administer the testing and certification of teachers of proper methods of stained and decorative art glass craft procedures.

Procedures

  1. The Rules and Procedures of the Stained Glass School shall be established by its Board of Trustees with approval of the Executive Board of the SGAA.
    1. The Stained Glass School shall operate within the rules and procedures as described in Section 501 (c) (3) of the Internal Revenue Code.
    2. The established and approved rules and procedures of the Stained Glass School shall be contained in this Manual of Rules and Procedures.
    3. The Articles of Incorporation covering the Stained Glass School shall be contained in this Manual of Rules and Procedures.

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Section III.  ? Standing Committees (continued)

Official Bylaws, Article IX. Committees

ETHICS COMMITTEE

Adopted: June, 1990 – Albuquerque, New Mexico

Amended:January, 2006 – Louisville, Kentucky

Composition and Terms of Office

  1. The Chairman shall have served as President of the Association.
    1. There shall be two members of the Ethics Committee in addition to the Chairman, who shall be Past Presidents of the Association. If two Past Presidents are not available an Accredited Member who has served as an Officer may be appointed.
    2. The Chairman and committee members will serve a term of one year or until their successors are elected.
    3. No member of the Ethics committee may simultaneously hold an elected position on the Executive Board.
    4. The Chairman of the Ethics Committee will remain on the committee as an advisor (non-voting) member for one year.

Duties

  1. The Ethics Committee, performing in accordance with the bylaws and established rules and procedures, shall receive all complaints and requests for suspension or expulsion of membership with cause.
  2. The Ethics Committee shall make its reports and recommendations to the Executive Board during Executive Session only.
  3. Actions taken by the Ethics Committee shall follow procedures as detailed in the current edition of Robert’s Rules of Order, Newly Revised.

Procedures

  1. Upon receipt of written complaints or written requests for suspension or expulsion, the Ethics Committee Chairman shall give notice to the President of the type of complaint or request. The names of the persons involved shall not be disclosed.
  2. The Ethics Committee, after investigation of the charge and in a private meeting, will decide the severity of the complaint or the authenticity of the request. The decision to dismiss the charge or proceed shall be by majority vote. If the decision is to dismiss the charge, the matter will not be discussed further.
  3. The Ethics Committee’s recommendation for suspension or expulsion shall be presented at the next meeting of the Executive Board. The report of the Ethics Committee and the vote of the Executive Board shall be done in Executive Session.
  4. Should the Executive Board approve the Ethics Committee’s recommendation the Ethics Committee Chairman shall:
    1. Immediately write a letter to the member charged explaining in detail the charges, the recommendation of the Executive Board and his rights to trial as described in Robert’s Rules of Order, Newly Revised. The member charged will be given thirty (30) days to respond.
    2. Should the member request a trial, it will be scheduled at the earliest possible date according to Robert’s Rules of Order, Newly Revised.
    3. Should the Ethics Committee’s recommendation not be approved by vote of the Executive Board the matter will be closed and shall not be discussed further.

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Section III.  ? Standing Committees (continued)

Official Bylaws, Article IX. Committees

HEALTH AND SAFETY COMMITTEE

Adopted: June, 1990 – Albuquerque, New Mexico

Composition and Terms of Office

  1. The Chairman and three of the five or more members shall be voting members of the SGAA.
  2. The Chairman and committee members will serve a term of one year or until their successors are appointed.
  3. The Chairman of the Health and Safety Committee will remain on the committee for one year at the end of his term in an advisory capacity.

Duties

  1. The Health and Safety Committee shall investigate and make a study of craft related health and safety hazards and their preventions.
    1. The Health and Safety Committee shall keep abreast of all governmental regulations and when deemed necessary by the Executive Board shall act in defense of any unwarranted regulations which may restrict the craft’s freedom of use as an architectural art form.

Procedures

  1. The Health and Safety Committee shall gather, file and edit data concerning health and safety hazards.
    1. The Health and Safety Committee shall make reports of their findings to the General Membership Meetings.
    2. The Health and Safety Committee shall be responsible for making recommendations based on its finding to the membership.

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Section III.  ? Standing Committees (continued)

Official Bylaws, Article IX. Committees

HISTORICAL STUDIES COMMITTEE

Adopted: June, 1990 – Albuquerque, New Mexico

Composition and Terms of Office

  1. The Chairman and two of the four or more members shall be voting members of the SGAA.
    1. The Chairman and committee members will serve a term of one year or until their successors are appointed.
    2. The Chairman of the Historical Studies Committee will remain on the committee for one year at the end of his term in an advisory capacity.

Duties

  1. The Historical Studies Committee shall solicit, identify and organize visual and written items of significance to SGAA history.
    1. The Historical Studies Committee shall solicit, identify and organize visual and written items of historical significance to the craft of stained and decorative art glass.
    2. The Historical Studies Committee shall endeavor to locate a singe repository for its collection.

Procedures

  1. The Historical Studies Committee shall maintain a list of the inventory of all collections.
    1. The Historical Studies Committee will report to the Executive Board all acquisitions. The report shall include the donor’s name, the item and the location where the item will be maintained.
    2. The Historical Studies Committee shall provide accessibility to the collection to students, historians, journalists and others deemed to have interest in the study of stained and decorative art glass.

 

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Section III.  ? Standing Committees (continued)

Official Bylaws, Article IX. Committees

LONG RANGE PLANNING COMMITTEE

Adopted: June, 2006 – Louisville, Kentucky

Composition and Terms of Office

  1. The Chairman will be the immediate Past President. The four committee members will be voting members.
  2. The Chairman shall serve until a new President takes office. The committee members will serve a term of one year or until their successors are appointed.
  3. The Chairman of the Long Range Planning Committee will remain on the committee for one year at the end of his term in an advisory capacity.

Duties

  1. The Long Range Planning Committee shall ensure that the organization maintains a forward direction in compliance with the objectives as stated in the bylaws.
  2. The Long Range Planning Committee shall investigate means for increasing revenue into the association.
  3. The Long Range Planning Committee shall investigate new trends in the industry for relevancy to the association’s objectives.

Procedures

  1. The Long Range Planning Committee shall develop and maintain a five year plan for the association based on the objectives as stated in the bylaws.
  2. The Long Range Planning Committee shall present to the Executive Committee the five year plan and a program for meeting the plan’s goals.

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Section III.  ? Standing Committees (continued)

Official Bylaws, Article IX. Committees

MARKETING COMMITTEE

Adopted: Summer Conference – 1990 – Albuquerque, New Mexico

Amended: June, 2007 – Charlotte, North Carolina

Composition and Terms of Office

  1. The Chairman and three of the five or more members shall be voting members of the SGAA.
  2. The Chairman and committee members will serve a term of one year or until their successors are appointed.
  3. The Second Vice President will be a member of the Marketing Committee.
  4. The Chairman of the Marketing Committee will remain on the committee for one year at the end of his term in an advisory capacity.

Duties

  1. The Marketing Committee shall act as the public relations and promotional arm of the SGAA for the primary purpose of expanding the interest in and the market for stained and architectural art glass.
  2. The Marketing Committee shall assist the SGAA staff in selecting tradeshows for SGAA participation, booth design concepts and materials to be distributed.
  3. The Marketing Committee shall make recommendations to the Executive Board for activities which will benefit the objectives of the Association and its membership particularly the Accredited Members.

Procedures

  1. The Marketing Committee shall review any advertising placed in non-association publications or other media outlets.
  2. The Marketing Committee shall be responsible for implementing and administering any marketing program or project ordered by a majority vote of those attending a General Membership Meeting.
  3. The Marketing Committee shall encourage the membership to make the Marketing Committee aware of local projects and programs that would be of interest to the Association.
  4. The Marketing Committee shall invite the participation or assist any committee with  projects of potential benefit to their respective committee activities.

 

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Section III.  ? Standing Committees (continued)

Official Bylaws, Article IX. Committees

MEMBERSHIP COMMITTEE

Adopted: July, 1985 – Toronto, Canada

Amended: June, 1988 – Indianapolis, Indiana

Amended: June, 2002 – Nashville, Tennessee

Amended: June, 2006 – Louisville, Kentucky
Revision: September 12, 2013 (Board vote by email)

Composition and Terms of Office

  1. The Chairman and the four or more members of this committee shall be voting members of the SGAA.
    1. The Chairman and committee members will serve a term of one year or until their successors are appointed.
    2. The Membership Committee will have the 2nd Vice-President as an Ex-Officio member of this committee.
    3. The Membership Committee Chairman will remain on the committee in an advisory capacity for one year at the end of his term as chairman.

Duties

  1. The Membership Committee in accordance with the Bylaws shallprocess all applications for Fully Accredited and Active Accredited Membership and monitor the Associate Members to ensure the Associate Member has completed application into the Fully Accredited or Active Accredited Level or has elected to become a Craftsman Member or Affiliate of the Association within two years of their anniversary date.
    1. A subcommittee consisting of three Fully Accredited Members will review and recommend action on each Fully Accredited application to the Membership Committee.
    2. A subcommittee consisting of one Fully Accredited Member and two Active Accredited Members will review and recommend action on each Active Accredited application to the Membership Committee.
    3. The Membership Committee will then place recommendations for membership before the Executive Board.
    4. The Membership Committee shall be responsible with the approval of the Executive Board for the modification and upgrade of criteria for all categories of affiliation. The Committee shall also maintain and oversee the Maintenance of Accreditation Program for Fully Accredited and Active Accredited Members. Compliance records will be maintained in the Administrative Office.
    5. The Membership Committee shall encourage the membership to fulfill their responsibilities according to their category of affiliation.

Procedures

Fully Accredited/Active Accredited Applications – applications that require a site visit will only be reviewed once a year at the Summer Conference. All others will be reviewed bi-annually at either the Winter or Summer Conferences. Applications must be received into the SGAA Headquarters by December 15th for consideration at the Winter Conference and by May 15th for consideration at the Summer Conference.

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MEMBERSHIP COMMITTEE (continued)

  1. The Executive Administrator shall:
  2. Receive all applications and deposit the application fee.
  3.  Determine that the basic information requested for the application has been included in accordance with the current requirements for the level of the application.
  4. Create and maintain an archive file for the applicant that will include photocopies of all data sheets (application form, insurance certificate and form of payment). In the event that basic required items are missing from the application, the Executive Administrator shall notify the applicant and the Membership Chairman and hold the application until complete.
  5. Notify the Membership Chairman of each applicant including name, contact information and membership level of application.
  6. Accumulate applications for submittal to the Membership Chairman at the Summer or Winter Conference as appropriate.
    1. The Membership Committee, with a majority of the committee present will:
    2. Begin the review process at the pre-conference Membership Committee Meeting. Each committee member will review the application and submit a signed evaluation form.
    3. At the Membership Chairman’s discretion and direction, investigation of references will be made by mailing a form letter and copy of waiver to references or contacting via email or telephone.
    4. Pronounce the application complete or redirect for more information.
    5. Present the applicant and their slides at the Winter or Summer Conference as appropriate.
    6. Present the application and slides to the board for recommendations to reject, direct for more information or accept and go forward with site visits if required.
      1. The Membership Chairman will direct the Executive Administrator to publish the name and membership level of applicant’s accepted for review in a membership publication.
      2. Site Visits:
      3. Membership Committee members will make any required site visits to an applicant’s facility and to several completed projects as requested by the Membership Chairman.
      4. The observations made during these visits will be summarized in writing and sent to the Membership Chairman.
      5. Significant expenses (travel, food, accommodations, etc.) incurred by Membership Committee Members should be submitted to the Membership Chairman for approval and reimbursement by the SGAA.
      6. The Membership Committee will discuss and review the evaluations and site visit notes andprepare recommendations to the Board for the Winter Meeting.
        1. The Board will have access to all application materials at the Winter Meeting at which time the Membership Chairman will make recommendations for acceptance or rejection of the applications. The board will then vote to accept, reject or make further recommendations on applications placed before them.

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MEMBERSHIP COMMITTEE (continued)

  1. The Membership Chairman will notify the applicant of the Board’s decision within thirty (30) days. If membership is denied, the Membership Chairman will give the reasons to the applicant along with some suggestions for possible remedies. The applicant may then modify the submittal and file again the following year with no additional application fee.
  2.  If applicant is accepted, the Executive Administrator will send out a “new member packet,” including a copy of the bylaws and a copy of the Requirements for Maintenance of Accredited Status. The Administrator will publish the membership level, business name, location and name of voting member in a membership mailing and add the new member to the directory.
  3. The Membership Committee in very special circumstances and with the approval of the Executive Board may allow some deviation from these procedures for certain studios or artists whose work has been recognized with national awards and published with distinction.
  4. The name of any Accredited Member whose membership has been resigned or forfeited for any reason shall be sent to the Membership Chairman and shall be removed from the directory.

Procedures for All Other Levels of Membership and Affiliation

The Executive Administrator shall receive all applications and deposit the dues fees. The Administrator will forward photocopies of all applications to the Membership Chairman and add the names to the Membership Directory.

Procedures for Maintenance of Accreditation

All Accredited Member categories shall attend an Annual Summer Meeting at least once every three years in compliance with the Bylaws. Fully Accredited and Active Accredited Members are also required to send a board or images once every three years in compliance with the Bylaws. All Accredited categories are encouraged to send boards.

  1. The Membership Committee will work with the headquarters to draft and mail letters/emails to notify members of their obligation.
  2. The notices will include:
    1. Dates and location of Annual Summer Conference.
    2. Most current Conference Registration information.
    3. Details on Display Board requirements:
      1. Overall display board size is 30” x 20” – either orientation – this is a standard size for both matte board and foam core board
      2. Any size/number of photos allowed on a board, may be more than one project.
      3. Board must be identified with member name and include brief captions for photos or description of overall Project(s) at least one detail photo is required.
      4. Work being shown must have been completed within the last three (3) years.
      5. Display must be mounted. Please include “wings” or “triangle legs” for standing upright on a tabletop.

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Prevailing Requirements for the Reinstatement of Fully Accredited Studios:

  1. Two letters from current suppliers
  2. Proof of Liability Insurance
  3. Two letters of satisfaction from clients
  4. List of ten projects completed during the last five years
  5.  Include images of one installation of at least 250 sq. ft. or more completed within the last five years.

Prevailing Requirements for the Reinstatement of Active Accredited Studio:

  1. Two letters from current suppliers
  2. Proof of Liability Insurance
  3. Two letters of satisfaction from clients
  4. List of ten projects completed during the last five years
  5. Include images of one installation completed within the last five years.

 

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Page 19

Section     III.  ? Standing Committees (continued)

Official Bylaws, Article IX. Committees

New Products and Merchandising Committee (NP&M)

Adopted: June, 2010 – Syracuse, New York

Composition and Terms of Office

  1. The Chairman and three of the five or more members shall be voting members of the SGAA.
  2. The Chairman and committee members shall serve a term of one year or until their successors are appointed.
  3. The Second Vice President shall be a member of this committee.
  4. The Chairman of this committee shall remain on the committee for a minimum of one year at the end of his term, in an advisory capacity.

Duties

  1. This committee shall be responsible for discovering, exploring and developing new products, projects and/or programs that will generate revenue for the association.
  2. This committee shall develop the associated merchandising strategies for all new products, projects and/or programs developed by or submitted to the committee.
  3. This committee shall seek sponsors and/or funding. Sponsors and funding sources need not be members.
  4. This committee shall insure that all products adopted shall benefit the goals and objectives of the association, not any one individual.

Procedures

  1. All products developed by or submitted to this committee will be verified as worthy of receiving the SGAA Seal.
  2. Submittal of any product, project and/or program will include:
  3. Name of product, project and/or program
  4. Name of manufacturer if not proprietary
  5. Sample, photo and/or outline to include any costs and/or budgeting considerations
    1. Any product, project and /or program shall be reviewed by the committee for:
    2. overall benefit to SGAA
    3. economic benefit to SGAA
    4. overall effectiveness of project
    5. feasibility/logistics of producing, shipping, storing, etc.
      1. The committee shall develop pricing and merchandising strategies for each product, project and/or program that is considered.
      2. The product, project and/or program will be submitted to the SGAA Board for final approval.
      3. These Rules and Procedures may be revised to meet the needs of the committee and the association.

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Section     III.  ? Standing Committees (continued)

Official Bylaws, Article IX. Committees

NOMINATIONS COMMITTEE: Mandated Committee – See Official Bylaws

Adopted: June, 1990 – Albuquerque, New Mexico

Composition and Terms of Office

As stated in Official Bylaws, Article VI, Section 1.

Duties

As stated in Official Bylaws, Article VI, Section 1.

Procedures

  1. The Nominations Committee report shall summarize the qualifications of each nominee and shall include the following:
  2. Length of time the nominee has held membership in the Association.
  3. Major committee activities.
  4. Committees served as Chairman.
  5. Elected positions previously held.
  6. Other information deemed appropriate.
  7. Members of the Nominating Committee are eligible for nomination.
  8. The President is not to be an ex officio member of the Nominating Committee but may be consulted regarding qualifications of potential candidates.
  9. In order to observe the performance of possible candidates a member of the Nominating Committee shall be in attendance at all Executive Board Meetings.
  10. Candidates who may be nominated from the floor shall have the opportunity to summarize their activities as in #1 above.
  11. Candidates for office shall be present in order to be elected to office.

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Section     III.  ? Standing Committees (continued)

Official Bylaws, Article IX. Committees

PUBLICATIONS COMMITTEE

Adopted: June, 1990 – Albuquerque, New Mexico
Amended: January 2011 – Kansas City, Missouri

Composition and Terms of Office

  1. The Chairman and three of the five or more members shall be voting members of the SGAA.
    1. The Chairman and committee members will serve a term of one year or until their successors are appointed.
    2. The Financial Secretary, Chair of the New Products & Merchandising Committee, Chair of the Marketing Committee and the SGAA Editor will be members of the Publications Committee.
    3. The Chairman of the Publications Committee will remain on the committee for one year at the end of his term in an advisory capacity.

Duties

  1. The duties of the Publications Committee do not include The Stained Glass Quarterly or any of the websites.
  2. The Publications Committee will be responsible to review all new materials to be released for public dissemination by the SGAA as requested by the board or at the request of an SGAA Committee.
    1. The Publications Committee will be responsible to review publications to keep all materials current and in good order, as requested by the board or at the request of an SGAA Committee.

Procedures

  1. For new publications developed by the Publications Committee, the committee will:
  2. Advise as to the best means of public release, i.e. Internet, print, or digital media.
  3. Recommend a budget for production and distribution.
  4. Establish a suggested time-line for production and distribution.
  5. Send recommendation to the Board.
    1. For existing publications sent to the Publications Committee for review, the committee will:
    2. Review for currency and adherence to SGAA objectives and guidelines.
    3. Suggest revisions and updates.
    4. Recommend a budget for production and distribution.
    5. Establish a suggested time-line for production and distribution.
    6. Send recommendation to the Board.

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Page 20


Section III.  ? Standing Committees (continued)

Official Bylaws, Article IX. Committees

RESTORATION AND PRESERVATION COMMITTEE

Adopted: June, 1998 – Houston, Texas

Amended: June, 2007 – Charlotte, North Carolina

Composition and Terms of Office

  1. The Chair and four of the seven but not more than the nine members of the committee are required to be accredited studio members of the SGAA.
    1. Requests to become a member of the committee must be in writing directed to the Chair. Applicant must demonstrate a proficiency in restoration to be considered. Acceptance by the Chair will be acknowledged in writing with approval of the Executive Board.
    2. The Chair and committee members will serve a term of one year or until their successors are appointed.
    3. The Chair will remain on the committee, in an advisory capacity, for one year immediately following the end of his term as Chairman.

Duties

  1. The Restoration and Preservation Committee shall promote the development and advancement of restoration techniques and materials in the craft of stained and decorative glass.
    1. The Restoration and Preservation Committee shall be responsible for modifying and upgrading the information contained in the Standards and Guidelines for the Preservation of Historic Stained Glass Windows, as published by the SGAA, with the approval of the Executive Board.
    2. The Restoration and Preservation Committee shall endeavor to provide information to the voting members of the SGAA regarding appropriate restoration techniques and materials, and sources for said materials.
    3. The Restoration and Preservation Committee shall endeavor to educate and empower the stewards of historic glass, the architects and the specifiers of restoration projects, and the public, so that they may make informed decisions regarding the preservation and restoration of historic stained and decorative glass.

Procedures – General

  1. For voting purposes, a majority of the constituted committee is reached when five members, one of whom must be the Chairman and at least two accredited members are in attendance.

Standards and Guidelines for the Preservation of Stained (and Leaded) Glass Windows

  1. All proposed changes to the Standards and Guidelines must be approved by vote of the Restoration and Preservation Committee. The Chair will then submit the recommended change to the Executive Board for approval.

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Section  IV. – Special Committees at Conferences

Official Bylaws, Article IX. Section 1., B

AUDITING COMMITTEE

As mandated by Official Bylaws, Article IV., Section 4.

Requires the election of three (3) members at the First General Membership Meeting of each Summer Conference.

The three members elected shall not be members of the Executive Board.

The Auditing Committee shall make a thorough examination of the financial records and reports covering the preceding fiscal year.

The Financial Secretary and Executive Administrator shall be available to answer questions from committee members.

This committee shall make a firm judgment as to accounting accuracy and make its report at the Second General Membership Meeting of each conference.

BUDGET COMMITTEE

As mandated by Official Bylaws, Article IV., Section 3.

The Budget Committee is chaired by the Financial Secretary, and the size of the committee is not mandated. The President may appoint additional voting members as deemed necessary.

The Budget Committee shall prepare a proposed budget for presentation to the Executive Board at the Winter Meeting. The committee shall make all suggested revisions and recommend a final budget to the Executive Board at the Summer Conference.

The final budget shall be adopted by majority vote of voting members present at the Second General Membership Meeting of the same conference.

COMMUNICATIONS COMMITTEE

As mandated by Official Bylaws, Article V., Section 5., A., 4.

President to appoint prior to the Summer Conference.

The Communications Committee acting in concordance with the wishes of the President shall perform in the realm of social obligations which pertain to the honoring and/or recognition of those who merit remembrances in their absence or a show of appreciation for their kindly deeds or services rendered to the Association. Resolutions to be presented to the General Membership Meeting are to be approved by the Executive Board.

CREDENTIALS COMMITTEE

As mandated by Official Bylaws, Article V., Section 5., A., 4.

President to appoint prior to the Summer Conference.

The Credentials Committee is charged with the responsibility of determining the number of legal voting members registered at the conference and shall make its report at the beginning of the General Membership Meeting where voting shall take place. The committee will rely on a membership roster of all voting members in good standing, provided by the Executive Administrator. The Credentials Committee Chair will call the roll of voting members when such action is requested by the presiding officer.

Page 23

 

 

Section  IV. – Special Committees at Conferences

Official Bylaws, Article IX. Section 1., B

ELECTIONS COMMITTEE

As mandated by Official Bylaws, Article IV., Section 2.

President to appoint prior to the Summer Conference. No person who is a candidate for elective office may serve on this committee.

The Elections Committee shall distribute, collect and count printed ballots following voting. Ballots shall be prepared by the Executive Administrator and shall list candidates presented by the Nominations Committee and candidates nominated from the floor, and shall allow space for write-in candidates.

Election rules shall follow procedures from Roberts Rules of Order, Newly Revised.

Section     V. – Employees and Contract Agents

Official Bylaws, Article VIII. Section 2, 13, 18 & 19.

EDITOR/MEDIA DIRECTOR

As mandated by Official Bylaws, Article VIII., Section 2., 19. and Article X., Section 2.

Any documents pertaining to the Editor/Media Director should be on file at the SGAA Headquarters and made available to officers and board members upon request (i.e. employment contracts, job descriptions, etc.).

EXECUTIVE ADMINISTRATOR

As mandated by Official Bylaws, Article VIII., Section 2., 18

Any documents pertaining to the Executive Administrator should be on file at the SGAA Headquarters and made available to officers and board members upon request (i.e. employment contracts, job descriptions, etc.)..

PARLIAMENTARIAN

As mandated by Official Bylaws, Article VII., Section 6.

Any documents pertaining to the Parliamentarian should be on file at the SGAA Headquarters and made available to officers and board members upon request (i.e. employment contracts, job descriptions, etc.).

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Section  VI. – SGAA Meetings and Conferences

Official Bylaws, Article VII – Meetings

MINUTES

Minutes of all meetings shall be kept on file by the Executive Administrator.

The responsibility for taking and preparing minutes rests with the Recording Secretary. Minutes will be prepared according to the recommended format in Roberts Rules of Order, Newly Revised. After approval by the Minutes Approval Committee, the Executive Administrator will distribute copies of the Executive Board Meeting minutes to all board members, and will arrange for the publication of the General Membership Meeting minutes.

MOTIONS

All motions brought before a meeting of the General Membership or the Executive Board shall be in writing. The motion slip shall be signed by the maker and the person seconding the motion. Appropriate motion slips shall be furnished by the Executive Administrator.

Motions adopted by the General Membership and/or the Executive Board shall be kept on file in a Motion Book maintained by the Executive Administrator

Upon completing the actions specified in any motion the motion slip shall be removed from the Motion Book. A report of the completed action shall be contained in the next report of the Executive Administrator.

Section VII. – Elections

Official Bylaws, Article VI – Nominations and Elections

NOMINATIONS AND ELECTIONS

Additional nominations from the floor may be made at the First General Membership Meeting. At the discretion of the presiding officer and with a motion from the floor, nominations may be closed at this meeting.

At the time of the election process at the Second General Membership Meeting, additional candidates’ names may be written in on the ballot in accordance with the latest edition of Roberts Rules of Order, Newly Revised.

Page 25


Section  VIII. – Awards

Approved: June, 1993 – Pasadena, California

The Executive Board has approved the following awards:

Lifetime Achievement Award

  1. The recipient shall have been involved in stained glass for a minimum of 25 years and shall have provided a significant service to the art and craft of stained glass.
  2. To consider a nomination, the Lifetime Achievement Awards committee must have a letter nominating an individual. The letter of nomination must contain a reason justifying the honor, some general academic and professional background, and may include previous honors, slides, prints or whatever else may influence the committee, or document a lifetime achievement.
  3. SGAA membership shall not be a requirement for any nominee. The committee will only consider nominees who are still living.
  4. The SGAA shall publicize the award and the proper procedure for nominating a candidate, and solicit nominations from the General Membership. Nominations for the award must be in writing, should be addressed to the Lifetime Achievement Award Committee of the SGAA, and must be received in the Executive Office by April 15th.
  5. The selection committee shall consist of the three immediate past presidents. The recipient of the award shall have the unanimous approval of the committee.
  6. One award shall be offered annually, but not necessarily awarded each year.  The names submitted to the committee will be held in strict confidence.
  7. The committee will notify the Executive Administrator of the recipient’s name by May 1st. The Administrator will have an engraved plaque prepared.

Distinguished Service Award

  1. The annual Distinguished Service Award shall be awarded to a member or employee of the Association who has provided a valuable service through a single project or by continuously dedicated service in various roles.
  2. There will be no limit on how many Distinguished Service Awards a person may receive.
  3. Nominations for the award must be in writing, should be addressed to the Distinguished Service Award committee of the SGAA, and must be received in the Executive Office by April 15th.
  4. The selection committee shall consist of the current President, 1st Vice President and 2nd Vice President, who will by majority vote, select the recipient of the award.
  5. One award shall be offered annually, but not necessarily awarded each year. The names submitted to the committee will be held in strict confidence.
  6. The committee will notify the Executive Administrator of the recipient’s name by May 1st. The Administrator will have an engraved plaque prepared.

President’s Award

The recipient of this award is chosen solely at the discretion of the current President. The recipient is honored with an 8” x 10” illuminated manuscript or an award as selected by the President.

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Section  IX. – Stained Glass School

Page 27

The Executive Board of The Stained Glass School in its meeting held at the 1990 SGAA Summer Conference in Albuquerque voted for a revision of the bylaws of the Stained Glass School. Elizabeth Perry was elected to head the SGS Bylaws Revision Committee. The SGS Revision Committee will write Rules and Procedures to be included in this manual. Items to be included in this manual include a copy of the SGS Articles of Incorporation, The Revised Bylaws and Rules and Procedures.