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Policies of South Dakota Organization of the Questers

(Dated December 15, 2020)

STATE/PROVINCIAL ORGANIZATION:

This organization shall follow THE QUESTERS International Bylaws, International Policies and these State/Provincial Policies. (International Bylaws, Art. XV Chartered States or Provinces)

The name of this organization shall be South Dakota Questers.

This organization shall neither modify nor countermand any action of the International Executive Board or of the International Council as defined in International Bylaws, Articles IV, VIII, XIII and XV.   

  1. THE STATE/PROVINCIAL EXECUTIVE BOARD

The South Dakota Executive Board, hereafter referred to as the Executive Board, shall include the elected officers, the Immediate Past State/Provincial President and the Parliamentarian. (International Bylaws, Art. XV-Sec. 4)

The elected officers shall include at least a President, Vice President, Secretary, Treasurer and as many other officers as the Executive Board deems necessary. (International Bylaws, Art. XV Sec.5)

In South Dakota, these additional officers are part of the Executive Board: 2nd Vice President and Corresponding Secretary     

  1. The Executive Board shall have authority to direct affairs of this organization and shall meet 2 times in THE QUESTERS fiscal year (June 1 thru May 31).  Special meetings to transact State/Provincial business may be called by the President or upon written request of two (2) members of the Executive Board.  A simple majority of elected officers shall constitute a quorum.
  1. ELECTED OFFICERS AND THEIR PRIMARY DUTIES:

The President shall:

  • Preside at all meetings of this organization.
  • Be an ex-officio member of all committees except the nominating committee.
  • Serve as a liaison officer between this organization and the International organization.
  • Be the State/Provincial’s delegate to the International Council meeting.
  • If no State/Provincial Parliamentarian, then maintain a complete file of Chapter policies within the State/Province and shall review all Chapter policies prior to submitting them to the International Parliamentarian for filing at Headquarters.

The 1st Vice President shall:

  • Act as the State/Provincial’s membership organizer.
  • Handle all disbanding chapters and reach out to the International First Vice President for assistance.
  • Perform the duties of the President in the absence or incapacity of the President.
  • Receive and process all applications for Chapter charters in their State/Province.

If there is a Second Vice President, they shall:

  • Serve as program chair for this organization.

The Recording Secretary shall:

  • Keep the minutes of the Executive Board and Council meetings of this organization.
  • Send by email a copy of the minutes of each Executive Board meeting to the members of the Executive Board.
  •  Send by email a copy of the minutes of the State/Provincial Council meetings to the members of the Council.

If there is a Corresponding Secretary, they shall:

  • Send such mailings as the President and the Executive Board direct.
  • Assist the President with official correspondence.

The Treasurer shall:

  • If collecting member’s International dues from Chapter Treasurers, retain the allocated State/Provincial portion and send remainder by one check to Headquarters by May 1.
  • Deposit the allocated State/Provincial portion of each member’s annual International dues in the General Fund account to be used for the organization’s administrative expenses.
  • Maintain all State/Provincial bank accounts in the name of the State/Provincial organization and under such organization’s EIN – Employer’s Identification Number.
  • Assist the Executive Board with their oversight of all such accounts.
  • Keep an account of all receipts and expenditures and pay bills as directed by the Executive Board.
  • Acquire verbal approval from the president before paying all bills $25 and over.
  • Keep all financial records for (7) years and electronic or paper ledgers permanently.
  • Fill out the annual financial form sent by Headquarters at the end of each fiscal year (June 1-May 31) and send to Headquarters by June 30.  The information facilitates the Headquarters Administrator’s online filing of the State/Provincial IRS FORM 990.
  • Work with Executive Board to set a budget. An annual financial statement and proposed budget must be submitted to the International Treasurer by June 30.
  • Provide the organization’s financial statements for annual review by a two (2) member committee or a Certified Public Accountant.   
  1. GENERAL INFORMATION:
  • State/Provincial officers shall be elected for a term of two years or until their successors are elected, or in the case of a vacancy, appointed by the President. An officer having served more than one-half of a term shall be deemed to have served a full term. Offices shall be assumed June 1.
  • The President, Vice President, and Corresponding Secretary (if applicable), shall be elected on the even-numbered years and the Second Vice President, Third Vice President, Recording Secretary, and Treasurer on the odd-numbered years.

The Immediate Past President shall:

  • Serve as advisory, non-voting Executive Board member.  The Immediate Past President can vote when it’s by ballot.
  1. APPOINTED POSITIONS:

The Parliamentarian shall:

  • Be appointed by the President if this organization chooses to have a Parliamentarian.
  • Serve as an advisor and non-voting Executive Board member. The Parliamentarian can vote when it’s by ballot.
  • Attend meetings of the Executive Board, the State/Provincial Council and any other meetings when directed by the President.
  • Work closely with the International Parliamentarian and the Chapters within this organization when writing and revising their policies so they will conform to the International Bylaws and Policies.
  • Maintain a complete file of Chapter policies within the State/Province and shall review all Chapter policies prior to submitting them to the International Parliamentarian for filing.
  • Serve as the chair or a member of a Special Committee to prepare the standard State/Provincial Policies form which is to be presented to the Executive Board for review and a vote to approve. Send a copy to the International Parliamentarian to be filed at Headquarters.

Standing Committees:

  • South Dakota will have these standing committees: P&R, State Teller, Historian, Nominating Committee, Newsletter Editor, Website Editor. (International Bylaws, Art. XV- Sec.10)
  • The Chairs of Standing and Special Committees shall submit yearly reports to the President of this organization in advance of the State/Provincial Council meeting and as requested by the President.  The chairs shall also maintain files to be passed on to their successors.

Nominating Committee:

  • The Nominating Committee, including the Chair, shall consist of three (3) members who shall be appointed by the Executive Board.
  • No Chapter shall have more than one member on the committee.
  • The Nominating Committee shall solicit suggestions for candidates for State/Provincial offices from Chapters before January 15 of each year.
  • Each candidate must be endorsed in writing by the candidate’s Chapter.
  • A credential sheet reflecting the qualifications of the candidate shall accompany the Chapter’s endorsement.
  • The official ballot shall provide for write-in votes for candidates for whom credentials, Chapter endorsements and the consent to serve form are on file with the Nominating Committee.
  • The nominating committee shall prepare a slate of officers, one for each office.
  • A ballot shall be prepared by the Nomination Chair and mailed out by Nomination Chair to each voting State/Provincial Council member by February 15 of that year.
  • Ballots must be marked and returned to the election teller by March 15. The results of the election shall be announced no later than March 25.

The Teller shall:

  • Be appointed by the Executive Board.
  • Appoint two assistant tellers to help count the ballots.
  • A majority vote shall constitute an election.
  • Notify the newly elected officers and the State/Provincial President of the election results by March 25.
  • A teller’s report shall be furnished to the State/Provincial President. 
  1. THE STATE /PROVINCIAL COUNCIL:
  • The State Council shall meet at least once each year at a time and place to be determined by the Executive Board of this organization. No State/Provincial Council meeting shall be scheduled within the two-week period immediately prior to or following the International Convention or International Council meeting. (International Bylaws, Art. XV-Sec. 11-A & 15) 
  • During the Council meeting, the elected officers and appointed chairs shall provide annual reports and the Council will transact other business as deemed necessary. This organization may hold other State/Provincial gatherings. This organization shall have 1 State/Provincial meeting(s) a year.
  • The members of the State/Provincial Council eligible to vote shall be the elected members of the State/Provincial Board, currently appointed committee chairs, Past State/Provincial Presidents, and the President (or designated alternate) of each Chapter. If the office of president is served by co-officers, only one vote shall be cast by that office. If an officer holds two positions, they have only one vote.  (International Bylaws, Art. XV Section 14)
  • A member of the Council of this organization is entitled to cast only one vote.
  • In all cases, when casting a ballot, Chapter presidents shall follow the recommendations of their Chapter.
  • An individual may hold more than one office simultaneously.
  • Upon written petition, signed by two-thirds of the members of the Council, a special meeting of the Council shall be called within thirty (30) days after receipt of the petition by the Executive Board.
  • Special meetings of the Council may also be called by the Executive Board.
  • 51 percent of the total number of members of the Council shall constitute a quorum.  All transactions of business put to a vote require an affirmative majority vote.
  1. DUES:
  • Members of Chapters in this organization shall pay their annual International dues through their Chapter Treasurer by April 1 each year.
  • A member’s failure to pay annual dues by the end of THE QUESTERS fiscal year (May 31st) will result in forfeiture of membership. Late payment dues will reinstate your membership.
  • This organization will pay International dues by May 1.
  • In Chartered State/Provinces where the State/Provincial Treasurer collects the International dues, the Chapter Treasurers shall forward their members International Dues to the State/Provincial Treasurer by April 1st.  The State/Provincial Treasurer retains the predetermined per capita allotment and forwards the remaining International dues to Headquarters by May 1st. (International Policies – 7-E Section 3) (6/20) 
  1. SUBSIDIARY SOCIETY:
  • South Dakota does not have a Subsidiary Society. (International Bylaws, Art. XV-Section 3)

     There may be a Subsidiary Society affiliated with the State/Provincial organization. Any Society shall be governed by the Policies of the State/ Provincial organization and these International Bylaws. The purposes and guidelines of the Society shall be incorporated in the Policies of the State/Provincial organization.

  • A Chartered State/Province may have a Subsidiary Society comprised of dues paying members of existing Chapters.  The name, guidelines and purposes of this society are determined by that State/Provincial Board and stated in their State/Provincial Policies. (International Policies 18 G) 
  1. PRESERVATION AND RESTORATION PROJECTS:
  • State/Provincial Projects are accepted in even years for International Grants
  • State/Provincial Grants are accepted in even years for Chapter Projects. (See the sd-questers.org website for guidelines and application forms.) 
  1. MISCELLANEOUS POLICIES (see below for original South Dakota Questers policies) 
  1. WEBSITES AND SOCIAL NETWORKS (International Policy 26)
  • States/Provincial social networks shall not be used without the name of the State/Province preceding the word “Questers.” (International Policy 26-B)
  • Consistent with THE QUESTERS charter as a non-profit organization, advertising by a business, organization or individual is not permitted on websites. (International Policy 26-C)
  • A reciprocal link shall be established between State/Provincial websites and the International website. (International Policy 26-E (4)
  • South Dakota website: sd-questers.org
  1. CHAPTERS:

Chapters shall always maintain the principles and promote the objectives as set forth in THE QUESTERS Articles of Incorporation and the International Bylaws. Chapters shall be governed exclusively by the International Bylaws, the Policies of THE QUESTERS and by the Policies of the State/Provincial and Chapter organization.  (International Bylaws Art. XVII Chapters)

  • Chapter Officers: A Chapter shall have at least a president and a treasurer. The Chapter may determine what other officers they want, such as a secretary to record and maintain all minutes or a vice president.  A Chapter may have co-officers or a member may hold more than one office at a time.  (International Policy 3-N) 
  • To update existing Chapter policies or to prepare a new Chapter’s policies, the Chapters shall complete  and adopt the standard Policies for Chapter in Chartered State / Province form.   Completed forms are submitted to the State/Provincial Parliamentarian for review and then sent to the International Parliamentarian to be filed at Headquarters.  (International Bylaws Art. XVII Sect. 5)  If there is no State/Provincial Parliamentarian, the Chapter Policy forms are sent to the State/Provincial President for review. Policies become effective with the Chapter vote.

  Chapters in a Chartered State/Province that solicit financial support from other Chapters or from the public for a preservation and restoration project, a historic education project, International Scholarship and Fellowship Funds must obtain prior written approval for each scheduled fundraiser and each specific project or fund from the State/Provincial Executive Board. (International Bylaws Art. XVII Sect.6)     

  1. OBLIGATIONS OF THE CHAPTER AND ITS OFFICERS TO THE STATE/PROVINCIAL ORGANIATION:

All chapters and its officers must follow the International Bylaws Article XVII.

The chapters shall take turns serving on the State Nominating Committee in a rotation approved by the South Dakota State Executive Board.

The Chapter shall take turns hosting the Annual South Dakota State Convention in a rotation approved by the South Dakota State Executive Board.

The Chapter President shall submit a written annual report of chapter activities to the State President.

The Chapter shall mail two copies of their program handbook to the State 2nd Vice President by January of each year.

  1. 1 DISBANDING CHAPTER (International Bylaws Art. XV11-Section 7 and International Policies 3-C)

The Chapter must notify the State / Provincial First Vice President and/or the International First Vice President ([email protected]) and follow instructions provided to them.

  1. AMENDMENTS AND REVISIONS

Any Executive Board officer and Chapter officer of this State/Provincial organization may propose an amendment to the State/Provincial Policies in writing for consideration by the Executive Board of this organization.  Amendments to or revision of these Policies shall be adopted by an affirmative majority vote of the Council after being review and approved by the State. Provincial Executive Board.  A copy must then be sent to Headquarters for their permanent file.

10. MISCELLANEOUS: SOUTH DAKOTA STATE QUESTERS ORIGINAL POLICIES

EXECUTIVE BOARD MEETINGS

  1. The Executive board shall meet no less than twice a year. The date, time and place of the meetings shall be determined by the State President.
  2. The State Council shall meet once a year to conduct state business. This meeting shall be in conjunction with the State Convention.
  3. The Executive Board shall meet prior to the Council meeting to conduct state business.
  4. Attending and voting members of the Executive Board include: President, 1st Vice President, 2nd Vice President, Treasurer, Corresponding Secretary and Recording Secretary. The attending Immediate Past President and Parliamentarian do not have voting privileges.

ELECTION OF STATE OFFICERS AND APPOINTMENT OF COMMITTEE MEMBERS

  1. A past Chapter President or Designee serves as Chair of the Nominating committee.
  2. The Nominating Committee, which includes a past chapter president, or designee as chairman and two other members is chosen each spring in March with one member from each of the three chapters on the rotation list. The State President will notify the chapters in February of the rotation schedule. The chosen members will be approved by the Executive Board at the Spring Executive Board meeting. No chapter shall have more than one member on the committee. The Nominating Committee prepares the slate of officers and submits the slate to the membership for a vote. It is a special committee and ceases to exist when that assignment is completed and their final report is submitted. The Nominating Committee is autonomous from the State Executive Board.
  3. As part of the nominating process the Nominating committee will solicit suggestions from current executive Board members and chapter presidents and will review the annual reports submitted by chapters at the annual convention.
  4. Although officers are installed at the State Convention their term of office is June 1st to May 31st.
  5. The State Executive Board shall be a split board for the purpose of continuity. On the EVEN-NUMBERED YEARS the President, 1st Vice President and Corresponding Secretary shall be elected. On ODD NUMBERED YEARS the 2nd Vice President, Recording Secretary and Treasurer shall be elected.
  6. The term of office for state executive board members shall be two years. (International Policy Article XV, Section7) The immediate past president shall serve in an advisory capacity on the board, and according to state policies shall have no vote.
  7. The State president, with approval of the State Executive Board, shall appoint the following standing committee chairs: Parliamentarian, Historian, Newsletter Editor, Website Editor, and Preservation and Restoration Chairman and any other as deemed necessary. Standing Committee appointments shall be for two years, but not limited to two years. Standing Committee Chairs have a vote at council meetings, on state ballots and on state policy revisions and amendments.
  8. The State President serves as an ex-officio member of all committees with the exception of the Nominating Committee.
  9. Past State Presidents or past chapter presidents serve as chair of the Preservation and Restoration Committee.
  10. The Teller is appointed by the State Executive Board.
  11. State officers are elected by written ballot sent to those eligible State Council voters by February 15. Ballots shall be returned to the State Teller no later than March 15th. Officers are installed at the state convention but terms of office run from June 1stto May 31st. The members of the State Council who receive ballots on state officers include: elected members of the State Executive Board, currently appointed chairs of standing committees, past state presidents and the president of each chapter, who must vote the wishes of the chapter.
  12. To be eligible for the office of President or 1stvice President, a candidate must be an active member of South Dakota Questers. The candidate must also have served a full term as a chapter officer and as a member of the State Executive Board or as chairman of a standing committee. Any active member shall be eligible for any other office  and more than one member of a chapter may serve on the Board at any one time. ( International Bylaws Article XV,  Section 9)
  13. In the event of a board vacancy (with the exception of the president) the unexpired term of that office shall be completed by a person selected by the State Executive Board. In the event of a presidential vacancy or the president’s inability to act in the office of president, the 1stVice President shall become President. If the 1st Vice President is unable to assume the office of President the position shall be filled by a person selected by the State Executive Board. (International Bylaw XV, Section 8)
  14. Newly elected officers shall be announced at the State Convention and in the next issue of the Ring-Necked Flyer Newsletter.
  15. The State Treasurer will send copies of the current membership list to the following: two copies to the State President (one for the Nominating Committee Chairman’s file) and one copy each to the Recording Secretary, 1stVice President, Corresponding Secretary and the Ring-Necked Flyer (to assist in the production of the newsletter).

COUNCIL BUDGET

  1. The state budget shall include funds to support these activities:
  2. State Executive Board activities
  3. Appropriate International donations as designated by the State Executive board
  4. Expenses linked to production of the state newsletter and the state website shall also be included in the state budget. Cost for maintaining the website include domain registration, website hosting and website production software. Generally, domain registration and website hosting are renewed every three years. The state newsletter, The Ring-Necked Flyer, is available on line at https://sd-questers.org.  The newsletter is password protected. The login and password are the same 8-letter word starting with H. The login and password used for access the Quester Quarterly will be verbally given to council members and chapter presidents. The newsletter editor will e-mail the current newsletter to each chapter president and a hard copy will be mailed to each member that requests it that way.
  5. The state budget may also include funding for other items as deemed necessary by the Executive Board or a budget Committee.
  6. The state budget shall be approved by the state Executive Board and presented to the Council at the state Council meeting held in conjunction with the state convention. When necessary the budget may be amended by the State Council before being voted on by the State Council.
  7.  The treasurer’s records shall be audited either by two Quester members from chapters other than the State Treasurer’s chapter or by a CPA at the end of the Quester fiscal year. A report of that audit shall be provided to the chapters and the State Executive Board.
  8. Two signatures shall be on all the treasury accounts: the State President and the State Treasurer.
  9. Each chapter shall be encouraged to make a cash donation or contribute a basket or a saleable item for auction at the state convention. Those monies will be used to fund the State President’s Travel Fund which covers the travel expenses for the State President (or the approved state delegate) to the International Convention. These funds are tracked as a separate line item in the annual budget and in the annual financial report.If the entirety of the travel funds is not needed, the funds remain in the President’s Travel Fund and can be used to fund travel to the International Convention the next year. Depending on the funds available the travel fund will cover the cost of round-trip transportation to and from the International Convention, ½ of the hotel room for 4 nights, registration fee, and the cost of the President’s reception, the annual banquet and the annual luncheon at the International Convention.

STATE CONVENTION PLANNING

  1. The state shall hold an annual convention to be hosted by chapter(s) on a rotating basis. Appointed chapters may agree to co-host or one chapter host with the 2nd chapter as an assisting chapter. The Executive Board will establish the rotation schedule for host chapters and will consult with the chapters. RE: co-hosts v assisting chapters.
  2. Individual chapters hosting the state convention shall appoint a convention chairman at least 2 years in advance of the convention. Chapters may request $500 start-up funds from the State Treasury 15 months before the convention.
  3. The date of the state convention is proposed by the hosting chapter and approved by the State Executive Board. The host chapter proposes two dates to the State Executive board based on facility availability with final date selection by the State Executive Board.
  4. State conventions will be held in the spring, preferably April or May. State conventions must not be held 2 weeks before or after the International Convention.
  5. The host chapter shall establish the time and location of the convention at least 1 ½ years (preferably 2 years) prior to the convention they are hosting. The chairman will submit a report at each subsequent State Executive Board meeting or, at the discretion of the President, will attend each subsequent State Executive Board meeting to provide an update on convention plans and to gain approval from the Board for the proposed agenda, programs, convention costs, etc.
  6. The host chapter shall issue a convention invitation at the annual State Convention preceding their convention.
  7. The convention chairman shall keep an accurate written report of the convention committees, activities, and decisions and shall forward a final convention report to the State president no more than 60days after the conclusion of the convention.
  8. The State President shall provide copies of the report to the State Treasurer and the convention chairmen of the next two state conventions.
  9.  Initial funding for the state convention shall be financed by the host chapter. The State Treasurer shall budget a start-up fund of “up to and not exceeding $500” to be available to the host chapter to be used for necessary expenses that need to be paid before the registration funds are received. Any start-up funds provided to the host chapter must be paid back to the State Treasury as part of the final convention budget reconciliation.
  10. At the conclusion of the convention, the hosting chapter(s) shall be reimbursed for all convention expenses using convention registration funds, etc. Any funds remaining after all expenses are covered shall be sent to the State Treasury no more than 60 days after the convention.
  11. If, as a result of circumstances beyond their control, the chapter(s) hosting the state convention should incur a deficit, they shall apply to the State Executive Board for financial assistance.
  12. Convention plans should include provisions for auction of baskets or other saleable items donated by the chapters, with funds to go to the President’s Travel Fund. NOTE: Only state Questers may bid. Convention plans should also include a raffle of items chosen by the host chapter with funds to go to the State P & R Fund. Host Chapter may raffle or sell one item with funds designated to go to their local P & R project.

STATE CONVENTION / COUNCIL MEETING DELIGATES

  1. The Chapter President shall be the official delegate of the chapter to the state convention and shall vote on all Quester business requiring a vote at the convention. In the event the Chapter President cannot attend the state convention and or State Council meeting, the chapter President shall appoint an alternate who is authorized to vote for the chapter.
  2. In order to conduct effective state business at the State Council meeting each chapter should be represented at the meeting. Chapter members who are not authorized to vote at the State Council meetings are nonetheless strongly urged to attend the state council meetings and state conventions.
  3. The chapter president or the chapter delegate shall submit a written annual report of chapter activities to the State President at the State Council meeting of the state convention and shall provide an oral report to those in attendance at the State Council meeting.

CHAPTER RESPONSIBILITIES

  1. Individual Quester chapters shall meet at least nine (9) times a year. Date and times of meetings shall be established by each individual chapter.
  2. Chapter meetings shall include chapter business, state or international business when appropriate and informative programs pertaining to preservation and restoration, collecting, antiques, etc.
  3. Dues for the next fiscal year (June 1 to May 31) shall be collected by each chapter and remitted to the state Treasurer prior to April 1. Date changed
  4. Chapter officers shall be elected by chapter members in the spring, no later than March15th.
  5. When annual dues are remitted, the chapter treasurer shall also submit a current membership list including names, addresses, e-mail addresses and telephone numbers of its members and a list of the chapter officers for the upcoming year.
  6. Chapter President shall e-mail the Ring-Necked Flyer Newsletter to the chapter members after she/he receives it from the Newsletter Editor.
  7. New members joining between June 1 and February 1 pay full dues for the current fiscal year. A member who joins after February 1 does not need to pay dues until the next fiscal year.
  8. Chapters are encouraged to submit chapter member’s name to the State Nominating Committee for consideration for state office. 

CHAPTER FUNDRAISERS

  1. Any chapter wishing to engage in fundraising activities that involve the general public or Quester members from outside the sponsoring chapter must submit the project in writing to the State Executive Board for approval prior to the event. (International Bylaw Article XVII, Section 6-A) Approval can be accomplished via a State Executive Board meeting or via e-mail or telephone confirmation by the voting members of the Executive Board. The State President will send the chapter a written or an e-mail confirmation of the Executive Board’s decision.
  2. All monies earned from a fundraising project that involves the general public or Quester members from outside the sponsoring chapter must be used for preservation and restoration projects. (International Policy 3-F & 7-I) These funds must be designated as P & R funds and must be kept in an account separate from general chapter funds.
  3. Fundraising projects which do not involve the general public and/or Quester members from outside the sponsoring chapter do not need the approval of the State Executive board. If the general public is not involved in the fundraising activity (i.e. the activity includes only local chapter members) the funds DO NOT need to be used for preservation and restoration projects. ( International Bylaw Article XVII, Section 6-C)
  4. Chapter contributions to the State Preservation and Restoration Fund should be sent to the State Treasurer no later than April 1.

NOTE: Chapters are expected to mail 2 copies of their program handbook to the 2nd Vice President by January of each year.

Revised 12/2020

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