Tulsa Dungeon Society

II. Purpose

To provide a document of standard operating policies and procedures for the Tulsa Dungeon Society. Herein referred to as TDS.

II. General

All revised and/or amended documents to be noted, dated and filed with the secretary.
Only the Membership Coordinator and Treasurer will hold membership records. Membership in TDS is confidential and members’ names will not be released except to Officers of the board without the member’s written permission. This will exclude scene names and e-mail addresses.

III. Membership Policies

Must be at least 21 years of age and have valid photo ID.
Complete an application package and submit a $30 nonrefundable fee to the Membership Coordinator with the last quarter (October, November, December) being a rollover.
Within 90 days of the application date, attend one TDS munch, one TDS party and a TDS orientation class.
Be approved by the board for full membership after completing all steps. Date of application shall be the date membership goes into effect.
Membership dues are to be remitted by December 31st of the current calendar year for the upcoming year.
“Member in good standing” shall be defined as having paid dues by the deadline and having no current suspensions or disciplinary actions.
Removal of a Member & Disciplinary Actions
1. Written warning will be issued by the Protocol Director.
2. Suspension from TDS activities. A suspension will be reviewed at least every six months.
3. Expulsion from TDS.
4. At the discretion of the board and based on the seriousness of the offense, any of the above disciplinary actions may be used. A majority vote of the board with a quorum present is required to remove a member.
5. The action of the board is determined to be final and may not be appealed.
6. A member who has been removed may re apply for membership after a period of one year from the removal date.
7. Membership will be immediately terminated for any member who threatens the security of TDS, its Board and or its members by judicial means. This shall include but not be limited to, bringing or threatening involvement or naming in personal lawsuits, divorce proceedings, and or any legal actions. The termination shall be immediate and permanent.
8. In the event that a member is charged and/or convicted of a felony offense their membership will be terminated permanently.

IV. Election Procedures Policy

Qualifications

The President and Protocol Director must have remained members in good standing for a minimum of two consecutive years prior to the election.
All other Officers must have remained members in good standing for a minimum of 12 consecutive months prior to the election.
Deadline for one or two year requirement shall be based on election date.
Must attend 75% of all regular board meetings and 60% of other official functions.

Terms

All Executive board positions will serve a term of two years.
The balance of the board (MAL) will serve a term of one year.
There is no limit to the number of terms that an Officer may serve.
President, Membership Coordinator, and Education Director shall be elected in the odd year.
Protocol Director, Vice President, Treasurer, and Secretary shall be elected in the even year.
Members at large will be elected in both the even and odd years.
Terms shall be effective annually on March 1 of any given year.

Nomination and election of Officers of the Board

In October the Board Development Committee (BDC) will meet and announce at that months munch a call for nominations for open board positions.
It will be the duty of the Board Development Committee to screen, interview and educate nominees as to the duties and requirements of the desired board position.
After all the nominees have met with the BDC, that committee will then determine the best candidate for each open position.
The BDC will present to the membership a slate of nominees at the January munch.
At the February munch the membership will vote to accept or reject the slate of Officers by secret ballot. A simple majority of those members present will constitute an action of the members.
If the BDC does not fill all the open positions from their potential nominees then nominations may be taken from the floor at the January munch to fill those vacant positions.
In the event that the membership declines to accept the slate of Officers that the BDC has selected.
1. BDC is charged with re convening and selecting a new slate of Officers to be presented at the following munch.
2. The membership will vote at the following munch after the presentation of the new slate of nominees.
3. The Officers of the Board will remain in their current positions until a replacement has been elected.

V. Policy and Procedures for Officers of the Board

All Officers of the board are expected to be a positive representative of TDS.

All Officers are expected to network with other local, state, regional and as necessary, national BDSM/Leather organizations to help promote and further the mission and purpose of TDS.

Welcome all new members and interested parties at TDS functions & parties.

All Officers of the board must remain members in good standing.

The Board shall review the Bylaws biennially and convene a committee if needed and necessary to revise and/or update.

President

Plan and preside over board meetings and regular meetings when in attendance.
Responsible for managing the business functions of TDS.
Shall preside over the Director of Protocol when a complaint has been lodged against that position and issue any and all appropriate actions.
Shall keep a copy of the current year's approved minutes.
Shall keep a copy of the current membership roster.
Secure volunteers as needed to set-up the greeting table at munch.
Shall be responsible for communications with the membership.

Vice President

Shall preside at all meetings the President is unable to attend.
Be the coordinator of safety at social and/or educational events.
Will serve as an ex-officio member of all committees.
Shall be responsible for ensuring that all club property is maintained.
Shall serve as Dungeon Master at official parties when in attendance and shall appoint a replacement when unable to attend.
Shall provide a minimum of one Dungeon Monitor class per year.
Shall maintain and stock the first aid kit and ensure that it is at all official play parties.
Shall be responsible for setting up play equipment before each party and breaking down and storing afterwards.
Shall provide a report on the contents of the first aid kit and the condition of TDS play equipment at each board meeting.

Director of Protocol

Shall preside at all meetings when the President and Vice President are unable to attend.
Shall be responsible for ensuring that we act in accordance with our own bylaws and standard operating procedures and policies.
Shall chair the bylaws committee biennially if needed.
Shall be responsible for ensuring that any disturbances at club functions are brought to the attention of the rest of the board so appropriate action can be taken.
Shall inform the board of any and all complaints as received.
Shall investigate complaints lodged and report the results of such to the rest of the board for a common discussion and decision.
Shall be available to arbitrate disputes between members.
Shall keep a copy of the current bylaws and SOPs at all official TDS functions.
Shall serve as Sergeant at Arms at all official meetings.

Education Director

Shall preside at all meetings when the President, Vice President, and Protocol Director are unable to attend.
Shall be responsible for the development and implementation of an agenda designed to educate the membership about techniques, ideas and safety as they relate to BDSM practices and philosophies.
Shall poll the membership about the things they wish to see or learn, one time per year and present results at the annual meeting in February.
Shall solicit members and non-members to present educational demos, discussions, etc., based on membership desires.
Shall coordinate the presentation of a demo and/or discussion on a monthly basis, except during the month of the TDS event, December and February.
Shall coordinate the presentation of the orientation class six times a year.
Shall provide the membership coordinator with a list of all who have attended orientation classes.
Shall be responsible for ensuring the web site is current and forwarding all corrections to the webmaster.
Shall have on hand no less than 5 orientation packets at each munch.
Shall be responsible for making monthly announcements of demos and discussion topics and posting same to the open and member’s lists.
Shall be responsible for posting announcements of when orientation classes will be held to the member’s and open list.
Shall serve on the Event Committee.

Treasurer

Shall preside at all meetings when the President, Vice President, Protocol Director and Education Director are unable to attend.
Shall be in charge of and record all financial matters.
Shall provide a financial report at each monthly board meeting.
Shall deposit all monies into the bank account in a timely manner.
Shall work closely with the membership coordinator on collecting monies due.
Shall provide host/hostess of parties with a check to cover cost of supplies each month ($20).
Receipts are due within 60 days of the date incurred, to the Treasurer, in order to qualify for reimbursement.
Shall work closely with the finance committee to ensure audit reports are done and presented to the board on time.
Shall write a receipt for all money transactions.
Must provide documents to the finance committee for a quarterly audit.

Secretary

Shall preside at all meetings when the President, Vice President, Protocol Director, Education Director and Treasurer are unable to attend.
Shall record, transcribe and distribute copies of approved minutes of all board meetings and membership votes.
Shall keep a file of the board approved minutes of all meetings.
Shall be responsible for all correspondence and keeping a file of same.
Shall keep an up-to-date copy of the bylaws, SOPs, addenda and amendments.
Shall keep a record of attendance at board meetings, munches, parties and events.
Shall maintain the bylaws, SOPs and party rules and provide an updated copy to the membership when changes are made.
Minutes must be approved by the board and posted to the member’s list no less than one week prior to the next meeting.
Shall provide the president with a copy of each monthly board meeting minutes.
Shall see that any business conducted at the munch (i.e. voting) be added as an amendment to that month’s board meeting minutes and posted to the board for approval.

Membership Coordinator

Shall preside at all meetings when the President, Vice President, Protocol Director, Education Director, Treasurer, and Secretary are unable to attend.
Shall be responsible for collecting membership dues, issuing receipts and handing monies with receipts to the Treasurer.
Shall notify all voting members of dues owed and collect them in a timely manner.
Shall keep a current copy of the membership records and signed release forms.
Shall provide applicants with a copy of the application packet.
Shall provide membership cards to all members.
Shall post to membership list about membership dues beginning in September.
Shall keep on hand a three ply copy receipt book. One receipt goes to members/applicants. Second receipt goes to the Treasurer along with any monies taken. Third receipt stays with the membership coordinator.
Shall turn in a monthly report of board attendance at the official play parties and munches to the Secretary.
Must maintain RSVP list for official parties and monthly demos.
Is responsible for validating IDs against RSVP list at each party.
Shall provide President with updated monthly membership roster.

Member at Large

Shall be responsible for helping out other board members when asked.
Shall be responsible for the selling of t-shirts and cookbooks.

Resignation of an Officer

A board member may resign at any time by giving written notice to the President.
In the event that the President is resigning s/he may give written notice to the Vice President.
Written notice should include effective resignation date.
A person resigning from the board will not be eligible to hold any position on the

Board for a period of one year from the date that their term would have ended.

Removal of an Officer

If an Officer has demonstrated a failure to follow bylaws, rules, and/or SOPs,

that Officer will receive disciplinary action ranging from a written warning up to

expulsion from the board.

Any board member may call for the removal of another board member.
Any action calling for the removal of a board member must have a 10 day waiting period after the action has been brought before the board before a vote may be called.
A super majority (majority plus one) of the votes cast with all standing Officers voting shall constitute the action of the board. All standing Officers shall cast a vote. Non votes shall count as abstention.
A person who has been removed from the board will not be eligible to hold any position on the board for a period of two years from the date that their term would have ended.

Replacement of an Officer

Officers of the board will fill any vacant positions with a current Member at Large or a past board member.
Officers of the board will consult with the Board Development committee when selecting a replacement for vacant positions.
In the event that a board position becomes vacant during the
regular election process the Board has the option of filling the
position with an MAL, a previous Board member or asking the BDC to
include that position on their slate of officers to be presented at
the January munch.

Replacement of a Vacant Member at Large

In the event that a Member at Large position is left vacant other than during the regular election time frame the Officers of the board will appoint a replacement for the remainder of that Officer’s term after consulting with the BDC.

Regular Board Meetings

The Board will convene at least once a month.
Officers of the board shall conduct routine TDS business.
All members, prospective members and guests are welcome to attend.
A majority of votes cast in which a quorum is present shall constitute the action of the board.

Closed Board Meetings

May be called at the direction of the President or by a majority of voting officers.
Business affecting the board or general membership in regard to confidentiality or disciplinary actions shall be conducted in a closed board meeting.
Only the Officers of the board and those persons specifically requested may attend.
Any actions brought before the board during a closed session shall be determined by a simple majority when a quorum is present.
On line board e-list shall be considered a closed meeting and confidential in nature

Confidentiality

Keep private information private.
What is discussed between board members including but not limited to disciplinary actions shall not be discussed outside of the board members e-list or meeting.
Keep board business to the board e list or board meeting.

Code of Conduct

Be committed to the mission of TDS
Act in a manner consistent with the mission and values of TDS
Focus my efforts on the mission of TDS and not on my personal goals
Accept responsibility and share power in order to work as a productive, cooperating member of the Board of TDS
Avoid conflicts of interest between my position as a board member and my personal and professional life.
Support in a positive manner all actions taken by the Board even when I am in a minority position on such actions.
Never exercise authority as a board member except when acting in a meeting with the full board or as I am delegated by the board.
Keep confidential matters confidential.
Be accountable to the membership and the community for competent, conscientious and effective accomplishment of the obligations of the Board
Ensure that discrimination is never practiced at TDS
Act in a manner consistent with this Code of Conduct despite personal opinions, values or differences.
Attend meetings consistently, prepare for meetings, participate fully, and otherwise fulfill my fiduciary obligations to TDS
To disclose all conflicts of interest as they arise
Agree to uphold all TDS policies and procedures

Conflict of Interest

An action by the board that might result in a personal gain for you, your family or a dependant including, a personal interest or gain in any contract transaction.
Your responsibility as a board member

To consider all actions by the board (and its committees) in light of whether you may have a conflict- real or perceived.

To disclose- whether you think it is an actual conflict or not.
Not to exert influence regarding any decision making regarding an action.
Not to participate in any discussion regarding the action.

c. Procedure for handling a conflict of interest.

When a board member considers that a conflict of interest exists with respect to an agenda item, he or she shall disclose this fact at the meeting.
Once disclosed, the President or in his/her absence the acting chair shall exclude the member from discussion, deliberation or attendance in regard to the action.
When a conflict of interest has been disclosed, the member’s name and the conflict and action shall be recorded in the minutes under the appropriate agenda item.

Grievance Policy

In situations where differences arise between board members it is advised to first try and resolve these differences between the parties involved.
If a third party is needed, the Protocol Director is to be informed and involved. Under no circumstances shall differences be made public or involve other members of the organization.
If the issue is in regard to the PD, an appeal should be made to President to intervene.
Questions about specific job duties should be directed to the specific Officer who is responsible and not in any open forum.

Standard of Appearance

Must adhere to the dress code and set an example by maintaining a vanilla standard of dress when required of the membership.

VI. Committees

Unless otherwise specified herein, committee membership shall be open to any TDS member is good standing.
Committee members are expected to be full participants in meetings and discussions. Failure to participate may result in removal from the committee by the chair.
A committee member may resign from the committee by notifying the chair.
A committee chair must select a replacement if the number of committee members is less than three after a resignation.
Ad hoc committees shall form and dissolve as needed per the discretion of the board.
Standing committees shall function year round.

Standing Committees

Finance Committee

Is responsible for quarterly audits of the TDS financial records.
1. Audit reports will be presented at the May, August, November and February board meetings.
2. End of the year audit summation is to be presented at the February board meeting.
Upon request, the finance committee may assist the Treasurer with duties concerning financial reporting.
This committee will consist of a chairperson, the Treasurer and at least one other member in good standing.

Board Development

Will work to recruit and retain qualified board members.
The committee will work in conjunction with the Officers of the board to develop good board standards and practices.
This committee shall meet no less than three months prior to a scheduled election.
During the election process this committee will screen, interview, inform and educate potential board members as to qualifications, duties and requirements.
This committee will consult with the Officers of the board in connection with nominees and the election process.
This committee will nominate to the membership all Officers of the board during the general election time period.
This committee will consist of a chair that is appointed by the board from the general membership, the Vice President and at least one other member who has volunteered to serve. This committee shall not exceed 7 members.

Education Committee

Is responsible for assisting the Education Director in establishing, coordinating and facilitating demos, orientation classes and support for TDS members.
At a minimum the education committee consists of two TDS members in good standing and chaired by the Education Director.

Ad Hoc Committees

Standard Operating Policies and Procedures (SOP)

Anytime a SOP review is done the board will announce to the membership how to join the SOP committee. The membership is allowed and invited to attend the meeting and state their opinions on changes that they would like to see. The board will then discuss changes and present said changes to the membership for a yearly vote of approval or disapproval.
Vice President shall chair this committee and provide to the board any SOP changes, revisions and/or amendment proposals to the Board within 90 days of the initial SOP meeting.
At the discretion of the board and with the express written request of the committee chair more time may be allotted for proposed changes to be drafted.
In the event that the membership does not approve the proposed SOP document the current document shall remain in effect until a new document is ratified by the membership.

Food Pantry

Is responsible for the collection of food items for donation.
Is responsible for the distribution of donated food items for TDS members and their families.
Is responsible for maintaining records of items collected and donated and making a report to the board at the monthly meeting.

VII. Fiscal Policies

$25 may be spent by any board member per month without the approval of the board.
$25- $100 may be spent with a vote of the majority of the board.
Any expenditure above $100 must have the approval of the membership.
Any transactions involving money shall be receipted.

VIII. Confidentiality Policy

TDS does not guarantee confidentiality
Do not disclose any information that could be damaging to another member.
Do not disclose participation in group activities.
Do not discuss or disclose names, statements or the actions of anyone that attends our meetings, munches, parties or events. Including verbal and written discussions as well as internet lists.
Do not approach others from this group in public.
Breaches in confidentiality will result in disciplinary action up to and including permanent expulsions from TDS.
Please respect the privacy of TDS members by not revealing any personal information about them. Only they have the right to reveal their legal name, address, etc. to others. A useful mnemonic for the code is HIDE TDS: Honor, Integrity and Discretion lead to Enjoyable TDS.