Operating Policy & Procedures

The following policies and procedures are guidelines for the Dallas Summit Board of Directors to reference with regard to making policy decisions. Bylaws govern the organization, while policies and procedures provide guidance.


Membership

Categories.

a.      Active.

Active membership has historically been limited to 100 women leaders with diverse backgrounds in ethnicity, age, profession, and fields of interest. Any exceptions will be approved annually by the Board of Directors with input from the Membership Committee.

An Active member who either does not pay her annual dues nor fulfill her attendance requirement by the designated deadline will automatically be transitioned to Associate status and be given one additional month in which to pay her annual dues and/or fees. If at the end of that time, a member still has not remitted full payment, the Board of Directors at its sole discretion, may terminate that member’s membership.

b.      Associate.

Associate membership may be granted by the Board of Directors to an Active member, in good standing, after three (3) years of membership. An Associate member will pay annual dues, but not be counted in the Active membership headcount, and will not be a voting member. An Associate member will receive all Dallas Summit communications, may attend any Dallas Summit activity, and may second the nomination of a candidate for membership.

c.      Inactive.

Inactive membership may be granted to an Active or Associate member who has actively participated in The Dallas Summit but is currently unable to fulfill membership obligations. An Inactive Member will not pay annual dues, cannot vote, and will not be counted in the Active membership headcount. Inactive members will receive all communications from The Dallas Summit, may participate in any Dallas Summit activity, and will be required to pay any program- related fees, i.e. Mid-Winter dinner, Annual Meeting, etc.

An inactive or former member may rejoin the Dallas Summit as an Associate Member by submitting a request to the Membership Chair and completing the Request to Rejoin form on the Dallas


Summit website. The Membership Committee shall consider rejoining requests as received and make a recommendation to the Board for approval.

Good Standing.

a.      An Active member is in good standing upon completing the following during the fiscal year:
  • Paying annual dues on or before the deadline determined by the Board of Directors.
  •  Attending two (2) Dallas Summit activities during the fiscal year and no later than the deadline set by the Board of Directors.

The Membership Chair will notify Active members not in good standing at least three months prior to the end of the fiscal year.

b.      An Associate member is in good standing upon payment of annual dues no later than the deadline determined by the Board of Directors.

Proposal of New Members; Election to Membership.

a.      Each nominee must have an Active sponsor and two co-sponsors who are Active or Associate members of The Dallas Summit. Co-sponsors may endorse the nomination with an original or electronic signature, or an email confirmation.
b.      Only an Active member in good standing (Bylaws, Article II, Section 3) and who has completed one full fiscal year of membership may serve as primary sponsor of one nominee. In addition, any Summit member in good standing may also co-sponsor one nominee.
c.       No member serving on the Membership Committee may sponsor or co-sponsor a nominee during her term on the Membership Committee.
d.      Active members sponsoring a nominee are encouraged to engage a diverse group of members as co-sponsors for the prospective member.

Membership Dues.

a.      Annual membership dues, that are in line with the operating budget, are determined by the Board of Directors.
b.      Dues invoices will be sent annually.
c.       Invoices will note the deadline for paying dues.
d.      Dues may be paid by check or online at www.dallassummit.org.
e.      Annual dues shall be remitted no later than the deadline determined by the Board of Directors.

Membership Meetings.

The Dallas Summit shall conduct an annual meeting of the membership to vote on the following items:

a.      Approval of the minutes of the previous annual meeting.
b.      Election of new members.

c.       Adoption of the slate of officers, committee chairs, and the Nominating Committee for the next fiscal year.
d.      Other business that may need membership approval

Programs and Events.

Most Summit programs and events are for members only. On occasion, members may bring a guest and a fee may be assessed. Summit program invitations will note when guests are permitted.

Program Fees.

The Dallas Summit plans several programs for members, which may involve a cost (venue, speaker, food, etc.). The Summit budgets and pays for these activities in advance. Members who sign up for these events must cancel 48 hours in advance or they will be assessed a “no-show” fee, the amount of which is determined by the Board of Directors.

Termination of Membership.

The Board of Directors may terminate a member (Bylaws, Article III, Section 5) for not paying dues and/or fees. Fees that may be approved by the Board of Directors include, but are not limited to, fees for failure to cancel attendance at least 48 hours prior to an event for which the Dallas Summit has incurred costs and for which a member has signed up (“no-show” fees). In some circumstances the Board may, at its discretion, waive any fee for a member.

An Active member also may be terminated for failure to attend a minimum of two (2) Dallas Summit activities each fiscal year. Required attendance of two (2) activities for Active membership shall be completed by the deadline specified by the Board of Directors. In some circumstances the Board may, at its discretion, waive the meeting requirement for a member.

Board of Directors

1.      Officers and Committee chairs shall attend all regularly scheduled meetings of the Board of Directors.
  • Board of Director meetings may be held in person or virtually.
  • Committee chairs shall give regular progress reports to the Board and to the general membership, when requested.
2.      Any committee may be led by co-chairs, with the exception of the Nominating Committee.
3.      In consultation with the President, each chair and co-chair, if applicable, may select members (Active and Associate) to serve on their committee.
4.      The President and President-Elect serve ex officio on the Nominating and Membership Committees.
5.      The Treasurer shall issue all checks deemed appropriate and authorized by the President. Checks exceeding $1,500 must be approved in writing by the President; an email approval is acceptable.
6.    The Board shall determine the amount of annual dues no later than January of each fiscal year.

7.   The Dallas Summit Administrator shall report to the Board President, who will set priorities and oversee the Administrator’s work.

  • The Dallas Summit Administrator shall annually sign an independent contractor agreement.
  • The Board President and President-Elect shall conduct an annual assessment of the Administrator’s performance.
  • Summit members shall first contact the Board President for any work for which they need the Administrator’s assistance.

These policies may be amended by the Board of Directors at any time.


Approved by Dallas Summit Board of Directors, as amended on August 17, 2021.


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