POLICIES, PROCEDURES AND PRACTICES
MID-WEST TOOL COLLECTORS ASSOCIATION, INC.
The contents of the 3Ps have been approved by the Board of
Directors. Where there might be a conflict with the Bylaws of the Mid-West Tool Collectors Association, Inc., the Bylaws will take precedence. Changes to the contents of the 3Ps require approval by a vote of the Board of Directors.
CONTENTS
1. GENERAL POLICIES
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The logo of the Mid-West Tool Collectors Association shall include the Connecticut Hand Adze.
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The subscript “For Those Who Collect, Use and Appreciate Antique Tools” shall
appear at the bottom of the logo in the same style of lettering as the initials
M-WTCA. -
Logos used on the Association letterheads and envelopes shall be as pictured below. Blue ink should be used if possible. At the Fall 2016 semi-annual meeting, the Board approved changing the subscript to “For Those Who Collect, Use and Appreciate Antique Tools’. This change is effective as of that date for all new uses, and where it is practical, and time permits for existing uses. The subscript should be used wherever possible.
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*Roberts Rules of Order take precedence at all meetings of M-WTCA.
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Annual membership dues shall be paid in U.S. Dollars, by a check or money order drawn on a U. S. bank, in the amount of $25.00 for members residing in the USA, $40.00 for members residing in Canada and $60.00 for members residing in other countries. The Board has approved the payment of dues by PayPal for new members only.
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Mailing labels of association members will be sold to members for personal use, if the use does not conflict with any planned M-WTCA activity, only on a prepaid basis. The charge for a complete list is two hundred dollars ($200.00).
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Board of Director meetings shall be held on one of the three days of each National Convention.
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Compensation shall be made to the Treasurer at an annual unit-processing rate of $1.85 per
member based on membership total at the close of the Fall National Convention. Compensation to be made in four (4) equal installments paid in March, June, September, and December. -
The Treasurer shall maintain adequate funds in a restricted reserve account to cover unforeseen expenses and shortfall in income and other emergencies. It is recommended that the reserve account be maintained at 50% to 100% of the annual operating budget.
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The Secretary of M-WTCA shall be reimbursed for the cost of three room-nights at the designated hotel for each National Convention.
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It is the duty of the Scrapbook Committee to maintain the M-WTCA scrapbook and/or
photo albums. -
The spouse of a member is considered as a member of the Auxiliary.
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Upon the death of a member, the membership will be transferred to the spouse only
for the remainder of the calendar year. This includes life memberships. -
The Vice President of Meeting Planning shall receive compensation in the amount of $1000 per National Convention if he serves as host and meeting organizer. For National Conventions hosted by another member the host shall receive $750 and the Vice President of Meeting Planning $250 for overseeing the planning of the National Convention. The Vice President of Meeting Planning shall be reimbursed for mileage and hotel expenses for assessing future National Convention sites and site visits in preparation for the National Conventions. Such reimbursement shall be well documented and subject to approval of the President.
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Compensation shall be made to the Editor of The Gristmill at the amount of $750.00 per issue and at the same amount for any special publications printed.
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Compensation shall be made to the Internet Committee Chairperson in the amount of $1000.00 per calendar quarter starting with the 3rd quarter of 2018.
2. NATIONAL CONVENTIONS
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The Meeting Planning Committee is a Standing Committee. The Vice-President Meeting Planning shall serve as chairperson. Members of the Committee are the M-WTCA National Convention hosts and others associated with the meeting that the Vice-President Meeting Planning with the concurrence of the President considers appropriate.
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The Meeting Planning Committee will select and plan National Conventions following the criteria included in the M-WTCA Meeting Planning Notebook. Problems that the host cannot resolve should be directed to the V-P Meeting Planning. Problems not resolved at that level should be referred to the President.
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National Conventions should be planned two years in advance.
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The National Convention sites and dates must be approved by the Board of Directors.
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All reasonable effort should be made to ensure that National Conventions are self-supporting.
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Only members of M-WTCA may attend National Conventions with the exception as noted in 12 below. Members attending any portion of an M-WTCA National Convention (except for the Saturday only option) will be required to pay the full registration fee, irrespective of the amount of attendance time at the meeting.
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Saturday Only Attendance excludes a trade table, a display table, the Auxiliary breakfast or luncheon and the banquet, will be available at a reduced rate not to exceed ½ of the normal registration fee for a full meeting. All other rates and requirements, including M-WTCA membership relating to the National Convention, will apply. In addition, anyone joining the organization at that time will be allowed to take advantage of the Saturday Only Attendance option and their registration fee will be applied to the regular cost of membership for that year.
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No persons who are members of M-WTCA shall be admitted to any portion of a National Convention as a "guest". Registered spouses of members are considered members.
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Registration for National Conventions received by the Meeting Chairperson sixteen (16) days or less before the start of the meeting are considered late registration and shall be assessed an additional charge of 50% of the applicable registration amount. Late registrations are not eligible for a trade table, a display table, the Auxiliary lunch, tours, or the banquet.
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Members may request a 100% refund of their registration fees prior to the cutoff date stated on the registration form to avoid late fees. A member may request a 50% refund of their registration fees between the cutoff date stated on the registration form for late fees and the official start date of the meeting as printed on the registration form. No refunds will be made after start of meeting registration. This may require that the registrar be contacted at the host hotel rather than leaving a message at the registrar’s home.
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Two dollars ($2.00) per registered attendee at each National Convention is to be forwarded to the M-WTCA Auxiliary to fund their meeting activities. The treasurer of the M-WTCA Auxiliary shall keep the M-WTCA Secretary advised in writing as to the location of the Auxiliary financial records.
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Non-member guests of members may be issued three (3) hour "Guest Passes" (to be returned) when accompanied by a member. Guest passes shall not be renewable for additional segments of the meeting.
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Guests as outlined in 12 above may attend the banquet by paying the banquet fee. The registrar must be notified with the membership registration form that the member will have a banquet guest.
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Outdoor trading activities at National Conventions shall be held in a designated and cordoned off area of the parking lot. Indoor trading shall be held in the trading room arranged for by the meeting host.
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Auctions may be scheduled at the National Conventions. A 10% sales commission will be charged to the seller on all tools sold and a 5% charge will be made on all tools that are not sold for the requested minimum bid.
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Trading and selling activities will be suspended during lectures and demonstrations.
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Meeting Chairperson, exercising his discretion, shall provide for one (1) or two (2)
uniformed security guards on a 24-hour basis. The Internal Security Coordinator shall
co-ordinate the security activities of meetings. -
One trade table will be made available to each member and Auxiliary members on a first come first serve basis with 10% of the tables to be reserved for the Auxiliary in the trade room but separate from the member’s trade tables with no tools being allowed on the Auxiliary tables. Member means a dues paying individual. If both husband and wife pay dues, then each is entitled to a table. The word Auxiliary means the spouse of a member. Members may have additional tables if available. (Additional Information under Displays & Awards, No. 4.)
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The National Convention Hosts will maintain a record of all financial transactions,including transactions by those who handle meeting registration, together with receipts, detailed invoices, or other documentation in accordance with IRS requirements, and shall send them to the M-WTCA Treasurer for storage within 60 days of the close of the meeting.
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The National Convention Hosts will forward a written final financial summary report within 60 days after the meeting to the President, Vice-President of Meeting Planning, and the Treasurer.
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The National Convention Hosts will forward a written report within 60 days recommending Meeting Planning Guidance Notebook revisions with comments to the President and Vice-President Meeting Planning.
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The National Convention Hosts will return their assigned copy of the Meeting Planning Handbook to the Vice-President meeting Planning as soon as possible, but no later than 60 days following the meeting.
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The Vice-President Meeting Planning will keep the M-WTCA Meeting Planning Notebook up to date.
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Net income from the National Conventions shall be distributed as follows: The first $1,000 shall go into General Operating Fund, and any remaining balance shall be used to reduce the costs of upcoming planned National Conventions, at the discretion of the Vice-President Meeting Planning. The Vice-President Meeting Planning shall include a report of net income from a National Convention, distribution of this net income, usage and planned usage of net income that is more than the first $1000 within his Semiannual Report to the Board of Directors.
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Junior tool collectors under the age of 16 will be admitted to the meeting at no cost when accompanied by a paying member. If a meal is served there may be a charge for the meal.
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The registration fee for National Conventions shall be adjusted to provide for the compensation to the Vice President of Meeting and Planning and the meeting Host as provided for under General Policies, Item 14.
3. LIFE MEMBERSHIP
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Qualifications for Life Membership and the enrollment period are covered in the Bylaws.
Requests for Life Membership should be submitted to the Treasurer. -
The Treasurer shall prepare Life Membership certificates for qualified applicants and send them to the President for signature and forwarding to the new Life Members.
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Life Membership fees are to be handled in a Life Membership interest bearing account. Only the proceeds from the investment of this account’s funds are to be used for the general expenses of the Association.
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Life Membership fee is 20 times the current annual dues.
4. SCHOLARSHIP PROGRAM
- The Scholarship Committee is a Standing Committee and shall consist of a Chairperson and three Committee members who are members of the Association and appointed by the Chairperson with the concurrence of the President. The Vice-President Scholarship shall be the Chairperson. Except for the Chair, the names of the Scholarship Committee members shall remain confidential and will only be divulged to the President and the Vice-President Meeting Planning.
GENERAL GUIDELINES AND RECOMMENDATIONS
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There shall be established by the Board of Directors of M-WTCA a limited number of scholarship grants to be awarded each year. There shall be two categories of scholarship grants with one being a general scholarship and the second being a scholarship with the focus upon Preservation and Restoration Studies. M-WTCA scholarship grants will be paid from the scholarship fund. The number of yearly scholarships shall be determined by the Vice President of Scholarship, Committee members, and the President with approval of the Board of Directors.
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The general scholarships shall be one thousand, five hundred dollars ($1,500) each for any level of accredited post-secondary study but not to include Graduate Studies. The Preservation and Restoration scholarship shall be three thousand dollars ($3,000) and may be open to students at the Graduate Studies level.
A) M-WTCA members who wish to supplement the grants levels approved by the Board of Directors may make a specified scholarship donation.
B) The specified scholarship donations received will be recorded as Temporarily Restricted Assets – Scholarship. These donations shall be held on the balance sheet until the fiscal year of actual grant and be recorded as a “Specified Scholarship Donation”.
C) The Vice-President Scholarship and Scholarship Committee members will decide, with the concurrence of the President, the distribution of the accumulated specified scholarship donations. The distribution options could include additional scholarships, or equal amount increases for all scholarships awarded.
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Scholarships shall be awarded for one year only and are not renewable.
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Scholarships shall be open to students enrolled in a nationally accredited educational
institution offering either a two-year Associate Degree (or a certificate of completion) in an Academic, Vocational, Trade, or Technical Program, or in a college or university offering a four-year degree program. Scholarships shall be advertised on the M-WTCA web site and on other web sites as appropriate. Members who have been Officers, or members of the Scholarship Selection Committee in the most recent five years and their families are not eligible. -
Scholarship Grant funds shall be paid directly to the institution in which the recipient is
enrolled. No payment will be made directly to the recipient. -
An applicant for an M-WTCA Scholarship Grant must be a high school graduate in
good standing to be eligible for consideration. -
The awards will be announced at the Spring Meeting.
GENERAL SCHOLARSHIP PROGRAM PROCEDURAL GUIDELINES
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All applications for consideration of M-WTCA awards shall be made in writing to the
Vice-President Scholarships. The completed application must be received prior to April 1 of the academic year specified for Scholarship Grant to be considered. -
The decision of recipients of Scholarship Awards shall be made by a majority of the members
of the Scholarship Committee. All decisions of the Committee shall be final, with no recourse to the Scholarship Committee, M-WTCA or any of its members individually. -
Criteria to be used by the Scholarship Committee in the selection of Award recipients:
A) A letter from each applicant stating the purpose for which the award is needed, including the reason(s) for requesting the award. The letter must also include a statement of the applicant’s goals and objectives as a graduate. Preference may be given to applicants whose intended career is compatible with M-WTCA’s “Purpose” stated in the Bylaws. Overall academic achievement will be considered and so will overall financial need.
B) A copy of the applicant’s high school transcript along with an outline of the applicant’s record of extracurricular activities while in high school. Transcript must indicate the applicant’s cumulative grade point average.
C) At least three letters of recommendation from the applicant’s high school counselor, teachers, coaches, Principal or Assistant Principal.
D) Upon being named as a recipient of a Scholarship Award, the recipient must furnish to the Committee Chairperson a letter of acceptance from the selected institution. When this letter is received, payment of the award will be made by the Treasurer of M-WTCA to that institution on behalf of, and for the benefit of, the recipient.
E) The recipient must furnish a photograph to the Vice-President Scholarship for publication in The Gristmill.
PRESERVATION AND RESTORATION SCHOLARSHIP PROCEDURAL GUIDELINES
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All applications for consideration of the M-WTCA Preservation and Restoration Scholarship shall be made in writing to the Vice President of Scholarships. All applications must be received by April 1 of the specified academic year to be considered.
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One Preservation and Restoration scholarship may be awarded each year. Under extraordinary circumstances, a second award may be considered. If the Committee determines that no applicant meets the qualifications, the award will not be given, and the money will be retained by M-WTCA. Decisions by the Committee shall be final with no recourse to the Scholarship Committee, M-WTCA or any of its members individually.
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Selection Criteria to be used by Scholarship Committee:
A) A letter from each applicant stating the purpose for which the award is needed. The letter should include statements about the goals and objectives of working in this chosen field as well as a basic biography of the applicant.
B) Work samples, drawings, photos, or descriptions of previous projects may be included as part of a portfolio.
C) Overall academic achievement and financial need may be considered.
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The applicant shall submit the most recent academic transcript from the institution
they are attending. Transcripts should include the applicant’s grade point average. -
The applicant must furnish a photograph for possible publication in the GRISTMILL.
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Upon selection, the successful applicant must furnish information to the Vice President of Scholarships relating to the financial officer of the institution for the facilitation of payment to that institution for the benefit of the scholarship recipient.
5. THE GRISTMILL
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The Gristmill Committee is a Standing Committee consisting of the Editor, appointed by the President, who serves as the Chairperson, the Advertising Manager, and the Contributing editor(s) who serve as Committee members. The Advertising Manager and Contributing Editors are selected by the Editor with the concurrence of the President.
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The Editor is responsible for all material published and what is published as long as it fits within the framework of the magazine’s editorial content and in accord with the guidelines as noted below.
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GUIDELINES:
Approximately half of the content of The Gristmill should reflect the overall purposes of M-WTCA as stated in the Bylaws. Articles are the primary consideration. All other sections will be represented in priority order with association business and individual awards (ex: Marion Henley Award) followed by other tool-related sections. Advertising may be considered an integral part of the publication and may account for one fifth or less of each issue.
Advertising guidelines shall be made available to all interested members. No advertising for non-tool-related offers will be included so the purposes of the Association are not circumvented or compromised. Obituaries should be kept to a minimum and serve primarily as announcements of the passing of a member. In special circumstances a short article may be included to honor someone who has provided outstanding service to the organization. The Auxiliary pages may not exceed four (4) pages in any specific issue.
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The Contributing Editor(s) should contribute an article to every edition whenever possible. They may be responsible for one department or section of the magazine.
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It is the Editor’s responsibility, with the President’s concurrence of the choice, to select the printers. The selected printer should satisfy the following conditions:
A) Be conveniently located geographically for the Editor.
B) Provide acceptable high-quality printing and have a past performance history representing the same.
C) Provide competitive total costs.
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The Editor’s responsibilities:
A) Edit all material and advertising.
B) Determine he style and size of the type.
C) Type all material in computer format unless the material is provided in a ready to use format.
D) Layout the magazine including photos, illustrations, and captions.
E) Proofread the initial proofs from the printer.
F) Provide "pre-press" services or arrange for and provide quality control of "pre-press" service by others.
G) Proof the completed layout from the printer.
H) Monitor all production expenses.
I) Monitor fees charged for ads in coordination with the Advertising Manager to see they are in keeping with actual printing costs.
J) Coordinate with Advertising Manager as needed to secure advertising.
K) Work with Internet Committee and Advertising Manager to publish email newsletters.
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The Advertising Manager is responsible for overseeing all advertising within M-WTCA, including in The Gristmill, the Directory, and all online outlets including the website and any broadcast emails such as newsletters. A guideline for the responsibilities is as follows:
A) To establish and maintain working relationships with clients to make sure we can meet their advertising needs.
B) Solicit new clients.
C) Help the organization adapt the scope of what we can offer to stay relevant to changes in marketing trends and technology.
D) Act as a liaison between advertisers and appropriate committee partners (Secretary for the Directory, Editor for The Gristmill, and Internet Committee chair for all online advertising) to pass along advertising materials and any necessary communications.
E) Coordinate with the Gristmill Committee, Secretary, and Internet Committee to develop and grow an advertising program within M-WTCA.
F) Create and maintain rate tables for the advertising opportunities we offer including package deals across platforms. (For example, a discounted rate for an ad that runs on two or more platforms.)
G) Invoice, track payments, and keep records of these transactions to ensure proper accounting.
H) Work with Internet Committee chair and Treasurer to collect payments through electronic or paper means.
I) The Advertising Manager will be responsible for writing a brief report to be read at the BOD meetings held at every national meeting (bi-annually). Attendance at these meetings is encouraged but not required.
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The Gristmill is mailed to the official mailing list maintained by the M-WTCA Treasurer.
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Non-member advertising and advertising not related to the general purposes of the organization shall not be accepted for publication in The Gristmill.
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Advertising for events whose timing and location may be in direct conflict with scheduled M-WTCA events and/or not in keeping with the Association’s general purposes will not be accepted for publication in The Gristmill.
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All technical articles (articles about tools of interest to collectors, researchers, and historians) submitted to The Gristmill shall be accompanied by a completed copy of the Permission to Publish form, (shown below).
Permission to Publish
Name(s) _____
Title of Article ____
By submitting this article for publication in The Gristmill, I (we) certify that: I am (we are) the author(s) and copyright owner(s) of all the material submitted, including all graphics, photographs and other illustrations, or have obtained permission from the copyright owner(s) to use that material or the material used is in the public domain.
Please select andcircle one of the following four options: 1A, 1B, 1C, or 2
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I (we) grant The M-WTCA Inc. the non-exclusive right to publish this article in The Gristmill in hard copy or electronic form, to republish it in original or derivative forms, to archive hard and/or digital copies of it and to post it on their website after it has been published:
A. Immediately
B. In Four Months
C. In 12 months.
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I(we) grant The M-WTCA Inc. the non-exclusive right to publish this article once only in an issue of The Gristmill in printed hard copy format. This grant does not include the right to copy, republish, reproduce, or reuse this article in printed or digital format or to post this article on any website or on the internet. (Articles containing material covered by copyrights owned by other parties who have granted conditional approval to use their material must be submitted under this option.)
Signed __ Date: ___
6. THE DIRECTORY
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The Directory is the responsibility of the Secretary of the Association. The Secretary may ask others for assistance, as the Secretary deems appropriate.
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Responsibilities include:
A) Determines the basic organization of the Directory.
B) Provides for the yearly updated publication of the Bylaws and the Policies, Procedures and Practices of the Association.
C) Reviews the overall input to the directory.
D) Acts as liaison with the Auxiliary including reviewing and advising on the content of the Auxiliary pages.
E) Solicits bids for printing and mailing services.
F) Provides budget information requested by the treasurer.
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The following information should be included:
A) An accurate roster of the membership that will include each member’s name, address, phone number, and e-mail address where available.
B) A list of the Officers and Standing Committee chairs.
C) A list of the Areas and their constituent states, provinces and countries including the official count of members in each state and area.
D) A list of the active Directors at the time of publication.
E) A list of all the Past National Convention dates and locations, Marion Henley Award winners and the lists of Past Presidents and Charter Members.
F) A list of all national and regional meetings announced by the printing cut-off date.
G) A general Table of Contents.
H) Advertisements (Yellow Pages)
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Advertising in the Yellow Pages consisting of:
A) Coordinates with the Advertising Manager to secure advertisements.
B) Arranges order and format of advertisements.
C) Submits advertising copy to the printer.
7. WHAT’S IT
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The What’s It Committee is a Standing Committee consisting of a chairperson appointed by the President and an assistant appointed by the Chairperson with the concurrence of the President.
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The Assistant should be capable of fulfilling the chairperson’s responsibilities in an emergency.
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General Purpose: To conduct a program at the National Conventions of the organization to assist the membership in the identification of unknown tools.
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List of Duties:
A) Coordinate with Meeting Chairperson to arrange for time and space for the What’s It Program.
B) Provide materials for the program, such as tags, notebook, tape, string, markers, and signs.
C) Set up area for placement of tools to be identified.
D) See what tools and materials are on hand for the What’s It program.
E) Appoint the required number of Committee assistants for the presentation of tools during the sessions.
F) Arrange for someone to record information in a notebook.
G) Conduct What’s It program.
H) Describe tools to membership.
I) Lead discussion for identification.
J) Coordinate with meeting chairperson for return of tools to owners of items left at the end of the session.
K) Keep notebooks on tool identification.
L) Arrange for substitute to conduct program when the Chairperson cannot be present.
M) Provide item owners with identification, if found, and documentation found during research sdperformed after the meeting.
8. PRESERVATION AND EDUCATION COMMITTEE
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The Preservation and Education Committee is a Standing Committee consisting of the Chairperson appointed by the President, and a Vice-chairperson and members appointed by the Chairperson with the concurrence of the President.
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The general purpose of the Preservation and Education Committee shall be to engage in activities which support M-WTCA’s “Purpose”, as stated in Article II of the Bylaws.
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The Preservation and Education Committee shall be comprised of five or more members.
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The duties of the Committee are to identify, coordinate with, and provide assistance to the public in order to promote the preservation and study of antique and traditional tools, implements, and devices of the trade, the shop and farm; to promote the study of the ways that these tools were used and the individuals that developed and used them, and to communicate this knowledge to the public.
A) The Committee may accomplish these duties by identifying, coordinating with, and providing assistance to public groups such as, but not limited to; organizations, institutions, museums and historical sites that are providing services which promote the preservation and study of antique and traditional tools, implements and devices of the trade,and are communicating this knowledge to the public.
B) Providing assistance by the Committee may be accomplished by providing technical information in the form of M-WTCA educational documents, identifying, and referring M-WTCA members who have the appropriate expertise, and/or by providing financial assistance, such as contributing funds in support of an internship.
C) The Committee, in the performance of its duties, should give emphasis to activities which utilize the knowledge and expertise of M-WTCA members.
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The Preservation and Education Committee shall hold a committee meeting at each National Convention.
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A report on the Committee activities shall be provided to the President prior to each M-WTCA National Convention.
9. MARION HENLEY AWARD and DISTINGUISHED SERVICE AWARD
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To recognize individuals that have contributed in very significant ways to M-WTCA, two different recognition awards are available for those who qualify: the Marion Henley Award and the Distinguished Service Award. Both awards are considered very significant. Each just recognizes different characteristics, contributions, skills, abilities, and talents.
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The Marion Henley Award was created in 1982 to honor those members that exemplified the characteristics of Marion. Examples (See Best of the Gristmill, page 27) include the following comments from those that knew Marion.
- “His common sense could always be counted on.“
- “He was soft spoken, gentle, a giant among the people who knew him.”
- “His low-key manner did not reflect the fundamentally fine character of this unusual man.”
- “This brilliant, yet humble and compassionate person was truly one of the top prime movers in our organization.”
- “A collector? Yes, of untold friends. We’ll remember him for doing the impossible (and taking little credit for it). Genuinely offering professional help. Being the model for standards of integrity. Meaning it when he signed each letter or note ‘sincerely’. A legend in tool collecting.”
- “His patience and understanding of our faults and ignorance made this gracious man a model which we would all do well to emulate. He was not only a true gentleman but also a gentle man.”
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Since this award was created, it has only been awarded a very few times. (See back of the Membership Directory for current list.)
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The Distinguished Service Award was established in 2009 to recognize those that have contributed significantly in terms of service to the Association. Examples of service include:
- Writing articles, books, doing research and putting on programs and demonstrations
- Holding offices at both local and national levels
- Hosting and supporting Area and National meetings
- Otherwise contributing to the tool collecting and related fields
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A list of those receiving this award will also be printed in the back of the Membership Directory.
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The President shall appoint a Chair of the Awards and Recognition Committee. The selection and screening of Committee members shall be by the Committee Chair in accordance with the following list. The terms of office are at the discretion of the President. Except for the Chair, the names of the Awards and Recognition Committee members shall remain confidential and will only be divulged to the President.
A) Chairman,selected by the M-WTCA President
B) One present member of the Executive Committee
C) Two current Directors of the Association.
D) Two past Directors of the Association.
E) One at-large member
Procedure
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Any member of the M-WTCA may nominate a member for consideration as an award recipient. The nomination can be for either the Marion Henley Award or for the Distinguished Service Award, but not both awards at the same time.
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Nominations shall be made on the Marion Henley or the Distinguished Service nomination forms provided by the Committee Chair. The nominator needs to request the nomination form by name.
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Nominations must be received by the chair at least 45 days before the beginning date of the next National Convention to be considered. Nominations after that deadline will be held until the next National Convention.
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Only one "seconding letter" will be accepted with each nomination form.
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No later than one month before the beginning date of the next National Convention, the Committee shall independently vote by email, mail, telephone, or video conferencing to determine if a nominee is chosen for an award.
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To be selected for an award, the nominee must receive the approval of five of the seven members of the Committee.
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The name of the selected nominee shall then be sent to the President of the Association.
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All work of the Committee will be strictly confidential.
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The award(s) will be presented at the Saturday evening banquet by the Chair of the Awards and Recognition Committee, or by someone chosen by the Chair.
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The name of a nominee previously not selected may be resubmitted for either award after one year has elapsed. New nomination forms must be obtained from the Chairman.
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None of these procedures shall be interpreted in any manner as to require that an award must be given on a particular schedule. They will be given only when a member is nominated whom the Committee believes to be deserving, and not to fit a timetable.
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The awards shall consist of the following:
A) Two large plaques, one for the Marion Henley Award and one for the Distinguished Service Award, are to be displayed in a prominent location at all Association National Conventions.
B) Each plaque will have a main title block and spaces for several small nameplates. Each nameplate will have the name of the recipient, his/her picture (if available), and the date the award was presented.
C) Each recipient will be presented with a recognition award that can be displayed in the member’s home or office. The award will be a plaque for the Marion Henley Award or a framed certificate for the Distinguished Service Award which will describe the award and the date it was received.
10. DISPLAYS AND AWARDS
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The Display and Awards Committee is a Standing Committee consisting of a chairperson appointed by the President. Five (5) additional members are selected by the Chairperson and may change with each National Convention.
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The display theme will be selected by the meeting host.
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Each display must fit on a single ninety-six inch long by thirty-inch-wide table or within the equivalent floor space. The height of the display shall not exceed seventy-eight inches as measured from the floor. The back and sides of the display must be finished to not distract from the adjacent display(s). All displays shall be constructed using materials and practices which will result in a safe and structurally sound display.
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Each member is allowed one (1) display table or space, and two members may not join or otherwise go together and use one table for a single display regardless of whether the display is to be judged or not.
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A display table must be requested on the registration form. A deposit of $15.00 will be required for each display and will be returned when the display is set up.
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Order of assignment and/or placement of display tables shall be left up to the meeting host.
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Each display must have a title and the name of the presenter prominently visible within or as part of the display.
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Judging will be based on the following criteria and point scale:
20 points – Presentation – Is it interesting and attractive?
25 points – Neatness – Is it well arranged? Is dsthe name and the title included?
45 points – Informative – Are names, dates, history, and usage conveyed?
10 points – Rarity – How rare and/or how complete is the collection of tools or other materials in the display?
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Displays not complying with the requirements listed above in 2, 3, 6 will not be judged.
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Awards:
A) There may be 16 awards given at each meeting. The number of awards given at each meeting will depend on the number, quality, and eligibility of the displays as determined by the judges. They include:
1) 1 Best of Show in Theme 2) 1 Best of Show Out of Theme 3) 1 Best One Tool display 4) 1 Most Unusual Display 5) 1 Fred Curry Award for the Best Stanley Tool Display (when appropriate) 6) 10 Judges Choice Awards 7) 1 People's Choice AwardB) Any other special awards as deemed necessary by the Chairperson.
C) The awards will be placed on the displays after judging. The names of the winners will be announced at the banquet.
D) A member who wins the Best of Show in Theme, Best of Show Out of Theme, Best One Tool Display, Most Unusual Display, or the Fred Curry Award for the Best Stanley Tool Display is not eligible for that specific award for a period of one year, to be interpreted as until the second National Convention after the award is received.
11. INTERNET COMMITTEE
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The Internet Committee is a Standing Committee consisting of the Chairperson appointed by the President with the Committee members appointed by the Chairperson with the President’s concurrence.
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The Internet Committee shall maintain the mwtca.org website with the goal of providing useful content to the current membership as well as to recruit new memberships. That maintenance includes, but is not limited to, updating the meeting calendar page, the auxiliary pages, The Gristmill index, the sample articles, the What’s It pages, the dealer pages, the special publication list, the Author’s Corner with new publications, the Marion Henley and Distinguished Service Award recipient listings, officer email addresses, scholarship information, new membership application forms.
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The Committee will manage, edit and post timely messages to the front page as appropriate including upcoming events, links to other websites of interest to the membership and any significant changes to any organization policies and procedures.
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The Committee will maintain the new membership application pages to include communication with new applicants regarding information submitted.
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The Committee will work with the Treasurer to ensure the timely transfer of membership funds to appropriate banking institutions.
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The Committee will maintain server contracts and website registration and will apply security fixes to Joomia (the site’s current framework) as they are released.
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The Committee will coordinate with the Advertising Manager for any advertisements that will appear on the website.
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The Committee will coordinate with the Editor and Advertising Manager for email newsletters or other types of broadcast emails and any advertisements therein.
12. BYLAWS and POLICIES, PROCEDURES and PRACTICES COMMITTEE
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The Bylaws and Policies, Procedures and Practices Committee is a Standing Committee consisting of the Chairperson appointed by the President with the Committee members appointed by the Chairperson with the President’s concurrence.
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The Bylaws and Policies, Procedures and Practices Committee is an oversight committee and is responsible for ensuring adherence to the Bylaws and the Policies, Procedures and Practices.
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The Bylaws and Policies, Procedures and Practices Committee shall become familiar with the M-WTCA Bylaws and Policies,Procedures and Practices to identify errors, omissions, and inconsistencies within the text of the Bylaws and Policies, Procedures and Practices.
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The Bylaws and Policies, Procedures and Practices Committee shall provide guidance and recommendations to the members of the Executive Committee and the Directors of M-WTCA. Proposals for changes to M-WTCA operational procedures or to the responsibilities of the Executive committee members or Directors, as defined by the Bylaws and Policies, Procedures and Practices, should be discussed, and coordinated with the Chair of the Bylaws and Policies, Procedures and Practices Committee prior to including the proposal in a required report and bringing the proposal up for discussion at an Executive Committee or Board of Directors meeting.
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The Bylaws and Policies, Procedures and Practices Committee shall compose or assist the Executive Committee members and the Directors of M-WTCA in composing draft proposals for corrections, amendments and/or additions to the Bylaws and Policies, Procedures and Practices.
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The Chairperson of the Bylaws and Policies, Procedures and Practices Committee will regularly make written reports to the Officers, Executive Committee, and the Directors, primarily at the two National Conventions.
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The Bylaws and Policies, Procedures and Practices Committee shall ensure that proper procedures are followed for the amendment of the Bylaws and Policies, Procedures and Practices.
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The Chairperson of the Bylaws and Policies, Procedures and Practices Committee will maintain up to date Microsoft Word files of the Bylaws and Policies, Procedures and Practices, and provide the Secretary with an updated copy of these files, as necessary, on an annual basis no later than January 31st, so the Bylaws and Policies, Procedures and Practices can be properly updated in the annual Membership Directory.
13. AREA MEETINGS and POLICIES
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Area Meetings and Policies are the administrative responsibility of the Vice-President Membership including maintenance of the Area Director’s guide, which will be provided to each Area Director.
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All directors should have a copy of the Area Director’s Guide to utilize in the execution and administration of the duties of their office.
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Areas shall not elect any officers other than Area Directors. Areas are encouraged to select a lead director to maintain financial records for the area and generally co-ordinate directors’ activities within the area.
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The Vice-President of Membership is available to help in planning Area meetings.
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All Area meetings must be under the sponsorship of a current or past director, who has satisfactorily demonstrated their ability to conduct a meeting or someone who is approved by the Area Meeting Clearance Coordinator.
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Area meetings are open to invited guests that have an interest in the purpose of M-WTCA.
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Joint meetings with other Areas are allowed.
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Area meetings must be cleared with the Area Meeting Clearance Coordinator to be sure it is an M-WTCA sanctioned meeting and that the date does not conflict with other approved meetings.
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Area meetings should not conflict with each other. They should be at least 200 miles apart and not within 7 days of each other. Preference will be given to established meetings.This, however, is subject to the final approval of the Area Meeting Clearance Coordinator.
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An Area meeting must not take place within 7 days or 300 miles of a National Convention.
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Area meetings should be planned and managed in such a manner as to be self-supporting or make a modest profit.
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Each Area meeting must have an Area Meeting Financial Report produced and sent to the Treasurer as part of the Area Annual Financial Report by February 28th of the year following the event. Records of expenses should be maintained for a period of three years.
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M-WTCA will supply appropriate mailing labels for approved Area meetings. Mailing labels will be supplied when requested only after the meeting has been cleared with the Area Meeting Clearance Coordinator.
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M-WTCA will reimburse Area Directors for necessary expenses actually incurred in the discharge of their normal and requested duties as directors for postage, telephone and copy expense upon submission of paid invoices or other acceptable documentation, not to exceed an aggregate per Area of $ 1.00 per member in the Area per year. This provision does not provide for payment of any expense or loss related to Area Meetings.
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Junior tool collectors under the age of 16 will be admitted to the meeting at no cost when accompanied by a paying member. If a meal is served there may be a charge for the meal.