EVPA [DRAFT] operations manual - internal policy (as of 3/19/2008)

This "operations manual" supplements the EVPA bylaws and the California Corporations Code for conducting the day-to-day routine business of the association.

membership

Individual:	$20.00
Household:	$30.00
Business:	$40.00

complimentary memberships may be granted by the president, board of directors or the membership to:^[2]

• civic leaders
• individuals residing or working within Eureka Valley who have made a significant contribution to the association

newsletters

content

anyone, members and non-members, may submit articles for publication in the Eureka!^[2]

deadline for submissions is midnight prior to the regular board meeting prior to publication^[2]

the board shall review each topic and graphic submitted for publication. The decision to publish, edit or to not publish will be based on:^[2]

• relevance to the association's business, goals, life Eureka Valley
• appropriate timing of the article
• the potential interest to the Eureka! readers
• the size of the article

advertising

PROPOSED advertising rates, based on hard copy distribution of 500 copies/electronic distribution on 120 copies are as follows:^[2]

[Rates will be discounted percentage point to percentage point for any retail business offering EVPA members discounts up to 20%]^[2]

SIZE OF AD	1 EDITION	4 EDITIONS [remainder of 2008]
1/8th page:	$35.00	$120.00
1/4th page:	$60.00	$210.00
1/3rd page:	$70.00	$240.00
1/2 page:	$90.00	$300.00
full page:	$150.00	$450.00

business membership are entitled to a one-run one 1/8th page advertisement upon initially joining the EVPA. Larger and/or "regular" ads require payment based on advertising rates in effect.^[2]

printing/distribution

any member may request to be added to the Eureka! proofing announcement list also known as the "Eureka Team"^[2]

"courtesy copies" of the Eureka! shall be provided to civic leaders^[2]

internet

subscription to the E-Eureka! is open to anyone, member or non-member via the subscription sign-up on the evpa website^[2]

the EVPA will provide complimentary hosting any active neighborhood group within Eureka Valley on the EVPA servers under the following conditions:^[2]

• that neighborhood group maintains an active EVPA membership.
• web space provided will only be used for the conduct of business of the neighborhood group and not for personal business of the group members
• use of the web space will confirm to the TOS agreement of the provider Dreamspace.com.
• taking a position contrary to the evpa is not cause for termination of services
• the neighborhood group is fully responsible for the content of their respective website
• the neighborhood group will not hold EVPA liable for website downtime beyond the control of the EVPA

announcement lists

announcement lists will be used sparingly for:^[2]

• The scheduling of membership meetings, regular and special, including the agendas of those meetings
• A reminder on or about the day prior to regular and special meetings
• Announcement of special neighborhood events that directly pertain to EVPA business, such as neighborhood planning workshops, call for Castro Street Fair volunteers, Pink Triangle Park workdays, etc.
• Committee business shall not use the general "eureka" announcement list

finances

checks for membership or other funds received shall be deposited into the association‘s checking account within 7 calendar days of receipt.^[2]

checks written from the EVPA account shall be written by the treasurer and signed by either the President or the Secretary.^[2]

serialized membership cards meet the requirement of providing receipts to members for payment of dues.^[2]

membership meetings

order of business

• Introductions
• Reading and Approval of the Minutes
• Reports of Officers, Standing Committees, Association Representatives
• Reports of Special (Select or Ad Hoc) Committees
• Business related to received Reports
• Special Orders
• Unfinished Business and General Orders
• New Business

new business

persons bringing up new topics for discussion in "new business" will be given on minute to state the nature of their business, at which time if there is no motion on the floor to send the item to committee or to continue the discussion, the item shall be tabled.^[2]

Special Meetings

The party or parties that call for a special meeting of the membership shall be responsible for providing notice to the membership.

positions - letters of support/opposition/position

Letters expressing the position of the EVPA shall normally be staffed by the applicable committee and signed by the President. Letters shall contain wording to reflect the degree that members took sides, if any, on positions. The following language is representative of what can be used in correspondence, reports, newsletters and web media:^[2]

Unanimous:	unanimously, totally, fully, etc.
> 90%:	very strongly, wholeheartedly, etc.
2/3's - 90%:	strongly supports/opposes
50% - 2/3's:	supports/opposes

administration

The EVPA Post Office Box has been issued two keys and expires on December 31 of each year.

The keys to the Association PO box will be maintained the the Secretary and the President.^[2]

Upon change of officers, the outgoing and incoming officers need to:

• visit the Post Office and change the names on the PO Box account
• visit each bank at which the Association has funds on deposit and change account information and signature cards

^[0a]proposed bylaws revision 4/17/2008
^[1]membership meeting 2/21/08
^[2]president's policy decision 4/1/2008
^{[a]
[b]
[c]
[d]}