UNITED FAN CON INC.

CORPORATE POLICIES

CORPORATE POLICIES

1.    United Fan Con Inc. President shall negotiate and / or review and execute all contracts.

2.    The Board of Directors shall appoint all Event Chairmen.

a.    The appointment of the Annual Convention Chairman shall be made no later than the Annual Meeting, for the following year’s events.   

b.    Any appointment can be withdrawn at the discretion of the Board of Directors.

c.    Consecutive Convention Chair appointments are not limited.

3.    Board of Directors will set rates for event admission, advertising and vendor space.

4.    Only the Board of Directors or appointed representatives may speak on behalf of the corporation.

a.    At least three (3) members of the Board of Directors need to review and approve all ad copy, mailing solicitation material, marketing material, event publications and any other correspondence taking place on behalf of the Corporation.

b.    Current service and trademarks of United Fan Con are United Fan Con Inc., United Fan Con Insiders Report, Got Experience, Experienced Yet, Experience It, New England Fan Experience, NEFanX, NEFE, Sci-Fi Experience, Anime Experience, Science and Technology Experience, Pop Culture Experience and Gaming Experience.

5.    The Public Relations Board Member shall arrange to receive publications and releases of other organizations and make their information available to the Board of Directors and to the Clerk for possible disbursement to the membership.  

a.    The Public Relations Board Member will have a budget for the purpose of joining said organizations if this is the only way to receive said newsletters and information.

6.    The Clerk shall be responsible for making archived copies of all appropriate correspondence, and keep it in a site to be designated by the Board of Directors.

7.    Changes to any policy must be voted on by the Board of Directors and approved by majority vote. 

a.    Proposed changes must have full discussion in a meeting with a quorum of Board Members present.

8.    No Corporate or event entity may enter into any agreement that violates any Corporate Bylaw or Policy or any applicable Federal, State, county or municipal laws, regulations or codes.

FINANCE POLICIES

1.    The Treasurer will make available the UFC Inc. general ledger to any voting board member who submits a written request for review within two weeks of the request being received. 

2.    The Treasurer will update the general ledger at least on a monthly basis.

3.    All event expenditure documents must be received by the treasurer no later than 45 days after the event end date. All expenditure documents must be received by January 15^th regardless of event end date to ensure close of books and year end accuracy.

4.    There will be a thorough review of the books every time there is a change of treasurer.

5.    Any staff payout, that is not an expense, exceeding the federal minimum will trigger a 1099 to be issued to that staff person.

6.    All expenses incurred by staff are to be accounted for exactly and all receipts must be submitted for reimbursement. Expenses without receipts will not be reimbursed.

7.    All persons with budgetary authority must keep track of the budget balances in consultation with the treasurer.

8.    All money received by the Corporation from any source for any purpose (i.e. donations, grants), except for event receipts, must be recorded in the general ledger; further, a receipt must be issued to the payer as soon as possible after receiving the payment.

9.    Event receipts may be entered into to the general ledger as bulk deposits (i.e. each membership purchase does not have to be entered individually).

a.    All event receipts will be itemized with the event registrar.

10. All payments to vendors / professionals that require a cashiers check or money order shall be mailed using a trackable service.

11. All payments made to vendors / professionals require a signed receipt by the vendor or professional.

12. All staff, department leaders and volunteers, dealing with monetary receipts will be trained by the treasurer on proper money handling and credit card processing.

FUNDRAISING

1.    The Treasurer, or their representative, has the authority to set product prices with input from the Board of Directors.

a.    Treasurer or their representative will create a register of all products to be sold and will complete a full inventory of all products before and after each event where products are sold or given away.

2.    All order requests for fundraising materials (products) will be submitted to the Board of Directors for review and approval.

3.    All new product orders, when custom imprinting, must contain the latest service marks and or trademarks as appropriate.

MEETING POLICIES

1.    All matters of new business shall be submitted to the Board of Directors in writing ideally three days prior to a Board meeting for review prior to discussion.

2.    Meetings shall be set at those places and times which are convenient for the members of the Board of Directors.

3.    A simple majority of voting members must be present in order for a vote to take place.

4.    Minutes of Board meetings must be recorded, and secured in a site set by the Board of Directors.

5.    Minutes of Board meetings must reported and accepted as amended for each meeting.

 STAFF LEADERS

1.    The Board of Directors shall appoint staff members who are responsible for selecting, reporting, running, or researching areas instructed by the Board of Directors.  Some staff leader positions are (but are not limited to):

a.    Fundraising

b.    Volunteer Benefits

c.    Corporate owned materials and Logistics

d.    Charity

2.    The following process shall be observed when selecting an Event Chairman:

a.    The identity of all candidates shall be public knowledge.

b.    When there is more than one candidate, each candidate must be interviewed.

c.    The Event Chairman must be a supporter member of the organization.

3.    Event Chairmen are responsible for picking the event Treasurer, event staff leaders and department heads.    

4.    Event Staff Leaders must first be selected from the Supporters Group.

a.    Event Staff Leaders selected from outside the Supporters Group must join the UFC Supporters Group.

b.    This requirement may only be waived on an individual basis by the Board of Directors.

SUPPORTERS POLICIES

1.      A minimum annual donation of $60, payable at any time during the calendar year.

a.    A review of this amount will be performed annually, and adjusted as necessary.

2.    All monetary tax deductible donations will receive a receipt from the corporation with appropriate tax id numbers.

3.    First consideration for a leadership positions in any event sponsored and supported by the corporation.

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