Membership of Other Umbrella Pride Organizations Policy
1. General
It is recognized that due to the unique position which the corporation occupies as a role model, mentor, and trendsetter to other Pride organizations, Board members and/or Executive staff may from time to time occupy positions (“umbrella roles”) with other Pride umbrella organizations such as the United States Association of Prides (USAP) and InterPride.
It is also recognized that in fulfilling a goal of participation free from economic discrimination and because of the benefits which flow to the corporation from assuming a leadership role (such as kudos, prestige, respect, and acknowledgment as a world leader in its field), the corporation should, wherever possible and to a reasonable extent, support those wishing to assume an umbrella role.
2. Scope
The scope of this policy is to determine the responsibility for expenses incurred by any Board member and/or Executive Director in discharging duties associated with umbrella roles. It is not a policy to determine eligibility or suitability for an umbrella role. The decision to assume an umbrella role is that of the individual in question. However, it is noted that there must be a clear connection to the leadership of the corporation of the individual seeking an umbrella role and, therefore, this policy only extends to Board members and the Executive Director (“eligible persons”).
This policy shall be subordinate to the Delegate Policy.
3. Prior Disclosure
Any eligible person considering an umbrella role shall give the Executive Committee written notice within a reasonable timeframe so that the matter may be discussed by the Board at a scheduled meeting, if necessary, prior to accepting any umbrella role. The notice should specify what, if any, expenses the eligible person anticipates being responsible for in carrying out their duties, the extent to which these are not covered by the umbrella organization in question, and the extent to which the eligible person seeks sponsorship from the corporation for expenses not covered by the umbrella organization.
4. Determination
The Executive Committee shall determine whether the eligible person’s request may be granted and, wherever possible and within the guidelines below, seek to accommodate the request. The Executive Committee may defer in favor of discussion by the full Board, and the eligible person shall always have the right to appeal to the full Board if unsatisfied with the determination of the Executive Committee.
5. Guidelines
In determining whether to grant a sponsorship, the Executive Committee shall have regard to the following guidelines:
A. No more than two (2) eligible persons shall receive sponsorship at any one time. B. Each sponsorship should not exceed two (2) round-trip airfares in any fiscal year. C. Total sponsorships should not exceed $3,000 in total value in any fiscal year. D. A sponsorship should not be granted for more than two (2) years, but may be renewable upon request.
The above list provides guidelines only and is not exhaustive; the Executive Committee should remain flexible in specific situations.
6. Resignation, Dismissal, or Retirement
Where the eligible person ceases to be a member of the Board and/or the Executive Director, the sponsorship shall cease immediately. Any expenses incurred to that point but unclaimed may be claimed, subject to normal expense reimbursement limits and deadlines.
If the eligible person ceases to hold their umbrella role, they must notify the Executive Committee in writing within fourteen (14) days of becoming aware.
7. Duality
Any person holding an umbrella role is encouraged to also serve as an official delegate of the corporation to the umbrella organization in question. In such cases, the eligible person’s participation shall be governed by the Delegate Policy, except where the umbrella role prevents full participation as a delegate or where the activity is specific to the umbrella role and not open to delegates (e.g., meetings of the Executive Committee of the umbrella organization).
8. Transitional Arrangements
Eligible persons currently holding umbrella roles shall be covered by this policy and shall, within thirty (30) days of this policy commencing, file a notice with the Executive Committee detailing the nature of their umbrella role and the extent to which they seek sponsorship from the corporation.
9. Commencement
This policy commenced on September 1, 2000.
Approved by the Board: September 5, 2000