Annual Timeline of Actions

This document outlines the time-bound actions, deadlines, and recurring events for the San Francisco Pride Celebration Committee, derived from the organization’s Bylaws, Committee Primers, and Policy documents.

Fiscal Year: October 1 – September 30

October (Fiscal Year Start)

  • Board of Directors
    • First Board Meeting: Seating of newly elected Directors (terms commence).
    • Committee Appointments: Board appoints Chairs for Audit and other committees if not automatic.
  • Committees (All)
    • First Meeting: Held following the October Board meeting.
    • Leadership: Elect or confirm Committee Chairs (specifics vary by committee).
    • Scheduling: Establish meeting schedule for the upcoming year.
  • Specific Committee Actions
    • Budget & Finance: Review FY start.
    • Community Affairs: Launch renewal process. Renewal notices available from AGM through Oct 31.
    • Development: Plan year-end appeal.
    • Nominating: Confirm Co-Chairs; Plan recruitment strategy.
    • Audit: Review committee composition for independence.
    • Personnel: Plan Executive Director (ED) evaluation cycle.

November

  • Membership
    • November 1: Annual Renewal Date.
    • November 12: Voting rights restored for members who have renewed.
  • Grand Marshals
    • Membership Meeting: Celebrity Grand Marshal “Wish List” opens.
  • Personnel
    • Begin annual ED performance review (Nov-Dec).

December

  • Membership
    • December 10: Final Renewal Deadline. Members who haven’t renewed by this date lapse.
  • Grand Marshals
    • Membership Meeting: Suggestions open for Community Grand Marshals and Pink Brick Award.
  • Development
    • Giving Tuesday: Campaign execution.
    • December 31: Year-end giving deadline for donors.

January

  • Governance (Critical Deadline)
    • January 1: Annual Meeting Calendar Due. All committees must submit their annual meeting calendars to staff.
  • Finance
    • Late January (approx.): Financial Reports Due. Written report to members/directors due within 120 days of FY end (Sept 30).
  • Grand Marshals
    • Membership Meeting: Suggestions close.
    • Post-Meeting (14 days): Public voting ballots prepared and published.
  • Personnel
    • Submit annual meeting calendar; review ED goals.

February

  • Grand Marshals
    • Post-Board Meeting (7 days): Online ballots published.
    • Membership Meeting: Members submit nominations for “Members-Only” Community Grand Marshal slate.
  • Budget & Finance
    • Budget Development: Intensive budget planning period (Feb-March).

March

  • Grand Marshals
    • Monday before Board Meeting: Public polling closes.
    • Membership Meeting: Winners of public vote announced. Members vote on public slate.
    • Board Meeting: Board may select Lifetime Achievement Grand Marshal.
  • Nominating
    • Conduct Spring Board Assessment (assess composition/vacancies).

April

  • Grand Marshals
    • Membership Meeting: Announcement of final Community Grand Marshals.
  • Budget & Finance
    • Finalize budget proposal; prepare for Board presentation.

May

  • Budget & Finance
    • Budget Approval: Present budget to Board for approval (must be before June Pride).
  • Nominating
    • Identify upcoming vacancies.

June

  • Events
    • San Francisco Pride Celebration & Parade (typically last full weekend).
  • Governance
    • Monitor compliance and staffing during event.

July

  • Elections (Crucial Phase)
    • General Member Meeting: Board Nominations OPEN.
  • Governance
    • Policies & Procedures: Review proposed Bylaws amendments; draft verification.
  • Finance
    • Begin year-end projections.

August

  • Elections
    • General Member Meeting: Board Nominations CLOSE.
    • Candidate Intent: Appointed directors must declare intention to stand for election.
  • Governance
    • Bylaws Amendments: Finalize text for AGM.

September (Fiscal Year End)

  • Annual General Meeting (AGM) Preparation
    • 20 Days Before AGM:
      • Notice sent to Membership (includes nominees, Bylaws amendments).
      • Policies & Procedures: Legislative text of Bylaws amendments due to Executive Director.
    • 20 Business Days Before AGM: Secretary provides ED with:
      • Director attendance report.
      • Proposed membership meeting calendar for next year.
      • Bylaws amendments.
    • 15 Business Days Before AGM: Candidate Statements Due.
    • 10 Business Days Before AGM: Candidate statements and attendance records available to membership.
  • The Annual General Meeting (AGM)
    • Elections: Board of Directors election held.
    • Ratification: Membership meeting calendar for the upcoming year ratified.
  • Finance
    • September 30: Fiscal Year Ends.

Rolling & As-Needed Actions

Board of Inquiry (Disciplinary)

  • Trigger: Disciplinary actions or formal grievances.
  • Timeline: Hearings held as needed; specific notice requirements apply (15 days notice for termination).

Special Meetings

  • Member Requested: Must be held 35-90 days after receipt of valid request.
  • Notice:
    • Members: 30-90 days prior.
    • Board: 4 days (mail) or 48 hours (electronic).

Vacancies

  • Board: Vacancies filled by Board (unless removed by members). Appointees serve until next AGM.

Audit

  • Q1 (Oct-Dec): Planning.
  • Q2-Q3: Fieldwork.
  • Q4 (July-Sept): Review and Acceptance.

Strategic Planning (3-5 Year Cycle)

  • Year 1: Development & Approval.
  • Years 2-4: Implementation & Monitoring.
  • Year 5: Comprehensive Review.

San Francisco Pride Celebration Committee, Inc.

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