Membership Policies and Practices
A.1. Membership Period. Each new membership is for the balance of the calendar year. Renewed membership is in effect for a twelve-month period (January 1 – December 31) so long as the member remains in good standing.
A.2. Payment of Dues. Prorated payment of the first year’s dues is required upon joining. Full payment of dues is required annually in January to renew.
A.3. Membership Household. Membership is valid for one household. That is, the dues are the same for either one person or two persons using the same address, and either one or both can be listed on the application form as members. However, only one official vote will be allowed for the two unless both are members elected to the Board and only one copy of each publication will be sent to the household. If both persons in one household wish to vote on matters of RCCA business (and neither are elected to the Board), both may become individual members, each paying the normal annual membership fee.
A.4. Reciprocity. There is no reciprocity between the RCCA and any other organization.
A.5. Membership Cards. Membership cards will be issued to new members. Renewing members will be issued new membership cards only upon request.
A.6. New Member Packets. Upon joining, members will be sent a letter of welcome, a copy of the latest membership handbook and directory, and a description of RCCA membership benefits.
A.7. Renewals. The Membership Chairperson will send renewal notices to all members prior to the expiration of their paid membership. It is the responsibility of each member to renew membership in a timely manner.
A.8. Refunds. Though the organization has a general policy of no refunds, the President may authorize the return of a member’s dues if the President believes that the member did not receive the goods or services promised with membership.
A.9. Honorary Membership. An honorary membership is granted to Randolph P. Barton, last president of Parker Brothers, and grandson of George S. Parker, inventor of the game ROOK.
B.1. List of Members. Members will receive a copy of the membership handbook and directory as updated, usually once a year.
B.2. Convention. Members may attend the annual RCCA convention at the rates stipulated for that convention. The convention is not open to non-members, other than guests accompanying convention members, guest speakers and those attending in an official capacity. Members may attend the general meetings held during the convention and vote on issues presented for vote during those meetings.
B.3. Regional Meetings. Members are invited to attend any special or regional meetings or other RCCA functions.
B.4. Publications. Members will receive all issues of the RCCA publications produced during the term of their membership. Members may submit articles and requests for information, to be published at the discretion of the Publications Editor. Members may advertise in a publication so long as the advertising request is consistent with the mission of the RCCA (as defined in the Charter) and the publication policies and advertising rates in effect at the time of submission.
B.5. Email mailing list. New members are automatically subscribed to the RCCA email mailing list, forum, and are permitted access to the “Members Only” sections of the RCCA web site.
Meetings of the Membership
C.1. Annual Convention. The meeting of the general membership will take place once a year at the RCCA annual convention. Notice for this meeting will be printed in the official RCCA publication and/or in convention information flyers, and will be posted on the RCCA web site.
C.2. Regional and Specialty Meetings. Regional meetings and meetings devoted to specialized interests are encouraged and open to the general membership, but do not provide a forum for holding general membership meetings, and no votes may be taken affecting RCCA policies. Organizers of regional and specialty meetings receiving RCCA financial support or endorsement shall file reports of their meetings, expenditures and income.
Executive Committee and Officers
D.1. Composition. The Executive Committee shall consist of the officers: President, Vice President, Secretary(s) and Treasurer as elected by the general membership. Members of the Executive Committee are voting members of the Board of Directors.
D.2. Term. The period of office for all officers runs from one annual convention to the annual convention two years hence. There are no term limits for RCCA officers.
D.3. Vacancy on Board of Directors. The President may appoint a member to fill a vacancy of an elected office provided approval is obtained from the number of Board of Directors required for a quorum.
D.4. Vacancy of Office of President. If the President’s office becomes vacant, the Vice President becomes President and may appoint a new Vice President with approval from the number of Board of Directors required for a quorum. In the event the Vice President is unwilling or unable to assume the duties of the Presidency, the Board of Directors shall select a new President by a majority vote of the full Board.
D.5. Duties of the President. The President is responsible for overseeing the operations of the organization and coordinating the activities of all other officers, directors, and committee chairpersons. The President or the Vice President in his absence shall preside over Board and general membership meetings.
D.6. Duties of the Vice President. The Vice President is responsible for assisting the President and for assuming the duties of the President in the event the President is not available to carry out those duties. The Vice President will also serve on the Membership Committee and as an ombudsperson for the general membership.
D.7. Duties of the Secretary(s). The office of Secretary may be divided into two offices: Recording Secretary and Corresponding Secretary. The Recording Secretary is responsible for taking minutes at all Board and membership meetings and for typing up, and distributing them to all Board members within one month. The Recording Secretary is responsible for answering inquiries from members and the general public, and for other correspondence as required by the President. In the event the organization has only one Secretary, that person will act as Recording and Corresponding Secretary.
D.8. Duties of the Treasurer. The Treasurer is responsible for keeping all financial records of the organization, for managing the organization’s accounts with financial institutions, for making payments to fulfill approved financial obligations, and for making deposits of membership dues and other funds. The Treasurer is also responsible for developing, monitoring, and controlling the organization’s budget.
D.9. Banking and Writing Checks. Only the President, Vice President and Treasurer are empowered to write checks from the RCCA accounts. In certain circumstances, the President may authorize special accounts to be opened for designated purposes such as an account for an annual convention, and may authorize other members to manage the account.
D.10. Election of Officers. Whereas the President, Vice President, Secretary(s) and Treasurer are elected for terms of two years, elections will be held every other year at the annual convention after an official ballot has been sent to the entire membership. In the event one of the offices has become vacated during the first year of the two-year cycle, an election will be held at the next convention or by ballot as above, and the member then elected will serve for one year. A Nominating Committee will be responsible for providing a list of acceptable candidates for all offices, and nominations will be accepted from the floor, or, in the case of ballots, write-in candidates will be allowed.
D.11. Other Duties. The Executive Committee also serves in the role of the Ethics Committee (see Section G.5).
Board of Directors
E.1. Responsibility. Sole management and control of the RCCA shall be vested in the Board of Directors, subject to the provisions of the Charter and Bylaws.
E.2. Composition. The Board of Directors shall consist of all elected officers. The Board will also consist of one director elected by the general membership for every 25 members, up to six directors. The following positions will also participate on the Board as needed: immediate Past President, the Publications Chairperson, the Editor of each official publication, the Webmaster, the Archivist, the Membership Chairperson and the Founder of the organization. Each of these individuals is a voting member of the Board, but may cast only one vote on matters of policy if he/she should serve in multiple Board positions. Every member of the Board must be an RCCA member in good standing.
E.3. Terms of Directors. The membership shall elect directors for staggered terms of three years each as necessary to maintain the full complement of up to six.
E.4. Directors Elected to Office. If a director is elected to an office, he/she must abdicate the position as director, and the Board will elect another director to fill the unexpired term.
E.5. Re-election of Directors. A person completing a term as director may be subsequently elected as a director for three years. There are no term limits for RCCA directors.
E.6. Public Relations Chairperson. The Public Relations Chairperson is in charge of the RCCA publications and web site. In this role, the Chairperson is responsible for maintaining a consistent and professional look to RCCA printed and electronic media, for prioritizing the efforts of the Editors and Webmaster, and for ensuring that these efforts are adequately supported. The Chairperson is appointed by the President with the approval of the Board and must be supported by a committee which includes each Editor, the Webmaster, and other interested parties at the Chairperson’s discretion. The Chairperson is a voting member of the Board of Directors.
E.7. Publications Editors. Each Publications Editor is responsible for the publication of an RCCA official publication. Each Editor’s role is to solicit quality research and newsworthy items of interest to the membership and consistent with the scope of their publication. Each Editor may not make changes to the overall look and feel of their publication without approval from the Publications Chairperson. Each Editor is appointed by the President with the approval of the Board and is a voting member of the Board.
E.8. Webmaster. The Webmaster is responsible for development and maintenance of the AGPC web site and e-mail mailing lists according to the priorities established by the Publications Chairperson. The Webmaster is appointed by the President with the approval of the Board and is a voting member of the Board.
E.9. Archivist. The Archivist is responsible for the acquisition, storage, organization and maintenance of the RCCA organizational files and materials concerning ROOK history. The Archivist will provide, upon request, copies of materials in the historical files and will determine the appropriate fees to be charged for these services. However, the cost for RCCA members will be significantly lower than that charged the general public. The Archivist is appointed by the President with the approval of the Board and is a voting member of the Board.
E.10. Membership Chairperson. The Membership Chairperson is responsible for membership development and retention, for keeping records of all past and current members, and for sending renewal notices to existing members on a timely basis. The Chairperson is also responsible for the membership database and for publication of the member directory. The Chairperson will be assisted by a Membership Committee including the Vice-President and interested members selected by him/her. The Chairperson is appointed by the President with the approval of the Board and is a voting member of the Board.
E.11. The Founder. The Founder of the organization shall automatically be entitled to a seat on the Board. If the Founder does not wish to accept this position, the seat shall remain unfilled. The Founder is the person who was primarily responsible for organizing and establishing the RCCA at its inception in 2006.
Board of Directors Meetings
F.1. Annual Meetings. The Board of Directors will meet once a year at the annual RCCA convention. The President, or in his/her absence the Vice President, is responsible for calling and presiding over these meetings. A quorum must be present to effect policy.
F.2. Agenda. Board members interested in discussing specific issues at the Board meeting should inform the President two weeks prior to the start of the convention, so that the issues may be placed on the agenda.
F.3. Special Meetings. The President may call a special Board meeting at any time by notifying all members of the Board. Policy can not be effected unless a quorum is present, or in the case of special meetings by mail, telephone or electronic means, unless consent to the meeting has been received from enough Board members to constitute a quorum.
F.4. Quorum. Two-thirds of the Board of Directors shall constitute a quorum.
F.5. Attendance at Board Meetings. All members of the Board of Directors are expected to attend the annual Board meeting. In addition, all committee chairpersons who are not Board members are expected to attend Board meetings but without voting privileges. All chairpersons, editors, the webmaster and the archivist should submit annual reports to the Board describing the activities in their respective areas.
F.6. General Members at Board Meetings. Board meetings are not open to the general membership.
Committees and Committee Chairs
G.1. Primary Standing Committees. In addition to the Executive Committee (see Section D.1) and the Nominating Committee (see Section G.6) the four primary committees within the RCCA are: Publicity Committee, Convention Planning Committee, Ethics Committee and Nominating Committee. The President shall appoint a chairperson for each committee.
G.2. Duties of Publicity Chairperson. The Publicity Chairperson is responsible for ensuring that RCCA events receive adequate publicity. The Chairperson is also responsible for disseminating general information about the RCCA to the general public using the media.
G.3. Duties of Long Range Convention Planning Chairperson. The Long Range Convention Planning Chairperson is responsible for planning future conventions, identifying and selecting Convention Hosts, and ensuring that the next convention is as successful as possible and appropriate for RCCA needs.
G.4. Duties of Ethics Chairperson. The Ethics Chairperson is responsible for updating and publicizing the RCCA Code of Ethics and for mediating complaints between RCCA members concerning violations of the Code of Ethics. The Committee should also be encouraged to mediate complaints involving RCCA members and non-members, as an independent third party using the Code of Ethics as basis for mediation. The Executive Committee serves as the Ethics Committee and the President will chair its meetings.
G.6. Duties of Nominating Chairperson. The President will appoint a Nominating Committee consisting of the President, one volunteer from the general organization, one member of the Board and a Chairperson. The Nominating Committee is responsible for identifying candidates for future Board positions and for administering the elections on an annual basis.
G.7. Additional Chairpersons. The President may appoint any other chairpersons as necessary, and they in turn may select members to serve on their respective standing or special committees. There is no limit to the number of persons who may serve on any committee, with the exception of the Nominating Committee and Ethics Committee.
Checks and Balances
H.1. Presidential Right to Revoke Appointments. Whereas all appointments are made by the President, the President may, at any time, revoke the appointments of any individual not elected to office.
H.2. Removal of Board Member. Any member of the Board of Directors (including the President and all elected officers and appointees) may be removed from their position of responsibility if 75 percent of the full voting Board membership agree by written ballot that said member should be relieved of their responsibilities.
I.1. Amendments to Bylaws. The Bylaws of the RCCA may be amended at any regular meeting of the organization by a two-thirds vote of the members including those attending and those voting by mail-in or electronic ballot, provided the membership has been informed of the proposed amendment two weeks prior to the regular meeting. Amendments may be submitted to the President by any member in good standing but must be approved by the Board before submission to the general membership.