POLICIES and PROCEDURES MANUAL
With Changes Approved in April 2022 Annual Member’s Meeting
TEXAS GUN COLLECTORS ASSOCIATION
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The Constitution and By-Laws of the Texas Gun Collectors Association (hereinafter “the Association” or “TGCA”) lay out the rules and guidelines by which the Association is governed by an elected Board of Directors (hereinafter “the Board”) comprising six Officers, six Directors, and the Immediate Past President of the Association.
Over time it has become evident that clarification and/or supplementation of the By-Laws are needed to assist the Board in effectively performing their individual and collective duties and responsibilities of their positions in accordance with Article V, Section 4 of the By-Laws. This document attempts to offer such clarification, and to this end only addresses expansion of such items included in the By-Laws not fully explained therein.
The first iteration of a Policies and Procedures Manual (adopted April 2009) was designed to determine Association policies and to lay out the procedures for the execution of such policies, and to give members of the Board definite and specific direction in the execution of the jobs they perform. It should be noted that various members of the Board also head administrative committees that fall outside the boundaries as laid out for Officers and Directors. On occasion, such committees may be chaired by a member of the Association who is not a Board member, but has been appointed by the President and who will report to a member of the Board.
As the activities of certain members of the Board will incur expenses, all such members will be held accountable for such expenses. By the very nature of their work, such members generally spend money on the basis of an expense account, paying for products or services from their own pocket and then seeking reimbursement from the Treasurer. Such expenses must be closely monitored and approved before reimbursement is made, and the Board of Directors will ensure that the solvency of the club is held at the highest level in its priorities.
The Policies and Procedures Committee has loosely followed the order laid out in the Association’s By-Laws in drafting this manual, but has not been rigid in this approach. A Contents page is provided to assist the reader in finding his or her way around this manual, and, where appropriate, cross reference to a specific By-Law (or By-Laws) has been given within this text for ease of reference.
This manual should be considered as a “living document” subject to amendments by the Board of Directors as circumstances arise which dictate the need for such amendments. Such amendments adopted by the membership at the Annual Members Business Meetings of 2010, 2011 and 2013 have been incorporated herein
As this manual is primarily for the use of members of the Board in the context of performance of their individual or collective responsibilities, the first section addresses the performance of the duties and responsibilities of the Board members.
An Appendix to this manual comprises a copy of the Job Descriptions for each Board position (Officers and Directors), committee chairmen and cost center managers.
OFFICERS and DIRECTORS
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All candidates for the position of Officer or Director must be a life member or a current annual (regular) member of the Association in good standing, and who must have been a member for a minimum period of two consecutive years prior to election.Once elected, all Officers and Directors must retain their status as member in good standing for the duration of their service on the Board. (Approved by the Board of Directors 7 August 2011)|
Each nominee for an Officer or Director position shall be given a copy of the appropriate Job Description from Appendix A so that he/she will be familiar with the minimum effort that will be expected from him/her if elected.|
All Board members will read and offer an update to their Job Descriptions at the beginning and end of each administration.The Board as a whole will be the approving body for any changes or modifications.|
All Officers and each Director chairing a committee or cost center will submit a written report to the Board at each Regular and Interim Board Meeting.Such reports are to address actions taken on old business, an accounting of all funds spent and received in connection with his/her TGCA duties, and recommendations for improvements in the Association’s administration and/or operations. He/she will give an oral summary of his/her report at the Board meetings.|
The President shall appoint a Director to act as a liaison between the Association and NRA and TSRA.Such Director shall keep the President informed of all activities resulting from his/her discussions with these two entities.|
The procedure for the election of Officers and Directors shall be as follows:|
|a||The President shall announce that the election of Officers and Directors is to take place, and will introduce the Chairman of the Nominating Committee.|
|b||The Nominating Committee Chairman shall announce the Committee’s nominations for Officers and Directors.|
|c||Prior to votes being cast, the President shall ask for any calls for nominations from the floor. All candidates nominated from the floor will be required to declare that he/she has knowledge of, and has approved, the nomination, and is willing to serve in the capacity of the position for which he/she has been nominated.Having so declared the candidate will be included in the election.|
|d||A vote will be cast by the membership present for each of the elected positions in turn.Proxy votes are not permitted. (See By-Laws Article VI, Section 2 – “…a majority vote of the members present at the meeting”), the members shall cast|
|e||In the absence of any floor nominations their votes in respect of the nominated candidate only. In the event that no candidates were nominated from the floor, the membership may choose to vote for each position by acclaim, or by a show of hands.|
|f||In the event that more than one candidate is nominated for any position, members will cast their votes by a show of hands, in which case the President will appoint a suitable number of persons to act as vote counters in order to ensure an accurate count.|
In the event of a vote count a simple majority will win the election.|
Candidates for Honorary Directorships may be made by any member of the Association, but the final selection and approval will be made by the Board.|
The term of office for Honorary Directors shall be three (3) years. The Board of Directors may elect to approve extensions of the three year period if desirable to the aims of the Association.|
In general, candidates for Honorary Directorships should be members who have provided selfless service to the Association, or who have otherwise enhanced the reputation of the Association, but are unable to serve on the Board.|
The selection of an Honorary Director Emeritus shall be the responsibility of the Board. It is not mandatory that such a nomination be made.|
Periodically, Officers, Directors and Committee Chairs, and other cost center managers, will review their job descriptions and will revise them in detail.(Approved by the Board of Directors 7 August 2011)|
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Each applicant for regular annual membership shall be required to submit a membership application form, correctly filled in, signed and dated and endorsed by a member in good standing. The application shall be accompanied by the current annual membership fee as established by the Board, and applicants will also be encouraged to submit a recent photograph for possible use in a future Directory or club magazine feature. New members, paying the first year membership fee after July 1st, will be considered paid in full through the first full calendar year.|
Each applicant for life membership shall be required to submit a Statement of Qualification in the form of a personal biography relating to his/her arms collecting experience, along with a completed application form approved by the Board and provided by the Secretary. The application form will be endorsed by a member in good standing who will act as a reference as to the applicant’s suitability for life membership. Additionally, each applicant will be asked to provide a self-photograph for possible use in the Association’s magazine.|
Article III, Section 5 of the By-Laws allows for the life membership fee to be paid over a consecutive three year period.Such payments may be of three equal installments or three unequal installments provided that the third and final payment brings the total sum to the prescribed|
life membership fee. The Applicant will retain his/her Annual Member
status until such time as the full fee has been received by the Secretary, at which point the approval process for the application will begin. The installment payments will be regarded as being inclusive of the Applicant’s annual membership fee.
Honorary Membership:The reference in Article III, Section 3 of the By-Laws to “a gun collector organization” shall include museums, schools, and other similar institutions whose agenda or activities encourage the study and knowledge of, and/or offer instruction in, the history, care and preservation of armaments and the events surrounding their use and development.|
The list of members and the data-base from which it is derived, shall remain confidential and shall not be sold or given to any outside enterprise.At all times the use of the Directory as a supplement to other mailing lists is to be discouraged.|
SUSPENSION or EXPULSION
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Under Article X, Section 2 of the By-Laws a member may have his membership revoked for violations of the Association’s rules or for a felony conviction of the member. The Board will determine whether such felony conviction is for an offence displaying moral turpitude, and/or whether such offence brings the Association or the armaments collecting field as a whole into disrepute.|
Any person committing a violent act against any other person or property at an Association event shall, after due consideration by the BoD, be permanently banned from participating at any future Association event. Members committing such acts of violence shall have their membership rescinded permanently.|
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All members of the Board who are responsible for spending Association funds in the normal course of their responsibilities as officers, directors or committee chairmen, shall submit an annual budget for review and approval at the first regular Board meeting (at the Spring Meeting and Show) of each year.|
The Association shall open a consumer credit card account, such account to be used for payment of hotels’ (or other facilities’) costs associated with the gun show, authorized travel expenses for TGCA representatives carrying out approved TGCA business at other shows, conventions, etc.The card(s) associated with this account shall be held by the Treasurer and President only and, if necessary, shall be given to the temporary care and custody of other TGCA representatives traveling on TGCA business.|
|3.||The Association may open a merchant credit card account, such account to be used for the collection of revenues, such as membership fees, magazine advertising, sales of promotional items, etc.This account shall be administered by the Treasurer.|
All officers, cost center managers and committee chairmen who collect TGCA revenues of any kind will be responsible for the prompt deposit of such funds into TGCA’s Frost Bank checking account.Copies of the deposit slips will be forwarded to the Treasurer within three business days of the deposit.|
All cost center managers shall work diligently towards carrying out their duties within their established budgets.Any likely over-runs should be reported to the Treasurer and President as soon as such over-runs become apparent. All cost center managers shall provide fully itemized accounting records for money handled. A uniform code of accounts – prepared by the Treasurer – will be issued to each cost center manager. (Approved by the Board of Directors 19 March 2011)|
The Treasurer shall present an Interim Financial Report at the interim Board meetings, a draft Annual Financial Report at the club’s Annual Business Meeting and a Final Annual Financial Report by within two months of the Annual Business Meeting.|
All expenditures by all those in incurring such expenditures on behalf of TGCA shall report such costs to the President and the Board in detail in writing at all periodic Board meetings.An oral summary may be given if no unusual or questionable expenses are to be reported.|
Expenses must fall within each person’s budget and will be attributable to one of the following categories:|
|a. Operational expense|
|b. Administrative expense|
|c. Cost of doing business|
|d. Promotional or advertising|
|e. Public relations|
|f. Charitable and/or Foundation related|
|g. Pre-approved benefits|
|h. Approved sponsorships|
The Treasurer is solely responsible for issuing checks in payment of Association expenses or other approved costs and charges.The treasurer may issue individual checks up to and including the value of $5,000.00. Checks made out for larger amounts must also be signed by the President.|
All expenses beyond normal and customary expenses associated with the administration and operation of the Association’s business must be approved by the President.The Board must be kept informed of unexpected expenditures, and excessively high charges.|
Officers, Directors and other members who actively work at the gun shows for a significant part of the weekend, or whose position in the management structure of the Association requires them to spend a significant period of time throughout the year, may receive the benefit of a complimentary hotel room for the duration |
of the show (a maximum of three nights). There will be no complimentary meal allowance or other expense associated with this benefit, which covers the cost of the room plus the associated taxes only. This benefit shall be at the discretion of the President.
Those benefiting under this discretionary program may include, but shall not necessarily be limited to:|
|c.||Reimbursement for comp rooms is not an entitlement, and shall be conditional upon the success of the previous show and a generally positive overall cash-flow condition as a whole; i.e. if the previous show is deemed to have been a financial success, and the Association’s cash-flow is positive, the benefit will be applied at the next show.|
Reimbursement will not be made until all records of costs and revenues associated with the show have been received by the Treasurer, and a financial summary prepared.|
Life Membership Fund|
|a.||In accordance with established policy, the Treasurer shall deposit all currently accrued and future fees associated with approved Life Memberships into an interest earning fund separate from the general funds.This account shall be known as the Life Membership Fund.|
The monies deposited into this account will remain undisturbed and will earn interest.In the event of an emergency situation arising, the Board shall determine the necessity for withdrawing funds from the account to keep the Association viable. Initially, the Life Membership funds will be set aside as a line item within the bookkeeping records of the operational accounts, and will be deposited into a suitable mutual fund or long term certificate of deposit (CD) fund. Interest earned from this investment shall be rolled over into the general fund accounts. As no record appears to have been kept as of this first writing of the Policies and Procedures Manual, the initial amount to be deposited into the Life Membership Fund has been set at $75,000.00. |
State Sales and Use Tax|
The Treasurer shall obtain a Texas Sales and Use Tax Permit forthwith from the State Comptroller’s Office in the name of Texas Gun Collectors Association.(Approved by the Board of Directors 27 August 2011)|
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|a.||The official publication (hereafter “the magazine”) of the association is The Texas Gun Collector, which shall be published twice each year in the Spring and Fall unless otherwise decided by the Board.|
|b.||The Magazine Editor shall be appointed by the President, and this selection shall be ratified by the Board.|
|c.||The Editor may appoint an Editorial Board of experts upon whom he can call to verify accuracy and facts in articles falling into their field of experience.|
|d.||The Editor shall be responsible for the production of the magazine, and is also responsible for soliciting editorial material for articles and announcements.|
|e.||The Editor is responsible for the solicitation of paid advertisements, the revenues from which will be used to mitigate production costs.To this end, the Editor may, upon the approval of the Board, appoint a club member to assist him in such duties and who will collect and deposit the associated revenues on behalf of the Editor.|
|f.||The Editor shall ensure that the magazine maintains an even balance of advertisements, editorial items, articles and association news (business and social).|
A significant number of complimentary copies of the magazine should be sent to suitable entities that would use such copies to promote TGCA to its own members or visiting public.Such entities would embrace approved museums, historical societies and the like. All Honorary Members shall receive magazines.|
|a.||Periodically, the Secretary shall issue to members a membership Directory listing all members and their contact information (unless expressly requested not to do so by individual members), collecting interests and membership status (Annual, Life, Honorary, or Associate).The Directory should be published every two to three years. Members’ spouses’ names may also be published.|
|b.||The cost of producing the magazine and the directory shall be borne from the association’s general funds, but the Editor and the Secretary shall each be charged with mitigating this cost as much as possible by soliciting and encouraging advertising from members and trade.|
The use of the Directory by any non-member for any purpose is prohibited.|
The President may choose to issue a single sheet Newsletter to coincide with each gun show in order to present to the membership as a whole notice of the business conducted by the Board on behalf of the Association, proposed initiatives yet to be acted upon, work in progress, news of members’ achievements, etc. The cost of this newsletter will be borne by the Association’s general fund.|
MEETINGS and SHOWS
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|a.||The Board has determined that TGCA events shall be held twice each year, the first (a regional members meeting with gun show) on the fourth weekend in April, the second (the Association’s major Annual Collectors Arms Show) on the third weekend in October.The only exception shall be if Easter weekend falls on the fourth weekend in April, in which case the Board will determine an alternative, most likely the weekend following.|
|b.||The Association’s Annual General Business Meeting shall take place during the course of the Spring meeting. The day and time of the Business Meeting shall be publicized well in advance of the meeting and show.|
|c.||Proposals for Amendments to the By-Laws, after due review by the Board, encompassing no less than two months, may be submitted to the general membership for a vote at the next regularly scheduled Business Meeting.|
The Show Chairman is charged with recommending suitable venues to the Board for approval, and with making arrangements with the approved facilities in accordance with his schedule, at the most favorable rates and under the most favorable conditions possible. The Show Chairman shall keep the President and the Board informed of all negotiations and the results thereof.|
|a.||The President, in consultation with the Show Chairman, may appoint a Gun Show Committee or a Gun Show Manager whose purpose is to promote and market the gun shows and to assist the Show Chairman in selecting and recommending suitable venues. This committee shall be chaired by the Show Chairman.|
|b.||Complimentary Passes shall be distributed to all table holders and other entities at the discretion of the Gun Show Committee.At least two months prior to each show, the Gun Show Committee shall issue guidelines as to how many passes should be distributed.|
|c.||The Show Chairman shall appoint a Local Advisory Board for each show.Its purpose is to advise the Show Chairman and the Gun Show Committee on such matters as suitable facilities, parking arrangements, other major events likely to conflict with TGCA show dates, local media contacts for PR purposes, potential speakers for seminars, etc.|
|d.||The Association shall allow gun ownership rights lobbying entities (NRA and TSRA for instance) the use of one table for educational purposes each per show at no cost. Other suitable entities such as the A&M Corps of Cadets, the Texas Ranger Hall of Fame & Museum, The Texas Heritage Museum, etc. should also be considered for eligibility for such complimentary educational tables.|
|d.||Only the Secretary should issue MEMBER badges at the show.The Show Chairman or Show Manager will issue GUEST badges for non-members upon their paying the prescribed entrance fee or presenting a valid complimentary pass.|
|e.||Before any contract is signed by the Show Chairman on behalf of TGCA, such contract shall be reviewed by the President and the Treasurer in order to ensure the Association’s interests have been safeguarded, and that no unexpected additional financial burdens be added to show costs.|
|f.||Security arrangements and management shall be the responsibility of the Sergeant-At-Arms under the general oversight of the Show Chairman.|
|g.||If necessary, the President shall appoint a member of the Board to make arrangements for the club having an overnight secure room for table-holder’s merchandise the afternoon, evening and night of the day before show set-up, and for the rental of a suitable room for use as Association’s hospitality center.Ideally, a suite of rooms should be acquired for this purpose. The person responsible for this shall coordinate his/her efforts with the Show Chairman in order to ensure that the requirement is incorporated into the contract with the hotel.|
|h.||The Board of Directors shall periodically set the rental rates for trade and/or display space at meetings and shows.Trade and/or display space will only be assigned upon the receipt of a completed reservation form accompanied by the appropriate fee in advance. Space rental fees shall be forfeit should the exhibitor fail show up for the event without a minimum of two weeks’ prior notice; such notice thus affording the Show Chairman the opportunity to resell the space. An exception will be made for cases of emergency such as sickness, accident, extreme weather conditions, etc., in which cases the fees will be rolled over one time to the next show. (Approved by the Board of Directors 25 April 2010)|
|i.||The position of Assistant to the Show Chairman shall be created, the person filling this position effectively becoming a trainee and future candidate for Show Chairman’s position.This will be a non-board position reporting directly to the Show Chairman. (Approved by the Board of Directors 7 August 2011)|
|j.||The Show Chairman is authorized to hire an individual to operate the front desk at the association’s two annual events.This person will greet visitors, answer pertinent questions, handle all cash transactions, and operate the TGCA retail sales table. This person will be accountable to the Treasurer and the Show Chairman for all monies received and paid out in the performance of his/her responsibilities. (Approved by the Board of Directors 7 August 2011)|
|k.||Only the association’s Official Photographer, or others sanctioned by an association Officer will be authorized to photograph, video-graph or otherwise record the proceedings at any of the association’s events. (Approved by the Board of Directors 29 February 2012)|
All Officers of the association shall be present upon the doors being opened in the morning on set-up day (usually Friday) in order to greet and welcome exhibitors and table-holders. (Approved by the Board of Directors 29 February 2012)|
|a.||The President shall be responsible for soliciting display entries to compete for the display awards prior to each show, and for selecting the panel of qualified and willing judges at each show; these duties may be performed by the Vice President or any other member at the President’s request.|
|b.||Periodically, a keynote themed exhibit such as The Parade of Walkers (2003) and A Gathering of Patersons (2008) will be featured at a show.Such exhibit will be either a separate event or may be incorporated into the general competitive displays by members. It is strongly recommended that an Exhibit Coordinator and a panel of members well acquainted with the subject of such themed exhibit be appointed to organize such events.|
|c.||All persons entering a display subject to competitive judging for a TGCA award shall be presented with a token of appreciation for their entry.The Vice President shall ensure that such tokens are laid upon all display tables before judging begins. Tokens of appreciation may be the miniature steer-head blocks as used in the past, inscribed certificates, or other such meaningful items.|
|d.||Judges of the displays entered for the awards shall use the prescribed judging forms handed to them by the Vice President.After all entered displays have been adjudicated, the Vice President shall collect the completed judging forms from the panel of judges, and shall determine that the judges have declared the winning displays in the categories of (1) Best Display of Show (Herein after called “The Enrique Guerra Best of Show Award”), (2) Best Weapon Displayed, (3) Most Educational Display, and (4) Most Historical Display. The judges’ decision shall be final subject to the President acting as the tie-breaker in the event of a tied result for any of the four major categories noted in this paragraph.|
|e.||The Judges may declare up to one half of the remaining displays presented to be Outstanding Displays, thus qualifying for the presentation of an appropriate award.|
|f.||Upon determination of the results, and the agreement of the panel of judges as to the final results, the Vice President shall ensure that the judging forms remain confidential and are not disclosed to any of the display entrants.|
|g.||A list of the final results shall be given to the President prior to the Saturday evening Auction in order for the President to announce the winners, and to present the awards.|
Winners of the Best of Show Award and The People’s Choice Award will be given the opportunity to be featured on the cover of an issue of The Texas Gun Collector magazine during the year following their winning display, provided that each of these winners submit a feature article to be included in the magazine.|
RULES FOR TRADE ITEMS|
Prohibited Items: The following list gives examples of items not allowed to be displayed or sold at trade tables during the course of the show. This list is not to be construed as a complete list of prohibited items and other items may bee deemed to be unacceptable. In this regard, the Sergeant-At-Arms’ discretion (as ratified by the Board) is final.|
Penalty for Violation: Any table-holder or other person found to be exhibiting prohibited items shall remove the offending items from the exhibition hall upon the request of the Sergeant–At-Arms or any other Officer or Director. Failure to comply, or repeated violations will result in ejection from the exhibition hall at a minimum, and perhaps other penalty as laid out in the By-Laws.|
With the exception of uniformed police officers and licensed security personnel, no member or other person shall, during the continuance of a meeting of this association, and upon the premises where such a meeting is held, display, or show a loaded or primed firearm or air gun, nor shall any member, or other person place any charge, whether blank or ball or empty case, in the barrel, chamber, cylinder, or magazine of any arm upon said premises during such time.|
Neither shall any member or other person bring on the premises during such time any small arms ammunition, gun powder, cartridge, bullet, shell, grenade, rocket, or any gas shell or gas container of any kind other than collectible cartridges in sealed boxes or in sealed transparent plastic wrappers. An exception is made for uniformed police officers and licensed security personnel in order to allow them to carry ammunition for their service firearms.|
The Sergeant-at-Arms may order any member in violation of these safety rules or other person to immediately remove his exhibit from the premises.|
Such violations shall be reported to the Sergeant-at-Arms and the Officers of the Association who may declare the individual, if a member, in suspension of his membership, or if a non‑member bar him from exhibiting at future meetings of the Association.|
Any person or member who has been barred or suspended may appeal to the President, who shall consider the matter in conjunction with the Directors, and either remove or modify the suspension or disbarment or sustain such penalties. The decisionof the President and Board of Directors shall be final in all such matters.|
All dogs attending the shows must be in cages (crates) and kept behind the trade table. (Approved by the Board of Directors 28 April 2013)|
The security in the exhibition hall shall be the responsibility of the Sergeant-At-Arms under the general supervision of the Show Chairman.|
The Sergeant-at-Arms is authorized by the Board of Directors to engage the services of armed peace officers from local law enforcement agencies in order that an armed security force will be |
in attendance in the exhibition hall for the entire duration (day and night) of the show. It is recommended that two officers be in attendance during all times that the exhibition hall is open to the public, members and table-holders, and that one officer will be present at all other times when the exhibition hall is locked.
The Sergeant-At-Arms may also engage the services of Association members to provide other security requirements such as policing the contents of tables, assisting the police officers with the checking of weapons brought into the show room by the public, and making them secure.|
Anyone caught indulging in suspected criminal activity will be reported to the police and will be ejected from the show, and, if a member of the Association, will be subject to having his or her membership suspended or revoked.The Association will encourage victims of such suspected criminal behavior as theft, fraud or physical violence during the course of the show, to file a police report and to prefer appropriate charges against the suspected perpetrator of such offence.|
Should any person believe that any item exhibited for sale, trade or display is a stolen item, he or she should report such to the Sergeant-At-Arms or any member of the Board of Directors who in the first instance will attempt to resolve the matter.Should no resolution be made, the matter shall then be referred to the police officer in attendance who will then seek resolution. The complainant will be required to produce such evidence as necessary (such as a police report) to substantiate his/her complaint.|
Anyone having brought ammunition or loaded firearm(s) into the exhibition hall, and who causes a negligent discharge of such ammunition or firearm shall probably be subject to immediate arrest by the police, could possibly face criminal charges, and shall be evicted from the show and may have membership in the Association terminated for life.|
At the discretion of the President, special activities, such as auctions, may be conducted if deemed of interest to the general membership.|
The Auction Chairman shall be appointed by the President, and this selection shall be ratified by the Board.|
The Auction Chairman is responsible for ensuring that a qualified Auctioneer conducts each Auction.|
A sign indicating that ALL SALES ARE FINAL and that potential bidders are invited to thoroughly inspect auction items prior to bidding shall be prominently displayed at the auction table. A similar statement should be printed on each page of the auction catalog. |
All decisions in the determination of the winner of any item at auction are the responsibility of the Auctioneer, and will be supported by the Auction Chairman.|
The full 10% Buyer’s Premium will be applied to all consigned items that are sold, but will not be applied to donated items.|
Table-holders, members, and guests, will conduct themselves in a courteous and orderly fashion at all TGCA events.All transactions between individuals at TGCA shows shall be carried out in a discreet manner. Offensive and overly boisterous behavior will not be tolerated, and violators of this code will be asked to temper their behavior. Refusal to comply will lead to ejection from the exhibition hall by the Sergeant-At-Arms and/or any member of the Board of Directors. |
A “cooling off” period determined by the Sergeant-At-Arms will be granted for minor infractions, but any incident involving continuous loud, coarse and offensive language or physical contact or criminal activity will be cause for immediate and final ejection from the show, and violators will be required to remove all their belongings from the exhibition hall immediately.|
TGCA respects that parents may wish to bring their minor children in the exhibition hall during the course of the show; however the parents or other guardians of such children will be held responsible for their children’s behavior.|
Behavior deemed to be unacceptable by children includes running in the aisles, loud complaining, singing, screaming, etc., touching items on the tables without invitation by the table-holder, interrupting conversations, and the like.Toddlers in strollers will be allowed, provided that the strollers are not so large as to impede the traffic by others in the exhibition hall. If possible, parents should carry babies in their arms or in a baby harness.|
On approval by the Board of Directors the President may appoint a member to establish and host a Hospitality Room at each show for the benefit of table-holders, members and invited guests.Ideally, the Security Room reserved for the night before set-up day should also serve as the Hospitality Room for the remainder of the show until noon on Sunday.|
The Hospitality Room host shall ensure that there is a supply of refreshments available at all times, and that there is sufficient seating to allow a degree of comfort to those availing themselves of the Hospitality Room.Examples of refreshments to be made available are inexpensive light snacks, coffee and/or tea, soft drinks, and a limited supply of alcoholic beverages.|
The Hospitality Room is to be a place where visitors may take a short refreshment break from the show, a place to relax for a short period in comfortable and congenial surroundings.It is not intended to be a substitute for a restaurant, nor is it to be used as a meeting facility, or a place in which to entertain groups of guests. It is a benefit for members and those whose patronage of the show makes the whole weekend possible|
Limited refreshments will be provided at no cost to the visitor as this is a benefit for members and table-holders. Supplies may vary depending on costs and budget constraints, where budget depends on profits from the previous show.|
(Approved by the Board of Directors 20 October 2011)
In order to prevent potential disruption by uninvited members, regular and interim meetings of the Board of Directors (BoD) shall be held in closed session on the dates, and at the times and places determined by the President.Advance notice of such meetings shall be sent to all members of the Board of Directors, either by mail, emails or both by the Secretary. |
Any member of the Association who, wishing to bring an issue or to make a proposal regarding the Association’s management or business to the Board of Directors, shall submit such issue or proposal, including the full text of the issue or proposal, in writing to the Secretary at any time by email or mail.The member concerned will be invited to present such issue or proposal to the next meeting of the Board of Directors.|
The meeting shall be declared “open” during the time of introduction(s) of the member(s) concerned and the presentation of the member’s or members’ issue(s), which shall be the first order of business following the approval of the minutes of the previous meeting of the Board of Directors. Having made his/her presentation, the member will be required to leave the meeting. At this point, the meeting will resume its closed session” status.|
The member will present any mitigating or supporting statements and documents to the Board of Directors with his presentation.At the appropriate time as determined by the agenda, the Board of Directors will discuss the issue or proposal and take the appropriate action in arriving at its resolution. The President or Secretary will follow up with the member(s) concerned, advising such member(s) of the Board of Directors’ action and/or decision on the matter.|
The Secretary will distribute copies of the minutes of all meetings of the Board of Directors to all members of the Board promptly after the meeting.|
Copies of the minutes of Board meetings will be made available to members of the Association upon request.|
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In keeping with the Association’s legal standing as a non-profit organization (a 501(c)(7) entity under the Internal Revenue Service Tax Code), the Board may elect to offer financial grants by way of sponsorships to qualified entities (museums, schools, historical societies, etc.) to aid in the promotion and exhibition of public displays, classes and other educational activities related to armaments and their history.|
Any member of the Association may suggest suitable candidates for sponsorship consideration to the Board of Directors.Final approval of sponsorships and amounts to be granted will be by a majority of members of the Board.|
All sponsorships shall be conditional on the name of the Association being prominently displayed and or mentioned in all literature promoting the event for which sponsorship was granted.|
In recognition of members who display their collections (or part of their collections) at other major shows and conventions on behalf of TGCA, the Association shall reimburse certain elements of their expenses (travel/shipping and lodging) up to a limit to be established by the Board of Directors. Such grants shall only be made if the display is under the banner of TGCA and clearly promotes the Association as its primary purpose. The Association will not bear any of the cost of building the display, nor any costs associated with the acquisition of items to be incorporated into the display. Grants will be made only upon receipt of a properly completed application form, a copy of which may be obtained from the Secretary.|
ADVERTISING and PROMOTION
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A Show Manager for TGCA may be appointed by the President and this selection shall be ratified by the Board.Such position may be compensated.|
The Show Manager need not necessarily be a member of either the Association or the Board, but should have a solid background in the promotion of events.Ideally he/she should be a member of the Gun Show Committee, or at least work closely with it.|
The Show Manager will also act as the Association’s outside Advertising Manager, and will be given a budget from which he/she will appropriate funds to place suitable advertisements in the appropriate print and broadcast media. He/she will work to present a positive image of the Association to the collecting, historical and antique communities as a whole as well as to the general public.|
The Show Manager will issue press releases to suitable local media outlets as well as to the national print media associated with the field of armaments collecting.|
By arrangement with the Board of Directors, the Show Manager may assume much of the work previously carried out by the Show Chairman in soliciting table reservations, venue selections and negotiations, show layout and schedule, selection of photographer, and similar duties.If willing, and by agreement with the Vice President, the Show Manager may also manage the Ladies’ program for each meeting and show.|
All members should be encouraged to display promotional TGCA materials on their trade tables at other gun shows particularly the major national events.|
All members should be encouraged to promote TGCA and its shows on appropriate on-line forums and bulletin boards whenever possible.Membership application forms and show table reservation forms are available from the Association’s website, www.tgca.org.|
The President may appoint an Outside Promotions and Advertising Manager, whose job will mainly be to sell advertising space for The Texas Gun Collector. Ideally, this position should be filled by a member in good standing who understands that this is a voluntary position, but which may be remunerated. If no volunteer steps forward, then a professional solicitor may be appointed to this position upon the approval of the Board of Directors, any compensation to be with the approval of the Board of Directors. (Approved by the Board of Directors 7 August 2011)|
|From time to time, a special club gun shall be custom made and auctioned at an Association show to raise funds for the club and for the club’s affiliate, the TGCA Foundation, a 501c3 non-profit philanthropic entity formed to fund scholarships and other charitable causes.The revenues realized from the sale of club gun shall be divided three ways:|
In 1999, former President Kurt House had each Officer and all other members of the Board of Directors of the time who held a specific function outside the normal responsibilities of the Board write a Job Description for inclusion in an Officer Handbook. Those job descriptions have now been refined for consistency of format, and to meet today’s needs, and are included below.
The President will serve a term of two years, and will take over from his or her predecessor immediately upon the conclusion of the election held at the appropriate Annual General Members Meeting at the Spring show.
The Immediate Past President (IPP) shall remain a member of the Board of Directors for a term of two years, or longer if the present President is re-elected for a subsequent term. Thus the Association’s Board of Directors may benefit from the insight and experience of at least one former President at all times. This is an automatic appointment to the Board of Directors and is not subject to election by the membership.
The Vice President will serve a term of two years, and will take over from his or her predecessor immediately upon the conclusion of the election held at the appropriate Annual General Members Meeting at the Spring show.
The Show Chairman will serve a term of two years, and will take over from his or her predecessor immediately upon the conclusion of the election held at the appropriate Annual General Members Meeting at the Spring show.
The Secretary will serve a term of two years, and will take over from his or her predecessor immediately upon the conclusion of the election held at the appropriate Annual General Members Meeting at the Spring show.
The Treasurer will serve a term of two years, and will take over from his or her predecessor immediately upon the conclusion of the election held at the appropriate Annual General Members Meeting at the Spring meeting.
The Sergeant-At-Arms will serve a term of two years, and will take over from his or her predecessor immediately upon the conclusion of the election held at the appropriate Annual General Members Meeting at the Spring show.
All Directors will serve a term of three years, and will take assume the duties and responsibilities of this position immediately upon the conclusion of the election held at the appropriate Annual General Members Meeting at the Spring show.
The Magazine Editor (Editor) is appointed by the President, which appointment will be confirmed or rejected by the vote of the Board of Directors. He or she is not necessarily a member of the Board of Directors, but should always attend Board meetings in order to record and report on the club’s business activities.
The Auction Chairman is appointed by the President, which appointment will be confirmed or rejected annually by the vote of the Board of Directors. He or she is not necessarily a member of the Board of Directors, but will prepare a written report on all auction results prior to the next meeting of the Board of Directors.
The Membership Chairman is appointed by the President, which appointment will be confirmed or rejected by the vote of the Board of Directors.
The Show Photographer is appointed by the Show Manager in consultation with the Magazine Editor, such appointment to be approved by the Board of Directors. This is not a permanent appointment with a specified term, but is dependent upon quality of product, overall cost, and expertise. Any competent photographer will be considered for the position upon submittal of a qualified quotation.
The Show Photographer shall submit his or her itemized statement to the Show Manager (with a copy to the Treasurer) with the delivery of all photographs and written records. Upon approval of the Show Manager and Editor, the Treasurer shall make payment to the Show Photographer.
The Show Photographer should confer with the Show Manager and Editor several weeks prior to each show and then submit a quotation to the Magazine Editor based upon the Editor’s expectations.
Other than a table-holder or displayer taking photographs of his or her trade (sale) table or display with the Show Manager’s knowledge and consent, the Show Photographer shall have exclusive rights to photograph within the show.
The Show Photographer may rent a table for the purpose of the commercial photography of anyone’s merchandise or individual items, and will enjoy an exclusive right to carry on the business of photography within the exhibition hall. However, such commercial activity must not under any circumstances interfere with the requirements of the Show Manager or any Officer of the Association.