OAR 291-145-0020: Membership, Meetings, and Events

(1) A waiting list may be maintained for groups with limited membership. (2) AICs nominated to be club representatives must have approval of the FUM or designee. An AIC will not be a club representative of more than one group. AICs will not be permitted to be a member of more than four groups at a time. (3) Club representative elections will be conducted by secret ballot. The designated facilitating staff will be present during all elections and will supervise the counting of all ballots. (4) AIC groups may be permitted by the FUM or designee to use monitored telephone for approved group business. These calls will be monitored by assigned staff. (5) A schedule for group meetings will be adopted by designated facilitating staff and made available to the AIC population. (6) The FUM or designee may limit what property may be used for a group meeting or brought by AICs to group meetings to property which is necessary and appropriate for the meeting. (7) Attendance records will be maintained for all group meetings by designated facilitating staff. Failure to attend general meetings may result in loss of membership. (8) All group events must be approved by the FUM or designee. (a) The FUM or designee may deny, revoke, or suspend individual or group activities for AIC conduct that is disruptive. (b) Group activities must follow an agenda approved by designated facilitating staff. (9) AICs with insufficient funds will not be allowed to take part in a group activity that has a cost associated with participation. (10) Frequency of events and activities (a) Banquets: (A) Groups may be allowed to hold annual banquets. Annual banquets must follow the standard approval process of any group activity. (B) An AIC who participates in a banquet must be a member in good standing. Each AIC may invite up to one visitor per event with the approval of the FUM or designee. (C) Food items for banquets must be obtained through the functional unit’s Food Service section unless otherwise approved by the FUM or designee. (b) Fundraisers: (A) With the approval of the FUM, clubs may facilitate a limited number of fundraising events each year. The FUM shall decide how many fundraisers a club may hold each year, not to exceed four fundraising events. (B) Fundraising events must have a purpose approved by the FUM or designee. The purpose must align with a club’s stated purpose within the club constitution. If the fundraiser is approved, the purpose of the fundraiser will be advertised to the AIC population so that the intent is clear to those choosing to participate. (C) If the purpose of a fundraiser is to make a monetary donation, then all revenue generated, minus event expenses, must be donated. (D) If the purpose of a fundraiser is to generate money for a club’s future use, the FUM or designee shall consider if the club already has sufficient funds before approving the fundraiser request. (E) The FUM or designee may deny a club fundraiser but still allow the club to hold the event as an at-cost event. (F) Food items for fundraising events must be obtained through the functional unit’s Food Service section unless otherwise approved by the FUM or designee. (c) At Cost-Events: (A) With the approval of the FUM, clubs and special interest groups may facilitate a limited number of at-cost events each year. A club may not hold an at-cost event in the same month in which the club also holds a banquet or a fundraiser. The FUM shall decide how many at-cost events groups may hold each year, not to exceed one at-cost event each month per club or special interest group. (B) Clubs and special interest groups should plan at-cost events so that money collected for the event is equal to or less than the cost of the event. The FUM or designee will review at-cost event plans to ensure the money collected will be equal to or less than the cost of the event and that funds will be available to cover the cost of the event. If money collected for a club at-cost event is less than cost of the event, the club is responsible to provide money to cover the remaining cost. (C) All food items for at-cost events must be obtained through the functional unit’s Food Service section unless otherwise approved by the FUM or designee.