POLICIES

1. NAME: The name of the organization is the West Coast Science Fiction Association (hereafter called WCSFA).

2. WHAT IT IS:

  1. WCSFA is the legal entity under which the VCON conventions operate.
  2. * It is the legal owner of the VCON trademark.
  3. WCSFA has a standing committee - the VCON Convention Committee (hereafter called the ConCom) created yearly for the purpose of running that year's VCON Convention.

3. PURPOSE: WCSFA's purposes are:

A. GENERAL:

* To promote, recruit for, aid in organizing and oversee the VCON science fiction convention.
* **To have fun**.

B. LEGAL

To provide legal protection for standing committees (sponsored conventions) in case of financial or legal calamity. (Registered societies have financial liability limited to WCSFA's assets - not the assets of the members.)

C. ORGANIZATIONAL

  1. To book facilities (possibly) years in advance so VCON is assured of an available venue on its usual weekend.
  2. To recruit individuals and groups to run VCON.
  3. To take responsibility for continuing to publicize VCON widely.
  4. To take care of convention inventory, such as artshow panels and supplies.
  5. To maintain a membership database for both WCSFA and for the VCON Convention.
  6. To work with other Convention Coordinating committees in the region to share assistance and expertise.

D. OVERSIGHT

  1. To oversee WCSFA -sponsored Conventions to ensure they follow financially and organizationally-sound practices.
  2. To set policies and procedures that will help WCSFA Conventions run smoothly and successfully.
  3. To advise ConComs as the repository of information and expertise on convention-running.
4. MEMBERSHIP:
  1. Membership in WCSFA is automatically granted to:
    any member in good standing of the British Columbia Science Fiction Association (BCSFA)
  2. anyone who has bought or been granted a membership in the most recent VCON or in the immediately upcoming VCON.
  3. Membership can also be granted by a vote of the membership of WCSFA to anyone (or any group) interested in science fiction, fantasy or related genres and their celebration at VCON.
  4. WCSFA memberships are good for one year
  5. WCSFA membership is free.

    Members are entitled to:
  6. speak and vote at any WCSFA General Meeting,
  7. run for any position on WCSFA Board of Directors / Executive.
  • * In future WCSFA may choose to expand its membership by offering VCON Association memberships to the memberships of other compatible organizations.

    5. MEETINGS:

    (a) WCSFA will hold four regular General Meetings per year (preferably quarterly).

    The purposes of these meetings will be:
    to vote review the status of the VCON Standing Committee at the end of each year's Convention
    1st VCON progress review/ Annual General Meeting (usually January)
    2nd VCON progress review (usually April)
    3rd VCON progress review (July)

    (b) ANNOUNCEMENT OF MEETINGS:

    All General Meetings (and Special GMs) must be announced (14) days before they are held. Notification can be through club newsletters, circulated by e-mail, posted on club websites, or by phone and e-mail when urgent. (It is the responsibility of Members to keep WCSFA notified of changes in email/phone# if they expext to be notified).

    6. BOARD OF DIRECTORS: WCSFA Board of Directors has a minimum of ten (10) positions: (4) Executive Director positions (President, Vice-President, Secretary/Treasurer, Archivist); (5) Members-at-Large. The VCON Chair is automatically a Director with full voting privileges. Extra Directors may be added to the Board through appointment by the President (to be confirmed by the Membership at the next General Meeting).

    The duties of the Directors are:

    PRESIDENT:

    1. Calls and Chairs meetings.
    2. Draws up Meeting Agendas.
    3. Responsible for Notice of Meetings.
    4. Acts as the official spokesperson for WCSFA.
    5. Oversees and assists the VCON convention committee in putting on a VCON.
    6. Is responsible for developing and continuing publicity for WCSFA and for WCSFA conventions.

    • VICE-PRESIDENT:

    1. Carries out the President's duties if the President is ill or absent.
    2. Is the Convention Hotel Liaison - responsible for continuing relationship with convention site.
    3. Is WCSFA's designated signing authority for the Hotel contract.
    4. Carries on research for other possible VCON sites.
    5. Investigates potential big-draw guests.

    SECRETARY/TREASURER:

    1. Takes minutes of meetings. Makes sure the minutes are published in all club newsletters, circulated by e-mail, posted on WCSFA website and otherwise made accessible to VCON Association members.
    2. Keeps a log of all motions passed at meetings and all changes to the Policies and Procedures. Publishes an update annually or as needed.
    3. Manages the membership list.
    4. Responsible for the yearly report/registration to the Provincial Societies Branch.
    5. Keeps the Association's financial records and gives financial reports at each meeting.
    6. Reviews convention financial reports and makes recommendations.
      Is responsible for filing the annual report with Victoria. Presents that report to WCSFA Directors prior to submission.
    7. Responsible for researching and implementing fund-raising schemes, grant applications, etc.

    Archivist:

    Responsible for WCSFA Archives.

    MEMBERS-AT-LARGE:
    Responsible for working on committees headed by Executive members aimed at recruiting, publicity and other projects.