Artistic Solutions Policy # 2 was confirmed at the Board of Directors meeting on April 14, 2002
"Friend of BayCon" is someone whose contributions to both BayCon and Artistic Solutions are sufficient, and likely to be on-going, as to merit the distinction of Friend of BayCon. So long as that individual remains a Friend of BayCon, they shall be granted a free, complimentary membership in each BayCon, with full rights of membership.
At the Chair's discretion, the Registrar may be requested to place a special "Friend of BayCon" ribbon on the membership badge of anyone so distinguished.
The first qualification involves years of service to BayCon and Artistic Solutions. At a minimum, those wishing to be considered for Friend of BayCon status must have worked at least six (6) years at a "staff" level volunteer position, or at least three (3) years at a "committee" level volunteer position. Service years are considered only for volunteer positions that require year-round work.
- "Committee" level positions include Directors and Officers of the Corporation as well as Chairs, Vice-chairs and Division Managers of a BayCon operating committee.
- "Staff" level positions include all other volunteer staff not included as "Committee" level.
The second qualification is less tangible but equally import. It is shown as a "positive attitude" towards both BayCon and Artistic Solutions that has been repeatedly demonstrated during the course of the volunteer's participation. It must be considered that such "positive attitude" is likely to continue into the foreseeable future and beyond.
Each year, the Board of Directors of Artistic Solutions will meet specifically to discuss applications for Friend of BayCon status. The meeting will occur sufficiently before BayCon as to allow publication of results in the convention's Program Book. This meeting will be announced to volunteers at least two weeks prior to the meeting. Quorum for the meeting requires a majority of seated Directors with not less than three Directors participating.
Each person wishing to be considered for Friend of BayCon status is required to submit a request for consideration to the Board prior to the meeting where appointments will be discussed. Persons other than the individual to be considered may request consideration on that individual's behalf. It is not the responsibility of the Board to seek out candidates.
The request for consideration must include the following information:
- Name, address and phone number for the individual
- A description of service at each convention to be considered toward the service years criteria.
- A brief narrative on why the individual should be considered.
The Board will consider each applicant on their own merits. It requires a two-thirds positive vote of all Directors present and voting to confirm the appointment to Friend of BayCon status.
As a courtesy, individuals not appointed to Friend of BayCon status will privately be given an explanation of why they were not appointed.
It is the privilege of the convention Chair to announce the elevation to Friend of BayCon status of any individual. Such announcement will take place at the next scheduled volunteer staff meeting after the Board of Directors meeting where appointments to Friend of BayCon status were made.
From time to time, someone previously elevated to Friend of BayCon status may engage in conduct, activities or actions that the Board of Directors of Artistic Solutions considers damaging to either BayCon or Artistic Solutions. Such conduct, activities or actions must be sufficient that the individual no longer deserves the title of Friend of BayCon in the estimation of the Board. Such actions may be discussed at any Board of Directors meeting, without advance notice to the individual.
It requires a two-thirds vote of all Directors present and voting to confirm the revocation of Friend of BayCon status. As in the appointment voting, quorum requires a majority of seated Directors with not less than three Directors participating.
If Friend of BayCon status is revoked from an individual, it is the responsibility of the President of the corporation to notify that individual in writing of the revocation.
Once Friend of BayCon status is revoked, that individual's prior service history will be removed from any future consideration for Friend of BayCon status.
Maintenance of the Friends of BayCon List
It is the duty of the President of Artistic Solutions to maintain the list of Friends of BayCon, including an annual verification of a list member's contact information. The President will update the list based upon any actions of the Board of Directors. The President will present the updated list to the convention Registrar sufficiently prior to the convention that the Registrar has time to deal with the list. Likewise, the President will present an updated copy of the list to the Publication Department in time for inclusion in the convention Program Book.