Standing Rules of the Corporation
as of January 1, 2022
These Standing Rules will govern the actions of the Corporation until they are modified or superseded by majority vote of the membership present or represented by proxy at the annual meeting or at a special meeting or by a three-fifths (60%) vote of the Board of Directors. Proposed modifications to these rules must be presented in writing at least 45 days prior to the meeting at which they are to be considered or may be presented for consideration at a meeting if a majority of the members present or represented by proxy agrees to consider them.[Adopted 2/19/1990; Amended 5/25/1992]
- Voting membership in the Corporation shall be open to all members 13 years of age or older. [Adopted 2/15/1990]
- Nominations for Officers of the Corporation shall be made in writing to the President of the Corporation at least 30 days in advance of the annual meeting. Additional nominations may be accepted by writing or voice at the Annual Meeting. It is recommended that the President of the Corporation has served at least one term as a Chapter President, Chapter Representative, or as an ICG officer. [Adopted 2/15/1990, Amended 4/25/2012, Amended 9/8/2020]
- The ICG shall offer two types of memberships: Individual (for a single member) and Household (for each additional legal resident residing at the same address as an individual member). Household members do not receive publications, but are entitled to vote on all lCG business. Members may opt to join at the Household only if and when one member of the Household joins at the Individual rate. All memberships from a Household may be accepted at the same time. Household memberships expire at the same time as the qualifying Individual memberships at the same address. [Adopted 2/15/1990; Amended: 1/3/2001 by Board of Directors, 4/02/2004, 04/29/2005]
- Dues for the Corporation shall be set at $8.00 [U.S.] per Individual member per year, and $4.00 [U.S.] per Household member per year. Membership dues will include $2.00 restricted for use as Archive Funds. The remainder of all dues will be unrestricted General Funds. [Adopted 04/26/2005, Amended 09/27/2007]
- Each member has the right to join more than one chapter of the corporation. However, to avoid payment of ICG dues more than once, they must do the following:
- Designate one ICG chapter as their PRIMARY CHAPTER. Their ICG membership expiration date is determined by the membership in the Primary Chapter.
- When joining another chapter, the member must indicating to the new chapter Treasurer that they are already a member of the PRIMARY CHAPTER.
- The Treasurer of the new chapter can contact the ICG Treasurer or the Primary Chapter Treasurer to get the ICG membership expiration date. That date becomes the expiration date for the new chapter, regardless of how long the Primary Chapter membership has to run.
- When the member’s renewal date occurs, they must pay through the PRIMARY CHAPTER or designate another chapter as “PRIMARY,” and renew their membership through that new PRIMARY CHAPTER.
- Only the PRIMARY CHAPTER must collect ICG dues for each member. The Treasurer of the secondary chapters can verify payment of renewal fees to the PRIMARY CHAPTER by contacting the ICG and/or PRIMARY CHAPTER Treasurer.
- Each Chapter shall provide a list of its officers’ names, addresses, telephone numbers and electronic addresses, if available, to the Corporation Treasurer or his or her delegate within 30 days before the Annual Meeting, and shall indicate which member is the chapter’s designated representative Director to the Board of Directors of the corporation (This may be the chapter president, another chapter officer, or another qualified chapter member designated to act on behalf of the chapter as Director). The Corporation Treasurer or his or her delegate shall send a list of the names, addresses, telephone numbers and electronic addresses, if available, of the officers of the ICG and other members of the Board of Directors, plus that of the Parliamentarian and ICG Newsletter Editor to all members on that list. The Corporation Treasurer or his or her delegate may also call for an updated list of chapter officers 30 days prior to any other meeting called by the Board.
- Alternate Chapter Representative. To ensure continuity of chapter representation on the ICG Board in the event that its primary chapter representative (Director) position becomes vacant, a chapter may opt to identify a chapter member to serve as an alternate chapter representative (Alternate). Chapters are not required to provide Alternate representatives to the Board.
- A chapter that decides to identify and assign the role of Alternate must select a member in good standing with both the chapter and the ICG in the same manner as its Director. The Alternate shall meet all of the same qualifications to be a Director as specified by Article V of the Corporation’s Bylaws and Section 6 of the Corporation’s Standing Rules.
- An Alternate is entitled to observe all Board deliberations including those in executive session, shall be admitted to any forum where Board business takes place, whether physical or online, and shall receive all notices that the Director is required to receive.
- An Alternate shall be acknowledged on the ICG website in the same manner as the Director, with the designation of Alternate.
- An Alternate is bound by the same duties and responsibilities as a Director, including the duty of confidentiality; however, an Alternate is not a Director of the Corporation, shall not participate in any deliberations, voting, or other business before the Board, and shall not be counted for the purposes of determining a quorum.
- The responsibilities of an Alternate are:
- To observe all ICG Board business and report back to the chapter, should the Director be unable to do so due to absence, illness, death, resignation, or abdication, and any other responsibilities as the chapter sets forth.
- To assume the role of Director as designated by the chapter, should the seated Director be recalled by the chapter.
- To accept and serve out the remainder of the role of Director as designated by the chapter, should the previous Director die, become incapacitated, or resign.
- Such declaration or designation shall be timely made in the manner prescribed by Article V of the Corporation’s Bylaws and Section 6 of the Standing Rules for designating chapter representatives.
- An Alternate may resign at any time, or be removed from the role either by the chapter or with cause by a vote of two-thirds (⅔) of ICG Board members present. Such resignation will be considered effective immediately upon receipt unless indicated otherwise.
- Additional responsibilities of the Director are:
- To declare on behalf of the chapter that the position of Alternate is either vacant (if the incumbent is no longer able or willing to serve in that capacity) or not applicable, should the chapter decide not to have an Alternate.
- To identify on behalf of the chapter the qualified member selected by the chapter as the Alternate. In the absence of such designation, the chapter shall be deemed not to have an Alternate representative.
- Pursuant to “2019 Maryland Code Corporations and Associations” Title 2, the use of proxies by non-profit board members is considered a breach of fiduciary responsibility and is contrary to Maryland law. Consequently, primary and alternate board members cannot act in any way where the Alternate could be construed as acting as a proxy for the Director. By way of example, an Alternate cannot act as a Director during a temporary absence of a Director. The Board President or presiding officer shall be responsible for ensuring that any such actions are in accordance with Maryland law in this respect.
[Original Standing Rule 4 Adopted 2/15/1990; repealed and replaced with this rule 5/27/1996, Amended 01/31/2004, Renumbered 04/29/2005, Amended 01/01/2022]
- Alternate Chapter Representative. To ensure continuity of chapter representation on the ICG Board in the event that its primary chapter representative (Director) position becomes vacant, a chapter may opt to identify a chapter member to serve as an alternate chapter representative (Alternate). Chapters are not required to provide Alternate representatives to the Board.
- Each chapter shall send to the Corporation Treasurer monthly, by the 7th day of each month, an updated list of the names and addresses, (where provided) electronic mail addresses and phone numbers of all new and/or renewing members. The chapter shall remit the dues set in Standing Rule 3 for all new and/or renewing members included with each monthly update. Effective January 1, 1995, all new members whose dues are received by the Corporation Treasurer will be assigned a membership expiration date which shall be the last day of the month, one (1) year after the dated payment. Renewing members’ expiration dates will be extended one (1) year from their current expiration dates, unless the membership has lapsed more than three (3) months, in which case the member will be assigned a new expiration month, in accordance with the new member policy as stated above. Such updates shall also include changes of names and addresses, (where provided) electronic mail addresses and phone numbers, and any changes in membership status of existing members. Annually, on January 7, each chapter shall provide a complete list of all members of record, including all contact information as listed above, for review by the Corporation Treasurer. [Adopted 2/15/1990; Amended: 5/25/1992, 2/15/1993, 5/29/1995, 01/31/2004; Renumbered 04/29/2005]
- The local chapter may provide for types of memberships and dues structures in addition to the national structure at its discretion. [Adopted 2/15/1990, Renumbered 04/29/2005]
- The local chapter shall provide for local meetings, election of local officers, and the conduct of local business at its discretion, provided such actions are not in conflict with the Corporation Bylaws. [Adopted 2/15/1990, Renumbered 04/29/2005]
- New chapters shall be admitted to the Corporation by majority vote of the membership at the annual meeting or at a special meeting, or by majority vote of the Board of Directors at a meeting of the Board. The new chapter shall submit its request in writing to the Corporation Board of Directors. The request for affiliation shall specify the formal name of the proposed chapter; the informal nickname, if any; and the names of the initial board of chapter officers, comprising at a minimum a president, vice president, secretary, and treasurer; and shall be signed by a minimum of six persons eligible for Corporation membership. [Adopted 2/15/1990; Amended 5/25/1992; Renumbered: 5/26/1997, 04/29/2005]
- Upon admission approval, a new chapter shall send its dues and membership list as noted above within 30 days. Until the dues and membership list are received, the chapter will not be considered active. The new chapter shall also identify a Director to serve on the ICG Board of Directors, and, if desired, identify an Alternate as that Director’s designated successor. [Adopted 2/15/1990, Renumbered 5/26/1997, Amended 5/31/2003, Renumbered 04/29/2005, Amended 01/01/2022]
- If a chapter fails to submit membership updates and dues (if applicable) to the Corporation for a period of twelve (12) months from the date of last report, the Corporation may withdraw official recognition of the chapter. After six (6) months in arrears, the Corporation Corresponding Secretary shall contact the chapter treasurer to confirm contact information and try to reconcile with the chapter. If the chapter remains in arrears at nine (9) months, the Corporation Corresponding Secretary shall send at least one (1) warning of pending deactivation to the chapter president as well as the chapter treasurer. If the chapter remains in arrears at forty-five (45) days from the date of pending deactivation, the Corporation Corresponding Secretary shall send a final warning notification by certified mail, return receipt requested, to both the president and treasurer of the chapter in arrears. A chapter which has been deactivated may be reactivated by following the admission procedure for new chapters above. Timely submission of membership lists containing at least six (6) members and all dues fees paid for those members included on the list shall constitute reactivation. [Adopted 2/15/1990; Renumbered 5/26/1997, Amended 5/31/2003, 01/31/2004; Renumbered 04/29/2005]
- Whereas membership in the corporation requires membership in a chapter in good standing with the corporation, to accommodate those members whose chapter, for whatever reason, becomes disassociated with the corporation and to maintain their full rights and representation as members of the corporation, an ICG Member Transition Chapter, hereinafter referred to as the T-Chapter, shall be created.
- The T-Chapter shall be established in the state of Maryland, the location of the corporation’s registered office, for the purpose of complying with the requirement in the corporation’s Bylaws. (See Article II _CHAPTERS_ Section 1, Organization.)
- This chapter shall exist when and only when there are ICG members of disassociated chapters who qualify for membership in the T- Chapter, as outlined below. When the T-Chapter exists, a corporate officer appointed by the President of the corporation shall become a de facto member of the chapter.
- When a chapter disassociates itself from the corporation, its corporation members shall automatically be transferred on the corporate membership roster to the T-Chapter. Additionally, said members shall be notified in writing of this action. Such written notification shall include a description of the rights and obligations of T-Chapter members.
- For multi-chapter members (as defined in SR5), if the disassociated chapter was not designated as the primary chapter, no action shall be taken and those members shall not be transferred to the T-Chapter
- Membership tenure in the T- Chapter shall be limited to:
- the remaining “paid through date” on the corporation membership roster, or
- one year, which ever comes first.
- To remain members of the corporation, T-Chapter members must join another chapter in good standing with the corporation before their memberships in the T-Chapter expire.
- The T-Chapter members shall elect a representative to serve as a Director on the Board of Directors within sixty (60) days of its becoming active. If no representative is elected within that period, the appointed corporate officer, as a member of the T-Chapter, shall appoint a representative from within its membership.
- A list of the mailing addresses of the presidents of active chapters shall be provided by the Corresponding Secretary to each local chapter within 30 days following the annual meeting. It shall be the custom of each chapter to mail copies of its newsletter to the presidents of all other local chapters and to the President of the Corporation as a means of keeping all chapters informed on local happenings [Adopted 2/15/1990; Renumbered: 5/26/1997, 04/29/2005]
- The Annual Meeting of the International Costumers’ Guild shall be held at the annual Costume-Con® conference. In the event that a Costume-Con® conference is not held in a given year, the Board of Directors shall determine a site and date for an annual meeting to be held. Such a determination may be made as the last item of business for the Annual Meeting of the Board of Directors. Annual Meetings may be held in an exclusive venue or in conjunction with an established conference or convention. [Amended 4/21/2003, 10/31/2003; Renumbered 04/29/2005]
- Interpretations of Bylaws
- The text in the Bylaws Article V, Section 3 shall be construed to apply equally to Officers of the Corporation as to chapter-appointed Directors of the Board. (See: Article V, Section 1, sentence 2: “The Board shall be composed of one (1) individual member from each chapter of the Corporation chosen annually by that chapter to be a Director, plus the Officers of the Corporation.”) Therefore, once tendered, a resignation is interpreted as irrevocable and immediate unless a future date is offered and accepted by the Board at time of resignation. No vote is required to accept a resignation of either an Officer or a Director; however, the Board may take action to shorten the effective resignation date by a vote of 2/3 of those present.
- The text in the Bylaws Article V, Section 6 shall be construed to include all e-mail, electronic or Internet discussion lists or any other similar technology now existing or to be developed which allows communication with all relevant parties.
[Added 9/11/2005, Renumbered and Amended 01/01/2022]
- Any debatable motion made and seconded before any type of electronic, e-mail or Internet meeting will require the following action:
- The president will assign a motion number to the motion.
- The president will electronically mail the motion number and a restatement of the motion to all voting and consulting members of the electronic forum in use. This mailing will include a feature requiring an automatic notification of receipt. This notification will include a specified period of discussion and the starting date for voting.
- The listing of automatic notifications of receipt required in section (b) above will constitute the members present for that debate and vote. This number must constitute a majority of the Board members for the debate to proceed as required by the Bylaws, Article V, Section 10. Under no circumstance may any member of the Board of Directors be prevented from debating or voting.
- A standard period of a minimum fifteen (15) days shall be allowed for discussion of all debatable motions. Discussion may be closed early by a vote of two-thirds of the Board of Directors to “move the previous question.” This motion is not debatable. [Amended 4/25/2021]
- A minimum of fifteen (15) days shall be allowed for the voting period.
- No new motion can be made at any type of electronic, e-mail or Internet meeting thirty (30) days or fewer before the date of the Annual Meeting, and no vote on a motion can begin fifteen (15) days or fewer before the date of the Annual Meeting. If the President determines that debate on a motion will not conclude fifteen (15) days or fewer before the date of the Annual Meeting, or if there is no business before the Board thirty (30) days or fewer before the date of the Annual Meeting, the President may declare an adjournment of the meeting until the Annual Meeting.
- Upon receipt of a Letter of Petition for Recognition from a potential new chapter, an announcement to the board will be made requesting any objections to a vote on acceptance of the new chapter within 5 days. If no objections are received, a vote of the board of directors will occur over the following 5 days. [Added 3/22/2019]
[Added 9/11/2005, Original section (e) ruled in violation of Bylaws and deleted 10/27/2005, Amended 02/02/2006, Amended 04/30/2018, Amended 03/22/2019, Amended 4/25/2021].
- In order to establish voting privileges at any meeting, membership dues must be received by the Treasurer no later than fourteen (14) days prior to the meeting date. [Adopted 2/21/1994; Amended 5/29/1995; Renumbered: 5/26/1997, 8/31/2003, 04/29/2005, 9/11/2005]
- In recognition of the importance of the annual Costume-Con® conference, and the longstanding relationship of the International Costumers’ Guild and Costume-Con® conferences, the ICG shall perform reasonable activities to promote the annual Costume-Con® conference. Such promotions can include, but are not limited to, the Annual Meeting of the ICG, media promotions such as newspaper, radio or other media, access to ICG functions for Costume-Con® conference promotions, and as a source of classes, panels or other needs of the Costume-Con® conference. [Amended 4/21/2003, 10/31/2003; Renumbered: 04/29/2005, 9/11/2005]
- Individual chapters or the ICG as a whole may initiate a bid for a Costume-Con® conference in accordance with the provisions of the Costume-Con® Constitution. Any fiduciary responsibility, in this instance, remains with the chapter initiating the bid and not with the ICG as a whole. [Amended: 4/21/2003, 10/31/2003; Renumbered: 04/29/2005, 9/11/2005]
- The ICG shall establish a Lifetime Achievement Award to recognize a body of achievement in the costuming art and service to the costuming community.
- Candidates for this award should have the following qualifications:
- Shall have been active in the costuming community for at least ten years.
- Shall have achieved significant recognition for their costuming skills, which may be in the form of, but not restricted to, competitive awards, professional accomplishments, teaching of skills, and/or media recognition.
- Shall have made significant contributions in service to the costuming community.
- This award shall be given at the discretion of the ICG Board of Directors, but no more frequently than once per year.
- Candidates for this award may be nominated by letter of proposal to the ICG President from any member in good standing or from any chapter. All letters of proposal must be received 60 days before the annual meeting.
- The ICG President shall prepare a secret ballot of proposed candidates and No Award and send it to all chapter presidents and ICG officers. The voting deadline shall be 30 days in advance of the annual meeting. A majority of votes shall determine the winner. The results shall be kept secret until the award is presented.
- It shall be the responsibility of the ICG President to have a plaque prepared for presentation to the recipient. The plaque shall read, “The International Costumers’ Guild presents to (_______________________________) its Lifetime Achievement Award for his/her/their contribution to the costuming community. Presented (Date) at Costume-Con (Number) (City/State/Country).”
[Adopted 2/18/1991; Renumbered 5/26/1999, 8/31/2003, 04/29/2005, 9/11/2005]
- Candidates for this award should have the following qualifications:
- Vice-President, Maryland
- The position of Vice-President, Maryland is established as an additional vice president as authorized by the Bylaws. The Vice-President, Maryland shall be the Guild’s liaison with the State of Maryland. He or she shall be in charge of the registered office of the Guild in the state of Maryland. He or she shall keep custody of such documents as applicable Maryland statutes and regulations may require be kept in Maryland. He or she shall also carry out such other duties as the President, the Board of Directors, or the members may prescribe from time to time.
- The Vice-President, Maryland shall be appointed by the Board of Directors and shall serve at the Board’s pleasure. The position shall not be an Officer of the Corporation, as defined in the Bylaws, and shall not make its incumbent a member of the Board of Directors.
[Adopted 5/25/1992; Renumbered: 5/26/1999, 8/31/2003, 04/29/2005, 9/11/2005]
- The position of Parliamentarian is established. The Parliamentarian shall advise (1) the President or other Officer of the Corporation presiding at a meeting of the members or of the Board of Directors, (2) the Board of Directors, and (3) the members, concerning the conduct of all meetings of the members and meetings of the Board of Directors.
- The Parliamentarian shall be appointed by the President and shall serve at the President’s pleasure. The position shall not be an Officer of the Corporation, as defined in the Bylaws, and shall not make its incumbent a member of the Board of Directors.
- Except where superceded by provisions of statute, of the Articles of Incorporation, of the Bylaws, or of these Standing Rules requiring other procedure, the meetings of the members and the meetings of the Board of Directors shall be conducted according to the latest revision of Robert’s Rules of Order. The Parliamentarian shall keep a current copy of them.
- Records and Archives. A Records and Archives function is established as follows:
- It is the duty of the Recording Secretary to maintain the official records of the Corporation, including its Bylaws, Standing Rules, and meeting minutes in good order. The Recording Secretary shall also maintain a list of all committees of the Corporation under Article V section 11, including the names of the members of each committee, the names of the committee chairs, and the expiration dates of committee appointments (if any). The Recording Secretary shall ensure that accurate copies of the Bylaws, Standing Rules, annual Board and Member Meeting minutes, and lists of committees and appointments is maintained on the ICG website for access by members of the organization.
- An Archivist role is hereby established, who is responsible for building and curating an archive of contemporary and historical material related to the ICG and the practice of the costuming art form. The Archivist is appointed by the Board of Directors and serves at their pleasure. The archive shall be known as The Pat & Peggy Kennedy Memorial Archives. The Archivist is responsible for establishing archive policies. The Archivist shall maintain and make catalogs of archived material available on the ICG website and, to the the fullest extent possible, convert archived material to digital form for long-term preservation and online access.
- A Gallery Administrator role is hereby established, who is responsible for maintaining an online gallery of ICG related photographs and other media from the Archives and other sources, and making this gallery available through the ICG website. The Gallery Administrator is appointed by the Board of Directors and serves at their pleasure. The gallery shall be known as The International Costumers’ Gallery. The Gallery Administrator is responsible for determining Gallery policies, and providing input in the selection gallery management software.
- Communications and Public Relations. Communications within the ICG and relationships with other costuming communities and the public are important to promoting the purpose and mission of the ICG. A Communications and Public Relations function is established as follows:
- The Corresponding Secretary shall be responsible for all official internal and external correspondence on behalf of the ICG.
- The Corresponding Secretary shall follow up with local chapters and remind them of their responsibilities and duties to the ICG. The Corresponding Secretary shall also maintain a calendar of all ICG deadlines and events, including, but not limited to, membership due dates, ICG Newsletter submissions, annual submissions, and proxy submissions, and shall inform and remind chapters of these items at 30 days, 14 days and 5 days prior to the deadline or event. These notices may be sent electronically, via postal service or telephonically.
- A Communications and Public Relations Committee is established as a standing committee. The Committee shall be composed of the Corresponding Secretary and at least two other members appointed by the President. The President may appoint any member as its Chair. Appointments shall be reviewed and confirmed by the President annually. The role of the Communications and Public Relations Committee is to oversee communications within and outside the ICG, to promote the purpose and mission of the ICG to the public and the press, to establish and maintain relationships with other costuming and related communities, and to set communications and public relations policies.
- Although Chapter communications and public relations do not fall under the Communications and Public Relations Committee, the Committee shall encourage Chapter communications and public relations activities, and offer advice and assistance to Chapters in communicating and publicizing their activities. Chapter public relations officers are welcome to participate in Communications and Public Relations Committee discussions.
[Adopted 5/25/1992; Renumbered 5/26/1997, Amended 5/29/2000, Renumbered: 8/31/2003, 04/29/2005, 9/11/2005, Amended 4/01/2012]
- It shall be the responsibility of the President or his/her designated representative to provide 50 copies of any business item received 15 days in advance of the annual meeting to the meeting. Those bringing items not on the preliminary agenda to the meeting are requested to bring 50 copies of those items. [Adopted 5/26/1995, Renumbered: 8/31/2003, 04/29/2005, 9/11/2005]
- Publications. Publications serve an important role in disseminating knowledge of costuming practices, and keeping members informed of ICG and Chapter activities. A Publications function is established as follows:
- An ICG Newsletter shall be published no less than four (4) times per year in both online and print editions as a membership benefit. Members may specify which edition they prefer to receive. It shall include a summary of all official ICG business and reports received. It is recommended that the ICG Newsletter also include updates from Chapters about their activities and events, as well as feature articles. The Newsletter shall be published by a Newsletter Editor who is appointed by the Board of Directors and serves at their pleasure.
- A Publications committee is established as a standing committee. The Committee shall be composed of the Newsletter Editor and at least two other members appointed by the President. The President may appoint any member as its Chair. Appointments shall be reviewed and confirmed by the President annually. The role of the Publications Committee is to oversee the ICG Newsletter and any other ICG publications they may from time-to-time establish, and to set editorial policies for these publications.
- Although Chapter publications do not fall under the Publications Committee, the Committee shall encourage the establishment of Chapter newsletters and other Chapter publications, and offer advice and assistance to Chapters who want to establish them. Chapter newsletter editors are welcome to participate in Publication Committee discussions.
[Consolidated and Renumbered Standing Rules 26 (Adopted 2/15/1990), 27 (Adopted 5/29/1995), and 28 (Adopted 5/26/1997) 4/01/2012]
- Technology and the Web. Online technologies and social media are increasingly important as ways for members to communicate, and for the ICG to disseminate information. A Technology and Web function is established as follows:
- The ICG shall maintain a website that provides information about the ICG. The website shall include announcements, copies of all official ICG documents and financial reports, all online issues of the ICG Newsletter, the Pat & Peggy Kennedy Memorial Archives, and the International Costumers Gallery. It is recommended that the website also include costuming information such as convention schedules and links to useful costuming resources. The website shall be the responsibility of a Webmaster who is appointed by the Board of Directors and serves at their pleasure.
- The ICG shall also maintain online discussion forums to promote communications among and with its members. There shall at least be forums dedicated to open member discussions, Board of Directors business, and the business of ICG committees. Each forum shall be viewable by all members unless otherwise approved by the Board of Directors. The Board of Directors and each Committee may invite others to contribute to their forums at their discretion.
- A Technology and Web committee is established as a standing committee. The Committee shall be composed of the Webmaster, the Archivist, the Gallery Administrator, the Newsletter Editor, and at least two other members appointed by the President. The President may appoint any member as its Chair. Appointments shall be reviewed and confirmed by the President annually. The role of the Technology and Web Committee is to oversee the ICG website, discussion forums, and any other forms or online presence it may from time-to-time establish; to evaluate and recommend online technologies; and to set policies for their use, including online privacy.
- Although Chapter websites and other forms of online presence do not fall under the Technology and Web Committee, the Committee shall encourage chapters to establish websites and other social media, and offer advice and assistance to chapters who want to establish them. Chapter Webmasters are welcome to participate in Committee discussions.
- The Board of Directors shall continually evaluate the activities of any appointee, including the editor of The ICG Newsletter. Concerns or complaints should be made in writing to the President, editorial board or other managing body. An appointee’s failure to address or correct grievances brought before the President, editorial board or other managing body in a timely manner may result in the recommendation by the Board that said appointee be placed on probation. Probationary status must be delivered in writing to the appointee, with a copy to be placed in Corporation archives. Probation may not exceed three (3) months. Should said appointee remain unresponsive or fail to address all issues raised after the period of probation has expired, said appointee may be dismissed or replaced without further notice. [Adopted 5/29/1995; Renumbered: 5/27/1996, 5/26/1999, 8/31/2003; Amended 01/31/2004, Renumbered: 01/31/2004, 04/29/2005, 9/11/2005]
- Budget and Finance. A Budget and Finance function is established as follows:
- The Treasurer shall present a written annual budget to the Board for consideration no later than November 1st of the preceding year. The Treasurer may set deadlines for input by officers and committees to ensure the timely delivery of the budget. The Board shall consider the Treasurer’s proposed budget, make such changes as the Board finds desirable, and adopt it no later than the December 31st of the preceding year. The Treasurer shall ensure that an accurate copy of the approved budget is maintained on the ICG website for access by members of the organization.
- The Treasurer shall report the Corporation’s revenues and expenditures to the Board at least quarterly. The Board may increase or decrease budgeted expenditures as needed during the course of each year. To meet arising needs, the President may, without the Board’s approval, increase or decrease budgeted expenditures each year by an amount not to exceed fifteen (15) percent of the budgeted amount and shall promptly report such changes to the Board.
- The Treasurer shall prepare a report as soon as possible after the close of each year on revenues and expenditures in comparison to the approved budget with any revisions made during the the year, and ensure that an accurate copy of the report is maintained on the ICG website for access by members of the organization.
- A Budget and Finance Committee is established as a standing committee. It shall consist of the Treasurer and at least two other non-Board members appointed by the President. The President shall appoint one of the non-board members as its Chair. Each appointed member of the Committee shall have a two-year renewable term, and the terms shall be staggered so that half them shall retire or be re-appointed in any year. The role of the Committee is to set financial policies in accordance with generally accepted accounting practices, to review the Treasurer’s budget and quarterly financial statements before their submission to the Board, and to review and endorse the Treasurer’s annual financial report prior to its publication.
- Although Chapter budgets and finance do not fall under the Budget and Finance Committee, the Committee shall encourage Chapters to create budgets and adopt sound financial practices, and shall offer advice and assistance to Chapters who want it. Chapter treasurers are welcome to participate in Budget and Finance discussions.
[Adopted 02/15/1999, Renumbered 8/31/2003, Amended 01/31/2004, Renumbered: 04/29/2005, 9/11/2005, Amended 4/1/2012]
- Marty Gear Costuming Arts and Sciences Fund. A permanent fund is established for the purpose of promoting the costuming arts and sciences. The Fund shall be used to make grants to projects whose goals align with the ICG’s purpose as a non-profit educational organization. This Fund is meant to serve as a catalyst for projects that promote the art and science of costuming, either in a specific locale or the community as a whole.
- Administration. The Fund shall be administered by a standing Fund Committee composed of the Treasurer and at least one other member appointed by the President. The President may appoint any member as its Chair. Appointments shall be reviewed and confirmed by the President annually. The purpose of the Fund Committee is to administer the Fund, and the rules under which grants are made and contributions are accepted and acknowledged. These rules shall be specified in a governing document that is maintained by the Committee. An initial governing document shall be approved by Board of Directors before any grants can be made. Material revisions are subject to review by the Board of Directors. Committee members shall not be responsible for considering or making grants.
- Grant Making. Grants shall be considered and made by an independent panel of at least two members appointed by the President. The President may appoint any member as its Chair. Appointments shall be reviewed and confirmed by the President annually. The panel operates under the rules specified by Fund’s governing document, and its members shall not be responsible for administering the Fund. The panel shall keep grant applications secret, unless a grant based on the application is actually made. Grants are subject to review by the Fund Committee to ensure they conform to the governing document. Recipients are responsible for any taxes due on grants they receive.
- Funding. The Fund can receive contributions from individuals, chapters, and outside organizations. Contributions are restricted donations to the ICG, and are tax deductible to the fullest extent of the law. The Treasurer is responsible for receiving and acknowledging contributions, making grant payments, and managing the accounting of the Fund. The ICG may solicit contributions from outside organizations, including grant-making organizations and commercial firms. Acceptance of contributions is subject to review by the Fund Committee to ensure they conform to the governing document.
[Adopted 11/27/2013, Amended 3/22/2014]
- Special Interest Groups (SIGs). The Special Interest Group (SIG) is established as a unit of the ICG. A SIG is an organization of ICG members with a common interest in a particular aspect or genre of costuming, without regard to the geographical location of its members.
- A SIG shall be admitted to the Corporation by majority vote of the membership at the annual meeting or at a special meeting, or by majority vote of the Board of Directors at a meeting of the Board. The prospective SIG shall submit its request in writing to the Corporation Board of Directors. The request shall specify the formal name of the SIG and an informal nickname, if any. It shall state the special interest served by the SIG, how the SIG will be organized and its Chair selected, and the name of the initial Chair. It shall be signed by a minimum of six ICG members in good standing who will be members of the SIG.
- SIG membership is open to any ICG member, and a member can join any number of SIGs. SIG membership does not confer voting rights in the Corporation, and SIGs do not have representation on the ICG Board of Directors. The President may appoint an ICG officer to serve as a liaison between the SIGs and the Board.
- The term of membership in a SIG shall correspond to the term of membership in the ICG member’s primary chapter. Membership in a SIG terminates if the primary ICG membership terminates. SIGs shall have access to the ICG membership list for the purpose of identifying those eligible for SIG membership and determining their terms of memberships.
- A SIG can establish its own governing rules, provided that they are compatible with the Bylaws and Standing Rules, and such reasonable rules and regulations that the Board determines to be in the best interests of the Corporation.
- A SIG can charge a membership fee to cover the costs of activities and programs.
- A SIG shall receive similar benefits to those available to other ICG units. By way of example only, this may include website hosting, participation in the Group Exemption Letter, and other benefits that may from time to time be available to other ICG units.
- Each SIG shall report its status and list of members to the Corresponding Secretary or another officer designated by the President no later than November 1st of each year. It shall also promptly report the name, address, phone number, and electronic address, if available, of its Chair and any other SIG officers whenever that information changes. The Chair’s name, address, and electronic address will be used for the SIG’s listing on the ICG website unless the SIG provides different information.
- The Board can, by majority vote at a meeting of the Board, withdraw recognition of a SIG that does not follow the Bylaws and Standing Rules or the guidelines established by the Board, operates in a way that the Board considers to be detrimental to the Corporation, or is deemed to be inactive because its annual report has not been received within 60 days of its due date or the SIG is without a Chair for at least 60 days.
- ICG Press. The ICG Press is established with the goal of publishing long-form content including books and monographs on topics related to costumes and costuming. The ICG press serves the ICG’s mission as a non-profit educational organization.
- Administration. The ICG Press will be administered by an Editor in Chief appointed by the Board of Directors, and serves at their pleasure. The role of the Editor in Chief is to solicit and receive manuscript, recruit editors for individual publications, oversee the publication process, manage the finances, and ensure that authors and the ICG Press meet their obligations. The Editor in Chief shall not be responsible for evaluation or recommendation of individual works for publication.
- Selection. Evaluation and selection of works for publication will be done by a Selection Committee appointed by the Editor in Chief. The Selection Committee will establish and document a process for authors to propose works for publication, how those works will be evaluated, and what selection criteria will be used. The Selection Committee will forward their recommendation to the Editor in Chief, who will make a final decision, notify the author(s), get a signed agreement, and assign an editor to oversee the work.
- Publication. The Editor in Chief is responsible for selecting a publishing platform that offers both publication-on-demand for hard copy editions, and ebook and digital publishing capability. The goal is to eliminate the up-front expense of standard publishing, while offering the greatest flexibility for publication formats and distribution.
- Finances. The ICG Press will generally be financially self-sufficient, financing expenses with income from past publications, and occasional fund-raising activities on platforms such as Kickstarter or Patreon. The Editor in Chief will submit a ICG Press budget each year for approval by the Board of Directors. The Board of Directors may approve requests to cover certain one-time expenses in the annual budget or as a special allocation during the year. Income from the ICG Press activities will be retained in a separate ICG Press account for their exclusive use.
- ICG Guidelines. The ICG Guidelines embody the accumulated experience of ICG members in producing, judging, and participating in the art of masquerade costuming. The Guidelines offer a valuable resource for any party wishing to stage a costume contest. Publishing and maintaining the Guidelines is one of the qualifying educational activities under which the ICG maintains its tax-exempt status. To that end, the ICG takes the following steps:
- A standing ICG Guidelines Committee is hereby established.
- The role of the ICG Guidelines Committee is to maintain and review the ICG Guidelines, to keep them current and accurate, and to expand them as the
Guidelines Committee deems appropriate. The Committee shall report such revisions to the Board of Directors quarterly, and to the Membership annually. Additional reports may be made as the Committee deems appropriate.
- The President shall appoint a Chair for the Committee to be reviewed and confirmed annually. Additional committee members will be appointed by the President or the ICG Guidelines Committee Chair; said appointments shall be reviewed and
confirmed by the President annually.
- Recognizing that there are multiple ways to organize a successful masquerade, the ICG Guidelines Committee shall consider and solicit suggestions for the Guidelines from ICG chapters, members, and the costuming community at large.
- A simple majority vote of the ICG Board of Directors on reported revisions of the ICG Guidelines will be necessary to confirm and publish them.
- The ICG Guidelines committee shall work with the Publications Committee and the Technology and Web Committee to keep the published version of the ICG Guidelines up to date.
- An electronic mailbox shall be established for the ICG Guidelines Committee; this mailbox shall be monitored by the ICG Guidelines Committee chair, the ICG President, and any designated members of the ICG Guidelines Committee.
Costume-Con© is a registered Service Mark owned by Karen Schnaubelt. [Added 10-31-03, Amended 4/20/2012]
Last updated May 13, 2018