Des Moines Science Fiction Society By-Laws

Section I: Intent and Interpretation of By-Laws

1.0 Purpose of by-laws. These by-laws were developed for the following purposes:

1.1 To define the purpose and direction of the Des Moines Science Fiction Society and its sponsorship of DemiCon, an annual science fiction convention.

1.2 To define the duties, responsibilities, rights, and authority of its officers and members.

1.3 To provide a set of guidelines for settling disputes.

2.0 Interpretation of by-laws. Whenever possible, these by-laws should be interpreted by intent first, rather than literal wording.

3.0 Definition of terms. The following are definitions of terms used in these by-laws.

3.1 DMSFS – An acronym meaning "Des Moines Science Fiction Society."

3.2 Attending member – any person attending a DMSFS meeting.

3.3 Voting member – any member who has met the requirements for voting on various DMSFS issues.

3.4 Attending/voting member – any member who may vote, and is attending a DMSFS meeting in person

3.5 Proxy/voting member – any member who may vote, and who submits his/her vote by proxy.

3.6 Whiffletree – The pivoted horizontal crossbar to which the harness traces of a draft animal are attached.

3.7 Convention – An annual gathering of science fiction fans sponsored by DMSFS.

3.8 DemiCon – The official name of DMSFS’ annual convention.

3.9 Officer – DMSFS member elected to an official club office

3.10 ConCom – DMSFS members elected to the convention steering committee.

3.11 Appointee – DMSFS member selected to administer Approved Post, short-term project task, or a DemiCon department head; or a group of DMSFS members selected to serve on an Interim or Long-term Committee.

3.12 Club Property – Any material goods or assets purchased with DMSFS funds, donated to either DMSFS or DemiCon, or tangible product produced by DMSFS.

3.13 Club Purposes (use of club property) – Any official function during a DMSFS meeting, a DMSFS event or DemiCon.

3.14 Promotional Purposes (use of club property) – Use of club property by club members at functions/events to promote DMSFS and/or DemiCon i.e. room parties at other conventions.

3.15 Outside Purposes (use of club property) – Use of club property by club members or others for activities not associated with DMSFS or DemiCon.

4.0 Relationship of the DMSFS to DemiCon. DemiCon is the DMSFS’ annual science fiction convention. As the DMSFS is the official and sole sponsor of DemiCon, and as DemiCon personnel are considered to be members of the DMSFS, those rules governing the DMSFS (i.e. – these by-laws) are to be considered to govern DemiCon as well.

Section II: General Goals

1.0 Definition of purpose. The Des Moines Science Fiction Society (DMSFS) is a non-profit organization that was created, and exists for, the following purposes:

1.1 To provide a resource group for those interested in science fiction and related areas.

1.2 To promote interest in science fiction and related areas.

1.3 To sponsor DemiCon, an annual science fiction convention.

Section III: Membership

1.0 Persons qualified for membership in the DMSFS. Membership in the DMSFS is open to all sentient beings, regardless of race, religion, creed, sex, age, number of limbs, or nation or planet of origin.

2.0 Payment of dues for voting members. Voting membership may elect at a future date to require payment of dues as a prerequisite for becoming a "voting member" (see section V, paragraph 2 below).

3.0 Payment of dues for non-voting members. Payment of dues may never be required of anyone simply to become an "attending member" (see definition in section I, sub-paragraph 3.3 above).

Section IV: Meetings

1.0 Definition of meetings. Meetings are defined as any gathering of three or more DMSFS members whose primary purpose is to conduct club business, and whose secondary purpose is to allow time for socializing.

2.0 Meeting times. Meetings will be held on the second and fourth Fridays of each month.

3.0 Changing of meeting times. Voting membership may, at any time, elect to temporarily or permanently change the time of meetings.

4.0 Place of meetings. DMSFS members may meet anywhere they darn well please, including, but not limited to: homes, restaurants, bars, small wooden crates, alternate dimensions, and multi-generational starships.

Section V: Voting

1.0 Definition of voting. Voting is the method whereby the membership of the DMSFS will decide who will occupy "official" positions, and what courses of action the organization may take on certain issues.

2.0 Definition of voting membership. A "voting member" is any DMSFS member that meets the requirements to vote on officers and other issues.

3.0 Requirements for voting membership. Any member of DMSFS may potentially become a voting member. The following requirements must be met to become a voting member.

3.1 The member must have attended at least 1 meeting in the last 6 months.

3.2 The member must be at least 13 standard earth years old.

3.3 The member must have his/her dues paid in full, should the membership have elected to require payment of dues (see section III, paragraph 2 above).

3.4 The member must have at least the I.Q. of a small soap dish.

4.0 Voting by proxy. If a member meets the requirements for voting, that member may vote by proxy.

4.1 Proxy votes are submitted by sending a signed letter or sending an email via a previously registered email address to the Speaker, or by recording an identifiable voice mail message on the club's voice mailbox with the proxy prior to the time of the vote.

4.2 Each member must submit their own proxy i.e. a member may not submit their own and a spouse’s proxy.

4.3 The membership may, in the future, elect to allow proxy voting rights to full dues-paid members, whether or not the attendance requirements have been met.

5.0 Issues requiring membership vote. The following agenda items must be brought to a vote:

5.1 Election of club officers.

5.2 Election of ConCom members.

5.3 Forced removal of club officers or ConCom from office.

5.4 Forced removal of club officers from the bar.

5.5 Any expenditure not directly related to the convention.

5.6 Individual expenditures for purposes of the convention exceeding $500.

5.7 Approval of public activities to be carried out under the DMSFS or DemiCon name.

5.8 Determining the answer to exceedingly strange questions, such as, "how many gallons of Beam’s Choice would be required to fill the capitol dome?"

5.9 Amendments and changes to these by-laws.

6.0 Voting on non-required issues. Voting membership may vote on other issues not listed in paragraph 5 above upon the motion being put forth and seconded by any attending members.

7.0 Time of voting. Once the need for a vote has been determined, voting will take place at a time determined by the following rules:

7.1 Issues, which require membership vote, as outlined in paragraph 5 above may not be voted on at the meeting in which the nomination/motion is proposed. Voting may take place one or more meetings after the nomination/proposal. This is intended to allow those voting members not in attendance to be informed of voting and voting alternatives, and to give such members time to submit their vote by proxy if necessary.

7.2 If an acceptable reason for expediency can be agreed upon by attending members, the deferred-voting requirement outlined in sub-paragraph 7.1 above may be waived for a given vote.

7.3 Voting motions made at a meeting which fall outside the normal required voting issues (as outlined in paragraph 6 above) may be voted upon at that meeting.

8.0 Other voting issues. The following guidelines will be used in determining voting results, validity, and method:

8.1 Unless otherwise specified, results of voting issues are determined by simple majority of those casting a vote (attending/voting and proxy/voting members); i.e. – those attending a meeting but abstaining from a vote are not counted in determining the majority percentage.

8.2 Voting may be done by either open or closed ballot, as determined by the voting membership at the time of the vote.

Section VI: There is NO Section VI

Section VII: Club Officers

1.0 Club Speaker. Voting membership must elect a Speaker, who will perform the following duties:

1.1 Act as signator for official documents as necessary.

1.2 Call meetings to order (good luck!).

1.3 Maintain order at meetings by exercising his/her privilege to grant or revoke the floor to/from any member, and, if that doesn’t work, shooting offending members in the heinie with a phaser.

1.4 Select his/her own "official title" by which he/she will be known during his/her term of office (e.g. – Speaker, Tyrant, High Confused One, etc.).

1.5 Greet and introduce visitors and new members.

1.6 Appoint members to administer approved posts as outlined in Section IX and specified in Addendum One to the DMSFS by-laws - Standards, Section III or personally assume the responsibility for the duties of the approved post(s).

1.7 Select other appointees or interim committees as necessary under the guidelines in Section IX.

1.8 The Speaker may at his/her discretion appoint members to delegate one or more speaker responsibilities or oversee certain tasks or projects as outlined in Section IX.

1.9 Pardons are purely at the discretion of the Speaker with the exception of all persons associated with the making of Battlefield Earth.

2.0 Speaker-of-Vice. Voting membership must elect a Speaker-of-Vice, who will perform the following duties:

2.1 Act in the capacity of temporary Speaker, should the Speaker not be present at a meeting.

2.2 Select the location for, and otherwise coordinate, any after-meeting meals.

2.3 Coordinate publicity efforts for membership drives and other club functions, as appropriate.

2.4 Select his/her own "official title" by which he/she will be known during his/her term of office (e.g. – Speaker-of-Vice, Lackey Scum, The-Power-Behind-the-Throne, etc.).

3.0 Scribbler. Voting membership must elect a Scribbler, who will perform the following duties:

3.1 Keep a copy of the current by-laws and addendums, and note the need for any amendments to the club.

3.2 Track and announce official calendar events as set forth in these by-laws and addendums, such as elections.

3.3 Coordinate and prepare agendas for each meeting, to be forwarded to the Speaker for execution.

3.4 Act in the capacity of temporary Speaker, should neither the Speaker nor the Speaker-of-Vice be present at a meeting.

3.5 Select his/her own "official title" by which he/she will be known during his/her term of office (e.g. – Scribbler, Keeper of Arcane Secrets, Lord or Lady Anal, etc.)

4.0 Money Mogul. Voting membership must elect a Money Mogul, who will perform the following duties:

4.1 Keep and reconcile all club financial records Addendum One to DMSFS by-laws - Standards, Section II, paragraph 1.1

4.2 Provide a final reconciliation of club financial records with the financial records of each convention.

4.3 Make a complete financial report available to the membership within two weeks of any request to do so.

4.4 Act in the capacity of temporary Speaker, should Speaker, Speaker-of-Vice, and Scribbler all be absent during a meeting.

4.5 Select his/her own "official title" by which he/she will be known during his/her term of office (e.g. – Money Mogul, Bean Counter, Scrooge, etc.).

5.0 Resource Wrangler — Voting membership must elect a Resource Wrangler who will perform the following duties:

5.1 Maintain a database inventory of all property, using standards outlined in Addendum One to DMSFS by-laws - Standards, Section II, paragraph 1.2

5.2 Fill out and file any necessary warranty paper work.

5.3 Coordinate with the Technical Service department of ConCom to facilitate property use at the convention and related venues.

5.4 Sign all equipment in and out. Inspect equipment before and after each use.

5.5 Resource Wrangler and Speaker must approve the use of clubproperty by club members for promotional purposes i.e. sound system for TICC guest performances at other conventions.

5.6 Administer damage waiver when property is being used for promotional purposes or outside of club purposes as outlined in Section XI, paragraph 4.1 below.

5.7 See to the appropriate storage of club property

5.8 Select his/her own "official title" by which he/she will be known during his/her term of office (e.g. – Stuff Watcher, Chattels Baron, etc.)

5.9 Oversee the repair and maintenance of club property as recommended by the manufacturer or as needed; and as specified in Section XI and in Addendum One to DMSFS by-laws - Standards, Section II

5.10 Act in the capacity of temporary Speaker, should Speaker, Speaker-of-Vice, Scribbler, and Money Mogul all be absent during a meeting.

6.0 Other officers. Voting membership may elect in the future to create other offices (fundraising chairperson, dictator, dog-washer, etc.), if the need arises.

7.0 Absence of all club officers from a meeting. If no club officers are present at a meeting, the attending membership may elect another person to act in the Speaker’s capacity for that meeting only.

8.0 Election of officers. The following rules govern the time and method of electing club officers:

7.1 Nominations for officers will take place annually at the first and second meetings in September.

7.2 All nominations must be seconded.

7.3 A person may nominate or second themselves for office, but not both.

7.4 Nominees may decline a nomination.

7.5 Elections will be held annually at the second meeting in September.

7.6 Officers must be elected by the voting membership, following the rules of voting given in section V above.

7.7 A person who is already serving on the ConCom may still be elected to and allowed to hold a club office.

9.0 Terms of office. The following rules govern officers’ terms of office:

8.1 Officers will hold office for a period of one year, except for the Money Mogul, who will hold office for a period of two years.

8.2 Officers may be re-elected to office an unlimited number of times.

8.3 If an office becomes vacant before the September election, voting membership may nominate and elect a replacement officer to serve the remainder of the term. Nomination and voting rules follow those outlined in section V and section VII, sub-paragraphs 5.2 through 5.4.

10.0 Voluntary vacating of office. An officer may voluntarily resign from office if circumstances warrant.

11.0 Removal of officers. If necessary, voting membership may remove an officer from office before the end of his/her term, following the voting rules given in section V. Replacement officers are elected as in sub-paragraph 6.3 above, and serve out the remainder of the removed officer’s term.

12.0 Officers as board of directors. For purposes of incorporation and other legal paperwork, officers shall be considered as members of the DMSFS board of directors.

Section VIII: Convention Steering Committee (ConCom)

1.0 Definition of the ConCom. The ConCom shall consist of 3 persons whose duties include the following:

1.1 To oversee all phases of planning and execution of the annual science fiction convention known as DemiCon.

1.2 To appoint department sub-heads for various convention functions, if necessary.

1.3 To responsibly budget and oversee the financial aspects of DemiCon.

2.0 Election of ConCom members. The following rules govern the election of the ConCom members:

2.1 Nominations for ConCom must take place no more than twenty-six, and no less than twenty, months before the convention for which they are to serve.

2.2 All nominations must be seconded.

2.3 A person may nominate or second themselves for office, but not both.

2.4 Nominees may decline a nomination.

2.5 Nominees who agree to serve must have their heads thoroughly examined.

2.6 ConCom elections must be held no more than twenty-four, and no less than eighteen, months before the convention for which they are to serve.

2.7 ConCom must be elected by the voting membership, following the rules of voting given in section V above.

2.8 A group of three people may choose to run together as a "ticket." Voting membership must vote to either accept or reject the "ticket."

2.9 A person who is already holding a club office may still be elected to and serve on the ConCom.

3.0 Re-election of ConCom members. Any DMSFS member may run for ConCom re-election an unlimited number of times.

4.0 Voluntary vacating of ConCom position. Any ConCom member may voluntarily resign from his/her position if circumstances warrant.

5.0 Removal of ConCom members from office. If necessary, voting membership may remove any or all ConCom members from office before the convention for which they are to serve, following the voting rules given in section V, except that such removal requires a three-quarters majority. Replacement ConCom members are elected as in sub-paragraphs 2.2, 2.3, 2.4, 2.6, and 2.7 above, and serve out the remainder of the removed committee member’s term.

6.0 ConCom rights. The decisions of elected ConCom members are final (i.e. — not subject to voting membership approval) in the following areas:

6.1 Individual expenditures for the convention of less than $500.

6.2 The finalized programming schedule.

6.3 Optional selection of department sub-heads and/or a ConCom alternate.

6.4 Persons who will serve on panels, or otherwise participate in programming items.

6.5 Persons receiving complimentary memberships.

7.0 ConCom responsibilities. The ConCom has the following responsibilities:

7.1 Accepting the choices of the voting membership for the all-expense-paid convention Guests of Honor.

7.2 Informing the DMSFS membership of individual expenditures for the convention of more than $500, which must then be approved by voting members. Electing a given person as Guest of Honor implicitly grants approval for the ConCom to spend over $500 in airfare for that person if required.

7.3 Managing or delegating responsibilities in for the convention departments specified in Addendum One to DMSFS by-laws - Standards, Section III, paragraph 2. Any duties delegated ultimately remain the responsibility of the ConCom.

7.4 Having at least one ConCom member present at each DMSFS meeting, who must provide a report of ConCom activities since the last meeting, and must be able to provide a full report of progress-to-date at club meetings upon request.

7.5 Responsibly budgeting for the convention to avoid a financial loss, and for accurately tracking income and expenditures on behalf of the convention using the standards outlined in Addendum One to DMSFS by-laws - Standards, Section II, paragraph 1 and Section III, paragraph 2. Up-to-date financial information should be maintained, and must be produced for review by any DMSFS member upon request within a period of two weeks.

8.0 Other considerations. The following rules govern other actions of the ConCom:

8.1 Unless otherwise specified in the section VIII paragraphs above, or specifically outlined in Addendum One to DMSFS by-laws - Standards, decisions concerning the handling and running of the convention are initially left to the discretion of the ConCom.

8.2 Unless otherwise specified in the section VIII paragraphs above, or specifically outlined in Addendum One to DMSFS by-laws - Standards, any decision or course of action by the ConCom may be challenged by any DMSFS member. How the issue is resolved is determined by normal voting rules (section V).

8.3 Common sense.

Section IX: Appointed positions

1.0 Appointees are DMSFS members selected by the Speaker to whom specific short-term (six-months or less in duration) tasks and/or projects are delegated i.e. Art Center liaison, etc.

1.1 Appointees serve at the discretion of the Speaker and are accountable to the Speaker.

1.2 The Speaker is ultimately responsible for the duties of the Appointee.

1.3 Appointees may choose a title to be used for the duration of their appointment.

2.0 Approved Post is a long-term or continuing appointed position filled by a DMSFS member selected by the Speaker.

2.1 Approved Posts must be sanctioned by the DMSFS membership.

2.2 Post Appointees serve at the discretion of the Speaker and their term of service runs concurrent with that of the Speaker. The Speaker has the option to replace an appointee or vacate any Approved Post at any time.

2.3 Post Appointees should be selected or reconfirmed within one month of the Speaker taking office.

2.4 Duties of any vacant Post are the responsibility of the Speaker.

2.5 The initial Approved Posts are listed in Addendum One to DMSFS by-laws - Standards, Section III, paragraph 1.

2.6 Post Appointees may choose a title to be used during their Approved Post tenure.

3.0 Interim Committee is a group of DMSFS members selected by the Speaker to accomplish specific short-term (six-months or less in duration) goal or task i.e. hotel search committee, standards committee, etc.

3.1 Interim Committees shall be created and filled at the discretion of the Speaker on an as needed basis.

3.2 Interim Committee appointments are valid for the duration of the assigned task.

3.3 The Speaker has the discretion to discontinue any and/or all Interim Committee appointments.

3.4 Interim Committees are allowed to debate questions such as "How many non-organic life forms does it take to screw in a light bulb?"

4.0 Long-Term Committee is a group of DMSFS members appointed by the Speaker to accomplish a specific continuing task or project.

4.1 Long-term Committees must be sanctioned by the DMSFS membership. A Long-term Committee’s continuation shall be evaluated as outlined in Addendum One to DMSFS by-laws — Standards, Section III, paragraph 3.

4.2 Long-term Committee appointments should be selected or reconfirmed within one month of the Speaker taking offices.

4.3 The DMSFS membership must approve the discontinuation of a Long-term Committee.

5.0 Club officers or ConCom may hold one or more appointed positions while serving an elected term. Appointed duties shall be considered separate from elected office.

6.0 Other Considerations

6.1 No Appointee shall be considered to have any standing for purposes of incorporation or any other legal paperwork.

6.2 Appointees my voluntarily vacate their appointment at any time.

6.3 Any DMSFS member may challenge the decisions or actions of an appointee. Disputes are resolved via standard voting methods (Section V above).

Section X: Finances

1.0 Statement of financial goals. The DMSFS is a non-profit organization that aspires to remain fiscally stable. The primary responsibility for maintaining fiscal solvency falls upon the club Money Mogul and the convention committee (as outlined in sections VII and VIII above, or specifically outlined in Addendum One to DMSFS by-laws - Standards); however, all DMSFS voting members must help to ensure that expenses do not exceed income.

2.0 Financial separation of DMSFS and DemiCon. At present, the financial records of the DMSFS and DemiCon are considered to be one-and-the-same. At some future date, the DMSFS voting membership may elect to create separate accounts for the DMSFS (i.e. — the club) and DemiCon (the convention). Voting membership may then also elect to re-disburse existing money between the two accounts.

3.0 Disbursement of monies upon disbandment. Should the DMSFS organization ever be dissolved, any money in DMSFS accounts must first be used to pay off any existing debts. Any remaining money and property will be given to the Greater Des Moines Public Library system, for the express purpose of purchasing books related to the themes of Science Fiction, Science Fact, and Fantasy.

Section XI: Club Property

1.0 Club Property. Unless other wise agreed upon in advance by DMSFS membership, any items donated to DMSFS and/or DemiCon, purchased with DMSFS monies, or is the tangible product of DMSFS i.e. logo, database contents, membership lists, etc. are considered to be the property of DMSFS.

2.0 Property Management It is the responsibility of the Resource Wrangler to manage Club Property.

3.0 Consumables are tangible goods which are depleted by usage i.e. office supplies, food, drink, etc.

3.1 Obsolete and/or perishable consumables from DemiCon may be used for other DMSFS purposes or donated at the discretion of the ConCom.

3.2 Obsolete and/or perishable DMSFS consumables may be used at DemiCon or donated at the discretion of the Resource Wrangler and the Speaker.

3.3 Such donations should be made to needy individuals or charitable organizations.

3.4 Sale of obsolete and/or perishable consumables requires DMSFS approval and should be for a fair market value.

4.0 Non-Consumables Club Property of a non-consumable nature are tangible goods that are reusable i.e.- computers, popcorn machine, etc.

4.1 Club Property may not be loaned, rented, donated, or sold without DMSFS approval.

4.1.1 Permission to use Club Property for club purposes is assumed.

4.1.2 Use of Club Property by members or others outside of club purposes requires a donation from the persons/group using the property. Users must also sign appropriate damage waivers and are financially responsible for any damages other than normal wear and tear as determined by the Resource Wrangler.

4.1.3 Club computers are not available for use outside club purposes as outlined in Addendum One to DMSFS by-laws - Standards, Section II, paragraph 2.

4.1.4 The Resource Wrangler and the Speaker must approve the use of Club Property by members for promotional purposes directly related to DMSFS or DemiCon. Members must sign appropriate damage waiver and are financially responsible for the property but do not need to make a donation.

4.2 Club property must be checked in and out with the Resource Wrangler, and will be inspected before and after each use.

5.0 Maintenance. All Club Property maintenance and repair shall be coordinated through the Resource Wrangler.

6.0 Property Privileges Repeated failure to observe the guidelines in Section XI and/or in Addendum One to DMSFS by-laws - Standards, will result in forfeiture of privileges to DMSFS property at the discretion of the Resource Wrangler and the Speaker or ConCom as appropriate.

7.0 Property Transactions. All property transactions shall be done in accordance with any applicable local, City, County, State, and Federal laws and regulations.

Section XII: There is STILL No Section VI

Section XIII: Sponsorship of Activities

1.0 Sponsorship of DemiCon. The primary activity sponsored by the DMSFS will be DemiCon, an annual science fiction and fantasy convention. The only restrictions imposed on the operation of the convention will be those set forth in sections V, VIII, and IX of these by-laws. All other issues regarding the convention may be decided as the ConCom and/or voting membership sees fit.

2.0 Sponsorship of Additional Activities. The DMSFS membership may, at any time, decide to sponsor additional activities. The following rules govern the proposal and execution of such activities:

2.1 Any DMSFS member may submit an activity proposal.

2.2 Members wishing to present a project proposal to the club must petition the club Scribbler to be included in the meeting agenda.

2.3 Project proposals should include the following information, as applicable: goals, procedures, anticipated timeline, required resources, and proposed budget information.

2.4 Any project proposal that requires the use of club funds, or any activity that will be conducted under the DMSFS or DemiCon name, must be approved by the voting membership, as set forth in section V of these by-laws.

2.5 No activity involving either substantial amounts of liquid nitrogen or the music of Yoko Ono shall be proposed, considered, approved, or undertaken by the DMSFS membership.

2.6 If an activity project is approved, the proposer of the project is responsible for either overseeing the execution of the activity, or finding another person who will accept the responsibility to do so.

Section XIV: Amendment of by-laws

1.0 Provision of amendments to by-laws. These by-laws may be amended as the DMSFS voting membership sees fit. Voting concerning proposed by-law amendments follows voting rules outlined in section V above, except that a three-quarters majority is required for a by-laws amendment motion to pass.

2.0 Semi-annual "constitutional convention" party. Twice a year, the members of the DMSFS shall meet to review and amend these by-laws, adding whatever silly provisions as may come to mind, and to eat, drink, and be merry in the process.

Addendum

Section I - Purpose

1.0 Introduction: In order to facilitate a more perfect organization, this addendum was created to provide a set of standards for conducting DMSFS and DemiCon affairs. The use of such standards provides the continuity and consistency necessary for legal considerations of the corporation, as well as the practical concerns of running DemiCon and other events and projects. This addendum recognizes that the needs and goals of DMSFS evolve; as does the technology and methodology for administering these standards. The standards listed here represent the best options currently available to the club for each respective area. It is understood that as new needs arise or better processes become available that these standards will need to be revised. This addendum has provisions to facilitate such revisions while maintaining the desired continuity and consistency.

1.1 Interpretation of addendum. Whenever possible this addendum should be interpreted by intent first, rather than literal wording.

1.2 Definitions: All terms and acronyms conform to the definitions set forth in the DMSFS by-laws Section I, Paragraph 3

2.0 Additions, Revisions and Updates: The following addition, revision and update provisions shall be used to ensure that the standards listed in this addendum keep pace with the current needs and goals of the club.

2.1 An interim committee shall be appointed to conduct a review of this addendum every three years. A review of this addendum may take place sooner if such request is approved by the DMSFS membership.

2.2 Additions, Revisions and Updates to this addendum necessitated by changes in circumstance i.e. new insurance carrier, etc. shall be made immediately.

2.3 The DMSFS membership must approve any revision recommendations or addendum updates by a three-fourths majority vote.

Section II - Computers

1.0 Standard Software: The following is a list of the programs to be used for the specified purpose. DMSFS should attempt to keep up to date with the software on its computers, but it is not required to use the absolute latest versions. All DMSFS computers must use the same version of software.

1.1 Finances: Both DMSFS and DemiCon shall use Intuit Quicken to maintain complete, detailed, and accurate financial records.

1.2 Database:

1.2.1 DemiCon shall use FileMaker Pro to maintain a database of names for promotional mailings and keeping records of convention information, including but not necessarily limited to membership, art show sales and purchases, and dealer tables.

1.2.2 DMSFS shall use FileMaker Pro to keep a property database maintained by the Resource Manager that includes but is not limited to the following property information: original price, physical location, maintenance, repair, and usage history.

1.2.3 Other databases used by DMSFS and DemiCon members for club purposes shall also use FileMaker

1.3 Bulk Mailing Preparation: The mailing list for promotional mailings shall use Postage$aver for preparation.

1.4 Correspondence: AppleWorks. Unlike the other software listed here, AppleWorks is not cross-platform. However, the software comes bundled with DMSFS' iMacs. Waste not, want not.

1.5 Email Program: Email used on DMSFS' computers shall be Outlook Express. Individual members are free to use whatever email program they prefer on their own computers.

1.6 Anti-virus: DMSFS' computers shall be protected by Computer Associates Innoculan. This software must be kept at the most current version.

2.0 Computer Use: DMSFS currently owns three personal computers. Only DMSFS members may be allocated use of DMSFS computers. Their disposition shall be as follows:

2.1 Distribution of DMSFS Computers (including peripherals i.e. printers, cables, etc.):

2.1.1 One computer shall be used by the ConCom for the current year. The ConCom shall decide who has possession of the computer. This computer shall keep the master copy of the mailing list/convention information. Monthly backups of this database shall be delivered to the Resource Wrangler for safekeeping. This computer shall be turned over to the Resource Wrangler no later than 90 days after the end of the convention. The Resource Wrangler shall then have two weeks to examine the system and arrange for required maintenance. After this, the current database shall be transferred to the new current ConCom's computer. This computer shall then be passed to the next elected ConCom.

2.1.2 One computer shall be used by the ConCom for the succeeding year.

2.1.3 One computer shall be used by the DMSFS treasurer.

2.2 Unneeded computers: If the computer is not needed by the future ConCom or the DMSFS treasurer (as determined by the parties involved) their computers shall be allocated to the current ConCom.

2.3 At DemiCon: During DemiCon, all DMSFS computers and peripherals shall be available for use by the ConCom for handling the convention.

2.4 Additional Computers: If DMSFS purchases additional computers, this addendum shall be updated as to their allocation.

2.5 Documents: When a computer is surrendered for the use by others, all documents pertinent to the convention and specific to the previous owner shall be archived and removed.

2.6 Other Programs: No programs, other than approved by this addendum, shall be loaded on the computers.

3.0 Email Protocols: Members in possession of DMSFS computers who require email access have two options.

3.1 User Has Existing Email Account: The user may, in cooperation with the Resource Wrangler, load his/her own email program on the computer for that purpose. This program will be removed upon surrender of the computer.

3.2 User Does Not Have Existing Email Account: DMSFS may be able to furnish, at no cost to the user, email access using the email package listed in Addendum Section II, paragraph 1.5, provided the club has an email benefactor.

3.3 DMSFS is not responsible for the cost of any Internet access, i.e. web browsing, other than email as described in Addendum Section II, paragraph 3.2.

Section III - Appointments

1.0 Approved Posts:

1.1 Discussion leader

1.2 Web master

1.3 Paradox editor

1.4 Communications manager (this post may be subdivided into Voice mail manager, email manager, and/or snail mail manager.)

2.0 Convention Departments: For the purposes of DemiCon record keeping and department head appointments convention departments should be as follows:

2.1 Current Departments: registration, convention membership database, publicity, program book and other printed materials, art show, dealer room, programming, guest liaison, volunteers, technical services, web site, con suite, hotel liaison, and gaming.

2.2 Additional Departments: Other departments may be appointed at the ConCom’s discretion.

3.0 Long-Term Committee: Each Long-term Committee shall be evaluated annually. If the original purpose of the committee no longer exists then the committee shall be dissolved.

Section IV — List Serves

1.0 List Serve Protocols: various List Serves are in use by DMSFS. Their maintenance is to be handled as follows:

1.1 Subscription: Except where noted lists are self-subscribing.

1.1.1 To subscribe to a list users send an email to listar@dmsfs.org with subscribe <<name of list>> (i.e. subscribe chat) in the subject line.

1.1.2 To unsubscribe to a list users send and email to listar@dmsfs.org with unsubscribe <<name of list>> in the subject line.

1.1.3 List Administration: List administrators shall monitor the lists for appropriate use and content. The list administrator shall correct improper use of a list. The list administrators have the discretion to unsubscribe users who repeatedly violate these List Serve protocols.

2.0 Current List Serves:

2.1 dmsfs@dmsfs.org is a low volume announcement list administered by the Speaker or his/her appointee. Postings to the list shall relate directly to the club and be in announcement form i.e. last minute change in meeting time or location, birth/death/illness announcements, etc.

2.2 chat@dmsfs.org is a general use list with no volume restrictions, administered by the Speaker or his/her appointee. Common sense and the wishes of the DMSFS membership shall guide users as to the content of postings.

2.3 demiupdate@dmsfs.org is a list for distributing electronic versions of convention updates and mailings, administered by ConCom or designated department head (i.e. registration or database). This list is not self-subscribing. The administrator is responsible for updates. Convention updates/mailings are the only postings allowed.

3.0 Additional Lists: Additional lists may be created if approved by the DMSFS membership. If such lists are created an appointee or department head shall be assigned to administer the list and this addendum shall be updated to include the new lists and descriptions.

4.0 Subscriber information. The respective administrators shall keep the list of subscribers to all DMSFS Lists confidential. All DMSFS lists shall be considered DMSFS property and may not be sold, distributed, or disclosed in any form without approval of the DMSFS membership.

Section V — Web sites

1.0 Web Site Protocols: various websites and domains are in use by DMSFS. Their maintenance is to be handled as follows.

1.1 dmsfs.org is the responsibility of the Speaker or designated appointee.

1.2 demicon.org is the responsibility of the ConCom or designated department head.

1.3 Updates: Updates to the websites shall be maintained as directed by the Speaker or ConCom to their respective sites.

1.4 Additional Domains: Additional Internet domains may be secured if approved by the DMSFS membership. If such domains are acquired, an appointee or department head shall be assigned for its administration.

Section VI — Communication

1.0 Address. The United States Postal Service address for DMSFS is Des Moines Science Fiction Society, Ltd. (or DemiCon), PO Box 7572, Des Moines, IA 50322-7572. The key to the PO Box shall be in the possession of the Speaker or designated appointee.

2.0 Telephone. The telephone and voice mail service for DMSFS is through INS connect. The number is (515) 830-1305. The Speaker and/or designated appointee and one other club officer shall know the password to the voice mail.

3.0 Email. The club email address is info@dmsfs.org. The email shall be delivered to the Speaker or designated appointee.

4.0 Newsletter. The DMSFS newsletter is known as Paradox and is published quarterly. There is no charge for a mail subscription. Maintenance of the subscription list is the responsibility of the editor.

Section VII — Finance

1.0 Financial Institution. The financial institution of DMSFS is Firstar Bank. The treasurer shall maintain a list of all current account numbers and signators. This list shall be filed with the club documents.

2.0 Credit Card. The DMSFS credit card is issued by Firstar Bank. The credit card number shall be filed with the club documents.

2.1 The Speaker is authorized to make charges.

2.2 Whenever possible the balance of the card shall be paid in full each month.

Section VIII — Document Repository

1.0 The document repository is a fire safe at the home of Les and Jeannette Roth, 1304 — 20^th Street, West Des Moines, IA 50265. All official DMSFS documents, and other relevant information as designated including passwords and access codes shall be placed in the document repository. The Speaker shall maintain a key to the document repository.

Section IX — Insurance

1.0 DMSFS liability insurance carrier is Holmes Murphy through Allied Group. All relevant policy records should be placed in the DMSFS document repository.

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