Corporate Bylaws
for Rainfurrest Anthropomorphics International

Last modified: January 30, 2019

Adopted: October 20, 2018

Article 1 — Name and Purpose

1.1 Identification

This non-profit Corporation, “Rainfurrest Anthropomorphics International” shall be referred to herein as “RAIn” or the “Corporation”.

1.2 Purpose

RAIn is a Washington nonprofit corporation which exists to nurture and support events which facilitate education in anthropomorphic literature, art, and culture; to facilitate the donation of funds to non-profit or not-for-profit institutions and causes which the board deem worthy; and to promote a greater degree of cooperation throughout the anthropomorphic fandom in the Pacific Northwest and worldwide.

1.3 Limitation of Financial Activities

Notwithstanding any other provision of these bylaws, no Member, Director, Officer, or representative of this Corporation shall take any action or carry on any activity by or on behalf of the Corporation not permitted to be taken or carried on by an organization exempt under Section 501(c)(3) of the Internal Revenue Code and the regulations promulgated thereunder as they now exist or as they may hereafter be amended, or by an organization contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code.

It is intended that RAIn be entitled to exemption from Federal income tax under section 501(c)(3) of the Internal Revenue Code and shall not be a private foundation as described in section 501(a) of the Code.

No part of RAIn assets or net earnings may inure to the benefit of private individuals. This does not preclude the payment of any reasonable fees for goods or services provided to the organization.

In the event of dissolution of RAIn, the RAIn net assets will be distributed to another nonprofit organization that is exempt under section 501(c)(3) status of the Internal Revenue Code, said organization to be selected by the Board of Directors.

RAIn shall not as a substantial part of its activities attempt to influence, carry on propaganda or otherwise attempt to influence legislation except to the extent permitted by section 501(h) of the Internal Revenue Code.

Article 2 — Offices

2.1 Registered Office and Registered Agent

The registered office of the Corporation shall be located in the State of Washington at such place as may be fixed from time to time by the Board of Directors upon filing of such notices as may be required by law. By custom, the registered office of the Corporation shall be the home of the registered agent of the Corporation located in Washington state.

2.2 The Principal Office of the Corporation

The principal office of the Corporation shall be an address determined by the Board of Directors.

2.3 Other Offices

The Corporation may have other offices within or outside the State of Washington at such place or places as the Board of Directors may from time to time determine.

Article 3 — Organization

3.1 Corporate Organization.

This Corporation is made up of three segments.

3.1.1 The General Membership.

The general membership is made up of all people, in good standing with RAIn, who have purchased or been granted an annual membership to any RAIn event as defined in articles five through seven (collectively “General Membership” and individually a “General Member”). The general membership has no voting rights. People who have an active ban to a RAIn event are not in good standing, and are no longer eligible for general membership.

3.1.2 The Committee Membership.

The committee membership is made up of people, in good standing with RAIn, who have served any RAIn event committee for a minimum of any two complete event years within the previous ten years (collectively “Committee Membership”). Committee Membership has the exclusive right to make nominations for board membership.

3.1.3 The Board of Directors.

RAIn’s board of directors (the “Board”) is made up of not less than 7 and not more than 20 members. The elected Board members serve a three-year term, with elections for 1/3 of the Board to be held each year at the annual meeting of the Corporation. The elected Board members may serve up to two consecutive terms with a mandatory minimum break period of 6 months before being eligible to serve again. These provisions do not prevent the Board from appointing replacement members in case of resignation, incapacitation, or death.

The Board also includes non-voting advisors and representatives of major events (as defined in article five), as well as all event committee chairs. Advisors, representatives, and chairs are not included in the total of voting representatives limited above.

Article 4 — The Board Of Directors

4.1 General Powers.

The business and affairs of RAIn shall be managed by its Board. The Board shall in all cases act as a Board, and they may adopt such rules and regulations for the conduct of their meetings and the management of the Corporation as they may deem proper, not inconsistent with these bylaws. While RAIn expects and intends to delegate its authority to the events to manage their own affairs from year to year, the Board is uniquely empowered to deal with event affairs that span multiple years.

4.2 Qualifications.

Board members must be chosen from the General Membership. The number of board members of RAIn shall be set by the Board between 7 and 20 voting members (this number does not include ex-officio non-voting Board members who serve as a result of a separate official position).

4.3 Classification and Tenure.

The Board shall be evenly divided (to the extent practical) into three staggered election classes. No more than one class can stand for re-election every fiscal year, and no class can stand for re-election more frequently than every third year. Board members of each class are elected for three-year terms. The intent is to stagger each election class so that only one class of Board members is elected each year.

If a Board member is elected to the position of chair of a major event as defined in article five (or vice versa), the member must take a leave of absence from the Board for the duration of the event’s planning and execution.

4.4 Nomination.

Nominations for new members of the Board shall be held for a period of time not less than 30 days in duration. Nominations for the Board may only be submitted by the Committee Membership (as defined in article three). Nominations must be closed at least seven days before the annual election meeting, to allow careful consideration of the nominated candidates.

4.5 Election.

Election of Board members shall take place at the annual election meeting of the Board by current Board members. The election must be conducted by secret ballot. Members of the Board must be elected by plurality.

4.6 Meetings.

4.6.1 Election Meeting.

Once a year in the month of April, the Board will hold an election meeting for the purposes of electing Board members. This meeting will be held as a separate meeting, and those who are up for election have the option to be present to answer questions and state their case for election. This meeting shall be an open meeting.

4.6.2 Scheduled Meetings.

The Board shall hold a minimum of four meetings a year in addition to the election meeting. Of the four meetings, at least two must be open to the General Membership. Board members must be given at least 30 days advanced notice for a scheduled meeting to take place. The agenda for each meeting must be set and distributed to all Board members by the President before the meeting. Any Board member may add items to the agenda, provided that they announce the items at or before the start of business for the meeting. Items announced after the start of business for the meeting may be considered for inclusion, subject to the constraints of time and the approval of the Board.

4.6.3 Unscheduled Meetings.

Unscheduled meetings may be called by the President or by any two voting Board members. The member or members calling the meeting are required to give 7 days notice to the Board. This notice must include the agenda for the meeting, and the agenda must be finalized a minimum of two days before the meeting date. The number participating must constitute Quorum.

4.6.4 Emergency Meetings.

Emergency meetings may be called by any voting Board member at any time with 24 hours’ notice.

4.6.5 Written Consent.  

Any action which could be taken at a Board meeting may be taken without a meeting if a consent in the form of a record, which consent clearly sets forth the action to be taken, is executed by all Board members. Any such record shall be inserted in the minute book as if it were the minutes of a Board meeting.

4.6.6 Quorum.

Quorum for scheduled, unscheduled, and emergency meetings requires a simple majority of the voting Board members with at least one officer present.

4.6.7 Location and Telecommunications.

Meeting location shall be determined by the Board. Members of the Board or any committee designated by the Board may participate in a meeting of such Board or committee by means of a conference telephone or similar communications equipment by means of which all persons participating in the meetings can hear each other at the same time. Participation by such means shall constitute presence in person at a meeting.

4.7 Conflicts of Interest

The purpose of this policy is to protect the Corporation’s interest when considering entering into a transaction or arrangement that might benefit the private interest of a Board member, or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

4.7.1 Interested Persons

Any Board member, staff representative, or chair of an event operating under the Corporation’s authority, who has a direct or indirect financial interest as defined below, is an interested person.

4.7.2 Financial interest

A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:

Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.

A financial interest is not necessarily a conflict of interest. Under section 4.7.3.2, a person who has a financial interest may have a conflict of interest only if the Board decides that a conflict of interest exists.

4.7.3 Procedures for Resolution

4.7.3.1 Duty to Disclose

In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the Board.

4.7.3.2 Determining Whether a Conflict of Interest Exists

After disclosure of the financial interest and all material facts, and after any discussion with the interested person, the interested person shall take a leave of absence while the determination of the conflict of interest is discussed and voted upon. The remaining Board members shall decide if a conflict of interest exists.

4.7.3.3 Procedures for Addressing the Conflict of Interest

4.7.3.4 Violations of the Conflicts of Interest Policy

4.7.4 Records of Proceedings

The minutes of all Board meetings shall contain:

4.7.5 Compensation

4.7.6 Annual Statements

Each Board member, staff representative, and chair of an event held under the Corporation’s authority shall annually sign a statement which affirms such person:

All members of the Board are expected to sign the annual statement at the Election Meeting, after new members have been elected. Staff Representatives are expected to sign the annual statement after they are elected to the position. Chairs of RAIn events are expected to sign the annual statement after they have been selected by the Board.

Annual statements may not be signed by electronic signature, and will be kept on file by the Secretary. If it is not practical for the annual statement to be signed at the expected time, it is acceptable for a copy to be signed and sent to the Secretary, so long as the Secretary receives the statement within 30 days of the originally-expected time.

4.7.7 Periodic Reviews

To ensure the Corporation operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:

4.7.8 Use of Outside Experts

When conducting the periodic reviews as provided in section 4.7.7, the Corporation may (but is not required to) use outside experts. If outside experts are used, their use shall not relieve the Board of its responsibility for ensuring periodic reviews are conducted.

4.8 Officers.

The officers of RAIn shall be a President, a Vice President, a Secretary, and a Treasurer. Each officer must be a Board member.

4.9 Removal.

Any Board Member may be removed only at a scheduled or unscheduled meeting and must be given the opportunity to be present and to speak on their behalf at the meeting where removal is considered. 14 days’ notice must be provided to all Board members before a vote may take place for removal. A 3/4 vote of the entire Board is required for removal.

4.10 Suspension.

Any malfeasant behavior on the part of any Board member will cause an immediate suspension from the Board.

4.11 Resignation of Board Members.

A Board member may resign at any time by giving written or electronic mail notice to the Secretary or Board at a Board meeting. Unless otherwise specified in the notice, the resignation shall take effect upon receipt thereof by the Secretary or Board, and the acceptance of the resignation shall not be necessary to make it effective.

4.12 Vacancies.

Vacancies on the Board shall be filled by appointment of the Board at the next non-emergency meeting. Vacancies filled in this manner do not change the classification of the seat.

4.13 Communication from the Board

To avoid any potential confusion between official RAIn communications / policy and opinion of individual Board members who may be serving on an event committee, official communication from the Board to any event committee will be delivered by the President or another officer delegated by the President and accompanied by minutes or other supporting documentation.

4.14 Event Committee Chairs

All event Committee Chairs for events defined in Articles 6 and 7 are granted an ex-officio, non-voting Board seat for the duration of their term as chair, in order to maintain greater ease of communication with and insight into the decisions of RAIn.

Event committee chairs have no voting rights. Event committee chairs are expected to attend all Board meetings.

4.15 Major Event Representatives

Major events as defined in Article 6 must select one person who will be the staff representative to the Board as an ex-officio Board member. The events may choose how the selection of a representative is performed, but the representative must be an active staff member of the event, and must represent the staff. These ex-officio Board seats are held for exactly one year, and elected representatives may not hold this position for more than two consecutive years, in order to encourage rotation. Finally, the Chair of any major event may not simultaneously hold the position of staff representative to the Board.

Staff representatives have a tie-breaking vote on the Board. Staff representatives are expected to attend all Board meetings and participate in all discussions.

4.17 Advisors

The Board may, from time to time as they see fit, choose to appoint advisors. Advisors must be chosen for a particular purpose, or to advise the Board on a particular matter. Advisors appointed to the board serve for a one-year term, or until the purpose or matter for which they were appointed has concluded (whichever comes first). The board may choose to re-appoint advisors whose term has expired, provided there is still a particularized purpose or matter for the advisor to address. Advisors may resign or be released by the Board at any time. While they are expected to participate in all Board meetings and discussions upon request of the Board, they have no voting rights.

 

Article 5 – Events

5.1 Classification Process

The Board shall determine which events are classified as major or minor events. If circumstances warrant, an event’s classification may be modified by a 2/3 majority vote of the Board.

Current event classifications are given in Appendix B.

5.2 Event Suspension or Termination

While it is the intention of RAIn to continue holding its events on a regular basis, circumstances may sometimes require the board to suspend or terminate an event.

5.2.1 Suspension

The Board may vote to suspend an event temporarily, for either a definite or indefinite duration. Events may be taken into or out of suspension, or the duration of an event’s suspension altered, by a simple majority Board vote.

5.2.2 Termination

Subject to the exceptions listed in section 5.2.2.1, the Board may vote to terminate an event permanently. Termination of an event requires a 2/3 majority Board vote.

Events which are terminated automatically become eligible to select a successor organization for immediate offboarding as outlined in article 8.3.3.

5.2.2.1 Special cases

As the eponymous event of RAIn, the RainFurrest event may not be terminated or offboarded, even if the Corporation is dissolved.

Article 6 – Major Events

6.1 Event Duration

No major event committee may exist for more than 450 days, unless approved by the Board.

6.2 Committee Chair.

For each major event a person shall be designated the “Committee Chair” using a method chosen by the Board.

6.2.1 Scope of Authority.

The Committee Chair shall have executive authority for the execution of the event that he or she is responsible for. This includes, but is not limited to the following:

-        Choosing the members of the event Committee.

-        Detailing all the particulars of the event as long as those particulars do not violate existing corporate regulations or agreements. Corporate regulations may not be violated, but agreements may be canceled with Board approval.

-        Firing any member of the event Committee.

-        Sign checks relating to event expenses.

6.2.2 Limitations on Scope of Authority.

The Committee Chair can make no agreements for the Corporation that extend beyond the event (either in scope or in term) without the consent of the Board.

6.2.3 Suspension

The Committee Chair may be temporarily suspended by the Corporation. If an event Chair is suspended in this fashion, the next meeting held must determine whether the Chair will be reinstated or removed.

6.2.4 Removal

The Committee Chair may be removed by a two-thirds vote of the Board at a scheduled or unscheduled meeting called for removal. The Committee Chair must be given the opportunity to be present and to speak on his or her behalf.

6.3 The Event Committee.

The event Committee Chair shall appoint the members of the event Committee. The members of the event Committee serve at the discretion of the Committee Chair, with responsibilities determined by the Committee Chair, until the event is over or they notify the Committee Chair of their resignation.

6.4 Event Budget.

Each event Committee Chair shall submit an initial budget to the Board for approval at least eight months prior to the event. The Board shall vote to approve the budget by majority vote.

6.5 Contractual Obligations

No Committee Chair or member of a Committee may obligate the organization for an amount more than $10,000.00 without Board approval.

6.6 Harassment Policy

All RAIn events must observe and make a reasonable effort to inform their attendees of the verbiage found in Appendix C.

 

Article 7 – Minor Events

7.1 Event Duration

No minor event committee may exist for more than 180 days, unless approved by the Board.

7.2 Committee Chair.

For each minor event a person shall be designated the “Committee Chair” using a method chosen by the Board.

7.2.1 Scope of Authority.

The Committee Chair shall have executive authority for the execution of the event that he or she is responsible for. This includes, but is not limited to the following:

-        Choosing the members of the event Committee.

-        Detailing all the particulars of the event as long as those particulars do not violate existing corporate regulations or agreements. Corporate regulations may not be violated, but agreements may be canceled with Board approval.

-        Firing any member of the event Committee.

-        Sign checks relating to event expenses.

7.2.2 Limitations on Scope of Authority.

The Committee Chair can make no agreements for the Corporation that extend beyond the event (either in scope or in term) without the consent of the Board.

7.2.3 Suspension

The Committee Chair may be temporarily suspended by the Corporation. If an event Chair is suspended in this fashion, the next meeting held must determine whether the Chair will be reinstated or removed.

7.2.4 Removal

The Committee Chair may be removed by a two-thirds vote of the Board at a scheduled or unscheduled meeting called for removal. The Committee Chair must be given the opportunity to be present and to speak on his or her behalf.

7.3 The Event Committee.

The event Committee Chair shall appoint the members of the event Committee. The members of the event Committee serve at the discretion of the Committee Chair, with responsibilities determined by the Committee Chair, until the event is over or they notify the Committee Chair of their resignation.

7.4 Event Budget.

Each event Committee Chair shall submit an initial budget to the Board for approval at least two months prior to the event. The Board shall vote to approve the budget by majority vote.

7.5 Contractual Obligations

No Committee Chair or member of a Committee may obligate the organization for an amount more than $10,000.00 without board approval.

7.6 Harassment Policy

All RAIn events must observe and make a reasonable effort to inform their attendees of the verbiage found in Appendix C.

Article 8 – Event Onboarding / Offboarding

8.1 Overview

RAIn recognizes that each event is run by the members of the event Committee. While RAIn maintains legal ownership of the various properties and marks of each event, the event’s independent identity is maintained by and entrusted to the members of the event Committee.

It is also recognized that events may choose to seek to rehome themselves underneath the Corporation or another legal entity. The provisions in this Article seek to provide a framework for RAIn to accept existing events underneath the Corporation, or to release events to another legal entity.

8.2 Onboarding

8.2.1 Requirements

Upon receiving notice that an event wishes to onboard under RAIn, the Board shall vote on whether to begin formal onboarding discussions with the event. If the vote passes successfully, the Board shall appoint one of its members as onboarding liaison to work with the event during the onboarding process.

The appointed onboarding liaison carries the responsibility of negotiating with the event, but may not commit the Corporation to any particular position or course of action with regards to the event. In order to avoid any conflicts of interest, the onboarding liaison may not hold a position on the event’s organizing committee for the duration of the onboarding process.

Once negotiations with the event are completed, the onboarding liaison shall present the results of the process to the Board. A vote of 60% of the Board is required to accept an event under the Corporation.

8.2.2 Suggested Process

A suggested process for onboarding events is given in detail in Appendix D.

8.3 Offboarding

8.3.1 Eligibility

Events which have existed under RAIn since their inception or which have onboarded under RAIn within the previous five years are not eligible for offboarding unless the event is terminated by RAIn or the Corporation is dissolved.

If the Corporation is dissolved, all events (subject to limitations listed in section 5.2.2.1 and any limitations required by the Articles of Dissolution) are immediately eligible to select a successor organization as outlined in article 8.3.3.

8.3.2 Event Committee Vote

Except as given in sections 5.2.2 and 8.3.1, no event is eligible to begin the offboarding process without a vote taken by the event Committee. An event Committee which wishes to begin offboarding must notify the Board (via the event Committee Chair and, if applicable, the Staff Representative) of their intention to hold such a vote no less than 60 days before the vote is held.

All current members of the event Committee and all members of the event Committee from the previous two years (as recognized in the event’s publicized “staff list”) must be given the opportunity to vote. The event Committee must produce, and the Board must approve, a list of all current members of the event Committee who are eligible to vote. If the event has existed for less than three years, then all current and former Committee members must be given the opportunity to vote. If the event has no publicized “staff list,” then no Committee members are eligible to vote, and the event cannot establish its eligibility to be offboarded.

A vote of 80% in favor of offboarding is required to begin formal offboarding discussion. Votes to abstain and failures to vote must be counted as votes against offboarding. The event Committee may decide whether the vote will be held over email or in person. The vote must use only one method; a combination is not permitted. The vote tally must be conducted by the event Committee Chair, a RAIn Board member, and one eligible voter selected by the event Committee members.

The Corporation is prohibited from recognizing or taking action upon any votes held by any event committee attempting to offboard from RAIn unless the requirements given are met.

8.3.3 Successor Organization

Once an event is recognized as ready to begin formal offboarding discussion, RAIn will require a legal entity to be designated by the offboarding event with which to discuss the offboarding requirements in more detail. The legal entity must also be a 501(c)(3) nonprofit organization with a purpose substantially similar to that of RAIn.

The event Committee must approve the successor organization intended to represent them in offboarding negotiations by vote. All current members of the event Committee and all members of the event Committee from the previous two years (as recognized in the event’s publicized “staff list”) must be given the opportunity to vote. The event Committee must produce, and the Board must approve, a list of all current members of the event Committee who are eligible to vote. If the event has existed for less than three years, then all current and former Committee members must be given the opportunity to vote. If the event has no publicized “staff list,” then no Committee members are eligible to vote, and the event cannot approve a successor organization to represent them in offboarding negotiations.

A vote of 80% in favor of a given successor organization’s representation is required to continue formal offboarding discussion. Votes to abstain and failures to vote must be counted as votes not in favor of the given successor organization’s representation. The event Committee may decide whether the vote will be held over email or in person. The vote must use only one method; a combination is not permitted. The vote tally must be conducted by a RAIn Board member, a board member of the successor organization being voted upon, and one eligible voter selected by the event Committee members.

At least 30 days must elapse between the announcement of the eligibility vote results outlined in section 8.3.2 (if applicable) and the opening of the voting period for the successor organization vote.

If the vote on a successor organization does not meet the minimum 80% approval threshold, the event Committee is deemed to have retracted their desire to begin offboarding. Should the event Committee wish to continue discussions on offboarding and the event was not eligible by reason of termination by RAIn or the Corporation’s dissolution, a new eligibility vote must be held in accordance with section 8.3.2. If the event Committee wishes to continue offboarding discussions and the event was eligible because of termination by RAIn or the Corporation’s dissolution, a minimum waiting period of no less than 30 days must elapse between the announcement of the previous vote’s results and the opening of the next voting period.

8.3.4 Offboarding Negotiations

If an event Committee has been deemed eligible for offboarding and successfully chosen a successor organization, the Board shall appoint one of its members as offboarding liaison to negotiate the details of transferring legal ownership of the event to the successor organization. Only assets inextricably linked to the offboarding event (such as domain name, mascot artwork, event-branded merchandise) are eligible for transfer. Liabilities incurred by the event (such as outstanding venue contracts) are also eligible for transfer.

Upon completion of negotiations regarding what assets and liabilities will be transferred to the successor organization, the offboarding liaison must present the results of the negotiations to the Board. The Board must approve the final results of the negotiation by simple majority vote.

Following the Board’s vote to approve the final negotiated offboarding arrangements, the offboarding liaison must present the negotiation results to the event Committee. The event Committee must then vote to ratify the negotiation results between RAIn and the successor organization. All current members of the event Committee and all members of the event Committee from the previous two years (as recognized in the event’s publicized “staff list”) must be given the opportunity to vote. The event Committee must produce, and the Board must approve, a list of all current members of the event Committee who are eligible to vote. If the event has existed for less than three years, then all current and former Committee members must be given the opportunity to vote.

A vote of 80% in favor of ratification is required. Votes to abstain and failures to vote must be counted as votes against ratification. The event Committee may decide whether the vote will be held over email or in person. The vote must use only one method; a combination is not permitted. The vote tally must be conducted by a RAIn Board member, a board member of the successor organization, and one eligible voter selected by the event Committee members.

Article 9 – Fiscal Year

The fiscal year of RAIn shall be fixed beginning on April 1 and ending on March 31.

Article 10 – Amendments

Except as otherwise noted or provided, these bylaws may be altered, amended or repealed and new bylaws may be adopted by 2/3rds majority of the entire Board.

Appendix A to these bylaws may be altered at any time, as changes to the current composition of the Board warrant.

Appendix B to these bylaws may be altered as changes to the event composition warrant.

Article 11 – Indemnification

RAIn shall indemnify, defend, and hold harmless each Officer and Board member of the Corporation to the full extent of the law from and against all costs, losses, expenses, and claims incurred by such person because the person is or was a Board member or Officer of RAIn provided such person conducted himself or herself in good faith, the person reasonably believed that his or her conduct was in the Corporation’s best interests, in the case of conduct in such person’s official capacity, or in all other cases, his or her conduct was at least not opposed to the Corporation’s best interests, and in the case of any criminal proceeding, the person had no reasonable cause to believe that his or her conduct was unlawful.

Appendix A – Members and Classification

A.1 Current Members

President: Gene Armstrong

Vice-President: Janene Scott

Secretary: Adam Bird

Treasurer: Rhiannon Rhys-Jones

Members at Large: Kyle Fox, Dustin Gross, Tami Hatfield, Lance Hathaway (taking leave of absence), John Nouska

Staff Representative (Furlandia): Richard Thomas

Staff Representative (Rustycon): James Stringer

Staff Representative (SpokAnthro): Terence Campeau

Advisors: Ed Walker, Tank Winters

Committee Chair (Furlandia 2019): Lance Hathaway

Committee Chair (Rustycon 2019): David Langmack

Committee Chair (SpokAnthro 2019): Charles Camou

Committee Chair (RAIn Summer Barbeque 2018): Gene Armstrong

Committee Co-Chairs (RAIn Winter Holiday Party 2017): Gene Armstrong

A.2 Seat Classification

Class A will next stand for election in 2020.

Class A members: Adam Bird, Dustin Gross, Lance Hathaway

Class B will next stand for election in 2021.

Class B members: Kyle Fox (not eligible for re-election), Rhiannon Rhys-Jones, Janene Scott

Class C will next stand for election in 2019.

Class C members: Gene Armstrong, Tami Hatfield, John Nouska

Staff Representative (Furlandia) will next be elected by January 12, 2020.

Staff Representative (Rustycon) will next be elected by November 3, 2019.

Staff Representative (SpokAnthro) will next be elected by June 19, 2019.

A.3 Current Advisors

Ed Walker (October 19, 2018): Advising the Board on administrative matters

Tank Winters (October 19, 2018): Advising the Board on continued use of the Convention Master software package

Appendix B – Current Event Classifications

B.1 Major Events

-        RainFurrest (suspended indefinitely)

-        Furlandia (onboarded)

-        Rustycon (onboarded January 7, 2018)

-        SpokAnthro

B.2 Minor Events

-        RAIn Summer Barbeque

-        RAIn Winter Holiday Party

Appendix C – Harassment Verbiage

Harassment is defined as any behavior that alarms or intentionally annoys another person. This includes making any unwanted physical contact, following someone around a public area without a legitimate reason, or threatening to physically attack someone. Please remember that if you approach someone and they tell you “no” or to leave them alone, your business with them is done. If you do not leave them alone as they have requested, your actions may be grounds for a complaint of harassment. If you feel that you are being harassed, or you have been assaulted, please report the matter immediately to event staff.

Appendix D – Onboarding Process

The procedures listed in this section are given in order to familiarize events who wish to onboard with a general outline of the process. This outline is not binding upon the onboarding liaison; it may be modified as appropriate to the onboarded event.

The general outline is as follows:

  1. Event discusses internally whether they want to investigate coming under RAIn.
  2. Event holds vote; staff vote to approach RAIn to begin discussions. (Voice vote suffices, simple majority is sufficient, event decides what counts.)
  3. Event approaches RAIn and states desire to begin investigating onboarding.
  4. RAIn votes on whether to begin onboarding process. (Majority vote, tiebreaking and quorum rules as in bylaws.) RAIn assigns a member of the Board to act as the event's onboarding liaison.
  5. Onboarding liaison and event start working out the general form of what changes might be needed to existing event policy for compatibility. Onboarding liaison is also responsible for getting a feel for the existing event's processes, staff involvement, current challenges, etc. Onboarding liaison is also responsible for educating event staff as appropriate about who RAIn is, what role we see ourselves playing, etc.
  6. Event holds vote to proceed to formal negotiations with RAIn. Recorded vote (written or electronic, anonymous results are acceptable provided no duplicate / outside votes possible), lack of response must be counted as a NO vote, 70% positive response required. Event decides who is eligible to vote. Onboarding liaison to review voting criteria with event, for information's sake only (cannot instruct the event to alter criteria).
  7. Onboarding liaison and event work out the formal onboarding documents. This includes, but is not limited to: alterations to RAIn bylaws and policies, complete list of all event assets and liabilities (including IP/marks), any remaining alterations to event policies, any considerations granted by RAIn, any event-specific policies requested by the event, etc.
  8. Event holds vote to accept the final onboarding documents. Recorded vote, as in step 6. Event decides who is eligible to vote, but must not change the criteria in such a way as to meaningfully shrink the voting pool. (Onboarding liaison to negotiate with event if a criteria change is necessary in order to preserve a reasonable voting pool.)
  9. RAIn votes on whether to accept the final onboarding documents. Sixty percent vote of entire Board required. Changes to bylaws and policies implemented immediately upon acceptance, formal transfer of assets and liabilities to take place ASAP after acceptance.