Policies and Procedures

Table of Contents

  1. The Sisters of Perpetual Indulgence, Inc
  2. Philosophy and Statement
    1. Mission Statement
    2. Core Values/Concepts
  3. Membership
    1. Postulants
    2. Novices
      1. Novice Sister
      2. Novice Guard
    3. Fully Professed
      1. Sister
      2. Guard
      3. Transition from Guard to Sister
    4. Member Emeritus
  4. Participating Non-Members
    1. Aspirants
    2. Saints
    3. Angels
    4. Guardian Angels
  5. Approval of New Membership
  6. Voting Rights
  7. Membership Status
    1. Sabbatical
    2. Suspension
    3. Excommunication
  8. The Corporate Identity
  9. Appearance and Conduct
    1. Point Nun
    2. Hygiene
    3. Drunkenness
    4. Online
    5. Abusive behavior
    6. Exposing Body Parts
    7. Order Business
    8. Appearance
    9. Uniforms
  10. Conduct/Conflict Resolution
    1. General
    2. Reporting Responsibility
    3. No Retaliation
    4. Reporting Violations
    5. Compliance Agent
    6. Accounting and Auditing Matters
    7. Acting in Good Faith
    8. Confidentiality
    9. Handling of Reported Violations
  11. Sexual Harassment
    1. Definition
    2. Types
    3. Examples
  12. Events
    1. Simple Appearances
    2. Order Assisted Event
    3. Order Planned Event
    4. Just for Fun/Random Appearances
  13. Finances and Handling Money
    1. Collecting Money at an Event
    2. Depositing Money
    3. Collecting money for another organization
    4. Fund-raising for Personal Use
    5. Expenditures
    6. Event Budgets
    7. Checks
  14. Officers
    1. Abbess/Prioress (President)
    2. Mistress/Master of Novices (Vice-President)
    3. Mistress/Master of Notes (Secretary)
    4. Mistress/Master of Coins (Treasurer)
  15. Leadership Roles
    Elected
    1. Board Members at Large
    2. Mistress/Master of Archives
    3. Mistress/Master of Law and Order
    4. Mistress/Master of Grants
    5. Mistress/Master of S.A.G.s
    6. Mistress/Master of Public Affairs
    7. United Nuns Privy Council (UNPC) Delegates
    8. Mistress/Master of Supply
    9. Mistress/Master of Cosmetics and Habits
    Non-Elected
    1. Big Sisters
    2. Mothers
    3. Missionary Sister of The Smokin' Cardinal Sisters
    4. Committees
  16. Meetings
    1. Annual Meeting
    2. General Business Meetings
    3. Board/Officer Meetings
    4. Novice Teas
    5. Retreats
    6. Quorum
  17. Rule Changes
  18. Dispensations

The Smokin' Cardinal Sisters


A Comprehensive guide for members

of

The Smokin' Cardinal Sisters, Inc.



© The Smokin' Cardinal Sisters
491 Reeder Branch Drive
Clayton NC 27520-4021
northcarolinasisters@gmail.com

The Smokin' Cardinal Sisters
Missionary Order of the Sisters of Perpetual Indulgence

Policies and Procedures version 1.0



The Smokin' Cardinal Sisters (SCS) is a Mission of The Sisters of Perpetual Indulgence. Formed as a 501(C) (3) public charitable organization, we are dedicated to the support, education, and development of the GLBT community. SCS was founded November 21st 2012 and Greensboro was introduced to the Sisters January 26th 2013.
The Sisters of Perpetual Indulgence came into existence Easter weekend in 1979. Three men dressed in full traditional nuns habits went out into the San Francisco community and began what has become the Sisters' mission. "The Sisters are an order of 21st Century nuns dedicated to the promulgation of universal joy and the expiation of stigmatic guilt. Our ministry is one of public manifestation and habitual perpetration." Since then, many have heeded the calling and there are now hundreds of Sisters, manifesting in countries all around the world. The Smokin' Cardinal Sisters are dedicated to continuing the work started by those 3 Sisters, those many years ago. The name The Smokin' Cardinal Sisters reflects our desire to shine upon our community through charitable acts, community outreach, and education; doing so, in a fashion that "promulgates universal joy".
We are an Order of 21st century nuns dedicated to the promulgation of universal joy and the expiation of stigmatic guilt. Our ministry is one of public manifestation and habitual perpetration.
Our Mission is:
We are community of service, ministry and outreach to those on the edges. To promote human rights, respect, diversity and spiritual enlightenment for all humankind as well as bringing awareness and prevention of all sexually transmitted diseases and total eradication of bullying.
Our Core Concepts: FLY HIGH

Fun
Love
Yes-minded
Helpful
Imagination
Genuine
Honest
The Smokin' Cardinal Sisters are a democratic Order. We have officers, and other leadership roles. There are several levels of membership and a process of progression through those levels.
1. Postulants:
Postulants are just beginning their journey to becoming a Sister. They are under the watchful eye of the Mistress/Master of Novices, with the assistance of the Big Sisters, for no less than two (2) months. During this time, they will spend time working with their Big Sisters, learning what SCS does. They will receive training on attire, behavior, and safety.
A Postulant wears simple black clothing, white face, and a white mouth. This is symbolic that they are there to watch, to learn. The lack of lips signifies that they cannot speak for SCS. A Postulant also wears a simple white veil.
All Postulants are required to attend all GM meetings and training sessions as set forth by the Mistress/Master of Novices, or contact her in advance to explain why they cannot attend. They must attend at least one (1) event and one (1) meeting of SCS, wearing the uniform of a Postulant. They are not allowed to appear in public in the uniform of a Postulant without being accompanied by a Fully Professed Sister. They may not speak on behalf of SCS to the press or the public. They need to develop relationships with the other FPMs. They are considered members but have no voting rights, cannot serve on the Board, or Chair a Committee. They may participate in the General Business Meetings, but cannot make motions, or vote on any motions. Postulants should keep in mind the reason for not having lips. They should concentrate on watching and listening even when not manifesting.
Postulants must keep track of their activities and present a resume of activities to the Mistress/Master of Novices upon completion of the minimum requirements for elevation. With the approval of the Mistress/Master of Novices and the Big Sister, when the Postulant is ready for elevation, the Mistress/Master of Novices will present the Postulants resume to the GMs at the next GM meeting, or through an online meeting no less than seven (7) days before. The Postulant, with the assistance and/or approval of the Mistress/Master of Novices, will have chosen a Mother as a sponsor. The Postulant must choose which path they will follow in their Novitiate; Guard or Sister. If a Postulant chooses to follow the path of a Guard, then they should also find a Fully Professed Guard to act as a mentor. SCS must approve the Postulant's advancement to Novitiate by a majority (50% + 1) vote.
2. Novices:
There are 2 types of Novice Members, Novice Sister and Novice Guard. The Novice will take what they have learned as a Postulant and build on it towards their journey to becoming an FPM. The Novitiate lasts a minimum of twelve (12) months. The Novice is required to attend all GM meetings or contact the Mistress/Master of Novices to explain why they can't attend. They are encouraged to participate at the meetings but have no voting rights. They must participate in a minimum of ten (10) of SCS's events as a Novice. A Novice cannot appear in public without being accompanied by an FPM. They may not speak on behalf of SCS to the press or the public. They cannot serve on the Board, cannot be an Officer or chair a Committee. They will have a Mother to help guide them in their journey to becoming an FPM. They are expected to be well versed with all training instruments of SCS, including the bylaws and these policies and procedures, as well as the Sistory of The Sisters of Perpetual Indulgence. Upon meeting the requirements for advancement, the Novice must provide the Mistress/Master of Novices a resume of activities to date. With the approval of the Mistress/Master of Novices and the Mother, (s)he may recommend to the GM an interview and a vote to advance the Novice to FPM. The Novice must receive majority (50% + 1) vote to be elevated to FPM.
a. Novice Sister:
When the Novice Sister is ready to put all she has learned to the test she must plan, organize, and execute her Novice Project, after a recommended eight (8) months into the Novitiate. With the help of the rest of the SCS, the Novice will present their project idea to the GM for approval. During a Novice's project, she IS the point nun for that event and expected to act as such.
b. Novice Guard:
Novice Guards will receive training on what their role is in SCS. They are the escorts, the guardians of SCS. Novice Guards, with the assistance of a Fully Professed Sister, will plan, organize, and execute a Novice Project, after a recommended eight (8) months into the Novitiate. They will present their project idea to the GM for approval.
3. Fully Professed:
There are 2 types of Fully Professed Members, Sister and Guard.
a. Sister:
Elevating to Fully Professed Sister brings on BIG changes. A Fully Professed Sister will graduate from her white bib and veil for the formal FP habit. The Traditional Formal for an FP Sister consists of a red robe, red bib, and white veil. The Modern Formal is free form but will follow the color scheme of the FP Formal (Red, Black, and White). All FP's are required to wear the formal (Traditional or Modern) with SCS's Coronet for GM designated "formal events". At any other time, the FP is free to express her unique expression and artistic style. Wearing the white face and House coronet of a Sister, she may express herself through her clothes and accessories.
A FP Sister will utilize all she has learned during her journey. She is now able to represent SCS to the press and the public. She can now take on a leadership role. She can hold office, chair a committee, and become a mentor to others beginning their journey. The FPM participates in the direction SCS takes. She has a right to conduct business and vote at all GM Meetings in which she is in good standing and not on sabbatical.
b. Guard:
In recognition of individuals who have shown a desire to be part of SCS on an ongoing basis, but do not wish to become Nuns, SCS has created the category of Guard. The primary way a FP Guard participates with SCS is by escorting and ensuring the safety of the Sisters as well as assisting with events. Guards may wear white make as a base and may choose any look they desire. They typically dress all in black and are encouraged to dress for events in theme specific attire. A Guard has the right to vote at GM meetings in which they are in good standing except on votes of progression. A Guard may also assist a Mother with mentoring a Novice Guard on their journey. They may hold office of any positions within the Board or Committee.
4. Transition from Guard to Sister:
Fully Professed Guard Members wanting to transition to Sister within SCS will be required to adhere to the following convention:
i. Complete a Novitiate of a minimum three (3) to six (6) months where they assume the title and appearance of a "Novice Sister" of SCS. A Novice project is encouraged but not required.
ii. Select a Sponsor (FPM Sister in good standing) within SCS at the approval of the Mistress/Master of Novices.
iii. They may not represent SCS to the press or public.
iv. They retain existing voting rights but may not vote on progressions.
v. They pay dues as defined by the board.
vi. They may not serve as new officers of the board, but may continue to chair a committee or serve on the board if they held the position at the time of declaration.
vii. The GM may define other rights and/or restrictions as necessary.
5. Member Emeritus:
Though it is true that once a FPM you are an FPM for life, there may come a time when you feel you need to move on to something new. FPMs who do not want to lose their ties with SCS, may “retire” from active status with the honorary title of Member Emeritus, rather than resign completely. Members Emeritus are established members of SCS. They must have been FPM in good standing for a consecutive twenty-four (24) months. To be granted the designation of Member Emeritus, the FPM must petition the GM or the board and must initiate the process by a written letter to the Abbess/Abbot. SCS values the contribution these FPMs have made, and encourages the Member to remain in contact with SCS, their input and experience is an asset to SCS. Members Emeritus are not expected to attend any meetings or events. They do not pay dues. Members Emeritus are not agents of SCS and may not speak on behalf of SCS to the public or the press. They may attend meetings, but do not have voting rights. To regain full Membership status they must petition the GM, and receive a simple majority (50% + 1) vote.
There are four (4) types of participating non-members, Aspirant, Saints, Angels, and Guardian Angels.
1. Aspirants:
Aspirants are non-members seeking a position with SCS. Aspirants must interview with the Mistress/Master of Novices. If she feels the Aspirant is compatible with SCS, she will introduce the Aspirant to the GM at the next GM meeting. The Aspirancy period lasts a minimum of one (1) month. The Aspirant will attend a minimum of one (1) GM meetings. They may not participate in the meeting and they have no vote. The Aspirant will attend as many functions as they can. Their job is to observe the Sisters. See what it is to be a Sister, and what kind of work we do. After meeting the requirements for elevation, the Aspirant will request an interview with the Mistress/Master of Novices. The Aspirant will present the Mistress/Master of Novices with their resume of activities. The Aspirant, with the assistance/approval of the Mistress/Master of Novices, will have chosen a Big Sister. Elevation to Postulant requires a majority (50% + 1) vote at a GM meeting.
2. Saints:
SCS bestows the title of Saint to someone whose life and accomplishments are exemplary and in keeping with SCS's philosophy, mission, and statements of purpose. Any FPM may nominate a person for Sainthood by presenting a resume and biography to the Mistress/Master of Saints (or designated Sisters) or by email not less than seven (7) days before the GM Meeting. At the following GM Meeting, the Membership will vote to approve the nomination. A simple majority (50% + 1) vote is required to approve Sainthood. Junior members are encouraged to make suggestions for nominations to their Big Sister/Mother.
3. Angels:
SCS bestows the title of Angel to individuals who have performed repetitive acts of kindness for SCS. These are people who support SCS and our mission in an ongoing basis. Any FPM may nominate a person for Angel designation by nominating them at any GM Meeting by presenting a resume and biography to the Mistress/Master of Angels (or designated sisters/guards) or by email not less than seven (7) days before the GM Meeting. At the following GM Meeting, the Membership will vote to approve the nomination. A simple majority (50% + 1) vote is required to approve Angel designation. Junior members are encouraged to make suggestions for nominations to their Big Sister/Mother.
4. Guardian Angels:
SCS bestows the title of Guardian Angel to individuals who have taken it upon themselves to “watch over” the SCS while manifesting at any particular event. This position is not to be confused with Guards, rather they are “undercover security.” Any FPM may nominate a person for Guardian Angel designation by nominating them at any GM Meeting by presenting a resume and biography to the Mistress/Master of Guardian Angels (or designated sisters/guards) or by email not less than seven (7) days before the GM Meeting. At the following GM Meeting, the Membership will vote to approve the nomination. A simple majority (50% + 1) vote is required to approve Guardian Angel designation. Junior members are encouraged to make suggestions for nominations to their Big Sister/Mother.
Before an Aspirant submits his/her resume to the Mistress/Master of Novices, they should have already developed some relationships within SCS. The candidate should have built a relationship with some of the FP's and given thought to who they would like to be their Big Sister. Postulants ready to elevate to Novice should have given thought to who would be a good Mother for them. With the assistance of the Mistress/Master of Novices, the candidates will seek feedback on their status and progression within SCS. It is the responsibility of the candidate to keep a resume/listing of their activities. They are also responsible for approaching the Mistress/Master of Novices when they feel they are ready to progress.
Transferring From Other Houses:
Members from other Houses who desire to transfer into SCS from other Houses of The Sisters of Perpetual Indulgence will be required to adhere to the following convention:
(1) Communicate with the Abbess/Abbot or Mistress/Master of Novices; the MoN will schedule a meeting with the voting FP members of SCS within 30 days.
(2) Provide a Letter of Recommendation from the President or Vice-President of their previous House.
(3) Complete a probationary period of three (3) to six (6) months where they retain the title of "Sister/Guard". That way the transferred member can see how the house conducts themselves with the public. This time will be used as an adjustment period.
(4) Select a Sponsor (FPM Sister/Guard in good standing and not on Sabbatical) within SCS at the approval of the Mistress/Master of Novices. They may not manifest within SCS area of operation without an SCS FPM Sister/Guard (in good standing, and not on Sabbatical).
(5) They typically dress all in black and are encouraged to dress for events in theme specific attire.
(6)They may manifest as a Sister/Guard of their previous House outside SCS area of operation.
(7)They may not speak on behalf of SCS to the press or public.
(8)They do not have voting rights.
(9)They may not serve on the board, in Mistress/Master positions or chair a committee.
(10)The GM may define other rights and/or restrictions as necessary
All Fully Professed Members are considered Voting Members for the rest of their lives except in the following cases:
  • voting rights have been temporarily suspended by the voting Membership
  • retired/Emeritus
  • been excommunicated
  • resigned
  • the individual is on Sabbatical
  • has missed 3 consecutive GM meetings.
In order to return to good status, a member must take the corrective action required by the GM.
The Smokin' Cardinal Sisters have certain requirements to maintain an "Active Membership" status. To maintain Active Status with SCS, FPMs must attend six (6) GM meetings and ten (10) of SCS's events in a twelve (12) month period. Members who cannot or do not wish to participate to this extent shall be viewed as Inactive. Below are some reasons for membership being determined "Inactive"
Sabbatical:
There are two (2) types of sabbatical: Short term and long term.
Short Term Sabbatical is in the time frame from one (1) week to three (3) months. A FPM may request a vacation/holiday from SCS's activities and participation by delivering a letter to the Abbess/Abbot stating this desire and will state the length of the sabbatical. During this sabbatical, a Member may attend SCS functions or meetings under the guidance of the officers of the Board as they choose but may not speak to the public or press. They still will have voting rights and can still hold an office of the Board position IF they have found a temporary replacement and has been approved by the board. If the member chooses to stay on sabbatical longer than three (3) months, the member must deliver a letter to the Abbess/Abbot stating this desire. In such event, the member will be forfeiting any voting rights, the right to mentor junior members or hold an office or Board position, as well as their right to Chair a committee.
Long term Sabbatical is in the time frame lasting longer than three (3) months to twelve (12) months. A FPM may request a vacation/holiday from SCS's activities and participation by delivering a letter to the Abbess/Abbot stating this desire and will state the length of the sabbatical. During this sabbatical, a Member may attend SCS functions or meetings under the guidance of the officers of the Board as they choose but may not speak to the public or press. The Member shall remain on sabbatical until they submit another letter to the Abbess/Abbot stating their desire to return, and they attend the subsequent GM meeting. The length of the sabbatical can be as long as the Member desires, up to one (1) calendar year. The GM must approve sabbaticals lasting longer than one (1) year by majority (50% + 1) vote. During a sabbatical, a Member may attend official SCS functions or meetings under the guidance of the officers of the Board as they choose but may not speak on behalf of SCS to the public or press. They also forfeit any voting rights, the right to mentor junior members, or hold an Office or Board position, as well as their right to Chair a committee. Members on sabbatical shall be listed as active.
Suspension:
SCS Membership, by a majority (50% + 1) vote, may temporarily suspend any Member's rights or privileges as set forth in this manual or in the bylaws for behavior that is deemed inappropriate. A Board Member and an Officer (who are not one and the same) must be informed of the motion to suspend, in writing, to whom it pertains and the reasons for the motion at least ten (10) days in advance of the GM meeting in which the motion will be presented. At the time of the notification, the Secretary shall mail notice to the last known address of the Member advising them of the motion for suspension and the place and time of the meeting where the motion will be made. The letter must be sent within forty-eight (48) hours of the date on the letter or a new letter must be drafted. The proposed motion to suspend rights and/or censure must include the reason for the action, the rights that are to be suspended and the duration of the suspension. A suspended Member's rights are automatically restored to the same status as before the suspension at the end of the stated time, unless another vote to extend the suspension is passed in the same manner as stated above before the end of the original suspension period. Once suspended, a majority (50% + 1) vote is required to reinstate any rights or privileges prior to the time stated in the motion to suspend. A suspended member has the right to file a grievance to contest or appeal the suspension.
Expulsion:
Any FPM may be removed from the Corporation by a majority (50% + 1) vote at two consecutive GM Meetings no less than forty-eight (48) hours apart. Novices and Postulants may be removed by majority (50% + 1) vote at a single GM meeting. A Board Member and an Officer (who are not one and the same) must be informed of the motion to remove, to whom it pertains, and the reason for the motion at least ten (10) days in advance of the GM meeting in which the motion will be presented. At the time of the notification, the Secretary shall mail notice to the last known address of the Member advising them of the motion for removal and the place and time of the meeting where the motion will be made. The letter must be sent within forty-eight (48) hours of the date on the letter or a new letter must be drafted. The proposed motion to remove must include the reason for the action. The Secretary must send a second notice ten (10) days prior to any action being taken by the GM. An expelled member has the right to file a grievance to contest or appeal the removal. After the member has been expelled, they are no longer eligible to apply for membership to the SCS but will have the privilege to apply at any other house of the Sisters of Perpetual Indulgence. They must follow the same procedure outlined as transferring membership to another house. In such case this action is not performed, it will be with the discretion to report this violation to the UNPC and request excommunication.
Excommunication:
Any FPM may be removed from the Corporation by a majority (50% + 1) vote at two consecutive GM Meetings no less than forty-eight (48) hours apart. Novices and Postulants may be removed by majority (50% + 1) vote at a single GM meeting. A Board Member and an Officer (who are not one and the same) must be informed of the motion to remove, to whom it pertains, and the reason for the motion at least ten (10) days in advance of the GM meeting in which the motion will be presented. At the time of the notification, the Secretary shall mail notice to the last known address of the Member advising them of the motion for removal and the place and time of the meeting where the motion will be made. The letter must be sent within forty-eight (48) hours of the date on the letter or a new letter must be drafted. The proposed motion to remove must include the reason for the action. The Secretary must send a second notice ten (10) days prior to any action being taken by the GM. This instrument is used as an absolute last resort after all other efforts, as outlined in the Bylaws and Policies and Procedures, over an extended period of time have been exhausted. An Excommunicated Member has the right to file a grievance to contest or appeal the removal. After a member has been excommunicated, they are no longer eligible to apply for membership in any House of the Sisters of Perpetual Indulgence.

*Excommunication is an extreme action and should not be taken lightly. Requirements are subject to scrutiny by our Mother House and/or Mistress/Master of Missions.
The Smokin' Cardinal Sisters, Inc. is organized as a volunteer based nonprofit and does not approve the use of "The Smokin' Cardinal Sisters", and/or "Sisters" its image, name, logo, or creative properties for personal financial gain. The term "of The Smokin' Cardinal Sisters" as in Sister Jane Doe of The Smokin' Cardinal Sisters, may not be used for personal gain. The term may be used when conducting business for SCS with the public. Additionally, SCS look, i.e. official wimple or headdress and veil, as well as any formal habits, shall be considered part of SCS's identity and the use of these items shall be restricted to the Members of SCS only.
Events and bar outreach are generally planned ahead of time. At the general business meetings we will talk about all upcoming events. At that time, the general membership will determine what type of "appearance" the Sisters will make. Though there aren't many, there will be some events where "Formal Habit" will be required. At these events, all sisters will be expected to wear the formal habit of SCS, incorporating the white face and SCS's red bib. For FP Sisters, that is the red robe with black trim, red bib, and white veil. To allow for our individual expressions to come out, many times this dress code will allow for the FP to accessorize with jewelry, buttons, and other items. At any other function, the FPM is encouraged to manifest as they feel compelled to do, remembering that the white face and coronet are our main way of identifying us as Sisters of SCS. Guards are encouraged to wear black at any event to identify them to the public and are also encouraged to dress for events in theme specific attire. The "Formal Attire" for Guards includes a black kilt or slacks, a white dress shirt, a black or red bow-tie and black top hat. A black or red vest is optional. They may wear white and black make up and may add color, if they chose.
1. Point Nun:
A Point Nun is assigned for each manifesting. It is her responsibility to make sure everyone knows where and when we are meeting. It is also her responsibility to keep tabs on where members are, and how the event is progressing.
2. Hygiene:
It is your responsibility to be there on time. You should allow yourself time to do all your "S" chores… Remember, cleanliness is next to Godlessness! Allow yourself time to put on face and don that fabulous outfit. You should show up at the arranged meeting place on time, flowery fresh and looking fantastic. When done with putting on your face, you will wash your hands to rid yourself of any leftover makeup on your hands. We don't want to spread our makeup to the members of the public. In the event you are not fresh any one may request you take a shower in a private manor without reprimand or reprisal. Remember to wash behind your ears!!
3. Intoxication:
A member interacts with the community in many ways. Each requires a certain code of conduct. When representing yourself as a member, your actions are a reflection of SCS. When performing outreach, members are free to enjoy the adult beverage of their choice, just not to excess. Remember to always look out for your fellow members. If you see someone getting to a point of being out of control, a quiet word to that member is in order. If you are a member who is having that "quiet" word said to, you have a responsibility to listen.
4. Online:
If you are online and representing yourself as a member of SCS, you still have a responsibility to act accordingly.
5. Abusive behavior:
Sisters should never be abusive in public. Rude, offensive, mean, or aggressive behavior is not a proper way to represent SCS. The only exception to this is when attacked physically. When attacked verbally, diplomacy is the best way to handle it, if that doesn't work, then move on, or ask one of the bar staff to intervene. There IS a reason we never go out alone. Sisters should never go out unless there are 2 of you. Besides safety in numbers, one sister is a nun, 2 or more is a party! 1 FP sister is sufficient if she is accompanied by other members of SCS (who are also in manifesting attire).
6. Exposing Body Parts:
There is a time and place for this. Some events we will be at are "adult" in nature, but there will be other events where children are present. Discretion should always be used when exposing your body parts, or asking someone else to. Because of North Carolina Laws, exposing or touching genitals could be putting the businesses we work with in jeopardy.
7. Order Business:
Members of SCS NEVER air dirty laundry in public. If you have an issue with how something is being done at an event, or with another Sister, or with an issue that has arisen in SCS discuss it in PRIVATE.
8. Appearance:
A member should always be aware of their appearance. Dress appropriately for the event. Robes, scapulars, bibs, veils, should always look neat (ironed) and clean. After applying makeup, and before leaving the house, members should make sure their hands are clean of makeup, so they don't get that makeup on people they meet while out and about.
9. Uniforms:
Each level of membership has its "official uniform". Postulants wear a black dress with the simple white veil and white bib. Novices can wear any color dress with a white collar and white veil. FP Sisters have two (2) "formals". The first is the Traditional Formal. The traditional formal consists of a red robe with black trim, a red bib and white veil. The second is the Modern Formal. This is more free form dress but staying with the white veil and wearing the signature white face and House Coronet.
The Smokin' Cardinal Sisters are required by law to include a "Whistle Blower" policy in this document. Below is our written policy for the procedure to report violations of this Policy and Procedure.
1. General:
The Smokin' Cardinal Sisters' Code of Ethics and Conduct requires Directors, Officers, and Members to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As representatives of SCS, we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations.
2. Reporting Responsibility:
It is the responsibility of all Directors, Officers and Members to comply with these Policies and to report violations or suspected violations in accordance with this Policy.
3. No Retaliation:
No Director, Officer, or Member who in good faith reports a violation of the Policy shall suffer harassment, retaliation, or adverse consequence. A Member who retaliates against someone who has reported a violation in good faith is subject to discipline up to, and including, excommunication from SCS and Sisters of Perpetual Indulgence. This Policy is intended to encourage and enable Members and others to raise serious concerns within SCS prior to seeking resolution outside SCS.
4. Reporting Violations:
The Policy addresses SCS's open door policy and suggests that Members share their questions, concerns, or complaints with someone who can address them properly. In most cases an Officer or Board Member is in the best position to address an area of concern. You are encouraged to speak with someone whom you are comfortable in approaching. Officers and Board Members are required to report suspected violations of the Policy to the Board of Directors, who has specific and exclusive responsibility to investigate all reported violations. For suspected fraud, or when you are not satisfied or uncomfortable with following SCS's open door policy, individuals should contact SCS's Mistress/Master of Laws and Order directly.
5. Compliance Agent:
The Mistress/Master of Laws and Order is the Compliance Agent of SCS. He/she is responsible for investigating and resolving all reported complaints and allegations concerning violations of the Policy and, at his/her discretion, shall advise the Board of Directors as violations arise. The Mistress/Master of Laws and Order has direct access to the Board of Directors and is required to report to the Board at least annually on compliance activity. The Mistress/Master of Laws and Order is the Chair of the Laws and Order committee.
6. Accounting and Auditing Matters:
The Board of Directors shall address all reported concerns or complaints regarding corporate accounting practices, internal controls, or auditing. The Mistress/Master of Laws and Order shall immediately notify the Board of Directors of any such complaint and work with the Board until the matter is resolved.
7. Acting in Good Faith:
Anyone filing a complaint concerning a violation or suspected violation of the Policy must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation of the Policy. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.
8. Confidentiality:
Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.
9. Handling of Reported Violations:
The Mistress/Master of Laws and Order will notify the sender and acknowledge receipt of the reported violation or suspected violation within five business days. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.
The Smokin' Cardinal Sisters, Inc. has a strong commitment that all members should enjoy an environment free from all forms of discrimination, including sexual harassment.
1. Sexual harassment is any unwelcome or unsolicited sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature. Sexual harassment is illegal and will not be tolerated. Therefore, The Smokin' Cardinal Sisters, Inc. has implemented a sexual harassment policy that will treat sexual harassment as any other form of serious member misconduct. Conditions which constitute harassment on the basis of sex include and unwelcomed sexual advances, requests for sexual favors, or other verbal or physical sexual conduct when:
Submitting to such conduct is made a term or condition of elevation; submitting to or rejecting such conduct is used as the basis for membership or elevation decisions; or such conduct creates an intimidating, hostile, or offensive work-environment.
Inappropriate behavior and/or conduct, based on the above information, is strictly prohibited and performance of this behavior is grounds for disciplinary action up to and including dismissal from The Smokin' Cardinal Sisters, Inc.
2. There are two forms of sexual harassment: Quid Pro Quo and Hostile Work Environment.
Quid Pro Quo Harassment occurs when a member's submission to or rejection of sexual advances becomes the basis for membership or elevation decisions or tangible benefit or detriment.
Hostile Work Environment Harassment occurs when unwelcome sexual jokes, innuendo, comments, or actions create an offensive work environment.
While Quid Pro Quo Harassment is typically clear because an employee is either rewarded or damaged in return for sexual favors, Hostile Work Environment Harassment is not always as recognizable. Because much of the work we do is in a sexually charged environment, the impact of the behavior, not the intent of the person doing the act, determines if sexual harassment has occurred. Always remember that "unwelcome" is decided by the impact on recipient of the behavior, not the intent of the person initiating the behavior. Also, a hostile environment can be created when a third party witnesses sexual behavior, conduct, or comments between two or more consenting people and finds such activity "unwelcome" in the workplace.
3. Some example questions to ask yourself prior to initiating questionable behavior include:
Would I want this on the evening news?
Is there equal power, initiation and participation between me and the person I'm interacting with?
Would I do this if my significant other were standing next to me?
Would I want someone to do this to my significant other?
Some behavior to consider whether appropriate or not:
Making propositions.
“Touching” or “brushing” improperly.
Repeatedly asking another person out.
If a Member has experienced any form of sexual harassment, Quid Pro Quo or Hostile Work Environment, the Member shall follow the following procedures to report the incident.
The Member shall immediately report the harassment to an officer of The Smokin' Cardinal Sisters, Inc; Member to Member and Non-Member harassment shall be reported to a Member of the Board.
No Officer, Board Member, or other Member may retaliate or discriminate against any Member for filing a complaint. Anyone acting in such a manner will be subject to disciplinary action set up to and including Excommunication from The Smokin' Cardinal Sisters , Inc.
Each and every allegation will be taken seriously, investigated thoroughly and completely, and an appropriate course of action will be taken to resolve the situation in the most expeditious means possible by law.
The Smokin' Cardinal Sisters participate in many events. In order for an event to be considered an "official event", the GM must approve the event's official status by a simple majority (50% + 1) vote at any GM meeting. The level of participation depends on the event, the organizer, and the beneficiary. It is generally agreed that it takes a minimum of two (2) months to properly organize and execute an event. A very important lesson to remember that it's okay to say "we're sorry we can't take on that project at this time". SCS has a calendar that they MUST schedule any of their planned events with. An event can be just SCS making an appearance and nothing else, or it can be as involved as SCS coming up with the concept, planning the event, and executing it. In order to ensure that the SISTERS are the forefront of the chapter, the SCS has decided that for a Guard to manifest there must be at least one (1) Sister present (subject to change once SCS house grows). One momentary variance is that two (2) Sisters are permitted to manifest at a venue previously attended by three (3) Sisters. One (1) Sister is permitted to attend, host, or participate in an event that has been previously approved and others are unable to attend.
1. Simple appearance:
This is when we are asked just to "be seen" at an event. Many times we are asked just to be a presence at an event. This also covers Bar/Condom Outreach. These are where our work is simple, and it's a great way for the Sisters to just go out and play with their community. Two (2) Sisters may manifest at a venue but all Sisters must be given an opportunity to participate.
2. Order Assisted Event:
There are events that are organized by another group, and SCS are asked to help out. Our help can consist of working the gate/door, judging a contest, or running a raffle during an event. These events are planned by the event organizers. SCS just shows up, looking fabulous, and does the task asked to do.
3. Order Planned Event:
This is an event conceived by a member of SCS, approved by the general membership, budgeted by the Board, planned by the membership with the leadership of a Point Nun, and put on by SCS. These events must be given the proper amount of time to plan in advance so that they run as smoothly, and are as successful as possible. This event is usually a fundraiser for another organization, or one of SCS s programs. Novice Projects fall under this category.
4. Just for Fun/Random Manifestations:
Sometimes the Sisters want to go out, "just because". It's very important for the Sisters to go out with no agenda. We work hard for our community, and sometimes it helps recharge our batteries to go out and "play". It is also good to be seen by our community. They don't always have to see us asking for money, or working for a cause. They see this already. Many times when we are out having fun, this is when we are approached by someone looking for a confidant; someone who needs someone to talk to. This is when a lot of one on one interaction happens, when those special "Sister Moments" happen.
Because we are usually raising money for other organizations, or for one of our programs, proper money handling is vital. Appearance of proper money handling goes a long way in establishing our credibility with the community.
1. Collecting Money at an Event:
When collecting money at an event, the Point Nun for the event is the person to hand off money too. Alternatively, monies can be handed off to the Treasurer if he/she is present. The Point Nun is responsible for making sure that the money is kept in a safe/secure location. At the end of the event, the Point Nun and one other Sister/Guard will count the money raised for the evening. SCS will have night deposit envelopes and deposit slips. When the Point Nun and the second Sister/Guard have counted the money, they will fill out the deposit slip, and seal it and drop the money in the night deposit envelope. The money will then be turned over to the Mistress/Master of Coins to be deposited into SCS's account. The Sister/Guard carrying the money should never walk from the venue to his/her vehicle alone. He/she should always be escorted to his/her vehicle.
2. Depositing Money:
All deposits are the responsibility of the Mistress/Master of Coins. After the money from an event is handed over to him/her, he/she will either deposit the money in a night deposit at the bank, or will go to the bank and make the deposit on the next business day or as soon as possible. It is never a good idea to deposit cash using the ATM. Only checks should be deposited in an ATM. When deposited, the Mistress/Master of Coins will obtain a receipt from the banker and kept for record.
3. Collecting money for another organization:
When having a fundraiser for another organization, it is SCS's policy to collect the money, deposit it in our account, and then write a check to the organization we are collecting for. This process allows us to have an accounting of what we've done and where the money is going. If the event is being run by the other organization and the Sisters are just helping out, then the event organizer collects all monies raised.
4. Fundraising for Personal Use:
NEVER is it acceptable for a Sister to do any fundraising for personal use. NEVER is it acceptable for a Sister to use any money raised for any purpose. Money raised by Sisters will ALWAYS be turned over to the Point Nun or the Mistress/Master of Coins. In the event collected monies have been used for personal use by any Member, actions will be taken legally to obtain the money back followed in conjunction with Excommunication.
Added note: If another Member knows of theft and does not report it in a timely manner, legal actions and Excommunication will ensue as well.
5. Expenditures:
ANY expenses should be approved at a General Business Meeting before the money is spent. After the expense has been approved, the Mistress/Master of Coins will either issue a check for the expense, or the Member will make the purchase(s) requested and then turn in an expense report. If you make a purchase out of your personal funds without prior approval, you do so with the understanding that you may not be reimbursed for the expense. In the event an expenditure cannot wait for the next GM meeting, a special meeting will be called forty-eight (48) hours prior to the specific need of purchase.
6. Event Budgets:
At the beginning of the planning phase of the event. The Point Nun for the event will be given an allowance or will turn in expense reports for reimbursement towards the amount budgeted for the event.
7. Checks:
All checks written on SCS's checking accounts require two (2) signatures. The checks must be signed by The Mistress/Master of Coins and the Secretary. SCS has ATM/Check cards issued to its accounts. These cards are to be kept in the Safe Deposit Box, except for the one issued to the Mistress/Master of Coins. Only the Mistress/Master of Coins is authorized to make purchases with the ATM/Check card after those purchases have been approved at a General Business Meeting.
Officers serve a one (1) year term but no longer than two (2) consecutive terms. Elections for Officers are held at the Annual Meeting each December. Only Fully Professed Sisters in good standing may hold office.
1. Abbess/Abbot (President):
The Abbess/Abbot notifies Members of the GM meetings and serves as the Chair of the GM and Officer Meetings. The Abbess/Abbot compiles agendas for the GM meetings and calls roll. He/She is responsible for seeing that an accurate attendance record is kept and that all other Officers are fulfilling their duties. The Abbess/Abbot is the official Chief Executive of SCS and is its official spokesperson when no other is specified. Other duties may be determined by the Bylaws, at the discretion of the Board or GM, or in accordance with nonprofit law as necessary.
2. Mistress/Master of Novices (Vice-President):
The Mistress/Master of Novices interviews Aspirants, Postulants, and Novices regarding their progression. He/She answers new Members' questions regarding SCS's rules, history, etc. He/She makes reports at GM meetings regarding the status of new Members; distributes official sanctioned attire of SCS, and all training instruments to new Members. He/She communicates with and tracks Sabbaticals and Missionaries. He/She shall hold a recommended two (2) Novice Tea's a year or as needed to explain the instruments of SCS and to help new Members express their ideas and problems in a safe environment. The Mistress/Master of Novices is ultimately the individual in charge of all Aspirants, Postulants, and Novices. If the Abbess/Abbot is unable to perform his/her duties, the Mistress/Master of Novices fills in as the acting Abbess/Abbot. Other duties may be determined by the Bylaws, at the discretion of the Board or GM, or in accordance with nonprofit law as necessary.
3. Mistress/Master of Notes (Secretary):
The Mistress/Master of the Notes is responsible for all official communication with other Orders worldwide. He/She is the person that communication to and from SCS flows. He/She sends mail, minutes of all GM meetings to the Members. He/She, or a designated officer, collects the mail from SCS official mailbox and distributes it as necessary. She presents information from SCS's website email address at the GM meetings. He/She is also responsible for maintaining and distributing the official mailing list of SCS. The Mistress/Master of Notes is the official Secretary of SCS. Other duties may be determined by the Bylaws, at the discretion of the Board or GM, or in accordance with nonprofit law as necessary.
4. Mistress/Master of Coins (Treasurer):
The Mistress/Master of Coins deposits funds in SCS's bank accounts, balances the checkbooks and writes checks. He/She makes quarterly financial reports at GM meetings and also provides statements upon request from any GM. He/She helps file forms with Federal and State governments e.g. taxes, etc. He/She may solicit foundations for grants. The Mistress/Master of Coins is the official Chief Financial Officer of SCS. Other duties may be determined by the Bylaws, at the discretion of the Board or GM, or in accordance with nonprofit law as necessary.
Besides the Officer positions, there are other Leadership roles in SCS. Elected Members are as follows:
1. Board Members at Large:
There is one (1) Members At Large position on the Board of Directors (subject to change upon growth of the house). By virtue of their office, the Officers of the Corporation shall be Board Members. The At Large member of the board are elected by the GM and serve as defined in the Bylaws. This one (1) position serve on the Board to help better represent the General Membership in the Board decision-making process. The At Large member are elected every twelve (12) months at the Annual Meeting in December. They serve a one (1) year term and there is a two (2) consecutive year limit for Board Members. Only FPM's in good standing may sit on the Board. The Board has the obligation to fulfill fiduciary responsibility, guard against risk, determine program priorities and is ultimately responsible for all corporate decisions. The Board exists to serve and support the General Membership by ensuring that the Corporation continues to grow and thrive. The Board is responsible for ensuring that the Officers of the Corporation fulfill their duties and obligations to the Corporation. The Board has special responsibilities and powers as specified in the Bylaws and this document.
2. Mistress/Master of Archives (Archivist):
The Mistress/Master of Archives is a person who takes the responsibility of caring for the historical records, documents, props, etc. of SCS. This is a very honored and trusted position. The GM shall elect the Mistress/Master of Archives will be voted annually at the Annual meeting in December. The Mistress/Master of Archives can be removed from Office by a simple majority (50% + 1) vote at any General Business meeting. In the event of removal or resignation, the President shall appoint a pro tem Mistress/Master of Archives who shall serve until the GM elects a new Archivist at the next Annual meeting. This position is not a member of the Board.
[NOTE: THE FOLLOWING POSITIONS WILL BE COMPLETED BY ALL FOUNDING MEMBERS UNTIL GROWTH OF THE HOUSE HAS REACHED ENOUGH FP MEMBERS TO DELIGATE SUCH AUTHORITIES]
3. Mistress/Master of Laws and Order (Parliamentarian):
The Mistress/Master of Laws and Order shall serve the GM and the Board as the FPM who is charged with keeping track of the Policies, Procedures, Bylaws and any other rules of SCS. Her duty shall include the clarification of any written rules of SCS and to help settle any disputes that might arise due to these rules. The Mistress/Master of Laws and Order shall serve as the Chair of the Bylaws committee. The GM shall elect the Mistress/Master of Laws and Order at the Annual meeting in December. The Mistress/Master of Laws and Order can be removed from office by a simple majority (50% + 1) vote at any General Business meeting. In the event of removal or resignation, the President shall appoint a pro tem Mistress/Master of Laws and Order who shall serve until the GM elects a new Mistress/Master of Laws and Order at the next Annual meeting. The Mistress/Master of Laws and Order may not serve as President of SCS or on the Board. As the Parliamentarian the Mistress/Master of Laws and Order acts as the Sergeant of Arms during all meetings.
4. Mistress/Master of Grants:
The Mistress/Master of Grants is the person responsible for overseeing all aspects of SCS's grant process: Soliciting and reviewing grant proposals and the eventual payment of the grants. The Mistress/Master of Grants shall serve as the Chair of the Grants committee. The GM shall elect the Mistress/Master of Grants annually at the Annual meeting in December. The Mistress/Master of Grants can be removed from Office by a simple majority (50% + 1) vote at any General Business meeting. In the event of removal or resignation, the President shall appoint a pro tem Mistress/Master of Grants who shall serve until the GM elects a new Mistress/Master of Grants at the next Annual meeting.
5. Mistress/Master of S.A.G.'s:
Is the person responsible for overseeing the beatification of new Saints and the entitlement of Angels and Guardian Angels. This includes gathering Saints' and Angels' biographies, information, preparing the Sainting, Angeling, and Guardian Angeling certificates, and coordinating ceremonies. The Mistress/Master of S.A.G.'s shall be tasked with maintaining and updating the list of all SCS's Saints, Angels, and Guardian Angels and shall serve as the Chair of the S.A.G Committee. The GM shall elect the Mistress/Master of S.A.G. annually at the Annual meeting in December. The Mistress/Master of S.A.G.'s can be removed from Office by a simple majority (50% + 1) vote at any General Business meeting. In the event of removal or resignation, the President shall appoint a pro tem Mistress/Master of S.A.G.s who shall serve until the GM elects a new Mistress/Master of S.A.G.s at the next Annual meeting.
6. Mistress/Master of Branding (Marketing and Communication):
The Mistress/Master of Branding works closely with the Point Nuns for events in developing the creative concept for all flyers, handouts and advertisements. The Mistress/Master of Branding is responsible to ensure that proper usage of SCS's logo, name, and font is adhered to. The Mistress/Master of Mar-Com will maintain a list of press and community contacts needed for the facilitation of information. Additionally, the Mistress/Master of Branding is aware of press deadlines and keeps the Point Nuns advised of these dates so that adequate coverage is obtained. The Mistress/Master of Branding is also tasked with overseeing, updating, and maintaining SCS's official website and email. The Mistress/Master of Mar-Com shall serve at the Chair of the Web Committee. The Mistress/Master of Banding can be removed from Office by a simple majority (50% + 1) vote at any General Business meeting. In the event of removal or resignation, the President shall appoint a pro tem Mistress/Master of Branding who shall serve until the GM elects a new Mistress/Master of Branding at the next Annual meeting.
7. United Nuns Privy Council (UNPC) Delegates:
The UNPC Delegates (1 Delegate and 1 Alternate) represent SCS on the UNPC. The UNPC is responsible for the development, recognition and elevation of SPI Missions across North America. The UNPC and its Members respond to inquiries, grant official recognition to new missions and provide guidance through the process by which a Mission achieves an Exequatur and is recognized as a Fully Professed House in the SPI Communion. The UNPC Delegates attend meetings, represents SCS, and reports on the work of the UNPC at SCS's General Business Meetings. They serve one (1) year terms and have a two (2) consecutive year term limits. The GM shall elect the UNPC Delegates each annually at an Annual meeting in December. A UNPC Delegate can be removed from Office by a simple majority (50% + 1) vote at any General Business meeting. In the event of removal or resignation, the President shall appoint a pro tem UNPC Delegate who shall serve until the GM elects a new UNPC Delegate at the next Annual meeting.
8. Mistress/Master of Supply:
The Mistress/Master of Supply is responsible for the Order's safer sex supplies (lube, condoms, inserts, wet kits, dental dams, etc.) and making sure the members of the Order are supplied with Safe Sex Kits. She keeps track of SCS's current inventory of condoms, lube, dental dams and Safe Sex Kit inserts, knows where these supplies are kept, and facilitates procuring new supplies with the Mistress/Master of Coins when needed. The Mistress/Master of Supply is also responsible for organizing occasional gatherings where Safe Sex kits are assembled. The GM shall elect the Mistress/Master of Supply annually at the Annual meeting in December. The Mistress/Master of Supply can be removed from Office by a simple majority (50% + 1) vote at any General Business meeting. In the event of removal or resignation, the President shall appoint a pro tem Mistress/Master of Supply who shall serve until the GM elects a new Mistress/Master of Supply at the next Annual meeting.
9. Mistress/Master of Cosmetics & Habits:
The Mistress/Master of Cosmetics & Habits is responsible for helping prospective and FP sisters with makeup ideas and possible places to shop for make-up. Additionally, she assists the Mistress/Master of Novices in welcoming and training new prospective Members. She also helps design outfits for events and identifies a seamstress to ensure each Member has congruent habits. The Mistress/Master of Cosmetics & Habits can be removed from Office by a simple majority (50% + 1) vote at any General Business meeting. In the event of removal or resignation, the President shall appoint a pro tem Mistress/Master of Cosmetics & Habits who shall serve until the GM elects a new Mistress/Master of Cosmetics & Habits at the next Annual meeting.
Non-Elected
10. Big Sisters:
During a new Member’s Postulancy, Big Sisters act as mentors, guides, and confidants for the new Members. They attend events with them, provide them with tips on attire, makeup, behavior, etc., and help them to understand relationships within SCS. Big Sisters are accountable for the new Member’s activities and actions and are expected to report to the GM on the progression of their candidate.
11. Mothers:
With the approval of the Mistress/Master of Novices, a Postulant selects a Mother before being elevated to Novice. Mothers have the task of guiding Novices into their new profession. They answer questions, give history, provide tips and accompany the new Member to various events. The Mother is responsible for curbing irreverent or inappropriate behavior exhibited by the new Member. Being a Mother is a privilege not a right. The Mistress/Master of Novices reserves the right to alter the other/Candidate relationship if the Mistress/Master of Novices feels that the relationship is not beneficial to the Candidate, Mother, and/or SCS.
12. Missionary Sister of The Smokin' Cardinal Sisters:
A Missionary is any FP Sister that is unable to participate with due to physical proximity but wishes to continue serving SCS. They may be recommended for Missionary status by any FPM at any GM meeting and their status is approved by a simple majority (50% + 1) voting Members present. They receive a copy of the Missionary document to substantiate their position in SCS. Missionaries are expected to keep in contact with SCS in writing, regarding their activities. Missionaries have their status reviewed by the Board of Directors and Mistress/Master of Novices semiannually.
13. Committees:
To oversee a specific project or issue, the President may establish a committee by appointing a Chair. The Chair is then expected to recruit members of the committee. The committee may be composed of Members of SCS as well as non-Members whose skills and knowledge are beneficial to the committee. All Chair appointments are subject to approval by the GM. Upon formation of the committee, meetings shall be held at the discretion of the committee Chair and shall focus on the specific project or issue for which the committee was formed. Any non- Member may attend a committee meeting upon prior approval of the committee Chair. Committee meetings follow parliamentary procedure and the committee shall report back to the GM.
As much as we all dread meetings, they are the way we discuss, plan, and co-ordinate the work we do in SCS. The meeting where most of the work is done is the General Business Meeting. There is also Board/Officer meetings, FP meetings, Committee meetings, Workshops, Novice Teas, Retreats, and the Annual Meeting. Meeting locations must be open to the public, not at a member’s residence or other closed facility where any participant is unwelcome.
1. Annual Meeting:
The Annual Meeting is held on the first of December of each year. This is the meeting when elections are held. All Officers and At Large Board positions, as well as all other Mistress/Master positions are elected annually at this Meeting. Newly elected officers, board members, and Mistress/Masters are seated in their respective offices the following month in January.
2. General Business Meetings:
General Business Meetings are open to all Members of SCS. Non-Members may be invited to the General Business Meeting with the prior approval of the Abbess/Abbot or the Mistress/Master of Novices. An agenda is followed and Roberts Rules of Order shall be used as an informal guideline. Only Members in good standing may bring an item to the floor, propose a motion or second a motion, as necessary. A vote is taken to make any decision official. Proxies are not accepted on any vote.
3. Board/Officer Meetings:
These meetings are called so that the Corporate Officers and Board Members can come to decisions about matters that pertain to the ongoing business of SCS. Board meetings are open to all Members, only Officers and Board Members may bring a topic to the floor, propose a motion, second a motion as necessary, and/or vote.
4. Novice Teas:
Novice Teas are designed so that the new Members may discuss in confidence their anxieties, concerns, and shared situations with other new Members and the Mistress/Master of Novices without fear of criticism by FPMs. These meetings help facilitate solutions for special situations that arise from time to time between new Members and other Members of SCS or the public. These informal sessions are set up to be fun and social, as well as instructional and insightful. Novice Teas may only be attended by new Members and the Mistress/Master of Novices. Other Members of SCS may attend at the specific invitation of the Mistress/Master of Novices. Novice Teas are usually closed to all non-Members.
5. Retreats:
Retreats are meetings of the Membership that extend for a full day or more. They are usually held in a secluded location where the group can concentrate on getting to know each other and SCS better. Although no "official" business is conducted at these meetings, they can be both formal and/or parties. They may be open to Member classifications as voted on by the GM prior to the Retreat. Retreats are not usually open to non-Members. SCS is on Sabbatical during the month of January. During this month, the only "official" business conducted is a retreat to review the previous year, and plan ahead for the New Year. Though on sabbatical, FP Sisters are free to manifest should the mood hit them.
6. Quorum:
A General Business Meeting may make official decisions if that meeting is attended by a simple majority of Members who are eligible to vote. Any General Business Meeting convened with less than a simple majority of the voting Membership may discuss issues but not make binding decisions. The question as to the presence of a quorum at the time of voting on a particular motion must be raised at the time the vote is taken, if it is raised at all, and cannot be raised later. Unless the minutes show that a quorum was not present at the time of voting on a motion, the law presumes that since the minutes show that a quorum was present when the meeting began, a quorum continued to be present until recess or adjournment.
The Bylaws Committee (or Mistress/Master of Laws and Order if a standing Bylaws Committee does not exist) shall review all proposed Bylaws and Policies and Procedures Manual changes before the General Membership votes on the changes so that the committee may make recommendations. Proposed recommendations on changes to the Bylaws and/or the Policies and Procedures Manual require a two-thirds (2/3) majority vote at two (2) consecutive General Business Meetings at least forty-eight (48) hours apart. If a conflict arises regarding these documents and Smokin' Cardinal Sisters' Bylaws, the Bylaws supersede the Manual.
The Bylaws and Policies and Procedures will be reviewed annually. Any changes will be voted on at the Annual meeting in December.
The rules of The Smokin' Cardinal Sisters are meant to be a guide for conduct and running SCS in a professional manner. Occasionally, SCS’s rules don’t fit a specific situation. In some cases, the GM may agree that the suspension of a rule may benefit SCS and its Members. In such cases, the GM may vote to give one or more Members dispensation from a rule. Additionally the Mistress/Master of Novices may grant dispensation for one or more new Member if a decision is required in between General Business Meetings, as long as such dispensation falls within the authority of the Mistress/Master of Novices (i.e. dispensation to modify attire for an event). Dispensation shall not be used to modify a voting requirement of SCS. For example, a vote that normally requires a majority (50% + 1) vote shall always require a majority (50% + 1) vote. In other words, dispensation cannot be used to overrule the number of votes required on an issue.