Policies and Procedures

The following Policies and Recommendations have been adopted by The Calendaring and Scheduling Consortium. Members of the Consortium agree to abide by the provisions of Consortium policies and governing documents as part of the Membership Agreement. Nothing in these policies and recommendations may contravene any provision of the Consortium Articles of Incorporation and Bylaws. In any conflict, the Articles of Incorporation and Bylaws take precedence.

0501 Obsolete
0502 Observers at Conferences and CalConnect Interoperability Test Events
0503 Status of Roundtable I Participants
0504 Representing the Consortium at External Events
0505 Individuals Participating on Behalf of an Institutional Member
0506 Membership Agreement
0507 Code of Conduct
0508 Violations of the Code of Conduct
0509 Violations of the Membership Agreement
0510 Determination of Membership Status and Categories
0511 Members and Subsidiary Organizations
0512 Quorum and Approvals for TCC
0601 Reciprocal Membership Agreements
0801 Guest Speaker Program
0802 Corporate Registrations
0803 Membership Fees and Renewals
0804 Obsolete
0805 Obsolete
0806 Venues for CalConnect Events
0901 CalConnect-Hosted Events
0910 Membership Mergers and Acquisitions
1201 Ex Officio Participation by Unaffiliated Directors
1501 Co-Hosting of CalConnect Events
1502 Sponsorship of Activities/Services of a CalConnect Conference or Interoperability Test Event
2001 Expense Reimbursement for Volunteer Officers

0502 Observers at Conferences and CalConnect Interoperability Test Events

  1. Representatives from a prospective member (an organization considering membership) may attend a single meeting of the Consortium as observers, to decide whether or not to join. At that meeting they may participate in any Conference activities taking place, but may not vote on any issues. Such attendees will pay the same registration fee as member representatives.
  2. Representatives from a CalConnect Member or non-member may attend a single Calconnect Interoperability Test Event as observers, to give organizations who are considering participation in test events in the future an opportunity to understand what happens at the events and how to prepare for them. A separate registration fee for such observers shall be set high enough to recover costs but not at the level of the participation fee. Such observers must agree to be bound by the Interoperability Test Event Confidentiality Agreement and a specific code of conduct for observers at test events.
  3. Generally an organization may only attend one Conference and/or one test event as an observer. However, in unusual circumstances, the Executive Director and the President may together grant exceptions to this rule.

Feb 2005 (Revised May 2007, August 2014)
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0503 Status of Roundtable I Participants

Organizations that participated in the September 2004 Roundtable, that are actively involved in Consortium activities, and that are actively working to join the Consortium but have not yet joined, may continue to participate until 14 June 2005, six months after the public launch of the Consortium. As of 14 June, any such organizations that have not yet joined the Consortium will no longer be able to participate in Consortium activities until they join the Consortium.

Feb 2005
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0504 Representing the Consortium at External Events

  1. The Consortium may be represented at external (non-Consortium) events by any Director or Officer of the Consortium for the purpose of presenting and discussing the Consortium and its activities and goals. Such individuals may represent themselves as speaking for the Consortium.
  2. When a Director or Officer of the Consortium represents the Consortium at an external event, he or she may not in any way imply or suggest Consortium approval or endorsement of any products, goods, services, or specifications of any or Consortium member or non-member organization. This does not apply to discussing specifications, standards and activities in standards-setting organizations such as the IETF in which the Consortium is actively involved in pursuit of the Consortium's purpose and goals.
  3. When a Director or Officer of the Consortium is invited by an external organization to represent the Consortium at an external event, necessary expenses to attend the event on behalf of the Consortium may be reimbursed by the Consortium, or by the external organization. Necessary expenses include such things as travel, lodging, and meals. Under no circumstances may any Director or Officer of the Consortium accept any honorarium or speaker's fee associated with such representation, nor may any Director or Officer accept any gift or present in the course of such representation except for purely honorary and inexpensive mementos.
  4. A Director or Officer of the Consortium may appoint a member representative from a Consortium member to present or speak for the Consortium in a specific instance, such as at a specific external event. The appointment must be approved by the management of the Consortium member. When a member representative represents the Consortium in this fashion at an external event, he or she may be reimbursed for necessary expenses as detailed in paragraph (3) above. Note that the member management's approval of the individual representing the Consortium must also grant approval for the individual to be reimbursed by the Consortium or an external organization in this fashion.
  5. Member representatives (personnel of Consortium members who are active in the Consortium and its activities) may present or discuss the Consortium and its activities at non-Consortium events. Such presentations and discussions should not be represented as speaking for the Consortium except in the case detailed in paragraph (4) above. Misrepresentation by an individual as speaking for the Consortium when he or she has not been authorized to do so is a violation of the Consortium Code of Conduct and Membership Agreement.

Apr 2005
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0505 Individuals Participating on Behalf of an Institutional Member

  1. For Consortium purposes, "member employee", "member participant" or "member representative" means an individual whom an institutional (non-individual) Consortium member has authorized to the Consortium as participating in Consortium activities on its behalf (i.e. representing that member's interests), and may include contractors, consultants, volunteers, and individuals officially seconded to the member from another organization (that may or may not itself be a member of the Consortium).
  2. Any individual who participates in Consortium activities on behalf of a member (represents the member) is bound by the member's membership agreement and the Consortium Code of Conduct, and the member is responsible to the Consortium for the activities of the individual.
  3. An individual is considered to be "representing a member" when (a) he or she registers and attends a Consortium event on behalf of a member, or (b) when a member requests that the individual be subscribed to a mailing list, be enrolled as a participant in a Technical Committee or other Consortium activity, or (c) is identified by the member as a Primary or Alternate Representative for Consortium administrative purposes.
  4. All such requests must be initiated by, or subsequently authorized by, the member's Primary Representative to the Consortium.

May 2005
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0506 Membership Agreement

The Membership Agreement may be viewed at Membership Agreement.

May 2005
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0507 Code of Conduct

The Code of Conduct may be viewed at Code of Conduct.

May 2005
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0508 Violations of the Code of Conduct

  1. Violations of the Code of Conduct on the part of an individual will be brought to the attention of the Board of Directors.
  2. The Board of Directors will attempt to resolve these issues with the offending individual which may include asking the member to leave a meeting, step down from chairing or co-chairing a Consortium committee, or refrain from participation on a mailing list where the individual's participation has become a problem.
  3. If the Board of Directros cannot resolve the issue to its satisfaction, the individual may be suspended from Consortium activities, or if necessary that the Member be requested to remove the individual from further involvement with the Consortium.
  4. When the Board of Directors determines that it will make a decision for suspension or removal of an individual, the individual, and the Primary Representative of the Member who the individual represents, will be notified by the Executive Director.
  5. In order to protect the integrity of Consortium resources such as data and mailing lists, when a Board of Directors decision for suspension or removal of an individual is made, the individual's access to all Consortium resources shall be restricted until a final determination is made as specified below.
  6. The method of notification must be reasonably calculated to provide actual notice, such as direct communication in person or by telephone, e-mail with return receipt, or first-class or registered mail to the last address for the individual or member shown on the corporation's records.
  7. The notification will be given at least 15 days prior to the effective date of the suspension or recommendation for removal.
  8. The notified individual may request an opportunity to be heard, either orally or in writing, by the Board of Directors, so long as the request is received at least five days prior to the effective date of any suspension or request for removal.
  9. If a request for a hearing is received, the Board shall act upon it as quickly as possible, and shall determine whether the decision shall take place or not.
  10. If no request for a hearing is received by five days prior to the effective date of any recommendation for suspension or removal, the Board, if satisfied that due process was followed, shall take action as it deems appropriate.
  11. If the Board decides not to suspend or remove an individual, the restriction placed upon the individual's access to Consortium resources will be removed. If the recommendation is upheld, the restriction shall be replaced with appropriate suspensions or the individual's access shall be terminated, as dictated by the terms of the recommendation.
  12. In all cases the Primary Representative of the Member shall be notified, by a method reasonably calculated to provide actual notice, of a suspension or of a request for renewal as soon as possible after the effective date of the recommendation.

May 2005 (revised August 2014)
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0509 Violations of the Membership Agreement

  1. A member has agreed to abide by the Membership Agreement by completing and submitting the Membership Application of the Consortium and agreeing to pay and paying its membership fee.
  2. A member may be deemed to be in violation of the membership agreement by failing to follow the provisions of the Membership Agreement. This includes ensuring that its representatives to the Consortium are familiar with and follow the Code of Conduct, or failure to remove a representative when the Consortium requests that an individual be removed for due cause.
  3. A member's membership in the Consortium may be terminated by the Board of Directors for demonstrated failure to adhere to the Membership Agreement.
  4. Violations of the Membership Agreement will be considered by the Board of Directors. If the Board of Directors determines that a member has acted in a way justifying termination of membership, the member shall be notified, by a method reasonably calculated to provide actual notice, of the intended action of the Board, and offered an opportunity to be heard orally or in writing.
  5. Such notification must be given at least 15 days before the effective date of any action by the Board to terminate membership.
  6. If a request for an oral or written hearing is made by the Member to the Board of Directors more than five days before the effective date of Board action, the Board shall arrange to hear the member as quickly as possible, and the effective date will be postponed until such hearing has occurred.
  7. As a result of such hearing the Board may determine to remand its action or confirm it. All such decisions of the Board of Directors are final.
  8. If a member's membership is terminated by the Board of Directors, the member shall be notified by a method reasonably calculated to provide actual notice, of the action of the Board.

May 2005
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0510 Determination of Membership Status and Categories

  1. An organization's membership category is generally determined from the list of membership categories established by the Consortium. If a prospective member is uncertain as to which category applies to them, the question should be referred to the Board of Directors on behalf of the prospective member. The Board of Directors, after taking all circumstances into account, shall recommend to the prospective member what category is appropriate.
  2. If an existing member changes its membership status, it is responsible for notifying the Executive Director of the change so that its membership category may be changed. Examples include a customer member that elects to develop a calendaring product and thus becomes a vendor member, or an existing vendor member whose revenue changes sufficiently to change its status for its next membership renewal.
  3. If a member has concerns that some other member has undergone a significant change of membership status as covered by 2. above, the member shall bring its concerns to the attention of the Executive Director, so that the situation can be reviewed and the appropriate action taken.
  4. If the TCC determines a need for additional categories of membership, it may make a recommendation to the Board of Directors as to the new category and its relative membership fee as compared to other membership categories. Final decisions on membership categories and membership fees are made by the Board of Directors.

May 2005 (Revised August 2014, November 2018)
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0511 Members and Subsidiary Organizations

  1. Individuals from subsidiary organizations of a parent Member organization may participate in Consortium activities as representatives of the parent Member so long as they are representing the interests of the parent organization. If the subsidiary organization wishes to establish a presence in Consortium activities in its own right, or to have its own interests or positions represented, then it should join the Consortium as a member in its own right.
  2. If questions arise about the appropriateness of an specific instance with respect to a subsidiary organization and its parent member, the Board of Directors shall review the circumstances and make a determination as to the best resolution of the issue (whether the subsidiary organization should seek its own membership in the Consortium, or the individual representatives need to refrain from positions contrary to the parent member, etc.)
  3. Any such resolution of the issue will take into account the Policies on violations of the Membership Agreement or Code of Conduct, as and if applicable.

May 2005 (Revised August 2014)
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0512 Quorum and Approvals for Technical Coordination Committee

Quorum for a meeting of the TCC is required to approve a document for publication or the establishment of a new Technical Committee. Quorum for the TCC is defined as at least 50% of the active Technical Committees represented by a Chair or Co-Chair of that committee. A meeting of the TCC may take place in person but is normally done via regularly-scheduled conference call.

Final discussion and approval for a new Technical Committee or a document for publication shall be announced in advance for a TCC meeting. If a quorum is not available at that meeting, the discussion and a trial consensus shall be taken. Following the meeting, the Chair of the TCC shall conduct the approval poll via e-mail. The results of the poll must be published to the TCC mailing list and placed on the document storage facility.

Jul 2005 (Revised Sep 2007, Nov 2018)
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0601 Reciprocal Membership Agreements

This policy sets out the considerations for the Consortium in agreeing to and establishing a Reciprocal Membership Agreement with another organization. Before agreeing to reciprocal membership, the Consortium should consider whether such membership, or a liaison agreement, is more appropriate for the relationship being considered.

Broadly, a Liaison Agreement is more appropriate for a standing relationship where an individual or individuals participate in both organizations and may act as a liaison. The primary purpose for such a liaison is information exchange and keeping each organization informed as to the activities of the other. A Reciprocal Membership Agreement is more appropriate in pursuit of a particular project or program, and where common membership is not a requirement, and can offer advantages in terms of registration fees, etc.

  1. The Calendaring and Scheduling Consortium may establish reciprocal memberships with other organizations when it is the best interests of both organizations to do so, and in pursuit of definite, mutually-agreed areas of focus or work.
  2. The reciprocal membership agreement is intended to establish each organization as a member of the other with no membership fee required or paid. If the other organization has more than one class of membership with different rights, privileges and duties, then the precise type of membership given to the Consortium must be negotiated.
  3. In the process of establishing a reciprocal membership agreement with another organization, the Consortium shall execute a Memorandum of Understanding with that organization setting out the type or class of membership in that organization (if applicable) and precise rules for delegation and participation which will at a minimum establish the provisions of this policy as governing the relationship between the two organizations.
  4. The Reciprocal Membership Agreement shall be for one year unless a lesser term is specified by the Memorandum of Understanding, and may be terminated by either member at any time by formal notification to the other. Reciprocal Membership agreements must be reviewed and renewed at the end of each year if they are to continue in force.
  5. The Board of Directors shall be responsible for approving, renewing, and terminating Reciprocal Membership Agreements and for approving the associated Memoranda of Understanding. The Executive Director shall sign these documents as the authorized representative of the Consortium.
  6. Individuals representing one organization who attend a function of the other in pursuit of the mutually-agreed area of focus or work will do so as members of a delegation from one organization to the other, and will not be present as representatives of their own company or organization. Non-meeting activities such as conference calls or participation in e-mail lists will be considered functions of the hosting organization. Delegates may not pursue their own interests at the host's function, and may not attempt to use participation in a delegation as a way of avoiding having to join the host organization. An individual representing a company which belongs to both organizations may participate in a delegation without waiving the right to represent his or her company as well, but must always be clear as to on whose behalf he or she is speaking or acting.
  7. Delegates from one organization to the other will be entitled to the appropriate member rates for registration fees, accommodation, etc., at the function of the hosting organization.
  8. Delegates from one organization to another will abide by the rules governing the host organization with respect to conduct, participation and privacy of information. In particular, privacy and intellectual property issues must be extended to members of each organization who are not delegates if information is reported back to them by any delegates. It is the responsibility of each organization to publicize and enforce the rules of the other when any discussion of material from a reciprocal meeting takes place; for example if one organization does not allow press at any meetings, then the other would have to ban press from any discussions of that meeting by its delegates at its own meeting.
  9. When multiple individuals from one organization attend a function of the other organization as a delegation, the sending organization will identify one of the participants as a Head of Delegation if appropriate. This individual will be the contact person between both organizations for any special arrangements and for reporting back to the sending organization as to how the delegation fared and what was accomplished. For non-meeting functions such as conference calls, a Head of Delegation is not required but the participants are expected to keep their own organization informed as to the activities in which they participate.
  10. Before executing a Reciprocal Membership Agreement with another organization, the Consortium and that organization will determine whether a Liaison Agreement or a Reciprocal Membership Agreement is better suited for the particular circumstances.

Nov 2006 (Revised August 2014)
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0801 Guest Speaker Program

  1. The guest speaker program allows CalConnect to invite individuals who have made significant contributions to or are experts in calendaring and scheduling or related domains of expertise to attend a CalConnect Conferenceand address the attendees at the meeting.
  2. The program is intended to support up to one invitee each year at the discretion of the Board of Directors, within the established funding cap. The Board may decide to invite more than one person in a given year if funding allows, or decline to offer any invitations.
  3. The program is intended for people who would not normally be expected to become involved with CalConnect due to location, field of expertise or employment.
  4. The costs of the program will be budgeted by CalConnect out of general revenues and will be tracked separately.
  5. CalConnect will offer to pay the actual costs for travel, accommodation, and incidental meals for the invitee, and will offer the invitee an honorarium, which may be accepted or returned in to the guest speaker program to support subsequent attendees. CalConnect will present the invitee with a plaque or other commemorative article at the Conference.
  6. The invitee will make a presentation at the Conference or produce a paper for discussion at the Conference.
    1. The paper or presentation must be submitted in advance.
    2. Copyright for the work will be retained by the author, however CalConnect will have the right to publish and distribute the work via its website.
  7. The invitee will be selected by the Board of Directors from recommendations submitted to the Board by members and member representatives.
  8. An invitation to submit recommendations will be distributed to the general CalConnect list each year.
  9. Any member or member representative may submit a recommendation.
  10. All recommendations must be accompanied by a rationale or justification for inviting the individual.
  11. The Board of Directors will select the invitee and potential backup invitee no later than the Winter (February) meeting, or decline to issue any invitations for the year.
  12. At the discretion of the Board of Directors and the Executive Director, the invitation may include attendance as an observer at an accompanying CalConnect Interoperability Test Event and cover additional costs such as extra hotel nights.
  13. The Consortium will not pay for participation by the invitee in an accompanying CalConnect Interoperability Test Event. However, the invitee may register for and participate in the test event by paying the participation fee and covering any additional costs.
  14. The invitation and arrangements will be made by the Executive Director.
  15. The invitation will be for the Spring/Summer (June) meeting but this can be altered by agreement with the invitee(s).
  16. CalConnect may publicize the appearance of the invitee at the Conference, e.g. by a press release, recording an interview with the invitee, or if agreeable recording the actual address. Such recordings may be made available via the CalConnect website along with the presentation materials.

Jan 2008 (Revised August 2014)
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0802 Corporate Registrations

Corporate Registrations allow a consortium member to purchase "corporate" registrations for a CalConnect Conference, where the badge is not specific to a single person but passed between two or more people who wish to attend different sessions but individually can not attend an entire Conference. The primary goal is for members in the immediate area of a Conference to allow employees a chance to attend a session or two of particular interest; however non-local members may purchase corporate registrations if desired.

CalConnect values the in-depth participation of its regular participants at each Conference. The goal of corporate registrations is to increase the breadth of participation without sacrificing the current depth. In addition, individuals who might otherwise not come to a Conference may get some exposure, perhaps become involved with the work of a TC, and become regular participants in the future.

  1. In addition to individual registrations for a CalConnect Conference, the consortium will offer corporate registrations.
  2. A corporate registration will cost the same as an individual registration.
  3. Corporate registrations are only available to CalConnect members.
  4. A member may not purchase more corporate registrations for an event than the number of individual registrations it purchases.
  5. No name will be associated with a corporate registration; instead badges will be issued for "Member Representative #1", "Member Representative #2", etc.
  6. The corporate registration badge will be a different color or otherwise distinguishable from an individual registration badge.
  7. A corporate registration badge is intended to be be assigned to different individuals sequentially. Only the individual currently assigned the registration badge may attend Conference sessions.
  8. All individuals attending sessions at a Conference via a corporate registration must be eligible as member representatives; in particular they must be employees or volunteers of the member providing the corporate registration, and must comply with the Code of Conduct for members and member representatives.
  9. Individuals in attendance via a corporate registration badge must leave the event when they pass on the badge to the next assignee.
  10. The Executive Director will track the usage of corporate badges to ensure that they are being used in accordance with CalConnect guidelines and purposes. To that end, the Executive Director will report on corporate registration use for each Conference to the Board of Directors.

Jun 2008
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0803 Membership Fees and Renewals

  1. Membership in the Consortium requires the payment of a yearly membership fee, based upon the anniversary of the member's joining the Consortium.
  2. An organization or individual becomes a member of the Consortium upon receipt and acceptance of its Application for Membership, and the tendering of an invoice for payment of the membership fee. The membership fee is due within 60 days.
  3. The membership renewal fee will be due each year on the member's anniversary date.
  4. A member whose initial or renewal membership fee is not paid within 30 days from the due date will be suspended from participation in the technical work of the Consortium and from attendance at Consortium events. The member will continue to be represented on Consortium mailing lists and receive Consortium communications.
  5. A member whose initial or renewal membership fee is not paid within 60 days after the due date will be presumed to have abandoned membership and will be removed from all membership lists, Consortium communications, and presence on the Consortium web site.
  6. A suspended or abandoned member's privileges are restored upon receipt by the Consortium of the delinquent fee. In the case of an abandoned member, that member's new anniversary date is established as the date of restoration of membership.
  7. For a suspended member, privileges may be restored in advance of receipt of the delinquent fee if the suspended member provides an official communication from the organization stating the date by which the fee will be paid, and if the payment date is no more than 45 days from the receipt of the official communication by the Consortium.
  8. If a member notifies the Consortium that it intends to drop its membership or not renew membership, it will be offered the alternative of becoming a Supporting Member for a period of one year from the member's anniversary date. A supporting member will pay a reduced membership fee of 1/5 of its full membership fee but may not actively participate in Consortium activities. Full membership may be restored at any time during the year by the suporting member paying the remainder of the full membership fee.

Jul 2008 (Revised Apr 2013, July 2016)
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0806 Venues for CalConnect Events

  1. Initially CalConnect attempted to hold its meetings alternately on the east and west coasts of the United States. This has not worked well due to a variety of reasons, including the distribution of members, ability and willingness to host, weather, and geographic attractiveness (ease of travel). Therefore, this policy provides a set of criteria for choosing venues for future meetings, insofar as alternatives are available for a specific event.
  2. CalConnect's goals in choosing a venue for a CalConnect event are to maximize participation and to enhance cohesiveness and collegiality as a group. To achieve these goals, the following criteria will be considered insofar as possible. These criteria are not in any particular order or weight.
    • Member hosting (rather than CalConnect self-hosting in public space)
    • Geographic attractiveness (ease of travel for attendees)
    • Weather conditions and possible effect on travel for the time of year of the event
    • Locale attractiveness (how much of a draw is the area where the event would be held)
    • Distribution of events among willing hosts
    • Members who have not yet hosted an event
  3. CalConnect recognizes that the distribution of its members is currently likely to result in a higher percentage of events occurring on the West Coast of the United States. As membership grows the distribution may change, in particular in favor of some events being held in other countries.
  4. Interoperability Test Events and Workshops may be held separately (in terms of both time and location) from CalConnect Conferences. When this occurs, hosting by a member, while desirable, may be subordinated if necessary to holding the event in the best location for the projected participants, both members and non-members.

Dec 2008
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0901 CalConnect-Hosted Events

  1. CalConnect encourages its members to host CalConnect events whenever possible, based upon our participants' preference for meetings at member locations. However, when no suitable venue is available (based on the criteria defined in Policy 0806 above), CalConnect will host the meeting itself as a CalConnect-hosted event.
  2. CalConnect-hosted events are held in public space such as hotels or other meeting venues, and are paid for entirely by registration fees, as opposed to being partly paid for by a host member providing the venue and support facilities. A member may choose to host an event in public space rather than on its own premises, by covering the cost of the venue, facilities, and any differential in catering costs, but this is not a CalConnect-hosted event as defined by this policy.
  3. CalConnect-hosted events will be held at one of a small number of venues with which CalConnect has established a working relationship and is able to identify the probable cost of the event, typically in the San Francisco Bay Area due to the convenience for a substantial number of CalConnect members.
  4. An additional venue fee, currently $150, will be added to the registration fee for each individual registering for the Conference or the Interoperability Test Event. The venue fee offsets the costs for the venue, support facilities, and additional catering fees which will be encountered for such an event.
  5. The decision to hold a CalConnect-hosted event will be made by the Board of Directors no less than four months prior to the event under consideration, and if possible (i.e. there are no even tentative hosts for the event) five or six months in advance.

May 2009
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0910 Membership Mergers and Acquisitions

  1. When a CalConnect member organization merges with another organization, or is acquired by or acquires another organization, the resulting organization may become a new legal entity. If a new legal entity results, the membership(s) already existing may be transferred to the new legal entity by execution of a membership transfer application. This application is similar to the regular membership application, and the new entity agrees to the CalConnect membership agreement under its new organizational status.
  2. In the case of a membership transfer, the anniversary date of the original member becomes the anniversary date of the new member. If the new entity's membership category has a higher membership fee than the original member, the new entity will be invoiced for the difference in fees at the time of executing the membership transfer agreement.
  3. If a CalConnect member organization is acquired by another organization but retains its own legal entity as a subsidiary of the parent organization, its membership in CalConnect may remain unchanged rather than transferred to the parent organization, if both parties affirm that the existing membership relationship should continue. In this case the parent organization is not a member of CalConnect unless it joins separately.
  4. If CalConnect members are involved in a merger or acquisition of one by another, either of the existing memberships may be retained but the membership transfer application must be executed.
  5. If a CalConnect member acquires a non-member and the resulting organization retains its original legal entity status, no action is required.

October 2009
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1201 Ex Officio Participation in CalConnect by Unaffiliated Directors

This Policy allows ex officio participation in CalConnect activities by Directors who are not otherwise affiliated with CalConnect, except in those circumstances where a conflict may arise with respect to their duties and responsibilities as a Director, in the following fashion:

  1. Adhere to the Consortium Code of Conduct and other CalConnect policies which would be relevant or obtain to an Individual Member.
  2. Subscribe to any CalConnect mailing lists which are available to an Individual Member, but as a "lurker" only – no posting to the lists.
  3. Attend CalConnect events as a representative of the Board of Directors subject to the provisions of #1.
  4. As this ex officio unafiliated Director participation does not constitute membership in the Consortium, there is no membership fee associated with this status.
  5. In the event an unaffiliated Director becomes eligible as an employee of a member organization, as an Individual Member, or ceases to be a Director, the privileges of this ex officio participation no longer obtain.

August 2012 (revised January 2014)
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1501 Co-Hosting of CalConnect Events

A CalConnect Event may be co-hosted by two members, or by a member and a non-member, subject to approval in advance by the Board of Directors. A proposal for co-hosting must be submitted to the Board of Directors as far in advance as possible, and may be submitted as part of or in advance of a proposal to host a specific event.

In the case of co-hosting the associated complimentary two registrations for the Conference, and the complimentary two registrations for the Interoperability Testing, may be shared between the co-hosts as they wish.

1502 Sponsorship of Activities/Services of a CalConnect Conference or Interoperability Test Event

Specific activities/services of a CalConnect event, or parts of same, such as catering, dinner, venue, etc. may be sponsored by either members or non-members of CalConnect, subject to approval in advance by the Board of Directors. A proposal for such sponsorship(s) must be submitted to the Board of Directors in advance of the event, by the host(s) or with the approval of the host(s), and must include the specific activities/services proposed for sponsorship.

In no instance may any sponsorship result in monies being transferred to or paid to CalConnect; any financial provisions must be made between the sponsor and the provider(s) of the specific activities/services being sponsored.

CalConnect will acknowledge the sponsorship, as appropriate or practicable, during the event. Additionally CalConnect will acknowledge the sponsorship on the CalConnect web site in the program/agenda ( sponsored by , and in any post event items we might post to the CalConnect web site of blog. The sponsor may submit up to 100 words of “boilerplate”, a factual statement about what their company offers, which must not use any promotional, qualitative, comparative or call to action language to accompany a post-event announcement.

August 2015

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2001 Expense Reimbursement for Volunteer Officers

I. CalConnect will reimburse up to 50% of the actual or average expenses, whichever is less, incurred by the Chair of the TCC and the Technical Architect to attend a CalConnect Event, under the following crules:

  1. The officer must request reimbursenment in advance of the event
  2. The officer must provide receipts or other documentation for their expenses to attend the event
  3. The revenue from the event must be such that the reimbursement does not result or add to a financial loss to CalConnect
  4. If the officer cannot attend an event and designates a replacement to perform all the assigned functions of the officer, the replacement will be eligible for the reimbursement under the above rules

II. In cases where low registration numbers may result in CalConnect losing money on an event, the Board may take remedial actions to ensure a successful meeting within our budget

III. The average expense cost is determined by averaging the expenses for an officer to attend the last 12 CalConnect events, plus the registration fee for the events, and will set by the Board of Directors each year at its January meeting.

January 2020
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