1. Eligibility - Any person eighteen (18) years or older who has a personal or professional interest in transgenderism is eligible for membership in TGSF.
2. Membership Year - The membership year runs from May 1 to April 30.
3. Dues Requirement - Any person meeting the requirements of Section A above may become a member by paying annual membership dues set by the Executive Committee of TGSF. The Executive Committee of TGSF shall hereinafter be referred to as the ExCom.
   1. Term of Membership - Membership and its privileges will be effective from the beginning until the end of each year for which dues are paid in full.
   2. Continued Membership - Renewal of membership for a full year will be required to continue membership into the next membership year.
   3. Joining During the Membership Year - New members who join during the membership year will pay a one-time only, pro-rated portion of the annual dues for the remainder of the membership year. Membership privileges for these members will be effective for the portion of the year for which dues are paid until the end of the membership year. Dues and increments for the pro-rated portion will be determined by the Ex-Com.
   4. Fee Waiver - Persons who are financially unable to pay the annual dues may petition the ExCom for a fee waiver. The ExCom will review each petition on a case by case basis. Waivers will be reviewed annually and will not be automatically renewed.
4. Termination of Membership -
   1. Voluntary Withdrawal of Membership - A member may voluntarily withdraw from TGSF at any time.
      1. Written Request - A member wishing to withdraw must make the request in writing to the TGSF Secretary.
      2. Refund - The ex-member is entitled to a pro rata portion, but not greater than one-half, of her/his dues paid, less a handling fee.
      3. Lapse - A member who does not renew her/his membership will automatically be terminated as a member.
   2. Involuntary Termination of Membership -
      1. Reasons for Termination - The ExCom shall have sole power to revoke the membership of any member who purposefully breaches the confidentiality of another member or whose actions result in criminal or civil liability against TGSF or an TGSF elected official. See Section IX Executive Committee.
      2. Vote by ExCom - The ExCom shall revoke the membership of the above member following a majority vote for removal.
      3. Appearance of Member - The member may plead her/his case before the ExCom.
      4. Refund - The ex-member is entitled to a pro rata portion, but not greater than one-half, of her/his dues paid, less a handling fee.
      5. Reinstatement: Petition for Membership - After six months, the ex-member may petition the Ex-Com for re-instatement. The petitioner must receive a majority vote of the ExCom to be reinstated.
5. Members in Good Standing -
   1. Definition - Members who have paid their dues and meet all of the requirements above are considered members in good standing.
   2. Privileges and Benefits -
      1. Voting - Members in good standing are eligible to vote in the Annual and Special Meetings. See Section IV Annual Meeting and Section V Special Meetings.
      2. Discounts - Members in good standing receive the membership discount whenever applicable.
      3. Newsletters; Notices - A member in good standing is eligible to receive TGSF newsletters and notices at no cost.

1. When - TGSF will hold its annual membership meeting in the month of April of each year, the time and place designated by the ExCom.
2. Business - Issues for business at the Annual Meeting shall include, but are not limited to:
   1. Election of Officers;
   2. Treasurer's Financial Report;
   3. Bylaw changes;
   4. Any other business deemed necessary by the ExCom; and,
   5. Any new business introduced by the general membership.
3. Informing the Membership - The date, time and place of the Annual Meeting shall be published no later than 45 days prior to the meeting. Members may be notified of the meeting either in the newsletter or by special mailing.
4. Voting -
   1. One Vote Per Member - Members in good standing shall be entitled to one vote at all Annual and Special Meetings. Only those members whose dues are current four months before the end of the membership year shall be eligible to vote.
   2. Voting in Person, by Mail, or Other Approved Means - Only those votes cast by members in good standing in person, by mail, or by other approved means prior to deadline established by the ExCom will be counted.
   3. Mailed-in Ballots -
      1. When Mailed - Ballots will be sent to the members at least 30 days prior to an election.
      2. When Counted - Mail-in ballots will not be opened and counted until the voting at the Special or Annual Meeting is closed.
   4. Voting by Other Means - The ExCom shall determine the voting procedures regarding voting by other means.
   5. Proxies - No proxies will be allowed.
   6. Canceling Mail-in Vote - A member may cancel her/his mail-in vote by voting in person at the Special or Annual Meeting. The member wishing to cancel her/his mail-in vote must inform the Election Committee of her/his intention.
   7. Quorum - All issues submitted to a vote of the membership at any meeting shall be conducted by a majority of those voting, unless these Bylaws provide otherwise.
   8. Election Committee -
      1. Appointment - The ExCom shall appoint an Election Committee prior to any Special or Annual Meeting requiring voting.
      2. Duties - The Election Committee shall be responsible for, but not limited to: establishing the time, place, manner of voting; the mailing of ballots; the counting of votes; and the publication of results.
      3. Posting and Notification to Members - The election Committee shall announce the details of the election in the newsletter.

1. Purpose - Special Meetings shall only be held for discussion and voting on a single issue. Issues that may be considered include, but are not limited to:
   1. Bylaw changes;
   2. Removal of one or more officers;
   3. Election to fill an office vacancy;
   4. Extraordinary expenditures not related to normal TGSF organization expenditures;
   5. Any other issue deemed necessary by the ExCom; or
   6. An issue presented by the general membership.
2. Membership Informed - Members shall be informed of the date, time and place in the same manner as Annual Meeting under Section IV, C above.
3. How Called - A Special Meeting may be called either by:
   1. The ExCom by majority vote, or
   2. Petition of 30 members or 10% of the membership, whichever is greater.
      1. The petition must be signed in writing and presented to the Secretary who must verify the eligibility of the members.
      2. The ExCom must set the date of the Special Meeting with 30 days of receipt and verification of the petition.
4. Voting; Quorum - Voting and quorum requirements for a Special Meeting are handled in the same manner as discussed above under Annual Meeting.

1. Officers of TGSF -
   1. TGSF shall have the following officers: President, Vice-President, Secretary, Treasurer, Social Committee Co-Chairs (two maximum), Education Committee Co-Chairs (two maximum), and Outreach Committee Co-Chairs (two maximum).
   2. The above officers shall constitute the only members of the ExCom. See Section IX Executive Committee.
2. Eligibility - Any member in good standing may be an officer in TGSF.
3. Holding One Office - Only one member may hold one office at one time.
4. Co-Chairs -
   1. Co-Chairpersons may fill the Social, Education, and Outreach Offices.
   2. The Co-Chairs will be chosen from the highest vote recipient and the second highest recipient for that office.
   3. In the event only one person runs for either the offices of Social, Education or Outreach, the Co-Chair for that particular committee shall not be filled for that term, unless deemed necessary by the ExCom.
5. Terms of Office - Officers shall serve one-year term beginning May 1 of the current year and ending April 30 of the following year.
6. Elections -
   1. When Held - Elections will be held at the Annual Meeting in April. See Section IV Annual Meeting.
   2. Number of Votes Needed - The person receiving the most votes and at least 40% of the votes cast for that office will be declared the winner of that office.
      1. If no one candidate receives 40% of the votes cast for President, Vice-President, Secretary, or Treasurer a runoff election will be held at a Special Meeting within 45 days.
      2. If no one candidate receives 40% of the votes cast for the Education, Social or Outreach Chair, the two candidates receiving the highest totals may be considered for Co-Chairs by the newly elected ExCom.
7. Nominations -
   1. How Received; Deadline - Nominations must be received in writing by the Secretary or her designee (see Duties of Officers) no later than 60 days prior to the Annual Meeting. No nominations will be accepted at the Annual Meeting.
   2. Who May Nominate - Any member in good standing may nominate any member for any office. Members may nominate themselves.
   3. Acceptance Required - Members must accept the nominations prior to publications of the agenda of the Annual Meeting.
8. Write-in Votes:
   1. Write-in votes for officers shall be counted under the following conditions:
      1. The name of the candidate is clearly legible;
      2. The write-in candidate is a member in good standing; and,
      3. All other conditions and deadlines above are met.
   2. No nomination requirement is required for a write-in candidate.

1. Disclosure - All officers have the duty to disclose any conflict of interests. Officers with a conflict on any issue shall not vote nor participate in any discussion on that issue.
2. Fiduciary - All officers have a fiduciary duty to TGSF. Officers must account for all expenditures of TGSF funds. And no funds will be used for personal use. All officers must adhere to practices that comply with non-profit corporation status.
3. Loyalty - All officers must be loyal to TGSF. The interests of TGSF are paramount to any interest any officer might have in any other organization.
4. Specific Duties - The specific duties of officers shall be addressed in Standing Rules adopted by the ExCom. See Section IX.C of the Standing Rules.

1. Resignation -
   1. When - An officer may resign at any time.
   2. Method -
      1. The President resigns by submitting a letter to the Secretary of her/his intent to resign.
      2. All other officers effect their resignation with a letter of intent to the President.
   3. When Effective - Vacancies occur upon receipt of the resignation letter.
   4. Membership Maintained - An officer does not lose her/his membership in TGSF when she/he resigns as an officer.
2. Removal -
   1. Reasons - An officer may be removed for, but not limited to, any of the following reasons:
      1. Gross violation(s) of any part of the Bylaws,
      2. Breach of confidentiality,
      3. Breach of fiduciary trust,
      4. Intentional misrepresentation of official TGSF policy, and
      5. Any misconduct resulting in liability against TGSF.
   2. Method Removal of an officer shall be accomplished at a Special Meeting called either by the ExCom or by petitioned for by the general membership. See Section V Special Meetings.
      1. Number of Officers - More than one officer may be removed at any particular Special Meeting.
      2. Voting for Removal - An officer shall be removed if more than 50% of the votes cast at the Special Meeting are in favor of removal.
      3. Mail-in Ballots - Mail-in ballots will be counted as votes cast if they meet the deadline specified by the ExCom.
3. Vacancies
   1. Filled by Appointment -
      1. Appointment by President - The President, subject to approval by the ExCom, may appoint any member in good standing to fill any vacant office.
      2. Approval - The appointed officer must be approved by a majority of the ExCom at the next ExCom meeting.
   2. Vacancy Filled by Election - The President has the discretion to ask the ExCom to call a Special Meeting to fill any vacant office.

1. Members - The President, Vice-President, Secretary, Treasurer, Education Co-Chairs, Outreach Co-Chairs and Social Co-Chairs shall be the only members of the ExCom.
2. Duties -
   1. The ExCom shall be responsible for the daily operations of TGSF.
   2. The ExCom shall report its activities back to the membership.
3. Standing Rules - The ExCom is authorized to establish Standing Rules to accomplish its responsibilities.
   1. The Standing Rules shall not violate these Bylaws.
   2. The Standing Rules must be adopted by a majority of the ExCom.
   3. The Standing Rules may be amended by a majority of the ExCom.
   4. The Standing Rules shall be published and made available to any TGSF member on request.
4. Meetings -
   1. Frequency - The ExCom shall meet at least once a month.
   2. Members Informed -
      1. The Secretary or her designate is responsible for informing the members of the date, time and place of the ExCom meetings.
      2. Publication of the meeting will be timely to allow attendance by general members.
   3. Special ExCom Meetings - The President is the only officer who may call special ExCom meetings.
5. Attendance by Others - ExCom meetings are open to all TGSF members in good standing.
   1. General members in good standing of TGSF may participate in the meetings at the discretion of the presiding officer.
   2. Non-members invited by the ExCom may participate in presentations and discussions with the permission of the presiding officer.
6. Voting - Only ExCom members are allowed to vote at ExCom meetings. All Officers are entitled to one vote, except for the President who shall only vote in the event of a tie.
7. Quorum - More than 50% of the ExCom Members constitute a quorum, one of which must be the President, or in her/his excused absence, the Vice-President.

1. Acceptance by Membership - Amendment to these Bylaws may be adopted by an affirmative vote of 60% of the members voting.
2. Amendments - Proposed amendments shall be presented to the members in writing 60 days prior to being voted upon at the Annual or Special Meeting. The ExCom may recommend Bylaw amendments, or the general membership may petition for Bylaw amendments. The requirements for a membership Bylaw change are the same as requesting a Special Meeting. More than one Bylaw change may be considered at a Special Meeting.

1. The purpose of this document is to outline the duties for the position of the President of the TransGender San Francisco (TGSF) Organization. These rules should be used as a guideline for members newly elected to this office, to allow them to get a good idea of what is expected.
   
   
2. General Responsibilities -
   
   
   1. The primary responsibility of the President is to keep the organization functioning smoothly. This is best accomplished by delegation. While the President may take on some of the chores and may have to in an emergency, the president should have most if not all of the known chores delegated to other ExCom members.
   2. In the event that a ExCom member resigns during the term of office, it is the Presidents responsibility to appoint a replacement. The replacement should be appointed prior to the ExCom meeting which follows the ExCom meeting where the resignation was announced.
   3. It is the Presidents responsibility to insure that no one member of the ExCom is taking on a disproportionate amount of the duties of the ExCom. In other words the President helps prevent serving ExCom members from burning out. If the President determines that a ExCom member is overloaded, the President will take action to off load the work to another ExCom member, appoint members to open positions to eliminate the problem, or define a new ExCom position to resolve the problem.
   4. It is the Presidents responsibility to insure continuity between ExComs. The current President is responsible for insuring that all information is passed from one ExCom to the next. The new President is responsible for verifying that the exchange has taken place. This would include but not be limited to:
      1. Articles of Incorporation and/or all official legal documentation for the organization.
      2. Check book and Bank Statements
      3. Keys to the Mailbox
      4. Information on the phone line
      5. Information on the Clubs Insurance
      6. A complete official (up to date) copy of the By-laws and standing rules
      7. The location of all equipment owned by the club
   5. The action of transferring these items to the next ExCom can be delegated, however the responsibility of insuring the transfer remains with the President.
   6. The President also plays a role as a diplomat. Whenever a number of people are brought together to achieve a common goal there are bound to be differences of opinion. It is the Presidents responsibility to help resolve these differences and keep the group working towards their common goals.
   
   
3. Special Events -
   
   
   1. While the President may participate (and in fact is encouraged to participate) in the group events, the President should not take on a primary role in these events. The President can take on a supporting role as long as another member has the primary role. The reason for this is to keep the President free to respond to the needs of the organization as described in the General Responsibilities section of this document.
   
   
4. Newsletter -
   
   
   1. The President has the opportunity to write an article in the monthly newsletter, however the President is not required to write this article.

1. The purpose of this document is to outline the duties for the position of the Vice President of the TransGender San Francisco (TGSF) Organization. These rules should be used as a guideline for members newly elected to this office, to allow them to get a good idea of what is expected.
   
   
2. Special Events -
   
   
   1. The Cotillion -
      1. The most important duty of the Vice President is to insure that the "Main Event" of the TGSF year takes place in an organized fashion. The Vice President is responsible for signing up the people who will perform all the duties at the TGSF Cotillion. These duties include: Producer, Director, Catering, Advertising, Logistics, Bar Services and Technical Support. See Appendix VP-1 for a sample Cotillion Timeline.
      2. The Vice President may take on one (and only one) of these roles as long as it does not interfere with her ability to insure the other roles are being performed. The Vice President is not required to perform one of these roles.
      3. Timing - It is recommended that the planning for the Cotillion commence no later than six months prior to the event. See Appendix 1 for a high level time line to the event.
      4. The Contestant Manual - It is the Vice Presidents duty to make sure the Contestant’s manual is updated and distributed to the contestants no less than 30 days prior to each Cotillion. See Appendix VP-2 for a sample contestants manual.
   2. The San Francisco Gay Lesbian Bisexual Transgendered Pride Parade -
      1. The Vice President is also responsible for organizing the construction of the float for the SF Pride Parade. Similar to her role in the cotillion, the Vice President is responsible for pulling together the talent to make the construction of the float happen. These duties include: 1) An early design concept for the float (2 months prior to event), 2) Volunteers for all the float "Primitives" (*2) (6 weeks before the event), 3) 2 float strategy meetings (The first at 6 to 8 weeks before the event, should revolve around designs on paper, The second at 2 to 4 weeks before the event should include already finished primitives), 4) Float construction arrangements and schedule, 5) Float construction coordinator. Once again the Vice President can take one (and only one) of these positions (*1) as long as it does not interfere with all the positions being performed, however the Vice President is not required to take one of these positions.
      2. (*1) Special Note - The Pride Parade usually happens on the same weekend as the "Big Shew" because we try to make this a multi day event for people from out of town. It is strongly suggested that the person who acts as the Producer or Director of the Big Shew not be the same person who is performing the duty of Float Construction Coordinator.
      3. (*2) Primitives - A primitive in this context is a building block used to create a larger object. An example here would be: If the theme of the float is Make-up, the primitives would be objects like eye liner, lip stick, powder, mascara, brushes, etc.

1. Executive Committee -
   
   
   1. Document the ExCom meeting with minutes, logging motions and resolutions.
   2. Maintain the minutes. Technically, the minutes could just be a recording of motions, resolutions and decisions that affect the membership. The minutes were not always published. When I (Veronica) started publishing the minutes, there was much criticism of the ExCom. I wanted to include as much of the decision-making process in minutes as possible so that the membership would more understanding of why we were deciding what we were doing. Now that criticism has subsided somewhat, the minutes have naturally gotten shorter and shorter.
   3. Distribute the minutes to the officers ten days before the next ExCom meeting.
   
   
2. Membership -
   
   
   1. Maintain the membership list.
      1. Up until recently, Sandra Brewer handled membership. When I (Veronica) sorted everything from the mailbox, I would send Sandra application and renewal forms and she would enter it into a database. She used something called Claris FileMaker Pro. When we took over the membership in March , we started using Excel and Access. I have generated labels for newsletters and letters using these programs. Again, it’s not too difficult once you get the hang of it, but it is time consuming, especially when there are other things to be attended to. [Since June 1999, this duty was delegated during an ExCom meeting to Janis (The Treasurer)].
   2. Make the ExCom meeting minutes available to the membership, keeping the membership aware of what the officers are doing (i.e., publish it in the newsletter).
   3. Inform the members of the time and place of the ExCom meetings.
   4. Create and distribute renewal notices.
   5. Distribute election notices.
   6. Supervise, maintain and distribute a newsletter with essential information for and to the membership.
      1. Basically, the Secretary is a conduit of information between the Executive Committee and membership. This requires her to document the proceedings of the ExCom and distribute those proceedings to the members. And she is in charge of informing the members of meetings, socials, seminars and special events. Theoretically, if there were no editor and newsletter apparatus in place, the Secretary would have to type up the necessary information and distribute it to the membership. This is why the newsletter and membership list is under her office. The Secretary may delegate maintenance of the membership list to another ExCom member provided both are in agreement as to the duties being delegated. The Secretary also sees that the newsletter is picked up from the printer and mailed. The newsletter distribution involves maintaining a supply of envelopes, buying stamps, producing labels, folding, stuffing, labeling, stamping, sealing and dropping off at the post office for mailing. The Secretary may delegate production of the newsletter to another ExCom member provided both are in agreement as to the duties being delegated.
      2. It is difficult to describe how onerous the production of the newsletter use to be. It was sent to a professional lay-out person (Kevin Anderson, who still designs out Cotillion programs). That was around $450 each time. Then it was offset printed. That was $800-$900. Then we mailed it bulk rate, which was cumbersome and time consuming. In other words, it was the most expensive and labor intensive way of doing it. It cost around $1,400 for each newsletter and we were restricted to 16 pages, six times a year. And each newsletter had to be assembled months ahead of the mailing, and the mailing had to be three weeks before it was due.
      3. Now it is assembled, edited, laid out by the editor on Sunday, and she mails it over to International Minute Press ("IMP"), 90 New Montgomery Street (Mission Street entrance -- (415) 543-9898) on Monday. Then it is picked up (usually on a Tuesday) and mailed first class, three days before it’s due. It’s not so onerous, but it is relentless. Every month, at the end of the month, there’s a mailing. If one does not mind doing this every month, there is no problem. But I think it would be good to alternate with someone else. But that means both houses must be supplied with envelopes, stamps, etc. and both parties must be familiar with the process. Problems: IMP is only open until 5:30, M-F. It’s at the corner of New Montgomery and Mission, which can be frustrating driving at rush time.
   
   
3. Correspondence -
   
   
   1. Check the mailbox.
   2. Distribute incoming mail.
   3. Reciprocate correspondence as appropriate.
      1. With a community as diverse as this one, the correspondence is a mixture but like any correspondence, it’s time consuming.
   
   
4. Budget -
   
   
   1. Prepare and submit to the Treasurer at the end of the fiscal year a proposed budget for mailings for the succeeding year.

1. The purpose of this document is to outline the duties for the position of the Treasurer of the TransGender San Francisco (TGSF) Organization. These rules should be used as a guideline for members newly elected to this office, to allow them to get a good idea of what is expected.
   
   
2. It is a requirement of the TGSF Treasurer to be computer literate and to maintain the Organizations financial records on a computer. No specific software program has been specified, however, their is a requirement that the software the Treasurer uses be able to produce at least two of the standard file transfer formats (ASCII, CDF, Tab Delimited or .DBF) . At the end of each fiscal year, the treasurer will produce a archive of at least 3 years of information in a standard transfer file format. This archive file will be placed on common removable media (3.5 inch disk). A copy of the disk will be created and given to the Secretary. The original will be passed to the next Treasurer.
   
   
3. Maintenance of the Organizations Financial Records
   
   
   1. The Checkbook
      1. The Treasurer is responsible for the day to day maintenance of the Organizations checkbook. All Checkbook activity should be done no fewer times than twice a month. The checkbook should be available at the End of Month Social and the ExCom meeting so that club business can be performed at these events.
   2. Financial Statements
      1. The Treasurer is responsible for creating 2 financial statements each month. These financial statements are a balance sheet as of the 1st of the month and a monthly Income Statement for the calendar month ending on the 1st of the month. See appendix TRE-1 for examples of these statements.
   3. Cash Flow Forecasting
      1. The Treasurer is responsible for preparing a Cash Flow Forecast twice a year. Each forecast will cover a 1 year period. The first forecast is completed on the Treasurers 5th month in office. The second forecast is completed on the Treasures 11th month in office. Forecasting will take into consideration all the major events of the year.
   
   
4. Maintenance of the Organizations Bank Account
   
   
   1. Deposits
      1. The Treasurer is responsible for making all the deposits into the Organizations bank account. The secretary will retrieve the mail and promptly send all financial mail (memberships, money for resource guides, donations and all other revenues) to the treasurer. The Treasurer will arrange to have deposits made to the bank account no less than once a month. Deposits by mail are ok.
   2. Revenue Management
      1. The Secretary is responsible for retrieving the mail and redistributing the mail to the other members of the ExCom. Treasury Mail is sent to the Treasurer. The Treasure is expected to act on this mail within the 2 week period after it is received. If the mail requires a vote of the ExCom the Treasurer has 1 month to act on the mail.
      2. It is the responsibility of the treasurer to notify the Newsletter editor when a advertiser needs to pay another payment or have their ad dropped.
   
   
5. Regularly Scheduled Events
   
   
   1. The TGSF End of Month Social
      1. It is the Treasurers responsibility to make sure the door fees are collected at the Organizations end of month social. The Treasurer does not have to do the job herself, however, she is responsible for arranging to have the job done.
   2. The TGSF Executive Committee (ExCom) Meeting
      1. The Treasurer is a voting member of the TGSF Executive Committee and should attend the monthly meetings which usually take place on the first Sunday of every month. The following things should be done in preparation for the meeting
         1. Email your agenda items for the meeting to the remainder of the ExCom several days in advance so they have a chance to look it over. The other members of the ExCom should do the same.
         2. Read the agenda items emailed by the other ExCom members.
         3. Read and approve (or comment on) the minutes of the meeting which are emailed to you the week after the meeting.
   
   
6. Publications and News Articles
   
   
   1. Monthly Articles for the TGSF Newsletter
      1. The Treasurer is responsible for providing a "Summary Version" of the Organizations balance sheet each month for inclusion into the newsletter.

1. The purpose of this document is to outline the duties for the position of Social Chair of the TransGender San Francisco (TGSF) Organization. These rules should be used as a guideline for members newly elected to this office, to allow them to get a good idea of what is expected.
   
   
2. Regularly Scheduled Events
   
   
   1. The TGSF Mid-Month Social
      1. The Mid Month Social is held on the second week of every month. It is at the Social Chairs discretion as to which day the event will be held. The Social Chair is responsible for setting up the event and making sure a ExCom member is in attendance. The Mid Month is an informal event, members show up at a prearranged establishment and take in what the club or bar has to offer. The owner/manager of the establishment should be aware that we are coming since the group will range in size from 10 to 30 people
      2. Remember that food is always a good idea, many members do not have time to get dinner before the event. If the Venue itself does not serve food, find a nearby gender friendly eating establishment and announce where it is so members can get something to eat.
      3. Mid month venues should be checked out in advance to insure they are "Gender Friendly". Occasionally we will have new people attending and we want their first experience out to be a positive one.
      4. The Social Chair should make an attempt to greet everyone that shows up. Especially anyone who is new. Remember that when people are coming out for the first time, it really helps to have someone greet you.
   2. The TGSF End of Month Social
      1. The End of Month is held on the last Thursday of every month (*1). The Social Chair is responsible for Producing these events. The End of Month is an event designed as a gathering of our members so arrangements must be made to have a space where we can be together. It is customary for TGSF to ask for a donation at the door. Collection of the donation is not the responsibility of the Social Chair (It is the responsibility of the Treasurer). Each End of Month should have some sort of event. Successful events have been Fashion Shows, Legs Contest, Make-up Show.
      2. End of month venues should be checked out in advance to insure they are "Gender Friendly". Occasionally we will have new people attending and we want their first experience out to be a positive one.
         1. Contact the Venue in advance to make arrangements for the use of a room. ( Must be far enough in advance to go into that months newsletter.)
         2. Venues which serve food are preferred over venues that don’t.
         3. Notify Treasurer if we have the pay for the Venue. Tell her how much.
         4. Come up with an event that will make the End of Month worth going to.
         5. Prepare any materials needed for the event. ( The legs contest needs ballots, number for contestants and stage materials. If prizes will be awarded, arrange to get them in advance.)
         6. Arrive early to venue and set it up if necessary.
         7. Greet as many people as you can while people are arriving.
         8. Host or MC the event or turn it over to a guest host.
      3. (*) Occasionally the End of Month will be held on a different day to keep it from coinciding with holidays like Thanksgiving or Christmas.
   3. The TGSF Executive Committee (ExCom) Meeting
      1. The Social Chair is a voting member of the TGSF Executive Committee and should attend the monthly meetings which usually take place on the first Sunday of every month. The following things should be done in preparation for the meeting
         1. Email your agenda items for the meeting to the remainder of the ExCom several days in advance so they have a chance to look it over. The other members of the ExCom should do the same.
         2. Read the agenda items emailed by the other ExCom members.
         3. Read and approve (or comment on) the minutes of the meeting which are emailed to you the week after the meeting.
   
   
3. Special Events
   
   
   1. The TGSF Big Shew
      1. The Production of the Big Shew is the responsibility of the Social Chair, however the actual job of producer can be given to another individual. The Big Shew is usually timed to be on the same weekend as the GLT Pride parade, so people coming into town for one event or the other can attend both events.
         1. What: The Big Shew is a talent show so the first thing you need to round up is talent. Don’t underestimate this task, you may have to squeeze talent out of the woodwork. You are going to need 8 + performers to make the show last long enough for people to feel they are getting their moneys worth.
         2. Where: The venue needs to be big enough to hold an audience of 50+ people. It should have a stage with stage production attributes (a sound system, lights, a backstage area).
         3. Advertising : In order to get a good crowd, you need to advertise the event. Ad’s should be placed in the TGSF Newsletter 1 and 2 months in advance of the event. It is also a good idea to get articles in the DVG and SGA newsletters. As always personal appearances promoting the event at DVG,SGA, TGIF,RGA, Carla’s and Trannyshack will help bring in a good crowd.
         4. Raffle Tickets: Always a good idea, sell raffle tickets and give half the proceeds to the winner of the raffle (yes, I got this idea from the SGA talent show. Why not, I was selling the tickets, and it works).
   2. The Gay-Lesbian-Bi-sexual-Transgendered Pride Parade
      1. The Social Chair has no specific duties before, during or after the parade. It is customary for the Social Chair to be in the Parade. Participation in float building before the parade and womaning the booth after the parade is encouraged but not a requirement.
      2. Keep in mind that the float building happens on the same night as the party in the Castro. The party in the Castro is an excellent opportunity to have a girls night out event an a grand scale, and the social chair is in the best position to arrange such an event.
   3. The TGSF Halloween Party
      1. The Halloween Party is the largest event under the Social Chairs purview. The Social Chair Produces and plays a key roll in the entire Halloween Party sequence of events. There will be 2 scenarios discussed here, the "do it yourself" scenario, and the "hire someone to do it" scenario.
      2. Regardless which scenario you choose there are some things you will have to do. The first is Tickets, you have to design the tickets and then have them made. Next you have to determine how to sell them. A good start is to select TG enthusiastic vendors from the Resource Guide, which are in different parts of the Bay area and have them sell the tickets.
      3. Another task is marketing, this will start out as designing and producing 500 or more flyers. 200+ flyers need to go out in the September newsletter. Both the August and October newsletters need articles reminding our members of the event. The October letter should also include instructions on Hotel Accommodations. We are in the electronic age so the web site should also be set up with a page for the Halloween party. (The page from the 1998 party will be left on the site disconnected, so it can be used in future events). Personal appearances are also helpful, trips by the social chair to the socials of nearby TG organizations like SGA, DVG, TGIF and RGA will help increase ticket sales. If you are also a member of these organizations, get them to run an article on the party in their newsletter.
      4. Do it Yourself Scenario - In the "do it yourself" scenario you can cut the big ticket items out but you pick up many more small items.
         1. Where: You must rent the Venue where the event will be held. Be Careful to note what comes with the venue. (Tables, chairs, speakers). Does the venue have a kitchen? Does the venue have parking ? If not where will people park ? What is the size of the venue ? How many people can you fit comfortably ?
         2. Who: There will be a number of people involved including 1) Some form of entertainment (DJ or a band), 2) A Caterer to make and handle the food, 3) If you serve drinks you need a bartender, 4) Helpers to set up the venue and tear it down at the end, 5) You may have to hire security.
         3. What: The show itself, will there be prizes ? If so how many ? Will there be contests (for best costume, sexiest costume, etc.), what do the winners get ? Is there to be dancing ? What will the decorations be like ? Do we already have the decorations ? are they in good shape ? (TGSF owns several containers - 8 three cubic foot containers with party supplies in them).
         4. When: Halloween night does not work, too many people will have family plans elsewhere. If Halloween falls on a week night, the closest weekend to Halloween, before Halloween will work the best. Saturdays are the best night, people get the day to prepare and can sleep in the next day.
         5. See Appendix SOC-1 for detailed information on what you will have to buy and an approximate cost.
         6. Volunteers - You may have the idea that you are going to do some of the chores on the night of the event. It won’t work, your time will be consumed by coordinating what is going on. You will need at least 2 volunteers for each task. A wall decorations crew, a floor and table crew, a bar tending team (3 groups of 2 people), a food serving helper and someone to go get the things you have to get at the last minute (ice). Count on a 30% no-show factor with your volunteers.
      5. The Let Someone Else do it Scenario - Most of this scenario was taken from the information Darcy gave me on the 1997 ETVC Halloween Party. In this scenario Catering, and Bar tending are hired out to the Hotel where the event was held.
         1. 1996 Party at the Dunfy

            Venue	$300.00
            Food	$640.00
            Bar (Run by Hotel)
            Entertainment

            
            
            
         2. 1997 Party at DoubleTree

         Venue	$750.00
         Food	$1,000.00
         Bar (Run by Hotel)
         Entertainment	$300.00
         Prizes

         
         
      6. The TGSF Cotillion
         1. The Social Chair is not responsible for the Production of the Cotillion. Production of the Cotillion is one of the duties of the Vice President. The Social Chair, will however participate in the activities that make the Cotillion happen.
      7. California Dreamin'
         1. Once every 2 years California Dreamin' is held in the San Francisco Bay area and is hosted by TGSF. The Social Chair will assist by coordinating our regular meetings to be close to California Dreamin', and by coordinating off site events for the nights of California Dreamin'.
         2. Past duties have included organizing a van shuttle to various night spots in San Francisco. A Shopping trip has been discussed from time to time as well. Remember, we have several people from out of town visiting the capitol of the Transgendered Kingdom (San Francisco), many are eager to have a night on the town. Who better to be their guide than the Social chair of the natives of the kingdom.
      
      
   4. Publications and News Articles
      1. The TGSF Resource Guide
         1. Each year a portion of the resource guide needs to be checked out and updated. The more popular the section the more often it needs to be updated. The Where to Eat, Where to dance and Where to Shop for clothes sections need to stay current.
      2. Monthly Articles for the TGSF Newsletter
         1. As Social Chair you are responsible for providing at least two entries each month for the TGSF Newsletter. The TGSF newsletter gets mailed the week before the start of a new month. The deadline for turning in articles is the 15th of the month preceding the month the newsletter is for.
            1. Announcements of the next months Socials
               The planning for where to hold the socials must be done no later than the beginning of the month preceding the month you are planning for. So Planning for February must be completed before January 15th. The announcements for the upcoming events should include:

               1) Where the Event is

               2) When the Event will be held

               3) Location of nearby parking if available

               4) What is offered at the venue (i.e. Food, Beverages)

               5) What Entertainment will their be (i.e. A Drag Show)

               6) Will there be a cover charge.

            2. Reviews of the last months Socials
               It is always nice to have fresh review in the newsletter. I have recently made the attempt to review events ending the day before the cut off date for the newsletter and going back 1 month. This means you have to finish and send the article the day before the dead line. The events You can review are as follows:

               1) The last TGSF Mid-Month (a Must)

               2) The last TGSF End of Month (a Must)

               3) SGA Socials (optional)

               4) DVG Socials (optional)

               5) TGIF Socials (optional)

               6) RGA Socials (optional)

1. Standing Rules
   
   
   1. Calls and chairs Education Committee Meetings
   2. Presents to Executive Committee report on recent, pending and proposed activities/programs
   3. Creates and distributes information regarding upcoming programs
   4. Creates and presents to Execute Committee tentative calendar outlining programs for upcoming year
   5. Locates and books program locations
   6. Oversees maintenance of TGSF Library
   7. Submits proposed budget for Education Committee for succeeding fiscal year
   
   
2. Procedures
   
   
   1. Program Planning
      1. Prior to Program
         1. Date, time and location should be determined and arranged prior to contact with speaker(s).
         2. Chair should discuss with speaker expectations/objectives of program. If speaker is unaware of targeted audience (TS, TV, Significant Others or General TGSF Community and Supporters).
         3. Two or three days prior to program, chair will call speaker and meeting place for reminder/confirmation.
         4. Please note that the majority (approximately 99%) of speakers do not request a fee. If a fee is required, it is important to negotiate minimal honorarium.
      2. Day of Program
         1. Chair should arrive 30 minutes prior to program to greet speaker(s) and early comers and to insure meeting room is ready (mikes available? Tables arranged?, etc.)
         2. Chair shall introduce speaker(s) and topic
         3. Chair will thank speaker(s) for participating
         4. Chair will request and collect donations. Please not if there are any costs such as room rental fees, this should be explained to attending audience
         5. Chair will poll attendees regarding future programs
   
   
3. Meetings
   
   
   1. Education Committee
      1. Although Education Committee Meetings are at times helpful, it is up to the discretion of the Education Chair to determine need. Currently, suggestions are taken through polling during education events, through email and by discussion/conversation at TGSF social events.
      2. If, in the future, meetings become necessary, the following procedures may be followed:
         1. Meeting date, time and place shall be published in the TGSF newsletter
         2. Chair will prepare an agenda
         3. Chair will steer Education Committee meeting
         4. Education Meeting minutes will be created and published in the newsletter
   2. Executive Committee
      1. Chair will create and present to the committee information regarding recent programs. The report will include approximate number of attendees and costs or revenues. The report will discuss upcoming programs including date, time, location, speaker(s) name(s) and topic. The report should also include possible costs and requests for payment of room rentals or honorarium.
   
   
4. Publication and Distribution of Information Regarding Programs
   
   
   1. Chair will write short (150 words or less) article advertising speaker(s) and topic. This informational article will be published in upcoming newsletter
   2. Chair will ensure a reporter from Newsletter Committee is available to cover and write about the program to be published in following newsletter
   3. Optional advertising may include creating and distributing flyers at Socials and Mid-months, sending letters or emails to members (especially TS and Significant Others mailing lists), publication of information in Bay Times, Bay Guardian, etc.
   
   
5. TGSF Library
   
   
   1. The TGSF Library falls under the jurisdiction of the Education (Co-)Chairs. It contains clippings, books, periodicals and videos.
   2. Any requests for additions to the collection must be approved by the Chairs.
   3. Please note the following:
      1. As of today’s date (March 6, 1999), the library is housed at Nancy Ann Martine’s home. The collection is only readily available during the poker night events or at special request. Unfortunately because TGSF does not have an office in which to house the books, use of the library is low and it is unknown as to how materials are checked out by current members. The collection needs to be revisited and information regarding the library needs to be updated.

This Sub-Document was created by Nancy Cupps and submitted to the ExCom during the 1998-1999 term. The ExCom has adopted this sub document..

1. The TGSF Outreach Chair is responsible for efforts by the organization to promote a positive image of the transgender community to the public’ and to provide advertising, education, and an interface for TGSF and the transgender community to others outside, as well as within the community. Specific duties may include, but are not limited to those listed below. Duties may be performed by the outreach chair, or her designated representatives.
   1. Attend monthly meetings of the TGSF ExCom. Provide a report of current outreach activities to the ExCom at each meeting, Also, advise the ExCom how all issues considered at the meetings affect outreach efforts.
   2. Coordinate activities for our membership to meet the public favorably. This includes presentations by our outreach speakers bureau to educate organizations and local college classes on transgender issues. It has also included volunteering at local public television events, and participation in gay and transgender awareness events such as the freedom parade. All these efforts help disseminate information, and sustain a positive image for TGSF.
   3. Maintain contact with other organizations and TGSF members. Be aware of the events of other transgender support groups such as DVG and FTM; interact with them to encourage reciprocal activity. Bring TGSF members together to discuss outreach events as needed to coordinate outreach efforts.
   4. Promote TGSF membership and facilitate outside contacts. This includes advertising TGSF to the outside world through various publications, maintaining the TGSF Hotline as a contact point, and supporting a TGSF Internet connection as an information resource.
   5. Anticipate expenses needed for outreach activities. Advertising, telephone, and event entry fees account for most TGSF outreach expenses. Honorariums received for speaking engagements can help to offset outreach expenses.
   6. Inform TGSF membership of outreach activities. Report outreach events to members and encourage their participation in all TGSF activities. Personal contact with members at TGSF events is encouraged’ communication through our newsletter is imperative since this is the only contact for many members.