Lone Star Mensa

Glossary and Definitions

Glossary of Lone Star Mensa Terms. Created and maintained by Dr. Crockett Grabbe. Please send any additions and corrections to Crockett at cgrabbe@austin.rr.com
External Link 2011-17, 2011 July 19.

Definitions
S 2010-35, December 31. Last update: 2011 October 2

Actions Still in Effect. The term Actions Still in Effect or ASIEs is used by the American Mensa Committee and some other local groups for mandatory decision by the AMC or Local Group Governing body applicable to the members as provided in the ASIE. The term is not used in Lone Star Mensa.

Archives. Important standards are updated by amendment passed by the appropriate body. These include the LSM Charter, Bylaws, Special Rules, and Standing Rules. Each amendment is given a separate number that collectively with the original standard and preceding amendments provides a chain of provenance that shows the development the document. Superseded and expired standards are maintained in the Archives. Other standards are updated by the Secretary of the Board, Webmaster, Content Coordinator, or other LSM Content Coordinator appointed for that purpose when the underlying information changes. The current version is determined by the latest date. When one of these other standards expires or is no longer necessary, the last version in use is moved to the archives to provide for completeness of the catalog system.

Lone Star Mensa Operating Standards (LOS). LSM Operating Standards, or simply standards, document the customs, models, templates, practices, procedures, rules, guides, board actions, reports etc. that are of continuing use to LSM members. They often tell us how to do something or capture an agreement on how something should be done. It saves us the time we might otherwise spend reinventing the wheel to do something someone else has figured out how to do. Standards are organized under a year-item sequential numbering system that allows them to be more easily tracked and found. Any member may write a standard but mandatory standards must be adopted by the LSM Board of Officers as Special or Standing Rules, other standards may be approved by Standing Committee Committees and/or their Chairmen as guides or templates of how things have been done to make it easier for new members to do their jobs.

Special and Standing Rules. Mandatory standards are called Special Rules or Standing Rules and are defined in Robert's Rules. Both must be approved by the Board of Officers. Special Rules deal with parliamentary procedures and Standing Rules deal with everything else. Special rules require 2/3 majority vote for adoption and Standing Rules require a Majority. See Robert's Rules for additional information.

Member Concerns

Member Concerns Report 2011-3, March 1, PDF.

Member Concerns Action Plans, Standing Rule 2011-4, March 1, PDF, as last amended by 2011-6, March 1.

Member Concerns Action Plans Closing Guidelines. Standing Rule 2011-19, August 3. The board considers initial work on a Member Concerns Report Action Plan completed when the actions taken were:
- Consistent with the action the board recommended,
- Reasonably expected to satisfy member concerns, and
- Sufficiently institutionalized that there is only a small probability that the concern will arise in the future.

Member Concerns Action Plans Status Report 2011-7, 2012 May 3, PDF

Bylaws and Charter

Meetings and Events

Calendar of Regular Monthly Meetings and Events, 2013, Standing Rule 2012-08, Nov 1.

Calendar of Regular Monthly Meetings and Events, 2014, Standing Rule 2012-xx, Nov 4

Organization and Officers

Officers and Standing Committees, 2011-2012, Standing Rule 2011-8, April 5.

LSM Officer Structure, Report 2011-1, January 14. Updated to match LOS 2007-1.

LSM Officer Fill, Report 2011-2,. January 14. Updated to match LOS 2007-1 and Page 2 of the Armadillo Literary Gazette.

Program Structure and Officer Responsibilities, Standing Rule 2007-1, January 3, as last amended by Standing Rule 2010-18, July 13, PDF.

Program structure newsletter series, Notice 2010-26, December 31. This series provides an overview of the program committees and what the committees and their members do as published in the 2007 Armadillo Literary Gazette (volume 34). The work today is similar but the overview needs updating to match today's program structure. However, it may serve provides good background for the newcomers to the local group.

Board of Officers

Board of Officers Goal for 2011-2012. Standing Rule 2011-18, August 3. The goal for the 2011-2012 term is to complete at least half of the Member Concern Action Plans.

Minutes of the Board of Officers. Special Rule 2010-11, May 5, Bylaws Article IV, Section 5, Subsection 5-3g. Board minutes shall conform to the guidance in Chapter 16E, Roberts Rules of Order Newly Revised, In Brief, 2004, De Capro Press, with the following exceptions:
1. The Secretary may include lengthy items—such as announcements, reports and the texts of LOS—in the minutes indirectly by reference to newsletter articles and LSM Webpages where the text may be found. A copy shall be included with the official copy of the minutes maintained by the Secretary or Record Manager and Archivist.
2. The board may include additional items in the minutes for clarification of board deliberation—such as “it was the sense of the board that . . .”—either directly or by reference.
3. The Secretary shall record “unanimously adopted” for votes on motions if applicable.

Standards. LocSec Decision 2011-20, August 3. Lone Star Mensa Operating Standards, or simply "standards", shall be the collection of standard ways of doing things within Lone Star Mensa replacing Actions Still in Effect. (ASIEs). See the Glossary and Definition Section above for more information.

Standards Guidelines. Template 2011-xx, Month xx. This template provides a format for new standards and significant amendments. It is under development.

LSM News Cycle, Standing Rule 2009-5, May 6, PDF. Amended by Standing Rule 2011-22, October 5, to rearrange columns, adjust dates and actors, and to provide alias addresses. The previously amended versions and the original are available in the Archives.

Newsletter Subscription Prices, Standing Rule 2010-1, January 13. Prices for individual copies and subscriptions to the Armadillo Literary Gazette (ALG) shall be as follows:
a. Single copies—no charge
b. Multiple copies—at the discretion of the ComChair
c. On line access—no charge for Mensa members
d. National office managed electronic subscriptions—no charge
d. Locally managed electronic subscriptions—$5.00 per year
e. Locally managed paper subscriptions—$10.00 per year
The Circulation Coordinator should manage local subscriptions.

Free Newsletter Subscriptions. Authority is delegated to the Communications Committee to approve free ALG electronic subscriptions to selected individual groups. Standing Rule 2010-10, February 3.

Untitled. Armadillo Literary Gazette (ALG) to offer business card  ads on a 1, 3, and 6 month basis at $10, $25, and $40 respectively. Ads must be camera-ready and are offered to members only. Special sizes may be available on request; ads run subject to the editor's discretion as to date of publication. Due date to be 5 days before the general newsletter deadline. Standing Rule 2001-11-01, November xx

Annual Newsletter Statement of Ownership 2009-2010, Report 2010-19, September 27, PDF. This is a copy of US Postal Service form 2536 required to justify our newsletter mailing permit.

ALG Content Plan, Plan 2008-7-1, July 12, XLS. This is the Content Plan for the Armadillo Literary Gazette, that Kathie Blair Lawler and her committee developed to help manage the newsletter.

Untitled. ALG to be offered electronically upon member request. Standing Rule 2001-03-01, March xx. "Upon member request" replaced "subject to member interest" by Standing Rule 2006-04-03, April 5

Untitled. ALG to offer 2 non-commercial ads to members per year at no charge, 4 lines maximum, subject to editor's discretion as to date of publication. Standing Rule 2000-10-01, October xx

Untitled. Member directory to be available at $2 in person and $3 by mail. Standing Rule 2000-03-01 March xx.

Untitled. Copies of the ALG to be distributed to prospective and lapsed members at the discretion of the Membership Chair and subject to availability. Standing Rule 1998-02-02, February xx

Website Working Group. A Website Working Group is established as Special Committee to implement the Board Action Plans in the LSM Website section of the Berkowitz Report of LSM Member Concerns; the committee consists of Rose Berkowitz and Patsy Graham as Co-Chairmen, and the members specified in the plan, Standing Rule 2011-5, March 1.

Education Program
(gifted children, scholarship, etc.)

Lonestar Mensa Scholarship Award Funding, Standing Rule 2008-12-02, December 3, PDF

Lonestar Mensa Education Program Funding, Standing Rule 2008-12-03, December 3, PDF

Untitled. Dinner at which the scholarship check is presented to be named the Phoebe Simpson Memorial Scholarship Presentation Dinner. Standing Rule 1998-04-01, April xx. [Apr 5, 2006, To be included in Scholarship Standing Rule, 2006 April 5]

Membership Program
(members, officers, recruitment, testing, etc.)

Potential Member and Meeting Attendance Lists. Copies of all potential member lists including meeting attendance lists shall go to the Membership Chair to facilitate the membership process. Standing Rule 2009-8, June 3.

Untitled. Copies of the ALG to be distributed to prospective and lapsed members at the discretion of the Membership Chair and subject to availability. Standing Rule 1998-02-02, February xx

Symposia Program
(monthly meeting, socials, area programs, etc.)

LSM Member Speakers, Standing Rule 1996-11-1, November xx, last amended by Standing Rule 2009-6, May 6, PDF.

Untitled. LSM to offer reimbursement for supplies of up to $100 for hosts or 4 parties (symposia) per year, one per season, in addition to the regular monthly symposia. Standing Rule 2000-02-01, February xx. For supplies, (symposia), and last phrase added by Standing Rule 2006-04-05, April 5.

Special Committees

Colloquium 2011. The Colloquium 2011 Committee is established to help host Colloquium 2011 in Austin. Standing Rule 2010-16, May 5.

Mind Games 2012. The Mind Games 2012 Committee is established to host Mind Games 2012 in Austin. Funding shall come from the Symposia Program budget. Standing Rule 2010-15, May 5.

Regional Gathering
(LonestaRG)

Lonestar Mensa Regional Gathering, Standing Rule 2007-10-01, October 3, PDF

Free RG Registration. Free RG registrations shall be non-transferable and restricted to attendees who have not previously registered. Standing Rule 2008-11-1, October 5

RG Emergency Plan. The RG committee shall develop a plan for emergencies. Standing Rule 2008-11-7, October 5

RG Leftovers. Disposition of RG Leftovers shall be in priority order as follows: sold at cost or above (RG Committee members have priority); transferred at cost for future LSM events; kept for future RGs (does not apply to perishable items); returned to vendor for refund; sold below cost (RG Committee members not eligible); donated to charity (if acceptable); otherwise disposed of. Authority is granted to the RG Chair to make reasonable exceptions. Standing Rule 1999-10-01, October xx. Last amended by Standing Rule 2009-11, August 5. [To be included in the next RG standing rule revision.]

RG Scholarship Integration. Scholarship fundraising shall be carefully integrated into the RG program. Standing Rule 2008-11-2, October 5

Untitled. RG Committee may purchase items which offer full rebates to be used as prizes and be reimbursed immediately, with rebates to be returned to the LSM Treasurer. Standing Rule 2002-03-01, March xx

Budget

Reimbursement

Reimbursement Form, 2014 April 1, MS Word, PDF. Previous forms may be used but should be sent to the current Treasurer.

Untitled. Except for RG expenses, requests for reimbursements are due to the LSM Treasurer, via request form, by the end of the month following the month the expense in which it occurred. Standing Rule 2006-10-1, October 4

Untitled. Requests for reimbursement of RG expenses for each RG are due to the LSM Treasurer via request form prior to 25 days after the end of the RG. Standing Rule 2006-10-2, October 4

Untitled. All requests for reimbursement are due to the LSM Treasurer by December 15 in order to be paid out of current year funds.  Standing Rule 2006-10-3, October 4

Untitled. All requests for reimbursement over $25 must be accompanied by receipt. Standing Rule 2006-10-4, October 4

Untitled. Request forms and receipts may be sent to the LSM Treasurer via fax (with prior treasurer notification), email, snail mail, or personal delivery. Standing Rule 2006-10-5, October 4

Untitled. The LSM Treasurer may approve and pay ordinary LSM member reimbursement requests up to $100 per individual per month. Standing Rule 2006-10-6, October 4

Untitled. The LSM Treasurer may pay ordinary reimbursement requests over $100 per member per month with approval of the members of the ExComm via email and ExComm confirmation at the next regularly monthly ExComm meeting. Standing Rule 2006-10-7, October 4

Untitled. The LSM Treasurer may approve and pay LSM program expenses according to LOS governing those programs. Standing Rule 2006-10-8, October 4

Untitled. Reimbursements for program expenses received after due dates are charged to the following year program accounts. Standing Rule 2006-10-9, October 4

Untitled. Checks outstanding for over 90 days will be considered void and committed funds will be returned to the treasury. The amount of the check will be reflected as a liability for up to one year from the date of the check. Standing Rule 2006-10-10, October 4

Untitled. The LSM ExComm may approve exceptions to reimbursement rules established in LOS only for extenuating circumstances. Standing Rule 2006-10-11, October 4.

Finances

Check Signature Authority, Standing Rule 2010-5, January 13

Cash Transfers. Cash transferred between individuals be counted and recorded by each individual at the
time of transfer. Standing Rule 2010-27, November 5

Commingling of RG funds. LSM accounts shall not be used to directly pay RG revenue or expenses. Checks shall not combine payments for multiple RG years. Standing Rule 2008-11-4, October 5

Program Budget Adjustment. The Treasurer shall raise program budgets and revenue estimates based on outside program revenue. Standing Rule 2009-1, January7

Receipt of RG Funds. All RG funds received shall be documented and only be received during official registration hours. Standing Rule 2008-11-3, October 5

RG Check Writing. LSM Treasurer shall write all RG Checks. Standing Rule 2008-11-5, October 5

RG Payment Documentation. All RG funds payments shall be documented by approved vouchers. Standing Rule 2008-11-6, October 5

Ticket Colors. Tickets available for sale be a different color than free tickets. Standing Rule 2010-26, November 5

Ticket Numbers. The beginning and ending ticket numbers for all blocks of tickets be recorded. Standing Rule 2010-25, November 5

Ticket Responsibility. The treasurer be responsible for all tickets available for sale or representing value. Standing Rule 2010-24, November 5

Volunteer Name Tags: The Membership Chairman to budget for and approve purchases of a standard nametag for each new volunteer committing to serve a complete term as an LSM officer. The volunteer may select the duty title, normally the official title of the highest duty held. The Chairman may delegate this authority to the Officer Coordinator. Standing Rule 2003-12-01, December xx, last amended by Standing Rule 2011-11, April 5

Untitled. Newsletter program. The LSM Treasurer may approve and make direct payments for prepaid postage and printing of the newsletter. Standing Rule 2006-10-12, October 4

Untitled. LSM will not keep a debit card for any group bank accounts. Standing Rule 2004-06-01, June xx

Untitled. LSM to maintain a PayPal account for LonestaRG and other uses.[Apr 5, 2006] LSM Treasurer to maintain PayPal and AML charge card accounts for LonestaRG and other uses. Standing Rule 2003-06-01, June xx

Untitled. LSM Treasurer to invest group monies in insured, no-risk investments so as to provide maximum return and maintain enough liquid money. Standing Rule 2002-11-01, November xx

Untitled. LSM Treasurer may move LSM's bank accounts as appropriate to best serve the organization. Standing Rule 2002-10-01, October xx

Untitled. Postage account deposit to be $400. LSM Treasurer to deposit in postal account $400 before account balance falls below $100. Standing Rule 2001-05-01. Amended to raise amount from $250 to $400 by Standing Rule 2006-04-02, April 5

Untitled. Checks will not be accepted from any member who has written a bad check to the chapter until the bad check is made good. Standing Rule 1998-03-01, March xx

Elections

Annual Election Calendar, Standing Rule 2009-12, September 9, PDF, amending Standing Rule 2011-23, October 5 to revise wording in the November Actions table, row 4, Election Committee. The previously amended versions and the original are available in the Archives.

Election Calendar 2011-2012, Template 2011-24, October 11, PDF

Elections Calendar 2013-2014. Template 2013-xx, November 7, PDF.

Board Composition. Standing Rule 2010-6, February 2, Bylaws Article IX, Section 1. Details of the composition of the Board of Officers, in Article IX, Section 1, of the LSM Bylaws are provided in the following table. Mid-term unfilled elected positions shall be considered vacant and shall be filled by special election or appointment under the procedures of Article VI, Section 4e, Vacancies

Bylaws and Charter

Lone Star Mensa Bylaws. LOS 2010-31, January 13, PDF, automatically amended, by LOS 2010-34, June 5, to delete Article XV, Transition..
Read version--booklet for reading online.
Print version--two side 8.5x11 inch landscape print pages for folding into a booklet.

Proposed Bylaws of Lone Star Mensa, PDF. Booklet version, 2009 July 28. This is the final version approved by the Bylaws Committee. It was printed in the newsletter, approved by LSM members, and approved by the National Bylaws Committee. It was superseded by the National Bylaws Committee version approved for implementation dated 2010 January 13.

Lonestar Mensa Bylaws Official version as published the Armadillo Literary Gazette, 2005 July, pages 5-8, PDF. Superseded by the approved bylaws dated 2010 January 13.

Lonestar Mensa Bylaws Document version, 2005 July 1 .2005 July 1. Superseded by approved Bylaws dated 2010 January 13.

Lonestar Mensa Charter, LOS 2010-32, February 1, PDF. Superseded by amended Charter, LOS 2010-33, March 16.

Organization and Officers

LSM 2010-2011 Officers. standing rule, AISE 2010-14, May 5. The officers listed the Officer Webpage have been elected or have been appointed and confirmed according to the bylaws and standing rules in effect at the time of their election or appointment.

Appointed 2010 Officers. Standing rule, LOS 2010-3, January 13. Confirms the initial LocSec appointments of LSM officers listed on page 2 of the 2010 February issue of the Armadillo Literary Gazette (ALG). Superseded by LOS 2010-14, May 5.

Program Structure and Officer Responsibilities, standing rule, LOS 2007-1, January 3, as last amended by LOS 2010-9, February 3, PDF.

Program Structure, Officer Responsibilities, and Titles, standing rule, LOS 2007-1, January 3, as last amended by LOS 2009-3, January 7, with line in and line out changes 2010 February 2, PDF. The previously amended version was LOS 2009-3, January 7.

Program Structure and Officer Responsibilities, standing rule, LOS 2007-1, January 3, as last amended by LOS 2009-3, January 7, PDF. The previously amended version was LOS 2008-12-01 with line in and line out changes.

Program Structure and Officer Responsibilities, standing rule, LOS 2007-1, January 3, as last amended by LOS 2008-12-01, December 3,with line in and line out changes, PDF. The previously amended version was LOS 2008-12-01.

Program Structure and Officer Responsibilities, standing rule, LOS 2007-1, January 3, as last amended by LOS 2008-12-01, December 3, PDF. The original version was LOS 2007-1, January 3.

Program Structure and Officer Responsibilities, standing rule, LOS 2007-1, January 3, PDF

News Cycle

LSM News Cycle, Standing Rule 2009-5, May 6, PDF. Amended by Standing Rule 2011-22, October 5 to rearrange columns, adjust dates and actors, and to provide alias addresses. The previously amended version was LOS 2011-16, May 4.
LSM News Cycle, Standing Rule 2009-5, May 6, PDF. Amended by Standing Rule 2011-16, May 4, to provide relative due dates, ,add online calendar updates, and refine dates and times. The previously amended version was LOS 2010-2, January 13.
LSM News Cycle, Standing Rule 2009-5, May 6, PDF. Amended by Standing Rule 2010-2, January 13 to add a column for backups and to refine some of the dates and explanations. The previously amended version was LOS 2009-10, July 8.
LSM News Cycle, standing rule, LOS 2009-5, May 6, PDF. Amended by LOS 2009-10, July 8, to change Calendar Editor to Calendar Coordinator in two places. The original was LOS 2009.5.
LSM News Cycle, standing rule, LOS 2009-5, May 6, PDF.

Budget

LSM Budget for 2010. Special rule, LOS 2009-13, December 2. Expired 2010, March 31.
The following table provides the LSM budget and monthly allocations for 2010. 

LSM Budget for 2009. Special rule, LOS 2009-02, January 7. Expired, 2009 December 31.
The LSM budget and monthly allocations for 2009 are as follows:

Other Superseded LOS

Check Signature Authority, standing rule, LOS 2008-12-04, December 3, PDF

Lonestar Mensa Education Program Funding, standing rule, LOS 2007-10-02, October 3, superseded by LOS 2008-12-02 and 2008-12-03, December 3, PDF

Untitled. LSM to maintain separate scholarship monies with an intent to move towards making the scholarship an annuity. LSM Treasurer to maintain separate scholarship account to be used for accumulation of scholarship funds from the RG, from donations (not tax deductible), and from other sources determined by the ExComm. {We need an LOS on the Scholarship Program.) Standing rule, LOS 2002-01-01, January xx. Last two sentences added by LOS 2006-04-01, April 5. Superseded by LOS 2007-10-02, October 3

Untitled. Only non-members can be the featured speaker at LSM monthly general meetings; members may be invited to speak if the event features multiple speakers, was open for any member to sign up for, and the time limit was strictly enforced. Standing rule, LOS 1996-11-01, November xx. Amended by LOS 2009-6, May 6.

Untitled. RG committee and structure established (see Appendix 1). Standing rule, LOS 2003-09-01. Superseded by LOS 2006-04-04, April 5

Untitled. Monthly Meetings (Symposia) to be held the second Tuesday. Standing rule, LOS 2004-07-01, July xx. Superceded by LOS 2008-12-05.

RG Leftovers. RG leftovers to be disposed of as follows: anything which can be kept for the next RG to be kept; anything which can be used during the year for group events to be so used; anything which cannot be saved or used to be donated to charity. Standing rule, LOS 1999-10-01, October xx. Superseded by amendment, LOS 2009-11, August 5.

Untitled. Close the 2006 RG accounts and charge any unknown additional expenses to the 2007 RG fund. Standing rule, LOS 2006-10-14, October 4. Expired 2006 December31.

Untitled. Allocate the $137.26 RG profit following the LOS: $13.73 (10 percent) to the scholarship fund, $61.77 (half remaining balance) to the 2007 RG fund; and $61.76 (the remaining balance) to the General Treasury. Standing rule, LOS 2006-10-13, October 4. Expired 2006 December 31.

Untitled. LSM funds to be used to purchase nametags for new officers. Standing rule, LOS. 2003-12-01, December xx, Amended by LOS 2011-11, April 5.

Untitled. LSM t-shirts to be $12/shirt. (Standing rule, LOS 1998-02-01, February xx. Rescinded 2008 April 5.

Transition Elected Officers.Standing Rule 2010-7, February 2, Bylaws Article XV, Section 3. In the transition period, the 5 officers elected to the ExComm in 2009 plus the 2009 President and any additional appointed officers shall serve as senior officers and Board members with partial terms expiring when they are replaced by their successors.

The four elected officers elected under Article VI Section 4c shall serve partial 2 year terms from the initial meeting of the 2010-2011 Board until succeeded in April 2012.

The four officers elected under Article VI Section 4e (and Executive Officers) shall serve partial 1 year terms of office from the initial meeting of the 2010-2011 Board until succeeded in April 2011.

This rule was automatically rescinded 2010 June 5 when Article XV was deleted from the Bylaws.

Transition Elections. Special rule, LOS 2010-8, February 2, Bylaws Article XV, Sections 2. The special election process shall begin on January 13 with the appointment of the Nomination and Election Committees at the Board meeting and proceed according to the time intervals in the annual election calendar in Article VII of the bylaws. Since all board positions are considered vacant the NomComm shall solicit nominations for at least 8 senior officers, 4 to serve nominal two year terms under Article VI Section 4c and 4 to serve nominal 1 year terms under Article VI Section 4e.

This rule was automatically rescinded 2010 June 5 when Article XV was deleted from the Bylaws.

Updated: 2014 June 13 by
Douglas Yee, Webmaster