MLS Equipment Use Policy

MLS purchases equipment from time to time for the use of members and MLS related projects. In order to assure proper and fair use, the Society has determined the circumstances under which the equipment can be properly borrowed by membership.

Projector

Guidelines for the Use of the Minnesota Lace Society Projector

The projector may be used by active members of the Minnesota Lace Society (those on the mailing list) plus any authorized contractors, such as teachers, workshop or program presenters, for the Minnesota Lace Society.

The projector is to be used only for MLS-approved events. If there is any question as to whether or not an event or use is appropriate, the executive board will make that determination.

The projector is to be kept by the president, the education chair, or the program chair. That person is responsible for it until it is passed on to the next person of those three who needs it. The person receiving it is responsible for contacting the secretary with its new location. It will stay with that person until needed by someone else. Its current location is to be listed in the newsletter every month. If it is placed in the MLS cabinet at the Textile Center that will be stated in the newsletter until there is a change.

When the projector is given to a different person other than the three listed above (e.g. another member, or a visiting teacher or presenter) for purposes of preparation, the president, education chair, and program chair must be notified, as well as the secretary. It will not remain with that person after use: it must be returned in a timely manner to the person from whom it was received. The secretary will then be notified of its return.

A copy or summary of these guidelines, along with contact information for the president, education chair, program chair and secretary, is to be kept with the projector at all times.

Bobbin Winder

MLS was the recipient of a monetary gift with which a bobbin winder was purchased for the benefit of members. The winder will be available at all meetings for members to use. When not at a meeting the winder will be kept by the MLS president between meetings.

MLS Non-Monetary Donation Policy

(Such as lacemaking equipment and supplies)

These donations are not assets and may be accepted by any member. The MLS will hold the items for free distribution to its members. The MLS will follow these guidelines:

  1. A notification will be sent to all members with a brief description of the donation prior to distribution.
  2. The donated items will be displayed at a business meeting after the notification. Members will have an opportunity to choose items.
  3. The dispersal of items will be arranged by the President, Vice President, or designee. Items may be held for future use by members.

– Adopted October 10, 2022

MLS Code of Conduct Policy

Intent

To maintain and preserve a positive, creative, respectful, and collaborative environment, the Minnesota Lace Society establishes this Code of Conduct. The Code is a collection of common-sense rules allowing the Society to move forward in a calm and business-like manner. This Code applies to all MLS activities.

Reference and Order of Precedence

This Code is intended to work with and to clarify the most current version of Robert’s Rules of Order. In case of conflict between this Code and Robert’s Rules of Order, this Code takes precedence. In cases when this Code is silent regarding an issue, Robert’s Rules of Order shall take precedence.

Definitions

In the use of this document, the following definitions apply:

  • Activity or Activities: shall mean any MLS event or interaction including any meeting, business meeting, public appearance, spoken and written communication, and any other time members are engaged in communications, discussions, the use of social media, or actions relating to the MLS or its membership
  • The Code: shall mean the MLS Code of Conduct
  • The Committee: shall mean the Investigation Committee
  • Member(s): shall mean member(s) in good standing of the Minnesota Lace Society
  • The Society or the MLS: shall mean the Minnesota Lace Society

Code of Conduct

Conduct must include:

  • Acting with dignity and decorum in the best interest of the MLS, its mission, and its members
  • Respectful behavior and communications without any bullying, harassment, accusations, swearing or inappropriate language, hostility, or making disparaging comments about any member or the Society
  • Speaking in conversational tones and avoiding raised voices
  • Following standard meeting procedures, especially the agenda order and recognizing the chair
  • Restraint from disruptive behavior during activities
  • Restraint from behaviors negatively affecting members or the Society
  • Resolving conflicts outside the business meetings

These requirements do not prohibit robust and/or animated discussions, respectful discourse, or respectful disagreements regarding issues and/or motions under consideration at meetings.

Individuals exhibiting disruptive behavior during any Society activity may be asked to leave immediately. Additional consequences related to a formal complaint are described in the Complaint Resolution Process section.

Complaint Resolution Process

The process to resolve a complaint at the MLS is as follows:

  1. A member notifies an MLS board member of a complaint; the board member informs the MLS President
  2. An Investigation Committee is selected and convened
  3. The detailed complaint is submitted to the Committee
  4. The Committee reviews and investigates the complaint, then determines recommendations and consequences, if any
  5. Membership votes on consequences, if needed

Convening of the Committee

This Code establishes an Investigation Committee to review complaints against a member. The Committee is not a standing committee and is only convened when a board member receives a complaint and calls for its formation at a business meeting. The Committee must consist of three or five volunteer members who are not party to the complaint. The MLS President or designee will select Committee members from the volunteers in attendance.

Detailed Complaint

Detailed complaints must be submitted to the Committee in writing. Include in the complaint: violating member name(s); conduct in violation; and supporting evidence. The Committee must maintain confidentiality regarding any detailed complaint unless the Committee finds it necessary to bring the recommendations to the membership for a vote as required. The Committee must not reveal the name of the submitter unless the submitter chooses to identify themselves.

Review and Investigation Process

The Investigation Committee must thoroughly examine and address violation allegations as soon as possible following receipt of the detailed complaint. The Committee must determine if the complaint is a violation and whether further action is warranted. The Committee members must make recommendations without prejudice, personal agenda, or personal gain.

Consequences

If the Committee determines a member violated the Code of Conduct, the Committee may recommend the following consequences to the membership:

  • Issue a confidential written warning to the violating member
  • Suspend the member from participating in Society activities for no less than three months
  • Suspend the member from the MLS and all Society activities for a period recommended by the Committee
  • Permanently expel the member from the Society

It is up to the Committee’s sole discretion to determine the level of consequence. It is the Committee’s responsibility and duty to match the consequence with the level of severity of the violation, without prejudice, personal agenda, or personal gain. The Committee must only consider the complaint at hand when recommending the consequence.

A consequence involving suspension or expulsion must be voted on and approved by the MLS membership before the consequence can be enforced. The Committee must summarize the complaint and recommendation to the membership during the business meeting before the vote can be called. The vote must be by written ballot from the membership in attendance and counted by the Committee. A simple majority will prevail. In the event of a tie vote, the Committee’s recommendation will prevail.                                           

       – Adopted November 14, 2022