GONA CONFERENCES

Posted on October 28, 2020

Section 1. GONA National Conference:

a) Conference Name. The name of the national conference shall be “The GONA Conference”, the blank to be filled by the appropriate ordinal number representing the numerical sequence of the conference in the history of GONA.

b) Conference Frequency. Unless the Board of Directors otherwise directs, the GONA Conference shall be held in April to September of each odd-numbered year.

c) Conference Site. The President, with the advice and consent of the Executive Committee, shall appoint a Site Selection Committee within two (2) months after being installed within the meaning of Section 1(a) of Article XIV. The Site Selection Committee shall be charged with the responsibility of selecting an appropriate site for the GONA Conference to be held in the fourth year following their appointment. The Site Selection Committee shall present its choices to the Executive Committee within six (6) months, who shall, after approving the site, present it to the Board of Directors within fifteen (15) days. The Board of Directors shall finalize the site selection within six months after being installed within the meaning of Section 1(a) of Article XIV. The selected site shall be published in GONA Newsletter and/or the GONA web site. The Site Selection Committee may also be tasked to select a site for the immediately next Conference if a site has not already been selected for that Conference.

d) Conference Coordinator. The President of GONA, with the consent of the Executive Committee, shall nominate and appoint a Conference Coordinator. The Conference Coordinator shall be in charge of planning and organizing the Conference, under the direction and supervision of the President. If the President is not satisfied with the organization of the Conference, the President may remove the Conference Coordinator with the consent of the Executive Committee. Unless otherwise directed by the Executive Committee or the Board of Directors, the Conference Coordinator shall have no authority to enter into any contract or agreement on behalf of GONA which is not in writing. Unless otherwise directed by the Executive Committee or the Board of Directors, no contract which exceeds
$5,000 in value signed by the Conference Coordinator shall be binding upon GONA unless such contract is also signed by the GONA President. Unless otherwise directed by the Executive Committee or the Board of Directors, the Conference Coordinator shall have no authority to sign or enter into any contract or agreement for less than $5,000 with any vendor or supplier if there are other contracts or agreements to be entered into or reasonably anticipated to be entered into with the same vendor or supplier or any affiliate, parent or subsidiary of such vendor or supplier, which, in the aggregate, exceed $5,000. The Conference Coordinator shall provide a copy of this Section 1(d) to each proposed vendor or supplier of goods or services to the Conference. The Conference Coordinator shall specifically notify the Executive Committee forthwith of any liquidated damages or penalty clauses contained in any contract or proposed contract. The Conference Coordinator shall promptly provide the Executive Committee for its review and approval a full and complete copy of any proposed contract or contracts with a value in excess of $5,000 either alone or in the aggregate together with all schedules, exhibits and addenda.

Section 2. GONA Conference Funds.

a) Conference Accounts.

i) FDIC Insured Accounts. All of the funds received on account of the Conference shall be deposited into accounts with banking or other depositary institutions in which the deposits are insured by he Federal Deposit Insurance Corporation. The Conference Coordinator and/or Conference Treasurer shall ensure that the GONA President and GONA Treasurer are authorized signatories on each such account and that no more than two signatures are required to conduct business with the bank or depositary institution. The Conference Treasurer shall provide the GONA Treasurer with copies of any and all statements issued by the institution with respect to said accounts within seven (7) days of receipt of same.

ii) Two Signatures Required. No disbursements may be made from the Conference accounts for any purpose without the signature of any two (2) of the Conference Coordinator, Conference Treasurer, GONA Treasurer or GONA President.

b) Contribution to GONA General Operating Account.

i) Payment to GONA Treasurer. The Conference Coordinator shall pay or cause to be paid over to the GONA Treasurer for deposit into the General Operations Fund:

1. an amount equal to ten percent (10%) of the registration fees received for the Conference, plus

2. twenty percent (20%) of the net profit derived from the Conference.

c) Contribution to GONA Century Fund. The Conference Coordinator shall pay or cause to be paid over to the BOD Treasurer for deposit into the Century Fund an amount equal to the balance remaining from the net profits derived from the Conference after the payments in Section 2(b)(i) above of this Article.

d) Conference Books and Records. The Conference Coordinator shall provide the Executive Committee with copies of all of the books and records of the Conference and, upon the request of the Executive Committee shall forthwith provide the original documentation to support any entries in the books and records. If the Conference Coordinator, in response to an Executive Committee request, fails without reasonable excuse to provide the requested documentation forthwith for any expense entries in the books and records of the Conference, the Conference Coordinator shall be personally liable for such undocumented expense to the creditor and to GONA.

e) Accounting. No later than ninety (90) days after the close of the Conference, the Conference Treasurer shall submit to the GONA Treasurer a full and complete accounting of the Conferences and all expenses and disbursements in connection therewith. The Executive Committee may, for good cause shown, extend the time for submitting such accounting by an additional thirty (30) days. The Board of Directors may, for good cause shown, extend the time for submitting such accounting for such additional time as the Board in its best judgment believes is necessary.

f) Audited Accounting. If the Board of Directors, in its best judgment, deems it necessary or appropriate, it may require the Conference Coordinator or Conference Treasurer to provide GONA with an audited accounting of the Conference which audit shall be conducted by an auditor selected by the Executive Committee. If the audited accounting reveals any willful malfeasance on the part of the Conference Coordinator or any other person or persons on the Conference committee, the person responsible shall be personally liable to GONA for any losses suffered by GONA, directly or indirectly, as a result of such willful malfeasance.

Section 3. GONA Regional Events.

a) Organization of Event. The Regional Coordinator, with the consent of the Executive Committee, may organize a Regional Event. If such Regional Event is approved by the Executive Committee, the President shall nominate and appoint with the consent of the Executive Committee, a Regional Event Convener, who may be the Regional Coordinator, to be in charge of planning and organizing the Regional Event, under the direction and supervision of the President. If the President is not satisfied with the organization of the Regional event, the President may remove the Regional Event Convener with the consent of the Executive Committee. Unless otherwise directed by the Executive Committee or the Board of Directors, the Regional Event Convener shall have no authority to enter into any contract or agreement on behalf of GONA which is not in writing. Unless otherwise directed by the Executive Committee or the Board of Directors, no contract which exceeds $1,000 in value signed by the Regional Event Convener shall be binding upon GONA unless such contract is also signed by the GONA President. Unless otherwise directed by the Executive Committee or the Board of Directors, the Regional Event Convener shall have no authority to sign or enter into any contract or agreement for less than $1,000 with any vendor or supplier if there are other contracts or agreements to be entered into or reasonably anticipated to be entered into with the same vendor or supplier or any affiliate, parent or subsidiary of such vendor or supplier, which, in the aggregate, exceed $1,000. The Regional Event Convener shall provide a copy of this Section 3(a) to each proposed vendor or supplier of goods or services to the Regional Event. The Regional Event Convener shall specifically notify the Executive Committee forthwith of any liquidated damages or penalty clauses contained in any
contract or proposed contract. The Regional Event Convener shall promptly provide the Executive Committee for its review and approval a full and complete copy of any proposed contract or contracts with a value in excess of $1,000 either alone or in the aggregate together with all schedules, exhibits and addenda.

b) GONA Regional Event Frequency. Unless otherwise authorized by the Executive Committee, i. One GONA Regional Event may be held in each of the GONA Regions.

ii. The Regional Event date shall not conflict with any other GONA Conference and shall not be held within the period 6 months prior to or 3 months after the GONA National Conference.

c) Regional Event Site. The site for the conference shall be selected by the Regional Coordinator with the advice and consent of the Executive Committee. No regional conference may be held at any location outside the region.

d) Conflicts. If any conflict arises concerning the location or timing of any regional conference, such conflict shall be resolved by the Executive Committee, whose decision shall be final.