The Woman's Exchange-3

Policies &
Procedures
MISSION
The mission of the Woman's Exchange of St.
Augusitne, Inc. is to help women enhance
their economic stability, promote hand
crafting and to preserve and show the
historic Peña-Peck House.
POLICIES AND PROCEDURES
Responsibility of the President, By Laws
Chairperson, Board Members, General
Membership
These policies, procedures and standing
rules are supplementary to the By Laws and
shall be used in conjunction with them.
These Policies and Procedures may be
amended, altered or rescinded at a meeting
called for that purpose by an affirmative
two-thirds (2/3) vote of the voting members
present.
CONFLICT OF INTEREST
Responsibility of the Board of Directors, and
all Woman's Exchange Members
No member, her spouse, parent, or child
may be a consignor at The Woman's
Exchange. Each member of The Woman's
Exchange has the responsibility to disclose
to the Executive Committee any situation
which could reasonably be considered a
conflict of interest. The Woman's Exchange
is permitted to do business with a business
affiliated with a member, however, the
member must excuse themselves from all
discussions and voting. All such
transactions should go before the Board for
the sake of transparency.
FEE ASSESSMENT
Responsibility of Shop, Docent, and Special
Events Chairpersons
In the event a member is unable to perform
her scheduled assignment by exchanging
with another member, or by hiring a
substitute, a fee of $40.00 will be assessed.

EXPENSE POLICY
Responsibility fo the President, Board of
Directors, Committee Chairpersons
Refer to Article VI, Section 3A of the By Laws
which state "The Board of Directors shall
authorize the expenditure of all funds for
the normal operation fo the organization",
and Article VIII, Section A, which states "The
Executive Committee may act for the Board
of Directors between meetings as
necessary".
A. "Normal Operation" means those items
which occur on a monthly basis such as
utility bills, telephone bills, employee
payroll, etc.
B. Required repairs of air conditioning,
sprinkler system, broken dish washer, ice
machine, etc. will be authorized by the
House Chairperson after reviewing the cost
of the repair with the House Treasurer and
notifying the President. Quotes from
vendors should be requested and received in
writing prior to the repair taking place, if
possible. These will be considered "Normal
Operation", as well.
C. Committee Chairs will be given budgets
which will assist in managing the normal
operation of the budgets. Exceptions to the
budget will be discussed with the House
Treasurer and the President and changes
made as required. Those exceptions will be
reviewed with the Board of Directors, or the
Executive Committee. In the event of an
emergency the President will be notified.
D. The Shop Committee will be authorized
to expend funds for merchandise and
supplies. At least one trip to market will be
taken yearly. Approval of funds for The
Woman's Exchange Gift Shop will be
through the Gift Shop Treasurer or
Committee Chairperson.
E. For reimbursement, all receipts for
budgeted expenses must be attached to a
check request form and placed in the
appropriate Treasurer's folder.
F. Each year The Woman's Exchange will be
represented at the Federation of Woman's
Exchanges' annual meeting. Our delegate
will be the Consignor Chair or her designee.
Other members may attend and be
reimbursed depending on funds available.
G. Expenses, other than for normal
operation, must be presented to the Board
of Directors for approval at the monthly
Board meeting, or to the Executive
Committee.

DUES
Responsibility of All Woman's Exchange
members, Membership Chairperson, and
House Treasurer
A. Active, Active Professional, Provisional,
Sustaining, and NonResident's dues are
$50.00 each year.
B. Subscribing member's dues are $40.00
each year.
SERVICE HOURS
Responsibility of All Woman's Exchange
members, Membership Chairperson
A. Required yearly service hours are
accumulated between May 1 and April 30
each year. It is the responsibiliy of each
member to record their hours worked.
B. During this time, Active members are
required to submit at least 75 total hours;
Active Professional members, 35 hours;
Sustaining members, 25 hours.
C. Provisional members must complete 20
hours of trainig to become an active
member.
D. In the event a member cannot work their
scheduled hours, another member should be
switched with, or a substitute hired. The
Gift Shop is to be notified of all changes.
These changes should be recorded on the
master schedules in the shop.
RETURNING MEMBERS
Responsibility of the President, Membership
Chair, Board Members
Previous members are eligible for
reinstatement on a case-by-case basis, after
submission of a letter to the Membership
Chair requesting reinstatement and
approval of the Board of Directors. The
Membership Chair is responsible for any
training necessary in order to assure the
returning member's smooth transition back
to membership.
EMPLOYEES BECOMING
MEMBERS
Responsibility of President, Membership
Chair, Board of Directors, General
Membership
Employees who were previous members are
eligible for reinstatement on a case-by-case
basis, after submission of a letter to the
Membership Chair requesting reinstatement

and the approval of the Board of Directors.
The Membership Chair is responsible for
any training necessary in order to assure the
returning member's smooth transition back
to membership.
NEW EMPLOYEES
Responsibility of the President, First Vice ,
Committee Chairs
These members may not participate for six
(6) months in the area they previously
worked in as an employee.
If the employee has been a part time
employee and worked in multiple areas, the
Membership Chair, upon their return to
membership, will assign their duties on a
case-by-case basis.
Employees who have not previously been
members shall follow the new member
procedures. (See Woman's Exchange By
Laws, Article III, Membership;Section 1, A.
Provisional Members.)
All employees work directly for The
Woman's Exchange. Hiring of employees is
done under the direction of the President,
First Vice President, and Committee Chair
for the Primary area for which they are
hired.
Training of new employees shall be the
responsibility of the chairpersons from the
areas for which they are hired under the
direction of the First Vice President and
President.
There will be annual evaluations for each
employee in January. These will be
completed by the chairpersons of the area of
employment along with the First Vice
President, and approved by the President.
The First Vice President and the chairperson
shall share these evaluations with the
President.
The First Vice President and the chairperson
shall share these evaluations with the
employees and the employees shall have a
chance to respond.
The First Vice President and Chairperson will
follow up on any areas needing
improvement.
These evaluations shall be shared with the
Executive Board, and a summary of the
evaluations shall be shared with the Board of
Directors.

VOLUNTEERS
Responsibility of the Volunteer Coordinator
If the proposed volunteer is known to a member of The
Woman's Exchange, the member fills out a volunteer
contact form, which is then given to the Volunteer
Coordinator.
If the interested volunteer is unknown to any member of
The Woman's Exchange (i.e. attended a luncheon, called,
etc.), the prospective volunteer fills out a similar contact
form, with their name and other contact information,
which is then given to the Volunteer Coordinator.
After the Volunteer Coordinator receives either of the
above mentioned forms, the Volunteer Coordinator calls
the prospective volunteer and sets a time to meet them at
The Woman's Exchange.
At this meeting, the prospective volunteer will fill out an
official Application for Consideration to become a
volunteer at The Woman's Exchange. The prospective
volunteer also receives all pertinent information regarding
opportunities available for volunteers, as well as their
requirements, at The Woman's Exchange. The prospective
volunteer will then give the Volunteer Coordinator an idea
of where they would like to volunteer within The Woman's
Exchange based on this information and requirements.
When the official application is received, the Volunteer
Coordinator will call references if the applicant is
unknown to members of The Woman's Exchange.
After is is determined that the prospective volunteer is a
good fit within the structure of The Woman's Exchange,
the volunteer begins their training in the areas of their
interest. In order to work at a luncheon in any way, each
volunteer must take an approved Food Handler Safety
Course at their own expense. This course may be taken
online if necessary.
The Volunteer Coordinator keeps a list of current
volunteers and will give the information to the Docent,
Shop and/or Luncheon Chairs in a timely fashion and will
update the list as changes occur.
All volunteers list their hours worked in the volunteer log

ISSUANCE & POSSESSION
OF KEYS
Responsibility of the President
The members of The Woman's Exchange are
caretakers of the historic Peña-Peck House,
and responsible for all the antiques, fine art,
artifacts, and special collections within, in
addition to the items in the Gift. Shop. Due
to this fact, there must be rules regulating
the issuance and possession of keys to the
premises and gate.
Only the President, or the House Chair in
her absence or at her direction, may issue
keys. The keys will be signed out on a yearly
basis, and signed back in on their return.
There shall be an accounting of keys each
year immediately following the annual
meeting. Any member who has a key will
need to fill out this form. The President will
have extra keys available for those who need
them on a temporary basis. Volunteers shall
not be issued keys.
DONATIONS FROM
THE WOMAN'S EXCHANGE
Responsibility of the President, Shop
Treasurer, and Shop Staff
Only non-profit organizations may receive a
donation from The Woman's Exchange. Other
organizations may be considered on a case by
case basis after approval by the President.
The contributions made directly on behalf of
The Woman's Exchange will be a cookbook or a
custom designed Woman's Exchange St.
Augustine ornament. Once approved by the
President, members will submit a donation
request form to shop staff. The Shop Treasurer
will file these forms for documentation.
SPECIAL EVENTS HELD AT THE
PEÑA-PECK HOUSE
Responsibility of the Special Events
Chairperson
All special events are scheduled through our
booking agent. The Special Events
Coordinator, an employee, events
coordinator, or one member of The
Woman's Exchange, shall be on the premises
during these events.
This will also apply to member usage of The
Pena-Peck House. They will work with the
Special Events Chair on these events.

MEMBER USAGE OF
THE PEÑA-PECK HOUSE
Responsibility of Special Events Chairperson
A 50% discount will be given for weddings or
other events honoring a member, member's
spouse, children, and parents. Lesser
discount amounts may be given for other
relatives under special circumstances at the
discretion of the Special Events Chair
and/or the Board.
The booking agent for The Woman's
Exchange will determine available dates.
At least one member of The Woman's
Exchange, or the Special Events
Coordinator, shall be on duty during the
event.
NON-PROFIT & COMMUNITY
ORGANIZATIONS USAGE OF THE
PEÑA-PECK HOUSE
Responsibility of the Special Events
Chairperson
Non-profit and community organizations
shall be charged a rental fee at the
discretion of the Board for rental of the
garden, kitchen and/or house areas. At
least one member of The Woman's
Exchange, or the Special Events
Coordinator, shall be on duty during the
event. All events must be contracted
through our booking agent.
MEMBER BORROWING
Responsibility of the Kitchen Chairperson
Members of The Woman's Exchange are
permitted to borrow items from The
Woman's Exchange for their personal use on
a short term basis. The items must be
returned in good order immediately after
their use. No irreplaceable items, antiques,
or those belonging to the Peck Collection,
may be borrowed.
If any borrowed item is damaged or lost, the
member is required to either replace the
item themselves (after approval of found
replacement item from the Board), or
provide payment for the replacement of
such item by The Woman's Exchange. The
Woman's Exchange Board will set a dollar
figure for any items needing to be replaced.
No items may be borrowed during the fall or
spring luncheons.
A member must complete the sign out sheet
and receive approval from the Kitchen Chair
prior to removing any items from the house.
Items need to be signed back in upon their
return.

INVESTMENT OF FUNDS
Responsibility of House and Shop Treasurers and
Board of Directors
After approval from the Board of Directors,
surplus money can be invested in an FDIC
insured instrument, such as a Certificate of
Deposit or a money Market Savings.
MERCHANT SERVICES
(CREDIT CARD) DISCOUNT
Responsibility of Shop Treasurer
An annual review of the contract for
merchant services (credit card) shall be
conducted by the Shop Treasurer to ensure
that we get the best rate available.
USE OF THE CORPORATE
CREDIT CARD
Responsibility of the Shop Treasurer, Shop
Committee, Shop Manager
The Woman's Exchange Shop credit card
will be kept at The Woman's Exchange, and
it will be used only for purchases for the
shop. It can be used when making phone
orders by the Shop Manager, or a designated
shop member, when purchasing any
supplies, merchandise, etc., for the shop.
BERAVEMENT POLICY
Responsibility of the President and Corresponding
Secretary
The Corresponding Secretary of The
Woman's Exchange fo St. Augustine will
recognize the death of a member by sending
a sympathy card to the member's closest
surviving relative. A special tribute may be
made in memory of the deceased member at
the discretion of the Executive Committee.
ITEMS LOANED TO THE
WOMAN'S EXHCANGE OF ST.
AUGUSTINE
Responsibility of the President and Board of
Directors
The Woman's Exchange will accept items for
temporary use, if they fit the mission of the
organization as it relates to showing the
Peńa-Peck House or for fund-raising events
on site including the luncheon series and
special events. Acceptance of loans of items
will be subject to approval by the Board.
After acceptance by the Board, the loaner
and the President will sign an agreement
that identifies the item, spells out the details
of the loan, the time allowed and the use.
The Woman's Exchange and its member will
be held harmless in the use of the items as
per The Woman's Exchange indemnification
article in the By Laws; Article VI, Section 2.
No items may be accepted as permanent
loans.

ACCEPTANCE OF DONATIONS TO
THE WOMAN'S EXCHANGE
Responsibility of the Board of Directors
Material donations to The Woman's
Exchange will be accepted at the discretion
of the Board of The Woman's Exchange.
Once accepted, these donations become
the property of The Woman's Exchange and,
as such, cannot be returned.
DISPOSITION OF PROPERTY OF
THE WOMAN'S EXHCNAGE
Responsibility of the Board of Directors
Disposition of property owned by The
Woman's Exchange of St. Augustine will be
carried out at the discretion of the Board of
The Woman's Exchange.
DISBURSEMENT OF FUNDS IN
CASE OF DISSOLUTION OF THE
WOMAN'S EXCHANGE OF ST.
AUGUSTINE
Responsibility of the Board, House and Shop
Treasurers
Should The Woman's Exchange be dissolved,
all funds in the accounts shall be distributed
according to the organization's mission
statement. See By Laws Article I, Section 2.
FIRST YEAR/ PROVISIONAL MEMBERS
They may not hold a board position or chair
any committee. They may be a member of
any committee of their choosing.

MEMBER COMPLAINT OR
QUESTION
Responsibility of All Members of The Woman's
Exchange
A. Talk with the Committee Chair of the
appropriate area to direct the
complaint/question.
we are a caring organization of "Women
Helping Women". There is no place for
anonyomous in The Woman's Exchange.
FIRST VICE PRESIDENT
She will be in charge of a gift for the
outgoing President.
B. If the member feels that the
complaint/question is not satisfactorily
answered, they should go to the President
for further clarification.
It is the responsibility of the President to
research the complaint/question and
respond to the member within a ten day
period.
C. If the answer is still not satisfactory; the
member can then request to be placed on
the adenda for the next Board Meeting.
It is the responsibility of the full Board to
respond to the member.
D. Any "anonymous" person can be given no
credence with the leadership of this
organization. Any issues or problems should
be discussed openly, and in a professional
manner, while remembering
RECEPTION POLICY
FOR DECEASED
MEMBERS/EMPLOYEES/THEIR
SPOUSES OUR CHILDREN:
We will handle the facilitating of the event.
They may use one of our preferred licensed
caterers, or they may choose another
licensed caterer.
If beer and wine are served, an insurance
policy and hired bartenders must be used.
They may purchase and bring in their own
alcoholic beverages (wine & beer only).
The price charged will be made on a case by
case for the event. We will ask for actual
expenses to be reimbursed. ie. Set-up,
usage of our items - chairs, tables, etc.