1. Cancellation Policy

While many events do not have a cap on the number of members that can attend, when an event has a limited number of spots that are available it will be stated and include a reference to the cancellation procedure as follows:

“If you register and then have to cancel for any reason there may be a cost associated with the cancellation. You can view the Cancellation Policy and Procedures here (link).” "Cancellations made less than 48 hours before an event will incur a cancellation penalty.

Each event posting will list a date by which you must cancel if you can’t attend the event after registering. You may cancel thru the website up until this date. Cancellations after this date should be made directly to the event host and we request that members cancel as soon as they know that they cannot attend. Last minute cancellations cause real difficulties for the event host.

Once you sign up for an event you will receive an email before the event confirming your registration and an additional email notification approximately one week prior to the event.

Each event also will identify if there are special considerations for the event that members should be aware of before deciding to register such as it being an outdoor activity, lots of walking, etc.

Our bylaws include a statement that “All members are expected to exercise diligence and make sound judgments in deciding which events to attend. All members should take into consideration their health limitations.”

For outdoor events members should be prepared for inclement weather and recognize their own limitations.

2. Cancellation Procedure

When a cancellation occurs the Event Committee will consider the reason provided by the member for the cancellation (taking into account if the member was sick or had a family emergency, etc.) and will review the actual costs for the event in determining the amount, if any, to be assessed.

When a cancellation fee is assessed the Membership Director will send an email with an invoice to the member. A copy will also be provided to the Treasurer. 

The cancellation fee, when paid, will be applied to AGLC funds.

Until the cancellation fee has been paid by the member that individual will not be able to register for new events or be allowed to attend events they may have already registered for.

 Charitable Giving Policy:

The Society of Vintage Characters has, for several years, made contributions to various charities according to AGLC Charitable Giving Guidelines.

1. Members are encouraged to make recommendations to the Vintage Characters Board for suitable charities. These recommendations will include the name and address of the charity, the amount of the requested donation and its purpose.
2. Charitable donations are limited to a maximum of $10,000 per year.
3. Preference will be given to charities that support seniors and some of the core values of Vintage Characters. The decision on which charities will be supported will be made by the Vintage Characters Board of Directors.
4. Suggestions, including the name of charitable organization, address, amount requested, and need are to be submitted by April 1st of each year using the form found here.

The Charitable Giving Tab on this website has additional information including past recipients.

Policy on Political Contributions:

To ensure that the Society of Vintage Characters remains nonpartisan and independent, and that its resources are used exclusively for purposes aligned with its mission and values the following Policy Statement has been adopted:

The Society of Vintage Characters shall not, under any circumstances contribute funds, resources, or in-kind support to any political party, campaign, or candidate for public office.

Virtual Governance Policy:

Good governance occasionally requires timely decisions. A formal Board meeting is not always practical. In order to streamline decision making and respect the time demands on Board members, Vintage Characters is creating this policy in support of virtual governance.

A virtual meeting is an online gathering of people in different locations, conducted using digital tools like audio, video and text. Put simply, a virtual meeting is a meeting held online without a physical location.

1.      The Board may hold virtual board meetings.

2.      A Board member may request a virtual meeting. The President will decide whether a virtual meeting will be held.

3.      A simple majority of votes is required to approve a virtual motion. Quorum (5) must exist for any vote to be binding.

4.      The mover of any virtual motion will be responsible to report the language and results of the motion at the next in-person Board meeting. Virtual governance motions/actions will then be added to those meeting minutes.