Santa’s Pack Bylaws

Section 1.1 Name. The name of this Society shall be "Santa’s Pack." This may be extended to "Santa’s Pack ~ Portland/Vancouver’s First and Oldest Santa Claus Club."
Section 1.2 Motto. The official motto of Santa’s Pack shall be “Warming Hearts ~ Making Memories.”
Section 2.1 Object. The object of this society shall be to spread the love, joy, and gift-giving of the spirit of Christmas year-round by periodic social events, mutual sharing of expertise, training seminars and round-tables, as well as by media events, where the majority of members may travel to meet regularly or periodically.
Section 2.2 Purpose. Santa’s Pack shall promote skilled and educated performing, broaden Christmas holiday spirit awareness and serve as an advocate for Christmas holiday performers. We shall share our camaraderie with other Christmas holiday performer enthusiasts and the community.
Section 3.1 Criteria. The membership of this society shall consist of individuals who portray Santa Claus, Mrs. Claus, Elf, Reindeer, Santa's Helper and other supporting members, with all voices being equal in discussion and agreements.
Section 3.2 Membership Selection. Membership is open to those who:
(a) Meet the membership criteria.
(b) Agree with the club purpose.
(c) Agree to abide by club bylaws.
(d) Be in good standing in terms of conduct.
(e) Pay dues as or if required.
(f) Sign the “Santa Claus Oath.”
Section 3.3 Rights. Each member shall have voting rights and full privileges. Each member shall have available to them a page with photo on the club website, with links to personal websites, e-mail and other personal contact information.
Section 3.4 Removal. Any member may be removed for cause by a two-thirds (2/3) majority vote of members present at a full meeting following a discussion of the cause. The vote must be announced to the membership no later than two weeks (14 days) prior to the meeting and must include the date, time and location of both the cause and meeting. Removed members are not entitled to a dues refund.
Section 3.5 Resignation. Resignations are allowed with notice to the society and with all dues and fees brought current.
Santa’s Pack Bylaws – Presented 20 April 2007 – Revised 5 February 2010
Section 4.1 Dues. Any dues and fees will be agreed upon in separate policies and operating
procedures. The specifics of dues, fees, or assessments are handled in operating procedures. At this time there are no Membership Dues to Santa’s Pack. Membership dues shall neither be ordered nor collected unless approved by unanimous vote of the membership.
Section 4.2 Funding. To maintain the Santa’s Pack website ( and to defray costs incurred by the operation of the club, Santa’s Stocking may be passed among the membership to collect donations.
Section 4.3 Dissolution. In the event of dissolution of the club, all funds remaining in Santa’s Stocking shall be donated as selected by a majority vote of the membership.
Section 5.1 General Meetings. The society shall meet at regular intervals, based on consensus and the operating procedures, with at least one meeting required per year representing all of the assembly of the society at the first social function and meeting of the calendar year. Since meeting in person is desirable on many levels, meetings should be held in person; however, if distance, time-critical or urgent response is needed, the Society and all committees are authorized to meet by electronic communication media so long as all members may participate. Members should attend regularly as they are able; quorum for meetings is a majority of the members. Some decisions may benefit by electronic communication following the regular meeting which allows all or most members to participate, so the decision represents consensus building action.
Section 5.2 Meeting Notification. The exact times and meeting places for General Meetings will be announced on the club website and through electronic mail.
Section 5.3 Parliamentary Authority: The procedures described and explained in Susskind and Cruikshank book, Breaking Robert's Rules: The New Way to Run Your Meeting, Build Consensus, and Get Results, empowers the assembly to reach consensus of 1) a general agreement, 2) the judgment arrived at by most of those concerned, or 3) group solidarity in sentiment and belief, by collectively working toward a shared solution as expressed by "overwhelming agreement. [page 19]. In case the solution is not supported uniformly, then a minority position is acknowledged, and if necessary to vote, a 75% to 80% majority is needed to carry. All consensus agreements are to be summarized before leaving the subject, and the notes of those agreements are to be distributed to all members in a timely basis after each meeting.
Section 6.1 Officers. There shall be at least three permanent positions of chairperson, co-chairperson and recording secretary, with as many other officer positions as decided by the group and defined in the operating procedures.
Section 6.2 Qualifications: All Officers must be members as described in Article 3 of these Bylaws and be active Christmas Holiday performers.
Santa’s Pack Bylaws – Presented 20 April 2007 – Revised 5 February 2010
Section 7.1 Elections. Holding office is at the will of the society members, and can be changed by consensus at any time, and recorded. Elections for all positions will be considered at least annually.
Section 7.2 Vacancies. Vacancies in any office shall be filled by a club member in good standing appointed by a consensus of the membership, and shall serve until the next regular election of officers.
Section 7.3 Removal. Any officer may be removed from office for cause by a two-thirds (2/3) majority vote of members present at a business meeting following a discussion of the cause. The vote must be announced to the membership no later than two weeks (14 days) prior to the meeting and must include the date, time and location of both the cause and meeting.
Section 8.1 Voluntary. Appointments and Committees are positions in the club that are of a voluntary nature.
Section 8.2 Committees. As the society's needs change, committees will be formed based on need, as either ad hoc or standing committees, and described in the operating procedures. Some examples may include: finance committee, program committee, membership committee, nominating committee etc.
Section 8.3 Executive Board: All officers are considered part of the executive committee, or as specified in the operating procedures, which may act between regularly scheduled meetings by consensus agreements to be reported, explained and accepted or modified by the next regularly scheduled meeting, as needed.
Section 9.1 Amendments. These bylaws may be amended at any regularly scheduled meeting of the Society through consensus building action, or by an overwhelming agreement in the range of 75% to 80% if a vote is necessary. The process is the same for amending operating procedures, but bylaws require advance notice showing suggested verbiage changes.
Section 9.2 Effective Date. Bylaw changes will take affect upon determination of the final result of the vote.
Section 9.3 Notations. Amendments or changes to the bylaws shall note the date of change after the respective bylaw, e.g. "[25 Dec 08]".
Santa’s Pack Bylaws – Presented 20 April 2007 – Revised 5 February 2010
Section 10.1 Conduct. Any member of the club may be dismissed from a club meeting, club activity or club membership as a result of inappropriate behavior. The member shall be warned concerning such inappropriate conduct by the Chairperson or appointed club member. The following shall be the basis for, but not limited to, inappropriate behavior and disciplinary measures:
(a) Being drunk or otherwise intoxicated while performing in costume.
(b) Obnoxious and/or obscene behavior that is detrimental to the image of the club.
(c) Appearing in public in a dirty, worn or otherwise unacceptable appearance.
(d) Using obscene language while performing in costume.
(e) Failure to honor a Santa Commitment without just cause.
(f) Any behavior that would harm or otherwise compromise the image of Santa Claus, Mrs. Claus, his Elves and various helpers.
Section 10.2 Appearance. All members participating in any public club event or in a personal public appearance:
(a) Shall wear an appropriate holiday costume that is clean and professional in appearance.
(b) Shall keep a proper holiday spirit and attitude at all times.
(c) Shall refrain from alcohol and other intoxicating substances before and during the appearance.
(d) Shall have a proper knowledge of Christmas, Santa Claus, Mrs. Claus, Elf and Helper lore and history.
Section 10.3 Character Expression. Each Member shall have the freedom to express their interpretation of their holiday character.
Section 11.1 Non-members. Non-member guests and visitors are welcome at general meetings and social gatherings of the society. Guests must agree to abide by club rules and standards of conduct. (Prospective club members shall not be counted as “guests” for the purposes of this section.)
Santa’s Pack Bylaws – Presented 20 April 2007 – Revised 5 February 2010
Operating Procedures
Regularly Scheduled Meetings: Regular meetings are the critical backbone of the society. The social component being considered equal to, or more important than, the business portion. Each meeting should begin with and end with “Santa Share” time.
Members: Members should be able to attend meetings fairly regularly, or if precluded by distance, to join electronically to participate with the group discussion and decisions. All members have equal voice in discussion and decisions. All members have equal opportunity to serve as officers and to serve on committees.
Officers: Meeting facilitator/chair, co-chair and secretary are the main regular officers; however, all Committee Chair positions may be designated as part of the Executive Committee as recorded by consensus.
Committees: Ad hoc committees serving for a specific function and duration are preferred; however, standing committees may be proposed and adopted at any membership meeting. Having Chair positions of many committees seems to be a desirable outcome, such as Membership, Program, and Finance.
Electronic Communication Meetings: As part of the benefit of membership, a website, forum, chat, and other electronic media are supported by membership dues and fees. If electronic communication is needed for a meeting, choices will be analyzed and proposed by those calling the meeting, at which all members of that particular group are able to participate.
Dues, Fees, Assessments: With a pay-as-you go philosophy, annual dues shall be set and adjusted as needed; however, the assumption is that they will be low. If one-time fees or assessments are needed, advance notice is to be given to members and an appropriate meeting venue established facilitating discussion, suggestions, and consensus decisions.
Santa’s Pack Bylaws – Presented 20 April 2007 – Revised 5 February 2010
The Santa Claus Oath I will seek knowledge to be well versed in the mysteries of bringing Christmas cheer and good will to all the people that I encounter in my journeys and travels. I shall be dedicated to hearing the secret dreams of both children and adults. I understand that the true and only gift I can give, as Santa, is me. I acknowledge that some of the requests I will hear will be difficult and sad. I know in these difficulties there lays an opportunity to bring a spirit of warmth, understanding and compassion. I know the "real reason for the season" and know that I am blessed to be able to be a part of it. I realize that I belong to a brotherhood and will be supportive, honest and show fellowship to my peers. I promise to use "my" powers to create happiness, spread love and make fantasies come to life in the true and sincere tradition of the Santa Claus Legend. I pledge myself to these principles as a descendant of St. Nicholas the gift giver of Myra.
By Santa Phillip L. Wenz

club bylawsSanta’s Pack Bylaws – Presented 20 April 2007 – Revised 5 February 2010