Resolution No. 116-93

WHEREAS, the Grand Ronde Tribal Council, pursuant to Article III, Section I of the Tribal Constitution approved November 30, 1984 by the Acting Deputy Assistant Secretary of the Interior, Indian Affairs, is empowered to exercise all legislative and executive authority not specifically vested in the General Council of the Confederated Tribes of the Grand Ronde Community of Oregon; and,

WHEREAS, the Tribal Council has a Pow Wow Committee to assist the Council with putting on the Grand Ronde Pow Wow and mini Pow Wow's;

WHEREAS, the Tribal Council wishes to make clear the duties and responsibilities of the Pow Wow Committee and the Grand Ronde Tribal Royalty; and,

WHEREAS, The Tribal Council requires use of generally accepted accounting principles in all tribal dealings.

NOW THEREFORE BE IT RESOLVED, that the Grand Ronde Tribal Council hereby adopts the Grand Ronde Pow Wow Committee Ordinance.

CERTIFICATION: The Tribal Council for the Confederated Tribes of the Grand Ronde Community of Oregon adopted this resolution at a regularly scheduled meeting, with a quorum present as required by the Grand Ronde Constitution held on March 17, 1993, by a vote of 6 yes, 0 no, and 0 abstentions.

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Mark Mercier, Tribal Chairman

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Candy Robertson, Secretary

(a) Purpose and Authority: The purpose of this ordinance is to establish a Pow Wow Committee, under the supervision of the Tribal Council, to plan, organize and conduct the Annual Pow Wow, mini Pow Wows and other Tribal celebrations of the Confederated Tribes of the Grand Ronde Community of Oregon. The authority for this Ordinance is Article III, Section 1 of the Constitution of the Confederated Tribes of the Grand Ronde Community of Oregon.

(b) Definitions:

1. "Committee" means the Pow Wow Committee of the Confederated Tribes of the Grand Ronde Community of Oregon, established and conducted pursuant to this Ordinance.

2. "Annual Pow Wow" means the Annual Pow Wow of the Confederated Tribes of the Grand Ronde Community of Oregon which is held in August.

3. "Mini Pow Wow" means any other Pow Wow of the Confederated Tribes of the Grand Ronde Community of Oregon.

4. "Tribal Celebrations" means any celebrations held or hosted by the Confederated Tribes of the Grand Ronde Community of Oregon.

5. "Tribal Council" means the Tribal Council of the Confederated Tribes of the Grand Ronde Community of Oregon.

6. "Tribe" means the Confederated Tribes of the Grand Ronde Community of Oregon.

7. "Unexcused absence" means an absence of a Committee member from a Committee meeting; provided that an absence shall not be considered "unexcused" if the Committee member submits a written excuse to the Committee that is accepted by a majority vote of the Committee (excluding the member whose absence is at issue).

(c) Committee Established; Membership

1. The Pow Wow Committee of the Confederated Tribes of the Grand Ronde Community of Oregon is hereby established.

2. The Committee shall have a minimum of five (5) voting members, at least one (1) of whom is a Tribal Council member. Any number of staff members may serve on the Committee at one time. The Tribal Council at its option may appoint more than five (5) voting members if it deems necessary.

3. A quorum shall exist when a majority of voting members are present at a Committee meeting. The Committee may conduct official business only when a quorum is present.

4. The members shall be appointed by the Tribal Council.

5. The Tribal Council shall make the annual appointment of members to the Committee no later than the end of November.

6. There is no limit on the number of terms a member may serve.

7. A Committee member shall, be removed from the Committee before the end of his or her term if the Tribal Council determines he or she: has three (3) consecutive unexcused absences from Commit tee meetings, has failed to represent the Tribe in an unbiased, unprejudiced manner, or has misused Tribal funds or property.

8. The Committee may establish sub-committees when and as it deems necessary.

(d) Officers

1. The Committee shall have the following officers: Chair, Vice-Chair, Secretary, and Treasurer.

2. The officers shall be selected by the Committee members, and shall serve a term of one (1) year.

(e) Meetings

1. The Committee shall meet at least one (1) time per month. These meetings shall be open to all tribal members and staff, and prior notice of each meeting shall be published in the Tribal Newsletter.

2. The Chair or the Vice-Chair of the Committee may call additional meetings when and as they deem necessary. The Officer who calls an additional meeting must notify all other members of the Committee at least five (5) days in advance of said meeting.

3. If a Committee member has any unexcused absences from July or August meeting, he or she shall be automatically dismissed from the Committee and a new member shall be appointed by the Tribal Council to serve out that person's term. Any excused absence must be approved by the Committee before the meeting the member plans to miss.

(f) Duties and Powers of the Committee: The Committee shall:

1. Plan, prepare for, and conduct the Annual Pow Wow, mini Pow Wows and Tribal celebrations.

2. Authorize the expenditure of Tribal funds designated for the Annual Pow Wow, mini Pow Wows and Tribal celebrations for materials, equipment, labor and other costs associated with conducting Pow Wows. Prior approval by the Committee is mandatory for all purchases and other financial obligations. The signatures of at least two (2) Committee officers are required on all check requests and expenditure records for Tribal funds. Unauthorized approvals and expenditures shall be the sole responsibility of the person making such approval or expenditure, and this person shall reimburse the Tribe for any funds so expended.

3. Enter into contracts for all goods and services needed for the Annual Pow Wow, mini Pow Wows and Tribal celebrations and with the prior approval of the Committee. Such contracts must be signed by the Committee Chair or two (2) other Committee officers other than the Chair. Contracts entered into by only one (1) Committee officer, with or without the approval of the Committee, shall be the sole responsibility of that member, and the Tribe shall in no way be obligated by such a contract.

4. Undertake such purchases, contracts and other obligations in a manner consistent with generally accepted accounting principles. Any and all equipment and other materials purchased by the Committee shall be the property of the Tribe.

5. Conduct fundraising and accept donations for the Pow Wows and Tribal Celebrations on behalf of the Tribe. The Committee shall acknowledge donations of more than $10 in value.

6. Submit monthly financial reports to the Tribal Council. Such reports shall contain, at a minimum, reports of all expenditures, salaries paid, obligations incurred, and funds raised by any activities sponsored by the Committee.

7. Submit a preliminary report on the Annual Pow Wow to the Tribal Council immediately after the Committee meets in September, following the Annual Pow Wow. A final report on the Annual Pow Wow shall be submitted to the Tribal Council before November 30 of each year. This report shall contain, at a minimum, reports of all expenditures, salaries paid, obligations incurred, and funds raised in connection with the Annual Pow Wow.

8. Designate from among its members one (1) person for each of the three (3) days of the Annual Pow Wow to coordinate the operations of the Pow Wow for that day. The coordinator for each day, along with at least one (1) Committee officer, shall collect the funds raised during that day.

9. Send out raffle items and thank you cards within thirty (30) days after the Annual Pow Wow.

10. Close all accounts, settle all outstanding obligations, and submit final reports on subcommittees and their activities for the Annual Pow Wow by September 15 of each year.

11. The Pow Wow Committee shall not be responsible for any items lost, stolen, or damaged that are the personal property of any person, association, business or other entity.

(g) Royalty Subcommittee:

1. The Committee shall establish a Royalty Subcommittee that shall establish and follow guidelines for the eligibility and expectations of the Royalty Court. The guidelines shall include the requirements that individuals be enrolled members of the Tribe, be alcohol and drug free, have knowledge of Tribal history and customs, be childless and never married, and if school-age must be attending school (Public or Private) full time.

2. The guidelines will be effective upon approval of the Committee.

3. Royalty Agreement

(A) Senior and Junior Miss Grand Ronde will be expected to travel to events and represent the Tribe. Some events will be outside the Tribe's service area.

(1) If the person selected as Senior or Junior Miss Grand Ronde is living outside the six (6) county service area, they will be required to sign an agreement which states that travel expenses in the amount of $50 will be reimbursed, except required overnight events, which will be reimbursed at $100.

(2) If the person is living inside the six (6) county service area, they will be reimbursed for mileage only, except required overnight events for which they will be paid a set amount of $100.

(B) The agreement shall also state that all costs associated with preparation for participation in the Royalty Court shall not be paid by the Tribe. This includes regalia items, dance lessons, riding lessons and flowers for equestrian participation.

(C) Members of the Royalty Court will not be paid an hourly rate for time spent at required events or Per Diem. These costs are included in the amounts stated in item number (1) above.

(D) Failure to comply with the Royalty Agreement or the requirements of the Royalty Guidelines shall result in for feiture of title and privileges.