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By-Laws for the COASTAL ALABAMA PARROT HEADS
Revised 4/18/2005 8:00am
Article I: Name
Article II: Membership
Article III: Officers and
Administration
Article IV: Period of
Service
Article V: Officers and
Duties
Article VI: Appointive
Officers
Article VII: Meetings
Article VIII: Elections
and Voting
Article IX: Miscellaneous
Article X: Amendment to
By-Laws
Article XI: Adoption of
By-Laws
ARTICLE I: NAME
A. This organization will be called the Coastal Alabama Parrot Head Club.
ARTICLE II:
MEMBERSHIP
A. Membership in the Coastal Alabama Parrot Head Club shall be open to
anyone meeting the membership requirements.
B. Membership requirements:
1. A member shall pay dues according to a schedule set and approved by the
Executive Committee prior to December 31 of each year.
2. The person should have an interest in Jimmy Buffett's music.
3. The person should have an interest in community service and environmental concerns.
4. The person should have a commitment towards the success of achieving the goals of the club.
5. All members attending any club function will be held accountable for
his/her actions and of their guests, and shall not hold the Coastal Alabama Parrot Head Club responsible for his/her actions.
C. Payment of Dues
1. Payment of dues for the following year will be made annually by December 31 of each year for all members.
1a. Dues schedule will be set under guidelines established by the
Executive Committee.
1b. Dues for members joining from Jan 1 to June 30 are 100% of the
established annual rate.
1c. Dues for members joining from July 1 to Dec 31, for the current
year, are 60% of the established annual rate.
2. By a majority vote, the Executive Committee can waive, reduce, or
extend the deadlines of dues for any member due to financial hardship.
Requests for such provisions must be submitted in writing to any member of
the Executive Committee by December 31.
3. Any person who has not paid dues by the December 31 deadline will be
considered to have his/her membership terminated. Any payment of dues will
reinstate his/her membership. Failure to do so will result in the loss of accumulated Parrot Points. A $5 per person penalty for reinstatement will be assessed upon renewal during the month of January. After that period, any person who wants to renew will be treated as a new member, with no history.
D. Refund of Dues
1. Refunds of dues are only made with the majority vote of the Executive
Committee.
2. The Executive Committee can refund a portion of that person's dues pro-rated by the days remaining of the membership year if the Executive Committee determines by the majority vote that a person does not meet the membership requirements thus terminating membership in the club and all rights and privileges therewith.
E. Removal of Membership
1. Membership may be revoked by a majority vote of the Executive Committee
at any time if that member is found to have committed any of the following
acts:
misfeasance, malfeasance, misrepresentation, fraud, misuse of the club's
assets (including membership roster), or any other act which the Executive
Committee
deems to be detrimental to the reputation or well being of the Coastal
Alabama Parrot Head Club. The preceding may also be used as reasons for
denial of membership to any potential member.
F. Categories of Membership
Active Member: This member can vote in the election of Executive Committee members if they:
1. Are current in annual dues.
2. Attend 25% of club meetings and/or functions in the previous twelve months.
Member: This member cannot vote in Executive Committee elections due to having insufficient attendance.
Honorary: This member cannot vote or accrue points.
ARTICLE III:
OFFICERS AND ADMINISTRATION
A. The Executive Committee is composed of the following individuals: President, Vice President, Secretary, Treasurer, and At-Large Representatives. The number of At-Large Representatives will be determined by majority vote of the membership.
B. All elected and temporarily appointed replacement members of the Executive Committee must be active members.
C. The Executive Committee will meet at least quarterly. The President can convene
additional meetings at his/her discretion. In the event that any business must be decided by the Executive Committee between scheduled meetings, the President may conduct a meeting by telephone or e-mail with each member of the Executive Committee, either individually or as a group.
D. The quorum must exist for any meeting of the Executive Committee. A quorum is defined as a majority of the voting Executive Committee members.
E. All members of the Executive Committee, except the President, will be entitled to one vote on all matters governed by the club. A majority vote is required to approve said matters and motions of the club and Executive Committee meetings.
F. In the event of a tie vote within the Executive Committee, the tie will be broken by
the vote of the President.
G. In the event that the club does not have either a President or Vice President, then a majority vote of the membership will determine the At-Large members. The At-Large members will then become the Executive Committee.
ARTICLE IV: PERIOD
OF SERVICE
A. Each elected Executive Committee member and each appointed committee chairperson’s term will consist of one (1) year running from January 1
to December 31.
ARTICLE V:
OFFICERS AND DUTIES
A. President
1. The President shall be the Chief Executive Officer. The president will represent the club on club related matters with other local groups (i.e Baywatch) with the approval of the Executive Committee. In the event that the club does not have a president, then the membership will vote on a representative.
2. The President shall chair all meetings.
3. The President shall appoint all committee chairpersons and any other
appointive officers with the approval of the majority vote of the
Executive Committee and shall make any other appointments deemed necessary
and approved by that body.
4. The President shall be exclusively responsible for communication by
e-mail to the general club membership and other clubs in Parrot Heads in
Paradise, Inc. unless otherwise delegated by the President.
5. The President shall be the official liaison between the club and Parrot
Heads in Paradise, Inc. and Margaritaville, Inc. as provided for by the
by-laws of Parrot Heads in Paradise, Inc. and prescribed by the guidelines
set forth by Jimmy Buffett and Margaritaville, Inc.
6. The President shall have the responsibility of making sure that
activities are planned that support the community and club goals.
7. The President will sign approved club checks for payment.
8. The President can only vote to break voting ties in Executive
Committee matters.
B. Vice President
1. The Vice President shall assist the President in administering the
business of the organization and shall preside in the absence of the
President and shall succeed to the position of President if the President is unable, or unwilling, to serve out the term.
2. The Vice President shall oversee the planning and implementation of
group activities.
3. The Vice President shall be responsible for maintaining the
organization point system.
4. The Vice-President will co-sign approved club checks for payment.
C. Secretary
1. The Secretary shall keep the minutes of Executive Committee meetings and general club business meetings.
2. The Secretary shall furnish copies of the minutes to all Executive
Committee
members within 10 days following any meeting via email or hardcopy.
2a. Previous meeting minutes will be read at the subsequent respective meeting. Copies of Executive Committee minutes can be requested by any member.
3. The Secretary shall respond and correspond with other groups or
individuals as requested by the President.
4. Upon leaving office, the Secretary shall pass on the materials, books,
notes, and records for the present and prior years, in good condition, to
the succeeding Secretary.
5. The Secretary is responsible for overseeing the creation, improvement, and publication of the newsletter.
6. The Secretary shall keep a general membership roster and distribute it
to the general membership and to the Executive Committee at regular
intervals.
D. Treasurer
1. The Treasurer shall assume the responsibility for the financial matters
of the club.
2. The Treasurer shall have the books of the organization ready for examination by any member of the Executive Committee at each meeting.
3. The Treasurer shall present the books annually for inspection by an appointed committee of active members of the club as appointed by the Executive Committee.
4. The Treasurer shall prepare quarterly reports for presentation to the
General Membership.
5. Upon leaving office, the Treasurer shall pass on, for the present and
prior years, all funds, records, and books in good order to the succeeding
Treasurer.
E. Members At Large
1. Members At Large shall participate in organizing special events voted on by the Executive Committee
2. Act as liaison between the Executive Committee and all club members.
ARTICLE VI:
APPOINTIVE OFFICERS
A. Any Member of the Executive Committee can select any necessary committee chairperson from the
membership at large subject with approval of a majority vote of the Executive Committee
to serve in committee positions which the Executive Committee has created.
B. No appointed committee chairperson will have a vote in any Executive Committee decision unless that person is already
a member of the Executive Committee.
C. The Executive Committee will define the tasks of the appointed chairperson and his/her committee.
D. Committee members serve at the direction of the committee chairperson
in charge of that committee.
E. The appointed chairperson may be removed by a majority vote of the Executive Committee.
F. The appointed chairperson may appoint his/her own committee members except for the elections committee, which will be
appointed by the Executive Committee.
G. The positions requiring appointed chairpersons may include, but are not
limited to, the following:
Editor, Elections, Historian/Scrapbook, Membership, Newsletter, Public
Relations, Volunteer Events Coordinator, Special Events, Travel
Coordinator, and Internet Chairperson. Other positions may be established
and chairpersons appointed as the need arises.
ARTICLE VII: MEETINGS
A. A general membership meeting will be held at least quarterly at a time
and place to be determined by the Executive Committee and communicated
to the general membership by phone, email, or through the newsletter.
B. Members wishing to have a proposal presented at any General Meeting, must
present an outline of the subject to the Executive Committee prior to the
General Meeting. A member of the Executive Committee will make the
Approved proposal.
C. Executive Committee meetings are open to all members of the organization
but only Executive Committee members can vote at Executive Committee
meetings.
D. If no business meeting has been called for 6 consecutive months, any
member may call a special business meeting by sending written notice to
each elected and appointed officer.
E. A quorum is necessary to conduct business or make club decisions at any
general membership meeting which has been communicated in good faith. For
these purposes, a quorum is defined as 20 members. A quorum and majority
vote is required to approve any club business presented by the
Executive Committee.
F. Proxy
1. Any member of the Executive Committee who cannot attend a scheduled
Executive Committee meeting may provide for a written proxy to vote on his/her behalf.
2. No members of the Executive Committee will be allowed to vote in
absentia through a proxy unless the proxy is in writing and is presented
at the meeting by the person selected as proxy.
ARTICLE VIII:
ELECTIONS AND VOTING
A. Executive Committee Member Elections
1. Elections can be held at any time as directed by a majority vote by the Executive Committee.
2. The Executive Committee will not endorse any candidate, for any office, in any area.
3. The Executive Committee will determine the deadline by which mail in votes must be
postmarked and only those responses by active members will be counted.
4. For voting by mail, the ballot will contain the name and address to
which the ballot must be returned with a clear communication of the
deadline for the voting.
5. Ties will be determined by a run off.
6. Election Committee
a. A person who is not a member of the Executive Committee and is not seeking election to the Executive Committee will be appointed chairperson of the election committee by majority vote of the Executive Committee.
b. Members of the committee, if needed, will be appointed by the Executive Committee. Members of the election committee must be active members that are not members of the Executive Committee and not seeking election to the Executive Committee.
c. The election committee will be responsible for preparing the club ballot, distributing the ballot to club members eligible to vote, collecting and tabulating the completed ballots, certifying the final ballot count, and presenting the results to the Executive Committee.
d. The Elections Chairperson can be removed for failure to perform his/her duties in a timely manner by a majority vote of the Executive Committee.
7. Election Ballots
a. Write in ballots are not permitted.
b. The signature of a member to which the ballot has been sent will be required on each ballot.
c. The organization is not required to pay return postage on any ballots.
B. General Membership Voting
1. Any issue requiring a membership vote at a general membership meeting must be first approved, and presented, by the Executive Committee.
C. Nominating
1. All nominees must be members for one full year from the membership starting date, and be an active member by the nomination deadline date.
2. Members seeking election should submit to the Election Chairperson their personal qualifications for the position for which they are running. Nominations and personal qualifications will then be made available to all members upon request.
D. Replacement of Members of the Executive Committee
1. In the event that the President vacates the position for any reason, the Vice President will assume the position of President.
2. Within 30 days of a vacancy on the Executive Committee, with the exception of the President, the election chair will solicit nominations for a replacement candidate. Elections for replacement officers will occur in accordance with procedures outlined in paragraph VIII A.
3. In the event of a vacancy of any position on the Executive
Committee, the President can present nominations for temporary
replacement. The temporary replacement must be approved by a majority vote
of the Executive Committee.
4. The President shall inform the membership in writing of the temporary replacement no later than ten (10) days following the selection of the new officer.
E. Recall of Executive Committee Members
1. A Recall petition is required in order to remove any member of
the Executive Committee. A petition to initiate a recall can be made by any member. The petition, which describes the reason for the recall, must be delivered to the election chairperson. The petition must be signed by at least a majority of active members as of the date on which the petition is presented to the Election chair. The recall of any elected officer may be affected for any of the following reasons:
a. Inability to execute the duties of that office.
b. Malfeasance, misfeasance, or nonfeasance of office.
2. Upon presentation of a recall petition to the Election Chair, the Election Chair will present the validated petition to the Executive Committee. The Executive Committee will dismiss the recalled member immediately.
3. Member will be replaced per section VIII D above.
4. The President shall inform the membership in writing of the recall action and the results of the replacement election no later than ten (10) days following each action.
ARTICLE IX:
MISCELLANEOUS
A. Reimbursement of expenses to any member who has incurred expenses on
behalf of the organization must be accompanied by a written request to the Treasurer for approval. Proper documentation including receipts must be submitted for consideration. The approved request is forwarded to the Executive Committee for payment. The Executive Committee members cannot vote on reimbursement actions concerning their own expenses.
B. Expenses in excess of $50.00 must be discussed and approved by the Executive Committee
to receive authorization for payment by the Treasurer.
C. Mileage reimbursements will equal the current IRS allowance.
D. Any property belonging to the organization shall not be used or
consumed by any person without consent of the Executive Committee and an approval by
majority vote of the same. The term “property” includes all property real
or personal, tangible or intangible which may be owned, created by, or in
the possession of the organization absent in an overriding legally enforceable contract.
E. The fiscal year for the Coastal Alabama Parrot Head Club shall begin on
January 1 and end on December 31.
F. The President and Vice President are the authorized signatories of the
organization's bank account. The Treasurer will keep the checkbook.
G. All special events will be budgeted to at least "break even"
financially. If a deficit appears likely, it will be reported to the
Executive Committee promptly.
H. The following statement is to be added to each printed membership
directory. “This directory is for the exclusive use of
the Coastal
Alabama Parrot Head Club members. It is
not to be utilized for any purpose
not associated with Coastal Alabama PHC,
nor is it to be released to other
parties without the approval of the
Executive Committee".
I. An Executive Committee vote approval is required for the CAPHC to pay an
active member for time and services related to club functions. Members
should be encouraged to donate their time and services for the benefit of
the CAPHC.
J. The CAPHC shall retain their expenses plus
20% of the money raised at
any club sponsored fundraiser. The above stated portion can be modified
on a case-by-case basis by majority vote of the Executive Committee.
K.
All Executive
Committee members are expected to sign a commitment to
the prevention of any
conflict of interest. All Executive
Committee
members will abstain from
voting on any issue before the Executive
Committee for which there
exists an actual or
perceived personal interest in that issue’s outcome.
L.
Members will be required to reimburse the club for any charges resulting
from returned checks.
ARTICLE X:
AMENDMENT/REVISIONS TO BY-LAWS
A. Amendments and revisions to these by-laws may be proposed, in writing, by any active member and presented to the Executive Committee. The proposed amendment and ballot will be mailed to members via the newsletter. Only active members will be permitted to vote and return said ballot to the election chair by the date designated by the election chair.
ARTICLE XI: ADOPTION OF BY-LAWS
A. Adoption of the amended or revised By-laws will be approved by the
majority vote of the active membership.
B. These By-laws will go into effect immediately following the certification
of the vote by the election chair.