Trilogy Veterans Club Bylaws 1.1

Transcription

1 Trilogy Veterans Club Bylaws 1.1 Article I General Section A - Name of Organization: Trilogy at Vistancia Community Association - Trilogy Veterans Club (Hereinafter Trilogy Veterans Club or TVC). Section B - Purpose of Organization: To provide an organized framework under which Trilogy at Vistancia US and allied military veterans may engage in volunteer activities to support other veterans and active military personnel, who are in need of assistance. Section C - Non-Profit: This organization shall be operated as a non-profit association in accordance with applicable statutes and the Trilogy at Vistancia Community Association Documents. Article II Meetings General membership meetings will be held monthly in the Kiva Club. Meetings will be held year-round. Meeting types, dates and frequency may be modified by the Executive Board to achieve club objectives. Article III Membership Section A - Eligibility: Membership is open to all residents in good standing who are US and allied military veterans, without discrimination as to race, religion, color, ethnic culture, sexual orientation, or national heritage. The board may open certain activities to residents who are not veterans, but only veterans are eligible to become club members. The membership may nominate and vote for Friends of the Trilogy Veterans Club status who are also residents of Trilogy at Vistancia, and if not residents, with the approval of the Trilogy at Vistancia Community Association. This recognizes individuals for their assistance to the club. Friends of the Trilogy Veterans Club will not pay dues and will not have a vote in the TVC. Section B Bylaws: All members will have access to these Bylaws via the TVC website. Section C - Guest Privileges: A guest is defined as a veteran who attends a club meeting but is not a club member. This is a one-time privilege. Guests or prospective members may attend one meeting at no charge/fee/cost. The club may, from time to time, open a club event or activity to all Trilogy at Vistancia residents. This definition of Guest Privileges does not apply to such events or activities. Section D - Dues: $5.00 per person per year for existing and/or new members and are payable each year on or before January 1 st. Dues not paid within 30 days following this date will be deemed delinquent and the member may be dropped from the rolls. 1

2 Article IV Organization Section A Officers: The club shall have three elected officers, a president, vicepresident, and secretary/treasurer, which together make up the Executive Board. Officers must be full time residents of Trilogy at Vistancia. Section B -Term of Office: All officers are elected for a one-year term; January 1 st through December 31st. No person may serve more than two full terms in the same position. Section C - Election of Officers: Any member in good standing may nominate another member for an officer position or may offer to have his/her name placed in nomination for any office. Nominations will be gathered before and during the October meeting. Elections will be held during the November meeting by secret ballot. Only members in attendance or who have submitted an absentee ballot prior to the meeting are eligible to vote. A majority of the tally for each office will justify an election for each office provided that the members present and absentee ballots are at least 30% of the entire membership. The Secretary/Treasurer and the Membership Chair will tally the votes and announce the results at the November meeting. The new officers will attend the December board meeting as guests and assume their responsibilities on January 1 st. In the event that there is a tie between two candidates for the same office, the final selection will be made by the Executive Board. Section D Committees/Missions: The TVC shall have the following standing committees that support the various missions that the TVC provides, where each committee is made up of one or more club members: Membership responsible for conducting membership drives, tracking membership, promoting new membership throughout the Trilogy at Vistancia community, and maintaining membership contact lists. Publicity responsible for all communications to publicize club activities. Social Activities and Legislative Affairs organize social activities to promote TVC relationships as well as interface with community on legislative affairs activities. Soldiers Best Friend provide support and resources to that organization. Madison Street Outreach - provide support and resources to that organization. Veterans Furniture Center (VFC) provide pick-up and delivery volunteers for the VFC and interface with Luke Air Force Base for airman assistance with this TVC mission. Arizona StandDown provide support and resources to that organization. Toys for Tots collect toys and provide assistance for this organization. Adopt-A-Street provide cleanup services along adopted street. Club members may serve on more than one committee, but no person may chair more than one committee. Club officers may also serve on committees, but no officer may 2

3 chair a committee. The creation of a new standing committee requires a modification to these bylaws and approval of the club membership. Section E - Additional Committees: The Executive Board may create additional temporary committees or ad hoc committees at any time. Section F Board Members: The nine-member Board shall consist of the Executive Board of the three elected officers as defined in Section A, and the chairs of five committees/missions as listed in Section D. In addition, there will be an At Large Member of the Board nominated and elected by the membership. All board members serve without compensation of any type. The Board shall be chaired by the current club president. All board members must be members in good standing of the Trilogy at Vistancia Community Association. Although there are nine committees/missions defined in Section D, the Trilogy at Vistancia Community Association allows only a maximum of nine members on a club s board. For the TVC, this will consist of the three elected officers, five committee/mission leaders selected by the Executive Board, and the At Large Member. Section G Appointment of Committee Chairs/Mission Leaders: Committee chairs shall be appointed by the Executive Board in January of each year. Section H - Vacancies: In the case that any officer or committee chair is unable to serve their full term, a replacement will be appointed by the Executive Board. Section I Board Meetings: Board meetings shall be held as scheduled by the President, normally monthly. Special meetings may be called by the President or by a majority of the Executive Board, at any time with a minimum of two days notification to all board members. Board meetings require a quorum of the board, two of whom must be club officers. The Secretary/Treasurer shall take minutes at all board meetings. In the event that the Secretary/Treasurer is not in attendance, the presiding officer shall appoint another board member to take the minutes. All board meeting minutes shall be made available to the members, after the board approves them. Section J Responsibilities: The Executive Board shall direct and supervise the administration and management of the TVC. All board members are expected to attend all board, annual and special meetings of the board in so far as practical. Section K Authority: The Executive Board shall have the authority to create standing rules and procedures not in conflict with the Trilogy at Vistancia Community Association Rules or with these bylaws. The Board shall have the authority to make decisions regarding any and all club activities that operate within the standing rules and procedures of the club and do not conflict with the Trilogy at Vistancia Community Association Rules or these bylaws. 3

4 Section L - Decisions by the Executive Board: All decisions requiring a vote of the Executive Board are made by simple majority. Section M Decisions by the Board: All decisions made by the board require a simple majority of those present. A quorum of board members, including at least two officers, must be present to conduct a vote. In the event of a tie vote among board members the President s vote shall prevail. Article V Financial Section A Budgets: The Secretary/Treasurer will prepare an annual budget itemizing projected income and expenses for the year. This budget will be submitted to the Executive Board for approval by January 31st. The budget will be finalized and approved by the Executive Board by the February board meeting. The Secretary/Treasurer will present the budget to the members at the following general meeting member meeting. Section B Authorizations: The Secretary/Treasurer is authorized to issue checks for authorized expenses up to a maximum of $50 providing the total amount expended for the year does not exceed the line item amount for this purpose in the budget. Expenses in excess of $50 require the approval of the Executive Board. The Secretary/Treasurer is authorized to issue checks for budgeted items. The Executive Board may authorize non-budgeted distribution up to $250. Any non-budgeted distribution in excess of $250 shall require the approval of the majority of the board members. The above notwithstanding, the club s treasury may not go into debt at any time for any purpose. Section C - Signatory Requirements: Per the Trilogy at Vistancia Community Association, two signatures are required on all checks. All Executive Board members shall have signatory authority on record with the bank. Section D Records: The Secretary/Treasurer shall maintain accurate and up-to-date financial records in accordance with accepted accounting practices. Section E Monthly Reports: Monthly financial reports shall be available to any member at any time upon request. Section F Audited Records: Financial records shall be audited on an annual basis in accordance with Trilogy at Vistancia Community Association Rules, Paragraph 9. The President shall appoint two members to conduct this audit. An audited financial statement shall be submitted to the members in January for approval. 4

5 Article VI Bylaw Governance, Approval and Amendment Section A - Governance: These bylaws shall serve as the governing rules for the operation of the TVC. Section B - Compliance: These bylaws willfully comply with all federal and state laws and the Trilogy at Vistancia Community Association s governing documents. In the event of a conflict between the bylaws and the Association s documents or rules, the latter shall apply. Section C - Approval: These bylaws have been approved by a majority vote of those present at a general meeting of the TVC, as certified below by the club Secretary/Treasurer. Section D - Amendments or Revisions: This document may be amended or revised as necessary from time to time. All such amendments or revisions shall be in writing and must be approved by the Executive Board. All amendments or revisions shall be submitted to all members electronically. A one month period will be allowed for review after which a vote will be taken at the following monthly meeting. Approval requires simple majority of all votes received. Certified as approved by vote of the general membership Signed: TVC Secretary/Treasurer Date: 5