BY-LAWS TRILOGY AT VISTANCIA

Transcription

1 BY-LAWS FOR THE TRILOGY AT VISTANCIA VETERANS CLUB SUBMITTED BY Scott Duke, President, Trilogy Veterans Club APPROVED BY Gregg Snyder, Lifestyle Director, Trilogy at Vistancia 1

2 TABLE OF CONTENTS Paragraph Page Table of Contents 3 1. Purpose 3 2. Mission / Mission Statement 3 3. Governance 3 4. Compliance 3 5. Approval 3 6. Amendments & Revisions 3 7. Article I General 3 8. Article II Meetings 4 9. Article III Membership Article IV Organizations Article V Financial Article VI 501(c)(3) Non-Profit Status 7 Attachment One Duties/Responsibilities of Board of Directors 8 2

3 TRILOGY VETERANS CLUB BY-LAWS 1. PURPOSE. The purpose of these By-Laws is to define the mission, authority, roles and responsibilities of the Trilogy at Vistancia Association Veterans Club. 2. MISSION. The Trilogy Veterans Club (TVC) is a service and social club, working to aid those veterans who are in need, but also socializing with different events. We are organized exclusively for charitable and educational purposes, making of distribution to organizations that qualify as exempt organizations described under Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code. We have developed Fact Sheets have been written for each of the club s missions and are available on the club s website. 3. MISSION STATEMENT: The Trilogy Veterans Club s mission is to engage military veterans, cultivate fellowship, create missions and opportunities that support military veterans in need; undertake support for charitable, social, and community events, which honor veterans and military service; and to advocate for legislation that promotes benefits to military veterans and their families. 4. GOVERNANCE. These by-laws shall serve as the governing document for the operation of the TVC. 5. COMPLIANCE. These by-laws comply with all federal and state laws and the Trilogy at Vistancia Community Association s governing documents. In the event of a conflict between our By-Laws and the Association s documents or rules, the Association s rule will have priority. 6. APPROVAL. These by-laws have been approved by a majority vote of those present at a scheduled monthly club meeting of the TVC, as certified below by the club. 7. AMENDMENTS AND REVISIONS. This document may be amended or revised as needed to ensure compliance and standardization. All such amendments or revisions shall be in writing and must be approved by the Board of Directors. All amendments or revisions shall be submitted to all TVC members, electronically (usually by ). A 30-day period will be allocated for members to review. After which, a vote will be taken at the next scheduled monthly club meeting. A simple majority of those present will allow for passage/approval. ARTICLE I (GENERAL) Section A - Name of Organization: Trilogy at Vistancia Community Association Trilogy Veterans Club (hereafter referred to as Trilogy Veterans Club, or TVC) Section B Purpose of Organization: To provide an organized framework under which Trilogy at Vistancia military veterans (US and allied military veterans) may engage in volunteer activities to support other veterans and active military personnel, who may be in need of assistance. 3

4 Section C President s Award of Merit: An award given by the outgoing President (concluding his full term) to Trilogy Veterans Club member(s) who have volunteered their time in a significant and consistent manner to either a club mission and has contributed to an outstanding degree, their services, ideas, developments, or accomplishments in these core or seasonal areas as well as other relevant volunteer efforts for veterans in his/her community. Additional consideration may include this veteran s work in enhancing the overall ability of the club to carry out its missions. Section D Monthly Raffle: Each month the club will offer a $1 raffle to club members in return for a $25 gift card from a local establishment. The proceeds from the raffle will be added to the club s bank account and be used for club activities: Section E Luke Air Force Base Volunteer Recognition Program: A recognition program has been established for use with Airmen from Luke AFB. Details and procedures are outlined in a briefing, maintained by the club s Mission Leader for Luke AFB Volunteer Program and located on the club s website. Section F Website/Social Media/Newsletter: The Trilogy Veterans Club has a website (tvaveteransclub.weebly.com) for membership use and is maintained by the Secretary. A newsletter ( The Vet Connection ) is created by an appointee and distributed to all club members prior to the monthly meeting of the membership. ARTICLE II (MEETINGS) Monthly Club Meetings: The last Tuesday of each month, the general membership of the TVC shall meet at the Kiva Club (normally in the Center for Higher Learning), starting at 4:00 pm. Date/Time may change due to circumstances beyond TVC s control or to better achieve club objectives. Board of Directors (BOD) Meetings: Prior to the general membership meeting, the TVC President may call a Board of Directors meeting to cover administrative matters and prepare for the monthly membership meeting. The Board of Directors consists of; President, Vice-President, Secretary, Treasurer, Manager of Charities and the two (2) Members-At-Large. Special Meetings: At the discretion of the President, or a majority of the Board of Directors, a special meeting maybe called at any time, preferably 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 shall take minutes at all board meetings. In the event that the Secretary is not in attendance, the TVC President 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. Meetings of any kind within the TVC will not utilize Robert s Rules of Orders, but rather a simple vote, majority rules. 4

5 5 ARTICLE III (MEMBERSHIP) Section A - Eligibility: Membership is open to all residents of Trilogy at Vistancia, in good standing (dues are paid in full), who are US or 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 are not due-paying members and will not have the right to vote in the TVC. Section B Bylaws: All members will have access to by-laws 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: $10.00 per person per year for existing and/or new members and are payable each year on or before January 1st. Dues not paid within 30 days following this date will be deemed delinquent and the member may be dropped from the rolls. Dues may be raised as needed, upon Board of Directors approval and a majority vote by membership. Any new members after August 31 st will have their membership dues cover the remaining of the year, plus the next full-year. Section E New Member Information: Upon payment of dues, each new member shall receive an e- mail from the club s secretary with the following documents; welcome letter from President, contact information of all board members, and a Trilogy Veterans Club brochure. Section F Additional Committees: The Board of Directors may establish (temporary/permanent) additional sub-committees or ad-hoc committees, when deemed appropriate. ARTICLE IV (ORGANIZATION) Section A Club Officers: The TVC shall have five (5) elected officers; President, Vice-President, Secretary, Treasurer, Manager of Charities, and two (2) members at large. These positions comprise the Board of Directors (BOD). Specific roles/responsibilities for each position are outlined in Attachment 1 of this document. Note 1: Elected positions must be full-time residents; however, all other positions are open to the full club membership. Note 2: The club will have a Director of Communications position (non-board member), but duties are currently performed by club president. Section B -Term of Office: All Board of Director positions are elected for a 2-year term; January 1 st December 31 st. There are no term limits; however, no Board member can hold more than one (1) board position at a time. 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.

6 Nominations will be gathered before and during the October meeting. Elections will be held during the November meeting by secret ballot. If there is only one nominee for an elected position, voting can be accomplished by acclamation. Only members in attendance or who have submitted a signed 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. The Secretary will tally the votes and announce the results at the November meeting. The new officers will assume their responsibilities on January 1st. In the event that there is a tie between two candidates for the same office, the final selection will be made by the Board of Directors. Section D Committees/Missions: All club missions will be approved by the Board of Directors and voted on by the membership. The President will name mission leaders/committee chairs, and their duties/responsibilities are defined in Mission Fact Sheets, given to each mission leader and posted on the club s website. Section E Board Members: The seven-member Board of Directors shall consist of the elected officers as defined in Section A, and two (2) At Large Members nominated and elected by the President and approved by membership with a simple majority. All Board of Directors serve without compensation of any type. The Board of Directors shall be chaired by the club president. All Board of Directors must be in good standing of the Trilogy at Vistancia Community Association. Section F - Vacancies: In the case that any officer or committee chair is unable to serve their full term, a replacement will be appointed by the Board of Directors. Section G Responsibilities: The Board of Directors shall direct and supervise the administration and management of the TVC. All Board of Directors members are expected to attend all board, membership, executive, and special meetings of the board whenever practical. Section H Authority: The Board of Directors 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 of Directors 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. Section I - Decisions by the Board of Directors: All decisions requiring a vote of the Board of Directors are made by simple majority. A quorum of Board members must be present to conduct a vote. ARTICLE V (FINANCIAL) Section A Funds: In-coming funds and out-going funds will be tracked by the Treasurer and documented accordingly. The Treasurer will present a summary of the overall expenditures to club membership each quarter, during the monthly club meeting. Section B Authorizations: The Treasurer is authorized to issue checks for authorized expenses up to a maximum of $100. All expenses require the approval of the Board of Directors and requires two signatories. The Treasurer is authorized to issue checks for approved expenses. The Board of Directors may authorize distribution up to $500. 6

7 Any distribution in excess of $500, or 20% of the total TVC balance (whichever is less) shall require the approval of the membership. The above notwithstanding, the club s treasury may not go into debt at any time. Section C - Signatory Requirements: Per the Trilogy at Vistancia Community Association, two signatures are required on all checks. All Board members, except Members-At-Large shall have signatory authority on record with the bank. Section D Records: The 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. ARTICLE VI (501(c)(3) Non-Profit Status) Section A - All funds received by the Trilogy Veterans Club, whether by donation, fundraising or otherwise, shall be disbursed for the purposes of the organization that are consistent with the organization s tax status, and upon the majority vote of members in attendance when the proposal of such disbursements is presented. Section B - No elected officer or committee member of the Trilogy Veterans Club shall be personally liable for any breach of duty of care, breach of fiduciary duty, or other duty as an officer or committee member. Section C - Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by a court of competent jurisdiction in the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes. Certified as approved by vote of the general membership Signed: President, Trilogy Veterans Club (TVC) Date: 7

8 ATTACHMENT ONE DUTIES/RESPONSIBILITIES OF BOARD MEMBERS 8 President Position Vice-President Secretary Treasurer Duties Overall responsible for the management and operation of the club. Presides over meetings of the club. Calls special meetings of the club. Facilitates board meetings. Appoints committee chair(s). Serves as spokesperson for club. Obtains Guest Speakers for monthly meetings. Serves as a secondary signatory on financial accounts. Assists all Board members. Represents organization at official functions. Provides encouragement and motivation to fellow officers and club members Assumes the duties of the President in his or her absence. Represents organization at official functions. Provides updates to community at Coffee Talk. Legislative Issues Performs other duties as directed by the Club President Responsible for meeting minutes at all related board meetings and membership meetings. Ensures website is current, accurate, and informational. Keeps and distributes minutes of each meeting of the club. Maintains membership directory. Maintains membership form. Ensures new members obtain information/documents about club Performs other duties as directed by the Club President. Is familiar with accounting procedures and policies. Serves as final signatory on financial accounts. Collects Club dues. Tracks all in-coming/out-going funds. Prepares all budget requests for funds. Coordinates fund-raising drives. Pays Club bills. Coordinates with Manager of Charities on 501(c)(3) issues. Performs other duties as directed by the Club President. Manager of Charities Obtains Grants, donations, and works with charitable organizations. Organizes fund raising events for club membership. Coordinates efforts with club Treasurer to ensure accountability of 501(c)(3) issues. Performs other duties as directed by the Club President Director of Communications Creates and Distributes club newsletter. Primary Speaker for Coffee Talk Maintains club s General Briefing to the Public Coordinates club activities with local Veterans Clubs.

9 Develops and distributes business cards for club officers. Develops and Updates Luke AFB Volunteer Program Presentation Develops monthly Board of Directors Slides Develops monthly Club Membership Meeting Slides Sends out information/direction on behalf of the Club President Performs other duties as directed by Club President Members at Large Ensures club membership has a voice at board meetings. Alternate speaker for Coffee Talk. May serve as a committee chair on missions. Performs other duties as directed by the Club President. 9