GOOD SAMS OF FLORIDA, INC. CONSTITUTION AND BY-LAWS

Transcription

1 GOOD SAMS OF FLORIDA, INC. CONSTITUTION AND BY-LAWS FEBRUARY 2005

2 TABLE OF CONTENTS Page CONSTITUTION... I MEMBERSHIP... 2 DUTIES & POWERS OF STATE COMMITTEE... 2 DUTIESOF OFFICERS StateDirector... 3 StateSecretary... 4 StateTreasurer... 5 StateChaplain... 6 StateEditor... 6 State Wagonmaster... 6 AssistantState Director... 6 StateHistorian... 7 StateLegislative Officer... 7 StateParliamentarian... 7 StateProperty Manager... 7 UNAUTHORIZEDUSE OF FUNDS... 7 RESIGNATIONS... 8 MEETINGS, NOTICES, QUORUMS... 8 ORDER OF BUSINESS-RULES OF ORDER... 9 NOMINATIONS, ELECTIONS, VOTING... 9 MISCELLANEOUS...10 DISTRIBUTIONOF ASSETS...11 DISTRIBUTION: One copy of each Chapter President, Vice-President, Secretary-and Treasurer. One copy of each State Staff Officer. These By-Laws were compiled and revised by the State Committee in August, 1981, in accordance with letters from International Headquarters dated February 1977 and July APPROVED: February 5, 1982 APPROVED: June 2, 2005 By International Headquarters The Good Sam Club P.O. Box 500 Agoura, Calif Revised January, Revised and Approved by State Committee November, Revised and Approved by State Committee February, This printing incorporates all revisions through February, Approved: June 2, 2005 by International Headquarters The Good Sam Club, P.O. Box 8540 Ventura, CA

3 ARTICLE!: NAME CONSTITUTION The name of this organization will be the Good Sams of Florida, Inc., of the International Good Sam Recreational Vehicle Club. It shall be comprised of duly recognized Good Sam Chapters operating as local units, grouped into areas, within the State of Florida. This organization will recognize the International Good Sam Club's Constitution and By-Laws as their ultimate body of law. ARTICLE II: Section 1: The term "Club" shall be the International Good Sam Recreational Vehicle Club. Section 2: The term "Good Sams of Florida, Inc." shall be the entire state of Florida as used in any manner relating to Good Sam activities sponsored by the State. ARTICLE III: QUALIFICATION OF MEMBERSHIP Membership in the State organization is limited to those individuals who are members in good standing with both the International Good Sam Club and the State organization, (i.e. have paid Club and State membership dues when applicable.) ARTIICLE IV: TERM OF OFFICE All elected Officials (officers) shall not serve more than Two (2) Terms (2 years per term) in office, not to exceed a total of Four (4) years. All elected and appointed Officials must have ownership of a recreational vehicle during their term of office. ARTICLE V: AMENDMENTS Amendments to this Constitution may be made by a majority vote of the members of the State Committee present at any regular or special meeting of the Good Sams of Florida, Inc. All State Committee members must be notified by mail of proposed amendments in full. BY-LAWS ARTICLE I: STATE COMMITTEE MEMBERSHIP The State Committee shall be comprised of all local Chapter Presidents or their duty appointed representatives. ARTICLE 1I: DUTIES AND POWERS OF THE STATE COMMITTEE (a) Be the sole possessor of the privilege to vote. (b) Enforce the authority given it under the Constitution and take such action to serve the best interests of the International Club and local chapters. (c) Hold regular and special meetings. (d) Make and amend rules or regulations. (e) Elect a State Treasurer. (f) Establish, regulate and control a State Treasury. (g) Establish the amount of bond necessary to cover the State Treasurer. (h) Levy a reasonable annual fee upon each local chapter for the purpose of deffaying expenses of the State Organization at the last semi-annual meeting, based upon proposed budget for the ensuing year. (i) Appoint Budget, Audit and By-Laws Committees. () I. To name a person that, in the event the signer or countersigner of State checks resigns, moves from the State, or for any reason cannot perform his/her duties, will assume the duties of that signer or countersigner to the extent that those duties affect State property. All members of the State can be considered when naming this person except the following officers and their spouses: State Director, State Treasurer, State Wagonmaster and State Secretary

4 ARTICLE II: (j) (continued) ARTICLE III: Section 1 (c) (continued) The above person will be named at the first semi-annual meeting of the State Board by the State Committee, but will have no title duties until such time as the signer or countersigner cannot perform as stated above. At that time this person would assume the title of Administrator. The position would only be interim until an election could be held arid/or an appointment be made or the Officer affected could resume the duties. 3. In the event the above named person holding another office in the Club, State or a Chapter at the time he/she assumes the duties of Administrator, he/she will either resign such other office or secure a leave of absence from such other office. 4. This section shall in no way infringe upon the rights of the Executive Director of the Club or the rights of any other officer as stated otherwise in the Club and/or State Constitution and By-Laws. ARTICLE III: DUTIES OF OFFICERS (d) (e) (f) (g) (h) (i) (j) and general policies of the State. Act as the advisor in the administration of the State and Chapter business. Officiate as the highest official of the State at all Samborees. Exercise the power of the vote only in the case of a tie where policy matters are being enacted. Appoint the State Secretary, Assistant Directors, Wagonmaster, Chaplain, Editor, Assistant Editors, Historian, Legislative Officer, Parliamentarian, and Property Manager. None of the foregoing may hold another post, position or office within the International Club or State Organization. The State Director will see that no Chapter Officers, with the exception of those authorized to officially vote for the Chapter at State meetings, may concurrently hold any State Staff position except with special approval of the Executive Director. Submit to the Budget and Audit committee a budget for the ensuing year prior to the first semi-annual State Committee meeting. Appoint an administrator to carry out assigned duties as needed, his/her Term shall coincide with that of the current Director, however, may be reappointed by the newly elected Director. Section 1: STATE DIRECTOR - The State Director shall have the following duties: (a) Preside at all regular and special meetings of the State Committee. (b) Represent the State membership to the International Club. (c) Represent and uphold, to the State membership, the Constitution and By- Laws of the International Club as well as the general policies- Also, uphold and administer the Constitution, By-Laws Section 2: STATE SECRETARY - The State Secretary shall have the following responsibilities: (a) (b) Keep a record in full of all proceedings of meetings of the State Committee as well as all official meetings of the State Director and submit copies of these minutes to all State Committee members. Have custody of the Constitution and By-Laws and the Corporate Seal.

5 ARTICLE III: Section 2 (continued) (c) (d) (e) (f) Keep a record of the pertinent data relative to all State Chapters. Transmit notices of all meetings as to the date, time and place to all persons required to receive such notices. File and maintain all documents, records, reports and other official documentation or correspondence relating to the operation of the State Committee. Turn over to the appointed successor all records, documents and other material necessary to that office within thirty (30) days after leaving office. Section 3: STATE TREASURER - The State Treasurer shall have the following responsibilities: (a) (b) (c) (d) Pay all bills contracted by the State Committee or other authorized persons providing such expenditures has been approved by the State Committee. Keep a true, accurate and complete accounting of all monies and properties received and disposition made thereof. All state checks issued for expenditures shall have two authorized signatures (State Director, State Treasurer, State Secretary (Administrator when authorized} at all times. State Director and State Treasurer first signers; in their absence, the State Secretary/ Administrator. Make reports in writing at each State Committee meeting regarding all receipts and disbursements. An annual report as designated by the State Committee, but usually at the last semiannual meeting, reflecting the entire year's activities of the State Treasurer will be made and presented to the membership at large. Submit to the Budget and Audit Committee, at a date designated by the State Committee, but prior to the last semi-annual meeting, all records, ARTICLE III: Section 3 (d) (Continued) vouchers and any other material necessary to conduct a complete and thorough audit. (e) Collect all fees and monies required by the State Committee and deposit same in designated depositories. (1) Prepare, if necessary, the required tax forms, both Federal and State, and pay such taxes required. (g) Notify each Chapter President no later than November 1st of each year the amount of the fee levied by the State Committee for the coming year. The fee will be required by the State Organization no later than the 15th day of December every year. (h) Turn over to the elected successor all records, documents, and other material necessary to the office of the State Treasurer immediately after audit. (i) Submit a budget for the ensuing year prior to the first semi-annual meeting to the Budget and Audit Committee. {j} Will be the Chairperson for all State Director elections. Section 4: STATE CHAPLAIN - The State Chaplain shall have maintenance of all religious oriented material that is the property of the Good Sams of Florida, Inc. Section 5: EDITOR - The Editor shall have the following duties: Coordinate the collection of all Good Sams of Florida news, both individual and chapter, for the publication in local publications. Section 6: STATE WAGON MASTER - At the direction of the State Director, the Wagonmaster will be responsible for selecting the sites for all State Samborees, including the preparation and development of related budgets and financial reports. The Wagonmaster may appoint an Assistant or Assistants who will, under his/her direction, be responsible for development of State Samborees

6 ARTICLE III: Section 7 Section 7: ASSISTANT STATE DIRECTOR - The Assistant State Director will be assigned responsibility for a particular geographical section of the State, and will serve as the representative of the State Director for this area. The duties of the Assistant State Director are: (a) (b) (c) (d) (e) To assist in organizing local chapters. To supervise State functions in their assigned areas under the direction of the State Director. To act as advisor to local Chapters when requested and be available to install their officers. Other duties designated by the State Director. Assistant State Directors will be reimbursed for travels on visits to their assigned Chapters within a budget established at the first semi-annual State Committee meeting. Section 8: STATE HISTORIAN - The State Historian is responsible for keeping a record of all functions held by the State Organization. Section 9: STATE LEGISLATIVE REPRESENTATIVE The Legislative Representative is responsible for keeping track of all potential laws affecting RV owners within the State and for notifying the State Staff and State Committee of such, and to perform other duties as designated by the State Director. Section 10: STATE PARLIAMENTARIAN - The Parliamentarian is responsible for assisting the State Director on matters of parliamentary procedures in the conduct of State Committee Meetings, providing assistance to the State's Chapters in matters pertaining to their Constitution and By-Laws, and to perform other duties as assigned by the State Director. Section 11: STATE PROPERTY MANAGER - The Property Manager is responsible as custodian for the maintenance of all State property, for maintaining a current inventory of State property and providing same for annual property audit, and for providing property input to the State Director's budget. 7- ARTICLE IV: UNAUTHORIZED USE OF STATE FUNDS In no case shall any of the State funds be used for entertainment, travel or any other type of reimbursement of expenses by any member of the State Committee unless expressly authorized by the State Committee. ARTICLE V: RESIGNATIONS (a) (b) Any member of the State Committee may resign his/her membership thereto at any time for any reason. Resignations must be in writing and addressed to the State Director. Resignation from the State Committee in no way cancels the membership of the individual in International Club or an individual Chapter, however, the resigning member may not continue to hold office as President of his/her Chapter. Resignations from the State Staff may be made at any time for any reason. Resignations must be in writing and addressed to the State Director. Resignation in no way cancels the membership of the individual in the International Club or in individual Chapters. ARTICLE VI: MEETINGS, NOTICES AND QUORUMS Section 1: The fiscal year of the Good Sams of Florida, Inc. shall be fromjanuary 1st through December 31st of any calendar year. Section 2: There shall be two (2) regular business meetings per year. State Committee approves date. Section 3: Special meetings may be called by the State Director at his/her request and discretion. Special meetings must be called by the Secretary upon written request signed by twenty five percent (25%) or more of the members of the State Committee. Section 4: Notice of the next meeting of the State Committee as to the date, time and place will be made at the conclusion of each meeting, if at all possible, but must be published at least -8-

7 ARTICLE VI: Section 4 (continued) thirty (30) days prior when actually known. Special meeting notices will be made by the Secretary by the fastest means possible to all members of the State Committee and no later than ten (10) days prior to the said meeting. ARTICLE VIII: NOMINATIONS, ELECTIONS AND VOTING Section 1: Nominations for the office of the State Director shall be in accordance with instruction as set forth by the International Club. Section 5: A quorum for any called meeting of the State Committee shall be no less than twenty-five percent (25%) of the State Committee, the State Director or assigned delegate and one (1) member of the appointed officers in attendance. For any appointed committee meeting, a total of three (3) members must be present, one being the Committee Chairman. ARTICLE VII: ORDER OF BUSINESS AND RULES OF ORDER Section 1: The following order of business shall be observed at all meetings unless changed by the State Director or Committee Chairman at the outset of the meeting. Pledge of Allegiance to the Flag Invocation (if desired) Reading of Good Sam Pledge Roll Call Reading of minutes of the previous meeting Report of Treasurer Report of the Wagonmaster Reports of Committee Chairman Reports of Assistant State Directors Correspondence and Communications Unfinished business Elections of Officers (only at specific times) New Business Adjournment Section 2: Orderly parliamentarian procedures shall govern in accordance with recognized authority upon the subject, such as Robert's Rules of Order. Section 2: Elect a State Treasurer for a two (2) year period. This election will be held in the same year as the National election of State Director. The Chapters will be notified of the election prior to the election year. Chapter nominations shall be submitted to the State Secretary in a double sealed marked envelope by the first semi-annual State Committee meeting. The envelopes shall remain sealed and turned over to the nomination/election committee, which will consist of one member appointed by the State Director who will become chairman. The remaining two will be appointed by the State Committee. The appointed committee will prepare a ballot with all nominees thereon, and this ballot will be mailed by the State Secretary to each chapter in the state for their vote for one nominee for State Treasurer. This ballot will be returned to the State Secretary prior to the last State Committee meeting of the election year. The election committee will count the ballots and report their findings to the State Committee. The incumbent Treasurer shall remain in office until relieved by the newly elected State Treasurer who will take office in January following the election. Section 3: To ensure equal voice in any deliberation for any matter arising before the State Committee requiring a vote, each Chapter President or his/her designated representative is assigned one (1) vote.. Section 4: No person shall be eligible for nomination to any office or committee unless he/she indicates willingness to serve if elected or appointed. Section 5: Appoint a Budget-Audit Committee which will be composed of three (3) members in good standing of Good Sams of Florida, Inc. whose duties are to develop an annual budget and audit of the State Treasurer. The State Director and Treasurer will be members of the Budget Committee only

8 ARTICLE 1X: MISCELLANEOUS ARTICLE X: DISTRIBUTION OF ASSETS AFTER TERMINATION The following rules are set forth and will be adhered to by all concerned. (a) No member of any Chapter shall have, as an individual, any interest in, or title to, (a) No officer or member of the State any assets of any State Chapter of which Organization shall contact any he or she may be a member, as such assets indebtedness in the name of the State shall be devoted exclusively to the Organization unless previously authorized purposes of the individual Chapter, the by the State Committee. Good Sam Organization and to all its (b) When an account authorized by the State facilities within the State of Florida. P Committee is closed, all funds remaining (b) Should Good Sams of Florida, Inc. decide shall be returned to the Treasury with full to disband, all monies and properties shall and complete accounting. be distributed to a charity to be determined (c) Every appointee to any committee shall by the current State Committee. hold office at the pleasure of the appointing authority, but not beyond the term of office of that appointing authority. (d) All Chapters will only use the Good Sam name and logo in good taste and to promote the Good Sam Pledge and Chapter activities in a manner consistent with the Constitution, By-Laws and General Policies of the International Club. (e) All Chapter Presidents, or their designated representative, will attend at least one State Committee meeting each year. (f) All Chapters agree to cease and desist from all use of the Good Sam name and logo upon loss of the Chapter from the International Club for any reason. (g) STATE COLORS: The state Good Sam Colors will be a bright orange. This color will not be duplicated by any Chapter in the way of vests, jackets or other outer garments. All Chapter colors and logos shall be approved by the State Director. (h) Past Florida State Directors and incumbent State Staff will be given complimentary entrance to all State Samborees

9 IMPORTANT: NOTES This Constitution and By-Laws is to be used by the incumbent Chapter Officers and is to be passed along to the succeeding Chapter Officers