Central Oklahoma Parrot Head Association By-Laws
This
organization will be called the Central Oklahoma Parrot Head Association (COPA)
A.
Membership in the Central Oklahoma Parrot Head Association shall be open to
anyone meeting membership requirements specified in Article II Section B.
B. Membership requirements are as follows:
1.
Pay dues according to a schedule set and approved by a majority vote of the
Executive Committee prior to December 31 of each year.
2.
Appreciation of Jimmy Buffett’s music.
3.
Interest in community service and environmental concerns.
4.
Commitment toward achieving the goals of the organization.
C.
Payment of dues
1. Payment of dues will be made annually by the end of
December for all current members. For new members, dues will be pro-rated
for the remainder of the current year (through December).
2.
By a majority vote, the Executive Committee (ExComm) can waive, reduce or extend
the deadline for payment of dues for any member due to financial hardship.
Requests for such provisions must be submitted in writing to any member of the
ExComm within 30 days of his/her anniversary date.
D.
Refund of Dues
1.
Refunds of dues are only made with a majority vote of the ExComm.
2. Any persons wishing to terminate his/her membership will not be refunded any
portion of his dues without a majority vote of the ExComm.
3.
If the ExComm determines by majority vote that a person does not meet the
requirements of membership stated in Article II Section B, the ExComm can refund
a portion of that person’s dues pro-rated by the number of days remaining
until the end of the year, thus terminating membership in the organization and
all rights and privileges therewith.
4.
Any person who has not paid dues by the end of the year will be considered to
have terminated his membership. Payment of dues will reinstate his
membership.
III.
APPOINTIVE CHAIRPERSONS/EXECUTIVE COMMITTEE
A. Appointive Chairpersons:
1. The President
can select any Member, subject to a majority vote of the ExComm, to serve in any
committee chairperson position that the ExComm has created.
2. The tasks of the appointed chairperson and their committee
will be defined by the ExComm.
3. Committee members serve at the discretion of the committee
chairperson in charge of that committee.
4. The committee chairperson may be removed by a 2/3 vote of
the ExComm.
B. Executive Committee:
1. The
organization will be managed and operated by the ExComm. The Ex Comm will
consist of the current club officers, as well as additional Members (including
chairpersons) appointed by the Board.
2. All
elected and appointed members of the ExComm must be current members in good
standing of the organization.
3. No appointed
position of the ExComm will have a vote in any ExComm decision.
4. The
ExComm may appoint event chairpersons who will become a non-voting member of the
Executive Committee from the time of their appointment until the date of the
event for which they were appointed.
5. Trina
Geer and Leanna Olson are recognized as the co-founders of the Club and as such
their club membership dues are waived for life.
6.
The ExComm will meet at least quarterly and the President may convene additional
meetings at their discretion.
7.
The quorum shall consist, for any meeting, of 6 of 9 members of the ExComm.
8.
In the event that any
business must be decided by the ExComm between
scheduled meetings, the President may conduct a meeting by telephone or e-mail
of each member of the ExComm, either
individually, or as a group. Regular quorum rules apply with each voting member
considered present.
9.
In the event that a matter requires that a vote be taken via telephone, the
President will contact each ExComm member and will be responsible for reporting
the results of the vote, complete with each Board member’s vote to the entire
ExComm via Email.
10.
No member of the ExComm may hold more than one proxy for a meeting of the ExComm.
11.
All members of the ExComm will be entitled to vote on all matters of
administration unless otherwise specified in the bylaws. A majority vote is
required to adopt any motion introduced at a ExComm meeting.
12.
In the event of a tie vote in which each member of the ExComm has cast a vote,
the tie will be broken by a vote of the President.
13.
Failure to attend or submit a proxy for three (3) consecutive meetings by any
member of the ExComm shall be viewed by the ExComm as the resignation from that
office and that member is ineligible to run for any ExComm position for a period
of two years from the date of resignation.
Each
officer’s term will consist of two (2) years running from January 1 to
December 31 (the position of President, VP of Events & Entertainment,
Director of Membership, Director of Charities & One Member at Large will be
elected for a two-year period for odd CYs. The remaining positions of Vice
President, Secretary, Treasurer, and One Member at Large will be elected for a
two-year term of even CY’s selected by a majority vote of the general
membership as follows:
1.
No later than September 15 of each year, an “Election Officer” will be
selected by the current President to serve as the individual who takes
nominations and counts the votes for the board members. This individual will not
be a current member of the board nor will he or she be a current club leader or
representative, but must be a member in good standing of a club in good standing
of the Central Oklahoma ParrotHead Association.
2.
The Election Officer will publish notice in the October newsletter. The Election
Officer will accept nominations for each office from members in good standing.
Members may nominate themselves or another person. If another person is
nominated, the Election Officer must verify that person’s intent to run for
office. Each position must have at least one candidate nominated.
3.
Each board member who wishes to continue on the board in his or her current
capacity or in another position, must be nominated by another board member. He
or she cannot nominate himself or herself.
4.
Any board member not wishing to serve the following calendar year should inform
the Election Officer that they do not wish to continue.
5.
All nominations must be received by the Election Officer not later than October
29. Failure of a current Board member to timely submit his or her own nomination
is considered resignation from the Board.
6. The Board Officer will present the slate of candidates to the
board not later than October 31 of each year.
7.
A ballot will be created and mailed or e-mailed with the November newsletter.
Members pay for the postage of the ballot, if mailed. In the event that all
positions are uncontested, the current Executive Committee may vote to accept
the new slate of candidates in lieu of a full election.
8.
All voting by the membership for the next year’s officers must be completed by
December 15.
9.
The Election Officer’s term expires at the close of this election. The
Election Officer’s position may not be repeated by the same individual for 2
years.
10.
In the case of a tie vote, the incoming President will break the tie.
11.
If any member of the ExComm cannot fulfill their term of office, they shall be
replaced by the ExComm at its earliest convenience. The vacancy may be
filled by majority vote of the ExComm until such time that the election process
of the Board can be executed.
ARTICLE
V: OFFICERS AND DUTIES
A.
President:
1. The
President will be the Chief Executive Officer, in charge of the business and
affairs of the Club and have such duties exercised by such an officer.
2. The
President will be the official liaison with other local groups and any other
organization with which the Club wishes to communicate.
3. The
President will preside over all meetings of the ExComm and General Membership.
4. The
President will be the official liaison between the Club and Parrot Heads in
Paradise, Inc. and Margaritaville, Inc as provided for by the Bylaws of Parrot
Heads in Paradise, Inc. and prescribed by the guidelines set forth by Jimmy
Buffett and Margaritaville, Inc.
5. The
President will be the official liaison between the Club and all beer and liquor
manufacturers, their agents and distributors, unless otherwise delegated by the
President.
6. The
President will be exclusively responsible for communications to the general Club
membership and other Clubs in Parrot Heads in Paradise, Inc. unless otherwise
delegated by the President.
7. The
President will have the authority to write checks from all Club checking
accounts in the absence of the Treasurer.
8. The
President will be listed as the Administrator of all accounts pertaining to the
Club website and the Club’s domain name.
9. The
President shall appoint all committee chairmen and any other appointive officers
with the approval of a majority vote of the ExComm and shall make any other
appointments deemed necessary by that body.
10. The
President will be an ex-officio member of all committees.
B.
Vice President:
1.
The Vice President will actively assist the President in administrating the
business of the organization and preside in the absence of the President.
2.
The Vice President will perform all other duties incidental to the office or as
assigned by the President or the ExComm.
C.
Secretary:
1. The
Secretary shall maintain copies of minutes of all the ExComm meetings.
2. The
Secretary shall furnish copies of the minutes to all ExComm members, appointed
officers and to others designated by the ExComm or the President.
3. The Secretary is responsible for the creation, maintenance and direction
of an email roster of the general membership at the direction of the President
and ExComm.
4. The
Secretary shall respond or correspond with other groups or individuals as
requested by the ExComm or President.
5. The Secretary shall see that the newsletter is
printed and distributed to the members upon its completion.
6. Upon
leaving office, the Secretary shall pass on all materials, books, notes and
records, for the present and prior years, in good condition, to the succeeding
Secretary.
D. Treasurer:
1.
The Treasurer shall assume the responsibility for the financial matters of the
group, managing all accounts and financial activities of the Club.
2. The
Treasurer shall attend ExComm meetings and have the books of the organization
ready for examination by any member of the ExComm upon request.
3. The
Treasurer shall present the books annually for inspection by a member of the
ExComm appointed by the President.
4. The
Treasurer shall prepare quarterly financial reports for presentation to the
ExComm.
5.
The Treasurer shall secure
approval for reimbursement/payment of any debts over $50 from the majority of
the ExComm prior to any payment being made.
6.
The Treasurer shall be
permitted to maintain $100 cash to cover any minor
reimbursement/payment of debts as per paragraph 5 above providing the ExComm
with a detailed explanation of debts paid as soon as possible.
7.
The Treasurer shall maintain
an inventory of all Club property including and submit this inventory annually
to the ExComm.
8.
The Treasurer shall provide
the Director of Membership will all membership
applications received once the proper fee has been collected.
9. Upon
leaving office, the Treasurer shall pass on all materials, funds, notes and
records, for the present and prior years, in good condition, to the succeeding
Treasurer.
E. Vice President of Events:
1. The Vice President of
Events shall be responsible for the solicitation and promotion of ideas for
activities in both social and charitable areas.
2. The Vice President of
Events will have the responsibility of making sure that adequate activities are
planned and implemented for the general membership.
3.
The Vice President of Events shall be the primary contact for Regional
Activities and Special events as deemed appropriate by a majority of the ExComm.
4.
The Vice President of Events shall interface with other regional clubs for the
advancement of the Central Oklahoma ParrotHead Association and Parrot Heads In
Paradise.
5.
The Vice President of Events shall oversee the organization and implementation
of all events and may request membership help in the form of committees to help
accomplish these activities.
6. The Secretary is responsible for communicating
with the local media and serve as the club public affairs officer.
F. Director of Membership:
1. The
Director of Membership shall keep accurate membership records and provide a club
roster for the needs and requirements of PHIP and the Board in a format
acceptable to the Board.
2. The
Director of Membership shall keep accurate records of attendance and
participation in club events & activities as defined in the Bylaws.
3. The
Director of Membership shall develop and recommend a membership strategy
consistent with ideals of the Club and PHIP and lead
the club in gaining new members and providing membership forms to prospective
members at all club meetings, socials, events & activities.
4. The
Director of Membership shall make records available to the Board and to others
as authorized by the club President and the Board.
5. The Director of Membership shall receive
all membership applications from the Treasurer and update the member roster as
required.
6. The Director of Membership shall
welcome new members with appropriate acknowledgement and ensure they are
provided with a COPA Club I.D., COPA Oath, a copy of the Club By-Laws and are
briefed on them as required.
7.
The Director of
Membership shall be responsible for
maintaining the Club’s point system for concert tickets.
8. The Director of Membership shall
maintain Club historical records/data dealing with club membership.
G.
Director of Charities:
1. Director of Charities
shall be responsible for establishing and maintaining relations with club
charity/volunteer organizations.
2. Director of Charities shall propose
to the ExComm community service events and make them known to the membership as
required.
3. Director of Charities shall be
responsible for providing (or appointing someone to provide) a sign in sheet for
members to sign at all charity/ community service events.
4. Director of Charities shall be
responsible for maintaining such detailed records of community events and
information pertaining thereof as required by PhiP for charter renewal.
H.
Members at
Large:
1. The Club shall maintain at all times a minimum of two
permanent Member at Large Positions, These positions are elected positions as
per the By-Laws and shall have full voting rights as members of the ExComm.
2. The President may increase & appoint additional Member
at Large positions at the rate of 1 position for every 50 members over 100
members with the prior approval of the ExComm.
These additional Member at Large positions shall be non-voting members of the ExComm.
3. It is the
responsibility of all Members at Large to attend ExComm
Meeting and to present in good faith, the issues and concerns of the membership
of this organization at those meetings.
4. Members at Large may accept a request by the ExComm
or the President to serve as special agents in specific matters.
A.
A general membership meeting will be held at least quarterly at a time and place
to be determined by the ExComm and communicated to the general membership.
B.
All ExComm meetings are open to all members of the organization but only ExComm
members can vote at ExComm meetings.
C.
If no business meeting has been called for 2 consecutive quarters (6 consecutive
months), any member may call a special business meeting by sending a written
notice to each elected officer.
D.
A quorum is necessary at any general membership meeting, which has been
communicated in good faith.
E.
Proxy
1.
Any member of the ExComm who cannot attend a scheduled ExComm meeting may
provide for a written proxy to vote on his/her behalf.
2. No member of the ExComm will be allowed to vote in
absentia through a proxy unless the proxy is in writing and is carried to the
meeting by the person selected as proxy.
A.
Elections and Voting
1. Voting can be held at any time for any reason by a majority vote
of the ExComm. Only the ExComm can present motions to be voted on by the
general membership or before the ExComm.
2. The ExComm as a whole or in part will not endorse any candidate
for any office in any arena except as specified in Article IV.
3. Any election or voting for any reason not otherwise covered in
these by-laws which require membership vote will be advertised through the
newsletter or direct email, and all votes will be based on majority votes of
present membership or responding members if the vote is held by mail or email.
4. Any items to be voted on by the general membership must be
communicated to the members at least one (1) month prior to the deadline for
voting. The ExComm will determine the deadline by which mail-in or email votes
must be postmarked/date stamped, and only those responses will be counted.
5. For voting my mail or email, the ballot will contain the name
and address to which the ballot must be returned with a clear communication of
the deadline for voting.
6. The organization is not required to pay return postage on any
ballots.
7. Election Committee: The Board Officer overseeing the
election of the ExComm shall abide by the course of action as described in
Article IV Sections 1-9. The Board Officer can be removed for failure to
perform any of his/her duties in a timely and objective fashion by a 2/3 vote of
the ExComm.
8. Votes within the ExComm: In the event of a tie vote within
the ExComm, the tie vote in an election or motion before the ExComm will be
broken by a vote of the President and all voting Members at Large on the ExComm
who are present. If a tie vote still remains, the President will break the
tie.
9. In the event that any business must be decided by the
ExComm between scheduled meetings, the President may conduct a meeting by
telephone or email with each member of the ExComm, either individually or as a
group. Regular quorum rules will apply with each voting member considered
present.
B.
Nominating
1. Candidates wishing to run for office who are not already on the
ExComm will follow the procedures in Article IV. Section I.
2. Only members in good standing will be considered for nomination
to any elected position.
3. In the event that an elected officer fails to meet the
membership requirements at any time during his/her term, he/she will receive
written notice from the ExComm that a 30 day grace period will be offered to
correct the disqualifying event. At the end of the grace period, any elected
officer who has failed to meet the membership requirements will forfeit his/her
position on the ExComm
C.
Replacement of ExComm Members
1.
If a member of the ExComm does not wish to serve an additional term, he/she must
follow the procedure outlined in Article IV. Section
4.
2.
If a member of the ExComm cannot fulfill his term of office, the President shall
nominate a candidate for the position. The candidate must be approved by a
majority vote of the ExComm.
3.
Recalls of any member of the ExComm can be made by any member upon presentation
of a petition which describes the reason for recall. The petition must be signed
by at least 33 percent of members in good standing at the date on which the
petition is presented to the President or the remaining ExComm members.
a. The recall of any elected officer my be
affected for any of the following reasons:
1. Mental or physical disability resulting in
substantial inability to execute the duties of that office.
2. Malfeasance, misfeasance or nonfeasance of
office.
b. Upon presentation of such a petition to the
President, a special Election Chairperson shall be appointed to supervise the
voting, to receive and count ballots and to certify the results, in writing to
the President with a copy to the Newsletter Editor for publication. Such
petition, together with a ballot, shall appear in the next newsletter, provided
it is received by the Editor 3 days prior to a deadline date established by the
Newsletter editor and/or his/her committee.
c. Balloting rules of a regular election or vote
shall apply, except that the designated date for the final receipt of ballots
shall be no less than 30 days nor more than 120 days from the date of the
newsletter publication.
d.
In recall elections, a minimum vote of 33 percent of the membership must be
received in order to effect a recall. A simple majority of the ballots cast will
determine rejection or approval.
e.
The President shall inform the membership in writing via the newsletter of the
results no later than 10 days following the certification of the election.
ARTICLE
VIII: PARROTHEAD POINTS SYSTEM AND AWARDING OF TICKETS
A. Members with the most
points will be given a first right of refusal for any Jimmy Buffett concert
tickets which may become available through the Club. This first right of refusal
will be awarded, in descending order, to those qualifying members with the most
points until all available tickets have been reserved. Should a member initially
reserve tickets but then refuse them, those tickets will be made available to
the next qualifying member(s) on the list until they are reserved again. If
there is a tie, it will be broken by a coin toss, if between two members, or a
mutually agreed upon method between the tied members, if between three or more
members.
B. Each club
member, whether their membership is a single or a couples membership, is
eligible for tickets based on their
individual points accumulation.
C. The list of qualifying
members and their point totals will be made available at Club meetings by the
Administrator of the Points.
D. The Administrator of the
Points will be the Club's Director of Membership. There will be a limit of two
tickets per membership classification and members will be required to purchase
their tickets. Payment will be due within a reasonable time period, to be
determined by the Committee, in order to facilitate timely receipt and
distribution of the tickets.
E.
Members earn points in the following ways:
1. You get two (2) points for attendance of monthly club meetings.
2. You get three (3) point for participating in a Club-sponsored community
events (Lake Clean-up, Parade, working at the food bank, etc.)
3. You get one (1) point for attendance at a club watering holes.
4. You get two (2) points for volunteering to be a Committee Chairperson or
Committee Member.
F. Points awarded to members
under Section 5d of this article are subject to the following rules:
1.
Committee Chairpersons cannot receive points for contributing items to the
committee they chair. But, they can receive points for contributing items to
other committees.
2.
You can be on as many committees as you want, but you don't have to be on a
committee to contribute items to that committee. You will still receive a point
for every committee to which you contribute.
3.
No points are awarded for being a elected or non-elected member of the ExComm.
G. Committee Chairmen are
responsible for documenting the names of the members who contributed to their
committee at each Club sponsored event, and giving those names to the
Administrator of the Points to have points awarded accordingly.
H. Members who wish to
volunteer to work at an event described in this article must do so by notifying
a member of the Committee. That Committee member will then be responsible for
notifying the Administrator of the Points of said members point award.
I. It will be the individual
member's responsibility to notify the Administrator of the Points, or his
designated agent, of their attendance at club meetings and club sponsored
events. The only exceptions being contributions to committees and working at
club sponsored events.
J. In order to earn points,
you shall be a member in good standing of COPA. Single memberships earn points
if the individual attends or participates in events as described in Section 5/6
of this article. Couple members earn points each as individuals if they attend
or participate in events as described in Section 5/6 of this article.
K. After tickets have been
awarded, all members' point totals are reset to zero on a day proscribed by the
ExComm.
L. A person's point totals
are reset to zero, and is no longer eligible for tickets, once they are removed
as a member, or their membership expires. If a person rejoins the club their
past points don not carry forward.
A.
Reimbursement of expenses to any member who has incurred authorized expenses on
behalf of the organization must be accompanied by a written request for
reimbursement to any member of the ExComm. Proper documentation, including
receipts, must be submitted for consideration.
B.
Submission of officers’ receipts for reimbursement will be approved in the
same manner, except that the officer will excuse himself/herself during the
discussion of reimbursement and will not vote on same.
C.
Expenses in excess of $50 should be discussed in advance of payment to receive
authorization from the ExComm.
D.
Authorized mileage reimbursements will equal the current IRS allowance.
E. Any property belonging to the organization shall not be used or
consumed by any person without written consent of the ExComm and an approval by
majority vote of 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 an overriding legally enforceable
contract.
F. The fiscal year for
the Central Oklahoma ParrotHead Association shall begin on January 1 and end on
December 31.
G.
The President, Vice President, and Treasurer are the authorized signatories of
the organization’s bank account.
H.
The following statement is to be added to each printed membership directory:
“This directory is for the exclusive use of COPA members. It is not to be
utilized for any purpose not directly associated with COPA, nor is it to be
released to other parties without the approval of the ExComm.”
I.
Newsletter advertising rates shall be set by the Editor with approval of the
ExComm.
J.
All Special Events shall be budgeted to at least “break even” financially.
If a deficit appears likely, it will be reported to the ExComm promptly.
A.
Amendments to these By-Laws may be proposed by a petition signed by 33 percent
of members and presented to the President. The ExComm can present, for
general membership vote, any amendments to the By-Laws which have been approved
by the ExComm by a 2/3 vote.
B.
Balloting rules of a regular election shall apply, except that the designated
date for the final receipt of ballots shall be no less than 90 nor more than 120
days of newsletter publication.
A.
Adoption of the By-Laws or revisions thereof which are approved by majority vote
of the ExComm shall be ratified by a majority vote of the general membership.
B. These By-Laws are effect 15 May 2007.
C. As amended 7 September 2007.