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Article I. Name and Object
Section 1. The name of this organization shall be known as the Albany Silent Club, hereinafter referred as Club.
Section 2. The object of this Club shall be to organize non-liable sports and to encourage, promote social enjoyment and moral interest and good sportsmanship among members.
Article II. Membership Classes and Qualifications
Section 1. Eligibility
Section 1a. The Club shall be open to any person of good and moral character is eligible for membership that he/she supports, participates and assists in any activities or events by the Club.
Section 1b. A member shall be required to attend four (4) or more meetings annually in order to be in good standing.
Section 1c. A member who attends at least three (3) meetings, shall chair an affair in order to be in good standing.
Section 1d. A member can be rejected for non-assistance, show poor adjustment, speak abusively against the Club.
Section 1e. Hearing members are eligible to vote, to have voice, but may not be on the Board.
Section 1f. New members can not be on the Board unless they have been an active member in good membership standing for a year prior to the elected term.
Section 2. Loss of Membership and Office Status
Section 2a. Any member or officer who has been involved in shall be suspended or impeached by 2/3 vote of the Board of Director as follows:
a. Aggressive physical action (fighting, etc.)
b. Failure to comply with Bylaws.
c. Failure to perform duties.
d. Misuse of ASC funds.
Section 2b. Any member of the Board of Directors who misses three consecutive meetings is automatically released as a Board member.
Article III. Classification of Membership
There shall be five (5) classes of membership: Regular, Competitor, Honorary, Senior Citizen and Life Members.
Section 1. Regular members shall pay an annual dues and have the right to vote and hold office.
Section 2. Competitor member shall pay an additional fee including membership dues for the privilege of bowling in a New York State Deaf Bowling Tournament, Eastern Association of Deaf Bowling Tournament and Empire State Deaf Golf Tournament and other reasonable nearby tournaments within the state and New England.
Section 3. Honorary members who has been in good standing and active for more than ten (10) years and upon his/her retirement or permanent disability shall be designated an honorary member upon majority vote of the members and shall have the full privileges.
Section 4. Senior Citizen membership is open to members of 55 years of age or older and shall have full privileges.
Section 5. Life membership who has been in a good standing and active for ASC for a 25 continuous years and has the same privileges as a regular member with all membership dues waived.
Article IV. Membership Fee and Dues Schedule
Section 1a. Dues and Fees schedules and policies shall be set by the Board of Directors of the Club with two-thirds approval of the general membership at any meeting.
Section 1b. Memberships shall begin on January 1 and end on December 31 of the same year.
Section 1c. Membership may be pro-rated to 50% of the dues from July 1 to December 31 of the same year.
Section 1d. Competitors fee shall be paid in advance on or before February 28 of each calendar year for the following year.
Section 2. Membership Dues
Section 2a. The annual dues for Regular members shall be fifteen dollars ($15.00).
Section 2b. The Competitor shall pay an additional fees to regular membership for each sports participated (bowling - $20.00 and golf - $15.00).
Section 2c. The annual dues for Honorary members shall be five dollars ($5.00).
Section 2d. The annual dues for Senior Citizen members shall be five dollars ($5.00).
Article V. Duties of the Officers
President
Section 1. The following shall be the duties of the President.
Section 1a. Be the principal executive officer of the Club.
Section 1b. To preside at all meetings of the Club and Board of Directors.
Section 1c. Perform such other duties as are appropriate to his/her office.
Section 1d. Enforce order and strict observance of Bylaws and Rules.
Section 1e. Appoint standing committees for the year at the first meeting in January.
Section 1f. Have the right to oversee on all standing committee.
Section 1g. Have access at all times to each of the books of accounts, statements, and other official documents .
Section 1h. Appoint officers when a position becomes vacant.
Section 1i. Appoint the Parliamentarian.
Section 1j. Decide on all questions of order.
Section 1k. Countersign checks, drafts and notes drawn by the Treasurer.
Section 1l. Be elected biennially in odd years.
Vice President
Section 2. The following shall be the duties of the Vice President.
Section 2a. Have the power to perform the duties of the President in the absence or inability of the latter to act.
Section 2b. Assist the President with the general supervision over the internal affairs of the Club.
Section 2c. Assist the presiding officer in preserving perfect decorum.
Section 2d. Serve on the Bylaws committee.
Section 2e. Co-Sign all checks in the absence of the President.
Section 2f. See that all members sign the roll call book for Secretary.
Section 2g. Be elected biennially in even years.
Secretary
Section 3. The following shall be the duties of the Secretary.
Section 3a. Keep accurate records of all meeting of the club and the Board of Directors.
Section 3b. Conduct all official correspondence.
Section 3c. Notify members of all regular, Board of Directors, or special meetings under the order of the President.
Section 3d. Shall keep a copy of the Bylaws and such Rules as may promulgate from time to time, with a record of all amendments and changes.
Section 3e. Keep a list of all members of the Club and their classifications and addresses. The list shall not be copied or loaned without permission of the Board. The Treasurer shall have an updated copy of the list.
Section 3f. See that the President and any other officers get unopened mail if the letter is addressed to them.
Section 3g. Bring a copy of Robert’s Rules of Order to every meeting.
Section 3h. Be elected biennially in odd years.
Membership Secretary
Section 4. The following shall be the duties of the Membership Secretary.
Section 4a. Shall collect all membership dues.
Section 4b. Keep a record of membership’s names and addresses.
Section 4c. Shall make the membership record available to the Secretary and the Treasurer.
Treasurer
Section 5. The following shall be the duties for Treasurer.
Section 5a. Attend all meetings.
Section 5b. Receive and collect all monies and dues of the club.
Section 5c. Keep an accurate account book of all receipts and expenditures.
Section 5d. Submit a report at each regular meeting.
Section 5e. Sign all checks, drafts and notes drawn by the Club under the countersignature of the President.
Section 5f. Determine a date for the trustee meetings at least two (2) weeks before the meeting.
Section 5g. Keep an accurate account of each member and group and give Secretary a copy.
Section 5h. Proportionate the sports fees to the appropriate funds.
Section 5i. Appoint Senior Trustee and one other Trustee to audit the financial records.
Section 5j. Be elected biennially in even years.
Trustees
Section 6. The following shall be the duties for Trustees.
Section 6a. Audit the Treasurer’s financial record at least two weeks before the regular meeting.
Section 6b. See that each fund is correctly recorded and submitted.
Section 6c. Will not have voting privileges on all financial-related motions.
Section 6d. Be appointed by the Treasurer for two year term.
Article VI. Standing Committee
Section 1. The standing committees of the club shall be the Law and Membership.
Section 1a. The President shall appoint the chair and members of each standing committees.
Section 1b. Standing Committees may be established and dissolved at any time by the president with approval of the Board of Directors.
Section 1c. Appointed Chairperson of any temporary or permanent standing committees shall be required to attend every Board and regular meeting and be responsible to give summarized reports, informations, recommendations and advice to Board members and members.
Section 2. Law Committee shall consist of two members to be appointed by the Law Chairperson. The committee shall receive the proposed amendments to the Bylaws that are referred from the regular meeting. They shall review and discuss the proposals and make recommendations to the Club at the next regular meeting.
Section 2a. They shall be responsible for the structure and effectiveness of the ASC Bylaws and be reviewed annually.
Section 3. The Webmaster Director shall be responsible for maintence of its own website and clear all information intended for website with Board of Directors for approval.
Section 4. The Historian Director shall be responsible for photography and preserving the history of the Club.
Section 5. The members at the meeting shall appoint a tournament chairperson for each individual tournament.
Section 5a. The term of expiration for a Chairperson and his/her committee members shall depend on their willingness to continue sport projects as need after the tournament.
Section 5b. The duties of a Sports Tournament Chairperson shall:
Section 5b-1. Be familiar with NYSADBT, EADB and ESDGA rules and regulations.
Section 5b-2. Appoint members to serve on his/her committees.
Section 5b-3. Be an official Host Tournament Chairperson to NYSADBT, EADB and ESDGA Tournament business meeting.
Section 5b-4. Have Committee meetings as necessary; preside the meeting and encourage his/her committee to fulfill the objectives as follows.
Section 5c. Appoint a Tournament Treasurer who shall be responsible:
Section 5c-1. To manage monies of the Tournament Fund.
Section 5c-2. To give audited financial reports monthly to Tournament committee and ASC Board of Directors.
Section 5c-3. Be subject to audits by ASC Treasurer and Trustees monthly.
Section 6. Be required to have Tournament Chairperson or Treasurer as second authorized person to sign any check he/she writes.
Article VII. Funds of the Club.
Section 1. The funds of the Club shall be divided into 5 categories: General Fund, Bowling Fund, Golf Fund, Tournament Fund, and Reserve Fund. Each fund shall have a minimum of $500.00 at all times and the Reserve Fund shall have a minimum of $6,000.00, otherwise the fund cannot be touched until it exceeds the minimum amount. Interest earned by each fund shall remain in that fund. Each fund cannot have its money transferred to another fund unless approved by the members in any business meeting.
Section 1a. Funds of the Club that will host tournaments will require Club’s treasurer and one member of the Trustees to be authorized signers of that committee’s separate banking account. Profits of the committee’s tournament must be turned in to the Club in 90 days and the members will decide which fund will receive the profits.
Section 2. The funds of the Club shall be deposited in a bank in the name of the Albany Silent Club under the signatures of the President, Vice-President and Treasurer. All withdrawals and checks shall have at least two signatures.
Section 3. The income of the General Fund shall be from membership dues, proceeds for any fund-raising projects conducted by the Club and donations.
Section 3a. The disbursement of the General Fund shall be for Club operating expenses and activities other than bowling and golf.
Section 4. The income of the Bowling Fund and Golf Fund shall be the proceeds from any fund-raising projects and donations.
Section 4a. The disbursement of the Bowling Fund shall cover the team entry cost for those who participate in nine games total (team, single, and double events).
Section 4b. The disbursement of the Golf Fund shall cover the tournament’s buffet cost (up to $25.00).
Section 5. Tournament Fund shall be a restricted account for a specific Committee which has been designed by the Board of Directors and approved by ASC members to sponsor any special occasions such as NYSADBT, EADB, or ESDGA.
Section 6. The Reserve Fund shall be declared as a surplus reserve for the purpose of possible emergency.
Article VIII. Regular Scheduled Meetings and Procedures
Section 1. Scheduled Meetings
Section 1a. Regular meetings shall be held five (5) times a year and shall be scheduled on Saturday of the following months: January, April, June, September and November.
Section 1b. Board of Directors Meeting shall be called by the President whenever needed.
Section 1c. Special or Emergency Meeting can be called at any time by the President, or upon a petition signed by five (5) or more members in good standing. No other business shall be transacted—only what is proposed.
Section 2. Meetings shall be governed by Robert’s Rules of Order, except when the rules conflict with these Bylaws; and, provided, that a point of order and question of procedures referred by the chair to a general vote shall be settled by a majority vote of the members present.
Section 2. Meeting Procedures
Section 2a. The President shall be in presence of all general meeting held by ASC. Hence, if the President is unable to attend the meeting, the Vice President or the next person on the authorization line shall preside the meeting.
Section 2b. Everyone must conduct themselves in a professional manner during all meetings held by ASC. Everyone at the meeting must obey the request of the President and/or Sergeant-At-Arms.
Section 2c. The President at all general meetings held by ASC shall have a choice to select a Sergeant-At-Arms.
Section 2d. At an ASC Board meeting, two-thirds (2/3) of the Board shall constitute a quorum, excluding the President. At an ASC general meeting, two-thirds (2/3) of present members shall constitute a quorum.
Section 2e. The President shall have the right to vote based on a tiebreaker in voting procedures.
Section 2f. Any Board member absenting himself/herself from three (3) meetings in a year without advance notice to the Board shall have his/her office declared vacant and the President shall proceed to elect a successor.
Section 2g. If any vacancy occurs in any other office than President, the President shall have the power to fill it by appointment of an Active member as an acting officer to serve until the next meeting, when the Club shall vote to fill the vacancy.
Section 2h. Absences will be permitted only in cases of reasonable conflict.
Section 3. Election Procedures
Section 3a. The nomination and election of officers shall be held annually in the month of November following the two (2) years term and installed in January.
Section 3b. Election Commissioner shall be appointed by Board of Directors.
Section 3c. The Election committee shall supervise the elections, count the votes, and announce the results.
Section 3d. The newly elected officers shall be sworn in immediately after their election and shall take office at the first regular meeting in January.
Article IX. Quorum
Section 1a. At all regular meetings, at least twelve (12) active members shall constitute a quorum for the transaction of business; provided that when alternations or amendments of the Bylaws are to be considered and acted upon, the necessary quorum shall be two-thirds (2/3) of the active members present.
Section 1b. At Board of Directors meeting, at least four (4) members shall constitute a quorum.
Section 1c. No business shall be officially transacted without the presence of a quorum.
Article X. Impeachment
The procedures of Impeachment of Board of Directors shall be:
Section 1a. Grounds of impeachment of any Board of Directors shall be submitted in writing. This matter shall be discussed and then automatically tabled to the following ASC Board Meeting for impeachment purposes.
Section 1b. At the following meeting, the discussion shall be automatically untabled and shall be in process in the Old Business section.
Section 1c. After the discussion, a motion consisting of a two-thirds (2/3) majority vote shall declare the candidate to be removed from the position.
Section 1d. The vote on impeachment of a Board of Director shall be taken by closed ballot.
Section 1e. The President and Sergeant-At-Arms shall count the tally of the closed ballot.
Section 1f. The President shall have the right to vote based on a tiebreaker in voting procedures.
Article XI. Oath of Office
Section 1. The following Oath of Office shall be administered to the incoming Officers.
Section 2. The Oath of Office is as follows: “I, name, pledge to perform to the best of my ability for the duties of the office to which I have been elected, so help me God.”
Article XII. Amendment
Section 1. Amendments shall be approved at any business meeting of the Club by a two-thirds vote of the majority of the member present. If it is seconded, it shall be tabled and referred to the Law Committee for study. If the Law Committee accepts a proposal, it shall be re-read at the next regular meeting and voted on and must have a two-thirds (2/3) of the votes cast in order to be passed. In the event where the Law Committee does not approve the motion, the motion is sent back to the Active members. At their meeting, if the same motion is passed by the Active members a second time, it shall take effect immediately.
Section 1a. All motions made from the floor that change the Bylaws shall be automatically referred to the Law Committee.
Section 2. Any motion passed in a general Active members’ meeting requiring two hundred dollars ($200) or more from the General Fund, is subjected to review and approval by the Board of Directors.
Article XIII. Order of Business
The regular order of business shall be as follows:
1. Salutation to the United State Flag
2. Silent Tribute
3. Installation of Officers
4. Roll Call
5. Reading of Minutes of last meeting
6. Communications and bills
7. Report of Officers
a) President
b) Vice President
c) Secretary
d) Treasurer
8. Report of Standing Committee
a) Law Chairperson
b) Sportsman Chairperson
9. Event’s Report
10. Unfinished Business
11. New Business
12. Election of New Officers – November
12a) Oath of Officers – January
13. Adjournment
14. Good of the Order or Announcements
This order may be suspended by the Club for any extraordinary purpose at any meeting.
Article XIV. Dissolution
Any portion of the ASC Bylaws may be either dissolute or suspended with a two-third majority vote of the ASC Board of Directors for whatever reason.
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