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ARTICLE I - MEMBERSHIP |
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Section A - Prospective Member |
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1. |
A prospective member may attend no
more than two Club functions before becoming a member. |
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Section B - Member |
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1. |
Shall enjoy full privileges of
membership. |
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2. |
Shall pay full dues. |
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3. |
Shall have a vote at general
membership meetings. |
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4. |
Shall be eligible to serve on
Executive Board for
the first six (6) years from the date of joining the Club. |
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Section C - Honorary Member |
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1. |
Shall be 80 years or older. |
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2. |
Shall have been a member for four (4)
years. |
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3. |
Shall have a vote at general
membership meetings. |
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4. |
Shall not hold an elected office. |
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5. |
Dues shall be waived. |
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ARTICLE II - BOARD |
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1. |
The Board shall consist of elected
officers, chair
persons of the standing committees and appointed officers.
Past
Presidents will be considered as Board Members and serve in a
non-voting, advisory capacity unless they hold a chair of a committee
or appointed position. |
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2. |
The Executive Board shall consist of
the elected
officers: President, 1st Vice President of Activities, 2nd Vice
President of Luncheons, 3rd Vice President of Membership, Treasurer and
Recording Secretary. |
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3. |
A. Upon completion of the President's term, the
President may become the Parliamentarian with the approval of the Board
and be designated an Appointed Officer. |
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4. |
B. Upon completion of the
Parliamentarian's term,
the Parliamentarian may become the Advisor with the approval of the
Board and be designated an Appointed Officer. |
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5. |
Any Board member shall have a Hawaii
address and
reside on the island during the term of office or chair. If
an
absence affects the duties of a position, notification to the President
is necessary. |
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| ARTICLE
III - ELECTIONS |
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Section A. Nomination of Elected Officers |
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1. |
Nominating Committee shall be
comprised of the
Chairperson/Parliamentarian, two (2) Board members, and two (2) members
at large, plus the First Vice-President, who shall be an ex-officio
member. If there is no Parliamentarian, then the Advisor would be the
Chair and if there is not an Advisor, then the President would appoint
the Chair. |
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2. |
The Nominating Committee shall be
appointed in December and June. |
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3. |
The Nominating Committee and general
membership may nominate any number of candidates for each office. |
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4. |
The Nominating Committee shall confer
at a minimum
of two (2) meetings and shall inform candidates of the duties of their
office. The Nominating Committee shall be responsible for filling the
positions of the Elected Officers and Chairpersons. |
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ARTICLE IV - DUTIES OF ELECTED OFFICERS |
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Section A - President |
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1. |
Presides at all Formal Membership meetings and
meetings of the Board. |
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2. |
Is an ex-officio member of all
committees except the Nominating Committee. |
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3. |
Is responsible for carrying out decisions and
upholding the Constitution and By-Laws. |
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4. |
Coordinates the efforts of all
officers, standing
and special committee chairpersons and activity coordinators. |
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5. |
Makes those decisions necessary for
the smooth and effective functioning of the Club. |
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6. |
May sign checks in the absence of the
Treasurer. |
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7. |
Appoints an Audit Committee of three
(3) members
in March and September: a past President, a past Treasurer and a
member-at-large. |
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8. |
With the approval of the Board, the
President may appoint a chairperson if a vacancy occurs. |
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Section B - First Vice-President |
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1. |
Presides at all meetings in the absence of the
President. |
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2. |
Serves as the Director of Activity Groups and
contacts the Activity Coordinators monthly. |
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3. |
Keeps the membership informed of all activities
by
submitting a monthly summary to the Editor for publication in the
Newsletter. |
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4. |
Serves as the custodian of Club properties. |
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5. |
Serves as ex-officio member of the Nominating
Committee. |
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Section C - Second Vice-President |
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1. |
Serves as Director of Luncheons. |
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2. |
Selects restaurants, menu and price,
and submits a
monthly report to the Editor for publication in the Newsletter. |
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3. |
Collects all checks in advance and
forwards them to the Treasurer. |
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Section D - Third Vice President |
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1. |
Serves as Director of Membership and
keeps a current file on all members. |
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2. |
Submits a monthly membership summary
to the Editor
for publication in the Newsletter and submits a copy to each Board
Member. |
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3. |
Forwards all membership dues received
to the Treasurer. |
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Section E - Recording Secretary |
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1. |
Records and maintains the minutes of
all business meetings. |
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2. |
Ascertains whether a quorum is present
before
official business is transacted at the Board and Formal Membership
meetings. |
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3. |
Notifies all Board Members regarding
the monthly
Board Meeting and submits an announcement to the editor for publication
in the newsletter. |
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Section F - Treasurer |
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1. |
Is responsible for collection of
funds, depositing
funds in the Club's bank account, recording financial transactions and
disbursement of funds upon receipt of bills. |
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2. |
Maintains books and has them available
and ready
for audit upon request and/or at the conclusion of term of office. |
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3. |
Submits a written financial statement
to the Board monthly. |
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| ARTICLE
V - COMMITTEES |
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A - Standing Committee |
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1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16. |
Aloha
Coffee
Corresponding Secretary
Fee and Free
Historian/Archivist
Hospitality
Kama'aina
Newsletter Editor
Presidents Scrapbook
Program
Publicity
Pupu Party
Roster Director (5/1 - 4/30)
Special Events (1/1 - 12/31)
Tours
Transportation
Website Coordinator |
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B - Term of Office |
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1. |
Chairpersons of the Standing
Committees shall
be selected by the Nominating Committee and approved by the Board. |
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2. |
Term of office shall coincide
with the
Presidential term with the exception of Roster Director and Special
Events committees. |
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3. |
Each Standing Committee shall have one
Board vote. |
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4. |
Nominating Committee may suggest
Members of Committees to the Chairs. |
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5. |
If a Board vacancy occurs, the
President shall select a replacement with Board Approval. |
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6. |
A candidate for President must have
served on the Executive Board or chair a committee for a full term. |
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Section C - Duties |
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1. |
Duties of the Standing Committees
shall be defined in the Club Job Descriptions. |
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Section D - Ad Hoc Committees |
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1. |
The President shall appoint ad hoc
committees as
needed for specific tasks for limited periods of time with Board
approval. |
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ARTICLE VI - ACTIVITY COORDINATORS |
| Section A - Selection and Term of Office |
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1. |
Activity Coordinators may be selected by the
Board, or
by the First Vice-President, or by self-interest in starting a
particular group. |
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2. |
The term of office shall coincide with the
Presidential
term or may be continued for an indefinite period of time. |
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Section B - Duties and Responsibilities |
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1. |
The Coordinators shall report monthly
to the First
Vice-President who shall include the Coordinators' activities in the
Newsletter. |
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ARTICLE VII - FINANCES |
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Section A - Dues |
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1. |
Annual dues shall be determined by the
Board with
the approval by a majority vote of members present at the Formal
Membership meeting, attended by a quorum of the members. |
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2. |
No refunds shall be made of dues paid
to the Club. |
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Section B - Budget |
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1. |
A budget committee shall be formed at
the
beginning of March to prepare an annual budget for acceptance by the
Board and the general membership. |
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2. |
A budget committee shall be formed at
the beginning of September to review the existing budget. |
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Section C - Expenditures |
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1. |
Two signatures must be registered at
the bank on
the Club's account; those of the Treasurer and the President. |
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2. |
Itemized receipts or bills and a statement of
reimbursement must be turned in to the Treasurer before disbursements
are made. |
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3. |
No member of the Club shall incur
indebtedness or obligate the Club without the authority of the Board. |
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4. |
Requests for funds are made to the
Board.
The Treasurer must receive an itemized estimate of expenses.
The
Treasurer must require any member receiving an approved money
“draw” for a future project or special event to
submit an
itemized list of expenditures and receipts and return any unspent funds. |
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5. |
n the event the Club accumulates
funds over and
above the budgeted amount needed to run the Club effectively, each
Board will have the authority to allocate a set amount to be spent
solely on activities which will be available to all members.
These monies may not be used to support any political, religious,
charitable or patriotic organization or institution and may only be
spent on activities within the stated purpose of the Club (Social). |
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ARTICLE VIII - MEETINGS |
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Section A - Social Meetings |
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1. |
An Aloha Coffee for all members,
guests and
prospective members shall be held once a month on a date approved by
the Board and published in the Newsletter. |
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Section B - Formal Membership Meetings |
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1. |
A Formal Membership meeting shall be
held monthly unless otherwise determined by the Board. |
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2. |
The meeting may be a luncheon, dinner, tea,
brunch,
etc. The date is to be set by the Board and published in the
Newsletter. |
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Section C - Board Meetings |
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1. |
A regular meeting shall be held once a
month. The date is to be selected by the Board and is open to
all
members. |
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2. |
All Elected, Appointed and Chairs are expected
to
attend and are entitled to vote on matters pertaining to the
Club. Assistants or members of the Standing Committee may
attend
the Board meeting, but are not entitled to vote. However, if
the
Chairperson of the Standing Committee cannot attend, the Assistant may
represent the Chairperson and vote in the absence of the Chairperson. |
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3. |
A quorum must be present in order to
conduct business. |
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4. |
Special meetings may be called by the
President. |
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ARTICLE IX - ORDER OF BUSINESS |
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1. |
The rules contained in Robert's Rules of Order,
Revised, shall govern this Club in all cases to which they are
applicable and when they are not inconsistent with the Constitution and
By-Laws of the Club. |
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ARTICLE X - AMENDMENTS |
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1. |
These By-Laws may be amended by a majority vote
of the
membership present at any Formal Membership meeting provided
notification has been published in the Newsletter at least (10) days
prior to the meeting. |
