Bylaws

Beltway Bear Bylaws

Approved: January 2009; Amended: December 2010; Amended March 2011

 

ARTICLE I: NAME

The name of the organization shall be the Beltway Bears.

 

ARTICLE II: PURPOSE

The purpose of the Beltway Bears shall be to provide an outlet for social and recreational activities among adults of like mind: bears, cubs and admirers.

 

ARTICLE III: MEMBERSHIP

Section 1: Any adult human, age 21 or over, shall be eligible for membership in Beltway Bears upon completion of the application form, approval by the Membership Committee and payment of membership dues.

 

Section 2: All applicants must complete a membership application, which must include applicant’s complete birthday. The Executive Committee (defined in Article IV) has the right, by a simple majority vote, to cancel any membership at any time. The President shall provide written reasons for the cancellation to the rejected member. Applicants whose membership has been cancelled may file a written appeal to the President within fifteen (15) days of notification of cancellation. Within thirty (30) days of the appeal date, the President shall sustain or overturn the disapproval action, stating the reasons in writing.

 

Section 3: Annual dues are payable on the last day of December and shall be twelve dollars ($12) for individual membership and eighteen dollars ($18) for a couple living at the same address. Members joining during the year shall be given pro rata credit, one dollar ($1) per month for individual members and one dollar and fifty cents ($1.50) for couples. Any member or potential member experiencing financial hardship may petition the Executive Board for their dues to be waived for the year by presenting their request orally or in writing at the December Executive Committee meeting.

 

Section 4: The Treasurer shall notify members as of December 1 that membership dues for the following year are due and payable by December 31st of the current year. As of January 31, the treasurer shall notify any member whose dues are in arrears, of their late and overdue status. Members shall be considered inactive until dues are paid in full. The pro rata credits in Section 3 apply only to new members.

 

Section 5: A member may request to be withdrawn as a member of Beltway Bears at any time by written request to the Secretary. There will be no refund of dues paid.

 

Section 6: There shall be no discrimination in membership on the basis of race, color, creed, national origin, age, handicapping condition, gender, sexual or affection preference, marital status, physical appearance or geography. In the matter of age, state and local laws will prevail.

 

ARTICLE IV: OFFICERS

Section 1: The officers of Beltway Bears shall be President, Vice-President, Secretary, Treasurer and At-Large Members. These officers shall constitute the Executive Committee.

 

Section 2: DUTIES OF OFFICERS

A. PRESIDENT: Presides of the annual, regular and all special meetings and shall have overall responsibility of administering the affairs of Beltway Bears; acts as prinicipal Club spokesman; is the representative to Brother Help Thyself (BHT) or other organizations as required; may designate any assignment is his jurisdiction to any member(s).

 

B. VICE-PRESIDENT:  Shall perform duties as requested by the President and shall assume the duties of President during any scheduled meeting where the President is absent, or becomes President in the event of a vacancy in the office between elections; may designate any assignment in his jurisdiction to any member(s).

 

C. TREASURER: Shall handle all finances of Beltway Bears and maintain accurate records that deal with financial matters; may designate any assignment in his jurisdiction to any member(s).

 

D. SECRETARY: Shall maintain all other records of the group; responsible for keeping an accurate membership roster with updates to be forwarded to the President; may designate any assignment in his jurisdiction to any member(s).

 

E. MEMBER-AT-LARGE: Shall serve as a member of the executive committee; performs tasks or serves on committees as appointed by the President; may designate any assignment in his jurisdiction to any member(s).

 

Section 3: The officers shall be elected by verbal or secret ballot at the annual meeting to serve a term of one year or until their successor is elected. Candidates unopposed for office shall be deemed elected without balloting. Officers’ terms of office shall begin at the beginning of the New Year. Elections shall be completed at the annual meeting.

 

Section 4: No person shall hold office if he is not a member in good standing.

 

Section 5: Vacancies in the office of Vice-President, Secretary and Treasurer shall be filled by appointment of the President. Persons so appointed shall serve until the next election of officers.

 

Section 6: Any officer not fulfilling the duties of office, as outlined in the Beltway Bears Bylaws, or who has violated Article VI (Conduct of Membership), may be removed from office. A simple majority vote of the general membership present at the regular meeting shall be required for removal of any officer. Removal from office will not constitute automatic cancellation of membership. A tie shall be broken by the President of the club. In the event the vote is against the President, the tie shall be broken by the Vice President.

 

Section 7: To appeal the club’s decision, a removed officer may petition for reinstatement at, or after, the following regular meeting of the general membership. No more than one petition for reinstatement shall be considered before the next (annual) election. Upon consideration, the general membership at a regular meeting shall vote whether or not to accept the appeal and reinstate the officer to the previously held position until the next election. A simple majority vote of general membership in attendance at a regular meeting shall be required to accept or deny any appeal. Reinstatements shall be effective immediately following meeting. A tie shall be broken by the President of the club. In the event the vote is against the President, the tie shall be broken by the Vice President.

 

Section 8: The President may temporarily suspend any officer from the duties of the position at any time. The temporary suspension shall end immediately after the next meeting of the general membership. Suspended officers shall not vote on Executive Board items, but shall be eligible to vote on items along with the general membership.

 

Section 9: The President may temporarily appoint a replacement to fulfill the duties of the suspended officers. Temporary appointments shall end immediately after the next meeting of the general membership. Temporary appointments (under this section) shall not vote on Executive Board items, but shall be eligible to vote on items along with the general membership. Temporary appointees must be members in good standing.

 

ARTICLE V: STANDING AND SPECIAL COMMITTEES

Section 1: The President shall appoint the chairman of all special and standing committees.

 

Section 2: The Membership Committee shall be a standing committee and shall consist of the Membership Chair and any member or members appointed by the Membership Chair. The committee shall be responsible for the recruitment of new members and approval of all membership applications.

 

Section 3: The Social Committee shall be a standing committee and shall consist of a chair and such persons as the chair may appoint as necessary. The committee shall, in cooperation with the President, plan and conduct Beltway Bears social events and the annual, regular and special meetings.

 

Section 4: The Public Relations Committee shall be a standing committee and shall consist of a chair and such persons as he may appoint as necessary. The committee shall produce written communications for and create the content of the public relations material and event advertisements of the Beltway Bears. The chair shall have the authority to approve the content of and set deadlines for written communications, public relations material, and event advertisements of the Beltway Bears. The chair shall have the authority to set a due date for all articles to be included in the newsletter.

 

Section 5: The Executive Committee shall be chaired by the President, the committee members will be the Vice-President, Treasurer, Secretary and At-Large Officers. All standing committee chairmen will be non-voting members of the Executive Committee.

Section 6: The President shall have the authority to form any special committees that he deems necessary to the operation of Beltway Bears.

 

ARTICLE VI: MEETINGS

Section 1: The annual meeting of Beltway Bears shall be held in November of each year for the purpose of nominating and election of officers, receiving annual reports and conducting any other business that may arise. Notice of annual meetings shall be given at least thirty (30) days in advance.

 

Section 2: A special meeting shall be held upon the call of the President or the written request of twenty (20) percent of the membership and delivered to the Secretary.

 

Section 3: A quorum shall consist of those members present at any meeting.

 

Section 4: All meetings and functions of Beltway Bears shall be held under set hours and will be operated under these bylaws.

 

Section 5: No one may schedule a meeting or function under the name of Beltway Bears without prior approval of the Executive Committee.

 

Section 6: If and when the technology is readily available, the Beltway Bears may conduct meetings online. The annual meeting must be conducted in person, with members’ physical presence, and shall not be conducted online.

 

ARTICLE VII: CONDUCT OF MEMBERSHIP

Section 1: CONFIDENTIALITY: No member or committee shall release information about the organization to any press or news media without prior permission from the Executive Committee. PRIVACY: All members and committees shall respect the privacy of all members and guests of the Beltway Bears.

 

Section 2; Members bringing guests are responsible for their conduct and actions.

 

Section 3: No illegal drugs will be tolerated at any meeting or function involving Beltway Bears. The use of alcohol, to the point that a member or guest becomes obnoxious or detrimental to Beltway Bears, will not be tolerated.

 

Section 4: Members behaving in a manner that appears detrimental to the Beltway Bears may and should have their memberships cancelled by the Executive Committee.

 

Section 5: A person whose membership has been cancelled by the Executive Board may appeal for reinstatement at, or after, the next regular meeting of the general membership. A simple majority vote of the general membership present is required to reinstate a cancelled membership. If the general membership votes to deny reinstatement, no more appeals for reinstatement shall be considered for that person for one calendar year. If the general membership approves reinstatement, the reinstatement shall become effective immediately following the meeting. A tie shall be broken by the President of the club. In the event the vote is against the President, the tie shall be broken by the Vice President.

 

ARTICLE VIII: PARLIAMENTARY AUTHORITY

The rules contained in the Modern Edition of ROBERTS RULES OF ORDER shall govern Beltway Bears in all cases where they are not inconsistent with these bylaws or any special rules of order Beltway Bears may adopt.

 

Section 1: Events must be planned within the appropriate committee with a budget. The event and budget must be approved by a simple majority at any meeting prior to monies being spent on proposed event.

 

Section 2: The Treasurer shall hold the checking account and checkbook and maintain the financial records of the Beltway Bears. Two non-partnered officers must endorse all checks. The Treasurer shall ensure another officer may retrieve the checkbook and financial records in the event of medical or other emergency, which leaves the duties of the Treasurer unperformed.

 

Section 3: By a simple majority, the Executive Committee has the authority to spend up to and including one hundred dollars ($100). Any additional expenses must be approved by a majority of the general membership in attendance at any meeting.

 

ARTICLE X: AMENDMENTS

These Bylaws may be amended at any regular, annual or special meeting of Beltway Bears by a two-thirds vote of members present and voting, provided that previous notice of the amendment(s) was given to all members at least thirty (30) days in advance.

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Beltway Bears,
Mar 7, 2011, 10:43 AM