SPHC BYLAWS

BYLAWS OF THE SOUTHERNMOST PARROT HEAD CLUB

Adopted by the majority in attendance on November 19,1999

Revision II 02/25/00; Revision III 05/30/00; Revision IV 09/11/2002

Complete Rewrite: Approved by majority vote of entire membership Sept 15, 2003

Updated 03/20/2005: change some dates to year end, reassign some Board duties, and drop requirement for paper ballots for nominations.

ARTICLE I (NAME)

This organization shall be known as the Southernmost Parrot Head Club (SPHC). No person or group may enter into activities in which the name of the Club is used or associated without prior approval of the Executive Officers.

This organization has been created under the ideals of the Parrot Heads In Paradise (PHIP) Inc., the nationally sanctioned Parrot Head Club, and will remain a member in good standing, respecting all guidelines and bylaws of PHIP.

ARTICLE II (PURPOSE)

The object and purposes for which the Club is formed are as follows:

To be a source of enjoyment, relaxation and fellowship

Assist in community and environmental concerns and provide a variety of social activities for people of similar interests.

ARTICLE III (EXECUTIVE OFFICERS)

The Recommended Executive Officers are:

1. President

2. Vice-President

3. Membership

4. Treasurer

5. Social Chair

6. Secretary/Historian

7. Parliamentarian

ARTICLE IV (MEMBERSHIP and Dues)

1. There shall be two classes of membership:

a. Resident - for members with a Monroe County address

i. Dues - Single - $20 annual dues, one vote

ii. Couple - $35 annual dues, two votes

ii. Entitled to: Club mailings, Attend Club Events, Purchase club merchandise, Eligible to earn points for PHIP Concert tickets, Eligible to vote in club elections after 90 days, Eligible for MOTM

iii. Keets are free with a paid membership up until the age of 18 when they are eligible for their own membership. Keets are not eligible to vote in club elections.

iv. Persons 18 or older are eligible for their own membership

b. Non-Resident- for members without a Monroe County address

i. Dues - Single - $10 annual dues,

ii. Couple/Family - $20 annual dues

iii. Entitled to: Club mailings, Attend Club Events, Purchase club merchandise, Eligible to earn points for PHIP Concert tickets, Eligible for MOTM, unable to vote in club elections

iv. Keets are free with a paid membership up until the age of 18 when they are

eligible for their own membership. Keets are not eligible to vote in club elections.

v. Persons 18 or older are eligible for their own membership

Annual membership renewal will be due December 31st, payable to the SPHC Club, collected through the Treasurer. Members that do not renew by December 31st will be considered expired. Payment made by Jan 31 WILL reinstate membership in good standing. Payments received after Jan 31 will NOT reinstate membership in good standing for 90 days.

Members that move from Monroe County will no longer have voting privileges.
Non-Resident members that move to Monroe County and have a Monroe County address will be eligible to vote and will not be charged any additional dues for the year.

6. Members joining from September 1^st to December 31st will not be charged again in December.

7. Any member wishing to terminate their membership will not be refunded any portion of their dues.

8. Membership may be revoked by a majority vote of the Board of Directors at any time that a member is found to have committed any of the following acts: malfeasance, misrepresentation, fraud, misuse of club assets (including the membership roster), infractions of the SPHC By-Laws, or any other act that the Board of Directors deems to be detrimental to the reputation or well being of the Club. These proceeding may be used for denial of membership to any potential member.

ARTICLE V (MEETINGS)

Socials will be held every month, locations and times will be decided on by majority Board opinion

a. Open to officers, members and perspective members/guests

2. Special Meetings and fund-raisers will be held at various locations, depending on the nature of the event.

a. Members will be notified of these events through regular meetings/ email/ and phone calls.

b. If event is held in public area, both members and prospective members/guests are invited

3. Planning Meetings may be held quarterly

a. Time & Place TBD

Open to officers and members

4. Business/Board will be held monthly or as needed

a. Meetings will require a 48-hour advance notice for all Board Members

b. Board meetings require a majority to convene, with all members notified of meeting

Issues requiring the Board's attention should only be addressed at an official Board Meeting with minutes taken for history

Voting or passing of motions is by officers only

All passed motions must be announced to the membership.

ARTICLE VI (CODE OF CONDUCT and Grievance Procedures)

A. Code of Conduct

It is the intent of the Southernmost Parrot Head Club (SPHC) to provide social and charitable activities for the enjoyment and benefit of all our members, guest, host, and charities. All members of the organization shall be required to treat fellow members, guest and host and their personal property with respect. Members also agree to abide by all local, state, and federal laws (including but not limited to) governing misuse of personal privileges, personal property and controlled substances.

Members of SPHC, by virtue of their membership, agree to demonstrate personal responsibility for their and their guests’ words, actions, and deeds and not to exhibit behaviors that are harmful to themselves and other members, guest and hosts or to their personal property. We seek to provide a pleasant atmosphere in which to share our common love of the music of Jimmy Buffett and to further the charitable ideals that we seek to uphold.

SPHC will not condone behavior contrary to our objectives nor that which we feel is harmful or injurious to others. By virtue of your membership in the “Southernmost PHC” you have indeed agreed to “Party with a Purpose” in a most responsible fashion!

B. Grievance Procedures

Failure to follow these procedures may result in disciplinary action by the SPHC Board of Directors.

1. Any SPHC Member in good standing with a grievance can present that grievance to the SPHC Board Parliamentarian in writing.

2. The Parliamentarian will select an odd number of Members in good standing to review the grievance. The Parliamentarian will be the only Board Member on this committee .

3. A date and time will be set for the Grievance Committee to meet with the Member with the grievance.

4. If the grievance is against another member, that member will also be notified.

5. The Member with the grievance will ‘state their case’ to the Grievance Committee.

6. If the grievance is against another member, that member will also ‘state their case’.

7. The Grievance Committee will discuss the grievance behind close doors and reach a decision by majority vote.

8. The decision will be presented to the Member with the grievance.

9. If the grievance is against another member, that member will also be told the decision.

10. The Parliamentarian, at the next Board meeting, will present the minutes of the meeting and the decision to the SPHC Board.

11. If action is to be taken, the SPHC Board will determine how best to implement this action.

12. The Parliamentarian will present (1) the grievance, (2) decision of the Grievance Committee, and (3) The action of the Board to the SPHC Membership.

ARTICLE VII (TERMS OF OFFICE)

Elected officers will serve a term of one-year but not to run more than three consecutive terms, unless approved by the Executive Board

Only Local members in good standing (member for 90 days and dues paid) shall be eligible to:

Nominate a member for an office
Vote in an election
Be elected to hold a position on the Executive Board if they have have accumulated at least 6 points since the last normally scheduled election
The terms of office will be one-year with election results being announced in December
Officers must attend monthly Business/Planning meetings with regularity
Have access to computer for frequent emails
Any officer may resign by filing a written resignation with the Secretary.
Any officer may be selected for removal from office by a majority vote of the Executive Board.

The Board of Directors will inform within 10 days by letter the SPHC Board Member of the alleged infraction.
The member shall be given 15 days for a written response to the Board of Directors.
At the next Board of Directors meeting, after the 15-day deadline, the Board of Directors will evaluate the alleged infraction and vote by majority as to the decision to be made.

d. The member will be informed in writing within 10 days of the action taken.

e. The membership will be informed of the action taken at the next scheduled

Social/Business meeting.

f. If any officer’s membership is revoked, any Club property and/or files will be returned to the Board of Directors within 30 days of the decision.

g. If removed officer still feels they have a case, the Membership may vote.

The membership will be informed of the results.

9. In the event of a vacancy on the Board:

a. If the vacancy is during the election period for a new Board, the current Board will not fill that vacancy.

b. Otherwise the Board will ask the membership for nominations. The vacancy will be filled by a majority vote of the Board

c. If there are no nominations to fill the vacancy the President will assign the duties of the vacant position to current Board members.

ARTICLE VIII (FINANCES)

The financial report shall be submitted by the Treasurer, which will contain:

1. Budget expenditures and balances

2. Cash receipts, disbursements and balances

a. Expenditures in the amount of $50 or less may be authorized by the President upon the concurrence of the Treasurer as to the availability of funds.

b. Receipts for ALL expenses, regardless of dollar amount, must be provided in order to be considered for Reimbursement

c. Reimbursement for expenditures without authorization prior to purchase will be approved by the majority of the Board

4. Expenditures in excess of the amount of $50 may only be authorized by the majority approval of the Executive Board.

Receipts for ALL expenses, regardless of dollar amount, must be provided in order to be considered for Reimbursement

b. Reimbursement for expenditures will be approved by the majority of the Board

5. The Treasurer shall disperse all checks or moneys only.

a. Moneys raised for charities shall be turned over to the Treasurer

b. Executive Officers will present to the Membership at a Social/Business Meeting, for approval by a show of hands, all fund-raisers and beneficiary’s prior to any release for publicity)

c. In the absence of the Treasurer an approved appointee will collect or issue monies as needed

6. A detailed report containing expenses and proceeds will be submitted to the Executive Board for approval and presentation at the next Social/Business Meeting.

ARTICLE IX (DUTIES OF OFFICERS)

A Majority will be required to hold any Board of Directors meeting.

All Officers should attend Board of Director, Social, and Business/Planning meetings with regularity.

Each Position will have one vote, except in the case of a tie vote, when the President will cast an additional vote to break the tie.

The President shall:

a. Be the Chief Executive Officer, responsible for the business and affairs of the club.

b. Preside over all meetings of the Board of Directors and General Membership

c. Be responsible for making sure the adequate activities are planned and implemented for the general membership as required by PHIP.

d. Assign the designated contact for PHIP to a Board Member.\

e. Be responsible for all reports as required by PHIP and the passing of information from PHIP to the membership.

f. Be exclusively responsible for communications to the general membership and other clubs in PHIP.

g. Have authority to write checks in the absence of the Treasurer.

h. Have the power to call special meetings or email/phone votes of the Club or Board of Directors.

i. Interface with other clubs and pass along to the general membership, information related to the events and other items of interest.

j. Be official liaison between the club and all beer and liquor manufacturers, their agents and distributors unless otherwise designated.

k. Approve all information posted on the club website.

l. Assign the Update/Maintenance of the Club Web Page

m. Maintain a current copy of the By-Laws.

The Vice President shall

a. Actively assist the President in the administrating the business of the Club

b. Fulfill all duties as related to the President in the absence of the President.

c. Succeed to the office of President if the President is unable to serve out the term.

d. Assist other officers or committee chairpersons as requested by the President.

e. Collect information on various charities and relay that information to the Board of Directors.

f. Be the Club contact for Charities.

g. Be able to write checks in the absence of the Treasurer and President.

The Treasurer shall

a. Manage all accounting and financial activities of the Club.

b. Collect dues, fees, and other funds of the Club as deposit said funds to the club Checking Account.

c. Submit a complete financial statement to all members of the Board of Directors at the Board meetings.

d. Secure approval for reimbursement/payment of any debts over $50 from the majority of the Board of Directors prior to any payment being made.

e.. Keep one key to the Club PO Box.

f. Distribute correspondence from the PO Box to appropriate Board of Director members.

g. Maintain an inventory of all Club property including Club gear and submit this inventory quarterly to the Board of Directors.

h. Be the central point for collecting new applications and funds and passing these applications to the Membership Chair.

The Membership Chair shall

a. Maintain membership listings, renewals, and furnish of post such listings as required.

b. Receive membership applications from the Treasurer.

c. Lead the club in gaining new members and providing membership forms to prospective members at meetings and socials.

d. Welcome new members with appropriate acknowledgement.

e. Maintain Club historical records.

The Social Chair Shall

a. Coordinate special events, charity, community service projects, and parties.

b. Be responsible for supplying information for media contacts, both with the newspaper and radio, and work jointly with the VP in this area.

c. Secure members to help with club events.

d. Plan activities for the monthly social.

The Secretary shall

a. Record Board and Social Meeting minutes and submit at all Board meetings.

b. Summarize Board of Director minutes to be presented to the membership

c. Maintain attendance at Club functions for the point system.

The Parliamentarian

a. Be the Club Parliamentarian.

b. Represent in good faith the issues and concerns of the members of the club who are not members of the Board of Directors and bring issues to the Board of Directors.

c. Chair the Grievance Committee.

d. Assist all committee chairs as needed.

e. Set up a phone tree for calling members as needed to give information about Club activities, secure volunteers, and receive additional input from members.

f. Contact Club members as requested by the Club President

ARTICLE X (ELECTIONS)

OVERVIEW

Elections Officer: (Appointed at the August Board and announced at the September meeting),

Nominations: (Forms Emailed to the eligible voting members by October 1st, nominations closed October 31st),

Ballot Mailed: (by November 10th),

Votes: (Ballots closed November 30th),

Election Results: (Announced by December 10th)

New Board: (Jan 1^st).

SPHC will have POSITIVE elections: You are welcome to discuss your qualifications for the position you are seeking, but you are not welcome to discuss your opponent’s weakness.

An Elections Officer will be selected by the current President and approved by the Executive Board by August Board Meeting to serve as the individual who takes nominations and counts the votes. This member will not be a current officer or someone who intends on running during elections. This person must be a Member in good standing. The Board will provide the Elections Officer with a membership role of those eligible to vote: [(1) Local member’s current as of September 1st (90 days from close of voting), (2) dues current, (3) local membership (Monroe County Address), (4) One vote per Membership, two votes max for couples membership, (5) Only those eligible to vote can be nominated for a Board position, (6) Those nominated for a Board position must be active members, (must have accumulated at least 6 points since the last normally scheduled election), (7) No voice nominations or votes allowed at the meetings, (8) all votes are secret and not to be discussed. (9) Vote does NOT count if Membership lapses during voting period or member move from Monroe County during voting period.

THE ELECTIONS OFFICER: will announce at the September meeting: (1) the process for nominating (paper/email/phone calls); (2) the process for voting (paper ballot); (3) the dates for each step of the election process; (4) the date for the publication of the election results; (5) the cutoff date to be eligible to vote; (6) How a member could lose their voting rights (#8 above); (7) This information, along with the list of current eligible voters, will be provided to the entire membership; (8) The Elections Officer will update the SPHC Board on a Weekly basis.

Nomination forms will be sent to each eligible voter by October 1st. No member shall run for more than one elected position.
All nominations must be received by November 1st. The Elections officer will compile the list of nominations and seek acceptance or refusal of the nominations from the individuals nominated.
A slate of candidates will be presented to the eligible voting membership by November 10^th.
November will be considered the campaign month.
Voting will be completed by November 30^th by paper ballot.
The Elections Officer will publish the results of the election to the Membership by December 10th.
The new Officers will assume their elected positions on Jan 1^st.
The new President will call a turnover meeting of the old and new Board. At this meeting all club property will be given to the new Board.
The Elections Officer will retain all Elections Results for 30 days.
The Elections Officers term expires after completing step # 10.
In case of a tie for any position, there will be a re-vote for that position. In case of another tie, the newly elected Board will cast the deciding vote. This will be accomplished by a majority vote of the new Board.

ARTICLE XI (Ticket Guidelines & Points)

a. Available only to Southernmost Parrot Head members in good standing (paid
dues for 90 days)
b. Tickets must be paid for in full by the deadline prior to being ordered.
c. One ticket per person for a couple memberships. (2 max)

d. One ticket for a single member.
e. Single members may request a second guest ticket; however, the guest must
also be a member in good standing of the Southernmost Parrot Head Club.
f. It is the member's responsibility to get the payment to the Treasurer by
the deadline.
g. A point system will be utilized with the members having the most points
getting preference on availability and seating.
h. The point year will run from the first event after the local Jimmy Buffett
concert until the time that the money is due for the current year's concert.
i. Points will be determined as follows:
1. 1 point for each meeting attended (Social/Board/Committee/etc)

2. 2 points for working 2 hours or more at each (charity/fundraiser/community/etc) project.

3. Extra points may be awarded by the Board for extra service to the Club.

j. The Membership Chair and Treasurer will determine points and who is
eligible for tickets.

ARTICLE XII (MISC)

1. The following disclosure statement will be included on all membership applications, renewals, gift certificates, written or broadcast solicitations, ("This contribution is not deductible as a charitable contribution for federal income tax purposes") in accordance with PHIP Guidelines.

The following statement is to be added to each printed and/or published membership directory, email listing, or mailing list, ("This listing is for the exclusive use of SPHC members. It is not to be used for any purpose not directly associated with SPHC, nor is it to be released to other parties without the approval of the Executive Committee").
SPHC shall retain their expenses plus 20% of monies raised at any club-sponsored event. This can be modified on a case-by-case basis by the majority vote of the Executive Board.
Only Board elected officers or their designee will act as representatives for the club, (contacting vendors, merchants, etc.).
Any ‘Free-Bee’s’ obtained by members while working for a SPHC event are considered club property and must be given to the Board. The Board will make a decision as to disposal of these ‘free-bee’. )
The President or their designee must approve Correspondence (emails, phone calls, written information, etc) from the Board to the entire membership.

ARTICLE XIII (COMMITTEE GUIDELINES)

1. Comprised of members from the general membership, with a Chair of their choice to run committees: Example: the Newsletter, Web and assisting with the Social functions of the club

2. If the Committee Chair is not a Board Member, then an officer from the Board will act as a Liaison, who will ensure materials; funding etc. is provided

ARTICLE XIV (AMENDMENTS TO BY-LAWS)

Motion for amendments addressed to Executive Board must be submitted by a Member in good standing in writing
Motion sent out through flier/email/or phone call notifying members of motion

3. Motion to be adopted at following monthly Social/Business meeting by the majority in attendance

4. Minor revisions for clarification or of typographic nature will require only the Executive Board's approval to be considered amended. These changes will be announced to the Membership at the next Social/Business Meeting.

5. Major updates to the By-Laws will be approved by the Membership.

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