Isle of Iowa Parrot Head Club
ARTICLE I: NAME
This organization will be called the Isle of Iowa Parrot Head Club, established May, 1997
Founder: Susan Fruendt
ARTICLE II: MEMBERSHIP
A. Membership in the Isle of Iowa Parrot Head Club shall be open to anyone meeting the Membership guidelines specified in Article II: Membership Paragraph B.
B. Membership guidelines shall be as follows:
- A member shall pay dues according to a schedule set and approved by a majority vote of the Board of Directors prior to May 31st of each year. The Board of Directors will herein be referred to as the “BOD”.
- The person must have an interest in Jimmy Buffett’s music.
- The person must have an interest in community service and environmental concerns.
- The person must have a commitment toward the success of achieving the goals of the organization.
- A person must be 21 years or older to be a member
- A family membership consists of two adults. Children are not eligible for parrot points
- Each person shall agree to abide by the Isle of Iowa PHC Code of Conduct to keep their membership in good standing.
C. Code of Conduct
- The BOD may remove from the Isle of Iowa Parrot Head Club any member whom the entire BOD determines no longer meets the requirements for membership set forth in Article II paragraph B of the By-Laws or Code of Conduct. This must be done by a unanimous vote. The vote revokes such member’s membership with the Isle of Iowa Parrot Head Club and all rights and privileges associated therewith.
D. Payment of dues
- Payment of dues will be made annually by October 1st for all members. For new members, the dues will be prorated on the first of the month following payment of dues.
- By a majority Vote, the BOD can waive, reduce, or extend the deadline for payment of dues for any membership due to financial hardship. Request for such provisions must be submitted in writing to any member of the BOD by September 1st.
- Any person who has not paid dues by November 1st will be considered to have terminated his/her membership.
E. Refund of Dues
- Refunds of dues are only made with a majority vote of the BOD.
- Any persons wishing to terminate his/her membership will not be refunded any portion of his dues without a majority vote of the BOD.
- If the BOD determine by majority vote that a person does not meet the requirements of membership stated in Article II: Membership Paragraph B., the BOD can refund a portion of that person’s dues pro-rated by the number of months remaining, thus terminating membership in the organization and all rights and privileges therewith.
- The BOD shall deal with inappropriate conduct by any member, and, if warranted as determined by a unanimous decision, may be expelled.
ARTICLE III: OFFICERS AND DUTIES
- The President shall be the Chief Executive Officer and liaison with other local groups and any other organization with which the club wishes to communicate.
- The President shall chair all meetings of the ExComm and BOD.
- The President shall appoint all committee chairmen when necessary and any other appointive officers will the approval of a majority vote of the BOD and shall make any other appointments deemed necessary by that body.
- The President shall have responsibility for concert ticket distribution with the help of the Treasurer and Social Director positions. Tickets will be distributed as follows:
- Parrot Head of the Year
- BOD members
- General members based on Parrot Points
- Tickets will be distributed in accordance to the ticket policy
- The President shall have responsibility for overseeing communication regarding club activities to the Listserv.
- The President shall have responsibility to appoint, with Board approval, the Elections Chairperson on an annual basis prior to each election.
- The President shall provide the Newsletter Editor position with a letter to be printed in the monthly Newsletter.
B. Vice President
- The Vice President shall assist the President in administrating the business of the organization and shall preside in the absence of the President and shall succeed to the term of the President if the President is unable to serve out the term.
- The Vice President shall oversee the planning and implementation of group activities.
- The Vice President shall oversee the updates to all club policies, including but not limited to, Concert Ticket Policy, Parrot Point Policy, About the Club Information and the Isle of Iowa Parrot Head Club Application (Internet and paper copies).
- The Vice President shall have Internet Access to monitor the PHIP Club Leaders list and communicate all Regional activities to the Isle of Iowa general membership via Listserv or through the club monthly newsletter.
- If the President’s position is vacant due to being unable to serve out their term, the Vice President shall preside until the position has been filled, with the approval of the BOD until the annual elections.
- The Secretary shall keep minutes of all ExComm and BOD meetings.
- The Secretary shall furnish copies of the minutes and other club business communications to all BOD members, appointed officers, and to others designated by the BOD or the President.
- The Secretary shall respond or correspond with other groups or individuals as requested by the BOD or the President.
- The Secretary or their designee is responsible for overseeing the creation and publication of the newsletter.
- If the Vice President’s position is vacant due to being unable to serve out the term, the Secretary shall preside until the position has been filled, with the approval of the BOD until the annual elections.
A. Newsletter Editor
- The Newsletter Editor shall design the format of the newsletter, along with the ability to write and draft the content, and produce the newsletter on a monthly basis.
- The Newsletter Editor shall request of the following positions: President (provide the President’s Letter), Membership Director (provide current Membership information, Monthly Birthday Information, Welcoming New Members, and Renewal Information), Secretary (Board Contact Information, Monthly Board Meeting Information, and Minutes from Monthly Board Meetings), and Social Director (provide additional committee event information, as required).
- The Newsletter Editor shall have the Newsletter proofread by the Secretary and appointed Proofreader prior to producing.
- The Newsletter Editor shall have the Newsletter prepared and placed on the club website, no later than the weekend prior to the monthly club meeting.
- The Newsletter Editor shall have access to email as well as an IBM compatible computer with the appropriate software to produce newsletter. They will use the club provided printer.
- The Treasurer shall assume the responsibility for the financial matters of the group.
- The Treasurer shall attend the BOD meetings and have the books of the organization ready for examination by any member of the BOD upon request.
- The Treasurer shall present the books annually for inspection by a member of the ExComm appointed by the President.
- The Treasurer shall prepare monthly reports for presentation and present to the BOD.
- Only the Treasurer, President or Vice President shall retain monies collected in advance of an event.
- The Treasurer or designated BOD member shall be present at the end of all club fundraising events where monies are received to help verify totals and to retain said monies for deposit. Deposits must be made within 1 week of the event
- All money (including cash and checks) presented to the Treasurer for deposit must have a documented breakdown of what the money represents.
- All receipts must be turned into the Treasurer and be presented to the BOD within two (2) BOD meetings following the event Reimbursements approved by the BOD must be made within one (1) week of BOD approval.
- If the Vice President or President’s position is vacant due to being unable to serve out the term, and the Secretary is unable to fill the position, the Treasurer shall preside until the position has been filled, with the approval of the BOD until the annual elections.
E. Membership Director
- The Membership Director shall assume the responsibility of providing membership forms and Club information to include policies and By-Laws to the new members.
- The Membership Director will maintain a book with the membership information as well as a computer-based document to be distributed to the BOD Members.
- The Membership Director shall communicate all membership changes to the Social Director for the purpose of keeping track of Parrot Points.
F. Social Director
- The Social Director shall assume responsibility of providing committee sign-up sheets and provide a packet of information to the committee chairperson. This packet shall include expectations of the committee chair regarding the committee report, reporting Parrot Points to the Social Director, Thank-you notes.
- The Social Director shall ensure there is a Board Liaison person assigned to each committee.
- The Social Director shall attempt to have committee sign-up sheets available 3 months in advance of an event.
- The Social Director shall track the Parrot Points, according to the current Parrot Point Policy in effect.
G. Member at Large
- It is the responsibility of the BOD Member at Large to attend the Board meetings and to present in good faith, the issues and concerns of members of the organization who are not members of the BOD.
- A Member at Large may be requested by the BOD or the President to serve as a special agent in specific matters.
ARTICLE IV: PERIOD OF SERVICE
Executive Committee Officer’s term will consist of a minimum of one (1) year running from January 1st through December 31st and will be selected by a majority vote of ballots received from the membership.
ARTICLE V: OFFICERS AND ADMINISTRATION
A. All elected and appointed members of the BOD must be current members in good standing of the organization.(Article II: Membership Paragraph B.)
B. The organization will be managed and operated by the BOD which is composed of the following individuals: President, Vice President, Secretary, Treasurer, Membership Director, Social Director and three Members at Large. The Executive Committee is composed of the following individuals: President, Vice President, Secretary and Treasurer. The Executive Committee will herein be referred to as the “ExComm”.
C. The ExComm will handle and investigate issues and/or concerns, if deemed necessary the ExComm will present the issue to the BOD for further review. The ExComm therefore reserves the right to hold a meeting in private when necessary. All ExComm Members are entitled to one vote.
D. The BOD will meet at least quarterly and the President can convene additional meetings at his/her discretion.
E. The quorum shall consist, for any meeting of 5 or more members of the BOD.
F. All members of the BOD will be entitled to vote on all matters of administration, except the President who will only vote in the case of a tie, unless otherwise specified in the By-laws. A majority vote is required to adopt any motion introduced at any Board meeting.
G. All members of the BOD shall have access to the Internet and email, to address business issues in a timely manner.
H. The elected BOD member shall be the only person to respond to any Board emails.
I. All BOD Members are required to attend 75% of the BOD Meetings during each calendar year.
J. Upon leaving office, every BOD Member shall pass on, for present and prior years, all records, computer files, PHIP Handbook and club owned equipment relating to their position in good order, to the succeeding BOD Member.
K. All members of the BOD shall protect all club related computer files by establishing a backup of all files in a manner as to protect against potential failure and loss of data.
ARTICLE VI: Appointed Positions
A. The President can select any necessary committee position from the membership at large, subject to approval of a majority vote of the BOD to serve in committee positions, which the BOD has created.
B. No appointed position will have a vote in any BOD decision.
C. The tasks of each appointive position and his /her committee will be defined by the BOD.
D. Committee members serve at the discretion of the committee position in charge of that committee.
E. The committee positions terms of office will be determined by the BOD.
F. The appointed position may be removed by a 2/3 vote of the BOD.
G. The appointed position may appoint his/her own committee members except for the BOD elections committee.
H. The appointed positions may include the following:
Proof Reader for Newsletter
- All appointed members may give a report/status update at each Board Meeting .
- Other positions may be established and appointed as the need arises.
ARTICLE VII: MEETINGS
A. A general membership meeting will be held at least annually at a time and place to be determined by the BOD and communicated to the general membership through the newsletter.
B. All Board meetings are open to all members of the organization but only BOD members can vote at Board meetings. Members of the ExComm have the right to hold a closed meeting.
C. If no business meeting has been called for 18 consecutive months, any member may call a special business meeting by sending a written notice to each elected and appointed officer.
1. Any member of the BOD who cannot attend a scheduled Board meeting may provide for a written proxy to vote on his/her behalf.
2. No member of the BOD will be allowed to vote in absentia through a proxy unless the proxy is in writing, containing the members signature, and is carried to the meeting by the person selected as proxy.
3. In the event that an issue requires resolution prior to the next monthly Board Meeting, it may be voted on via email.
ARTICLE VIII: ELECTIONS AND VOTING
A. Elections and Voting
- General elections will be held at the prior monthly meeting and results announced at the following monthly meeting.
- Special Elections can be held at any time for any reason by a majority vote of the BOD. Only the BOD can present motions to be voted on by the general membership or before the BOD.
- For voting by absentee ballot, the ballot will contain the name and address to which the ballot must be returned with a clear communication of the deadline for voting. An absentee ballot will require a signature of the person submitting the ballot. . Absentee ballot is void if it is not signed the requesting member. Persons requesting an absentee ballot will not be permitted to vote at the general election meeting unless they turn in their blank absentee ballot. Requests for an absentee ballot must be made at least two (2) weeks prior to the election date. Absentee ballots must be received 2 days prior to the elections; any ballot received at a later date will be discarded.
- The BOD will not endorse any candidate for any office, in any arena.
- Any election or voting for any reason not otherwise covered in these by-laws, which require membership vote, will be advertised through the newsletter and all votes will be based on majority votes of present membership or and responding members if the vote is held by mail.
- Persons must be a member in good standing and a member for six (6) months to be eligible to vote in an election.
- Any items to be voted on by the general membership must be communicated to the members at least six weeks prior the deadline for voting. The BOD will determine the deadline by which absentee mail-in votes must be postmarked and only those responses will be counted.
- The organization is not required to pay return postage on any ballots.
- In the event that there is only one person running for a position, that position will be automatically considered an elected member of the new BOD and will not be on the ballot. Additionally, if there are no opposed positions for any office, there will be no ballots mailed to the general membership and these persons will assume responsibilities of the new BOD on the designated date.
- Elections Chairperson
- A person who is not a member of the BOD or running for office will be appointed by the BOD. The chairperson will be responsible for collecting and tabulating the voting responses and for communication and certifying the results of any elected position to the BOD, By-Law or special election votes.
- The Elections Chairperson can appoint a committee, if needed. Any appointed committee members must be a member in good standing, not a current BOD member and not running for office.
- The Elections Chairperson is responsible for preparing a ballot for timely publication and for distributing absentee ballots as requested.
- In the event of a tie vote of any general membership vote, a run offrun-off election will be held among the two (2) persons or options presented for vote. If a run off is not possible as in the case of a Yes or No proposal, the BOD will decide based on a majority vote.
- Vote within the BOD
In the event of a tie vote within the BOD, the tie vote in an election or motion before the BOD will be broken by a vote of the President.
- The Election Chairperson 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 BOD.
- In the event that the BOD between scheduled meetings must decide any business, the President or a member of the ExComm, appointed by the President, may conduct a meeting by email with each member of the BOD. Regular quorum rules will apply with each voting member considered present.
- Candidates can run for any elected office by submitting a nomination to the Election Chairperson to be included in the ballot so long as the nomination has been in accordance with procedures communicated to the members in the newsletter.
- Only members in good standing will be considered for nomination to any elected position. (Article II: Membership Paragraph B.)
- In the event that an elected officer or an Appointive Position fails to meet the membership requirements at any time during his/her term, he/she will receive written notice from the BOD that a 30-day grace period will be offered to correct the disqualifying event. At the end of the grace period, any elected officer or Appointive Position who has failed to meet the requirements will forfeit his/her position.
C. Replacement of Members of the BOD
- Within 30 days of the withdrawal of any member of the ExComm, the position will filled in accordance to ARTICLE III: Officers and Duties, with the approval of the BOD until the annual election can be held. ExComm includes the President, Vice President, Secretary and Treasurer Positions.
- In the event of the vacancy of any position on the BOD, excluding members of the ExComm, the President can present nominations for temporary replacement until the annual election can be held. The candidate must be approved by a majority vote of the BOD.
- Recalls of any member of the BOD can be by any member upon presentation of a petition, which describes the reason for recall. The petition must be signed by a minimum of twenty-five percent of the membership in good standing, at the date on which the petition is presented to the President.
- The recall of any elected officer may be affected for any of the following reasons:
- Mental or physical disability resulting in substantial inability to execute the duties of the office.
- Malfeasance, misfeasance or nonfeasance of office.
- Upon presentation of such a petition to the President, a special Election Committee shall be appointed to supervise the voting, to receive the counted 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 Newsletter Editor 3 days prior to a deadline date established by that position and/or his/her committee.
- Balloting rules of a regular election shall apply, except that the designated date for the final receipt of ballots shall be no less than 30 days nor more than 60 days from the date of the newsletter publication.
- In all recall elections, a minimum vote of twenty-five percent of the membership in good standing must be received in order to affect a recall. A simple majority of the ballots cast will determine rejection or approval.
- The President shall inform, the membership in writing via the newsletter of the results no later than ten (10) days following the certification of the election.
ARTICLE IX: MISCELLANEOUS
- Expenses in excess of the pre-approved amount should be discussed in advance of expenditure to receive authorization from the BOD.
- Event monies may be dispersed in advance to the committee chairperson but receipts must be provided to support expenses. Any unused monies must be returned by the next BOD meeting.
- The BOD shall determine the budget for each event. Event Reimbursement will not be made until an event report has been filled out and presented to the BOD by the Board Liaison for final approval. Expenses greater than the approved budget will be handled on an individual basis.
- General Reimbursements will be made after it has been approved by the BOD.
- Any property belonging to the organization shall not be used or consumed by any person without written consent of the BOD and an approval by majority vote of it. The term “property” included 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. The property shall be returned to the appropriate Board Member upon completion of the event.
- Use of club logos shall be approved by the BOD.
- The fiscal year of the Isle of Iowa Parrot Head Club shall begin on January 1st & end December 31st.
- The President, Vice President, and Treasurer are the authorized signatures of the organizations bank account.
- The membership data is to be maintained confidential within the BOD. It will be provided as necessary to National PHIP, as requested by the President.
- All Jimmy Buffett concert tickets will be distributed per PHIP Regulations and Guidelines; and the Isle of Iowa Parrot Point and Concert Ticket policies in effect at the date of the concert schedule announcement.
- No member of the Isle of Iowa Parrot Head Club, including any member of the BOD may enter any verbal or written agreement without the approval of the BOD. The approval is required prior to the agreement taking affect.
ARTICLE X: AMENDMENT TO BY-LAWS
A. Amendments to these By-Laws can be brought to a vote in two (2) manners.
1. A petition signed by twenty-five percent or more of the members in good standing, and presented to the BOD.
2. The BOD can present, for general membership vote, any amendments to the By-Laws, which have been approved by the BOD by a 2/3 vote.
ARTICLE XI: ADOPTION OF BY-LAWS
A. Adoption of the By-Laws or revisions thereof, must be ratified by majority vote per Article VIII: Elections and Voting.
B. These By-Laws will go into effect 10 days after election.
Revised Jan 1, 2012.