BY-LAWS of the Midwest Pond and Koi Society
BY-LAWS OF THE MIDWEST POND AND KOI SOCIETY
(Feb 2012 Revision)
ARTICLE I
PURPOSE OF THE SOCIETY
For the betterment and education of those interested in water gardens, and/or Koi, and/or ornamental fish; through the exchange of information, exhibitions, workshops, seminars, tours, and interaction with other similar groups.
ARTICLE II
MEMBERSHIP AND DUES
Section 1. Any person, family, or corporation that has an interest in ponds and/or ornamental fish as expressed in Article I shall be eligible for membership and will become a member upon payment of annual dues.
Section 2. Membership dues are to be paid annually. Membership will run from January 1st to December 31st each year. The Executive Board shall set the amount of dues. Dues shall not increase more than 25% from the previous year’s dues.
Section 3. Default in payment to MPKS for any reason will be made good within 30 days or will result in suspension of membership. Members will pay the fee for a bounced check.
ARTICLE III
RIGHTS OF MEMBERSHIP
Members in good standing shall receive a membership card and copy of the by-laws. A member has the right to attend any club meeting or club activity. Members also have the right to attend the annual pond walk free of charge and receive the club newsletter. Members have the right and are encouraged to participate in the Society Committees.
ARTICLE IV
MEETINGS
Section 1. Meetings will be held on the third Friday of every month except for November and December. The Executive Board will establish meeting place and time. Meeting date may be changed by the Executive Board. Members would be notified of change by mail or email one week before meeting.
Section 2. The President will determine the agenda for the next meeting.
Section 3. The Board shall meet as needed to discuss the business of the club.
ARTICLE V
MINUTES
Minutes shall be taken at all meetings by the Secretary or someone appointed by the Secretary in his or her absence. Minutes will be kept by all Committees and will be the responsibility of the Chairperson in charge of said Committee. Copies of all minutes will be kept by the Secretary and are available upon request to any and all members.
ARTICLE VI
RECORDS OF THE SOCIETY
All records of the Society are the sole property of the Society. Unauthorized use of said records is strictly prohibited. All current records will be kept by the Secretary. (Current meaning less than one year old) Older records shall be kept by the Society Historian. Records are defined as any document, picture, tape, or video that was produced by or for the Society or pertains to the Society.
ARTICLE VII
OFFICERS
Section 1. Executive Board – The Executive Board shall be made up of the following officers: President, Vice President, Treasurer, Secretary, Executive Committee Chairperson, and eight Directors. These officers will serve a term of two years. The new Director position shall expire in October 2007.
Section 2. Vacancies – In the event of a vacancy on the Executive Board the Board shall by a majority vote appoint a member to fill the vacancy. This person will perform all duties of the office until the next scheduled election.
Section 3. Nominations – Any member in good standing may be nominated for any office. Nominations shall be submitted in writing by mail or email to the Secretary on or before the September meeting. A list of nominees will be published and distributed to the general membership before the October meeting.
Section 4. Elections – Elections shall be held at the October meeting. The election shall be by secret ballot or by a show of hands. A lottery will be conducted by the Secretary and two other Officers to determine the order of names appearing on the ballot. The President shall count the ballots and announce the winners. In the case of a tie, there will be a “run off” election immediately. Officers shall be installed on January 1st. Absentee ballots may be obtained from the Secretary and must be returned no later than one week before the election meeting.
Section 5. Holding More Than One Office. An officer or director of the Midwest Pond and Koi Society (MPKS) may also serve as an officer or director of another pond and/or fish club, excluding only the office of President of the second organization while on the board of the MPKS. He or she must abstain from voting on issues that are deemed to be a conflict of interest with respect to the MPKS and the second organization.
ARTICLE VIII
DUTIES OF THE OFFICERS
Section 1. Duties of the President – The President shall perform all duties previously set forth here and preside at all meetings that he or she is present at. The President shall also act as chief liaison between this Society and any other club or organization.
Section 2. Duties of the Vice President – The Vice President shall assume all duties of the President in the absence of the President or at the request of the President.
Section 3. Duties of the Secretary – The Secretary shall be responsible for the minutes and maintenance of the membership list. The Secretary shall be responsible for sending out meeting notices, membership cards, and other correspondence with members.
Section 4. Duties of the Treasurer – The Treasurer shall collect and record all monies due the Society. To prepare and present at every scheduled meeting a Treasurer’s report. To pay all predetermined accounts as may be authorized by a majority of the Board and to pay those bills presented and approved at meetings. To prepare and submit all reports required by any governmental agency.
Section 5. Duties of the Executive Committee Chairperson – This person shall oversee all Committees of the Society. This person will also appoint all Committee Chairpeople.
Section 6. Directors shall have a vote on the Executive Board.
Section 7. All Officers shall be responsible to make sure that the Society’s activities are in accordance with the purpose of this Society.
ARTICLE IX
APPROVAL AND AMMENDMENTS OF THE BY-LAWS
The by-laws may be amended at any Society Meeting by a vote in favor of the amendment changes in which two thirds (2/3rds) of those attending the Society Meeting agree to said changes. Said changes must be proposed at a preceding meeting. Said changes shall be mailed or emailed to all members at least 15 days prior to the Society Meeting at which the amendment will be considered. The mailing will be in the form of a notice within the next newsletter or email of the Society.
ARTICLE X
PROPERTY RIGHTS OF MEMBERS
All property of the Society is irrevocably the property of the Society and is dedicated to use for the betterment of the club. In the event that the Society is dissolved, all monies and property shall be donated to a not for profit organization chosen by a majority of the remaining members of the Society and under no circumstance shall any property or monies revert to or go to any individual or current or past member of this Society. Nor shall any property or monies be used for the betterment of an individual member. The Society may sell or dispose of any club property by approval of the Board.
ARTICLE XI
PARLIAMENTARY PROCEDURES
Section 1. Roberts Rules of Order will govern all meetings when necessary.
Section 2. A quorum is required to hold General and Executive, and Committee meetings. The quorum for a General meeting shall be 30% of members attending the meeting. A quorum for an Executive or Committee meeting shall be 30% of the Board or Committee members.
ARTICLE XII
RULES OF THE SOCIETY
Section 1. Unauthorized sales, advertising, distribution, solicitation by members at club meetings or events is prohibited.
Section 2. Unauthorized use of Society property, funds, or membership lists is prohibited.
Section 3. All ideas that are developed for the Society become the sole property of the Society.
Section 4. Behavior that is in violation of the rules of this Society or the Statement of Purpose can lead to expulsion from this Society. For this to happen it has to be voted on by the membership and passed by a majority.
Section 5. The membership list shall be comprised of the names of all members, their addresses and phone numbers. If a member does not want their name, address or phone number to appear on the membership list, the member must notify the Secretary in writing. The membership list is the sole property of the Society and any unauthorized use or sale of said list is strictly prohibited. The Society has the right to sell or use it as it deems fit.
ARTICLE XIII
DEFINITIONS AND MEANINGS
The following are the definitions and meanings as pertaining to this document:
- Society – Midwest Pond and Koi Society.
- Member in good standing – Any member who has paid current dues.
- Unauthorized – Anything that has not been approved by a majority of the Board in writing.
- Board – Refers to the Executive Board
- Family membership – All family members residing in the same household.
- Business or Corporate membership – A membership in a Business or Corporate name. Only the Owner or President will have the rights of a member.