ARTICLE I - ORGANIZATION
Section 1. Name.
The Cincinatti Parrot Head Club, hereinafter referred to as "The Club", Greater Cincinnati, Ohio's local affiliation of Parrot Heads in Paradise, Inc, PHIP, the national Jimmy Buffett fan club.

Section 2. Founders.
Pam Inglish and Cheryl Wilson founded this Club.

Section 3. Purposes.
We are a community service organization with the following goals:
  • To gather and socialize with people who share similar interests while enjoying Jimmy's music in a festive atmosphere
  • To assist in charitable fund-raising, community service, improvement activities.
  • To promote regional shared activities for enjoyment and fund-raising.
Section 4. Decisions.
All club decisions at the business meeting will be by a simple majority with the exception of a change to the bylaws, which will require a 2/3 majority.

Section 5. Address: The official mailing address and phone number will be as determined by the Board.

Section 6. Fiscal Year: The fiscal year of the Club shall be from January 1 through December 31.

ARTICLE II - MEMBERSHIP
Section 1. Membership Requirements.
  • Membership in the Club shall be open to any individual who
    is twenty-one years of age or older who enjoys Jimmy Buffet&'s music and has an interest in charitable fund-raising, community service, and/or environmental improvement.
  • Payment of annual dues is required for membership by all Club members, except those given Honorary Membership status as determined by the Board. The amount of annual dues shall be set by the Board.
    Any person who has not paid dues by the date set by the Board will be considered to have terminated his membership.
    Subsequent payment of dues will re-establish his/her membership. A member in good standing is one whose dues are current.
  • Dues will be paid annually based on the anniversary of joining. There will be no pro-ration of dues for partial year memberships.
  • Members may be removed from the membership for infractions of bylaws, misuse of club money, non-payment of dues, and/or any action that may place the club or the board at risk of liability.(i.e. damage to property, etc.).
    The Board will have final authority in removal of a member.
ARTICLE III - CLUB FINANCES
Section 1. Bank Account(s).
Bank account(s) will be maintained for Club finances. The account(s) will have two signatories: President and Treasurer. The Treasurer will make a report of Club finances at each meeting. All bank statements are to be mailed to the Club's official mailing address.

Section 2. Requests for Funds.
No Club member shall obligate the Club financially or otherwise without prior approval of the Board. Requests for funds shall be submitted to the Treasurer, who will, in turn, present them to the Board.
The following procedure will be used:
  • Requests under $200.00 or 10% of account balance at the time of decision to commit funds will require approval by the Board.
  • Requests of $200.00 or more will require initial approval by the Board and subsequent approval by the Club membership.
  • The chairperson for each club-sponsored event shall provide a full report to the Board of monies expended and received no later than thirty days after the event.
    The report shall include a complete list of items and monies donated and the source of each donation, as well as receipts if available.
    Monies collected shall be counted by a member in good standing away from public sight and shall be witnessed by another member preferably an officer immediately following the event.
    If this is not feasible, funds shall be placed in a sealed envelope and kept by an officer or the event coordinator.
ARTICLE IV - BOARD MEMBERS
Section 1. The Board is the governing body of the Club.
It shall take such action as it deems advisable for the good of the Club. It shall have the power to commit the funds of the Club in accordance with ARTICLE III, Section 2 - CLUB FINANCES and shall have the duties described in these Bylaws. The Board shall manage the property and affairs of the Club and shall exercise all such powers of the Club. It shall do all such lawful acts and things that are not, by statute or by these Bylaws, required to be done by the Club membership. All individuals serving on the Board must be current members in good standing.
  • President:
    • Oversees the activities of the Club.
    • Sets the course and direction of the Club.
    • Sets agenda and leadsthe Board meetings and Club meetings.
    • Represents the Club at functions, meetings, and events.
    • Represents the Club at the national level with PHIP.
    • Calls board meetings when necessary.
    • Serves as motivator to get Club members involved in all activities.
    • Along with the Treasurer shall be one of the two signatories for the Club bank account(s).
    • Shall be the official point of contact for communication committee and shall have the responsibility for activating that committee.
  • Vice-President:
    • Works with the President to accomplish Club goals.
    • In the absence of the President shall conduct Club and Board meetings, and shall be called upon to represent the Club at public functions.
    • Contact person for the various committees and the Board.
    • Secretary: Contact person for the Club for both national and local needs.
    • Takes notes at Board and Club meetings for official records.
    • Tallies and records results of any Board or general votes
    • Maintains the attendance sheet at each meeting.
    • Keeps records of any correspondence received or mailed by the Club.
    • Maintains the eligible voting list, parrot points, and membership forms.
  • Treasurer:
    • Financial and accounting officer responsible for maintaining financial accounts, books, receivables and payables.
    • Holds the checkbook and bank account records.
    • Gives financial status updates on a monthly basis a Club meetings and as requested by the Board.
    • Shall present Requests for Funds to the Board for all expenditures.
    • Along with the President, shall be one of the two signatories for the Club bank account(s).
    • Notifies members of renewal dues date.
  • Member(s) at Large:
    • Represent the Club members at Board meetings and functions.
    • Serves as a conduit for members to bring issues requiring action to the Board.
Section 2. Meetings.
At all meetings of the Board three members must be present to constitute a quorum for the transaction of business. The Board may hold their meetings and keep the Club's books at such places as they may determine. All Board meetings shall be open to any Club members in good standing. If a Club member wishes to address the Board, they must present a request prior to the Board meeting and limit contents to that portion of the Board agenda designated by the President. In the event of an emergency, the Board may go into Special Session which is further defined as a Board meeting open to Board members only.

Section 3. Resignation or Removal.
If a Board member resigns, a Special Election as described in ARTICLE V - ELECTIONS, will be held to fill the position. A Board member may be removed or disability, those actions mentioned in removal of a member in Article II, section d above, or other causes. Removal of a Board member requires a written petition delivered to the Secretary or other member of the Board. The petition must contain signatures of at least one half of the Club members. The removal vote requires a two-thirds majority of the Club membership. Any Board member under removal vote has the right to speak to the Club membership before the vote. If they are unable to attend the vote meeting, another Club member may speak on their behalf.

ARTICLE V - ELECTIONS
Section 1. Elections.
Elections will be held annually. The entire Board will not be elected simultaneously.Officers will serve two years. President and Secretary will be nominated and elected for even years; Vice-President and Treasurer for odd years. During October, the Board will accept letters of interest from members wishing to hold an office. Nominations for the offices to be elected will occur at the November meeting, with elections taking place at the December meeting. Member(s) at Large will be nominated and elected annually following the election of Officers. The newly elected officers will take office at the January meeting every year. The current President will oversee the transition. If an elected position becomes vacant, a Special Election will be held to fill it. A Board member will notify Club members via phone or email that nominations and election for this position will take place at the first Club meeting after the vacancy.

Section 2. Eligibility for Nomination/Election to Office.
The nomination process shall be an oral one with a nomination and a second required for a Club member's name to be placed on the ballot. To be eligible for nomination for office, an individual must have been a member in good standing for 6 months and attended at least 4 meetings. A Club member may only be nominated for one position. To be elected to an office, a Club member need only receive the majority of the votes of any candidate for that position. In the event of a tie, a run-off election shall be held between the candidates involved in the tie. This run-off election shall take place at the same election meeting. Elected officers may serve only two consecutive terms in the same office.

Section 3. Voter Eligibility.
Any club member in good standing is eligible to vote in elections. It is the responsibility of the Board to provide a list of eligible voters prior to the election. Ballots will be presented to each eligible voter present and their name crossed off the eligible list. Ballots will be counted by the current Club Secretary and Member at Large.

ARTICLE VI - COMMITTEES
Section 1. Committees.
Shall be formed at the discretion of the Board based on club activities.
 

ByLaws Parrot Points MOTM Meeting Minutes