Stuff that is proposed to be deleted will look like this, red and strikethrough.
If there are a bunch of changes to a single sentence like this:
Meetings of the
Chapter Board of Directors may be called at any time by the Chapter President or by a two-thirds (2/3) majority of the Chapter Board of Directors .
We will break them out into two separate sentences to make the changes readable, like this:
Meetings of the Chapter Board of Directors may be called at any time by the Chapter President or by a two-thirds (2/3) majority of the Chapter Board of Directors.
Comments and questions will be boxed look like this in the appropriate location.
EAA Chapter Administration - Guidelines for Bylaws
The bylaws should be easily readable on a smartphone by someone with bifocals.
Government Affairs Director (Legislative Information Officer ?) is an officer of the club. (we need a job description).
Clean up the stuff that's mentioned, but never used. "Executive Officers" is used once, but never defined. "Class I" and "Class II" directors are defined but never used.
Do we have to use "Chapter" in front of everything, every time?
Do we have to say "Board of Directors" every time? Would BOD work?
Meetings of the Chapter Board of Directors may be called at any time by the Chapter President or by a two-thirds (2/3) majority of the Chapter Board of Directors.
Change any references to stuff like a "special email" to "email".
Specify which officers and board members get elected on odd or even years.
How much can the president / treasurer reimburse without BOD approval?
How much can the BOD spend without membership approval?
One other time we lost out on an invitation to talk to the FAA administrator because the President didn't tell the board about the invitation.
Chapter inventory - Verify items and keys once a year?
Chapter Membership Chairperson ?
Officially say that the membership list is the property of EAA chapter 42 for the private use of it's members only.
Should Flight Advisers and Tech Counselors automatically be Board Members?
Need to publish on the website:
- Alaska Corporation name, Tax Status,
Chapter 190 - The Chapter has been duly incorporated under Chapter X of the Corporation Laws of the State of Alabama by submission of the Articles of Incorporation to the Judge of Probate Court, Madison County, Alabama on April 4, 1966 (Reference doc. 69622).
- Door Prize Guidelines...
- Mugs, promo items to Guest Speakers, Meeting Hosts
Variation from Chapter 174 - ARTICLE ??. Website. The Chapter shall maintain a website and email list. The purpose shall be to keep members advised of Chapter activities, the times, dates, and places of such activities, and other aviation related information as may be of use to the members.
Chapter 1514 - The office for transaction of business for the chapter shall be the home of the current President, located in or near Anchorage, Alaska.
Chapter 17 - The principal office of the corporation shall be the residence of the existing Treasurer of the corporation.
The purpose of this Chapter is to:
Eligibility for Chapter Membership: Eligibility for membership in the Chapter is open to any person who has an interest in recreational aviation, subject to the classifications of membership listed in Article IV, Sections 1-5.
Classifications of Chapter Membership: There are five(5) types of Chapter Memberships. These Chapter Membership Classifications include; Regular, Family, Honorary/Complimentary, Special, and Life. The specific details of these Chapter Membership Classifications are described in the following paragraphs:
Duration of Chapter Membership: The Duration of a Regular and Family Chapter Membership shall be one (1) calendar year. Honorary/Complimentary or Special Chapter Memberships may be extended or continued beyond one (1) year at the discretion of the Chapter Officers, Chapter Board of Directors, or Chapter Membership, Life Chapter Membership is continuous for the life of the Chapter Member.Life Chapter Membership is not transferable to another person. All Chapter Members with voting privileges in the Chapter must maintain a current membership with the EAA (Experimental Aircraft Association Incorporated), except for the Honorary/Complimentary Chapter Members.
Voting Privileges of Chapter Membership: Voting privileges within the Chapter shall be limited to Regular Chapter Members, Family Chapter Members (excluding Children under 18 years of age), Special Chapter Members and Life Chapter Members. Honorary/Complimentary Chapter Members shall not have voting privileges within the Chapter.
Removal of Chapter Membership: Chapter Membership is a privilege, which requires an appropriate commitment from each Chapter Member. Each Chapter Member shall accept the responsibilities of Chapter Membership, and by acceptance agrees to promote EAA and the Chapter. In the event a Chapter Member fails to meet these requirements, they may be asked to relinquish their Chapter Membership in accordance with the following conditions:
Resignation of Membership: Any Chapter Member may resign their Chapter Membership at any time by delivering to any Chapter Officer a written notice of resignation. The resignation of Chapter Membership shall become effective on the date stated in the written notice. In the-event the written notice of resignation does not contain an effective date, the date the Chapter Member delivers the written notice to any Chapter Officer shall become the date of resignation.
Roster of Members: The roster of members in good standing shall be kept current and made available to members on the Chapter website.
Article V - Dues and Assessments gloms the Dues and Assessments into one dense barely readable paragraph. It can be presented better.
Once upon a time the BOD talked about waiving dues for some officers. Haven't seen anything in writing.
The Chapter Officers and Chapter Board of Directors, with the concurrence of the Chapter Membership, will determine appropriate dues and assessments. The rate of dues or the amount of assessment shall be voted on and agreed to by the Chapter Membership at any regular Chapter Membership Meeting or Special Chapter Membership Meeting. The proposed dues or assessment must pass by a majority vote of eligible Chapter Members in attendance. Dues and assessments shall be paid to the Chapter Treasurer, or any person they may designate. Dues are to be paid annually and are payable upon joining and every January 1st of each year thereafter. Assessments shall be paid as determined by the Chapter Officers and Chapter Board of Directors, with the majority concurrence of the Chapter Membership. Dues and assessments shall be considered wholly earned and shall not be pro-rated in the event of expulsion or resignation. Honorary/Complimentary Chapter Members and Special Members shall not be required to pay any dues or assessments. Life Chapter Members, while not required to pay dues, however may be required to pay assessments.
Article VI - What exactly is a "Meeting of Members"?
Definition for a proxy: it must be on paper with a date, a statement of the question or election going on, what their vote was, and a signature. An alternative was a signed written statement allowing someone else to vote for them.
6. If a quorum is represented, a simple majority is necessary for the adoption of any resolution, except as stated in Articles XVII, XVIII and XIX.
7. In the absence of the President, Vice President, Secretary, and Treasurer, a temporary meeting Chairman may be appointed by the members of the Board of Directors and shall act as the presiding officer. At every meeting of the members, each voting member shall have one vote on any question or resolution.
In the absence of a member, that member shall have the right to vote by proxy.
A proxy vote may be accepted when the representative possesses a ballot or resolution signed by the proxy.
An absentee vote may be accepted when the ballot or resolution is submitted to the election official by the date set forth.
An e-mail vote is considered valid and accepted if the election official receives the intentions of the voter, and replies to the voter indicating that the vote has been accepted.
Proxy votes are not private, and in the case of a dispute may need to be verified by an appointed representative of the Board of Directors.
The chapter secretary shall be responsible for the method by which proxy, absentee, or e-mail votes shall be counted, or shall name an election official to conduct the voting process.
Section 1. Annual Meeting: An annual meeting shall be held at a time and place to be determined by the Board of Directors. The annual meeting is for the purpose of receiving annual reports of the corporate officers, directors and committees, to establish dues, fees and other compulsory charges, and for such other business as may properly come before such meeting. Notice of the annual meeting setting forth the place, time and agenda shall be transmitted to the active membership at least thirty (30) days prior to the meeting.
Section 2 . Monthly Meetings: Monthly meetings shall be scheduled by the Board of Directors.
Section 3. Special Meetings: Special meetings of the active members may be called at the discretion of the president, or a majority of the directors, or by written petition of at least twenty (20) percent of the active membership. Special meetings shall occur within ten (10) days of the demand for such a meeting. The secretary shall transmit to the active membership the time, place and agenda or reason for the meeting at least five (5) days prior to the meeting.
Section 4. Quorum: A quorum is required for any Chapter meeting. The presence in person or by written proxy of a majority of the active membership of the corporation is necessary to constitute a quorum at each annual or special meeting. Five (5) or more active members shall constitute a quorum at monthly meetings. A lesser number shall adjourn to some future time as determined by the president or the board of directors.
Section 5. Voting: Each member in good standing is entitled to one vote. A majority vote of the members present or by proxy is controlling unless otherwise specified in the Bylaws.
A Chapter Membership Meeting is an official chapter meeting that has been scheduled and announced in advance, has a quorum of members, and one of the purposes is for chapter member to vote on items of Chapter interest.
A Chapter Meeting is a meeting that has been scheduled and announced in advance, we do stuff, talk about stuff, and don't vote on anything.
"simple majority" sentence conflicts with Article XIX. Amendments and Article XX. Dissolution.
Article VII - What exactly is "Installation of Chapter Officers"?
Election Details are in Article XI. Elections. Why are they here?
Why are Directors mentioned here? they are in Article IX. Chapter Board of Directors.
Why is the term of office listed twice in two lines?
Too many changes in too many places. Here is just the new version:
Attend BOD meetings and chapter meetings.
... with the assistance of the Chapter Membership Chairperson shall keep a Chapter Membership Book, Roster or Record showing the name of each Chapter Member.
Chapter 174 - Secretary
- Filing the notice of continuing operation with the Secretary of the state of Ohio as required by law. This notice is due in years ending in two and seven.
- Sending a copy of the membership meeting minutes and a copy of the board meeting minutes, within ten days following each meeting, to the newsletter editor for publication,
- Completing the annual Chapter Status Report and filing it with EAA headquarters by December 15.
The following duties shall be performed by the Chapter Officers- The Chapter Officers may, from time to time, be called upon to perform additional duties, they may also, at their discretion, and in conjunction with direction from the Board of Directors, perform additional duties for the betterment, improvement, and well being of the Chapter.
EAA recommends that there are an odd number on the Board of Directors to prevent a tie vote.
6...If all of the Members of the Chapter Board of Directors are present at a meeting, any business of the organization may be transacted without previous notice of the meeting.
7. A simple majority of the Chapter Board of Directors, at least two (2) of which shall be Executive Officers, shall constitute a quorum of the Chapter Board of Directors.
Sections 6 and 7 conflict with each other. Getting picky, a quorum of BOD members would not be able to conduct business at a chapter meeting if one BOD member was absent according to section 6.
Chapter 174 - The Board may authorize the expenditure of up to and including 200 dollars, for the benefit of the Chapter, without vote of the membership.
Multiple chapters had something along the lines of "If an officer or BOD member misses 3 meetings in a row without notice to the board, they have effectively resigned and will be replaced by the BOD at the next meeting. We have had two vice-presidents go AWOL in the past 5 years.
Chapter 1111 - Section C.1. DISMISSAL OF INACTIVE DIRECTOR If an executive officer fails to notify the president of a need to be absent and this occurs three consecutive times, the executive officer will be considered non-responsive to his or her elected duties as a representative of EAA Chapter 1111 and may be dismissed from the position as determined by the Board of Directors.
Chapter 18 - To remain eligible to serve on the Board of Directors, each member must attend at least fifty percent of the meetings of the Directors during each calendar year at which they are eligible to attend.
(Chapter President, Vice President, Secretary, Treasurer) If the office of Chapter President, Vice President, Secretary, or Treasurer become vacant for any reason, the Board of Directors shall elect a successor who shall hold the office for the remainder of the normal term, or at the option of the Board of Directors, hold a special election to fill the vacancy(s).
The term of office for Chapter officers and directors is a maximum of two years. Election years will be staggered to keep some institutional memory in the organization and prevent the entire slate of officers and directors being replaced in one election.
Countersign all checks drawn against Chapter funds in excess of $200.
Chapter 1111 -"the Executive Board of Directors may instead vest in any one or more Principal Officers or subordinate officers the authority to enter into contracts or instruments obligating the Chapter to an expenditure of less than $25.00."
the Executive Board of Directors may authorize the President, Vice Presidents or Treasurer, or any subordinate officer, to execute, without the requirement of any co-signature, all checks in the amount of less than $25.00.
Chapter 1158 - The Board of Directors may vest in any one or more Principal Officers or subordinate officers the authority to enter into contracts or instruments obligating the Chapter to an expenditure of less than $100.00 without prior board approval.
The membership year shall run from the first day of October through the last day of September of the following year. Annual dues for the coming year shall be payable not later than the last day of September.
2. Any member whose dues have not been received by the Treasurer by the last day of October shall be considered as having resigned and shall be dropped from the membership roster. Any former member whose membership has lapsed for non-payment of dues for less than 12 months must pay the full year dues to be reinstated.
ARTICLE VI. Member Payments And Expenses.
1. No officer, Board member or general member shall receive pay for any services to the Chapter, nor shall any operations be conducted for the financial gain of any member.
2. Not withstanding item 1, any officer or member may be reimbursed for any expenses incurred on behalf of the Chapter.
The Chapter Nomination Committee, which is appointed by the Chapter President, shall consist of 3 to 5 Chapter Members. The purpose of the Chapter Nomination Committee is to conduct the annual process of recruiting nominees for the various elected positions within the Chapter and report these nominations to the Membership of the Chapter. Further, the Chapter Nomination Committee shall follow the guidelines in the Chapter Transition Plan Part 1.
The Chapter Membership Committee, which is appointed by the Board of Directors, shall consist of a few Chapter Members, probably about 4 or 5 Chapter Members. The purpose of this Committee should be to keep accurate records on the current Membership of the Chapter through a detailed Chapter Membership Roster. The Chapter Membership Committee shall also look for ways to retain existing EAA and Chapter Members. Further, the Chapter Membership Committee shall look for opportunities to recruit new EAA and Chapter Members, including keeping an ample quantity of EAA and Chapter Membership Application Forms and any other materials that will assist in the retention and recruitment of EAA and Chapter Members.
The Board of Directors may establish committees, as it deems necessary. Any committees established by the Board of Directors shall be responsible for reporting their activities directly to the Board of Directors.
In the event a dispute arises within the Chapter, a written petition, endorsed by a quorum of Chapter Members, as defined in Article VI - Meeting of Members, may request intervention by the Chapter Office Staff of the Experimental Aircraft Association, concerning a dispute within the Chapter. The Chapter Membership will cooperate completely and fully with the Chapter Office Staff of the Experimental Aircraft Association, in the resolution process. In the event a dispute occurs within the Chapter, and it cannot be resolved with the assistance of the Chapter Office Staff of the Experimental Aircraft Association, and it is determined bythe Chapter Office Staff of the Experimental Aircraft Association, to be at an impasse, the Chapter agrees and acknowledges the authority and responsibility of the Experimental Aircraft Association, to remove the Chapter Charter. If the Chapter Charter is removed, the Chapter will have no further recognition or affiliation with the Experimental Aircraft Association.
The Bylaws of the Chapter may be, amended, or new Bylaws adopted at any Regular Chapter Meeting of the Chapter Members called for that purpose. Amended or new Bylaws must be passed by a not less than eighty percent (80%) majority vote of the Chapter Members eligible to vote and present at such meeting in person or by proxy.
The Chapter may be dissolved by a two-thirds majority vote of the voting Chapter Members. If the Chapter is dissolved, the Chapter President is responsible for ensuring that all Chapter debts and obligations are paid, and the proper disposition of all Chapter records are sent to the EAA Chapter Office at EAA Headquarters, P.O. Box 3086, Oshkosh, Wisconsin, 54903-3086. The Chapter President is also responsible for the disposition of all Chapter materials and assets that shall be donated to another non-profit organization. (The EAA and EAA Foundation are both non-profit organizations).
The Chapter accepts and acknowledges that the Chapter has been granted a conditional Charter under the authority of the Experimental Aircraft Association, Incorporated. Further the Chapter accepts and acknowledges that the privileges granted to the Chapter, under a conditional Charter, may be withdrawn in the event the Chapter fails in any way or manner to meet the requirements of the Chapter Charter of the Experimental Aircraft Association, Incorporated. In the event that the Experimental Aircraft Association, Incorporated withdraws the conditional Charter of the Chapter, the Chapter agrees to cease using any reference whatsoever to itself as a Charter Chapter of the Experimental Aircraft Association, Incorporated.
Acknowledgement and Acceptance on behalf of:Top
President Michael Ice Sept 28, 2004 Vice President Gale Partch Sept 28, 2004 Secretary Mike Luther Sept 28, 2004 Treasuer ? Sept 28, 2004 EAA Chapter Office (Oshkosh) Troy Toelle Oct 15, 2004
Chapter 1310 - Article XlV - Organization Committees
Article XlV - Organization Committees
The Chapter Board of Directors may establish the following committees, or it may establish any other committees, as it deems necessary. Any committees established by the Chapter Board of Directors shall be responsible for reporting their activities directly to the Chapter Board of Directors
Chapter Welcome Committee
The Chapter Welcoming Committee should be established to make visitors and new Chapter Members feel welcome at Chapter Meetings and events. For example the committee could assign a member of the Welcoming Committee to do a brief interview with each visitor at your Chapter Membership Meetings and then introduce the person during the meeting. The Welcoming Committee could also assign a member of the committee to make contact with each new Chapter Member in order to explain the background and mission of the Chapter.
The Chapter Welcome Committee should consist of several Chapter Members. The exact number of this committee is not particularly important, however the Chapter Welcome Committee, unlike some Chapter Committees, can function successfully with a larger number of Chapter Members. A larger number of Chapter Members or the Chapter Welcome Committee will spread the workload and get more Chapter Members involved in the responsibilities of the Committee.
The main functions of the Chapter welcome Committee should include, but not be limited to the following responsibilities and tasks. The Chapter Welcome Committee should:
- · Make sure all of the Chapter Welcome Committee Members are easily identifiable by a special nametag, shirt, or some other identification
- · Make sure a few Chapter Welcome Committee Members attend all Chapter functions to welcome guests and Chapter Members
- · Make sure a sign-in sheet is on-hand at all Chapter functions so Chapter Members may sign-in and the names, addresses, and other important information may be obtained from any guests
- · Make sure all guests are welcomed and introduced to the entire Chapter at some appropriate point during the Chapter activity
- · Make sure the names and addresses of all guests are given to the Chapter Newsletter Editor and Chapter Web Editor to ensure guests will be recognized in both publications and the guests will receive the next few issues of the Chapter Newsletter, either by mail or electronically if the Chapter publishes an electronic Chapter Newsletter
Chapter Membership Committee
The Chapter Membership Committee should consist of a few Chapter Members probably about 4 or 5 Chapter Members. The purpose of this Committee should be to keep accurate records on the current Membership of the Chapter through a detailed Chapter Membership Roster. The Chapter Membership Committee should also look for ways to retain existing EAA and Chapter Members. Further, the Chapter Membership Committee should look for opportunities to recruit new EAA and Chapter Members, including keeping an ample quantity of EAA and Chapter Membership Application Forms and any other materials that will assist in the retention and recruitment of EAA and Chapter Members.
Chapter Flying Activities Committee
The Chapter Flying Activities Committee should include 3 or 4 Chapter Members. The focus of the Chapter Flying Activities Committee should be to develop and maintain a list of planned flying activities for the Chapter Members to participate in on a regular basis.Chapter flying activities may include but not be limited to:
- Regular (monthly or bi-monthly) fly-outs
- Cross-country rally’s
- Orientation flights
Chapter Young Eagles Committee
The Chapter Young Eagles Committee is a very important Chapter Committee and should consist of as many Chapter Members as necessary to ensure the Chapter has a strong and active commitment to the EAA Young Eagles Program.
The main functions of the Chapter Young Eagles Committee should include, but not be limited to:
- · Planning and conducting, with the assistance and participation of Chapter Members, one or more annual EAA Young Eagles Rallies
- · Assisting individual Chapter Members in their efforts to recruit and fly EAA Young Eagles by maintaining an ample supply of EAA Young Eagle materials
Chapter Flying Start Committee
The Chapter Flying Start Committee is an equally important Chapter Committee and should consist of as many Chapter Members as necessary to ensure the Chapter is actively involved in helping interested people begin and continue their trek towards the successful achievement of learning to fly. The Chapter Flying Start Committee should:
- · Work to establish a positive and constructive relationship with the local flight school
- · Plan and conduct at least one Flying Start Presentation annually
- · Encourage all individuals who attend a Flying Start Presentation to also join the Chapter and EAA to better support the individuals quest towards learning to fly
Chapter Fly-in Committee
The Chapter Fly-In Committee should consist of several Chapter Members as outlined in the Chapter Fly-In Guidelines. The individual posts on the Chapter Fly-In Committee will depend on the various activities planned for the Chapter Fly-In.
Chapter Social Committee
The Chapter Social Committee is a very important Chapter Committee and should include 4 or 5 Chapter Members. The purpose of the Chapter Social Committee is to look for, plan, and conduct various social activities that will bolster the “fun factor’ of the Chapter. Some of the various Chapter social activities under the direction of the Chapter Social Committee should include, but not be limited to:
- · Annual Chapter Banquet or Celebration
- · Monthly Chapter Birthday Party (to celebrate the birthdays of Chapter Members)
- · Chapter Hangar Dance
- · Chapter Cook-Out, (maybe coordinated with the Chapter Flying Activities Committee if held at an airport)
- · Refreshments at monthly Chapter Gatherings
Chapter Membership Recognition Committee
The Chapter Membership Recognition Committee may only need a few Chapter Members, perhaps 2 or 3 Chapter members; however this may be one of the most important Chapter Committees. The purpose of the Chapter Membership Recognition Committee is to plan and present the various Chapter Membership Awards and when appropriate submit the names of appropriate individuals to the EAA Chapter Office for recognition to the entire EAA Membership. Such awards may include:
- · Chapter Spark Plug Award
- · Chapter Spirit Award
- · Outstanding Chapter Member Award
- · Best Membership Recruiter Award
- · New Pilot Award
- · New Homebuilt Aircraft Award
- · New Ultralight Award
- · New Aircraft Restoration Award
- · Outstanding Chapter Volunteer Award
- · Outstanding Young Eagles Ground Volunteer Award
- · Chapter 100 Young Eagles Flown Award
- · Etc., etc., etc...
Chapter Nomination CommitteeThe Chapter Nomination Committee should consist of 3 or 4 Chapter Members. The purpose of the Chapter Nomination Committee is to conduct the annual process of recruiting nominees for the various elected positions within the Chapter and report these nominations to the Membership of the Chapter. Further, the Chapter Nomination Committee should follow the guidelines in the Chapter Transition Plan Part 1. Chapter Builder Support Group Committee The Chapter Builders Support Group Committee should include 3 or 4 Chapter Members whose main focus is to keep builders in touch with each other and look for ways builders can share ideas and information. Typically the Chapter Builders Support Group Committee will organize the following activities: · Builders Shop Visits · Builders Demonstrations · Guest Speakers on Building Topics · Technical Counselor and Flight Advisor Training Sessions · Group Aircraft Inspection Training Sessions
Chapter Safety Committee
The Chapter Safety Committee does not have to be a very large Committee, maybe 2 or 3 Chapter Members, however this Committee is very important. The purpose of the Chapter Safety Committee is to ensure all Chapter activities are conducted in a safe manner and that proper safety rule are in place and followed. In addition, the Chapter Safety Committee should make sure to make a presentation on safety to the Member of the Chapter twice each year and they should try at least four times each year to include a short article on safety in the Chapter Newsletter.
Chapter Finance Committee
The Chapter Finance Committee should include 3 Chapter Members, including the Chapter Treasurer. The Chapter Finance Committee should conduct the following activities:
- · Assist the various Chairman of Chapter Committees in the proper development and adherence to annual budgets
- · Create an annual Chapter Budget for submission and approval by the Chapter Board of Directors
- · Ensure that proper financial procedures are followed at all time as respects to the finances of the Chapter
- · Conduct an annual internal audit of Chapter finances and arrange an outside audit of Chapter finances when directed by the Chapter Board of Directors
Chapter Fundraising Committee
The Chapter Fundraising Committee should include 5 or 6 Chapter Members. The purpose of the Chapter Fundraising Committee is to direct and work with the entire Chapter Membership on the successful raising of funds through special projects and activities.
-- End of Chapter 42 Bylaws --