BYLAWS OF THIEF RIVER FALLS MODEL RAILROAD CLUB
ARTICLE I -NAME, PURPOSE
The name of the organization shall be Thief River Falls Model Railroad Club.
The Thief River Falls Model Railroad Club is organized exclusively for pleasure, recreation, and other similar nonprofit purpose and substantially all of its activities are for these purposes.
ARTICLE II- MEMBERSHIP
Membership shall consist of persons whose dues are up to date.
Associate and Full members;
A new member is an Associate member and must attend three consecutive club events to become a Full member. All Associate members shall have all rights and privileges of a Full member except that they cannot vote on club business.
Any Full member that misses three consecutive club events, without prior approval of the president, shall become an Associate member until they attend three consecutive club events.
A club event is defined as any scheduled meeting or any general gathering scheduled at a regular meeting or any special gathering that a member has volunteered for that is scheduled at a regular meeting. For any event in the local area (under 50-mile radius) lasting more than one day, each day shall count as an event.
ARTICLE III – MEETINGS
Section 1: Monthly Meeting:
The date of the regular monthly meeting will be held on the first Tuesday of each month at 7 PM. Location may vary.
Section 2: Special Meetings:
The President may call Special meetings.
Section 3: November Meeting:
Notice of November meeting shall be given to each member at least 10 days before meeting. Elections will take place at this time for President, Treasurer and Secretary.
ARTICLE IV – BOARD OF DIRECTORS –
The Board of Directors shall consist of all current officers of the Corporation.
Section 1: Board Role.
The Board is responsible for overall policy, standards, specifications, and for delegating responsibility for day-to-day operations. The Board shall consist of President, Secretary and Treasurer. The board receives no compensation.
Section 2: Meetings.
The Board shall be represented at regular monthly meetings.
Section 3. Officers and Duties:
The President shall convene regularly scheduled meetings, shall preside or arrange for other members of the executive committee to preside at each meeting in the following order: Secretary and Treasurer.
The Secretary shall be responsible for keeping records of meeting’s actions, including overseeing the taking of minutes at all meetings, sending out meeting announcements, distributing copies of minutes and the agenda to each of the members, and assuring that corporate records are maintained.
The Treasurer shall make a report at each meeting. Treasurer shall chair the finance committee, assist in the preparation of the budget, help develop fundraising plans, and make financial information available to members and the public.
Section 4: Vacancies.
When a vacancy on the Board exists, the Secretary may receive nominations for new members from current club members two weeks in advance of a club meeting. These nominations shall be sent out to members with the regular meeting announcement, to be voted upon at the next meeting. These vacancies will be filled only to the end of the particular Board member’s term.
Section 5: Resignation:
Resignation from the Board must be in writing and received by the Secretary.
Section 6: Special Meetings.
Special meetings of the Board shall be called upon the request of the President or any of the Board members.
ARTICLE V – COMMITTEES
The Board may create committees as needed, such as fundraising, special projects, etc. The President appoints all committee chairs.
The three officers serve as the members of the Executive Committee. Except for the power to amend the Articles of Incorporation and Bylaws, the Executive Committee shall have all of the powers and authority of the club members in the intervals between meetings of the club, subject to the direction and control of the club members.
Section 3: Finance Committee.
The Treasurer is chair of the Finance Committee, which includes three other Board members. The Finance Committee is responsible for developing and reviewing fiscal procedures, a fundraising plan, and annual budget with staff and other Board members. The Board must approve the budget, and all expenditures must be within the budget. The club members must approve any major change in the budget. The fiscal year shall be the calendar year. Annual reports must be submitted to the club showing income, expenditures and pending income. The financial records of the organization are public information and shall be made available to the membership, Board members and the public.
- The Treasurer is authorized a set limit of $20.00 he can spend per calendar month. This is for accomplishing corporation business that is deemed necessary.
- Three officers (or 2 officers and 1 member) can spend up to $100.00 per month. The officers (President, Secretary, and Treasurer,) will have to vote for spending approval.
- The members will have to vote for spending approval for expenditures over $100.00.
- On special occasions when over $100.00 needs to be spent four full members need to vote approval.
- At every monthly meeting a treasury report will be read and approved by the club members.
ARTICLE VI- AMENDMENTS
These Bylaws may be amended when necessary by a two-thirds majority of the full club members present at a scheduled meeting. Proposed amendments must be submitted to the Secretary to be sent out with regular club announcements.
These Bylaws were approved at a meeting of the club meeting of the Thief River Falls Model Railroad Club on February 5, 2002.