This Constitution and/or Bylaws may be amended as specified in the Bylaws.

 

Accepted and voted on by the members in attendance at the August 12, 2007 meeting of  the Sons of Erin Cape Cod, Inc. Carol Shea, Recording Secretary

 

 

 

SONS OF ERIN CAPE COD, INC.

West Yarmouth, MA 

 

BYLAWS

  

ARTICLE I: Duties of Officers

 

Section l - President

 

A. Shall be responsible for the strict enforcement of the Club’s Charter, Constitution

     and Bylaws.

B.  Shall be responsible to the Board of Directors and to the membership for

     conducting orderly meetings and carrying out the responsibilities and duties

     specified herein.

C.  Shall preside at all meetings and ensure each meeting begins promptly.

D.  Shall conduct all meetings according to parliamentary procedures specified in

     Roberts’ Rules, including the appointment of members to assist him or her in the

     removal from any meeting of any person who is either disruptive or unwilling to

     abide by the chair’s decisions, and to have the deciding vote in case of a tie

E.  Shall appoint all committees and designate the chairmen thereof, subject to approval of                              the Board.

F.  Shall ascertain that all committees perform their assigned duties and remove any

     committee which fails therein, with the advice and consent of the Board of

     Directors.

G.  Shall employ a Certified Public Accountant, subject to the approval of the Board

     of Directors.

H.  Shall consult with the Club Manager in all matters primarily concerned with

     Club business.

I.  Shall perform whatever other duties assigned to him or her by the Board of Directors,

     provided such duties are not in conflict with the provisions of the Club’s Charter,

     Constitution and Bylaws.

J.  Shall on retirement from office or removal for cause, immediately deliver up to

     his or her successor any and all Club books, papers, and other Club property in his

     or her possession.

K.  Shall leave instruction to his or her heirs (and/or administrators of his or her Will)

     that all Club books, papers and other Club property in his/her possession shall

     immediately be delivered up to authorized personnel of the Club.

 

Section 2 - Vice President

 

A.  Shall in the absence of the President, assume all of the powers and duties of the

     President, and such other duties assigned to him/her by the President.

B.  Shall on retirement from office or removal for cause, immediately his or her successor

                 any and all Club books, papers, and other Club property in his or her possession.

C.  Shall leave instruction to his/her heirs (and/or administrators of his/her Will)

     that all Club books, papers, and other Club property in his/her possession shall

     immediately be delivered up to authorized personnel of the Club.

D. Presides as Chairman of the Board of Directors’ meetings and shall cast the

    deciding vote in case of a tie at Board of Directors’ meeting                                                                 

E.  Shall keep the minutes at Board of Directors’ meetings.

 

Section 3 - Treasurer

 

A.  Shall have charge and custody of all Club funds and shall pay all bills when due.

B.  Shall maintain a correct and systematic record, with accurate dates, of the

      amounts and individual sources of all receipts, and the amounts and purposes

     of all disbursements or gifts made in the Club’s name.

C.  Shall receive and maintain all funds of all committees of the Club.

D.  Shall issue receipts for all monies received and keep copies of receipts for records.

E.  Shall obtain and keep receipts from all vendors to whom monies are given.

F.  Shall, at such times as the Directors request, present for examination all account

     books, bank books, certificates of deposit, receipts and other papers or vouchers

     which may be necessary for a proper auditing.

G.  Shall notify the Chairman of the Board of Directors of the balance of all accounts

      each month.

H.  Shall see that the Club Manager makes a minimum of one weekly cash deposit.

I.    Shall present a current financial report at each Board and regular Membership

     meeting, and shall at each regular Membership meeting, to the best of his/her

     ability, respond accurately to questions from the members.

J.  Shall, in the absence of both the President and Vice President at a meeting, act as

     Chairman pro tempore.

K.  Shall, on retirement from office or removal for cause, immediately deliver up to his/

     her successor, any and all Club books, papers, and other Club property in his/her

     possession.

L.  Shall ensure no disbursement of funds, in payment of an invoice,  is made in excess of                          

     $3,000.00, except on an order countersigned by any one of the following officers:

1. President

2. Vice President

3. Recording Secretary 

          M. Shall leave instruction to his/her heirs (and/or administrators of his/her Will) that all

   Club books, papers and other Club property in his/her possession shall immediately

    be delivered up to authorized personnel of the Club.

           N.  Shall seek approval of the Board of Directors for any donation of $250, or a total of

     $1,000 annually.

 

Section 4 - Recording Secretary

 

A.  Shall be the recording secretary of the regular meetings and special meetings,

     and custodian of all records, except those specifically assigned to the Treasurer.

B.  Shall keep accurate minutes of all regular and special meetings.

C.  Shall make the minutes of previous meetings available to any member at

     reasonable time and place.

D.  Shall officially notify officers, directors and committee members of their

     election or appointment, and shall furnish committees with whatever documents

     may be essential to the performance of their duties.

E.  Shall have on hand a list of all existing committees and their Chairmen.

F.  Shall sign all certified copies of Club acts, unless otherwise specified by the

     Bylaws.

G.  Shall maintain, and have present at every meeting, an accurate copy of the

     Constitution, Bylaws, and any special or ad-hoc rules, together with any amendments.

H.  Shall, when records are received from committees, record on them the date they

     were received and what action was taken on them, and file them among his/her

     records.

I.  Shall file written complaints, at the direction of the Board of Directors, against any

     officer, director or member, for breach of the Bylaws or for other grievous cause.

J.  Shall, in the absence of the President, Vice President and Treasurer at a meeting,

     act as Chairman pro tempore.

K.  Shall on retirement from office or removal for cause, immediately deliver up to

     his/her successor all Club books, papers, and other Club property in his/her

     possession.

L.  Shall see that accurate statistics are kept on all matters pertaining to Club business.

M. Shall leave instruction to his/her heirs (and/or administrators of his/her Will) that

     all club books, papers, and other Club property in his/her possession shall

     immediately be delivered up to authorized personnel of the Club.

 

Section 5 - Membership Secretary

 

A.  Shall maintain the official membership roll of the Club, and shall supervise the

     attendance registration of members at each regular meeting.

            B.  Shall receive all membership dues and pay the same to the Treasurer, at the

     earliest practical time, giving receipts to members for the same and receiving

     receipts from the Treasurer.

C.  Shall post a list on the bulletin board of all applicants for initiation or reinstatement,

     giving the name and address of the candidate, the names of his sponsor at the time when                        

     action will be taken on such applications.

D.  Shall preside at Membership Committee meetings and interviews of candidates

     for membership.

E.  Shall, on retirement from office or removal for cause, immediately deliver up

     to his/her successor any and all Club books, papers and other Club property in

     his/her possession.

F.  Shall leave instruction to his/her heirs (and/or administrators of his/her Will)

     that all Club books, papers, and other Club property in his/her possession shall

     immediately be delivered up to authorized personnel of the Club.

 

Section 6 - Sergeant at Arms

 

A.  Shall remove from any meeting any person who is either disruptive or unwilling

     to abide by the Chair’s decisions.

B.  Shall perform any other duties assigned by the Chair during the meeting.

 

ARTICLE II: Board of Directors

 

Section l - The Board of Directors shall consist of the President, Vice President, Treasurer,

      and four (4) members in good standing to be elected from the general membership.

      The Board of Directors and officers shall be elected on alternate years.

 

Section 2 - Shall have general supervision of the affairs of the Club.

 

Section 3 - Shall make recommendations to the Club members and perform such other

     duties as are specified in the Bylaws.

 

Section 4 - The Board of Directors are the elected agents of the Body, and shall be subject

      to the orders of the Body.

 

Section 5 - Shall recommend honoraria and expenses for any of the members of the Club,

      subject to the approval of the majority present at the meeting.

 

Section 6 - Shall maintain control of all real and personal property and funds of the club,

      subject to the approval of the majority present at the meeting.

 

Section 7 - Shall meet a minimum of once monthly at a time determined by the Board.  The                         

                  President, or a majority of the Board, shall have the power to call special meetings as                               

                  the need arises.  All Board members must be informed of any such meetings.

 

Section 8 - Shall have the authority to spend up to $2,500.00 per transaction on Club expenditures

      within the course of normal business without approval of the general membership.

      Expenditures exceeding $100.00 for items outside the course of normal business                                     

      in a calendar month, but not in an emergency situation, must gain approval of the Board

                  of Directors.  There is a limit of up to five transactions in a calendar month.

 

Section 9 - Shall legally conduct business only when a quorum is present, and a quorum

      shall be a majority of Board members.

 

Section 10 - Shall exclude from the Board’s Executive Session any member or employee, unless the member or

                  employee is requested to attend to supply factual information.

 

Section 11 - Shall report their actions and findings to the membership at each regular

        monthly meeting.

 

Section 12 - Shall not enjoy special privileges of any kind involving the real or personal

        property of the Club.

 

Section 13 - Shall be removed from office for breach of the Charter, Constitution or Bylaws;

        for personal misconduct, or for neglecting to perform the duties of his/her office.

        (Duties here include attendance at regularly scheduled or specially called Board

        meetings.  A Board member who misses more than four (4) regularly scheduled

        Board meetings, unless excused, during a calendar year, shall be removed from

        from office through procedures specified in the Bylaws).

 

Section 14 - The Club Manager is not eligible for any elected office.

 

Section 15 - A stipend may be paid for services to the club, as set by the Board of Directors, and

        approved by a majority of the members in attendance at the next monthly meeting.

 

ARTICLE III: Meetings

 

Section 1 - The President will chair all meetings, with reports from the Treasurer, Recording

      Secretary, Membership Secretary and the Vice President (on behalf of the Board

      of Directors).

 

Section 2 - The regular monthly meetings of the Club shall be held on the Club premises on

      the second Sunday of each month, except in the event of holiday weekends, when the    

      meeting will be held the following Sunday.

 

Section 3 - Meetings shall be held on a regular monthly basis, except upon majority vote at the

      December meeting to suspend the meetings for the months of January and

                  February, or as seen appropriate by the Board of Directors.

  

Section 4 - A quorum to conduct business at a regular or special meeting shall be fifteen (15)

      including elected officers.

 

Section 5 - The date of the regular monthly meeting may be changed in unusual circumstances

      by a majority vote of the Club members attending the meeting.

     

Section 6 - The President or Acting President may call special meetings when, in his/her opinion,

                   the need arises. All members must be notified in writing of such a meeting.

 

Section 7 - Any fifty (50) members shall, by petitioning the President in writing, cause a

      special meeting to be called.  All members must be notified in writing of such

      a  meeting.

 

ARTICLE IV: Committees (see Article I, Section 1, paragraph E)

 

Section 1 - The Building Committee shall be authorized to study all matters concerned with

      expansion of the present premises and/or purchase of larger premises, and to deal

      with building maintenance.

 

Section 2 -The Membership Committee shall be authorized to receive membership applications,

      to investigate the applicant’s references and sponsors, to interview the applicant,

      and to return the applications to the Board of Directors with recommendations.

 

Section 3 - Ad Hoc Committees shall have their specific purpose and length of existence

      specified by the President when he appoints them.

 

ARTICLE V: Notices

 

Each Club member shall furnish to the Membership Secretary an up-to-date address and e-mail

address in writing.  All notices sent to members will be sent to the most recent address or e-mail

address listed in the Membership files.

 

ARTICLE VI: Election of Officers and Directors

 

Nomination Procedures and Requirements for Nomination

 

A.  ELIGIBILITY - In order to be eligible for nomination, one must have been a member in

good standing for eighteen (18) months from the date of his induction before the Body of

regular membership, and be recorded as attending at least five (5) regular monthly meetings

in the calendar year preceding the nomination. A member shall be eligible to accept the nomination for one office only, and upon accepting the nomination for any office, shall be ineligible to accept any other nomination for the current election.

 

ACCEPTANCE OF NOMINATION shall be made by stating the words, “I accept,” when

asked by the Nomination Chairman, “Does the member accept this nomination?”  Nomination

day shall be at the May Club meeting.

 

B.  EXCEPTION - If the named nominee is not present during nominations, the member

making such nomination will be asked by the Chairman to state why the nominee is not

present.   The Chairman will then inform the member that unless written certification of the

nominee’s acceptance is received by him within seventy-two (72) hours of nomination day,

the nomination is null and void.

 

Any absent member may accept nomination for one office only, by letter as in the paragraph

above.

 

C.  OFFICERS AND LENGTH OF SERVICE - The officers shall serve terms of office of

two (2) calendar years.  The Board of Directors and officers shall be elected on alternate years.

 

D.  TIME AND METHOD OF ELECTION - Election day shall be from 10:00 AM to 6:00 PM

on the Sunday of the regular June Club meeting.  Election shall be by secret ballot and controlled

by a judge to be appointed by the President.

 

E.  V&