Bylaws (approved
of the
Atlanta Koi Club
Article I - Name and Purpose
of the Club
Section
A - The name of the Club shall be the Atlanta Koi Club, hereinafter “the Club”.
Section
B - The purpose of the Club will be to promote, create and enlarge the hobby of
koi keeping, breeding, appreciating and exhibiting; to disseminate information
about these purposes to the Membership; to engage in educational and social
activities related to our purposes; and to acquire and own such property as may
be necessary for any or all of the foregoing purposes.
Article II - Membership
Section
A - Any adult who has an interest in koi culture shall be eligible for
Membership. Upon submitting an application and payment of dues as outlined in
Article IV, the applicant will become a Member of the Club in good standing.
Section
B - Any Member shall be considered a Member in good standing if they have paid
their dues for the current fiscal year.
Section
C - Any Member may voluntarily withdraw from the Club.
Section
D - A Member may be expelled by a two-thirds (2/3) majority vote of the
Membership in good standing at a regular meeting for violation of the Bylaws,
non-payment of dues or for conduct deemed by the Membership as detrimental to
the Club. A quorum of the Membership is
required at a regular meeting for an expulation vote to be held.
Section
E - Membership and its rights in the Club shall cease and terminate upon death,
withdrawal, or other termination of Membership in the Club.
Section
F - Memberships are not transferable or assignable.
Section
G - There shall be no maximum limit on the number of Memberships in the Club.
Section
H - There shall be two types of Memberships with voting privileges. A Household Membership shall be available to
households with two or more adults, eighteen years or older. An Individual Membership shall be available
to adults eighteen years or older.
Article III – Club Sponsors
Section
A – Any company who has an interest in koi culture shall be eligible to become
a Club Sponsor. Upon submitting an application and payment of dues as outlined
in Article IV, the applicant will become a Club Sponsor in good standing.
Section
B - Any Club Sponsor shall be considered a Club Sponsor in good standing if
they have paid their dues for the current fiscal year.
Section
C - Any Club Sponsor may voluntarily withdraw from the Club.
Section
D - A Club Sponsor may be expelled by a two-thirds (2/3) majority vote of the
Membership in good standing at a regular meeting for violation of the Bylaws,
non-payment of dues or for conduct deemed by the Membership as detrimental to
the Club. A quorum of the Membership is
required at a regular meeting for an expulsion vote to be held.
Section
E – Club Sponsor and its rights in the Club shall cease and terminate upon
death, withdrawal, or other termination of Sponsorship in the Club.
Section
F – Club Sponsorships are not transferable or assignable.
Section
G - There shall be no maximum limit on the number of Sponsors in the Club.
Section
H – A Club Sponsor may not also be a Member with voting rights.
Article IV – Membership and
Sponsorship Rights
Section
A - Each Member in good standing shall have the right to vote at each regular
or special meeting that they attend.
Section
B - Each Member in good standing shall have the right, in conjunction with four
other Members in good standing, to request a special meeting from the President
of the Club.
Section
C - Each Member and Sponsor in good standing shall have the right to receive
the Club newsletter. This may be in
paper form or electronic form as determined by the Newsletter Editor.
Section
D – Each Club Sponsor shall receive up to one business card size advertisement
in the monthly newsletter for the length of the membership.
Section
E – Each Club Sponsor shall receive up to one listing on the Club website
Sponsor page for the length of the membership.
Section
F – A Member or Sponsor may purchase advertisements (i.e. business card, one
quarter page, one half page, full page) in the club newsletter.
Section
A - The fiscal year shall be from January 1 through December 31.
Section
B - Annual dues shall be due and payable at the beginning of the fiscal year.
Article VI - Dues
Section
A - The annual dues for a Household Membership, Individual Membership, and Club
Sponsorship shall be set by the Executive Committee and approved by a majority
vote of the Membership at a regular meeting.
Section
B - The dues are payable on January 1st of each year except in the case of new
Members whose initial dues are payable with their application for Membership
and may be prorated according to the time left in the fiscal year.
Section
C - Dues are not refundable in whole or in part.
Section
D - The Membership Chairperson shall notify the Newsletter Editor no later than
February first (1st) of Members and Sponsors who have not paid their
dues. The Newsletter Editor shall remove
those Members and Sponsors from the newsletter distribution list starting with
February edition. When the delinquent
dues are paid, the Membership Chairperson shall notify the Newsletter Editor to
restore the newsletter distribution.
Section
E - The Membership Chairperson shall notify the Webmaster no later than
February first (1st) of Sponsors who have not paid their dues. The Webmaster shall remove the delinquent
Sponsors’ information from Sponsor page of the Club website during
February. When the delinquent dues are
paid, the Membership Chairperson shall notify the Webmaster to restore the
Sponsors’ information to Sponsor page of the Club website.
Section
F - The Membership Chairperson will notify the Executive Committee at the
general March meeting of each year of Members and Sponsors who have not paid
their dues and henceforth will be removed from the Membership and Sponsorship
Rosters. Removal from the Membership and
Sponsorship Rosters terminates Membership and Sponsorship respectively along
with the corresponding rights and privileges.
Reinstatement of Membership or Sponsorship requires the payment of the
full balance of yearly dues for the current fiscal year. Dues paid at a reinstatement of Membership or
Sponsorship are not prorated.
Section
G - The monies collected from dues shall be used to further the purposes of the
Club.
Article VII - Meetings
Section
A - The annual Membership meeting for the installation of officers and for receipt
of the annual reports from the Secretary, Treasurer, and Property Manager shall
be held at the regular meeting time in January of each year. Notice of the
annual meeting must be submitted to the Membership in writing, at least five
(5) days prior to said meeting. The Club newsletter, in electronic or paper
distribution, shall be deemed proper notice.
Section
B –The regular meetings of the Executive Committee shall be held in conjunction
with the regular meetings of the Membership.
Section
C - The schedule of regular meetings of the Membership shall be determined by
the Executive Committee. The Executive
Committee shall cause the schedule to be published on the club website and in
the club newsletter.
Section
D - Special meetings of the Membership may be called by the President of the
Club, or upon special request to the President by at least five (5) Members in
good standing. The President will set the date, time and location of such
meeting subject to the approval of the majority of the requesting Members. Written notice shall be given to the
Membership at least seven (7) days in advance of such meeting. Notice of a
special meeting must also include a summary of the agenda items. If a quorum of
the Membership is present at such special meetings, any business normally done
only at regular meetings may be transacted.
Section
E - Attendance by at least two-thirds (2/3) of the average number of Members
attending meetings during the previous six (6) months, shall constitute a
quorum at any meeting of the Membership.
The number of attendees at each meeting shall be published on the club
website and in the club newsletter.
Regular or special meetings with a quorum of the Membership shall be
able to conduct any Club business. If a
quorum of the Membership is not present, Club business may not be conducted.
Section
F - Attendance by at least three (3) elected officers shall constitute a quorum
at any meeting of the Executive Committee, provided one of the three (3)
officers is the President or Vice-President. Regular or special meetings with a
quorum of the Executive Committee shall be able to conduct any Executive
Committee business. If a quorum of the
Executive Committee is not present, Executive Committee business may not be
conducted.
Section
G- Special meetings of the Executive Committee may be called by the President
of the Club, or upon special request to the President by at least two (2)
Members of the Executive Committee. The President will set the date, time and
location of such meeting subject to the approval of the majority of the
requesting Members of the Executive Committee.
Written notice shall be given to all of the Executive Committee at least
three (3) days in advance of such meeting. Notice of a special meeting must
also include a summary of the agenda items. If a quorum of the Executive
Committee is present at such special meetings, any business normally done only
at regular Executive Committee meetings may be transacted.
Section
H - Prior to the regular meetings of the Membership, the Executive Committee
shall meet to conduct business.
Article VIII - Voting
Section
A - An individual Membership in good standing shall entitle the individual to
one vote.
Section
B - A Household Membership in good standing shall entitle two adults in the
Membership Household one vote each. .
Section
C – Club Sponsors shall not be entitled to vote.
Section
D - Members in good standing attending a regular or special meeting shall do
all voting personally; no proxies shall be allowed. Each member must be present
to vote; no proxies will be accepted
Article IX - Officers of the
Club
Section
A - The elected officers of the Club and their term in office shall be:
President Two
years by election (election in even years)
Vice-President Two
years by election (election in odd years)
Secretary Two
years by election (election in even years)
Treasurer Two
years by election (election in odd years)
Property Manager Two
years by election (election in even years)
Section
B - The appointed officers of the Club and their term in office shall be:
AKCA Director One (1) fiscal
year by appointment of the President or President-Elect
Newsletter Editor One (1) fiscal year
by appointment of the President or President-Elect
Webmaster One (1)
fiscal year by appointment of the President or President-Elect
Librarian/Historian One (1) fiscal year by
appointment of the President or President-Elect
Membership Committee
Chairperson One (1) fiscal year by
appointment of the President or President-Elect
Pond Tour Committee
Chairperson One (1) fiscal year by
appointment of the President or President-Elect
Koi Show Committee
Chairperson One (1) fiscal year by
appointment of the President or President-Elect
Advertisement Committee
Chairperson One (1) fiscal year by
appointment of the President or President-Elect
Volunteer Committee
Chairperson One (1) fiscal year by
appointment of the President or President-Elect
Section
C - The elected offices of the Club cannot be held for more than two (2)
consecutive terms.
Section
D- Vacancy in the office of President shall be filled by the Vice-President for
the remainder of the term. Filling a
vacant office for less than 1 year will not count as part of the two (2)
consecutive term limits. Filling a
vacant office for 1 year or more shall count as part of the two (2) consecutive
term limits.
Section
E - Vacancy in the offices of Vice-President, Secretary, Treasurer or Property
Manager shall be filled by election for the remainder of the term. Filling a vacant office for less than 1 year
will not count as part of the two (2) consecutive term limits. Filling a vacant office for 1 year or more
shall count as part of the two (2) consecutive term limits.
Section
F – Club Sponsors may not serve as either elected or appointed officers, or in
any other position of authority.
Section
G - No Member may hold more that one (1) elected office at a given time.
Section
H - No Member may hold more that two (2) offices, elected and appointed, at a
given time.
Section
I - The elected Officers of the Club in Article IX shall constitute The
Executive Committee.
Section
J - No officer, Member, or Sponsor of the Club shall execute a contract or
agreement in behalf of the Club without the prior approval of the Executive Committee.
Section
K – Chairpersons shall report to the Executive Committee as requested by the
Executive Committee. Chairpersons are
not members of the Executive Committee unless they also hold elected office.
Article X - Election of the
Officers
Section
A - At the regular meeting in the month of August, the President will appoint a
Nominating Committee Chairperson.
Section
B - The Nominating Committee Chairperson will secure not less than three (3)
additional Members for the committee.
Section
C - The committee will meet prior to the September meeting and produce a slate
of candidates for elected officers to be presented to the Membership at the
September meeting. The slate of
candidates shall be recorded in the minutes of the meeting and published in the
subsequent Club newsletter. All candidates must have given prior consent to be
nominated.
Section
D - At the regular meeting of the Membership in September, the Nominating
Committee Chairperson shall present the slate of candidates of elected officers
to the Membership.
Section
E – At the October meeting, if present the President will call for nominations
from the floor. All candidates must have given prior consent to be
nominated.
Section
F – At the October meeting, upon close of nominations from the floor, the
President will call for a vote. Only Members in good standing may vote. This vote shall be by secret ballot.
Section
G - If two (2) or more candidates are nominated for a particular office, the
candidate with the highest number of votes shall be declared elected by the
President. In case of a tie, the President will call for another vote
(run-off).
Section
H - Prior to the November meeting, the President-Elect will select the
appointed officers for the forthcoming year.
The installation of officers and announcements of appointments will be
held at the Membership meeting in November.
Article XI - Duties and
Authority of Officers
Section
A - The duties and authority of the President shall be:
1. To preside at all meetings
at which he or she is present.
2. To appoint all appointed
officers.
3. To install the newly elected
officers at the end of his or her term (or appoint someone to do so).
4. To call special meetings of
the Club, committees, or any other meeting that may be requested as outlined in
the Bylaws.
5. Approval of expenditures by
Committee Chairpersons up to $250.00.
6. Create additional select
committees, as necessary.
7. To provide a monthly
President’s message for inclusion in the monthly newsletter.
8. To request a proposed budget
from any Chairperson involved in a major club project.
Section
B - The duties and authority of the Vice-President shall be:
1. To assume all duties of the
President during his or her absence or upon request by the President, in
addition to other duties which may be assigned.
2. To assist the President as
requested.
3. To assist the Committee
Chairpersons as requested.
4. To secure the location for
regular monthly Club meetings.
5. To secure programs for
regular monthly Club meetings.
6. To provide information to
the Newsletter Editor and Webmaster regarding the monthly programs and
meetings.
7. Prepare and submit at the January
Executive Meeting a yearly budget for the program activities.
8. To prepare and submit a year
budget to the Executive Committee in January
Section
C - The duties and authority of the Secretary shall be:
1. To keep all records of the
regular and special meetings of the Executive Committee and Membership.
2. To report the proceedings of
the Executive Committee meetings at the subsequent Membership meeting.
3. To forward to the Newsletter
Editor minutes of the Executive Committee and Membership meetings in accordance
with the timeframe required for Newsletter publication.
4. To handle Club
correspondence, as requested by the Executive Committee.
5. To forward all records of
all meetings to the Newsletter Editor for inclusion in the Club newsletter.
6. To send out all notices of
regular or special meetings as deemed necessary by the President or required by
these Bylaws.
7. To maintain the official
copy of the Club Bylaws and furnish copies as requested by other officers and
Members
8. To archive all Club records
and reports for the current fiscal year.
9. To deliver to the
Liberian/Historian the commented Club records for each fiscal year as those
records are completed.
10. The Secretary shall submit the number of members
attending each meeting to the Webmaster and Newsletter Editor for publication.
11. To prepare and submit a year budget to the Executive
Committee in January
Section
D - The duties and authority of the Treasurer shall be:
1. To collect and record all
dues, initiation fees, special fees, etc., paid to the Club because of its
activities.
2. To create and maintain a
Membership Roster in conjunction with the Membership Committee Chairperson.
3. To prepare and present at
each regular meeting a report of the receipts and expenditures during the
previous month and the current financial standing of the Club.
4. To pay bills approved by a
committee chairperson up to $100.00.
5. To pay bills approved by the
President up to $250.00.
6. To pay bills approved by the
Executive Committee.
7. To pay bills approved by the
Membership.
8. To request an actual
financial report and accounting from any Chairperson at the conclusion of any
major club project.
9. To provide a monthly Club
account balance report for inclusion in the newsletter.
10. To prepare and submit all financial reports required
by any governmental agency.
11. To perform biannual audits of the financial records
of the Club in June and in December and deliver the corresponding reports to
the Executive Committee. The report
shall include the Club’s assets managed by the Property Manager.
12. To deliver to the Liberian/Historian the commented
Club records for each fiscal year as those records are completed.
13. To prepare and submit a year budget to the Executive
Committee in January
Section
E - The duties and authority of the Property Manager shall be:
1. To perform biannual audits
of the assets of the Club in June and in December and deliver the reports to
the Treasurer for inclusion in the Club biannual report to the Executive
Committee.
2. To secure storage space for
the Club’s assets with the final approval of the Executive Committee.
3. To oversee the loaning of
any of the Club’s assets as approved by the Executive Committee.
4. To assist committee
chairpersons with Club assets
5. To provide a monthly report
to the Executive Committee on the status of all Club assets or assets that have
been borrowed by the Club or from the Club.
6. To prepare and submit a year
budget to the Executive Committee in January
Section
F - The duties and authority of the Librarian/Historian shall be:
1. To collect, archive, and
make available to Members in good standing the records of the Club.
2. To collect and make
available to the Members information that is useful for Koi and Goldfish
keeping and Water Gardening.
3. To provide an inventory of
the materials in the Library for yearly publication to the Membership.
4. To prepare and submit a year
budget to the Executive Committee in January
Section
G - The duties and authority of the AKCA Representative shall be:
1. To represent the Club as
directed by the Executive Committee at the monthly AKCA board meetings and
communicate the results to the Executive Committee in a timely fashion.
2. To cast any required vote on
behalf of the Club as directed by the Executive Committee.
3. To collect AKCA materials
for disbursement to the Membership at the direction of the Executive Committee.
4. To provide a timely report
to the Newsletter Editor for inclusion in the monthly newsletter.
5. To provide Club news to the
KOIUSA Club News Editor.
6. To prepare and submit a year
budget to the Executive Committee in January
Section
H - The duties and authority of the Webmaster shall be:
1. To organize a committee that
creates, maintains, and updates an Internet website for the Club.
2. To prepare and submit for
the approval of the Executive Committee the contents of the Club website.
3. To prepare and submit a year
budget to the Executive Committee in January
Section
I - The duties of the Newsletter Editor shall be:
1. To create and distribute a
monthly Club newsletter.
2. To prepare a newsletter that
includes articles and reports at all levels of interest in the Club.
3. To prepare and submit a year
budget to the Executive Committee in January
Section
J - The duties of the Membership Committee Chairperson shall be:
1. To organize activities which
increase the Membership of the Club.
2. To secure Membership cards
and/or name badges.
3. To create and maintain, in
conjunction with the Treasurer, a Membership Roster.
4. To create and maintain,
Membership applications and related information.
5. To notify the Newsletter
Editor of changes in the newsletter distribution list.
6. To create and maintain
demographic information concerning the Members’ ponds, fish, and plants. (The information shall be treated as
confidential information and is to be used only for furthering the interests of
the Membership.)
7. To prepare and submit a year
budget to the Executive Committee in January
Section
K - The duties and authority of the Advertisement Committee Chairperson shall
be:
1. To organize activities which
increase the visibility of the Club.
2. To work with Chairpersons
(e.g., Koi Show) to advertise club activities.
3. To prepare and submit a year
budget to the Executive Committee in January
Section
L - The duties and authority of the Volunteer Committee Chairperson shall be:
1. To work with Chairpersons
(e.g., Koi Show) for staffing of club activities.
2. To prepare and submit a year
budget to the Executive Committee in January
3. To prepare and submit a year
budget to the Executive Committee in January
Section
M - The duties and authority of the Executive Committee shall be:
1. To conduct the business of the Club.
2. To approve of all contracts, agreements, or
commitments for the Club.
3. To approve all individual expenditures over
$250.00 up to $1,000.00.
4. To approve all project budgets that exceed
$250.00 up to $1,000.00
5. To secure the Membership approval, by quorum
vote at a regular meeting, for all individual expenditures of $1,000.00 or
greater and all project budgets $1,000.00 or greater.
6. To receive and approve of all asset
inventories from the Sergeant-at-Arms.
7. To receive and approve of all financial
statements from the Treasurer.
8. To approve all changes to the regular meeting
schedule.
Article XI- Committees and
Functions
Section
A - There shall be standing committees (e.g., Membership) and select committees
(e.g., Pond Tour, Koi Show). The
President may create additional select committees as the need arises.
Section
B - All appointments are subject to the approval of those appointed. Term of committees shall be the Club’s fiscal
year, unless otherwise determined by the President or the Bylaws.
Section
C- All committee chairpersons shall record and report the proceedings and
actions of their respective committees to the Executive Committee as directed
by the Executive Committee. The
Secretary shall archive all such records.
Section
D - All committee chairpersons shall submit written budgets in advance for
functions or projects that cost more than $100.00. The chairperson may authorize a total
expenditure of up to $100.00 without a written budget.
Section
E - All committee chairpersons may request up to an additional $150.00
expenditure with approval by the President.
All projects or activities that have a cost exceeding $250.00 shall require
a written budget approved in advance by the Executive Committee.
Article XII - Approval &
Amendments to the Bylaws
Section
A - These Bylaws may be approved or amended by a vote of two-thirds (2/3) of
the Membership in good standing present at any meeting of the Membership
provided proper notice of said meeting is given, in writing, as specified in
these Bylaws. The full text of the Bylaws, or amendments thereto, which are
proposed must be served upon each Member at least ten (10) days prior to the
meeting at which such Bylaws or amendments are to be voted upon. The use of an electronic or paper
distribution shall be deemed proper notice.
Article XIII - Property
Rights of Members
Section
A - The property of this Club is irrevocable; dedicated to the objects and
purposes of the Club as outlined in Article I, Section B of these Bylaws.
Section
B - No Member shall have individual rights to Club property or assets.
Section
C - In the event of the dissolution of the Club, its properties and moneys
shall not revert to the possession of the Membership but shall be given to
another non-profit society or educational organization within Georgia which is
to be chosen by the Membership of the Club, and whose aims and purposes are
similar to those of the Club. No part of any net earning or assets of the Club
shall inure to the benefit of any Member or individual.
Article XIV - Property of
the Club
Section
A- The Club may from time to time purchase items that will be used to further
the purposes of the Club. Such items
shall be designated as the property of the Club. The Property Manager shall inventory and
maintain such property.
Section
B - No Officer or Member of the Club shall sell, loan out, or give away the
property of the Club. Club property
shall not be sold or given away without approval of the majority of the
Membership attending a regular or special meeting.
Section
C – The Club property is to be used exclusively for non-commercial purposes
that further the purposes of the Club.
Section
D - The Executive Committee may approve the loan of any Club property to any
individual or organization with the approval of the majority of the Membership
attending a regular or special meeting.
The individual or organization must agree to use the property for
non-commercial purposes and return it when requested in good condition.
Section
E - In an emergency, the President, Vice-President, or Property Manager may
loan the property of the Club (e.g. show tanks) to a Member in good standing
without the advance approval of the Executive Committee or Membership. Such a loan shall be reported to the
Executive Committee at the next regular meeting and be included in the Property
Manager monthly report.
Article IX - Parliamentary
Authority
Section
A - Robert's Rules of Order (revised) shall govern all proceedings of the Club
providing they are not in conflict with these Bylaws.