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THE VILLAGES COMPUTER CLUB BYLAWS
Version 2 14 06
Section 1
Name 1.01
The name of the organization is The Villages Computer Club, Inc, hereinafter
referred to as the VCC.
Section 2
Offices
2.01 The principal office of the VCC will be
in The Villages, Florida.
Section 3
Purposes
3.01 The VCC is a voluntary not-for-profit
organization established to help its members in learning and understanding
the capabilities of personal computers and to provide programs to our local
schools and community. Specifically, the VCC is organized to provide a forum
for communicating ideas, resolving problems, and increasing the effective
use of personal computers and related software and peripherals. To
accomplish this, the VCC conducts troubleshooting sessions, educational
seminars, round table discussions and special events
Section 4
Dedication of Assets
4.01 The properties and assets of this
nonprofit organization are irrevocably dedicated to charitable, scientific,
and educational purposes. No part of the net earnings, properties, or assets
of the VCC, on a dissolution or otherwise, will inure to the benefit of any
private person or individual, or any member or trustee of this organization,
except as reasonable compensation for the services rendered.
4.02 Upon the dissolution of the VCC, the
Board of Directors will, after paying or arranging for the payments of all
of the liabilities of the VCC, dispose of all of the assets of the VCC. The
Board of Directors will determine how the remaining assets will be
distributed. They will submit their proposal to the membership at a duly
called meeting, and it must be accepted by a majority vote of members
present. Once dissolution occurs, no one previously a member, officer, or
Board member may use the name Villages Computer Club to start a new group
for six (6) months. This stipulation is to protect former members from
misrepresentation. A special meeting to consider dissolution shall require
thirty (30) days advance notice which will be posted on the VCC’s web site.
Section 5 Members
5.01 Any resident of The Villages in Lake,
Sumter, or Marion Counties, located in Lady Lake, Florida will be eligible
for membership in the VCC upon payment of such dues as are decided the Board
of Directors.
5.02 Members are considered in good standing
as long as they maintain their annual dues, remain a resident of the
Villages, and abide by a basic code of conduct considered socially
acceptable by the current standards.
5.03 No member in good standing may transfer
for value, a membership, or any right arising from it. All rights cease at
the member’s resignation.
Section 6 Meetings of Membership
6.01 Regular and special meetings will be
held as designated by the Board of Directors.
6.02 The annual meeting of the membership
will be held in January at the place regularly designated for meetings,
unless the Board fixes another date and place for such meeting and so
notifies the membership not less than thirty (30) days before said meeting
by posting information on the VCC web site.
6.03 Any of the following may call a special
meeting of the members
A. A majority of the Board of Directors
B. Two-thirds (2/3) or more of the membership
present at any meeting.
1. In all cases, not less than three (3)
weeks’ notice will be given to the membership via the VCC web site.
C. The Board of Directors may call an
emergency meeting by giving twenty four hours notice on the VCC web site.
Emergency meetings may only be called to discuss time sensitive issues and
only those issues may be discussed at the meeting.
6.04 The majority of the membership present
at any duly called meeting shall constitute a quorum and may transact
business until adjournment.
6.05 Each member will be entitled to cast one
vote on all matters submitted to a vote of the membership.
6.06 No proxy or absentee votes will be
allowed.
Section 7 Officers
7.01 The officers of the VCC shall include
the President, Vice-president, a Secretary and a Treasurer.
7.02 The officers of the VCC will be elected
by majority vote of the Board of Directors at the first meeting of the Board
immediately after each annual general election, provided only that a super
majority (60% or more of the total number) of the full Board is present.
7.03 No one person will hold more than one
office at the same time.
7.04 Duties of the officers not specifically
set forth herein will be enumerated in a separate set of Polices and
Procedures, as may be drafted and modified from time to time by the Board of
Directors. The duties of the officers as established herein will always
prevail in the event of conflict between said Polices and Procedures, as
adopted, and these bylaws.
7.05 The President will:
A. Chair all meetings of the membership and
the Board of Directors.
B. Supervise the business of the VCC, subject
to an override vote by a simple majority of the Board of Directors, and will
have such powers and duties as will be prescribed by the Board of Directors
within the limits or these bylaws.
C. Appoint Chairpersons to committees of the
VCC, subject to an override vote by a super majority (60% or more of the
total number) of the full Board.
D. Be an ex-officio member of all committees.
7.06 The Vice-president will:
A: Assist the President and assume the duties
of the President in the President’s absence.
7.07 The Secretary will:
A. Attend and maintain a record of the
decision-making proceedings of each meeting of the VCC and each meeting of
the Board of Directors.
B. Receive the correspondence directed to the
VCC and distribute it to the proper officers and committees, in the absence
of another officer or Director having been assigned such duties.
C. Handle general correspondence relating to
the VCC, in the absence of another officer or Director having been assigned
such duties.
D. Retain copies membership records from
board, regular, and special meetings.
E. Provide a copy of minutes of the previous
decision-making meeting at the next monthly Board meeting.
F. Maintain all documents pertinent to the
VCC, including but not limited to, incorporation, tax status, filings with
federal and state governments, etc.
7.08 The Treasurer will:
A. Attend all meetings of the Board of
Directors.
B. Be responsible for the safekeeping of VCC
funds in a financial institution known and approved by the Board of
Directors.
C. Issue receipts when requested or when
deemed necessary.
D. Collect, account for, and make timely
deposits of all funds due the VCC and make disbursements as needed, or
authorized by the Board of Directors.
E. Maintain accurate financial records, which
will be available for audit when requested by the Board of Directors or an
audit committee, appointed thereby. Provide a copy of the financial report
at the monthly Board of Directors meeting.
F. See to the timely filing of all required
state and federal forms and tax returns, as required by law.
G. The Treasurer, President, and the
Vice-presidents shall have their names on the bank signature card.
Section 8 Board of Directors
8.01 The business and affairs of the VCC will
be conducted, and will be exercised by The Board of Directors.
8.02 The Board of Directors will consist of
nine VCC members elected by the membership as a whole, with a President,
Vice-President and Secretary to be elected by simple majority vote of the
full Board at the time immediately following each annual election. The Board
may appoint any qualified VCC member to hold a non-voting position as
Treasurer, or may elect one of its own members to fill that position with
full voting privileges
8.03 The Directors of the VCC will be elected
by the general membership of the organization and a Board member may serve
no more than two full consecutive terms.
8.04 A vacancy in the Board of Directors will
be deemed to exist on the occurrence of the following:
A. The death, resignation, or removal of any
officer or Director (s),
B. The declaration by resolution of the Board
of Directors of a vacancy of the office of an officer or Director, whom an
order of the court has declared of unsound mind, convicted of a felony.
8.05 The vote of two-thirds (2/3) of the
entire Board of Directors shall be required to remove an officer or
Director.
8.06 Any Board member may resign at any time
by giving notice to the Secretary.
8.07 A vacancy in any office because of
death, resignation, removal, disqualification, or any other cause will be
filled only in the manner prescribed in these bylaws for regular appointment
to that office.
8.08 No one person will hold more than one
office at the same time.
8.09 Duties of Directors not specifically set
forth herein will be enumerated in a separate set of, Polices and
Procedures, as may be drafted and modified from time to time by the Board of
Directors. The duties of the Directors as established herein will always
prevail in the event of conflict between said Polices and Procedures, as
adopted, and these by-laws.
8.10 The Board of Directors will meet at such
time and place as announced by the Board of Directors.
8.11 No proxy or absentee votes will be
allowed.
Section 9
Elections
9.01 Elections will be held in January of
each year. Nominations for office may be made any time prior to the call for
a vote at the Annual Meeting of anyone who will state their willingness to
serve in the capacity for which they are nominated, or who has, prior to The
Annual Meeting filed with the Secretary, a signed, written or electronic
document so stating.
9.02 Terms of office will be two (2) years.
9.03 In the event a Director resigns the
second year of his/her office, the person who is elected with the fewest
number of votes will be elected to serve out the remainder of the term.
9.04 If an elected officer or Director is
unable to complete his/her term of office the Board of Directors will
appoint a replacement. Said appointment will continue until the next regular
elections.
Section 10 Communications
10.01 The Villages Computer Club’s web site
will be deemed the official information/communication arm of the VCC which
will be used to inform members of all official announcements.
Section 11 Fiscal Year
11.01 The fiscal year will be from January 1,
of every year to December 31, of the same year.
Section 13 Amendments
13.01 Any proposal to amend the bylaws will
be presented to the Board of Directors on three (3) separate occasions at a
Board meeting. The vote on the amendment(s) shall take place immediately
following the third time the amendment(s) are presented. The decision will
be carried by an affirmative vote of a majority of the Board present. The
revised bylaws shall be posted on the VCC’s web site.
Section 14 Liability
The Villages Computer Club, its board of directors, officers, nor members
take any express or implied responsibility for information that is supplied
through the club, nor liability for damages through the use of club owned
equipment. All opinions and information should be carefully
considered and neither the club, its speakers, the board, officers, nor
members shall be liable for any incidental or consequential damages that may
arise from the furnishing or use of any information or opinions in the
course of club activities to fulfill our objective to provide an informal
atmosphere for the exchange of computer information.
Approved:
6/26/2007 Amended:
xx.xx.xx
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VCC COMMITTEE
& SPECIAL PROJECT POLICY
Committees
are created at the pleasure of the VCC-B to perform various tasks within
the bylaw framework.
·
The committee chairperson/s is VCC-B appointed for a period of not more
than a term ending in December 31 of the year approved.
·
The VCC-B or committee chairperson will prepare a document defining the
purpose, responsibility, and support (financial, volunteer) required.
·
Additional committee members as needed shall be selected by the
committee chairperson/s.
·
Committee reports are expected at each regularly scheduled board
meetings unless directed otherwise by the board.
Special
Project (SP) - All of the above applies plus:
·
SP may be sponsored by any board member or active club member.
·
A SP proposal would be submitted to the board for consideration by the
sponsor and would include purpose, resource (both volunteer and
financial), goals and implementation plan.
·
SP with a financial component in the treasurers report expense/revenue
will be included as a line item.
Approved:
November 27, 2007 Amended: xx.xx.xx
VCC
PROCEDURE JFB DATE \@ "M/d/yyyy" 5/23/2008
EXPENDITURE
AUTHORIZATION
The
following defines the expenditure limits for specific authorization
categories.
>$250/transaction - board approval
<=$250/transaction - President or Vice President
Door prizes
not to exceed $4800/year - Treasurer, President or Vice President
Refreshments
not to exceed $1500/year - Chairperson Refreshment Committee
<=$40 -
Volunteer Coordinator (fixed asset change)
Any
extraordinary expenditure or commitment will be submitted to the board
for approval and documented as a line item in the board minutes.
To be
reimbursed for any expenditure a proper receipt must be submitted. The
Treasurer, President or Vice President has the authority of refusing to
reimburse inappropriate expenditures subject to VCC Board approval.
Approved:
6/26/2007 Amended: xx.xx.xx
ADVISORY
COMMITTEE
SCOPE: This
policy covers the purpose and responsibilities of the VCC Advisory
Committee (VCC-AC).
PURPOSE: This
committee was created at the pleasure of the VCC-Board (VCC-B) to
support the board, increase participation and generate fresh ideas.
VCC-AC
RESPONSIBILITY:
·
Select knowledgeable, constructive and willing members
·
Project a visible, positive and attentive interface to the VCC members
and community
·
Provide feedback (filtering out the white noise) and suggestions to
the VCC-B
·
Specific recommendations to the VCC-B will be in writing (email is an
accepted, efficient and preferred media) - concise, with implementation
plan and support rational
VCC-B
COMMITMENT:
·
Appoint a committee chairperson
·
Review specific recommendation in detail and approve or reject with
written rational
·
Provide support for the VCC-AC in the form of microphone time, web page
space, and presence at member meetings
·
Approve reasonable support funds as needed
Approved:
March 27, 2007 Amended: xx.xx.x
VCC MEMBERSHIP
A reasonably
accurate club membership record is desirable to monitor membership,
revenue, and data for future planning.
A.
Dues are for the calendar year. New members joining in the fall will
have dues starting the first meeting (Friday) of the VCC in October of
the current year until the end of the next calendar year.
B.
Renewals start the first meeting (Friday) of the VCC in November of the
current year.
C.
A serialized bar code label indicating the year will be used to identify
active members. Labels will be affixed to the back of the Village ID
when the dues are paid.
D.
The front desk will welcome meeting attendees, check label prior to
issuing a door prize ticket and invite new or renewal membership.
E.
New members will be asked to fill out an interest form requesting
general information. This is encouraged but not mandatory for
membership. Renewing members will be asked for changes. - phone,
email, interests information update
F.
The membership/dues program will be used to:
·
Scan labels providing basic information and allow efficient renewal
·
Provide format for serial number, name, phone number, date, dues paid
and new or renewal.
·
Provide reports and statistics on new and renewal memberships
Approved: October 24, 2006 Amended: xx.xx.xx
VCC TREASURER
The VCC
Treasurer is responsible for financial control and reporting to the VCC
board and members defined in the bylaws section 7.08 The Treasurer will:
. This policy defines additional specific actions to facilitate
understanding, insure uniformity and simplify the process.
·
Quicken shall be used as the VCC financial software and all standard
reports shall use that format.
·
All regularly prepared VCC board reports will be contiguous (ending
balance and beginning balance the same).
·
A physical year forecast prepared by the President/Vice
President/Treasurer will be submitted to the entire board on or before
the April meeting for review and approval by the board.
·
The Treasurer defines the procedures necessary to control expenditures
and moneys associated with special projects and reports project results
to the board at the regular board meeting.
·
The Treasurer prepares a year-end summary report to the membership
published on the VCC web site.
Approved:
March 27, 2007 Amended:
xx.xx.xx
VCC
PRESENTATION POLICY
To
insure effective presentation at regularly scheduled VCC meetings and
facilitate archiving on the VCC web site the following is strongly
recommended.
·
Only one visual aid source will be used avoids difficult coordinate
and audience confusion
·
Presentations in power point format are preferred. Please use a minimum
of 22 point font
·
Presentations for web site archiving should be in Power Point, PDF, RTF
or HTML format
Deviations
from the above recommendations must be reviewed with the Program
Chairperson for prior approval
Approved:
xx.xx.xx Amended: xx.xx.xx
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