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BYLAWS
MOHAWK VALLEY PERSONAL COMPUTER USER GROUP, INC.
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ARTICLE I. NAME
| A. |
The name of this organization shall be MOHAWK VALLEY
PERSONAL COMPUTER USER GROUP, INC., hereafter referred to as "MVPCUG." |
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ARTICLE II. PURPOSE
| A. |
The purposes of the MVPCUG are as follows: |
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| 1. |
To
benefit the community by providing a forum for PC users to exchange
ideas, knowledge, and experience for the enrichment of all concerned. |
| 2. |
To provide an opportunity for all
users of the PC to exchange ideas, knowledge and experience
for the enrichment of all concerned. |
| 3. |
To provide an opportunity
for both formal and informal education in computer applications,
hardware and software technologies. |
| 4. |
To provide a medium
of communication with other user groups. |
| 5. |
To provide an opportunity for the
formation of computer special interest groups (SIGs). |
| 6. |
To provide a medium for the exchange of public
domain software. |
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ARTICLE III. MEMBERSHIP
| A. |
Membership in the MVPCUG shall not be denied to anyone
based on race, creed, sex, religion, age, sexual orientation or national
origin.
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| B. |
Ownership of a PC is not a prerequisite for membership.
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| C. |
A member in good standing shall be defined as an individual
who has paid his/her current annual dues.
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| D. |
Membership is reserved for individuals only; companies
or corporations may join provided they appoint a single representative. |
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ARTICLE IV. RIGHTS OF MEMBERSHIP
| A. |
Each member is entitled to a membership card which
authorizes his/her participation in activities reserved to members
of the MVPCUG.
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| B. |
Each member is entitled access to all of the MVPCUG's
publications.
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| C. |
Each member is entitled to cast one vote in any election
or MVPCUG activity that requires general membership approval. |
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ARTICLE V. DUES
| A. |
Dues shall be collected annually from members.
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| B. |
Annual dues will be proposed by the Board of Directors
and approved by the general membership.
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| C. |
The general membership must be notified of proposed
changes in membership dues at least 28 days prior to the vote.
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| D. |
Any MVPCUG member who has not paid his/her yearly dues
after 60 days of their due date shall be removed from the general
membership roster.
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| E. |
Dues are non-refundable. |
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ARTICLE VI. OFFICERS
| A. |
Officers of the MVPCUG shall consist of the following
positions:
| 1. |
President |
| 2. |
Vice President |
| 3. |
Secretary |
| 4. |
Treasurer |
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| B. |
The term of office for all officers is one (1) year,
with a maximum of three (3) consecutive terms in each office. |
| C. |
The general responsibilities of the officers are as
follows:
| 1. |
Conduct day-to-day MVPCUG business. |
| 2. |
Preserve the assets of the MVPCUG. |
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| D. |
The specific duties of the MVPCUG officers are as
follows:
| 1. |
The President shall:
| a. |
Serve as chief executive officer of the
MVPCUG. |
| b. |
Be responsible for the general conduct
of the MVPCUG |
| c. |
Call and conduct Board of Directors meetings
and other special meetings. |
| d. |
Designate committees and appoint committee
chairpersons as required. |
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| 2. |
The Vice President shall:
| a. |
Serve in place of the President in his/her
absence. |
| b. |
Serve as President for the remainder of
the President's term if the office of the President is
vacated. |
| c. |
Oversee the activities of the special interest
groups. |
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| 3. |
The Secretary shall:
| a. |
Maintain records of MVPCUG business. |
| b. |
Document the activities of the Board of
Directors. |
| c. |
Ensure that a meeting place for the general
meeting has been arranged. |
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| 4. |
The Treasurer shall:
| a. |
Maintain accurate financial records of
the MVPCUG. Records shall include all original receipts
and disbursements. |
| b. |
Reimburse members for approved MVPCUG expenses
and capital expenditures, by check only. |
| c. |
Provide monthly a financial report at the
general meeting and as directed by the Board of Directors. |
| d. |
Maintain an up-to-date detailing of assets. |
| e. |
Maintain a club roster and mailing list,
and disperse membership changes to appropriate persons,
as defined by the Board of Directors. |
| f. |
Membership registry and financial records
shall be available at all meetings. |
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ARTICLE VII. BOARD OF DIRECTORS
| A. |
The Board of Directors consist of all
elected officers of the MVPCUG and three (3) Directors at Large who
are nominated by the current Board and elected by the general membership.
The Board will take nominations from the general membership at any
time prior to election. |
| B. |
The Directors at Large shall serve for three (3) year
terms; a term of office for a Director at Large shall be three (3)
years, except for initial terms which will be staggered at one, two
and three years. |
| C. |
The duties and responsibilities of the Board of Directors
include the following:
| 1. |
Propose an annual budget for the fiscal year,
to be approved by the general membership. In the event of not
having an approved budget in place, last year's budget will
then be in operation until the new budget is passed. |
| 2. |
Authorize official statements, any oral or written
communication, on behalf of the MVPCUG. |
| 3. |
Sponsor meetings or events in the name of the
MVPCUG. |
| 4. |
Ensure the membership is informed of all regularly
scheduled meetings |
| 5. |
Present to the general membership for prior approval
any expenses exceeding allotment in the budget |
| 6. |
Ensure that an audit, as defined by Robert's
Rules of Order, of the MVPCUG records is conducted annually
and reported to the general membership. |
| 7. |
Ensure that an annual inventory of the assets
is ascertained prior to general elections. |
| 8. |
May call for a detailed inventory at any time. |
| 9. |
May call for a detailed financial report at any
time. |
| 10. |
Recognize and approve the formation of special
interest groups. |
| 11. |
Approve the President's appointments of committee
chairpersons. |
| 12. |
Appoint persons to fill unexpired terms of elected
positions when those positions become vacant, with the approval
of four (4) Board members. |
| 13. |
Recommend Board members for removal from their
elected positions, with the approval of five (5) Board members
and ratified by the general membership. |
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| D. |
Each member of the Board of Directors shall receive
a copy of all important documents, passwords, and financial account
information. Upon leaving office, the retiring officer/member shall
turn over all of the above to the remaining Board of Directors. |
| E. |
The following guidelines shall apply to Board of Directors
meetings:
| 1. |
The Board
of Directors shall meet monthly as needed but not less than
nine times a year. |
| 2. |
All members of the Board of Directors will be
notified of the time and place of Board meetings. |
| 3. |
Special meetings may be held at the request of
any four (4) members of the Board. Notification requirements
remain in effect. |
| 4. |
The Board of Directors meetings are open to MVPCUG
members in good standing. Individuals may be invited by Officers. |
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ARTICLE VIII. GENERAL MEETINGS
| A. |
General Meetings
will be held monthly September through June. |
| B. |
Attendance at the general meetings is open to both
members and nonmembers alike; attendance is open to the community
at large. |
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ARTICLE IX. SPECIAL INTEREST
GROUPS (SIGs)
| A. |
Special interest groups (SIGs) are formed to support
the purposes of the MVPCUG in a specific area of interest. |
| B. |
A SIG chairperson must be a member in good standing.
Specific duties and responsibilities of the SIG chairperson include:
| 1. |
Present the appropriate documentation to the
Board of Directors to formally recognize the SIG. |
| 2. |
Present a report of the SIG activities to the
SIG coordinator. |
| 3. |
Coordinate vendors and presentations outside
the MVPCUG, subject to approval by the Board of Directors. |
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| C. |
A SIG becomes a recognized unit within the MVPCUG
when all of the following takes place:
| 1. |
A meeting is held to discuss the
formation of the SIG. All interested parties are invited |
| 2. |
The following documentation is presented to
the Board of Directors:
| a. |
A SIG charter, which includes:
| 1) |
An outline of the purposes, interests
and activities of the proposed SIG. |
| 2) |
Identification of the SIG chairperson,
as elected by the proposed SIG members. |
| 3) |
Submission of a schedule to the SIG
coordinator, with location, date and expected agendas
where possible. |
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| b. |
A description of the SIG for the MVPCUG
newsletter. |
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ARTICLE X. COMMITTEES
| A. |
The President shall designate committees for short
term projects. |
| B. |
Subject to approval by the Board of Directors, the
President shall appoint the committee chairperson |
| C. |
The duties and responsibilities of the committees are
defined by the President. |
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ARTICLE XI. QUORUM AND VOTING
| A. |
A quorum of the Board of Directors shall consist of
four (4) Board members. |
| B. |
At any general meeting, 5% or more of the total membership
in good standing shall constitute a quorum. |
| C. |
Except where otherwise stated, a simple majority or
quorum of members shall constitute approval of proposed action. |
| D. |
Each member in good standing shall cast one (1) vote. |
| E. |
Proxy voting can be accomplished by the proxy possessing
the membership card. |
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ARTICLE XII. OWNERSHIP
| A. |
Anything produced on behalf of the MVPCUG shall become
the property of the MVPCUG upon adoption. |
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ARTICLE XIII. CONFLICT OF INTEREST
| A. |
The terms of any financial agreement between the MVPCUG
and a current member of the Board of Directors, or a person who has
served on the Board of Directors within the year preceding the agreement,
must be ratified by a majority of the Board of Directors and must
be fully disclosed and approved by the general membership. |
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| A. |
General elections for officers
and Directors at Large shall be held annually, in December or as soon
as possible if meeting is cancelled |
ARTICLE XIV. ELECTIONS
| B. |
The elected slate
shall take office at the end of the meeting in which they are elected.
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| C. |
Candidates for office shall be MVPCUG members in good
standing. |
| D. |
Elections shall be determined by a simple majority
vote of a quorum of members. |
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ARTICLE XV. FINANCIAL MANAGEMENT
| A. |
The MVPCUG shall be a Non-Profit
organization according to Section 501 (c) (3) of the Internal Revenue
Code and in Section 201 of the New York State Not-for-Profit Corporations
Law as a Type B Corporation. |
| B. |
The organization
shall, whenever possible, attempt to aid other Not-For-Profit Organizations
in obtaining personal computer hardware, software, information and
training. |
| C. |
All MVPCUG activities that independently manage their
finances shall provide the treasurer a monthly financial statement. |
| D. |
Profits that accrue to the MVPCUG shall be deposited
in the MVPCUG accounts. |
| E. |
Any expenditures above $200.00 out of any budgeted
fund must be approved by the general membership. |
| F. |
An audit of the MVPCUG 's financial records
shall be made annually by individuals designated by the Board of Directors. |
| G. |
In the event of the dissolution of the MVPCUG, all
assets shall be transferred in accordance with applicable US Code
and New York State law. |
| H. |
The MVPCUG fiscal calendar shall be from January to
December, the same as the calendar year. |
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ARTICLE XVI. AMENDMENTS
| A. |
A general or special meeting of the membership shall
be called by the Board of Directors for the purpose of amending these
Bylaws |
| B. |
All members in good standing may cast one (1) vote
on the proposed amendments. |
| C. |
These Bylaws may only be amended by a 2/3 majority
vote of a quorum of members. |
| D. |
Notice of proposed amendments must be published to
all general members at least 28 days prior to the vote. |
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ARTICLE XVII. VALIDITY
| A. |
The invalidity of any part of these Bylaws shall not
impair or otherwise affect in any manner the validity, enforceability,
or intent of the balance of these Bylaws. |
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ARTICLE XVIII. RATIFICATION
OF BYLAWS
| A. |
A general meeting shall be called by the Board of Directors
for the purpose of ratifying the MVPCUG Bylaws |
| B. |
The proposed Bylaws shall be published to the MVPCUG
general membership prior to the meeting designated immediately above. |
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| Adopted:__January 6, 1998 ___ |
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| Donna Gorrell |
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| _________________________________________________President,
MVPCUG |
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| Joseph Madeira |
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| _________________________________________________Secretary,
MVPCUG |
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| Revised:__ January 4, 2005__ |
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| Jerome Finklestein |
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_________________________________________________President,
MVPCUG
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| Donna Gorrell |
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_________________________________________________Secretary,
MVPCUG |
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