Central Arkansas Scale Modelers By-Laws - Effective 12/1/12
Lt. j.g. Nathan Gordon
Article I NAME, POLICIES, OBJECTIVES, AND AFFILIATION
Section 1 Name
The organization governed by these Bylaws is the Lt. j.g. Nathan Gordon - Central Arkansas Scale Modelers (CASM).
Section 2 Policies
Policies not set out in the Bylaws may be made by the members and Executive Board.
Section 3 Objectives
CASM’s objectives are to have fun while promoting scale modeling hobby and improving members’ skills through clinics, contests, exhibits, lectures, research, public service, and other means.
Section 4 Affiliation
a. CASM will remain a chartered chapter of the International Plastic Modelers Society-United States of America Branch (IPMS-USA) until such time as a majority of the membership, votes to leave.
b. CASM may simultaneously affiliate with any other organization sharing its objectives upon majority vote of the Executive Board and a majority vote of club members at a club meeting.
Article II MEMBERSHIP
Section 1 Membership
a. Membership is open to all people regardless of race, sex, ethnic origin, religion, or age.
b. A person may join by submitting membership information to the Secretary and paying dues.
c. Membership will continue as long as the member continues to pay dues and abide by CASM By-Laws and policies.
d. A member who pays dues and attends one club meeting, has made at least one post on the club forum, or submitted at least one article to the club club newsletter within 12 months prior to an officer election may vote in an offficer election.
f. Members who do not abide by CASM by-laws or policies may be removed from all club activities.
Article III MEETINGS
Section 1 General Meetings
a. CASM will meet monthly on dates and at locations to be determined by the Executive Board.
b. The members present at a properly scheduled and noticed meeting will constitute a quorum.
c. Meetings are intended to be fun. Activities will include presentations and discussions of modeling techniques, display and discussion of current member projects, and occasional contests. Business will be kept to a minimum, but will include such items as informing the membership of news and upcoming events, and announcement or confirmation of Executive Board decisions.
Article IV EXECUTIVE BOARD AND OFFICERS
Section 1 Executive Board
a. The Executive Board consists of elected and appointed officers.
b. The Executive Board is responsible for promoting the objectives of CASM, ensuring its smooth operation, holding interesting and informative meetings, and increasing membership.
c. Meetings of the Executive Board should be held monthly and may be called by the President.
d. Notice must be provided in person, telephone, e-mail, or mail to Executive Board members at least 24 hours before a meeting.
e. The presence of four (4) elected officers constitutes a quorum.
f. An action of the Executive Board requires a majority vote of elected officers present at a meeting. Appointed officers do not vote.
g. The Executive Board will adopt a dues policy.
h. The Executive Board will determine a calendar of general meetings and events and prepare an annual budget.
i. Any Executive Board decision may be referred to the membership upon the request of any elected officer.
j. Executive Board meeting discussions and results will be reported to the membership by posting meeting minutes on the club forum.
Section 2 Elected Officers
a. The membership will elect a President, Vice President, Secretary, Treasurer, Contest Chairman, and Club Contact with a term of two (2) years.
b. Newly elected officers will assume office at the first general meeting following the annual club contest. In the event that a contest is not held, the newly elected officers will assume office at the first general meeting following the end of the incumbent officers’ two year term.
c. The Executive Board will fill vacant elected positions until a special election by the CASM membership can be held to fill the vacated office. If the vacancy occurred close to the time of the scheduled election of officers then the election to replace the vacant position will be held at that time.
d. The President may appoint and remove a Newsletter Editor and Webmaster, who may simultaneously hold another office.
e. If the vacant position was due to resignation, the resigned officer or appointee can only return to the position through a club special election.
Sub-Section 2.1 President
The President leads CASM, acts as its primary representative, and will:
a. Preside over Executive Board and general meetings; and
b. Appoint and remove a Newsletter Editor, Webmaster, Contest Committee, and committees as he deems necessary.
Sub-Section 2.2 Vice President
The Vice President will:
a. In the absence of the President preside over Executive Board and general meetings; and
b. Arrange informative and entertaining programs for general meetings.
Sub-Section 2.3 Secretary
The Secretary will:
a. Keep minutes of general and Executive Board meetings and post them monthly on the club forum;
b. Maintain the official membership list; and
c. Complete annual chartering forms, such as those for IPMS.
Sub-Section 2.4 Treasurer
The Treasurer will:
a. Collect and safeguard all CASM funds;
b. Keep an accurate accounting of revenues and expenses;
c. Provide an accounting quarterly on the club forum; and
d. Prepare a draft budget for approval by the Executive Board.
Sub-Section 2.5 Contest Chairman
The Contest Chairman will:
a. Act as or appoint a Head Judge for the annuall CASM contest;
b. Organize and oversee the annual CASM contest and Contest Committee; and
c. With the approval of the Executive Board, publish contest judging criteria, modeler classification, and categories.
Sub-Section 2.6 Club Contact
The Club Contact will:
a. Act as official point of contact between the general membership of CASM and its Executive Board;
b. Act as official point of contact between CASM and other modeling clubs and organizations;
c. Act as official point of contact between CASM and IPMS/USA and it’s officers and affiliates;
d. Provide meeting notification by mail or electronic mail to the membership and by other means to the general public;
e. Distribute newsletters received from various modeling clubs and organizations to any interested club members by maintaining a subscription list; and
f. Act as an official point of contact and liasion between CASM and local hobby shops.
Section 3 Appointments
Sub-Section 3.1 Newsletter Editor
The Newsletter Editor will publish a newsletter when the Executive Board determines that it would promote the objectives of CASM and when the budget allows.
Sub-Section 3.2 Webmaster
The Webmaster is responsible for creation, maintenance, and timely updates of the Website.
Sub-Section 3.3 Contest Committee
Working under the oversight of the Contest Chairman, organizes the annual CASM Contest, prepares a proposed budget for the contest, and reports monthly to the general membership of progress related to the annual contest at the monthly general meeting.
Article V ELECTION, REMOVAL, and REINSTATEMENT
Section 1 Voter Eligibility
All members who have paid membership dues and have attended at least one meeting prior to the election, submitted at least one post on the club forum, or submitted at least one article to the club newsletter within a 12 month period prior to the club officer elections meeting are eligible to vote in officer elections.
Section 2 Nomination Meeting
a. Candidates for elected positions may be nominated from the floor by any CASM member, including the candidate, during the annual nomination meeting which is held in June.
b. No member may be nominated for more than one (1) elected position during an election cycle.
c. An Election Committee of two disinterested volunteers, candidates and incumbent officers cannot be members of this committee, is formed at the nomination meeting.
Section 3 Election Procedure
Elections are be by secret ballot at the August meeting. Printed ballots are provided at the meeting, collected, and tallied by the Election Committee. If a member is unable to attend the meeting, an absentee ballot may be obtained by contacting the Election Committee one month prior to the election. Absentee and electronic ballot procedures are published in the newsletter, club forum, and any other practical means. Absentee ballots are to be completed and returned to the Election Committee prior to the counting of the regular ballots. Elected officers are determined by a plurality of the votes cast. The results and tallies are announced at the officer election general meeting.
Section 4 Removal
Section 1 Removal of Club Officers
A motion during a general meeting by any member and properly seconded to remove an elected officer may be carried by majority vote of the membership at the next general meeting.
Section 2 Removal of a Club Member from Club Activities
a. Any member of CASM may be dropped from the rolls of CASM by the Executive Board for reasons felt to be detrimental to CASM and it’s objectives.
b. All motions or petitions of dismissal must be made in writing to The Executive Board. The motion or petition must clearly state the reason for grievance and include the signatures of at least 5 general members.
c. The Executive Board will conduct an investigation into the matter and allow the affected member an oppurtunity to present their case before the Board. These said meetings are held privately between the Executive Board and the affected member.
d. After said investigation, the Executive Board meets “in conclave” to decide on and vote on a suitable course of action that will be taken, up to and including dismissal from the club and it’s affiliated activities but may also include probationary periods that include, but are not limited to, 3-months, 6-months, or 12 months. The Executive Board will not base it’s decision on personal bias or personal griveances and will look solely at the facts presented to them and, after due consideration and discussion, adopt a course of action most beneficial to CASM as a whole and it’s individual members.
e. Decisions of the Executive Board are final and presented to the club at the next scheduled general meeting; but not discussed openly in the general meetings or any public forums out of respect to and to protect the privacy of the affected member.
f. Dismissed members will have returned to them any subscription monies due them and will be notified by the President of CASM of the action taken by the Executive Board within 30 days.
Section 3 Reinstatement of a Removed club Member to Participate in CASM Activities
a. A removed member may seek reinstatement to participate in CASM activities and become a member of CASM 12 months after the member has been removed.
b. A member desiring reinstatement must contact a member of the Executive Board in writing expressing their desire for reinstatement.
c. The Executive Board will bring the members name for reinstatement to the following general meeting for a vote of reinstatement. The person is reinstated by a 2/3 majority vote.
d. The person seeking reinstatement is informed of the results of the vote within a reasonable period of time.
e. Application for reinstatement may be made yearly.
Artcle IX MONEY
Section 1 General
CASM money is to be obtained through dues, donations, fundraisers and other lawful means. It is to be accounted for and used to the betterment of CASM, and no member will profit financially from CASM.
Section 2 Membership Dues
a. Cost of adult membership is $15.00. Effective January 1, 2012 cost of Junior (17 and under) membership is $5.00.
b. Membership dues are due Decmber 31st for the coming year and are considered delinquent after 30 days if the member is not on military deployment.
c. The delinquent payment of dues removes a person from the membership roles and the person loses all rights and privileges of membership until they become a member through the payment of dues.
Section 2 Expenditures
Any club expenditure of $200 or more must be recommended by the Executive Board and approved by a majority of the membership prior to the expenditure.
Section 3 Reimbursement
Reimbursement for materials, supplies, or services must be approved by the President and one other elected officer.
Article X DISSOLUTION
Section 1 Procedure
A motion to dissolve the club must be approved by five (5) out of six (6) voting members
of the Executive Board. The affirmative vote to dissolve is then brought forward for a
majority vote by club members attending the next general meeting.
Section 2 Dispursement of Club Funds
If CASM dissolves for any reason, all assets will be used to pay debts. Remaining assets will be donated to a non-profit organization at the discretion of the Executive Board.
Article XI AMENDMENT
By majority vote, the membership may amend the Bylaws.
ARTICLE XII REGULAR REVIEW OF BY-LAWS
Each incoming Executive Board, after the general election by the club, reviews the By-Laws and any recommended changes are published for review by club members during the month following the first Executive Board meeting with a member vote during the club meeting after the month of review.
Article I NAME, POLICIES, OBJECTIVES, AND AFFILIATION
Section 1 Name
The organization governed by these Bylaws is the Lt. j.g. Nathan Gordon - Central Arkansas Scale Modelers (CASM).
Section 2 Policies
Policies not set out in the Bylaws may be made by the members and Executive Board.
Section 3 Objectives
CASM’s objectives are to have fun while promoting scale modeling hobby and improving members’ skills through clinics, contests, exhibits, lectures, research, public service, and other means.
Section 4 Affiliation
a. CASM will remain a chartered chapter of the International Plastic Modelers Society-United States of America Branch (IPMS-USA) until such time as a majority of the membership, votes to leave.
b. CASM may simultaneously affiliate with any other organization sharing its objectives upon majority vote of the Executive Board and a majority vote of club members at a club meeting.
Article II MEMBERSHIP
Section 1 Membership
a. Membership is open to all people regardless of race, sex, ethnic origin, religion, or age.
b. A person may join by submitting membership information to the Secretary and paying dues.
c. Membership will continue as long as the member continues to pay dues and abide by CASM By-Laws and policies.
d. A member who pays dues and attends one club meeting, has made at least one post on the club forum, or submitted at least one article to the club club newsletter within 12 months prior to an officer election may vote in an offficer election.
f. Members who do not abide by CASM by-laws or policies may be removed from all club activities.
Article III MEETINGS
Section 1 General Meetings
a. CASM will meet monthly on dates and at locations to be determined by the Executive Board.
b. The members present at a properly scheduled and noticed meeting will constitute a quorum.
c. Meetings are intended to be fun. Activities will include presentations and discussions of modeling techniques, display and discussion of current member projects, and occasional contests. Business will be kept to a minimum, but will include such items as informing the membership of news and upcoming events, and announcement or confirmation of Executive Board decisions.
Article IV EXECUTIVE BOARD AND OFFICERS
Section 1 Executive Board
a. The Executive Board consists of elected and appointed officers.
b. The Executive Board is responsible for promoting the objectives of CASM, ensuring its smooth operation, holding interesting and informative meetings, and increasing membership.
c. Meetings of the Executive Board should be held monthly and may be called by the President.
d. Notice must be provided in person, telephone, e-mail, or mail to Executive Board members at least 24 hours before a meeting.
e. The presence of four (4) elected officers constitutes a quorum.
f. An action of the Executive Board requires a majority vote of elected officers present at a meeting. Appointed officers do not vote.
g. The Executive Board will adopt a dues policy.
h. The Executive Board will determine a calendar of general meetings and events and prepare an annual budget.
i. Any Executive Board decision may be referred to the membership upon the request of any elected officer.
j. Executive Board meeting discussions and results will be reported to the membership by posting meeting minutes on the club forum.
Section 2 Elected Officers
a. The membership will elect a President, Vice President, Secretary, Treasurer, Contest Chairman, and Club Contact with a term of two (2) years.
b. Newly elected officers will assume office at the first general meeting following the annual club contest. In the event that a contest is not held, the newly elected officers will assume office at the first general meeting following the end of the incumbent officers’ two year term.
c. The Executive Board will fill vacant elected positions until a special election by the CASM membership can be held to fill the vacated office. If the vacancy occurred close to the time of the scheduled election of officers then the election to replace the vacant position will be held at that time.
d. The President may appoint and remove a Newsletter Editor and Webmaster, who may simultaneously hold another office.
e. If the vacant position was due to resignation, the resigned officer or appointee can only return to the position through a club special election.
Sub-Section 2.1 President
The President leads CASM, acts as its primary representative, and will:
a. Preside over Executive Board and general meetings; and
b. Appoint and remove a Newsletter Editor, Webmaster, Contest Committee, and committees as he deems necessary.
Sub-Section 2.2 Vice President
The Vice President will:
a. In the absence of the President preside over Executive Board and general meetings; and
b. Arrange informative and entertaining programs for general meetings.
Sub-Section 2.3 Secretary
The Secretary will:
a. Keep minutes of general and Executive Board meetings and post them monthly on the club forum;
b. Maintain the official membership list; and
c. Complete annual chartering forms, such as those for IPMS.
Sub-Section 2.4 Treasurer
The Treasurer will:
a. Collect and safeguard all CASM funds;
b. Keep an accurate accounting of revenues and expenses;
c. Provide an accounting quarterly on the club forum; and
d. Prepare a draft budget for approval by the Executive Board.
Sub-Section 2.5 Contest Chairman
The Contest Chairman will:
a. Act as or appoint a Head Judge for the annuall CASM contest;
b. Organize and oversee the annual CASM contest and Contest Committee; and
c. With the approval of the Executive Board, publish contest judging criteria, modeler classification, and categories.
Sub-Section 2.6 Club Contact
The Club Contact will:
a. Act as official point of contact between the general membership of CASM and its Executive Board;
b. Act as official point of contact between CASM and other modeling clubs and organizations;
c. Act as official point of contact between CASM and IPMS/USA and it’s officers and affiliates;
d. Provide meeting notification by mail or electronic mail to the membership and by other means to the general public;
e. Distribute newsletters received from various modeling clubs and organizations to any interested club members by maintaining a subscription list; and
f. Act as an official point of contact and liasion between CASM and local hobby shops.
Section 3 Appointments
Sub-Section 3.1 Newsletter Editor
The Newsletter Editor will publish a newsletter when the Executive Board determines that it would promote the objectives of CASM and when the budget allows.
Sub-Section 3.2 Webmaster
The Webmaster is responsible for creation, maintenance, and timely updates of the Website.
Sub-Section 3.3 Contest Committee
Working under the oversight of the Contest Chairman, organizes the annual CASM Contest, prepares a proposed budget for the contest, and reports monthly to the general membership of progress related to the annual contest at the monthly general meeting.
Article V ELECTION, REMOVAL, and REINSTATEMENT
Section 1 Voter Eligibility
All members who have paid membership dues and have attended at least one meeting prior to the election, submitted at least one post on the club forum, or submitted at least one article to the club newsletter within a 12 month period prior to the club officer elections meeting are eligible to vote in officer elections.
Section 2 Nomination Meeting
a. Candidates for elected positions may be nominated from the floor by any CASM member, including the candidate, during the annual nomination meeting which is held in June.
b. No member may be nominated for more than one (1) elected position during an election cycle.
c. An Election Committee of two disinterested volunteers, candidates and incumbent officers cannot be members of this committee, is formed at the nomination meeting.
Section 3 Election Procedure
Elections are be by secret ballot at the August meeting. Printed ballots are provided at the meeting, collected, and tallied by the Election Committee. If a member is unable to attend the meeting, an absentee ballot may be obtained by contacting the Election Committee one month prior to the election. Absentee and electronic ballot procedures are published in the newsletter, club forum, and any other practical means. Absentee ballots are to be completed and returned to the Election Committee prior to the counting of the regular ballots. Elected officers are determined by a plurality of the votes cast. The results and tallies are announced at the officer election general meeting.
Section 4 Removal
Section 1 Removal of Club Officers
A motion during a general meeting by any member and properly seconded to remove an elected officer may be carried by majority vote of the membership at the next general meeting.
Section 2 Removal of a Club Member from Club Activities
a. Any member of CASM may be dropped from the rolls of CASM by the Executive Board for reasons felt to be detrimental to CASM and it’s objectives.
b. All motions or petitions of dismissal must be made in writing to The Executive Board. The motion or petition must clearly state the reason for grievance and include the signatures of at least 5 general members.
c. The Executive Board will conduct an investigation into the matter and allow the affected member an oppurtunity to present their case before the Board. These said meetings are held privately between the Executive Board and the affected member.
d. After said investigation, the Executive Board meets “in conclave” to decide on and vote on a suitable course of action that will be taken, up to and including dismissal from the club and it’s affiliated activities but may also include probationary periods that include, but are not limited to, 3-months, 6-months, or 12 months. The Executive Board will not base it’s decision on personal bias or personal griveances and will look solely at the facts presented to them and, after due consideration and discussion, adopt a course of action most beneficial to CASM as a whole and it’s individual members.
e. Decisions of the Executive Board are final and presented to the club at the next scheduled general meeting; but not discussed openly in the general meetings or any public forums out of respect to and to protect the privacy of the affected member.
f. Dismissed members will have returned to them any subscription monies due them and will be notified by the President of CASM of the action taken by the Executive Board within 30 days.
Section 3 Reinstatement of a Removed club Member to Participate in CASM Activities
a. A removed member may seek reinstatement to participate in CASM activities and become a member of CASM 12 months after the member has been removed.
b. A member desiring reinstatement must contact a member of the Executive Board in writing expressing their desire for reinstatement.
c. The Executive Board will bring the members name for reinstatement to the following general meeting for a vote of reinstatement. The person is reinstated by a 2/3 majority vote.
d. The person seeking reinstatement is informed of the results of the vote within a reasonable period of time.
e. Application for reinstatement may be made yearly.
Artcle IX MONEY
Section 1 General
CASM money is to be obtained through dues, donations, fundraisers and other lawful means. It is to be accounted for and used to the betterment of CASM, and no member will profit financially from CASM.
Section 2 Membership Dues
a. Cost of adult membership is $15.00. Effective January 1, 2012 cost of Junior (17 and under) membership is $5.00.
b. Membership dues are due Decmber 31st for the coming year and are considered delinquent after 30 days if the member is not on military deployment.
c. The delinquent payment of dues removes a person from the membership roles and the person loses all rights and privileges of membership until they become a member through the payment of dues.
Section 2 Expenditures
Any club expenditure of $200 or more must be recommended by the Executive Board and approved by a majority of the membership prior to the expenditure.
Section 3 Reimbursement
Reimbursement for materials, supplies, or services must be approved by the President and one other elected officer.
Article X DISSOLUTION
Section 1 Procedure
A motion to dissolve the club must be approved by five (5) out of six (6) voting members
of the Executive Board. The affirmative vote to dissolve is then brought forward for a
majority vote by club members attending the next general meeting.
Section 2 Dispursement of Club Funds
If CASM dissolves for any reason, all assets will be used to pay debts. Remaining assets will be donated to a non-profit organization at the discretion of the Executive Board.
Article XI AMENDMENT
By majority vote, the membership may amend the Bylaws.
ARTICLE XII REGULAR REVIEW OF BY-LAWS
Each incoming Executive Board, after the general election by the club, reviews the By-Laws and any recommended changes are published for review by club members during the month following the first Executive Board meeting with a member vote during the club meeting after the month of review.
