Oceanside Mac User Group Bylaws
Amended and Approved February, 2012
ARTICLE I NAME
The name of this organization shall be Oceanside Mac User Group. It shall be referred to as OMUG.
ARTICLE II PURPOSE
The purpose of OMUG shall be:
- to provide a forum for users of Apple products to share their knowledge and experience with one another regarding the applications and uses of Apple computers, software, and peripheral devices.
- to assist members needing help, and
- to encourage fellowship and volunteer participation.
ARTICLE III MEMBERSHIP & DUES
Any person who wishes to know more about Apple products may become a member of OMUG by submitting a membership application and paying the annual dues. The classes of membership and the annual dues shall be established by the Board.
ARTICLE IV MEETINGS
Section 1. Regular Meetings.
Unless otherwise directed by the Board, regular meetings shall be held on the last Wednesday of each month except for the months of November and December, which shall be held on the first Wednesday after Thanksgiving, and be designated the “Nocember Meeting.” The location and format of the meetings shall be at the discretion of the Board.
Section 2. Election and Annual Meetings.
The election meeting shall be the regular meeting in August. The annual meeting shall take place at the September meeting.
Section 3. Special Meetings.
Special meetings may be called by the President and shall be called upon written request of the lesser of ten percent of the members eligible to vote or fifteen members eligible to vote. The purpose of the meeting shall be stated in the call and no business other than that stated in such notice shall be conducted. Except in emergencies, at least seven days’ notice shall be given to all members.
Section 4. Proxy and Absentee Voting.
The Board may approve proxy voting and/or an Internet-based absentee voting process.
Section 5. Votes by E-mail.
The Board may approve conducting certain votes of the membership by email. In such situations a major effort shall be made to reach all members eligible to cast such a vote. The action and result of such vote shall be reported in the minutes of the next regular meeting.
Section 6. Quorum.
A quorum for meetings of the Association shall consist of those present, provided members have been notified two (2) days prior to the meeting.
ARTICLE V BOARD
Section 1. Governing Body.
The Board shall be the governing body of this organization. It shall be composed of nine, seven, or five directors, elected by the general membership. The size of the Board shall be determined by the number of candidates willing to serve, with nine members being the goal, and reduced only if candidates are unavailable. At its first regular meeting after the election, the Board will select four officers: President, Vice President, Secretary and Treasurer. Officers shall serve at the discretion of the board during their elected period. The Board shall have the power to manage all affairs of the organization. The Board shall have the power to establish and maintain policies and standards that are not in violation of these bylaws.
Section 2. Terms of Office.
Directors shall be elected for a term of two years or until their successors are elected; terms shall begin at the close of the annual meeting. Four (or three, or two) new directors shall be elected in even years; five (or four, or three) in odd years.
Section 3. Board Meetings.
Regular meetings of the Board shall be held monthly, unless otherwise determined by the Board. Minutes will be kept of all meetings which will be conducted according to Robert’s Rules of Order. All members may attend Board meetings in a nonvoting capacity, except that upon a majority vote, the Board may enter executive session to transact business that the Board determines to be confidential.
Section 4. Special Board Meetings.
Special Meetings of the Board may be called by the President or Vice President, or upon written request of three members of the Board, provided seven days notice of such meeting is given to each Board member. No business other than that stated in such notice shall be conducted.
Section 5. Quorum and Votes.
A majority of the Board shall constitute a quorum at regular and special meetings of the Board. The Board may approve conducting certain votes by e-mail. The action and result of the e-mail vote shall be reported in the minutes of the next Board meeting.
Section 6. Vacancies.
A vacancy in any elective position shall be filled by a majority vote of the Board members present at a duly called Board meeting. The successor shall fill the vacant office for the remainder of the term.
Section 7. Removal from Office.
Any officer or director may be removed from office by a simple majority vote of the remaining members of the Board at any regular meeting of the Board. The Board will then elect a successor to fill the vacant office for the remainder of the term.
ARTICLE VI NOMINATIONS AND ELECTIONS
Section 1. Nominations.
A Nominating Committee of three members shall be appointed by the President and announced at the April regular meeting. The Nominating Committee shall post its slate of nominees for the Board of Directors in the July and August newsletters and report the slate at the July regular meeting. At this meeting additional nominations may be made from the floor, after which the nominations will be closed. Members nominated for the Board must be in good standing and shall consent to nomination before being accepted as nominees. The ballot will include the Nominating Committee slate and nominations made from the floor.
Section 2. Election Meeting.
At the August regular meeting, the election meeting, the election of Board members shall take place by written ballot or, if there is no contested race, then the election may be held by voice vote. Each membership eligible to vote may cast one vote for each vacancy. Candidates for director with the greatest number of votes shall be elected. Results shall be announced at the meeting and posted in the next newsletter.
Section 3. Internet-based Absentee Voting.
The Board may approve an Internet-based absentee voting process which must be concluded no later than the day preceding the election meeting. The absentee voting process shall be defined by the Board in a manner that will allow due time for the membership to receive, consider and respond to the ballot via the Internet.
Section 4. Installation.
Officers shall be installed at the Annual Meeting.
ARTICLE VII OFFICERS AND THEIR DUTIES
Section 1. Officers
The officers of OMUG shall be a President, a Vice President, a Secretary and a Treasurer.
Section 2. President
The president shall:
- preside at all OMUG Regular and Board meetings;
- exercise general supervision and direction of the affairs of OMUG subject to the control of the Board;
- see that all resolutions of the Board are carried into effect;
- call regular or special meetings of the Board or membership as needed;
- appoint, with Board approval, at least one Board member in addition to the Treasurer to be authorized to sign checks or drafts of the organization;
- appoint, with Board approval, committee chairs and Special Interest Group leaders; and
- present an annual report of OMUG activities to the membership at the annual meeting.
- write the president’s corner in the newsletter.
Section 3. Vice President
The Vice President shall:
- serve as President in the absence of the President;
- assume the office of President should a vacancy occur in that office and serve until the next regular election and installation of officers;
- maintain an inventory of OMUG’s equipment and its whereabouts; and
- have such other duties as may be mutually agreed upon by the President and the Vice President.
Section 4. Secretary
The Secretary shall:
- keep minutes and records of OMUG including a master copy of the bylaws;
- be responsible for the maintenance of an up-to-date list of members;
- provide electronic copies of the minutes to all Board members on a timely basis;
- inform the Board of Directors of actions required by these bylaws.
Section 5. Treasurer
The Treasurer shall:
- have custody of OMUG’s funds;
- be responsible for the collection and disbursement of funds including payment of authorized expenditures;
- keep full and accurate records of receipts and expenditures and present to the Board a written monthly report which may be provided electronically such as through e-mail or the OMUG web site;
- deposit all funds as soon as possible after receipt in the name of and to the credit of OMUG in such depositories as may be designated by the Board;
- prepare, with assistance from the Board, an annual budget for the next fiscal year to be approved by the Board, presented to the membership at the “Nocember” meeting and voted on at the January meeting; and
- prepare for the Board and the membership a yearly financial report which may be provided electronically such as through e-mail, the OMUG newsletter or the OMUG web site.
ARTICLE VIII FINANCE
Section 1. Disbursements
Money may be drawn from OMUG financial account(s) only by the signature or signatures of officers authorized to do so by the Board. The Treasurer shall be one of the officers authorized to sign checks or drafts of the organization. No person with authority to sign checks may sign a check payable to himself or herself without a cosignatory. Treasury disbursements shall be made by check. Reimbursable expenses must be supported by a receipt. Non-budgeted expenditures up to $500 must be approved by the Board. Non-budgeted expenditures over $500 must be approved by the Board and a majority vote of members entitled to vote and voting at any regular meeting or at any special meeting called for that purpose and/or by Board approved voting by proxy or means made available on the Internet.
Section 2. Annual Budget
The treasurer, with assistance from the Board, shall prepare an annual budget for the next fiscal year. The budget shall be approved by the Board and presented to the membership at the “Nocember” meeting. The budget shall be approved by a majority of members entitled to vote and voting at the January regular meeting and/or by Board approved voting by proxy or means made available on the Internet.
Section 3. Fiscal Year
The fiscal year of OMUG shall be from January 1st to December 31st.
Section 4. Finance Review Committee
The President, with Board approval, shall appoint a finance review committee, at least 2 members in good standing, to review the financial records of the organization after receipt of the Treasurer’s annual report, and when there is a change in the office of Treasurer. The results of the financial review shall be reported at the next regular Board meeting.
ARTICLE IX PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws.
ARTICLE X AMENDMENTS
These bylaws may be amended by a two-thirds vote of members entitled to vote and voting at any regular meeting or at any special meeting called for that purpose and/or by Board approved voting by proxy or means made available on the Internet. Written notice of each proposed alteration and/or amendment shall be given to each member eligible to vote at least twenty-one days in advance through e-mail or the newsletter, or at the previous regular meeting.