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CONSTITUTION OF NEW ENGLAND FLY TYERS APPROVED BY THE MEMBERSHIP MARCH 27, 1995 AMENDED 1996, 1999, 2003, 2005, 2009, 2014
Section 1. THE NAME of this organization is New England Fly Tyers.
Section 2. THE PRINCIPAL OFFICE of the organization will be a post office box.
Section 3. THE OFFICIAL SYMBOL of the organization shall be decided by a two-thirds vote of the members present at a business meeting.
Section 4. THE PURPOSE of the organization is to further the art of fly tying, to promote the challenge of fly fishing, to encourage conservation and sportsmanship, and to serve the sporting community in other related activities.
Section 1. There shall be four classes of membership: General Membership, Life Members, Junior Members, and Honorary Members.
Section 2. Any person 16 years of age or older may become a General Member upon payment of dues as defined by the Board of Directors. Each General Member shall be entitled to one vote in the election Of officers and all rights and privileges of General Membership.
Section 3. Junior members shall be those under the age of 16 and shall pay dues as established by the Board of Directors. Junior Members shall share in all club privileges.
Section 4. Life membership may be awarded to a person 65 years of age, or older, who has been a member for ten (10) or more consecutive years. This membership shall be conferred for life after a recommendation of the Board of Directors is approved by a majority vote of the members present at the Annual Meeting. Life Members shall not be' subject to dues, but will enjoy all the rights and privileges of General Membership. AMENDED 2009 - Life Membership is suspended. Existing life members will remain forever in force. Life members are asked to donate a full share of the dues each year or minimally a half portion.
Section 5. Honorary Membership may be awarded to a person who has served the club in an out- standing manner. The membership shall be conferred for life after a recommendation of the Board of Directors is approved by a majority vote of the members present at a business meeting. Honorary Members shall not be subject to dues nor enjoy voting privileges.
Section 6. Any member may be removed by following the same procedure as for Members of the Board and defined in Article VI.
Section 1. There shall be two types of meetings: Club Activities and Business. Club Activities must be suspended during Business Meetings. The meeting year shall be from September through May; with the May Business meeting being the Annual meeting. The fiscal year shall be September 1st through August 31st .
Section 2. Membership dues are due during the month of February of each year. For new memberships, dues paid during September opening night through January will be recorded as being paid on the first of February. New members who had paid dues between March 1st and before the annual meeting will be required to pay dues the following February. A break in membership will occur on the last day of February if dues are not paid up. The date in which dues are received by mail will be recorded as paid and shall be determined by the postmark on the envelope. (Amended 2014)
Section 3. Open fly-tying sessions shall be held at least once a month during the meeting year on other than a Business Meeting night and shall be open to the general public.
Section 4. Business meetings shall be scheduled at least twice during the meeting year. The first business meeting will be held in September. The Board of Directors will prepare an annual budget for the upcoming year detailing all the anticipated expenditures. The proposed budget will be published prior to the September business meeting. The general membership attending the meeting will by a simple majority vote to approve or disapprove the budget either by each item or in whole. The president will prepare an agenda and when practical , will publish the agenda in the monthly newsletter. The second required business meeting will be held as described in Article IV, Section 2. The President may add additional business matters to the agenda as he/she deems necessary. A quorum shall be defined as Fifteen percent (15) of the voting members of the club, or, on the absence of Fifteen percent of the voting membership, six (6) Board Members plus six (6) additional voting members not seated on the Board of Directors. Business meetings will be conducted according to Roberts Rules of Order. A quorum being present the President may call a business meeting at any time he/she deems it necessary in order to deal will an urgent or emergency situation. The President will also consider holding a business meeting at the request of any member in good standing.
Section 5. Board of Directors meetings shall be scheduled at least once every two months during the meeting year, A summary report shall be published to the general membership as soon as practical after each Board of Directors meeting Special Board of Directors meetings may be called by the President or three (3) Board members when it is deemed necessary and in the best interest of the club. Unless further delay would be directly disadvantageous to the Club, Directors will be notified one week in advance of any special Board meeting, Any member may attend a Board of Directors meeting. During a Board of Directors meeting the President will provide time in case any member wishes to speak on matters pertaining to club business.
Section 1. The officers of the club shall be a President, a Vice-President, a Treasurer, Secretary and Historian. The term of each office shall be one (1) year, with a recommendation that no one occupy an office for more than two (2) consecutive terms.
Section 2. The President shall, at least, sixty (60) days prior to the Annual Meeting, appoint a Nominating Committee made up of a Past President and at least two (2) members. The committee will first seek the nominee for the office of President from those members who have served one year on the Board of Directors before it seeks a nominee from the general membership. The committee will prepare a slate of nominees which will be posted one week prior to the Annual meeting. At the Annual Meeting, the committee shall nominate its choices. Additional nominations may be made from the floor for any office.
Section 3. Powers and duties of the officers shall be as indicated in this Constitution. They shall have such other powers and duties as generally pertain to their offices.
Section 4. THE PRESIDENT is the executive officer of the club. S/he shall call and preside at all Business Meetings and meetings of the Board of Directors. S/he shall sign all official instruments and documents of the club. S/he shall appoint committees and perform the duties usually incident to the office of President. At least once a year the President will report on the "State of the Club" explaining the accomplishments and challenges of the club during the fiscal year. This report may be presented at a regularly scheduled business meeting or printed on the club newsletter or both.
Section 5. THE VICE-PRESIDENT, in the absence or disability of the President, shall have the powers and duties of the President. S/he shall also chair the Membership Committee.
Section 6. THE SECRETARY shall keep the minutes of Business and Board of Directors meetings and maintain a separate file of all measures acted upon. The Sectary shall also maintain the Master copy of the Constitution, and all by-laws and amendments to the Constitution.
Section 7. THE TREASURER shall have custody of all funds of the club and shall deposit these funds into a bank authorized by the Board of Directors. All disbursements shall be by check signed by the Treasurer ot the President. Disbursements of more than two hundred dollars ($200) not approved at the budget meeting must be approved in advance by a quorum of the membership as defined above, except that the Board of Directors may approve up to four hundred dollars ($400) in unusual circumstances. (Amended 1999) The Treasurer may accept expenditures exceeding an appropriation by up to ten percent (10) without further approval by the membership, however this expenditure must be reported as such on the Treasurer's Financial Statement. Records of expenditures by appropriation will be maintained. A written monthly financial report shall be retained by the Treasurer as a permanent record. The Treasurer shall submit all records requested by the Audit Committee. At least three times during the fiscal year the Treasurer will publish a financial statement of the club including the previous treasury balance and detailing all expenditures, income, and the current treasury balance. Any member may present questions on the report at a Board of Directors meeting or business meeting.
Section 8. THE HISTORIAN shall be responsible for the preservation of the historical records of the club. At the Annual Meeting, s/he shall present, in writing, an account of the significant events, highlights, and achievements of the club and/or its members.
Section 1. The Board of Directors shall manage the business affairs of the club except where approval of the membership is required. The Board shall consist of not more that thirteen (13) members, the five (5) constitutional officers, and the immediate past president, with any remaining number elected by the general membership.
Section 2. The majority of the Board shall constitute a quorum, and the acts of the majority of the Board shall be the acts of the Board. A Board member may vote by written proxy on any issue, the vote on which has been delayed from a previous meeting that the member at- tended.
Section 3. Board members shall be expected to attend all Regular Board Meetings. A Board member failing to attend two (2) consecutive meetings without just cause, may be asked to resign upon a two-third (2/3) vote of the Board.
Section 4. The board may fill anyone vacancy in its membership for the unexpired term by a majority vote. The filing of more than one vacancy in one year must be by vote of the membership. Section 5. The Board shall fill a vacancy in any office for the unexpired term by a majority vote.
Section 1. A Board member, including constitutional Officers, may be recalled in the following manner:
A) A recall petition in writing to the Board may be initiated by any three (3) general members in good standing.
B) The challenged Board member must be informed of the petition within seven (7) days of its receipt. The challenged Board member has seven (7) days from notification to request a hearing which will take place within fourteen (14) days of receipt of the request.
C) The Board shall, upon a three-fourths (3/4) vote of its membership, seek the resignation of the challenged officer or director. D) If the Board member fails to resign, the Board shall bring the issue before the general membership where a two-thirds (2/3) vote of the members present shall be necessary for recall.
Section 1. The standing committees of the club shall be the following:
A) Fly-tying instructions;
C) Public Relations/Publications;
E) Raffle; (Amended 2003)
Section 2. Ad hoc committees may be created by the President and/or the Board as the need arises.
Section 1. This constitution may be amended or repealed by the following procedure:
A) Any five (5) members may petition the board for repeal or amendment;
B) The Board shall have sixty (60) days during the meeting year to act and report its recommendations regarding the petition;
C) The Board's report shall be made at regular or special business meetings duly convened for this purpose after at least fifteen (15) days notice in the club publication;
D) A two-thirds (213) vote of the general members present and voting shall be necessary for the proposed revision.
Amended-Article III Section 2 was Amended on September 29, 2014 during the first New England Fly Tyer business meeting of 2014-2015.