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- DEFINITION OF THE MENSA 76
This chapter shall be named Mensa 76 of American Mensa, Ltd. (AML), and subject to the Constitution of Mensa, the Bylaws of American Mensa, Ltd., and the resolutions adopted by the American Mensa Committee (AMC).
- MEMBERSHIP
- Membership in Mensa 76 shall be open to all members of American Mensa, Ltd. in good standing in the geographic area assigned to Mensa 76 by the American Mensa Committee, or as otherwise assigned by American Mensa, Ltd.
- Mensa members in good standing who are not also members of Mensa 76 are welcome to participate in the social activities of the Mensa 76 at the discretion of the host or hostess. The National Ombudsman, his surrogate, and members of the American Mensa Committee shall be permitted to participate in the business affairs of Mensa 76 in the discharge of their official duties.
- Mensa 76 shall observe the preferences of members for data suppression and publication, as filed with AML, when publishing a Mensa 76 roster or membership directory/register.
- OFFICERS AND DUTIES
- Elected Officers
- The governing body of Mensa 76, designated hereinafter as the Board of Directors, shall be composed of seven elected officers and the immediate past Local Secretary (as a non-voting member). The elected officers of Mensa 76 shall be a Local Secretary, a Vice Local Secretary, a Scribe, a Treasurer, and three additional members elected at large. The term of office for the newly elected Board of Directors will begin at the subsequent January meeting.
- All officers, whether elected or appointed, must be current members in good standing of American Mensa, Ltd., and of the Mensa 76, and must reside within the geographic area assigned to Mensa 76 by the American Mensa Committee. An officer is defined as any person who is given a title with specific responsibilities.
- Appointed officers do not have voting rights on the governing body of Mensa 76. And their term of office shall expire at the end of the term of the Board that appointed them.
- The elected officers of Mensa 76 shall be a Local Secretary, a Vice Local Secretary, a Scribe, a Treasurer, and three additional members elected at large. Should the office of Local Secretary (Loc Sec) become vacant for any cause, or should the Loc Sec be unable to carry out the duties of the office, the Vice Loc Sec shall succeed to the office of the Loc Sec for the balance of the current term. A vacancy in any office other than the Loc Sec shall be filled by appointment by the Board of Directors, with the concurrence of a majority of those members present and voting at the next meeting of the membership following such appointment. Such appointment shall be for the balance of the current term. A replacement for an elected officer is considered to be an elected officer whose term of office ends with the next regular elections.
- DUTIES OF THE LOCAL SECRETARY
The Loc Sec shall be the chief administrative officer. The duties of the Loc Sec include: presiding at all meetings of the membership, serving as Chairman of the Board of Directors, and performing such duties as may be designated by AMC, the Board of Directors, or as may be set forth in the Local Secretary's handbook and parliamentary authority. The Loc Sec is authorized to appoint, combine, or discontinue any committee, except the Nominating or Election Committees, subject to confirmation by the Board of Directors. The Loc Sec shall be a member, ex officio, of all committees except the Nominating or Election Committees, shall serve as liaison officer with AMC and other groups, and shall have authority to approve disbursements in amounts up to and including $50.00. The Loc Sec shall be responsible for seeing that whatever postal service fees necessary to maintain the second class or bulk rate mailing permit for the local newsletter are paid.
He or she shall be charged with being the chief point of contact between AML and the Mensa 76. By agreeing to be Loc Sec, the Loc Sec agrees to pass along information to and from the group in a timely fashion. He or she shall be charged with notifying AML (through the national office) and the Regional Vice Chairman for the Mensa 76 within two weeks of the results of elections, and of changes in the officers of the Mensa 76.
- DUTIES OF THE VICE LOCAL SECRETARY
The Vice Loc Sec shall perform such duties as may be designated by the Board of Directors, shall assist the Loc Sec in administering the business of Mensa 76, and shall assume the duties of the Loc Sec in case of his/her absence or incapacity. The Vice Loc Sec shall be responsible for arranging for local group activities, and shall coordinate with and advise the officers and the Editor of these activities.
- DUTIES OF THE SCRIBE
The Scribe shall be the chief recording and corresponding officer and the custodian of the records of Mensa 76, shall record the minutes of the meetings of the membership and of the Board of Directors, shall maintain copies of rules, bylaws, and the parliamentary authority, and shall perform such duties as may be designated by the Board of Directors or as may be set forth as standard guides for the office. The Scribe shall provide a copy of each meeting’s minutes to the newsletter editor in time for publication in the next edition.
- DUTIES OF THE TREASURER
The Treasurer shall receive, hold, and disburse the funds of Mensa 76 as directed by the membership or the Board of Directors and shall perform such other duties as set forth in the AMC Treasurers Handbook. Single disbursements of funds exceeding $50.00 must be approved by a majority of the Board of Directors except for approved budgeted items. The Treasurer shall submit a financial report to be published in the local newsletter quarterly. This report shall contain schedules of income, expenses, and balances for all funds under the control of Mensa 76, including gatherings funds, scholarship funds, and other special funds, which may exist. The fiscal year shall be the calendar year. The Treasurer shall, if given at least seven days notice by any member of Mensa 76, make the financial records of Mensa 76 available for inspection by any member of the organization at the next regularly scheduled meeting of the membership. The Treasurer may assist the Editor in the preparation and submission of any postal forms that might be required.
The duties of the Treasurer must include providing the Loc Sec (or designee, who must also be a voting member of the governing body) original statements from banks and any other institutions where the group's money is deposited, at least quarterly. All accounts shall be separate accounts in the name of the group, and shall have more than one signatory so that funds can be accessed in the temporary absence of the treasurer. The Treasurer shall also maintain a listing of all equipment owned by the Mensa 76.
- DUTIES OF THE MEMBERS AT LARGE
The three Board Members at Large shall perform such duties as designated by the Board of Directors.
- DUTIES OF THE PAST LOCAL SECRETARY
The position of Past Local Secretary may only be filled by the immediate past Local Secretary, and is considered to be an elective position. The duties are to provide a smooth transition between Boards and to provide advice upon request.
- Elected members of the governing body may be removed from office by means of a recall election, ballots for which must be either an insert to, or part of, the local newsletter, or ballots that are mailed separately to all members of Mensa 76.
- Any voting officer may be removed from office for nonattendance at business meetings.
- Mensa 76 will select one or more mediators to pursue local resolution of disputes, and will select one or more arbitrators to pursue resolution of disputes with other groups. The title of ombudsman will be used for this individual or individuals.
- REMOVAL FROM OFFICE
- AUTOMATIC
Any elected officer shall be automatically removed from office after three consecutive absences from regular Board meetings, or absence from any five regular board meetings within the period of one term of office. The application of this section to any officer may be waived by a majority vote of the other officers.
- BY BOARD VOTE
Elected or appointed Officers may be removed from the Board of Directors, for cause, by a majority vote of all other members of the Board of Directors attending the meeting in which this action will be taken.
- RECALL or removal from office
- Any officer can be removed from office for valid cause. A recall election for elected offices will be called after presentation of a petition citing the reasons for such action signed by ten members in good standing of Mensa 76 and presented at a regular or special meeting of the membership. Upon presentation of such a petition concerning an appointed officer, the Board of Directors will consider the matter at the next scheduled meeting of the Board.
- A recall election must be initiated within thirty-five days of the presentation of a properly qualified petition. The Board of Directors shall appoint a three member Recall Election Committee within ten days following the presentation of a recall petition. The Recall Election Committee shall be responsible for conducting the recall election. No member of the Board shall be on the Recall Election Committee.
- Ballots naming the officer challenged by the recall election, accompanied by instructions for returning the ballots, shall be posted to all members within thirty-five days of the presentation of the recall petition. Ballots may be printed in the newsletter, or mailed separately. Ballots may be cast in person at the next regular meeting of the membership following the presentation of the recall petition or they may be cast by mail. The deadline for receipt of mail ballots shall be twenty-five days after the ballot is posted to the membership. Ballots must be enclosed in two envelopes as describes for election ballots.
- In the event of a tied vote in a recall election, the officer challenged shall remain in office. The Recall Election committee shall certify the results of the recall election to the membership at the first regular meeting after the deadline for returning balloting.
- All officers, elected or appointed, shall turn over all files, office equipment and materials pertaining to their offices to either their successor(s), to the current Local Secretary, or to another member of the governing body no later than four weeks after leaving office.
B. APPOINTIVE POSITIONS AND COMMITTEES
- DESIGNATED
Persons to fill appointive positions and committees shall be named by the Loc Sec and their appointments confirmed by the Board. The Board may authorize committee chairmen to select their own committees. The Board may combine or discontinue any Board created committee or appointed position and may remove appointees, committee chairmen, and committee members. Holders of appointive positions and chairmen of committees who are not otherwise members of the board shall have no vote on the Board but shall otherwise have full voice in matters relating to their respective responsibilities.
- TERM OF OFFICE
All appointed officers shall serve from the January meeting following the election of the new Board or from the time of their appointment until the January meeting of the next year. The Election Committee shall remain in existence until the February 14 following the election for the purpose of adjudicating any challenges. The Gatherings Committee is so authorized and may exist beyond the term of the Board of Directors.
- NOMINATING COMMITTEE
There shall be a Nominating Committee composed of three members. The Board of Directors shall appoint the Chairman not later than the August regular meeting. Two members shall be elected by the membership at the regular meeting in August. No member of the Board of Directors may serve on the Nominating Committee. No member of the Nominating Committee may be a candidate for elective office. The names of the Nominating Committee Members shall be published in the September issue of the local newsletter.
- ELECTION COMMITTEE
The Board of Directors shall appoint, no later than September meeting of each year, an Election Committee consisting of a chairman and two members. No member of the Board of Directors may serve on the Election Committee. No member of the Election Committee may be a candidate for elective office. The names of the Election Committee members shall be published in the October and December issues of the local newsletter.
- SPECIAL COMMITTEES
From time to time, the board may appoint special committees to perform special tasks or undertakings.
- PROGRAM CHAIRMAN
The board of Directors shall appoint a Program Chairman, who shall arrange for speakers for each monthly meeting.
- EDITOR
The Board of Directors shall appoint an Editor, who shall edit the local group newsletter. The Editor shall publish notices of meetings and programs, required ballots, results of business meetings and elections, amendments to the bylaws and related discussions and ballots, the quarterly financial reports, and shall prepare and publish post office forms if required. The Editor may be removed by the Board of Directors. The outgoing Editor must turn over all files in good order to the incoming Editor no later than 15 days after the outgoing Editor leaves office. Editorial policy of the newsletter shall be as stated in the Standing Rules. The latest possible posting date for the newsletter shall be stated in the Standing Rules. The Board of Directors shall be responsible for the publication of the monthly newsletter.
- OMBUDSMAN
There shall be an Ombudsman for Mensa 76. The Ombudsman shall be elected by a two-thirds majority of the full voting membership of the Board. The term of office of the Ombudsman is not affected by the expiration of the term of office of the appointing Board. The Ombudsman shall remain in office until resignation or removal from office. Removal from office shall require a two-thirds majority of the full voting membership of the Board at each of two separate regular meetings of the Board. The Ombudsman must not be a member of the Board and should not serve on the Nominating or Election Committees.
The terms of reference of the Ombudsman shall be as follows:
- The services of the Ombudsman are available to any member of Mensa 76.
- Parties are encouraged to seek the Ombudsman's advice on matters which have not yet led to dispute, but which are potential sources of serious conflict, and in any event to submit matters to the Ombudsman at as early stage as possible, so that the opportunities for the parties to modify their position(s) are as great as possible.
- The Ombudsman may express opinions, settle disputes, render substantial justice, and promote the general welfare of Mensa 76. The Ombudsman may act as an arbitrator; if all parties have agreed upon arbitration, or accept the Ombudsman's offer to arbitrate, the arbitrage decision shall be binding upon them.
- The Ombudsman may submit matter for publication to the local newsletter, which should be deemed a matter of the highest practicable priority.
- The Ombudsman has the right to the documents or other written materials (as originals or certified copies) concerning any matter received for review and decision.
- The Ombudsman may choose any manner of communication with the parties and specify whether such communication shall be confidential, for internal circulation only, or public.
- OTHER APPOINTIVE POSITIONS
The Board may appoint a Recruitment Chairman, a Gifted Children Coordinator, a Publicity Officer, a Scholarship Chairman, a SIGHT Coordinator and any other position that may be needed.
- PUBLICATION OF FINANCIAL REPORT
- A financial report will be published in Mensa 76 newsletter not less than four times each year (at approximate three-month intervals), and that the report shall contain schedules of income, expenses and balances for all funds under the control of Mensa 76, including RG, scholarship, and other special funds.
- An annual financial review will be conducted during the month the group's elected officers normally take office each year. This review shall be conducted by someone appointed by the incoming board who was not involved in the issuing or collecting of money during the review period, and shall include viewing actual statements from banks and any other institutions where the group's money is deposited.
- MEETINGS:
- REGULAR MEETINGS
The regular meetings of the membership shall be held each month unless otherwise ordered by the membership or by the Board of Directors. At regular meetings, any business can be transacted that comes within the scope of Mensa 76, and does not require special notice. The times and places for regular meetings will be published in the Mensa 76 newsletter.
- ANNUAL MEETING
The regular meeting of the membership in January shall be known as the Annual Meeting, and shall be for the purpose of receiving reports of officers and committees, for installing new officers, and for presenting any other business that may properly come before the meeting.
- SPECIAL MEETINGS
Special meetings of the membership may be called by either the Loc Sec or the Board of Directors or written request from ten percent (10%) or more of the members of Mensa 76 directed to each member of the Board stating the business to be transacted. This special topic will be placed on the agenda of the next scheduled monthly meeting.
- SPECIAL BOARD MEETINGS
A special meeting of the Board of Directors may be called by the Loc Sec, and shall be called upon request of three members of the Board or upon written demand of ten percent (10%) of the members of Mensa 76, at any time upon seven days notice given to each member of the Board of Directors. Such notice may be in writing, in person, or by telephone. A recorded telephonic notice shall not be proper notification. Written notice shall be deemed to have been given when properly addressed, with postage prepaid, and deposited in the United States Mail. The seven-day notification requirement for any meeting may be waived if all board members so agree. The business to be discussed at the special meeting shall be only that business for which the meeting was called.
- QUORUM
At any duly announced meeting of the membership, the members attending shall constitute a quorum for the transaction of all business.
- Regular Meetings
Mensa 76 shall hold regular meetings, not fewer than six times per year, of the governing body, and notice of those meetings shall be sent to all members, usually by publishing in the Mensa 76 newsletter.
- Business Meetings
All business meetings of Mensa 76, and of the Executive Committee, shall be held within the geographical limits of the group as assigned by the AMC.
- ELECTION PROCEDURES:
- FREQUENCY
Elections of the officers shall be held annually.
- NOMINATING COMMITTEE
The Nominating Committee shall, no later than the deadline for the October newsletter, nominate one or more candidates for each elective office. The membership of Mensa 76 shall be notified of these nominations in the October issue of the local newsletter.
- ADDITIONAL NOMINATIONS
Additional nominations may be made from the floor at the October regular meeting or by a petition signed by two members, other than the nominee, accompanied by a statement of the candidate's willingness to serve, and delivered to the chairman of the Nominating Committee at the October meeting.
- NOMINATING STATEMENTS
All nominations shall include a signed statement from the nominee expressing his/her willingness to be nominated and, if elected, to serve and discharge the duties of the office.
- NOMINEE ELIGIBILITY
Candidates must be members of Mensa 76 in good standing and living in the geographic area of Mensa 76 as assigned by AMC to be eligible for nomination to office. No person shall be eligible for nomination to more than one office in the same election.
- VOTER ELIGIBILITY
Persons who are members of Mensa 76 according to the most current membership list provided by AML are eligible to vote in any election or referendum.
- ELECTION COMMITTEE
The election committee shall be responsible for conducting elections, preparing and distributing ballots, receiving and counting ballots, certifying the results, and overseeing the safeguarding of ballots.
- BALLOTS
Ballots shall include all necessary voting instructions, including the deadline for receipt of ballots, and the address where completed ballots are to be mailed. Ballots shall be mailed to all members of Mensa 76 via in the local newsletter prior to the deadline for return of ballots. The election committee shall provide ballots to members who certify that they did not receive theirs by mail.
- RETURNING OF BALLOTS
All ballots must be sealed in two envelopes. The outer envelope must bear the member's name, membership number, and return address in the upper left-hand corner. The inner envelope must be blank, sealed and contain only the ballot. Mail ballots must be received no later than December 1. Ballots received after the deadline shall not be counted. Ballots must be counted within 7 days after the deadline date. No envelope shall be opened until all members of the election committee are present. The election committee will check off each returned ballot on a copy of the most current Mensa 76 membership list to insure that duplicate balloting does not take place. Ballots may be cast in person at the November regular meeting of the membership or may be cast by mail. All ballots that were certified will be removed from the outer envelope. The inner envelopes will be mixed in such a way as to prevent identification then opened.
- COUNTING OF VOTES
A plurality of votes cast for each office shall constitute election. Votes which are tied shall be shall be determined by the Chairman of the Election Committee by a flip of a coin.
- NOTIFICATION OF RESULTS
The Chairman of the Election Committee shall notify the Loc Sec and all candidates of the election results prior to the December regular meeting or the Mensa 76 Christmas party, which ever comes first following the first day of December. Specific vote tally information will not be presented to the candidates or the general membership. The report of the Election Committee, including the names of the newly elected officers, shall be published in the local newsletter no later than the January issue. Membership shall be notified of results at the December regular meeting.
- PRESERVATION OF BALLOTS
All ballots, including invalid and late ballots, which shall be so marked, shall be preserved for a period of two months after the election.
- CHALLENGES
Any challenge to the election must be made to a member of the Election Committee prior to the January 1 following the election. Challenges must be adjudicated within 14 days of submission (if possible this should occur before the regular January meeting). Any actions of the Board of Directors during the adjudication period will not be negated by the outcome of the challenge.
- AMENDMENTS TO THE BYLAWS
- PROPOSED AMENDMENTS
Amendment(s) to these bylaws may be proposed by a petition signed by ten members in good standing of Mensa 76, and presented at a regular or special meeting of the membership.
- SUBMISSION
Proposed amendments shall be submitted by the Board to, and approved by, the AMC before balloting by the membership of Mensa 76. The proposed amendments shall be considered by the Board of Directors at the next scheduled meeting of the Board. If approved they will be submitted to the AMC no later than 30 days after the approval by the Board of Directors. The Board of Directors shall appoint a three member Amendment Committee at the next meeting of the Board following the presentation of an amendment petition. The Amendment Committee shall be responsible for conducting the balloting for approval of the proposed bylaws amendments.
- BALLOTS
The proposed amendment(s), accompanied by the ballot for approval and instruction for returning the ballot, shall be posted to the membership no later than thirty days after receipt of amendment approval from AMC. Amendment(s) proposals will be printed in the newsletter. Balloting deadline shall be no fewer than 95 days and no more than 120 days following first publication of the proposed amendment(s) in the local newsletter.
- COUNTING OF VOTES
An amendment to the bylaws or revised set of bylaws shall become effective if ratified by a two-thirds vote of those valid ballots cast and approved after approval is received by the AMC. Amendment(s) become effective immediately upon adoption unless otherwise stated in the amendment.
- Effective date
Mensa 76 bylaws or bylaw amendments are not effective until approved by the local group membership, are returned to the AMC, and given final approval by the American Mensa Committee after filing of revised bylaws with the Bylaws Committee. After filing of the amended bylaws with the Bylaws Committee of the AMC, that Bylaws Committee will notify Mensa 76 of the effective date of the bylaws as amended.
- MENSA NAME AND LOGO
American Mensa, Ltd. (AML) has granted a royalty free, non-exclusive license to Mensa 76 for the use of the mark "Mensa" and a logo, consisting of a globe over a stylized "M" within a border, in connection with the non-commercial uses of Mensa 76. AML retains fall ownership of the mark and logo and all statutory and common-law rights in the mark and logo.
- PARLIAMENTARY AUTHORITY:
- AUTHORITY
The current edition of Robert's Rules of Order Newly Revised governs this organization in all parliamentary situations that are not provided for in the bylaws or the adopted standing rules.
- STANDING RULES
Standing rules for the Board of Directors and for those matters concerning Mensa 76, which are not specified in these bylaws, may be adopted by the Board of Directors. Standing rules will remain in effect until amended.
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