Article I

Article I. General

A. The name of the organization shall be the Parrothead League of Cleveland, d.b.a. the “North Coast Parrothead Club,” and has a center of activity in Independence, Ohio.

B. The purpose of the organization is to promote the North Coast Parrothead Club as a non-profit organization. This organization shall assist and support other non-profit organizations in the community and aid environmental concerns. It will also provide social activities for people interested in the music of Jimmy Buffett and the lifestyle portrayed in that music.

Article II. Membership and Dues

A. A member is considered active:

1. So long as their dues are current and

2. So long as they participate in club sponsored volunteer events and

3. So long as they participate in social activities and

4. So long as they participate in 25% of all club events.

B. A member in good standing:

1. A member in good standing is a member whose dues are current and has a signed membership agreement on file with the club Secretary.

C. Dues:

1. The Executive Committee shall determine and set the amount of dues owed by each member by a majority vote.

2. The Executive Committee shall be empowered with the authority to review the amount of dues charged to the membership on a yearly basis and adjust the amount as deemed fitting and proper.

3. Dues shall be paid on a yearly basis and collected by the treasurer with a method approved by a majority vote of the Executive Board.

4. Any member wishing to terminate his/her membership will not be refunded any portion of their dues.

5. Any member that has not paid his/her dues by the due date approved by the Executive Committee shall be considered to have terminated his/her membership within the Club.

6. Any terminated member can rejoin the Club; however, it will be under a new anniversary date.

D. Membership Agreement:

It is the intention of the Parrothead League of Cleveland (known as the North Coast Parrothead Club) to provide social and charitable activities for the enjoyment and benefit of all our members, guests, hosts and charities. All members of the organization shall be required to treat fellow members, guests and hosts and their personal property with respect. Members also agree to abide by all local, state and federal laws, including, but not limited to, governing misuse of personal privileges, personal property and controlled substances.

Members of the North Coast Parrothead Club, by virtue of their membership agreement, agree to demonstrate personal responsibility for their words, actions and deeds and not to exhibit behaviors that are harmful to themselves and other members, guests and hosts or their personal property. We seek to provide a pleasant atmosphere in which to share our common love of the music and tales of Jimmy Buffett and to further the charitable ideals that we seek to uphold.

The North Coast Parrothead Club will not condone behavior contrary to our objectives nor that which we feel is harmful or injurious to others. By virtue of your membership in the North Coast Parrothead Club you have indeed agreed to “Party with a Purpose” in a most responsible fashion! You further agree to hold the Club, and all it’s membership, harmless from any consequences, monetary or otherwise, that may result due to violations of this Membership Agreement.

The Executive Board may suspend, either permanently or for a specified period of time, from the North Coast Parrothead Club and any of its club-sponsored events, any member whom a majority of the Executive Board determines no longer meets the requirements for membership as set forth in the section of these By-Laws entitled Membership Agreement. This must be done by a majority vote. The vote suspends such member’s membership in the North Coast Parrothead Club and all rights and privileges associated therewith.

Article III. Administration

A. Executive Committee:

1. The organization will be operated and managed by the Executive Committee.

2. The Executive Committee shall be made up of the following Officers: a President, a Vice President (or Co-Directors acting for these two positions), a Secretary, a Treasurer, a Membership director, a Charity director, a Social director, and the immediate past President of the North Coast Parrothead Club.

3. The Executive Committee shall meet, at a minimum, on a quarterly basis.

4. The President, or Co-Directors, shall be empowered to call additional meetings, as deemed appropriate.

5. Five (5) Executive Committee members must be available to vote to convene an Executive Committee meeting.

6. Each Executive Committee member shall have an updated/complete mailing list.

7. Each Executive Committee member must be an active member of the club as defined herein.

8. An Executive Committee member who cannot complete a term shall be replaced by someone nominated by the President or Co-Directors and approved by a simple majority vote of the Executive Board.

Article IV. Elections and Period of Service

A. Period of Service:

All officers’ terms shall consist of two (2) calendar years running from February 1 through February 1 of the second following year.
Officers can be elected for two (2) consecutive terms at the same position.

B. Elections:

Any active club member can be nominated to the Executive Committee to run for any office.
Candidates for office must make their intentions known to the Executive Committee by October 1 of the election year.
If there are not enough candidates for these positions the Executive Committee will immediately begin a search for additional candidates.
Voting will take place at the December monthly membership meeting.

Article V. Officers and Duties

A. President or Co-Directors

The President or Co-Directors shall:

1. Chair Executive Meetings and General Membership Meetings.

2. Prepare an agenda for all meetings. This agenda will be available on the website.

3. Collect input from the vice president, secretary and/or committee chairs and distribute the newsletter as necessary to club members, via e-mail or U.S. Postal Service.

4. Appoint all non-elected committee heads with the approval of the Executive Board.

5. Have the power to call any special meetings of the executive committee, business meetings or general meetings.

6. Work with committee chairpersons to assure assigned tasks are completed.

7. Submit all reports (semi annually/2 per year) to PHiP organization.

8. Act as a liaison between other local Parrot Head Clubs.

9. Be the contact for all PHiP business.

B. Vice President:

The Vice-President shall:

1. In the absence of the President to conduct all executive meetings, business meetings and general membership meetings and assist the President in administrating the needs of the club;

2. Shall succeed to president if the current president is unable to complete term of office.

3. Shall organize a committee of member volunteers to inspect the financial records on an annual basis no later than June 30 of each year.

C. Secretary:

The Secretary shall:

Keep accurate records of all executive and business meetings.
Furnish copies of the minutes to all executive members, committee heads and any club member that requests copies.
Receive from the committee heads and record the names of those who participated in volunteer and social activities.
Collect and organize pictures from club events for the North Coast Parrothead Club Scrap Book.
Upon completion of his/her term, turn over all records and club histories for that year or otherwise in his/her possession to the succeeding secretary no later than January 31.

D. Treasurer:

The Treasurer shall:

Keep accurate records of the financial activities of the club and payment of dues by club members.
Assume responsibility for financial matters of the club.
Prepare quarterly financial reports for the Executive Committee.
Present the financial records annually for inspection by all board members.
Upon completion of term turn over all funds, books and financial records to the succeeding treasurer; and,
Prepare and present a financial report at all membership meetings and shall make said reports available to any member who requests a copy.

E. Membership Director

The membership director shall:

Chair the membership committee;
Maintain a complete membership information list which includes name, phone number, address, email, phone, and dues payment record.
Make any updates, changes, or corrections to the club mailing list.

F. Charity Director

The charity director shall:

Chair the charity committee;
Correspond with any non-profit organization or individual requests, approved by the Executive Committee.

G. Social Director

The social director shall:

Chair the social committee;
Correspond with establishments that are interested in hosting the Club.

H. Advisors:

The Advisors (previous club presidents) shall:

May attend executive meetings and offer advice as necessary.
Accept a request by President with approval by the Executive Committee to act as an agent of the club for any specific matter.

I. Webmaster

The executive committee shall appoint a webmaster to care for the club website. The webmaster may attend executive committee meetings when requested.

Article VI. Removal from Office

A. Any elected Executive Committee member may be removed for just cause including but not limited to, misrepresentation of club stated goals, unauthorized use of club funds, non-performance of duties of office, and missing three (3) Executive Committee meetings in a row.

Article VII Meetings

A. Membership Meetings:

Membership meetings shall be held once a quarter at a minimum.
Those club members attending these meetings will conduct themselves in a business-like manner. Anyone not conducting him or her self in a business-like manner will be asked to leave the meeting.

3. Guests or members addressing these meeting shall have the attention of all that are present.

4. Issues that require action will be discussed in detail at the next Executive Board meeting.

5. The secretary shall take minutes at these meeting. If unavailable, minutes will be taken by a club member appointed by the officer conducting the meeting.

6. Towards the end of each monthly meeting, the floor is opened to any member. This time may be used for the announcement of any “NON” Northcoast Parrot Head Club related events

B. Social Events

1. The club will attempt to have social events once a month, a happy hour or similar gathering.

All club members are invited to attend and bring guests.

C. Executive Meeting

Executive meetings shall be held during the first month of each quarter and shall only be attended by the Executive Committee members. Special meetings can be called to address new concerns of the club as needed.

2. Minutes of each meeting will be taken by the secretary or in his/her absence by someone appointed by the officer conducting the meeting. These minutes will be posted on the website.

3. All decisions reached at these meetings shall be by majority vote and reported to the club membership.

Article VIII Committees

A. Establishment of Committees

The following committees will be established, committee heads will be an appointed position and all club members are encouraged to participate. The committee chairs, except for the membership chair, will be non-voting members of the executive committee. Committee chairs will be required to submit a report to the President after each event. Information should include name of the event, amount of funds raised, area(s) of funds’ distribution, contact name and address for the charity, and number of volunteers. The sign-in sheet for the event should be given to the secretary on a timely basis.

1. Social Committee:

The Social Committee shall organize social activities such the monthly social event and coordinate other special activities.

2. Charity Committee:

The Charity Committee shall establish and coordinate the volunteer base for all planned activities. The committee shall arrange and coordinate all charity activities.

3. Membership Committee:

The membership committee will be in charge of public relations, and new membership welcoming (nametags, t-shirts, and introductions).

B. Committee Roles

1. Committees working with a chairperson will be given responsibility for specific events and activities.

2. Committees are expected to report to the Executive Committee on the progress, or lack thereof, of special events and activities as necessary (a committee report shall be given).

3. The Membership Committee chairperson will have a vote on the Executive Committee.

Article IX. Concert Tickets

(As governed and approved by the PHiP Board of Directors)

A. A copy of the club membership roster must be reviewed by the Executive Committee and sent to the PHiP Ticket Administrator highlighting active club members.

B. A Ticket Coordinator will be chosen by the Executive Committee members to act as the Club and PHiP Liaison. The Club President must approve all ticket requests, based on eligibility.

C. Tickets will be distributed in accordance with the rules provided by the national headquarters of Parrot Heads in Paradise. PHiP will advise which clubs are in our Region and with whom we must share tickets.

D. The cost of tickets is determined by venue and is not to be sold for more than face value. The Ticket Coordinator is responsible for collection of money from all participating clubs and club members.

E. Club members owe the estimated ticket price at the time of their ticket request with the remainder due at a date assigned by the ticket coordinator. If request for payment deadline is missed, tickets are forfeited. Any overage will be donated to charityl

F. When the tickets are made available, the Coordinator is responsible for picking up the tickets.

Article X. Amendments to By Laws

A. Once adopted, the By-Laws can be changed in the following manner:

The changes and/or additions must be presented to the Executive Committee for approval.
Once approved by the Executive Committee, it will be presented to the club membership for acceptance or rejection.

Article XI. Miscellaneous

A receipt must accompany reimbursement of all authorized expenses to any club member under $50.00. This would include paints, building materials and decorations needed for social or volunteer events.
Any expenses over $50.00 must have pre-approval of the President and Treasurer and accompanied by a receipt.
Any special events must be budgeted to a break-even point.
If the organization disbands, any and all funds remaining after all expenses have been satisfied, shall be donated to a charitable organization approved by the Executive Committee.
A ‘Parrot Point’ system will be established by the executive committee. An explanation of the point system will be published on the website.
The North Coast Parrothead Club shall not be held liable for the actions of its club members.

Article XII. WEB Site, Membership List and Yahoo Mail Group

The North Coast Parrothead Club WEB site, www.northcoastparrots.org is the property of the Club and is maintained by the Club webmaster for the purpose of informing Club members as well as the general public of the activities of the North Coast Parrothead Club.

1. Club members may request to have information put on the WEB site, providing a “Link” can be added to a specific web site for further information.

The North Coast Parrothead Club Membership List, including Club members name, address, phone numbers and email addresses will not be distributed outside of the Club, or used by club members for any type of solicitation, including bulk mailings or bulk emailing.
The Yahoo Group was established as a means to easily inform Club members of upcoming events pertaining to the Club.

1. Any Club member can request information be distributed to the Yahoo Group for “Non” Northcoast Parrot Head Club events. This information will be posted one (1) time per event and must contain a contact name, phone number, email address or web site address to obtain further information.

APPROVAL AND ADOPTION OF THE PROPOSED BY-LAWS

Upon careful consideration and vote the above BY-LAWS are hereby adopted on this ___________ day of ____________, 2004

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