BY- LAWS of the PARROT HEAD LEAGUE OF CLEVELAND, INC.
D.B.A. - NORTH COAST PARROT HEAD CLUB
Recognized by the IRS as a 501 (c)7
Article I. General
A. The name of the organization shall be the Parrot Head League of Cleveland, d.b.a. the “North Coast Parrot Head Club,” and has a center of activity in the greater Cleveland, Ohio area.
B. The purpose of the organization is to promote the North Coast Parrot Head Club as a non-profit social organization and shall assist and support other non-profit and charitable organizations in the community and aid in humanitarian and 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.
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 within 30 days of the due date or annual renewal anniversary date as 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.
7. Single Membership shall consist of one individual.
8. Family Membership shall consist of two adult individuals and their dependent children less than 24 years of age residing in the same residence for which membership applications have been received and approved by the Club.
D. Membership Agreement:
It is the intention of the Parrot Head League of Cleveland (known as the North Coast Parrot Head Club) to provide social, recreational 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 Parrot Head 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 Parrot Head 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 Parrot Head Club you have indeed agreed to “Party with a Purpose” in a most responsible fashion! You further agree to hold the Club, and all its 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 Parrot Head 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 Parrot Head 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, which shall consist at a minimum of 5 (five) members. The minimum titled positions will be a President, a Vice President, Secretary, a Treasurer, and one additional position to be identified. They will serve on the Board of Directors. At the discretion of the sitting existing executive committee up to (4) additional (Board of Director) positions can be established as deemed necessary, and can be removed at the end of each term as deemed necessary for the beneficial operation of the club. As long as the executive committee establishes an odd number of voting board members to serve at one time so that a total voting members total 5, or 7, or 9. This will prevent tie breaker voting on executive decisions of the BOD. Each sitting position will have (1) one vote each on executive committee decisions, and serve a two year term. In the event that one member serves in two positions at the same time, only one vote will be cast and counted on executive decisions.
2. The Executive Committee shall be made up of the following Officers at this time: a President, a Vice President (or Co-Directors acting for these two positions), a Secretary, a Treasurer, a Communications Director, a Social Director or co-directors, a Membership director, a Director at Large, a file/Renewal Coordinator.
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. Stated meeting may be held in person, via electronic mail (email), telephone conference, Skype, video conference or any future communication means in which shared communications can be authenticated and performed as the executive committee selects.
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:
1. All officers’ terms shall consist of two (2) calendar years running from February 1 through February 1 of the second following year.
2. Officers can be elected for consecutive terms at the same position.
1. Any active club member can be nominated to the Executive Committee to run for any office.
2. Candidates for office must make their intentions known to the Executive Committee by October 1 of the election year.
3. If there are not enough candidates for these positions the Executive Committee will immediately begin a search for additional candidates.
4. Voting will take place at the December monthly meeting.
5. Absentee voting for Officers may also be received by written ballot via USPS mail to the designated club mailing address. The ballot must be postmarked one (1) or two (2) business days prior to the December monthly meeting, and received within 5 business days.
Via club approved Electronic means such as (email) or (text messaging,) which can be authenticated as being received from the active club members listed email accounts on their club membership agreement on file, which will serve as their electronic signature. Electronic means must be received one (1) or two (2) business days prior to the December monthly meeting. When the same email account is listed for more than one illegible active voting club member, each voting member must list their own name and send separate emails to the listed club email address in order to cast their own vote.
a member may cast their vote via electronic email, two (2) days prior of the monthly meeting, or they may vote at the December monthly meeting, giving the member a total of three (3) days to vote
((1b)) a member may cast their vote via postal mail, sent to the clubs P.O. Box, postmarked two (2) business days prior of December monthly meeting, or they may vote at the December monthly meeting, giving the member a total of three (3) days to vote
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 club communications systems (electronic 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 primary contact for all PHiP business.
10. Coordinate/initiate and perform any required legally required filings.
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.
The Secretary shall:
1. Keep accurate records of all executive and business meetings.
2. Furnish copies of the minutes to all executive members, committee heads and any club member that requests copies.
3. Receive from the committee heads and record the names of those who participated in volunteer and social activities.
4. Collect and organize pictures from club events for the North Coast Parrot Head Club Scrap Book.
5. 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.
The Treasurer shall:
1. Keep accurate records of the financial activities of the club and payment of dues by club members.
2. Assume responsibility for financial matters of the club and coordinate/initiate and perform any legally required filings.
3. Prepare quarterly financial reports for the Executive Committee.
4. Present the financial records annually for inspection by all board members.
5. Upon completion of term turn over all funds, books and financial records to the succeeding treasurer; and,
6. 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:
1. Chair the membership committee;
2. Maintain a complete membership information list which includes name, phone number, address, email, phone, and dues payment record.
3. Make any updates, changes, or corrections to the club mailing list.
F. Director at Large:
The director at large shall:
1. Aid and assist in the performance of assigned duties as requested by the BOD President subject to approval of the Executive Committee.
G. Social Director: (co-directors as applicable)
The social director(s) shall:
1. Chair the social committee;
2. Correspond and communicate with establishments that are interested in hosting the Club or a specific club activity.
H. Membership File/Renewal Coordinator:
The membership file/renewal coordinator shall:
1. Track and maintain membership file, monitor for annual renewal dates and track payments of annual dues and assessments.
2. Work with the Membership Director and Treasurer regarding membership issues. Provide updated membership lists as requested to the Executive Committee, to act as an agent of the club for any specific matter assigned.
I. Communications Director
The communications Director shall:
1. Manage the clubs information systems, media sites, outlets, accounts (web site, Face Book, Twitter, Yahoo Groups, etc.).
2. Update postings and records on the media outlets as required.
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:
1. Membership meetings shall be held once a quarter at a minimum.
2. 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” North Coast 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.
2. All club members are invited to attend and bring guests.
3. Any visiting member of a PHiP Chartered Parrot Head Club will be considered as a club member guest.
C. Executive Meeting
1. 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 as necessary, committee heads will be an appointed position and all club members are encouraged to participate. The committee chairs, 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).
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 charity.
F. When the tickets are made available, the Coordinator is responsible for picking up the tickets and distribution to membership.
Article X. Amendments to By Laws
A. Once adopted, the By-Laws can be changed in the following manner:
1. The changes and/or additions must be presented to the Executive Committee for approval.
2. Once approved by the Executive Committee, it will be presented to the club membership via meeting or email account to members for timely acceptance or rejection.
Article XI. Miscellaneous
A. 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.
B. Any expenses over $50.00 must have pre-approval of the President and Treasurer and accompanied by a receipt. With exception for the treasurer to authorize any legally required filings and licensing costs necessary.
C. Any special events must be budgeted to a break-even point.
D. If the organization disbands, any and all funds remaining after all expenses have been satisfied, shall be donated to a nonprofit charitable organization approved by the Executive Committee and meeting the requirements of State Law for nonprofit corporations.
E. A ‘Parrot Point’ system will be established by the executive committee when required. An explanation of the point system will be published on the website at that time.
F. The North Coast Parrothead Club, its directors and officers and shall not be held liable for the actions of its club members.
G. The North Coast Parrothead club is established as a not for profit social and charitable organization, and does not participate in partisan political lobby efforts that may be contrary to Law or any tax exempt status provided under Internal Revenue Service guidelines for nonprofit tax exempt organizations.
Article XII. Media/Communication/Information Systems -
WEB Site, Membership List, Yahoo Mail Group, Face Book Twitter Accounts, etc.
A. The North Coast Parrot Head Club information and communication systems accounts (web site, Twitter, Face Book, Yahoo Groups Mail accounts) are the controlled access of the NCPHC and maintained by the club communications director. The club WEB site, www.northcoastparrots.org is the property of the Club and is maintained by the Club Communications Director for the purpose of informing Club members as well as the general public of the activities of the North Coast Parrot Head Club.
1. Club members may request to have information put on the club accounts such as the WEB site, providing a “Link” or email address can be provided to obtain further information. Information posted cannot contain or express political partisan politics, or religious beliefs.
B. The North Coast Parrothead Club Membership List, including Club members name, address, phone numbers and email addresses will be used only for required official club business, and will not be distributed outside of the Club with the exception of meeting PHIP reporting requirements, and legal matters of law, nor will it be used by club members for any type of solicitation, including bulk mailings or bulk emailing.
C. The Yahoo Mail Group was established as a means to easily inform Club members of upcoming events pertaining to the Club.
2. 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. Information posted cannot contain or express political partisan politics or religious beliefs.
3. The club reserves the right to restrict, reject or remove any material contrary to law or that the executive committee deems inappropriate, discriminatory or detrimental to the clubs purpose, non-profit status or impacting its goals and operations.
Article XIII. CONFLICT OF INTEREST POLICY
The Northcoast Parrothead Club adopts the following conflict of interest policy.
Conflict of Interest Policy
The purpose of the conflict of interest policy is to protect this tax-exempt organization’s (Organization) interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.
1. Interested Person
Any director, principal officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person.
2. Financial Interest
A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:
a. An ownership or investment interest in any entity with which the Organization has a transaction or arrangement,
b. A compensation arrangement with the Organization or with any entity or individual with which the Organization has a transaction or arrangement, or
c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the
Organization is negotiating a transaction or arrangement.
Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.
A financial interest is not necessarily a conflict of interest. Under Article III, Section 2, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists.
1. Duty to Disclose
In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement.
2. Determining Whether a Conflict of Interest Exists
After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists.
3. Procedures for Addressing the Conflict of Interest
a. An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.
b. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
c. After exercising due diligence, the governing board or committee shall determine whether the Organization can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the Organization’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.
4. Violations of the Conflicts of Interest Policy
a. If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.
b. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.
Records of Proceedings
The minutes of the governing board and all committees with board delegated powers shall contain:
a. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing boards or committee’s decision as to whether a conflict of interest in fact existed.
b. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.
a. A voting member of the governing board who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member’s compensation.
b. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member’s compensation.
c. No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization, either individually or collectively, is prohibited from providing information to any committee regarding compensation.
Each director, principal officer and member of a committee with governing board delegated powers shall annually sign a statement which affirms such person:
a. Has received a copy of the conflicts of interest policy,
b. Has read and understands the policy,
c. Has agreed to comply with the policy, and
d. Understands the Organization is non-profit and performs charitable functions and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.
To ensure the Organization operates in a manner consistent with its non-profit and charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:
a. Whether compensation arrangements and benefits are reasonable, based on competent survey information and the result of arm’s length bargaining.
b. Whether partnerships, joint ventures, and arrangements with management organizations conform to the Organization’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further non-profit and/or charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction.
Use of Outside Experts
When conducting the periodic reviews as provided for in Article VII, the Organization may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring periodic reviews are conducted.
APPROVAL AND ADOPTION OF THE PROPOSED BY-LAWS
Upon careful consideration and majority vote of the executive committee the above BY-LAWS are hereby adopted on this 12th day of OCTOBER, 2011, with our signatures in place.
X signature on file - A, Chunyo - President
X signature on file - D. Van Zante - Vice President
X signature on file - M. Jennings - Secretary
X signature on file - D. Overholt - Treasurer
X signature on file - A. Overholt – Membership Director
X signature on file - J. Bennett - Communications Director
_____absent - J. Graves - Social Director
_____absent - J. Dugal - Director at Large
X signature on file - F. Endo - Membership File / Renewal
Special Motion: No Alcohol Provided - Policy Adoption
Date: January 18, 2012
Time: 5pm Est
BOD Present: via Email
Subject: No Alcohol Provided - Policy Adoption
By request of the club treasurer (David Overholt) and concurrence by the club president (Alec Chunyo), the recommendation of adoption of this policy has been requested and the BOD by majority vote has adopted the following policy and incorporates this policy within the clubs operational requirements. Hereinafter referred to as BOD Policy #1,
“The board of directors has adopted a policy of not providing/supplying any alcoholic beverages at meetings or special events. Alcohol will not be purchased with club funds for consumption by members or guests at club sponsored activities or events, but rather relies on the host/non host commercial business location in which the meetings and events are held to provide cash bar or open bar, or at locations in which it is allowed for members/guests to bring their own beverages (BYOB), including the consumption of alcoholic beverages.”
Vote Yes for Adoption: via email receipt:
A. Chunyo - President
D. Overholt - Treasurer
M. Jennings - Secretary
A. Overholt - Membership Director
J. Bennett - Communications Director
F. Endo - Membership/File Renewal Coordinator
J. Graves - Social Director
J. Dugal – Director at Large
Vote not cast - absent:
D. Van Zante – Vice President
Vote No for Adoption: None
Board of Directors – Adoption of Motions: 1, 2,3,4,5.
DATE: February 9, 2012
The BOD has adopted all 5 motions and incorporates these motions into the previously adopted bylaws dated October 12, 2011. These bylaws will now be sent to the membership for vote to adopt the bylaws and these motions incorporated as addendum by unanimous decision of the BOD on February 9, 2012.
Membership approval requested (subject to review and administration changes required to meet legal requirements for IRS filings and state of Ohio legal requirements.
Amendment of Articles of Incorporation
Motion 2: Modification of Membership Agreement- Members Indemnification Statement
The board of directors has adopted a policy to be included into the membership agreement of the bylaws. Subject to revision as is determined and required by the Board of directors (BOD) from time to time, or as is found legally necessary and required under legal compliance with Federal and State of Ohio Laws.
This action is taken to instill personal self-control and safety in participation of club activities within the membership and their guests.
This action does not preclude members from protection of willful negligence or illegal activities on the part of the club under protections that may apply under Ohio law. This policy is not intended to violate state law, but is intended to be compliant under state law. Any changes in this policy to meet state mandated compliance in the future will be performed without further membership or BOD approval.
“By joining the North Coast Parrot Head Club, I (we) hereby for myself, assigns, (dependent children), (guests), their heirs, assume any and all risks associated with my (our) participation in all club activities and events, and further waive, release of claims, discharge and covenant not to seek legal action against the North Coast Parrot Head Club, its officers, members, sponsors, organizers or other representatives and their assigns for any injuries or damages of any kind whatsoever as a result of taking part in an event or related club activities."
Motion 3: Adoption of Board of Directors Operational Policy Decisions:
From time to time, the Board of Directors (BOD) will implement/modify/remove operational management policies for the normal day to day operations of the club, and to address requirements at club sponsored activities as needed. These policies are not intended to be in direct conflict with the club Articles of Incorporation, the adopted bylaws and any future modification of said documents, nor are they to be in conflict with federal, state, or local laws. Such operational policies are designed for the benefit and protection of all persons involved, and the benefit of the clubs purpose.
Motion 4: Modification of Membership Agreement: Classes of Membership
A. Types of memberships:
1. Lifetime Member-with voting rights (Legacy Membership) Limited to:
a) The original founder(s) of the club with PHiP charter in August of 2000.
b) The original incorporators of the Parrot Head League of Cleveland, Inc. as the nonprofit corporation dba North Coast Parrot Head Club, as listed on the signing of the Articles of Incorporation as registered with the Ohio Secretary of State.
c) Outstanding Achievement- A member in good standing for at least 10 years that has continuously contributed to the club activities/operations in such an outstanding manner as to facilitate the nonprofit and charitable efforts of the club to such a degree that the BOD wishes to make a special recognition for the continued outstanding service benefit to the club and its members.
2. Lifetime members may have their dues waived permanently. (Legacy Membership) This action will require a majority of the sitting BOD to approve.
B. Active Member- with voting rights: Limited to persons 21 years of age, who are current with their dues and have submitted a membership application agreement and subsequent renewal agreement as may be required by the BOD.
C. Active Member-with voting rights: Membership Fee Waived- Limited to persons 21 years of age, who are current with their dues and have submitted a membership application agreement and subsequent renewal agreement as may be required by the BOD, but at renewal it is requested by the BOD that the member is:
1) Under economic duress and financial burden, unable to pay renewal fee at this time, and the BOD requests the annual fee be waived.
2) The BOD has provided the annual membership (fee be waived) as a result of winning a club prize for service, or activity in a club event.
D. Member in Good Standing-with voting rights: A member who is 21 years of age, current in annual dues payment but who cannot maintain at least 25% attendance at club meetings and events.
E. Member Guest- Bona fide guest:
Pursuant to IRS non profit tax exempt guidelines for our 501c7 tax exempt status.
A bona fide guest of a member in good standing or active club member, for which any required paid admittance to the club for a club sponsored funtion is paid for by the club member on behave of his/her guest(s). By bringing guests to club sponsored events and activities, the member paying for the bona fide guest certifys to the club treasurer that there is not an expectation or requirement for the guest to repay the member for club fuction attendance and participation in such event(s).
Motion 5: Require membership to fill out annual renewal membership applications, which will provide member updated information and electronic means of official communication on club issues/activities and voting.