North County Italian Association

article one-name and purpose

 

Section 1

This organization shall be called North County Italian Association, referred to herein as “The Club.”

 

Section 2

►The Club is a non-profit, non-sectarian organization that promotes an appreciation and understanding of the Italian culture and heritage through social events and educational grants in the form of a scholarship(s) to a graduating high school senior(s) of Italian heritage.

article two-membership

 

Section 1

The Club does not discriminate on the basis of race, gender, age or religious affiliation.

 

Section 2

Members must be a minimum of 25% Italian heritage, or be the spouse, partner or widow/widower of the above mentioned.

 

Section 3

►Annual dues shall be $25.00 per person. After July 1 shall be $12.50 per person renewable on January 1 at the rate of $25.00, which is the full yearly membership fee.  Notification of delinquency shall be in writing on February 1 and shall include notification that in the event dues are not received by March 1, the member is automatically dropped from the membership rolls and no longer entitled to privileges of membership.

 

Section 4

►Associate membership is available to those without Italian Heritage.  Associate members pay the same dues and enjoy the same benefits as members, except they may not vote or hold office.

article three-meetings

 

Section 1
►General meetings shall be held quarterly in the months of February, May, August, and November on a date and time to be determined by the Executive Board and announced in the newsletter.

 

Section 2

Board Meetings shall be monthly – date to be determined by the Executive Board.

 

Section 3

President may call a special meeting of the membership with one-week notice by mail or phone.

article four-officers

 

Section 1

The offices of The Club shall be President, Vice-President, Treasurer, Corresponding Secretary and Recording Secretary.  The term of office shall be one (1) year.  Incumbents may run for the same or another office.

 

Section 2

The President shall be responsible for the conduct of all of The Club business.  The President shall preside over all general/special meetings and all executive board meetings.  The President shall maintain The Club calendar and the executive board meetings’ and general meetings’ agendas.  The President sees that all bylaws are observed in the conduct of The Club business.  The President shall appoint all committees, to include ad-hoc committees, consisting of at least three people, and shall appoint the chair of each committee.  The President shall act as advisor to all committees.  The President shall appoint a Parliamentarian immediately upon being installed in office.

 

VICE PRESIDENT

The Vice President shall preside over all general and executive board meetings and conduct all The Club business in the absence of the President.  The Vice President shall assist in any of The Club business at the request of the President.

 

TREASURER

The Treasurer shall be the chief financial officer of The Club and shall receive, give receipt for, and disburse as required all monies belonging to The Club, keeping regular accounts thereof.  The Treasurer is authorized to sign The Club checks with the President and shall give monthly reports to the executive board and quarterly reports to the general membership at the quarterly meetings.  In the event that the Treasurer cannot be present at these meetings, a report will be prepared in advance of the meetings to be given to the President for presentation.  The Treasurer shall prepare a budget to be presented for approval at the August meeting.  The budget will be provided in writing to the general membership at least thirty days in advance with notification that the vote will be taken at the August meeting.  A majority of members present can approve the budget.

 

CORRESPONDING SECRETARY

The Corresponding Secretary shall be responsible for all business correspondence for The Club.  The Corresponding Secretary shall edit and circulate the Newsletter monthly.  The Newsletter shall carry paid ads.  The price of the ads shall be determined by the executive board based on  the current market.  The content of the Newsletter is to be approved by the President before it is circulated.

 

RECORDING SECRETARY

The Recording Secretary shall keep minutes of all meetings of The Club and make the minutes of the executive board meetings since the last general and/or special meeting available for review at the next general meeting.

article five-nomination and election of offices

 

Section 1

►The President shall appoint a Nominating Committee consisting of three members in March.  The completed slate is to be published in the April Newsletter along with a ballot to each paid-up member, individually, with no provision for a signature and with an opportunity for write-ins which may be mailed in.  Nominations from members must have the approval of the Nominee and be mailed to the Nominating Chairperson by March 15th so the Nominee can be placed on the ballot for election.

 

Section 2

►Elections shall be held at the May general meeting.  The ballot shall be written and secret.  The nominee with the highest number of votes is elected. In the event of a tie the winner will be decided by a coin toss or drawing straws.

 

Section 3

The officers will be installed to the respective offices no later than June 15 at a special called meeting or a social event to be arranged by the out-going executive board.  The chairman of the nominating committee will act as the installing officer.  The description of the offices contained in this document will be used to affirm each officer’s assent to fulfill the duties of the office.

 

Section 4

Officers may be removed after three (3) unexcused absences. The President shall appoint a replacement for the duration of the term.  If a vacancy occurs on the executive board due to a resignation, the President may appoint an officer to fill out the term.  In the event of the resignation of the President, the Vice President ascends to the Presidency and then appoints someone to fill out the term of the Vice President.

article six-committees

 

Standing committees and responsibilities of each:

 

PUBLICITY

Promotes The Club in any appropriate vehicle to increase awareness and visibility.  Keeps a report to be turned over to chairman’s replacement.

 

PHOTOGRAPHER-HISTORIAN

Keeps a record of all of The Club activities accompanied by photos.

 

MEMBERSHIP

►Receives all membership applications and dues.  Sends to Treasurer all dues immediately upon receipt.  Keeps and maintains a roster of the paid-up memberships.  Sends an up-dated roster to all paid-up members in March.  Gives a copy of the bylaws to all new members.  Sends out billing notices, as well as, delinquent and drop notices to unpaid members.  Suggests and implements, with the approval of the executive board, activities to increase membership.  Keeps a report to be turned over to chairman’s replacement.

 

WAYS AND MEANS

Suggests and implements, with the approval of the executive board, fund raising activities.  Keeps a report to be turned over to chairman’s replacement.

 

SOCIAL

Suggests and plans social activities, with the approval of the executive board, for the enjoyment of the membership.  Keeps a report to be turned over to chairman’s replacement.

article seven-scholarship

 

Section 1

►A chairman of the committee is to be appointed by the President in February.  The committee, three people in total including the chairman, shall be chosen by the President in concert with the chairman.  The committee shall proceed at its discretion with regard to reviewing applications.  The criteria shall include, but not limited necessarily to, scholastic achievement.  The recipient shall be of Italian heritage.  In the event of two equally qualified candidates and the committee is unable to make a choice, the executive board will make the choice.

 

Section 2

►A minimum annual goal of ONE $500 scholarship is hereby established for the club.  Each year the Executive Board shall establish fundraising goals for additional $500 scholarships.  Amounts remaining after awarding all possible $500 scholarships, as of April 1 for a given year, shall be carried over to the following year.

 

Section 3

►The scholarship funds will be payable directly to the recipient’s school of choice.  The scholarship funds are never to be payable directly to the recipient.  The scholarship is to be awarded, by the President or the President’s designate, at the recipient’s high school awards ceremony.  The chairman of the committee shall make a report on the recipient(s) and amount(s) of scholarship(s) to the membership at the May meeting.

 

Section 4

►All funds specifically raised or donated for the scholarship fund shall be kept separate from The Club operating funds for bookkeeping purposes and not necessarily in a separate bank account, and always used only to pay Scholarship Awards.

 

article eight-fiscal guidelines

 

Section 1

The President shall have a $100.00 discretionary fund.

 

Section 2

Any expenditure over $300.00 not previously approved in the yearly budget will require a vote of the membership.  A majority of members present at a special meeting or general meeting can approve.

 

Section 3

All monies received on behalf of The Club and all disbursements made on behalf of The Club must flow through The Club account(s).

 

Section 4

The bank signature card shall carry the signature of the President, Vice President and Treasurer.  In the absence of either the President or Treasurer, the Vice President is authorized to co-sign on all checks.

 

Section 5

No person shall assume any financial obligations on behalf of The Club without prior approval of the executive board.

 

Section 6

In the event of dissolution of The Club, all funds in The Club accounts will be applied first to satisfy all financial obligations and the remainder will be given to charity.  The executive board will present three charities for a vote of approval by the general membership.  A majority of members present can approve the charities.

 

Section 7

►Expense for Personal Liability Insurance to cover the Executive Board when requested by a majority of the Board members shall be considered approved by the membership whenever it is budgeted in the annual budget or in a budget amendment.  The funds for premiums and the deductible must come from either the General Account and/or an obligatory assessment of additional dues or a combination of both of these sources (never from the Scholarship Fund).  By majority vote the Executive Board may call for a dues assessment, at any time, to meet this expense.  The General Account must be maintained at an amount exceeding the insurance policy deductible at all times.

 

Section 8

►To preclude even the appearance of any conflicts of interest (a) students with any familial relationship to members of the Executive Board or Scholarship Committee shall be ineligible to receive scholarship awards; (b) no member shall engage in selling or marketing to The Club or any individual member from who they receive any personal profit or benefit.

article nine-general procedures

 

Section 1

The names, phone numbers, addresses and email addresses of members or prospective members shall be published in The Club directory only.  No personal information on any member shall be given or sold to any person or entity for use outside of The Club.

 

Section 2

Roberts Rules of Order shall be the parliamentary rule of The Club in cases not covered by these bylaws.

 

Section 3

The President shall appoint a committee (not including the Treasurer) to audit all of The Club books and accounts in May.  There shall be a transition of all the officers’ materials, Treasurer’s books and committee reports during the month between the election and the installation.  All new executive board members shall have all books, reports and all other material pertaining to The Club business no later than June 1.

 

article ten-amendments

 

These bylaws can be amended at any general meeting or a special meeting by a majority vote of the membership present, provided written notice of the proposed amendment is made available to the membership at least thirty days in advance of the meeting with notification as to when the vote will take place.  Any member may suggest an amendment, in writing, at any general meeting, which then the executive board will take under advisement.  If the executive board deems the amendment worthy of membership consideration, the procedure for amending the bylaws must be followed.

 

standing rule

The bylaws become effective in total upon ratification by the membership of The Club.  The vote to ratify the bylaws will take place at the first general meeting or a special meeting, following the review and acceptance of the bylaws by the executive board.  The bylaws can be ratified by a majority vote of the membership present, so long as a copy of the bylaws has been provided to the membership at least thirty (30) days in advance of the meeting with notification as to when the vote will take place.

 

The bylaws of the North County Italian Association, presented herein, were approved and ratified by the membership at the general meeting on November 6, 2001 with Rose Gerardi presiding as President.


AMENDMENTS

 

Article I Section 2

The words “a scholarship” and “senior” shall be changed to “scholarship(s)” and senior(s)” respectively. 

Passed February, 2003

 

Article II Section 3

Annual dues shall be $25.00 per person or $50.00 per immediate family. After July 1, shall be $12.50 or $25.00 per immediate family renewable on January 1 at the rate of $25.00 per member or $50.00 per immediate family.

Passed August, 2003 

Rescinded November 11, 2003

 

Article II Section 4

Associate membership is available to those without Italian Heritage.  Associate members pay the same dues and enjoy the same benefits as members except they may not vote or hold office.

Passed May, 2005

 

Article III Section 1

General Meetings shall be held quarterly in the months of February, May, August and November on a date and time to be determined by the Executive Board and announced in the Newsletter. 

Passed May, 2002

 

Article VI Committees

Membership

Sends an updated roster to all paid-up members in March. 

Passed August, 2002

 

Article V Section 1

Last sentence of this paragraph will be deleted and replaced with:

 

Nominations from members must have the approval of the Nominee and be mailed to the Nominating Chairperson by March 15th so the Nominee can be placed on the ballot for election.

Passed August, 2007

 

Article V Section 2

The nominee with the highest number of votes is elected.  In the event of a tie the winner will be decided by a coin toss or drawing straws.

Passed February, 2006

 

Article VII Section 1

The criteria shall include, but not limited necessarily to, scholastic achievement.

Passed February, 2006

 

Article VII Section 2

Is replaced entirely by the following:

A minimum annual goal of ONE $500 scholarship is hereby established for the club.  Each year the Executive Board shall establish fundraising goals for additional $500 scholarships. Amounts remaining after awarding all possible $500 scholarships, as of April 1 for a given year, shall be carried over to the following year. 

 

 

 

Article VII Section 3

The scholarship funds will be payable directly to the recipient’s school of choice.  The scholarship funds are never to be payable directly to the recipient.

Passed, February 2006

 

Passed February, 2003

 

Article VII Section 4

Add the words:

and always used ONLY to pay Scholarship Awards.

Passed, February 2006

 

Article VIII Section 7 (added)

Expense for Personal Liability Insurance to cover the Executive Board when requested by a majority of the Board members, shall be considered approved by the membership whenever it is budgeted in the annual budget or in a budget amendment.  The funds for premiums and the deductible must come from either the General Account and/or an obligatory assessment of additional dues or a combination of both of these sources (never from the Scholarship Fund).  By majority vote the Executive Board may call for a dues assessment, at any time, to meet this expense.  The General Account must be maintained at an amount exceeding the insurance policy deductible at all times.

Passed, February 2006

 

Article VIII Section 8 (added)

To preclude even the appearance of any conflicts of interest (a) students with any familial relationship to members of the Executive Board or Scholarship Committee shall be ineligible to receive scholarship awards; and (b) no member shall engage in selling or marketing to the Club or any individual member from whom they receive any personal profit or benefit.

Passed, February 2006