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HAPPY TRAILS COMPUTER CLUB

Bylaws of The Club

Last modified 03/16/06

Article I - Name:

Section 1: The name of this organization shall be Happy Trails Computer Club, hereinafter referred to as The Club.

Article II - Purpose:

Section 1: Provide information, instruction and experience to member families and guests that will advance their skill and enjoyment in using computer hardware, software and the internet.

Section 2: Promote and encourage participation by all residents of Happy Trails in the programs and activities of The Club.

Article III - Membership:

Section 1: All residents, owners and renters at Happy Trails Resort are eligible for membership in The Club. Each member family in good standing shall have one vote.

Section 2: Member families should be interested in the objectives and purposes of The Club and be willing to actively participate and support Club activities.
Section 3: Membership in The Club may terminate upon:

  1. Voluntary withdrawal;

  2. Non-payment of any assessments adopted by The Club;

  3. Violation of the By-Laws;

  4. Violation of a lawful rule or practice, duly adopted by The Club or by the Board of Directors of Happy Trails Community Association.

Article IV - Meetings:

Section 1: Business Meetings shall be held in each of the months of November through March. A quorum and simple majority vote are required for approval of business items. One officer of The Club and twenty-five percent of member families whose fees are not delinquent comprise a quorum for business items.

Section 2: Informational and/or instructional meetings may be organized by The Club and scheduled at times and places convenient to the membership. These meetings may be conducted by any member with approval by a member of the Executive Committee.

Section 3: The Business Meeting in February is designated as the Annual Meeting of The Club. The purpose of the Annual Meeting is to elect officers for the coming year; to hear and approve the financial statement for The Club; to set Membership Fees; to approve the budget for the coming year; and to take other appropriate action.

Article V - Fees and Assessments

Section 1: Membership Fees may be changed by The Club at its Annual Meeting. They apply to the November 1 through October 31 season. Membership Fees are payable on joining The Club.

Section 2: The Club may assess fees for various services or benefits of The Club, for example, instruction, at any Business Meeting.

Article VI - Officers and Their Duties:

Section 1: Officers of The Club shall be President, Vice President, Treasurer and Secretary. Any active member of The Club, in good standing, is eligible for these offices. Officers shall be elected by ballot or voice vote at the Annual Meeting of The Club. A majority vote of member families present shall elect, using multiple ballots if needed. Newly elected officers shall assume their duties at the March business meeting.

Section 2: The President may fill vacancies in any office by appointment, subject to approval by majority vote of the member families in attendance at the next Business Meeting.

Section 3: Funds disbursement: Signatures of the Treasurer and the President or the Vice President shall be required for any expenditure of more than $200.

Section 4: Duties of Officers:

Officer’s major responsibilities are listed below. Specific officer job descriptions will be maintained by the President.

President:

Is empowered to conduct routine and ordinary business of The Club, including make expenditures up to $200. The President shall confer with the Executive Committee to determine the course of action for non-routine business.

The President may appoint a Computer Lab Administrator whose duties include maintaining and monitoring the use of the physical assets of The Club; and, The Club website.

Additional duties of the President are as follows:

  1. Conduct Club meetings each Thursday

  2. Attend Happy Trails President's Roundtable

  3. Submit The Club article to the Nosey Coyote by the 10th of each month

  4. Submit room reservations for the next season to Activities by December 1

  5. Represent The Club at AZACC (Arizona Alliance of Computer Clubs)

  6. Report speaker evaluation to AZACC following special presentations

  7. Appoint a Nominating Committee at the December business meeting

  8. Fill information rack in Activities, or appoint someone to do so

Vice President:

Acts as the President when the President is absent or not able to fulfill the duties of the office for an extended period. The Vice President also performs other duties at the request of the President, as well as the following:

  1. Serve as Program Coordinator

    1. Communicate with AZACC speakers

    2. Arrange in house programs on 4th Thursday

    3. Work with class and workshop presenters & provide information to the Webmaster.

  2. Provide flyers for bulletin boards.

  3. Attend Executive Committee meetings as requested.

Secretary:

Records and reports minutes for business meetings and the Annual Meeting of The Club, as well as the following:

  1. Email minutes to officers & Webmaster

  2. Read minutes at third Thursday Club business meetings

  3. Keep records of The Club Bylaws and communications

  4. Attend Executive Committee meeting when requested.

Treasurer:

Receives fees, donations and other income for The Club; maintains a petty cash fund; deposits all funds in The Club’s checking account; reimburses expenses; accounts for income and expenses; prepares the budget with assistance of the Executive Committee; and, reports the financial condition of The Club at monthly business meeting and the Annual Meeting, and at other times when requested, as well as:

  1. Maintain Club member roster.

  2. Attend Executive Committee meeting when requested.

Article VII - Committees:

Section 1: Executive Committee: The elected officers of The Club, along with additional members elected by The Club as deemed necessary by the President, comprise the Executive Committee. The Executive Committee shall review changes to the By-Laws; recommend policies and procedures; assist the Treasurer with preparation of the budget; recommend expenditure of funds; and, take other action to advance the aims and purposes of The Club.

Section 2: Educational Committee: The President may appoint an Educational Committee, to be responsible for the preparation and presentation of instructional and educational materials to Club member families at meetings scheduled for these purposes.

Section 3: The President may appoint a Technical Committee, which shall be available to members to assist them in solving problems they experience with their computer hardware or software.

Section 4: Nominating Committee: The President shall appoint a Nominating Committee who shall present a slate of nominees for offices of The Club. Nominees shall have agreed in advance to serve. The chairperson of the committee shall be the first person named to the committee. Nominations from the floor shall also be called for at the Annual Meeting.

Section 5: Audit Committee: The President shall annually appoint an Audit Committee whose purpose shall be to review the financial records of The Club and report their findings to the member families.

Article VIII - Amendment of By-Laws:

Section 1: Petitions to change these By-Laws must be presented to the Executive Committee in writing to be considered.

Section 2: When significant changes to these By-Laws are proposed, they shall be explained and discussed at a Business Meeting that is held at least thirty days prior to the vote to ratify them.

Section 3: After approval by majority vote of the Executive Committee, changes to these By-Laws must be ratified by two-thirds vote of the member families attending a Business Meeting.

Article IX - Dissolution of The Club:

Section 1: On dissolution of The Club, any funds remaining in the treasury shall be distributed to the Happy Trails Activities Committee.

Section 2: Any remaining equipment belonging to The Club shall be given to the Happy Trails Activities Committee for use on behalf of all Happy Trails residents.