PARROT HEADS of CITRUS 

BY-LAWS

 

ARTICLE 1: General

 

1. This organization shall be known as Parrot Heads of Citrus.

 

2. No person or group may enter into activities in which the name Club is used or associated without prior approval of the Executive Board.

 

3. This organization has been created under the ideals of the Parrot Heads in Paradise (PHiP) Inc., the nationality sanctioned Parrot Head Club, and will remain a member in good standing, respecting all guidelines and by-laws of PHIP.

 

4. Disclaimer. We are recognized by, but in no way associated with Jimmy Buffett, or any and all of his business interests. We are not associated with HK Management, MCA Records, Island Records, Margaritaville Records or Mailboat Records. We would like to stress that Mr. Buffett’s name and the manes of businesses owned by Mr. Buffett; the terms “Parrot Head” and “Parrothead” are all registered trademarks and will not be used for profit. Clubs are allowed to use the term “Parrot Head” on T-shirts, etc., but NOT Jimmy Buffett’s name.

 

 

ARTICLE 11:  Purpose

 

A.     Parrot Heads of Citrus exists to be a source of enjoyment, relaxation and                 fellowship to its members; and to organize social activities for people who share affection for the tropical spirit of singer/songwriter Jimmy Buffet’s music.  Additionally, they should have a desire to contribute to the betterment of the community through a variety of volunteer efforts, for social and environmental causes.

 

B.     The Organization will engage in community and environmental concerns and will provide a variety of social activities that are charitable, educational, and high spirited and that promote the general welfare of the local, regional, and national community.

 

C.     Our goal is while making new friends and having fun, we will leave the world a better place to live.

 

 

ARTICLE 111: Membership

 

A.     Membership in Parrot Heads of Citrus shall be open to anyone meeting the membership requirements specified in lll –A , sections 1 – 4:

 

1.    A member shall pay dues according to a schedule set and approved by a majority vote of the Executive Board prior to December 31^st of each year.  There will be three classes of membership: single, student (under 18 years old, with no voting privileges granted), and honorary. Kets will have free membership with relative name badges will cost them $ 3 or $ 5 with PHOC lanyard.

 

2.    The person should have an interest in Jimmy Buffett’s music.

 

3.    The person must have an interest in community service and

      Environmental concerns.

 

4.    The person must have a commitment toward the success of achieving the goals of the organization.

 

 

B.     Payment of dues.

 

1.    Payment of dues will be made annually by the end of the month of the anniversary date for all members.  For new members, the anniversary date will commence on the first of the month following the payment of dues.

 

2.    By a majority vote, the Executive Board can waive, reduce or extend the deadline for payment of dues for any member due to financial hardship.  Request for such provisions must e submitted in writing to any member of the Executive Board within 30 days of his / her anniversary date.

3.    Membership renewal notices will be mailed in the month prior to renewal.

 

4.    Any person who has not paid their dues after 30 days of the anniversary date will be considered to have terminated his / her membership. Payment of dues will reinstate his / her membership under a new anniversary date.

   

 

C.     Refund of Dues

 

1.    Refunds of dues are only made with a majority vote of the Executive Board.

 

 

D.     Termination

 

1.    The Executive Board reserves the right to recall any membership by a unanimous vote of the Executive Board.

2.    Reasons for recall can be, but not limited to: misfeasance, malfeasance, nonfeasance, possession of an illegal controlled substance at an event endorsed by the organization, or direct endangerment to self or others.

 

3.    The board will inform by letter, the PHOC member of the reason(s) for proposed termination listed in D-2 above and the name of the individual(s) that brought the situation to the attention of the board.  The member will be given 30 days to provide a written response (signed, dated and clearly written) to the Board.  If the member chooses not to respond within 30 days, the Board will move forward to a decision without the member’s input.

 

4.    A recalled member may make an appeal to the Executive Board by submitting a petition signed by a minimum of 25 percent of the current membership in good standing at the date on which the petition is presented to the Executive Board.  Timeline for submission of the petition will be 30 days from the notification of termination.  Upon the receipt such a petition, the Executive Board shall re-evaluate the recall.  A majority vote of the Executive Board will determine if the recall stands or if the member will be reinstated.

 

 

ARTICLE lV: Officers and Administration.

 

A.     All elected and appointed members of the Executive Board, must be current members in good standing of the organization.

 

B.     The Organization will be managed and operated by the Executive Board, which is composed of the following offices: President, Secretary, Treasurer and three members at large.  The Executive Board will herein be referred to as the “Executive Board”.

 

C.     A quorum shall consist, for any meeting, of five of seven officers.

 

D.     All members of the Executive Board will be entitled to one (1) vote.  A majority vote is required to adopt any motion introduced at any Executive Board meeting unless otherwise specified in these by-laws.  If all members are not present and those who have sent a written proxy will be able to vote in any matter.

 

 

ARTICLE V: Officers and Duties

 

A.      President

 

1.    The President shall be the Chief Executive Officer and liaison with other clubs and organizations.  Will represent the club positively within the local communities.

 

2.    As the Executive Officer of the club, will preside at and have the authority to call special meetings of the club and the Executive Board.

 

3.    Will work with the Committee Chairpersons and VP in order to insure all assigned tasks are completed in a timely manner.

 

4.    Deal with and attempt to resolve issues within the club and with PHIP.

 

5.    The President will be responsible for coordinating “Island Time”.

 

 

B.       Vice President

 

1.    The Vice President shall assist the President in administrating the business of the organization and shall preside in the absence of the president and shall succeed to the term of President if the President is unable to serve out the term.

 

2.    Shall oversee the planning and implementation of group activities and committees.  Will maintain a file on potential and current charity organizations.

 

3.    Shall be the alternate contact for PHIP.

 

4.    Shall deal with other matters and or powers that are delegated by the President or the Executive Board.

     

 

 

C.      Secretary

 

1.    The Secretary shall keep minutes of all Business and Executive Board    

      Meetings.

 

2.    The Secretary shall furnish copies of the minutes to all Executive Board members, appointed officers, and to others designated by the Executive Board or the President by the next meeting.  Shall provide a copy to the newsletter editor prior to the next publication.

 

3.    The Secretary shall respond or correspond with other groups or individuals as requested by the Executive Board or President.

4.    Upon leaving office, the secretary shall pass on all materials, books, notes and records for the present and prior years, in good condition, to the succeeding Secretary.

 

5.    Shall maintain a master schedule of events, contact list and shall maintain the club by-laws.

 

6.    Shall deal with other matters and or powers that are delegated by the President of the Executive Board.

 

 

 

D.      Treasurer

 

1.    The Treasurer shall assume the responsibility for financial matters of the club.  Balance the account, issue checks for all charities and expenditures based on receipts supplied.

 

2.    The Treasurer shall attend Executive Board meetings and have the books of the organization available.

 

3.    The Treasurer shall prepare and present an annual report for inspection by a member of the Executive Board, a quarterly report, and a monthly balance sheet for inclusion into the newsletter.

 

4.    The Treasurer shall submit the club books and records for audit annually.

 

5.    The Treasurer shall work with Committee chairpersons to ensure that proper financial procedures are followed.  Shall also work with the Membership Committee chair to keep an accurate count of those members in good standing.

 

6.    Upon leaving office, the Treasurer shall pass on all materials, books, notes and records, for the present and prior years, in good condition to the succeeding Treasurer.

     

 

 

E.       Members-at-Large

 

1.    It is the responsibility of the Executive Board Members-at-Large to attend the Executive Board meetings and to present in good faith the issues and concerns of the members of the organization who are not members of the Executive Board.

 

2.    A Member-at-Large may accept a request by the Executive Board or the President to serve as its special agent in specific matters.

 

3.     

ARTICLE VL:  Appointed Officers.

 

 

 

A.  The president can nominate any necessary committee chairman from the   

      membership list for approval by a majority vote of the Executive Board to     

      serve in a committee chair position, which the board created.

 

1.      All appointed chairpersons shall be members in good standing.

 

2.      All appointed chairpersons are required to give regular status reports to the Executive Board.

 

B.   No appointed chairpersons will have a vote in any Executive Board decision.

 

C.  The Executive Board will define the tasks of the appointed chairman and his or her committee.

 

D.  Committee members serve at the discretion of the committee chairperson in charge of that committee.

 

E.   The Executive Board will determine the committee chairman’s term of office.

 

F.   The appointed chairperson may be removed by a two-thirds (2/3) vote of the Executive Board if it is determined that they are not fulfilling the terms of their appointment.

 

G.  The appointed chairperson may appoint his / her own committee members except for the Executive Board if it is determined that they are not fulfilling the terms of their appointment.

 

H.   The appointed officers may include, but not be limited to the following chairman.

a.)  Elections

 

b.)  Webmaster

 

c.)  Historian / Scrapbook

 

d.)  Membership

e.)  Newsletter editor

 

f.)    Public relations

 

g.)  Special events

 

h.)  Travel coordinator

 

                    Other chairmen may be established and appointed as the need arises.

   

 

 

ARTICLE VII:  Meetings

 

A.    Social meetings (Phlockings): The club will have at least every other month.  These events will normally include some type of charity / fund raising event.

 

B.     Business Meetings: Business Meetings will occur at least every other month.  These meetings will be conducted by the PHiC President or in his / her absence a designated member of the Executive Board.  Any members in good standing may attend the business meeting and will conduct themselves in a professional manner, or be asked to leave the meeting.  All Club decisions at the meeting will be by a majority vote or show of hands of those present.  Minutes will be taken at all business meetings and reported out at the following meeting. Quorum rules apply. (Article lV-C).

 

C.    Exclusive Board Meetings: The board will meet on an as needed basis, at least quarterly.  Minutes from these Executive Board meetings will be made available to all members in good standing and reported out at the business meeting.  Proxies shall be handled in accordance with Article lV-D Quorum rules apply. (Article lV-C)

 

 

 

ARTICLE V111:  Elections and Voting

 

A.     Each officers term will consist of one (1) year running from January 1^st to December 31^st  and will be selected by a majority vote of the general membership as follows:

 

1.      No later than August 30^th of each year, Elections Board Officers will be appointed by the current Executive Board to serve as the individuals who take nominations and count the votes for the general membership.  These individuals will not be current members of the board, nor will they be current club leaders or representatives, seeking office, but must be members in good standing with the Parrot Heads of Citrus.

 

2.      Members in good standing that have a desire to run for election will be notified via the newsletter that a declaration of intent must be received be the Elections Officer no later than October 15^th.  The elections officer must provide the list of individuals to be published in the newsletter prior to the election.

 

3.      All voting for the next year’s officers will be done by ballot.  Elections will be completed by Dec. 15^th of each year.

 

4.       

   

B.     Vacancies / Replacement of members of the Executive Board.

 

1.      If a member of the Executive Board cannot fulfill his / her term of office, the President shall appoint a candidate for the position.  The candidate must be a member in good standing, and approved by a majority vote of the Executive Board.

 

2.      Recalls of any member of the Executive Board can be made by any member in good standing upon presentation of a petition which describes the reason(s) for the recall.  The petition must be signed by at least 25 percent of the members in good standing at the date on which the petition is presented to the President, or the remaining of the Executive Board.

 

a.)    The recall of any elected officer may be affected for any of the following reasons:

 

1.      Mental or physical disability resulting in substantial inability to execute the duties of that office.

 

2.      Malfeasance, misfeasance or nonfeasance of office.

            

b.)    Upon presentation of such petition to the President or remaining Executive Board, a special Election Chairman shall be appointed to supervise the voting, to receive and count ballots and to certify the results in writing to the President with a copy to the Newsletter Editor for publication. Such petition together with a ballot shall appear in the next newsletter, provided it is received by the Editor three (3) days prior to the deadline date established by the Newsletter editor and or his / her committee.

 

c.)    Balloting rules of a regular election shall apply except the designated date for the final receipt of ballots shall be no less than 30 days nor more than 60 days from the date of the newsletter publication.

 

d.)    In recall of elections, a minimum vote of 25 percent of the membership must be received in order to affect a recall.  A simple majority of the ballots cast will determine rejection or approval.

 

 

e.)    The President shall inform the membership in writing via the newsletter of the results, in the next newsletter published after the certification of the election.

 

 

 

 

ARTICLE X: Assets and Liabilities

 

A.     Expenditures / Reimbursements / Budgets.  Parrot Heads of Citrus members wishing to be reimbursed or approved for expenditures for Parrot Heads of Citrus related activities such as, but not limited to: construction materials, necessary supplies for official club functions, other official and / or club sponsored functions, prior to spending money shall follow the directions below:

 

1.      All expenses must be pre-approved by the Executive Board.

 

2.      Reimbursement of expenses to any member who has incurred expenses on behalf of the organization must be accompanied by a written request for reimbursement to any member of the Executive Board.  Proper documentation including receipts must be submitted for consideration.

 

3.      Any Expenses in excess of $500 must be approved by the general membership at a business meeting.

 

 

B.     Any property belonging to the organization shall not be used or consumed by any person without written consent of the Executive Board and an approval by majority vote of the board.  The term “Property” includes all real or personal tangible or intangible items which may be owned, created by, or in the possession of the organization absent an overriding legally enforceable contract.

 

C.     The fiscal year for the Parrot Heads of Citrus shall begin on January 1^st and end on Dec. 31^st.

 

D.     The President, vice President, and Treasurer are the authorized signatures of the organization’s bank account.

 

E.      The following statement is to be added to each printed membership directory.  This directory is for the exclusive use of the Parrot Heads of Citrus (PHOC) members.  It is not to be utilized for any purpose not directly associated with PHOC, nor is it to be released to other parties without approval of the Executive Board.

 

 

F.      The Editor of the newsletter with the approval of the Executive Board shall set the club newsletter advertising rates.

 

G.     All special events shall be budgeted to at least “break even financially.  If a deficit appears likely, it will be reported to the Executive Board promptly.

 

H.     Upon dissolution of the Parrot Heads of Citrus, the remaining assets will be distributed to a charitable organization, leaving the choice to a majority vote of the general membership.

 

 

 

ARTICLE X1: Amendment to By-Laws

 

 

A.     These by-laws may be amended by a majority vote of members present at a business meeting where regular quorum rules apply, and where a minimum of 30 days notice shall be given

 

B.     Amendments to these by-laws can be proposed for general membership vote, by a petition signed by 25 percent on members in good standing, and presented to the Executive Board.

 

C.     The Executive Board shall present for general membership vote, any amendments to the by-laws that have been approved by a two-thirds (2/3) vote of the Executive Board.

 

D.     Any omission not covered in these by-laws will be dictated by “Roberts Rules of Order / Parliamentary Procedures.

 

 

 

ARTICLE X11: Adoption of By-Laws

 

Adoption of the by-laws or revisions thereof which are approved by the   

Executive Board, shall be ratified by a majority vote by show of hands of 

those present at the next business meeting following the completion and 

Distribution of said by-laws or revisions.

 

 

These by-laws were adopted on January 6^th, 2001 by a majority vote.

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