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TAPCUG By-Laws

Tacoma Area PC Users Group
(A Washington State Corporation)
APPROVED 2011

Download The TAPCUG Constitution and By-Laws PDF File Here


ARTICLE 1 - MEMBERSHIP

Section 1 Membership is restricted to individuals only. Companies, corporations, etc, cannot be enrolled as members of the TAPCUG.
Section 2 Membership privileges of the individual enrolled as a member of the  TAPCUG extend to the members of his or her immediate family, with the  exception of the voting privilege and the entitlement to copies of TAPCUG's publications.
Section 3 Two or more individuals within a family may separately enroll as full members of TAPCUG by paying separate annual dues.


ARTICLE 2 - DUES

Section 1 Annual dues for regular membership shall be set by the Board of Directors.
Section 2 The name of any TAPCUG member who has not paid his or her yearly dues  within 90 days of the due date shall be removed from the membership  roster. A member's due date is the last day of the month to which the  member has paid annual dues. The month and the year of the due date is  shown on the membership roster. Each member will receive postcard  notification from the Membership Chair when dues are due.
Section 3 When a TAPCUG member pays annual dues, one year will be added to the  member's due date for each annual dues paid. When a prospective member  applies for membership and pays annual dues, that person's due date will be one year (for each annual dues paid) after the last day of the month during which the dues were received.
Section 4 When a former TAPCUG member re-applies for membership by paying annual  dues, the due date will be established as follows: If less than four  months have elapsed since the former due date for that person, the new  due date will be based on the former due date, by adding one year for  each annual dues paid. If more than three months have elapsed since the  former due date, the new due date shall be set as for a prospective  member.


ARTICLE 3 - OFFICERS

Section 1 All officers shall be elected from the general membership according to the procedures set forth in Article 11 of the Bylaws.
Section 2 General responsibilities of TAPCUG officers are to:
    a. Conduct day-to-day TAPCUG business.
    b. Preserve the assets of the TAPCUG.
Section 3 Specific duties of TAPCUG officers are as follows:
a. The President shall:
    1. Serve as the chief executive officer of the TAPCUG.
    2. Be responsible for the general conduct of the TAPCUG.
    3. Conduct all Board of Directors meetings and other special meetings as called by the Board of Directors.
    4. Appoint support staff as required.
    5. Designate committees and appoint committee chairmen as required except  the nominating committee. Be an ex-officio member of all committees  except the nominating committee.
    6. Call Executive Committee meetings.

    b. The Vice President shall:

      1. Serve in place of the President in his absence.

      2. Serve as President if the office of the President is vacated until a new President is elected.

      3. Manage the activities of the Special Interest Groups to include monitoring their status within the TAPCUG. (See Article 5).

    c. The Secretary shall:

      1. Maintain records of TAPCUG business.

      2. Document decisions made by the Board of Directors.

      3. Notify appropriate members of scheduled meetings.

    d. The Treasurer shall:

      1. Maintain accurate financial records of the TAPCUG. Records shall include all receipts and disbursements for the TAPCUG.

      2. Ensure that an independent financial review of the TAPCUG is conducted annually.

      3. Reimburse members for those general TAPCUG expenses and capital expenditures approved by the Board of Directors.

      4. Publish an annual financial report of the TAPCUG.

      5. Provide financial reports of the TAPCUG to the Board of Directors at least quarterly.

      6. Conduct an annual inventory of capital assets.


ARTICLE 4 - BOARD OF DIRECTORS

Section 1 All Group A and Group B directors shall be elected from the general  membership according to the procedures set forth in Article 11 of the  Bylaws.
Section 2 General duties and responsibilities of the Board of Directors include.
    a. Establish policy for the TAPCUG.
    b. Approve the TAPCUG budget.
    c. Make public any oral or written communication on behalf of the TAPCUG.
    d. Sponsor meetings in the name of the TAPCUG.
Section 3 Specific duties of the Board of Directors include:
    a. Establish the amount of membership dues.
    b. Recognize, approve, and facilitate the formation of new Special Interest Groups.
    c. Confirm the President's appointments of support staff and committee chairmen.
    d. Recommend, by a two-thirds vote of the Board of Directors, the removal  for cause of an officer or director from his or her elected position.
Section 4 The following guidelines shall apply to Board of Directors meetings:
    a. Regular meetings shall be held monthly or as otherwise determined by the Board.
    b. All members of the Board of Directors will be notified of the time and  place of Board meetings at least five working days prior to the meetings unless meetings are scheduled for the same time and place each month.
    c. Special meetings may be held at the request of any four members of the  Board. Notification requirements as in Section 4.b remain in effect.
    d. Upon majority consent of the Board members, an emergency meeting can be called without advanced notice.
Section 5 If the TAPCUG general membership has not adopted an official position  on a TAPCUG matter, any public statement or position held by the Board  of Directors shall be clearly labeled as that of the Board alone.


ARTICLE 5 - SPECIAL INTEREST GROUPS (SIGs)

Section 1 Special Interest Groups (SIGs) are formed to support the purposes of  the TAPCUG in a specific area of interest which has not already been  addressed or which needs greater emphasis.
Section 2 Membership in SIGs is open to all members of the TAPCUG.
Section 3 A SIG leader is proposed by members of the SIG, approved by the Vice  President, and appointed by the Board of Directors. Specific duties and  responsibilities of the SIG leader include:
    a. Presentation of the appropriate documentation to the Board of Directors so that the Board may formally recognize the SIG (See Section 4  below.).
    b. Maintenance of an up-to-date roster of active SIG members.
    c. Conduct of SIG meetings in accordance with the SIG Leader Handbook.
Section 4 A SIG becomes a recognized unit within the TAPCUG when the following takes place:
      a. A meeting chaired by the Vice President is held to discuss the formation of the SIG. All interested parties are invited.
      b. The following documentation is presented to the Board of Directors:
    1. A SIG charter which includes:
      (a) An outline of the purposes, interests, and activities of the proposed SIG.
      (b) Identification of the SIG leader.
      (c) An estimate and analysis of any expenses or anticipated revenue associated with the activities of the SIG.
    2. A description of the SIG for the TAPCUG newsletter.
      (a) The Board of Directors votes and formally recognizes the SIG.
Section 5 The SIG Leader Handbook shall be prepared and periodically updated by a Standing Committee comprised of SIG leaders and chaired by the Vice  President, subject to approval by the Board of Directors.
Section 6 The Board of Directors may vote to disband a SIG.


ARTICLE 6: SUPPORT STAFF

Section 1 Subject to confirmation by the Board of Directors,
the President shall appoint the following support staff.
    a. Program Manager
    b. Membership Chair
    c. Newsletter Editor
    d. Public Domain Software Librarian
    e. Proprietary Software Manager
    f. Equipment Manager
    g Website Manager
Section 2 The President may appoint additional support staff for particular tasks subject to the approval of the Board of Directors.
Section 3 Support staff serves at the pleasure of the Board of Directors.
Section 4 Duties and responsibilities of the support staff shall be defined by the Board of Directors.


ARTICLE 7 - COMMITTEES

Section 1 The President shall designate committees for short term projects.
Section 2 Subject to confirmation by the Board of Directors, the President shall appoint committee chairmen.
Section 3 Duties and responsibilities of the committees are defined by the President.


ARTICLE 8 - EXECUTIVE COMMITTEE

Section 1 The Executive Committee is composed of all TAPCUG officers.
Section 2 The President may call meetings of the Executive Committee to handle  day-to-day TAPCUG business and discuss issues prior to presentation at  the Board of Directors meetings.


ARTICLE 9 - QUORUM

Section 1 A quorum of the Board of Directors shall consist of the Board members present at the Board meetings.
Section 2 At any general meeting, the members present shall constitute a quorum.


ARTICLE 10 - PARLIAMENTARY CONDUCT

Section 1 Unless otherwise specified, Robert's Rules of Order, Newly Revised,  shall govern the procedures of the TAPCUG for all TAPCUG meetings.
Section 2 The President will designate a parliamentarian as circumstances require.


ARTICLE 11 - ELECTIONS

Section 1 Elections for TAPCUG officer and director positions shall be held  during the month of October, or whenever necessary to fill a vacancy.
Section 2 Elections to office shall be by vote of the members present.
Section 3 Elections shall be by ballot distributed to all members in attendance at the election meeting.
Section 4 Each member in good standing may cast one vote.


ARTICLE 12 - FINANCIAL MANAGEMENT

Section 1 The fiscal year of the TAPCUG shall commence October 1 and end on the last day of September.
Section 2 All TAPCUG activities that conduct regular financial transactions shall operate within a budget approved by the Board of Directors.
Section 3 All TAPCUG activities that independently manage their finances shall provide the Treasurer the following:
    a. A monthly financial statement.
    b. A proposed budget of anticipated income and expenditures on a quarterly basis.
Section 4 All capital asset purchases exceeding $50 must be approved, in writing, by at least two TAPCUG officers or by motions approved and recorded in  the minutes.
Section 5 General TAPCUG expenses shall be reimbursed by the Treasurer. Receipts for expenses must be provided.
Section 6 Any surplus that accrues to the TAPCUG shall be used in the public interest.
Section 7 A financial statement disclosing the fiscal condition of the TAPCUG  shall be published during the first four months of each fiscal year.


ARTICLE 13 - AMENDMENTS

Section 1 A general or special meeting shall be called by the Board of Directors for the purpose of amending these Bylaws.
Section 2 All members, in good standing, may cast one vote on the proposed amendments.
Section 3 These Bylaws shall be amended only by a two-thirds vote of those  present and voting at the meeting designated in Section 1 of this  Article.
Section 4 Notice of proposed amendments must be published to all members prior to the meeting designated in Section 1 of this Article.


ADOPTED: 5 December 1987
Lewis Chichester Jr., President
Barry Hibbing, Secretary

AMENDED: 13 September 1997
Nico H. Roos, President
Martin L. Flom, Secretary

AMENDED: 8 August 1998
Nico H. Roos, President
Martin L. Flom, Secretary

AMENDED: 9 October 1999
Nico H. Roos, President
William DiLorenzo, Secretary

AMENDED: 12 November 2011
Neil Stahfest, President
Ann Copeland, Secretary

 

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