OREGON CHAPTER of RVing WOMEN
BY-LAWS
2010
ARTICLE I: NAME, LOCATION, AND RECORDS
Section 1. The official name of this chapter is the Oregon RVing Women. This Chapter was chartered in January, 2004, by the RVing Women Board of Directors.
Section 2. This is a geographical Chapter encompassing the State of Oregon.
Section 3. The home state of this Chapter shall be Oregon.
Section 4. The Chapter records and official documents (i.e., minutes, elections, copies of Bylaws, Chapter Rules) shall be kept by the Chapter Secretary.
ARTICLE II: CHARACTER, PURPOSE AND OBJECTIVES
Section 1. This Chapter is a subordinate organization of the tax-exempt central organization RVing Women as defined by the Internal Revenue Service and, as such, is subject to the Internal Revenue Code Section 501(c)(7).
Section 2. The primary purpose of this Chapter is to provide for the social and recreational needs of RVing Women including providing education, training and safety information related to the use of recreational vehicles and opportunities for women to improve their skills and knowledge of RV’s and the RVing lifestyle.
Chartered January 2004, Amended
March 26, 2007, Amended October 24, 2007, Compliance amended July 30, 2010 ARTICLE III: MEMBERSHIP AND MEMBERS
Section 1. Chapter members must be members of RVing Women.
Section 2. Members will be admitted upon receipt of an application accompanied by payment of Chapter dues, along with evidence of payment of dues to RVing Women for the current year.
Section 3. A voting member is defined as any member with RVW and Chapter dues up-to-date.
Section 4. Each member shall be entitled to one vote on each matter submitted to a vote of the members.
Section 5. The Officers, by affirmative vote of two-thirds of all the officers may suspend or expel a Chapter member for nonpayment of dues, for violation of the Chapter Bylaws, lack of RVW membership, or engaging in activities which jeopardize the Chapter’s IRS tax-exempt status.
Section 6. Membership in this Chapter is not transferable or assignable.
ARTICLE IV: OFFICERS AND DUTIES
Section 1. Initially, this Chapter will be chaired by an appointee of the charter members. After the first meeting of the membership at which officers are elected, the officers of this Chapter shall be a President, Secretary, and Treasurer. Other officers may be elected at the discretion of the Chapter and may be defined in the Chapter Rules. The President and the Treasurer shall not be the same person, and the President and Secretary shall not be the same person, nor may they reside in the same household.
Section 2. The term of office shall be two years, or until a successor is elected. All officers shall be eligible for re-election.
Section 3. Should the Chapter President be unable to serve, the RVW Board of Directors must be advised of that fact within thirty (30) days. The Chapter shall then select a replacement.
Section 4. The RVW Board of Directors shall be notified within thirty (30) days of the election of the names and contact information of elected officers.
Chartered January 2004, Amended March 26, 2007, Amended October 24, 2007, Compliance amended July 30, 2010
Section 5. Duties:
The President shall: (a) preside at meetings of the Chapter; (b) perform administrative duties; (c) supervise the activities of the Chapter; (d) authorize expenditures of the Chapter funds; (e) ensure the timely submission of all reports to RVing Women; (f) promote in every reasonable way the interests of the Chapter and the interests of RVing Women; (g) appoint committees as required; (h) see that nominations are made for all offices by the election date; (i) be the contact person for the RVW Board of Directors; (j) provide leadership for the recruitment of new members and market the chapter to potential new members; and (k.) submit financial records for an annual audit ( current officers may not perform the audit).
The Secretary shall: (a) keep all the records of the Chapter, including an up-to-date membership list and committee reports; (b) maintain the official documents of the Chapter, including Bylaws, Chapter Rules, Rules of Order, correspondence, and minutes of meetings; (c) be responsible for minutes being taken at any official chapter meeting; (d) be responsible for receiving event registrations, generate registration lists for parks, and participant lists for event hosts; distributes event activity schedules as submitted by event hosts; and (e) communicate all activities, meetings, and election information to ALL members by e-mail or US mail such that it is received by the membership at least thirty (30) days prior to their occurrence.
The Treasurer shall: (a) be responsible for receiving and disbursing the Chapter funds; (b) balance and reconcile the Chapter bank account(s); (c) prepare financial reports for the Chapter members and to submit to the RVW Board of Directors; (d) submit the annual Chapter Financial Statement to RVW for inclusion in RVW’s income tax return; (e) prepare a proposed annual budget and submit it to the Executive Committee to be presented at the Chapter business meeting; (f) be responsible for sending out dues notices (renewals), collect dues, and coordinate with the Secretary to update the membership list; and (g) submit financial records for an annual audit
Chartered January 2004, Amended March 26, 2007, Amended October 24, 2007, Compliance amended July 30, 2010 Section 6. No officer or member of the Chapter shall have the authority to incur expenses in the name of RVing Women without the advance written consent by the RVW Board of Directors.
Section 7. The RVW Board of Directors may request that a Chapter replace its President or any officer for reasons of inactivity, negligence, violation of the Chapter Bylaws, violation of RVW’s Bylaws, lack of RVW membership or engaging in activities which jeopardize the Chapter’s nonprofit status, or the nonprofit status of RVing Women.
ARTICLE V. MEETINGS
Section 1. Conducting the business of this Chapter shall be in accordance with Robert’s Rules of Order, Newly Revised, when such rules are not in conflict with the Chapter Bylaws, RVW’s Bylaws, or specific directives from the RVW Board of Directors.
Section 2. A quorum of ten (10 Members, including one elected officer, shall be required for conducting the business of Chapter meetings. A majority vote of members present is required to conduct any business presented; however, prior notice and a 2/3 vote of the Chapter membership is required to remove a member from office.
Section 3. An Annual business meeting shall be held at least once a year where Chapter business is conducted. The Annual meeting will be held in the month of September.
Section 4. Additional meetings may be called. All members shall be notified in writing ( e-mail, web page, etc) at least thirty (30) days prior to the meeting as to the date, place, time and purpose of all meetings.
Section 5. Accurate minutes must be kept of business conducted at all meetings. Minutes are the only legal record of all meetings, and all motions and their voting outcome shall be recorded.
ARTICLE VI: ELECTIONS
Section 1. The officers shall be elected at the Annual meeting. Voting shall be by written ballot, show of hands, or acclamation. A majority of votes cast is required to elect each officer.
Chartered January 2004, Amended March 26, 2007, Amended October 24, 2007, Compliance amended July 30, 2010
Section 2. The new officers will assume their respective offices in January.
ARTICLE VII: DUES AND ACTIVITY FEES
Section 1. The annual dues, if any, of this Chapter shall be determined by the Chapter membership.
Section 2. The Chapter membership or event host shall assess the minimum activity fee, if any, for each Chapter activity.
Section 3. The actual amount of dues and activity fee, if any, shall be set forth in the Chapter Rules.
ARTICLE VIII: EMERGENCY ACTION
In the event that any required action cannot be completed as set forth in the Chapter Bylaws, the RVW Board of Directors may take emergency action for the benefit of the Chapter. Such emergency action shall then be submitted for ratification to the Chapter membership at its next business meeting.
ARTICLE IX: AMENDMENTS TO BYLAWS
Section 1. Proposed amendments or revisions, or both, must be approved by the chapter members prior to being submitted to the RVW Board of Directors for review ( except in the case of changes for compliance with RVW’s Bylaws or modifications to IRS rules) to ensure that amendments are not in conflict with the RVW’s Bylaws, or that amendments do not jeopardize the Chapters nonprofit status or the nonprofit status of RVing Women.
Section 2. All members must be notified at least thirty (30) days prior to any proposed amendments. Voting will be by a show of hands or ballot at a meeting. Upon request, absentee voters will be sent a ballot by mail, or e-mail to be returned by mail, e-mail or fax.
Section 3. Approval by two-thirds of the ballots cast is required for an amendment to carry.
Chartered January 2004, Amended March 26, 2007, Amended October 24, 2007, Compliance amended July 30, 2010
Section 4. After membership approval, the Chapter Leader shall prepare two (2) original copies of the complete Amended Bylaws, dated the day of membership approval, and signed by two (2) officers of the Chapter. One (1) copy shall be submitted to the RVW Board of Directors via the RVW office. One (1) copy shall be retained by the Chapter. The President of the RVW Board or her designate, upon acceptable review, will sign, date and return an acceptance page to be attached to the signed retained bylaws for the Chapter records. A copy of the acceptance page shall be attached to the submitted copy as well for the office records.
ARTICLE X: CHAPTER RULES
The members of this Chapter may write and adopt a set of standing rules to cover activities or situations, or both, not specified in these Bylaws. These Chapter Rules may not be in conflict with, or supersede, the Bylaws or the Bylaws or Policies and Procedures of RVing Women. These Chapter Rules may be adopted, amended, revised, or repealed at any publicized meeting upon approval of two-thirds of the members present.
ARTICLE XI: INDEMNIFICATION
Each officer and committee member, while serving as such, shall be indemnified against any and all claims and liabilities to which she may be subjected because of service, or by reason of any act or omission alleged to have been committed by such officer or committee member, unless such act is the result of a willful or grossly negligent act or omission on the part of said officer or committee member.
ARTICLE XII: FISCAL RESPONSIBILITY
Any officer, activity host, committee member, member, or guest who is handling any type of funds for this Chapter shall keep an accurate account of such funds, including receipts and disbursements, and shall turn over said funds, with its accompanying reports, to the Treasurer in an expeditious manner.
ARTICLE XIII: DISSOLUTION
In the event of dissolution of this Chapter, all obligations shall be paid, and any remaining assets shall be sent to RVing Women. RVing Women shall not be liable for any debts incurred by this Chapter. The name of this Chapter shall revert to RVing Women.
Chartered January 2004, Amended March 26, 2007, Amended October 24, 2007, Compliance amended July 30, 2010
Oregon Chapter of RVing Women Bylaws 2010
Adopted this _30th____ day of __July_______, 2010___
Masanee Brown _____________________________________________ Chapter President
Barb Pace _________________________________________________ Chapter Secretary
Amended (______date__________) ____________________________________ Chapter President
____________________________________ Chapter Secretary
Approval by RVW (____10-31-2010________)
Chartered January 2004, Amended March 26, 2007, Amended October 24, 2007, Compliance amended July 30, 2010 |